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Municipal Council Solan RFP Document no. GIS/Tax/2017-18/1143

MUNICIPAL COUNCIL SOLAN Solan, Himachal Pradesh

Phone: 01792 - 223532, Email: [email protected] / [email protected]

Procurement of “Property Tax Billing Software Application (Licensed Version) with Requisite Customization, Operation and Maintenance during the Project Period” and Contract on Revenue Sharing Basis for “Property Tax Bills Generation based on GIS Surveyed Database, Dispute Settlement by Property Re-verification, Non-Surveyed / New Property Verification, Property Data Updation and Collection & Recovery of Payments works” for the Financial Year 2017-18 in Municipal Council Solan, Himachal Pradesh.

No. GIS/Tax/2017-18/1143 Date: 20-May, 2017

1. The Executive Officer, Municipal Council Solan, Himachal Pradesh invites E-proposals from eligible Consultancy Firms / Agency for Procurement

of “Property Tax Billing Software Application (Licensed Version) with Requisite Customization, Operation and Maintenance during the Project

Period” and Contract on Revenue Sharing Basis for “Property Tax Bills Generation based on GIS Surveyed Database, Dispute Settlement by Property Re-verification, Non-Surveyed / New Property Verification, Property Data Updation and Collection & Recovery of Payments works” for the Financial Year 2017-18 in Municipal Council Solan, Himachal Pradesh.

2. Eligibility Criteria for participating Consultancy Firm:

i. To submit e-proposal on www.hptenders.gov.in ; digital signature is mandatory to participate in the e-tendering.

ii. The applicant should be a firm or legal entity registered under Companies Act, Societies or any other law and should have been in operations in India for at least 3 years with the proof of incorporation/ commencement of business.

iii. The Firm should have been working in the field of GIS based Property Survey and Billing for more than 3 years ending on 31st March 2017.

iv. Average annual turnover of the Consultancy Firm for the last three financial years ending on 31st March 2017 should be equal to or greater than INR 50 lacs.

v. The Consultancy Firm should have successfully completed at least 3 similar assignments of order value more than 05 lacs. Bidder should submit details of the project and completion certificate /work order /contract agreement or any other related document issued by client.

vi. The firm should be ISO 9001-2015 certified.

vii. Joint ventures are not allowed for this assignment.

3. Interested Consultancy Firms may download the complete Request for Proposal (RFP) Document, from tender section on the website www.mcsolan.com or www.hptenders.gov.in from 30-05-2017 onwards. No liability will be accepted for downloading the incomplete document.

4. Online Submission: The Tender Documents shall be uploaded online at www.hptenders.gov.in in 02 Covers System, up to 17:00 Hrs. on 12-06-2017

i. Cover 1: Shall contain scanned copies of all “Technical Documents/Eligibility Information and other requisite documents as specified in RFP Document” as mentioned below:

a) Valid copy of Company Registration as required

b) Copy of Sale Tax

c) Cost of RFP Document

d) Earnest Money Deposit

e) Copy of PAN

f) Work Experience Certificate and

g) Other requisite documents as mentioned in the RFP Document.

ii. Cover 2: Shall contain “Financial Bid” in which the firm shall quote their Proposal for each group.

5. Submission of Original Documents: The Bidders are required to submit in the Office of Executive officer, Municipal Council Solan on any working day up to 13:00 Hrs. on 13-06-2017, failing which the bids will be declared non-responsive.

i. Original Demand Draft of INR 1,000/‐ (INR One thousand only), drawn in favor of Executive Officer, Municipal Council Solan, payable at Solan towards the cost of RFP Document. No proposals will be accepted without cost of RFP document.

ii. Original Demand Draft or Banker's Cheque or Fixed Deposit Receipt or Bank Guarantee of INR 50,000/‐ (INR Fifty thousand only), drawn in favor of Executive Officer, Municipal Council Solan, payable at Solan towards the Earnest Money Deposit.

iii. Technical Documents / Eligibility information and other requisite documents as specified in RFP Document.

6. Bid Opening Details: Technical Proposal of Bids shall be opened at 15:00 Hrs. on 13-06-2017 in the Office of the Executive Officer, Municipal Council Solan by the authorized official. In the interest of the tender, bidders are advised to be present along with original documents at the opening of the tender. If the Office happens to be closed on the date of the opening of the bid as specified, the bid will be opened on the next working date at the same time and venue.

7. The proposal for the work shall remain valid for acceptance for a period not less than 90 days after the deadline date for bid submission. Other details can be seen in the tender document.

8. The Officer inviting tender shall not be held liable for any delay due to system failure beyond its control. Even though the system will attempt to notify the bidders of any bid update, the Employer shall not be liable for any information not received by the bidder. It is bidder responsibility to verify the website of the information related to the tender.

9. Executive Officer, Municipal Council Solan reserves the right to accept or reject any or all proposals without incurring any obligation to inform the affected applicant/s of the grounds. The eligibility criteria will be first evaluated as defined above for each bidder. Detailed technical evaluation will be taken up in respect of only those bidders, who meet with the prescribed eligibility criteria.

mailto:[email protected]


http://www.hptenders.gov.in/

http://www.mcsolan.com/




TABLE OF CONTENTS

S. No. Particulars Page No. A Data Sheet 02 B SECTION:1 - Letter of Invitation 03-05 1 Letter of Invitation 04-05 C SECTION:2 - Instructions to Consultant 06-23 1 Definition 07 2 Introduction 08-10 3 Clarifications and Amendments to RFP Documents 09

4 Preparation of the Proposal 09

5 The Technical Proposal 09-13 6 The Financial Proposal 13 7 Submission, Receipt and Opening of Proposals 13-14 8 Proposal Evaluation 14-15

9 Public Opening and Evaluation of Financial Proposals 15-16

10 Contract Negotiations and Award of Contract 16

11 Duration of Assignment 16

12 Performance Security 16

13 Data Sheet to Instruction to Consultants 17-18

14 Appendix-1 to Data Sheet: Narrative Evaluation Criteria for Technical Proposal 19-20

15 Appendix-2 to Data Sheet: Detailed Marking Scheme for Technical Evaluation 21-22

16 Appendix-3 to Data Sheet: Bid Security Form (Bank Guarantee) 23

D SECTION: 3 - Technical Form 24-36

1 Form TECH-1: Technical Proposal Submission Form 25-30

2 Form TECH-2: Firm/Agency’s Organization and Experience 31-31

3 Form TECH-3: Comments and suggestions on the Terms of Reference and on counterpart staff

and facilities to be provided by the client

33

4 Form TECH-4: Description of Approach, Methodology and Work Plan for performing the

assignment

34

5 Form TECH-5: Team Composition and Task Assignments 35

6 Form TECH-6: Personal Schedule 36

7 Form TECH-7: Work Plan/Schedule 36

E SECTION: 4 - Financial Form 37-40

1 Section 4: Financial Proposal - Standard Forms 38

2 Form FIN-1: Financial Proposal Submission Form 39

3 Form FIN-2: Summary by Cost 40

F SECTION: 5 - Terms of References 41-46

1 Introduction 42 2 Objective 42 3 Project Area 42 4 Existing Set-up 42 5 Scope of Works 43-44 6 Terms for provision of the services and reporting 44 7 Compilation of Data as per Database Structure 44 8 Integration of Database with existing Tally.ERP9 and it’s Updation 44 9 Workshop and Training 44-45 10 Schedule for Output and Deliverables 45 11 Payments to the Successful Consultant / Engaged Agency 45 12 Complaints and Corrective Action 45-46 13 Penalties for Non-Performance 46 G SECTION: 6 - General Terms & Conditions, Quality Control and Code of Conducts 47

1 General Terms & Conditions 48-49 2 Quality Control 49 3 Code of Conduct 49-50


Municipal Council Solan (MCS) invites E-proposals in two bid cover system for Procurement of

“Property Tax Billing Software Application (Licensed Version) with Requisite Customization, Operation and

Maintenance during the Project Period”” and Contract on Revenue Sharing Basis for “Property Tax Bills

Generation based on GIS Surveyed Database, Dispute Settlement by Property Re-verification, Non-Surveyed

/ New Property Verification, Property Data Updation and Collection & Recovery of Payments works” for the

Financial Year 2017-18 in MCS geographical area from interested and eligible bidders.

Sealed offers prepared in accordance with the procedures enumerated in this document should be submitted to the Office of the Executive Officer, Municipal Council Solan – 173212 before the specified date/time as given in the data sheet.

The Tender reference number, description of work, Key Dates and Timeline for Online submission and submission of original sealed offers, deposit of RFP Document cost, EMD, dates for opening of technical offers are given in the below mentioned DATA SHEET.

DATA SHEET

Tender Document No GIS/Tax/2017-18/1143

Tender Name Procurement of “Property Tax Billing Software Application (Licensed Version) with Requisite Customization, Operation and Maintenance during the Project Period” and Contract on Revenue Sharing Basis for “Property Tax Bills Generation based on GIS Surveyed Database, Dispute Settlement by Property Re-verification, Non-Surveyed / New Property Verification, Property Data Updation and Collection & Recovery of Payments works” for the Financial Year 2017-18 in Municipal Council Solan, Himachal Pradesh.

Name of the Organisation Municipal Council Solan, Himachal Pradesh

Cost of the Tender Document

(Non-Refundable)

INR 1000/-

(INR One Thousand Only)

Payable through Demand Draft / Banker's Pay Order from Nationalized Bank drawn in favour of "Executive Officer, Municipal Council Solan” payable at Solan.

Earnest Money Deposit (EMD) INR 50,000/-

(INR Fifty Thousand Only)

Payable through Demand Draft or Banker's Cheque or Fixed Deposit Receipt or Bank Guarantee from Nationalized Bank drawn in favour of "Executive Officer, Municipal Council Solan” payable at Solan.

Contract Period Financial Year: 2017-18

(The contract may be reviewed and extended further periods of up to 02 Financial Years, if necessary after successful completion of the said contract for the Financial Year 2017-18)

Date of Online Publication At 10:00 Hrs. on 30-05-2017

Start Date & Time for RFP Document download and Bid Submission

At 10:00 Hrs. on 30-05-2017

End Date & Time for RFP Document download and Bid Submission

At 17:00 Hrs. on 12-06-2017

Last Date & Time for Physical submission of Cost of RFP Document, EMD, Tender Documents etc.

At 13:00 Hrs. 13-06-2017

Date & Time for Opening of Technical Bids, Evaluation of Technical Bid

At 15:00 Hrs. 13-06-2017

Expected Date for electronically and physically public opening of Financial Proposals:

Shall be intimated to all successful technically responsive bidders through letter/E-mail/SMS.

Expected Date for contract negotiations:

Shall be intimated to the successful/preferred bidders by letter/E-mail.

Expected Date for signing of Contract: Shall be intimated to the successful/preferred bidders by letter/E-mail.

Expected Date for commencement of consulting services:

Immediately after signing the contract.

Address for all communications Office of Executive Officer, Municipal Council Solan, Solan - 173212, H.P.


SECTION 1: LETTER OF INVITATION


SECTION 1 – LETTER OF INVITATION

Ref: GIS/Tax/2017-18/1143 Date: 20-May, 2017

From: Executive Officer

Municipal Council Solan, Solan – 173212, Himachal Pradesh

Phone: 01792 - 223532 Email: [email protected] / [email protected]

To: …..……………………………………………………

…..……………………………………………………

…..……………………………………………………

Attention: Mr. /Ms.

1. Executive Officer, Municipal Council, Solan, Himachal Pradesh invites e-proposals to provide the

following consulting services:

Procurement of “Property Tax Billing Software Application (Licensed Version) with

Requisite Customization, Operation and Maintenance during the Project Period” and

Contract on Revenue Sharing Basis for “Property Tax Bills Generation based on GIS

Surveyed Database, Dispute Settlement by Property Re-verification, Non-Surveyed / New

Property Verification, Property Data Updation and Collection & Recovery of Payments

works” for the Financial Year 2017-18.

2. The Background Information and Terms of Reference for the Consulting services are provided in

Section 5 of the Request for Proposal (RFP)

3. This RFP is available to all eligible prospective consulting firms

4. A firm will be selected under Least Cost Weightage Selection (LCWS) Method and procedures

described in this RFP, in accordance with the policies of the Govt. of Himachal Pradesh

5. The RFP includes the following documents:

a. Section 1 - Letter of Invitation

b. Section 2 - Instructions to Consultants (including Data Sheet)

c. Section 3 - Technical Proposal - Standard Forms

d. Section 4 - Financial Proposal - Standard Forms

e. Section 5 – Terms of Reference

6. Bidders are requested to submit following documents along with their proposals:

a. Non-Refundable RFP Document Fee of INR 1000/- (INR One Thousand Only)

b. Bid Security /Earnest Money Deposit (Refundable) in prescribed format amounting INR

50,000/- (INR Fifty Thousand only)

c. Copy of Certificate of Incorporation / Registration Certificate including JV/Association, if any;




d. Audited Financial Statements of last 3 years;

e. Certificate from Employer regarding experience

7. The deadline for receipt of proposals shall be as indicated in Notice Inviting Proposal.

8. Incomplete proposal shall not be considered and no interim correspondence shall be entertained.

Canvassing in any form shall be considered a disqualification.

9. MCS reserves the right to accept or reject any or all proposals, and to annul the selection process

and reject all proposals at any time prior to the award of contract, without thereby incurring any

liability or any obligation in any form to the affected firms on any grounds. The decision of the

Company is final and binding.

10. On behalf of MCS, the Executive Officer reserves the right to cancel/postpone the RFP wholly or

partially if so required. No claim will be admissible in case of such cancellation/postponement.

11. The successful consultant / engaged agency will have to sign contact with MCS in the prescribed

format.

Yours sincerely,


SECTION 2: INSTRUCTION TO CONSULTANTS


Section 2- INSTRUCTIONS TO CONSULTANTS

1. DEFINITIONS

i. “MCS” means Municipal Council Solan;

ii. “Employer / Client” means the MCS

iii. “Firm / Agencies / Consultant” means any private or public entity that will provide the Services

to the MCS under the Contract.

iv. “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) by which the GC may be

amended or supplemented, and the Appendices.

v. “Consortium” means group of entities coming together to implement the Project;

vi. “Consortium Member” means each entity in the Consortium shall be referred to as a Consortium

Member;

vii. “Data Sheet” means such part of the Instructions to Consultants used to reflect specific country

and assignment conditions.

viii. “Day” means calendar day.

ix. “GoI” means the Government of India and “GoHP” means Government of Himachal Pradesh.

x. “Instructions to Consultants” (Section 2 of the RFP) means the document which provides

shortlisted Consultants with all information needed to prepare their Proposals.

xi. “Personnel” means qualified persons provided by the Consultant and assigned to perform the

Services or any part thereof.

xii. “Proposal” means a technical proposal or a financial proposal, or both.

xiii. “QCBS” means Quality- and Cost-Based Selection.

xiv. “RFP” means this Request for Proposal.

xv. “Services” means the work to be performed pursuant to the Contract.

xvi. “Sub-Consultant” means any person or entity with whom the Consultant associates for

performance of any part of the Services and for whom the Consultant is fully responsible.

xvii. “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.


2. INTRODUCTION

General

2.1 Municipal Council Solan, Himachal Pradesh, India will select a consulting firm /organization

(the Consultant / Agency) in accordance with the method of selection specified in the Data Sheet.

2.2 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 visit the project site.

2.3 Consultants shall bear all costs associated with the preparation and submission of their

Proposals. Costs might include site visit; collection of information; and, if selected, attendance

at contract negotiations etc.

2.4 MCS 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.

2.5 In preparing their Proposals, 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.

Conflict of Interest

2.6 MCS requires that Consultants provide professional, objective, and impartial advice and at all

times hold the Client’s interests paramount, avoid conflicts with other assignments or their own

corporate interests and act without any consideration for future work. Consultants shall not be

recruited for any assignment that would be in conflict with their prior or current obligations to

other clients, or that may place them in a position of not being able to carry out the assignment

in the best interest of the MCS. Without limitation on the generality of the foregoing,

Consultants, and any of their associates shall be considered to have a conflict of interest and

shall not be selected under any of the circumstances set forth below:

i. If a Consultant combines the function of consulting with those of contracting and/or

supply of equipment; or

ii. If a Consultant is associated with or affiliated to a contractor or manufacturer; or

iii. If a Consultant is owned by a contractor or a manufacturing firm with departments or

design offices offering services as Consultants. The Consultant should include relevant

information on such relationships along with a statement in the Technical Proposal cover

letter to the effect that the Consultant will limit its role to that of a Consultant and

disqualify itself and its associates from work, in any other capacity or any future project

within the next three years, that may emerge from this assignment (including bidding or

any part of the future project). The contract with the Consultant selected to undertake

this assignment will contain an appropriate provision to such effect; or

iv. If there is a conflict among consulting assignments, the Consultant (including its

personnel and sub-consultants) and any subsidiaries or entities controlled by such

Consultant shall not be recruited for the relevant assignment. The duties of the Consultant

depend on the circumstances of each case. While continuity of consulting services may

be appropriate in particular situations if no conflict exist, a Consultant cannot be

recruited to carry out an assignment that, by its nature, will result in conflict with another

assignment of such Consultant. For example, a Consultant engaged to prepare

engineering design for an infrastructure project shall not be recruited to prepare an


independent environmental assessment for the same project; similarly, a Consultant

assisting a client in privatization of public assets shall not purchase, nor advise purchasers

of, such assets or a Consultant hired to prepare terms of reference for an assignment

shall not be recruited for the assignment in question.

Fraud and Corruption

2.7 The MCS requires that Firms / Agencies / consultants observe the highest standard of ethics

during the procurement and execution of such contracts. In such pursuance of this policy, the

MCS:

i. Defines, for the purposes of this provision, the terms set forth below as follows:

a) “Corrupt practice” means behavior on the part of officials in the public or private

sectors by which they improperly and unlawfully enrich themselves and/or those close

to them, or induce others to do so, by misusing the position in which they are placed,

and it includes the offering, giving, receiving, or soliciting of anything of value to

influence the action of any such official in the procurement process or in contract

execution; and

b) “Fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of the borrower,

and includes collusive practices among bidders (prior to or after bid submission)

designed to establish bid prices at artificial, non-competitive levels and to deprive the

borrower of the benefits of free and open competition).

ii. Will reject a Proposal for award if it determines that the bidder recommended for award

has engaged in corrupt or fraudulent practices in competing for the contract; and

iii. Will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded

any MCS contract if it at any time determines that the firm has engaged in corrupt or

fraudulent practices in competing for, or in executing, any MCS contract.

Proposal

2.8 If a Consultant (including a partner in Consortium) submits or participates in more than one

proposal, such proposals shall be disqualified. However, this does not limit the inclusion of a

Sub-Consultant, including individual experts, in more than one proposal.

Association Arrangements and Consortium

2.9 In case a Firm / Agency intends to be the lead firm in a Consortium, each Consortium Member

shall be a legal entity.

2.10 While preparing the Technical Proposal, Firms / Agencies must give particular attention to the

following

a) For the purpose of submitting a proposal and subject to Para 1.9 above, a Firm /Agency

may enhance its expertise for the assignment either by associating with other firms, in

which case the Firm / Agency shall be the lead Member and shall be solely liable under

the Contract, or

b) However, Consortium up to 3 members are allowed.

In the event that the Firm / Agency forms a Consortium as described above, the

Firms/Agencies shall submit a copy of the letter of association or the Memorandum of


Understanding (MoU), as the case may be, with its Technical Proposal. In the case of a

Consortium, the Firms / Agencies shall also submit a power of attorney (executed by all

partners) that authorizes the designated lead Member of the Consortium to act for and

in behalf of the Consortium and to legally bind such Consortium in any contractual or

similar documentation. Letter(s) of association, MoU, and Power of Attorney referred to

herein, shall be attached and submitted as part of the Technical Proposal of such Firm /

Agency.

c) A Firm / Agency cannot add or replace or otherwise change the composition of the

Consortium.

d) None of the firms or experts proposed in an association should be the subject of a

sanction by the Client.

e) Alternative experts shall not be proposed, and only one curriculum vitae (CV) may be

submitted for each position.

Proposal Validity

2.11 The Data Sheet indicates how long the Consultants’ Proposals must remain valid after the

submission date. During this period, the Consultants shall maintain the availability of experts

nominated in the Proposal. The Client will make its best effort to complete negotiations within

this period. In case of need, the Client may request Consultants to extend the validity period of

their Proposals. Consultants have the right to refuse to extend the validity period of their

Proposals.

Participation of Government Employees

2.12 No current government employee shall be deployed by the consultant without the prior written

approval by the appropriate authority.

Bid Security (Earnest Money Deposit)

2.13 The bid security of amount indicated in Data Sheet in the form of Demand Draft or Banker's

Cheque, or Fixed Deposit Receipt, or Bank Guarantee in favor of “Executive Officer, Municipal

Council, Solan” payable at Solan from any of the commercial banks in an acceptable form. The

bid security is to remain valid for a period of Ninety days beyond the final bid validity period.

2.14 The Employer shall reject any bid not accompanied by appropriate bid security, as non-

responsive.

2.15 The bid security of the successful bidder shall be returned as promptly as possible once he has

signed the Contract and furnished the required performance security.

2.16 Bid securities of the unsuccessful bidders shall be returned to them at the earliest after expiry

of the final bid validity and latest on or before the 30th day after the award of the contract to

successful bidder.

2.17 The bid security may be forfeited:

iv. If a Bidder withdraws its bid during the period of bid validity.

v. If the successful bidder fails to:

a) sign the Contract within required time frame;

b) Furnish a performance security.


3. CLARIFICATIONS AND AMENDMENTS TO RFP DOCUMENTS

3.1 Consultants may request a clarification of any of the RFP documents up to seven (7) days prior

to the Proposal submission date indicated in the Data Sheet. Any request for clarification must

be sent in writing to the address indicated in the Data Sheet. The Client will respond in writing

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 Sub-

Clause 2.2

3.2 At any time before the submission of Proposals, the Client may, whether at its own initiative, or

in response to a clarification requested by a firm, amend the RFP by issuing an addendum. The

addendum shall be sent to all Consultants and will be binding on them. To give Consultants

reasonable time in which to take an amendment into account in their Proposals, the Client may

at its discretion, if the amendment is substantial, extend the deadline for the RFP submission.

4. PREPARATION OF THE PROPOSAL

4.1 Consultant’s Proposal (the Proposal) will consist of two (2) covers

i. Envelope-1: Letter containing Application for Bid Proposal, Bid Security and Technical

Proposal

ii. Envelope-2: The Financial Proposal

4.2 Bid Security: Bid security as mentioned in data sheet above shall be placed in Envelope I. If the

bid security is found proper then only technical and financial proposals will be entertained

4.3 The Proposal, as well as all related correspondence exchanged by the Consultants and the

Client, shall be in English. All reports prepared by the contracted Consultant shall also be in

English.

4.4 The Proposal should include a cover letter signed by person(s) with full authorization to make

legally binding contractual (including financial) commitments on behalf of the firm. The letter

should specify all association arrangements, and certify that each associated firm will perform

its designated tasks under the assignment if the lead firm is awarded the contract.

4.5 The Technical Proposal should clearly demonstrate the Consultant’s understanding of the

assignment requirements and capability and approach for carrying out the tasks set forth in the

TOR through the nominated experts.

5. THE TECHNICAL PROPOSAL

General

5.1 The Technical Proposal shall not include any information related to financial proposal and any

Technical Proposals containing information related to financial proposal shall be declared non-

responsive.

Technical Proposal Format

5.2 The consultant shall submit technical proposal as per the data sheet which indicates the format

of the Technical Proposal to be used for the assignment. Submission of the wrong type of

Technical Proposal will result in the Proposal being deemed non-responsive.

5.3 The proposal shall contain details on the following;


Proposal Type Content Technical Proposal (TP) Experience of the Firm i. Maximum two (2) pages introducing the firm and associate

firm(s) background and general experience (Form TECH-2A). ii. Relevant completed projects in the format of Form TECH-2B

illustrating firm and associate(s) firm’s relevant experience. No promotional material should be included.

Comments on terms of reference As per Form TECH-3A Counterpart staff and facility Requirements

As per Form TECH-3B

General approach and methodology, work plan

Maximum twenty (20) pages inclusive of charts and diagrams (Form TECH-4).

Team Composition and Task Assignments

As per Form TECH-5

Personnel schedule As per Form TECH-6 Work Plan As per Form TECH-7

Technical Proposal Content

5.4 The Technical Proposal shall contain information indicated in the following paragraphs using

the Standard Technical Proposal Forms (Form TECH-1 to Form TECH-4). Such information must

be provided by the Consultant and each Associate.

i. A brief description of the organization and outline of recent experience of the consultant

and each associate on assignments of a similar nature is required in prescribed form. For

each assignment, the outline should indicate inter-alia, the assignment, contract amount

and the consultant’s involvement. Information should be provided only for those

assignments for which the consultant was legally contracted by the client as a corporate

entity or as one of the major participating consulting firms within an association

(Consortium). In case the assignment was carried out in joint venture then the JV

agreement is to be submitted. Assignments completed by individual experts working

privately or through other consulting firms cannot be claimed as the experience of the

Consultant, or that of the Consultant’s Associate(s), but can be claimed by the individuals

themselves in their CVs. Consultants should be prepared to substantiate the claimed

experience if so requested by the Client.

ii. A concise, complete, and logical description of how the Consultant’s team will carry out

the services to meet all requirements of the TOR.

iii. A work plan showing in graphical format the timing of major activities, anticipated

coordination meetings, and deliverables such as reports required under the TOR.

iv. An organization chart indicating relationships amongst the Consultant and any

Associate(s), the Client, and other parties or stakeholders, if any, involved in the

assignment.

v. Comments, if any, on the TOR to improve performance in carrying out the assignment.

Innovativeness will be appreciated, including workable suggestions that could improve

the quality/effectiveness of the assignment. In this regard, unless the Consultant clearly

states otherwise, it will be assumed by the Client that work required to implement any

such improvements, are included in the inputs shown on the Staffing Schedule.

vi. The Technical Proposal shall not include information related to financial proposal.

Technical Proposals containing information related to financial proposal shall be

declared non responsive.


Personnel

i. The name, age, background employment record, and professional experience of each

nominated expert, with particular reference to the type of experience required for the

services should be presented in the CV format.

ii. Only one CV may be submitted for each position.

iii. Higher rating will be given to nominated experts from the firm, if any, who are regular full-

time employees. The Client defines a regular full-time employee to be a person who has

been employed continuously by the Firm / Agency, for more than twelve (12) months prior

to the date of submission of the Proposal.

iv. The Client requires that each expert confirm that the content of his / her curriculum vitae

(CV) is correct and the experts themselves should sign the certification of the CV.

v. A zero rating will be given to a nominated expert if the expert:

a) Has not signed the CV by himself or by authorized signatory of applicant firm; or

b) Is a current employee of the executing agency (client).

6. THE FINANCIAL PROPOSAL

6.1 All information provided in Consultants’ Financial Proposal will be treated as confidential.

6.2 The Financial Proposal is to be submitted in the requisite forms enclosed.

6.3 No proposed schedule of payments should be included in Consultants’ Financial Proposals.

6.4 Consultants shall quote the rates in Indian National Rupees (INR) only.

6.5 Form FIN-2 is an acknowledgement that, in preparation and submission of the Technical and

Financial Proposals, Consultants have:

i. Not taken any action which is or constitutes a corrupt or fraudulent practice; and

ii. Agreed to allow the Client, at their option, to inspect and audit all accounts,

documents, and records relating to the Consultant’s Proposal and to the performance of

the ensuring Consultant’s Contract.

6.6 The rates to be quoted shall be in the format given in Data Sheet and it shall include all costs /

expenses and statutory taxes excluding Service Tax. The Client shall pay Service Tax as

applicable on prevailing rates.

7. SUBMISSION, RECEIPT AND OPENING OF PROPOSALS

7.1 The original Proposal (Earnest Money Deposit, Technical and Financial Proposals) shall contain

no interlineations or overwriting, except as necessary to correct errors made by Consultants

themselves. Any such corrections, interlineations or overwriting must be initialed by the

person(s) who signed the Proposal.

7.2 An authorized representative of the Consultant shall initial all pages of the original copy of the

Financial Proposal. No other copies are required.

7.3 The Technical Proposal shall be marked “ORIGINAL” or “COPY” as appropriate. All required

copies of the Technical Proposal as specified in the Data Sheet will be made from the original. If

there are discrepancies between the original and the copies of the Technical Proposal, the

original governs.


7.4 The original and all copies of the Technical Proposal to be sent to the Client shall be placed in a

sealed envelope clearly marked “TECHNICAL PROPOSAL.” Similarly, the original Financial

Proposal shall be placed in a sealed envelope clearly marked “FINANCIAL PROPOSAL” and with

a warning “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.” The envelopes (Envelope 1 –

Earnest Money Deposit, Envelope 2 –Technical and Envelope 3 –Financial Proposals) shall be

placed into an outer envelope and sealed. The outer envelope shall bear the submission address,

reference number, and other information indicated in the Data Sheet. If the Financial Proposal

is not submitted by the Consultant in a separate sealed envelope and duly marked as

indicated above, this will constitute grounds for declaring both Technical and Financial

Proposals non-responsive.

7.5 The online Proposals and the Original documents submission must be delivered at the indicated

Client submission addresses on or before the time and date stated in the Data Sheet or any new

date established by the Client according to provisions of Sub-Clause 2.2.

8. PROPOSAL EVALUATION

General

8.1 From the time the Proposals are opened to the time the contract is awarded, the Consultant

should not contact the Client on any matter related to its Technical and/or Financial Proposal.

Any effort by a Consultant to influence the Client in examination, evaluation, ranking of

Proposals or recommendation for award of contract may result in rejection of the Consultant’s

Proposal.

8.2 The envelope 1 shall be opened first. If the bid security is not found to be in order then the

proposal shall be treated as non-responsive and shall not be evaluated further.

Evaluation of Technical Proposal

8.3 The eligibility criteria will be first evaluated as defined in Notice Inviting Request for Proposals

for each bidder. Detailed technical evaluation will be taken up in respect of only those bidders,

who meet with the prescribed eligibility criteria.

8.4 The MCS will be responsible for evaluation and ranking of Proposals received.

8.5 The MCS evaluates and ranks the Technical Proposals on the basis of Proposal’s responsiveness

to the TOR using the evaluation criteria and points system specified in the Data Sheet. Each

Technical Proposal will receive a technical score. A Proposal shall be rejected if it does not

achieve the minimum technical mark of 750 from the maximum of 1,000 points.

8.6 A Technical Proposal may not be considered for evaluation in any of the following cases:

i. The Consultant that submitted the Proposal or one of its Associated Consultants /

Consortium belongs to one of the cases described in Sub-Clause 5.5 (i) to and failed to

make a proper statement to that effect in the cover letter ; or

ii. The Consultant that submitted the Proposal or one of its Associated Consultants was

found not to be legally incorporated or established in India; or

iii. The Technical Proposal was submitted in the wrong format;

iv. The Technical Proposal included details of costs of the services; or

v. The Technical Proposal reached physically the Client after the submission closing time

and date specified in the Data Sheet


8.7 After the technical evaluation is completed, the Client shall notify Consultants whose Proposals

did not meet the minimum qualifying technical mark or Consultants whose Technical Proposals

were considered non-responsive to the RFP requirements, indicating that their Financial

Proposals will be returned unopened after completion of the selection process. The Client shall

simultaneously notify, in writing Consultants whose Technical Proposals received a mark of 750

or higher, indicating the date, time, and location for opening of Financial Proposals. (Consultants’

attendance at the opening of Financial Proposals is optional).

9. PUBLIC OPENING AND EVALUATION OF FINANCIAL PROPOSALS

Public Opening of Financial Proposals

9.1 At the public opening of Financial Proposals, Consultant representatives who choose to attend,

will sign an Attendance Sheet.

i. The marks of each Technical Proposal that met the minimum of 750 will be read out aloud.

ii. Each Financial Proposal will be checked to confirm that it has remained sealed and

unopened.

iii. The Client’s representative will open each Financial Proposal. Such representative will

read out aloud the name of the Consultant and the total price shown in the Consultant’s

Financial Proposal. This information will be recorded in writing by the Client’s

representative.

Evaluation of Financial Proposals

9.2 Following the ranking of Technical Proposals, Financial Proposals shall be opened publicly and

read out; and the highest ranked bidder based on cumulative technical and financial evaluation

ranking will be invited for contract negotiations.

9.3 Consultants’ attendance at the opening of Financial Proposals is optional.

9.4 The evaluation committee will review the detailed content of each Financial Proposal. During

the review of Financial Proposals, the Committee and any Client personnel and others involved

in the evaluation process, will not be permitted to seek clarification or additional information

from any Consultant, who has submitted a Financial Proposal. Financial Proposals will be

reviewed to ensure these are:

i. Complete, to see if all items of the corresponding Technical Proposal are priced; if not, for

material omissions, the Client will price them by application of the highest unit cost and

quantity of the omitted item as provided in the other Financial Proposals and add their

cost to the offered price, and correct any arithmetical errors.

ii. Computational errors if there are errors these will be corrected;

iii. Other errors, such as activities which are shown as different time lines in technical

proposal and different in financial; price for these will be based on the technical proposal.

9.5 The detailed contents of each Financial Proposal will be subsequently reviewed by the Client.

9.6 The LCWS method will be used: The Client will select the Least Cost Financial Proposal on

Least Cost Weightage Selection basis Method of a Consultant who’s Technical Proposal has

qualified. The least evaluated Financial Proposal will receive the maximum score of 100 marks.


9.7 The illustration for selection on the basis of Least Cost Weightage method is shown below;

Formula For

selection of Least Cost Weightage

Group Quoted Rate Realized Amount

Operative Amount

Project Cost Total Bid Cost Cost Weightage

%

Cost Weightage -

Amount

Total Bid Cost Weightage

Least Bid

Coast

Least Bid Coast -

Weightage A B C D E F G H L LW

1.1 A1.1 B1.1 C1.1 = B1.1 D1.1 = C1.1 E = D1.1 + D2.1 +D2.2

F1.1 G1.1 = D1.1 x F1.1

H = G1.1 + G2.1 + G2.2

Lowest First 2.1 A2.1 B2.1 C2.1 = B2.1 D2.1 = A2.1 x C2.1

F2.1 G2.1 = D2.1 x F2.1

2.2 A2.2 B2.2 C2.2 = (B2.2 - C2.1)

D2.2 = A2.2 x C2.2

F2.2 G2.2 = D2.2 x F2.2

Team 1

1.1 1,25,000.00 1,25,000.00 1,25,000.00 1,25,000.00 54,53,100.00 50% 62,500.00 14,23,855.00 L6 LW3

2.1 9.369% 300,00,000.00 300,00,000.00 28,10,700.00 35% 9,83,745.00

2.2 12.587% 500,00,000.00 200,00,000.00 25,17,400.00 15% 3,77,610.00

Team 2

1.1 1,89,500.00 1,89,500.00 1,89,500.00 1,89,500.00 47,54,000.00 50% 94,750.00 14,70,685.00 L4 LW4

2.1 11.521% 300,00,000.00 300,00,000.00 34,56,300.00 35% 12,09,705.00

2.2 5.541% 500,00,000.00 200,00,000.00 11,08,200.00 15% 1,66,230.00

Team 3

1.1 3,40,000.00 3,40,000.00 3,40,000.00 3,40,000.00 43,36,100.00 50% 1,70,000.00 11,30,315.00 L3 LW2

2.1 6.015% 300,00,000.00 300,00,000.00 18,04,500.00 35% 6,31,575.00

2.2 10.958% 500,00,000.00 200,00,000.00 21,91,600.00 15% 3,28,740.00

Team 4

1.1 25,00,000.00 25,00,000.00 25,00,000.00 25,00,000.00 33,69,900.00 50% 12,50,000.00 14,75,345.00 L1 LW5

2.1 1.581% 300,00,000.00 300,00,000.00 4,74,300.00 35% 1,66,005.00

2.2 1.978% 500,00,000.00 200,00,000.00 3,95,600.00 15% 59,340.00

Team 5

1.1 1,27,000.00 1,27,000.00 1,27,000.00 1,27,000.00 50,75,700.00 50% 63,500.00 15,67,625.00 L5 LW6

2.1 12.697% 300,00,000.00 300,00,000.00 38,09,100.00 35% 13,33,185.00

2.2 5.698% 500,00,000.00 200,00,000.00 11,39,600.00 15% 1,70,940.00

Team 6

1.1 1,43,000.00 1,43,000.00 1,43,000.00 1,43,000.00 37,87,700.00 50% 71,500.00 8,32,225.00 L2 LW1 2.1 3.567% 300,00,000.00 300,00,000.00 10,70,100.00 35% 3,74,535.00

2.2 12.873% 500,00,000.00 200,00,000.00 25,74,600.00 15% 3,86,190.00

In this situation "Team 6" having the LW1 - Least Bid Coast - Weightage shall be selected, not the "Team 4 having L1 - Least Bid Cost"

- The Chart Shown are For Illustration Purpose Only, Actual Figure May Vary.


Formula For

selection of Least

Cost Weightage

Group Quoted Rate

Realized Amount

Operative Amount

Project Cost Total Bid Cost Cost Weightage

%

Cost Weightage -

Amount

Total Bid Cost Weightage

Least Bid

Coast

Least Bid Coast -

Weightage

A B C D E F G H L LW

1.1 A1.1 B1.1 C1.1 = B1.1 D1.1 = C1.1

E = D1.1 + D2.1 +D2.2

F1.1 G1.1 = D1.1 x

F1.1

H = G1.1 + G2.1 + G2.2

Lowest First 2.1 A2.1 B2.1 C2.1 = B2.1 D2.1 = A2.1 x

C2.1 F2.1

G2.1 = D2.1 x F2.1

2.2 A2.2 B2.2 C2.2 = (B2.2 -

C2.1) D2.2 = A2.2 x

C2.2 F2.2

G2.2 = D2.2 x F2.2

Team 1

1.1 1,25,000.00 1,25,000.00 1,25,000.00 1,25,000.00 20,53,100.00 50% 62,500.00 5,53,855.00 L1 LW2

2.1 3.369% 300,00,000.00 300,00,000.00 10,10,700.00 35% 3,53,745.00

2.2 4.587% 500,00,000.00 200,00,000.00 9,17,400.00 15% 1,37,610.00

Team 2

1.1 1,89,500.00 1,89,500.00 1,89,500.00 1,89,500.00 36,54,000.00 50% 94,750.00 11,25,685.00 L6 LW5

2.1 8.521% 300,00,000.00 300,00,000.00 25,56,300.00 35% 8,94,705.00

2.2 4.541% 500,00,000.00 200,00,000.00 9,08,200.00 15% 1,36,230.00

Team 3

1.1 3,40,000.00 3,40,000.00 3,40,000.00 3,40,000.00 21,36,100.00 50% 1,70,000.00 5,60,315.00 L2 LW3

2.1 2.015% 300,00,000.00 300,00,000.00 6,04,500.00 35% 2,11,575.00

2.2 5.958% 500,00,000.00 200,00,000.00 11,91,600.00 15% 1,78,740.00

Team 4

1.1 15,00,000.00 15,00,000.00 15,00,000.00 15,00,000.00 23,69,900.00 50% 7,50,000.00 9,75,345.00 L4 LW6

2.1 1.581% 300,00,000.00 300,00,000.00 4,74,300.00 35% 1,66,005.00

2.2 1.978% 500,00,000.00 200,00,000.00 3,95,600.00 15% 59,340.00

Team 5

1.1 1,27,000.00 1,27,000.00 1,27,000.00 1,27,000.00 34,75,700.00 50% 63,500.00 10,87,625.00 L5 LW4

2.1 8.697% 300,00,000.00 300,00,000.00 26,09,100.00 35% 9,13,185.00

2.2 3.698% 500,00,000.00 200,00,000.00 7,39,600.00 15% 1,10,940.00

Team 6

1.1 1,43,000.00 1,43,000.00 1,43,000.00 1,43,000.00 22,87,700.00 50% 71,500.00 5,47,225.00 L3 LW1 2.1 2.567% 300,00,000.00 300,00,000.00 7,70,100.00 35% 2,69,535.00

2.2 6.873% 500,00,000.00 200,00,000.00 13,74,600.00 15% 2,06,190.00

In this situation "Team 6" having the LW1 - Least Bid Coast - Weightage shall be selected, not the "Team 1 having L1 - Least Bid Cost"

- The Chart Shown are For Illustration Purpose Only, Actual Figure May Vary.


10. CONTRACT NEGOTIATIONS AND AWARD OF CONTRACT

10.1 MCS may either choose to accept the Proposal of the Preferred Firm / Agency or invite him for

negotiations. In case negotiation fails, MCS has the right to invite the next preferred Firm /

Agency for negotiation.

10.2 Technical Negotiations: This will include a discussion of the Technical Proposal, the proposed

technical approach and methodology, work plan and schedule, and organization and personnel,

and any suggestions made by the Firm / Agency to improve the TOR. The Client and the Firm /

Agency will finalize the TOR, personnel 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 Firm / Agency

10.3 The Consultant who is invited for contract negotiations will, as a pre-requisite for attendance at

the negotiations, confirm availability of all experts named in its proposal except in the cases of

absence on account of death or medical incapacity. Failure in satisfying such requirements may

result in the Client proceeding to initiate the negotiation process with the next-ranked

Consultant

10.4 Representatives conducting negotiations on behalf of the Consultant must have written

authority to negotiate and conclude the Contract.

10.5 Negotiations will conclude with a review of the draft Contract. To complete negotiations the

Client and the Firm / Agency will initial the agreed Contract

10.6 After completing negotiations the Client shall award the Contract to the selected Firm / Agency

and notify the other Consultants who could have been invited to negotiate a Contract that they

were unsuccessful. After Contract signature, the Client shall return the unopened Financial

Proposals to the Firms / Agencies who’s Technical Proposals have not secured the minimum

qualifying mark, or were found to be technically non-responsive.

10.7 The selected Consultant is expected to commence the Assignment on the date and at the location

specified in the Data Sheet

11. DURATION OF ASSIGNMENT

The duration of assignment for satisfactory performance of the services the contract will be the period

defined in Data Sheet.

12. PERFORMANCE SECURITY

The consultant will furnish within 10 days of the issue of Letter of Acceptance (LOA), an unconditional Bank

Guarantee in favor of “The Executive Officer, Municipal Council Solan” from any scheduled commercial

Bank for an amount equivalent to 10% of the total contract value towards Performance Security valid

for a period of six months for beyond the date of completion of services. The Bank Guarantee will be released

after one year or completion of the project and rectification of errors if any, found during implementation

of the contract for civil work and satisfactory report by supervision consultant / staff engaged by MCS.


SECTION 2: Data Sheet to Instruction to Consultants

Sl. No. INSTRUCTIONS

1

Name of the Client’s Representative: Executive Officer, Municipal Council Solan, Solan, Himachal Pradesh Method of selection: LCWS (Least Cost Weightage Selection) basis Method

2 Financial Proposal to be submitted separately with Technical Proposal in E-proposal as well as physical format.

3 More details on the services are provided in the Terms of Reference (ToR) under Section 5

4 Proposals must remain valid for 180 days from the submission date.

5 The Client will provide the following inputs and facilities: As mentioned in Terms of Reference (ToR)

6

Add Clause 1.10.(v):

Joint Venture for this assignment are not permitted, although Consortium with other Consultancy firms for are permitted as under:

All the Consortium Members shall collectively meet eligibility criteria regarding turnover requirement as mentioned in the Notice Inviting Proposal. All other requirements are to be met by each participating firms.

7

The applicant Consultant is required to deposit, along with its Proposal, a Bid Security equivalent to amount mentioned below (the “Bid Security”), refundable not later than 120 days. The Bid Security amount INR 50,000/- (INR Fifty Thousand only)

Mode: Demand Draft or Banker's Cheque or Fixed Deposit Receipt in favour of “Executive Officer, Municipal Council Solan” or a bank guarantee in the prescribed form acceptable to the Authority (Appendix-3), and in such event, the validity period of the demand draft or bank guarantee, as the case may be, shall not be less than 180 (one hundred and eighty) days from the Bid Due Date, exclusive of a claim period of 30 (thirty) days, and may be extended as may be mutually agreed between the Client and the Applicant Consultant from time to time. The Bid shall be summarily rejected if it is not accompanied by the Bid Security.

The Bid security refundable of Rs. 50,000 (Rupees Fifty Thousand Only) to be submitted in format prescribed at Appendix-3 to Data Sheet.

8 Clarifications may be requested not later than 07 days before the submission date. The address for requesting clarifications is: The Office of the Executive Officer, Municipal Council Solan, Solan, Himachal Pradesh

9 The Addendum, if any, shall be uploaded on referred websites and shall be binding on Applicant Consultant.

10

Add the following text;

The Technical Proposal shall also include documents establishing eligibility criteria as defined in RFP document

11 Technical Proposal must be in two sets (one original and one copy) in print version and one in e-submission.

12

Under this contract the Consultant’s payments are Output and Deliverables Based as mentioned in Terms of Reference (ToR). The Consultant shall quote Consultancy Charges for satisfactory performance of the services under the contract in terms of a fixed percentage (%) of actual realisation of revenue in municipal area under MCS mentioned in Form FIN-2 of Financial Proposals.


If same cost is quoted by two bidders, then bidders getting higher technical marks will be awarded the contract.

It is expected that consultant has quoted its fee considering all requirements for satisfactory performance of the services included in ToR. If the consultant has not considered any component for performance of the services, no extra payment shall be made on this account.

13 Amounts payable by the Client to the Consultant under the contract shall be subjected to local taxes if any. The Client will pay Service Tax or any other Government’s Tax on prevailing rates as applicable on the consultancy charges.

14 No alternate financial proposal shall be accepted. In such case the Consultant’s entire proposal (if technically responsive) shall be rejected.

15 The Online proposals must be submitted not later than 17:00 Hrs on 12-06-2017 and the Original documents must be submitted not later than 13:00 Hrs on 13-06-2017.

16

Technical Proposals of eligible bidders shall be evaluated on the basis of following pre- identified criteria:

a) Following Technical criteria that would be considered for selection of preferred bidder:

Sr. No.

Criteria Score

1 Firms General Experience & Experience in Similar Assignments

400

2 Approach & Methodology for proposed assignment 500

3 Qualification and Experience of Team & Other Key Professionals

100

TOTAL SCORE 1000

b) MCS will carry out the evaluation of proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria.

Each responsive proposal will be given a technical score. Firms securing 750 and above marks will be held technically responsive by MCS

c) Narrative Evaluation Criteria and Detailed Marking Scheme is attached at Appendix-1 & Appendix-2 to Data Sheet

17 Expected Date for electronically and physically public opening of Financial Proposals: Shall be intimated to all successful technically responsive bidders through letter/E-mail/SMS.

18 Tentative date for contract negotiations: Shall be intimated to the successful/preferred bidders by letter/E-mail.

19 Expected date for signing of Contract: Shall be intimated to the successful/preferred bidders by letter/E-mail.

20 Expected date for commencement of consulting services: Immediately after signing the contract.

21 The duration of the assignment for the current financial year shall be 6 Months and all deliverable activities are to be completed within current financial year.

22

The successful consultant / engaged agency is required to establish a Project Office at MCS and all the Project staff/ support staff shall be stationed there for the entire project period. Other Key professionals including Team Leader and other staff members shall be stationed at the site office in Municipal Council Office of the assignment for entire contract period. It is necessary for the selected Consultant that the key personnel who have been offered are actually deployed for project work or else the entire assignment would be vitiated.


Appendix-1 to Data Sheet

NARRATIVE EVALUATION CRITERIA FOR TECHNICAL PROPOSAL

1. Firm’s General Experience and Experience in Similar Assignments (400 Points)

A. General Experience of Firm (160 points)

Criteria: The extent and depth of experience of the Firm / Agency and its consortium members, if any, in survey and / or assessment and/or collection and / Door to Door Spot Billing and Payment and / or recovery of revenue / house tax for any public sector organization or related sector those are similar to the requirement of the TOR in terms of Technical parameters, quantum of work and required inputs and financial parameters.

Factors to consider: Each reference project included in the technical proposal will be judged against the criteria established. Higher scores will be given to a Firm / Agency, which has more experiences for projects with relevant nature.

B. Quantum of Experience (160 points)

Criteria: Extent of experience in number of households covered in collection

Factors to consider: Higher scores will be given to a Firm / Agency with higher household coverage.

C. Experience in Similar Projects survey, assessment, collection and recovery of tax or non-tax for ULBs (80 points)

Criteria: The extent and depth of experience of the Firm / Agency and its consortium member’s survey, assessment, collection and recovery of tax or non-tax of ULBs and/or public sector organizations that is similar to the requirement of the TOR in terms of Technical parameters, quantum of work and required inputs and financial parameters.

Factors to consider: Each reference project included in the technical proposal will be judged against the criteria established. Higher scores will be given to a Firm / Agency, which has more experiences for projects with relevant nature. A Firm / Agency who has primary responsibility (i.e. the lead member) will be given a score higher than a consultant whose Firm / Agency was secondary (Consortium Member).

2. Approach and Methodology (500 Points)

A. Understanding of Objectives (75 points)

Criteria: General understanding of the project requirements; coverage of principal components as requested in TOR; and site visit assessment.

Factors to consider: The following three aspects will be considered and marks will be given accordingly

General Understanding 60

Components coverage 20

Site visit 20

B. Quality of Methodology (100 points)

Criteria: The degree to which the presented written methodology / approach addresses the requirements of the TOR.

Factors to consider: Assessment of the inter-relationship of work program and methodology write up. A consistent relationship is to be given maximum points.

C. Innovativeness/Comments on Terms of Reference (50 points)

Criteria: Suggestions, which could improve the quality of the project.


Factors to consider: Points will be given for workable suggestions proposed. No innovativeness will be given zero points.

D. Work Program (75 points)

Criteria: A work program showing graphical presentation of activities (bar chart) and an organization chart

Factors to consider: Work program will be assessed on logical sequence of events. The organization chart is to be assessed on the Firm / Agency’s understanding of relationship between the Firm / Agency and the MCS.

E. Personnel Schedule (75 points)

Criteria: Relationship between required person-months and proposed work program.

Factors to consider: The Personnel Schedule will be assessed based on phasing of activities of the work program and allocation and timing of expert’s individual inputs. Total requirements close to estimated work requirements will be assessed as well as the appropriateness of time allocated to the task to be performed in terms of individual expertise. The balance between field time and home office time and the proposed number of trips will be checked.

F. Counterpart Personnel and Facilities (50 points)

Criteria: Requirement for counterpart personnel, office space, transportation, equipment and services.

Factors to consider: Reasonableness and completeness of requirements and understanding of local conditions will be assessed.

G. Proposal Presentation (75 points)

Criteria: Clarity and ease of assessment of the entire proposal (including material presentation).

Factors to consider: If all items requested in the invitation letter are covered in a clear and easily understandable form and the proposal is assembled in a professional manner, maximum points will be given.

3. PERSONNEL (100 Points)

Criteria: Separate assessment of each expert listed in the Request for Proposal. Each expert is to be evaluated against the tasks assigned in accordance with four main criteria:

i. General experience such as academic qualification and the no. of years of related experience: (40%)

ii. Project related experience based on the number of relevant projects implemented: (20%)

iii. Experience for any projects: (20%); and

iv. For assessing full time permanent employment the personnel deployed who has worked for the current employer on a regular/permanent full-time basis continuously for the last 12 months, additional: (20%)

v. Team Leader (One) and Key Professionals that includes Data Base Expert (One), Software Developer (One) and Field surveyor (One)

S. No. Designation of Key Experts Nos. Weighted Marks 1 Team Leader 01 40 2 Data Base Expert 01 25 3 Software Developer 01 25 4 Field Surveyor 01 10 5 Support Staff As per requirement



DETAILED MARKING SCHEME FOR TECHNICAL EVALUATION

S. No. Criteria Weightage (%)

Maximum Marks

1 Firms General Experience & Experience in Similar Assignments

100% 400

A General Experience of Firm 40% 160 i) 1 to 2 Projects 80 ii) 3 to 4 Projects 120 iii) More than 4 Projects 160 B Experience in number of households covered 40% 160 i) Up to 5,000 household 80 ii) 7,000 to 10,000 households 120 iii) More than 10,000 households 160 C Experience in Similar Projects: Experience in " for Survey,

Assessment, Collection and Recovery of House Tax" EVALUATE AS PER THE FOLLOWING SUBCRITERIA

20% 80

i) 1 to 2 Projects 60 ii) 3 to 4 Projects 70 iii) More than 4 Projects 80 2 Approach & Methodology for proposed assignment 100% 500 A Understanding of Objectives 15% 75 i) General Understanding (60%) 45 ii) Components coverage (20%) 15 iii) Site visit (20%) 15 B Quality of Methodology 20% 100 C Innovativeness/Comments on Terms of Reference 10% 50 D Work Program 15% 75 E Personnel Schedule 15% 75 F Counterpart Personnel and Facilities 10% 50 G Proposal Presentation 15% 75 3 Qualification and Experience of Team Leader & Other Key

Professionals 100% 100

A Team Leader – Experience 40% 40 i) General experience such as academic qualification and the number

of years of experience in any undertakings 40% 16

ii) Project related experience based on the number of relevant projects implemented related to ULBs

20% 08

iii) Experience in any other Project 20% 08 iv) For assessing full time permanent employment the personnel

deployed who has worked for the current employer on a regular/permanent full-time basis continuously for the last 12 months

20% 08

B Data Base Expert 25% 25 i) General experience such as academic qualification and the number



20% 05


deployed who has worked for the current employer on a 20% 05


regular/permanent full-time basis continuously for the last 12 months

C Software Developer 25% 25 i) General experience such as academic qualification and the number



20% 05



20% 05

D Field Surveyor 10% 10 i) General experience such as academic qualification and the number



20% 02



20% 02



Bid Security Form (Bank Guarantee)

(Bank’s Name, and Address of Issuing Branch or Office)

Beneficiary: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ (name and address of Client)

Date: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Bid Security No.: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Whereas M/s _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ (insert the name of the Consultant) (hereinafter called the

“Consultant”) has submitted its technical & financial proposals for the work of _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ (insert the name of work for which proposal is submitted) (hereinafter called the “Proposal”) under

Package No. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ on dated _ _ _ _ _ _ _ _ _ _ _ against the Client’s Notice

Inviting Tenders (NIT) Notice Inviting Request for Proposals (NIP)/ Invitation for Bid (IFB) No. _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ (Insert NIT/NIP/IFB number as per publication in newspaper or website).

Furthermore, we understand that, according to your conditions, proposals must be supported by a Bid Security.

At the request of the Consultant, we _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ (insert name of the bank) hereby

irrevocably undertake to pay you any sum or sums not exceeding in total amount of _ __ _ _ _ _ _ _ _ _ _ (insert

bid security amount in figures) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ (amount in words) upon

receipt by us of your first demand in writing accompanied by a written statement stating that the Consultant

is in breach of its obligation(s) under the RFP conditions, because the Consultant:

(a) Has withdrawn its Proposal during the period of Proposal validity specified by the Consultant in the

Technical Proposal Form; or

(b) Does not accept the correction of errors in accordance with the Instructions to Consultants

(hereinafter “the ITC”) of the RFP Document; or

(c) Having been notified of the acceptance of its Proposal by the Employer during the period of proposal

validity, (i) fails or refuses to execute the Contract Agreement, or (ii) fails or refuses to furnish the

Performance Security, in accordance with the ITC.

This guarantee will expire: (a) If the Consultant is the successful consultant / engaged agency, upon our

receipt of copies of the Contract Agreement signed by the Consultant and the performance security issued

to you upon the Instruction of the Consultant; and (b) If the Consultant is not the successful consultant /

engaged agency, upon the earlier of (i) Our receipt of a copy your notification to the Consultant of the name

of the successful consultant / engaged agency; or (ii) Forty-five days after the expiration of the Consultant’s

proposal.

Consequently, any demand for payment under this guarantee must be received by us at the office on or

before that date.

This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 458.

_ _ _ _ _ _ _ _ _ _ Bank’s seal and authorized signature(s) _ _ _ _ _ _ _ _ _ _


SECTION 3: TECHNICAL FORMS


Form TECH-1: TECHNICAL PROPOSAL SUBMISSION FORM

[Location, Date]

To:

Executive Officer Municipal Council Solan, Solan – 173212, Himachal Pradesh Phone: 01792 - 223532, Email: [email protected] / [email protected]

Dear Sir/Madam:

We, the undersigned, offer to provide the services for Procurement of “Property Tax Billing Software

Application (Licensed Version) with Requisite Customization, Operation and Maintenance during the Project

Period” and Contract on Revenue Sharing Basis for “Property Tax Bills Generation based on GIS Surveyed Database,

Dispute Settlement by Property Re-verification, Non-Surveyed / New Property Verification, Property Data

Updation and Collection & Recovery of Payments works” for the Financial Year 2017-18 in accordance with your

Request for Proposal dated 20- May, 2017 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 individual capacity without entering in any consortium. [Attached is the Power

of Attorney for signing of Application] 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.

Or (strike-off whichever is not applicable)

We are submitting our Proposal in consortium with: [Insert a list with full name and address of each Consortium

Member]. Attached is the following documentation: [letter(s) of association or Memorandum of Understanding and

power of attorney for lead member of Consortium]

If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in the Data Sheet,

we undertake to negotiate on the basis of the proposed personnel. 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 the Data Sheet (Please indicate date).

We also undertake to provide that, in preparation and submission of the Technical and Financial Proposals of the

subjected assignment, we have:

(i) Not taken any action which is or constitutes a corrupt or fraudulent practice; and

(ii) Agreed to allow the Client, at their option, to inspect and audit all accounts, documents, and records

relating to the Consultant’s Proposal and to the performance of the ensuring Consultant’s Contract.

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: ……………………………………………………………………………………………………..…………….…………….…….



Power of Attorney for Signing of Application

(To be executed on Stamp Paper of INR 100/-)

(Refer Clause 2.2.4)

Know all men by these presents, we…………………………………………….. (name of the firm and address of the

registered office) do hereby irrevocably constitute, nominate, appoint and authorise Mr./Ms. (name),

…………………… son/daughter/wife of ……………………………… and presently residing at …………………., who is

presently employed with us and holding the position of ……………………………. , as our true and lawful

attorney (hereinafter referred to as the “Attorney”) to do in our name and on our behalf, all such acts,

deeds and things as are necessary or required in connection with or incidental to submission of our

application for pre-qualification and submission of our bid for Procurement of “Property Tax Billing

Software Application (Licensed Version) with Requisite Customization, Operation and Maintenance

during the Project Period” and Contract on Revenue Sharing Basis for “Property Tax Bills Generation

based on GIS Surveyed Database, Dispute Settlement by Property Re-verification, Non-Surveyed / New

Property Verification, Property Data Updation and Collection & Recovery of Payments works” for the

Financial Year 2017-18 including but not limited to signing and submission of all applications, bids and

other documents and writings, participate in Pre-bid and other conferences and providing information/

responses to the MCS, representing us in all matters before the MCS, signing and execution of all contracts

and undertakings consequent to acceptance of our bid, and generally dealing with the MCS in all matters

in connection with or relating to or arising out of our bid for the said Project and/ or upon award thereof

to us and/or till the entering into of the Contract Agreement with the MCS.

AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and things

done or caused to be done by our said Attorney pursuant to and in exercise of the powers conferred by

this Power of Attorney and that all acts, deeds and things done by our said Attorney in exercise of the

powers hereby conferred shall and shall always be deemed to have been done by us.

IN WITNESS WHEREOF WE, …………………., THE ABOVE NAMED PRINCIPAL HAVE EXECUTED THIS

POWER OF ATTORNEY ON THIS ……… DAY OF ………., 20117.

For

…………………………..

(Signature, name, designation and address)

Witnesses:

1.

2. (Notarized)

Accepted

……………………………

(Signature)

(Name, Title and Address of the Attorney)

Notes:

The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid down by the

applicable law and the charter documents of the executant(s) and when it is so required, the same should be under

common seal affixed in accordance with the required procedure.

Wherever required, the Applicant should submit for verification the extract of the charter documents and documents

such as a board or shareholders’ resolution/ power of attorney in favor of the person executing this Power of Attorney

for the delegation of power hereunder on behalf of the Applicant.


Format for Power of Attorney for Lead Member of Consortium

(To be executed on Stamp Paper of INR 100/-)

(Refer Clause 2.2.4)

Whereas the Municipal Council Solan (“the MCS”) has invited applications from firms/ agencies for the

Procurement of “Property Tax Billing Software Application (Licensed Version) with Requisite

Customization, Operation and Maintenance during the Project Period” and Contract on Revenue Sharing

Basis for “Property Tax Bills Generation based on GIS Surveyed Database, Dispute Settlement by Property

Re-verification, Non-Surveyed / New Property Verification, Property Data Updation and Collection &

Recovery of Payments works” for the Financial Year 2017-18 (the “Project”).

Whereas,

…………………………………………………………………………………………….. (Name of the Firms/ Agencies)

……………………..……………………………………………………………………… and

…………………………………………………………………………………………….. (Collectively the “Consortium”) being

Members of the Consortium are interested in bidding for the Project in accordance with the terms and

conditions of the Request for Proposal (RFP) and other connected documents in respect of the Project,

and

Whereas, it is necessary for the Members of the Consortium to designate one of them as the Lead Member

with all necessary power and MCS to do for and on behalf of the Consortium, all acts, deeds and things as

may be necessary in connection with the Consortium’s bid for the Project and its execution.

NOW, THEREFORE, KNOW ALL MEN BY THESE PRESENTS

We, …………………………………………………….. having our registered office at ………………………………..,

M/s. …………………………………………………… having our registered office at …………………….………., and

M/s. ………………………………………………….. having our registered office at …………………….………….,

(hereinafter collectively referred to as the “Principals”) do hereby irrevocably designate, nominate,

constitute, appoint and authorize M/s. ……………………………….………………….. having its registered office at

……………………………………………….…………..……..., being one of the Members of the Consortium, as the Lead

Member and true and lawful attorney of the Consortium (hereinafter referred to as the “Attorney”). We

hereby irrevocably authorize the Attorney (with power to sub-delegate) to conduct all business for and

on behalf of the Consortium and any one of us during the bidding process and; in the event the Consortium

is awarded the concession/ contract, during the execution of the Project and in this regard, to do on our

behalf and on behalf of the Consortium, all or any of such acts, deeds or things as are necessary or required

or incidental to the pre-qualification of the Consortium and submission of its bid for the Project, including

but not limited to signing and submission of all applications, bids and other documents and writings,

participate in bidders and other conferences, respond to queries, submit information/ documents, sign

and execute contracts and undertakings consequent to acceptance of the bid of the Consortium and

generally to represent the Consortium in all its dealings with the MCS, and/ or any other Government

Agency or any person, in all matters in connection with or relating to or arising out of the Consortium’s

bid for the Project and/ or upon award thereof till the Concession Agreement is entered into with the

MCS.

AND hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and things done

or caused to be done by our said Attorney pursuant to and in exercise of the powers conferred by this

Power of Attorney and that all acts, deeds and things done by our said Attorney in exercise of the powers

hereby conferred shall and shall always be deemed to have been done by us/ Consortium.


IN WITNESS WHEREOF WE THE PRINCIPALS ABOVE NAMED HAVE EXECUTED THIS POWER OF

ATTORNEY ON THIS …………………. DAY OF ………., 2017.

For …………………….……….……….………..

(Signature)

………………….……….……….……….…………..

(Name & Title)

For …………………….……….……….………..

(Signature)

………………….……….……….……….…………..

(Name & Title)

For …………………….……….……….………..

(Signature)

………………….……….……….……….…………..

(Name & Title)

Witnesses:

1.

2.

………………………………………

(Executants)

(To be executed by all the Members of the Consortium)

Notes:

The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid

down by the applicable law and the charter documents of the executant(s) and when it is so required,

the same should be under common seal affixed in accordance with the required procedure.

Also, wherever required, the Applicant should submit for verification the extract of the charter

documents and documents such as a board or shareholders’ resolution/ power of attorney in favor of

the person executing this Power of Attorney for the delegation of power hereunder on behalf of the

Applicant


Format for Memorandum of Understanding (in case of Consortium)

This Memorandum of Understanding (MoU) entered into this ……… day of …… 2017 at ………………… Among

………………………………………………… (Hereinafter referred as “…………………………………… ”) and having office at

………………………………, India Party of the First Part


………………………………, India Party of the Second Part


………………………………, India Party of the Third Part

The parties are individually referred to as Party and collectively as Parties.

WHEREAS Municipal Council Solan (MCS) has invited Proposal for Selection of Firms/Agencies for Procurement of “Property

Tax Billing Software Application (Licensed Version) with Requisite Customization, Operation and Maintenance during the

Project Period” and Contract on Revenue Sharing Basis for “Property Tax Bills Generation based on GIS Surveyed Database,

Dispute Settlement by Property Re-verification, Non-Surveyed / New Property Verification, Property Data Updation and

Collection & Recovery of Payments works” for the Financial Year 2017-18.

The Parties are interested in jointly bidding for the Project as members of a Consortium and in accordance with the terms and

conditions of the RFP document and other bid documents in respect of the Project, and It is a necessary condition under the RFP

document that the members of the Consortium shall enter into a MoU and furnish a copy thereof with the Application.

NOW IT IS HEREBY AGREED as follows:

1. Definitions and Interpretations

In this Agreement, the capitalized terms shall, unless the context otherwise requires, have the meaning ascribed thereto under the RFP.

2. Consortium

2.1 The Firm/ Agencies (Parties) do hereby irrevocably constitute a consortium (the “Consortium”) for the purposes of jointly participating in the Bidding Process for the Project.

2.2 The Parties hereby undertake to participate in the Bidding Process only through this Consortium and not individually and/ or through any other consortium constituted for this Project, either directly or indirectly or through any of their Associates

3. Role of the Parties

The Parties hereby undertake to perform the roles and responsibilities as described below:

a) Party of the First Part shall be the Lead member of the Consortium and shall have the power of attorney from all Parties

for conducting all business for and on behalf of the Consortium during the Bidding Process and until the Appointed Date

under the Contract when all the obligations shall become effective;

b) Party of the Second Part shall be responsible for ……………………………

c) Party of the Third Part shall be responsible for ………………………………

4. Joint and Several Liability

The Parties do hereby undertake to be jointly and severally responsible for all obligations and liabilities relating to the Project and in accordance with the terms of the RFP and the Draft Contract

5. The parties undertake that all members of the Consortium shall be liable jointly and severally for all obligations of the Concessionaire in relation to the Project until the Financial Close of the Project is achieved in accordance with the Concession Agreement; and

6. Representation of the Parties

Each Party represents to the other Parties as of the date of this Agreement that:

a) Such Party is duly organized, validly existing and in good standing under the laws of its incorporation and has all requisite power and MCS to enter into this Contract;

b) The execution, delivery and performance by such Party of this Agreement has been authorized by all necessary and appropriate corporate or governmental action and will not, to the best of its knowledge:

i. Require any consent or approval not already obtained;

ii. Violate any Applicable Law presently in effect and having applicability to it;


iii. Violate the memorandum and articles of association, by-laws or other applicable organizational documents thereof;

iv. Violate any clearance, permit, concession, grant, license or other governmental authorization, approval, judgement, order or decree or any mortgage agreement, indenture or any other instrument to which such Party is a party or by which such Party or any of its properties or assets are bound or that is otherwise applicable to such Party; or

v. Create or impose any liens, mortgages, pledges, claims, security interests, charges or Encumbrances or obligations to create a lien, charge, pledge, security interest, encumbrances or mortgage in or on the property of such Party, except for encumbrances that would not, individually or in the aggregate, have a material adverse effect on the financial condition or prospects or business of such Party so as to prevent such Party from fulfilling its obligations under this Agreement;

c) This agreement is the legal and binding obligation of such Party, enforceable in accordance with its terms against it; and

d) there is no litigation pending or, to the best of such Party’s knowledge, threatened to which it or any of its Affiliates is a party that presently affects or which would have a material adverse effect on the financial condition or prospects or business of such Party in the fulfillment of its obligations under this Agreement.

7. Termination

This Agreement shall be effective from the date hereof and shall continue in accordance with the Contract, in case the Project is awarded to the Consortium. However, in case the Consortium is either not pre-qualified for the Project or does not get selected for award of the Project, the Agreement will stand terminated in case the Applicant is not pre-qualified or upon return of the Bid Security by the MCS to the Bidder, as the case may be.

8. Miscellaneous

8.1 This MoU shall be governed by laws of India.

8.2 The Parties acknowledge and accept that this Agreement shall not be amended by the Parties without the prior written consent of the MCS.

IN WITNESS WHEREOF THE PARTIES ABOVE NAMED HAVE EXECUTED AND DELIVERED THIS AGREEMENT AS OF THE

DATE FIRST ABOVE WRITTEN.

SIGNED, SEALED AND DELIVERED SIGNED, SEALED AND DELIVERED

For and on behalf of For and on behalf of

LEAD MEMBER by: FIRST PART by:

(Signature) (Signature)

(Name) (Name)

(Designation) (Designation)

(Address) (Address)

SIGNED, SEALED AND DELIVERED SIGNED, SEALED AND DELIVERED

For and on behalf of For and on behalf of

SECOND PART by: THIRD PART by:

(Signature) (Signature)

(Name) (Name)

(Designation) (Designation)

(Address) (Address)

In the presence of:

1. 2.

Notes:

The mode of the execution of the Joint Bidding Agreement should be in accordance with the procedure, if any, laid down by

the Applicable Law and the charter documents of the executant(s) and when it is so required, the same should be under common

seal affixed in accordance with the required procedure.

Each Joint Bidding Agreement should attach a copy of the extract of the charter documents and documents such as resolution

/ power of attorney in favor of the person executing this Agreement for the delegation of power and MCS to execute this

Agreement on behalf of the Consortium Member.

For a Joint Bidding Agreement executed and issued overseas, the document shall be legalized by the Indian Embassy and

notarized in the jurisdiction where the Power of Attorney has been executed.


Form TECH-2: FIRM/AGENCY’S ORGANIZATION AND EXPERIENCE

Form TECH-2A: CONSULTANT’S ORGANIZATION AND FINANCIAL CAPABILITIES

[Provide here a brief (two pages) description of the background and organization of the Consultant with

following summary sheet.]

Name of the Agency:

Address of Registered Office:

Contact Person with Contact Details:

Details of JV/Associated Agency(ies):

(Relevant documents to be enclosed)

Annual Turnover* in last three years (INR in Lacs)

FY 2016-17:

FY 2015-16:

FY 2014-15:

Average Annual Turnover for above three Financial Years:

*Audited Statements to be enclosed

Net worth of Agency (Positive/ Negative):

Current Contract Commitments: (INR in lacs)

Working Capital: (INR in Lacs)

Experience in Similar Assignment:

Number of years:

Total assignments:

Assignments completed in last 3 years:

Any Award or Felicitation received by your Agency:

Any Other Relevant Details:


Form TECH-2B: FIRM/AGENCY’S EXPERIENCE

[The following information should be provided in the format below for each reference assignment for which

your firm, either individually as a corporate entity or as one of the major companies within a consortium,

was legally contracted by the Employer stated below.]

Name of the Assignment

Approx. value of the contract (in current INR):

Duration of assignment (months):

Country

Location within country:

Name of Client:

Address of the Client

Total No. of person-months of the assignment

Approx. value of the services provided by your firm under the contract

Start date (month/year):

Completion date (month/year):

Name of Consortium partner or sub-Consultants, if any

No of professional person-months provided by the Consortium partners or the Sub-Consultants:

Name of senior regular full time employees 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 in the assignment:

*(Certificate from Employer regarding experience should be furnished)

Agency’s Name:

Signature of Authorized Representative


Form TECH-3: COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE AND ON

COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE CLIENT

Form TECH-3A: ON THE TERMS OF REFERENCE [FOR FULL TECHNICAL PROPOSALS ONLY]

[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 others, or proposing a different phasing of the activities). Such suggestions should

be concise and to the point, and incorporated in your Proposal.]

1.

2.

3.

4.

5.

…

Form TECH-3B: ON COUNTERPART STAFF AND FACILITIES [For Full Technical Proposals Only]

[Comment here on counterpart staff and facilities to be provided by the Client according to Clause

Reference 1.5 of the Data Sheet including: administrative support, office space, local transportation,

equipment, data, etc.]

1.

2.

3.

4.

5.

…


Form TECH-4: DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR PERFORMING

THE ASSIGNMENT [As per the details mentioned in the NARRATIVE EVALUATION CRITERIA]

a) Technical Approach and Methodology,

b) Work Plan, and

c) Organization and Personnel,

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, database, 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-7.

c) Organization and Personnel: 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 personnel.


Form TECH-5: TEAM COMPOSITION AND TASK ASSIGNMENTS

Team Leader (One) and Key Professionals that includes Data Base Expert (One), Software Developer (One) and Field surveyor (One) as per the requirement.

Surname First Name

Firm Acronym

Area of Expertise

Position Assigned

Task Assigned

No. of Relevant Project Experience

Support Staff

Surname, First Name Position Assigned Task Assigned


Form TECH-6: PERSONAL SCHEDULE

Use your own format

Form TECH-7: WORK PLAN/SCHEDULE

Sr. No.

Activity1 Months2 1 2 3 4 5 6 n

1 2 3 4 5 …

1. Indicate all main activities of the assignment, including delivery of reports/ deliverables as per Terms of Reference & Scope of Work and other benchmarks such as Client approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase.

2. Duration of activities shall be indicated in the form of a bar chart.

OR

Use your own format


SECTION 4: FINANCIAL FORMS


Section 4: FINANCIAL PROPOSAL - STANDARD FORMS

Financial Proposal Standard Forms (FIN-1 and FIN-2) shall be used for the preparation of the Financial Proposal according to the instructions provided under Para 5 of Section 2.

The amount shall be quoted on per annum basis and shall be inclusive of all taxes and duties.


Form FIN-1: FINANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]

To:

Executive Officer Municipal Council Solan, Solan – 173212, Himachal Pradesh Phone: 01792 - 223532, Email: [email protected] / [email protected]

Dear Sir/Madam:

We, the undersigned, offer to provide the consulting services for “Property Tax Billing Software

Application (Licensed Version) with Requisite Customization, Operation and Maintenance during the Project Period”

and Contract on Revenue Sharing Basis for “Property Tax Bills Generation based on GIS Surveyed Database, Dispute

Settlement by Property Re-verification, Non-Surveyed / New Property Verification, Property Data Updation and

Collection & Recovery of Payments works” for the Financial Year 2017-18 in accordance with your Request for

Proposal dated 20- May, 2017 and our Technical Proposal. Our attached Financial Proposal is for the sum of

[Insert amount(s) in words and figures] for Group 1 and the sum of [Insert percentage and amount in words

and figures] [percentage figure must be quoted with 3 decimal digits rounded off.] for Group 2. This amount is

exclusive of the local taxes, which shall be identified during negotiations and shall be added to the above

amount.

Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract

negotiations, up to expiration of the validity period of the Proposal, i.e. before the date indicated in

Reference/Data Sheet.

No fees, gratuities, rebates, gifts, commissions or other payments have been given or received in

connection with this Proposal.

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: ……………………………………………………………………………………………………..…………….…………….…….

1. Amounts must coincide with the ones indicated under Total in Form FIN2


Form FIN-2: SUMMARY BY COST

Project Title: Procurement of “Property Tax Billing Software Application (Licensed Version) with Requisite Customization, Operation and Maintenance during the Project

Period” and Contract on Revenue Sharing Basis for “Property Tax Bills Generation based on GIS Surveyed Database, Dispute Settlement by Property Re-verification, Non-

Surveyed / New Property Verification, Property Data Updation and Collection & Recovery of Payments works” for the Financial Year 2017-18.

Group Descriptions of Service Cost-Weightage

Work Type

Duration Unit Rate Services Fee in (as per ITC clause 5.4)

In Words In Figure

1 1.1 Cost of procurement of “Property Tax Billing Software Application

(Licensed Version) with Requisite Customization, Operation and Maintenance during the Project Period

50% One Time 08 Weeks 01

2

2.1 Percentage (%) of Realized Revenue Collection up to INR 3,00,00,000/- against Consultancy Fee for; Property Tax Bills Generation based on GIS Surveyed Database, Dispute Settlement by Property Re-verification, Non-Surveyed / New Property Verification, Property Data Updation and Collection & Recovery of Payments.

35% Annual Contract

01 Year / Current Financial Year i.e. 2017-18

%

2.2 Percentage (%) of Realized Revenue Collection above INR 3,00,00,000/- against Consultancy Fee for; Property Tax Bills Generation based on GIS Surveyed Database, Dispute Settlement by Property Re-verification, Non-Surveyed / New Property Verification, Property Data Updation and Collection & Recovery of Payments.

15% Annual Contract

01 Year / Current Financial Year i.e. 2017-18

%

3 Sub Total: (1 + 2)

4 Add: Applicable Government Tax as per prevailing rates, if any

5 TOTAL PROPOSED AMOUNT INCLUDING GOVERNMENT TAX (3 + 4)

Note:

i. The percentage figure must be quoted with 3 decimal digits rounded off in Group 2. The upper scale for calculation of percentage figure for Group 2.2 is INR 5,00,00,000/- and indicative for calculation purpose only, actual figure may vary.

ii. The “Online generated BOQ for Least Cost Bids (L1, L2 & L3)” is for calculation reference only and accordingly details based on BOQ; the “Final Least Cost Bids” shall be calculated manually on the basis of the “Least Cost Weightage Selection” mentioned in clause no. 9.6 of Section-2 and “FIN-2 Summary of Cost” of Section-4.

iii. While quoting financial offers, applicant firms are requested to refer Sl. No. 12 of Data Sheet to Instruction to Consultants under Section 2 and relevant Clause of Terms of Reference under Section 5 of RFP Document.

iv. During Evaluation of Financial proposals, the quoted Consultancy excluding Government Tax shall be considered. The client shall pay the Consultant, the Government Tax, on prevailing rates as applicable on current basis.

v. The contract may be reviewed and extended mutually for further periods (Up to 02 years), if necessary after successful completions of the said contract for the Financial Year 2017-18. However, the decision shall be strictly reserved with Executive Officer, Municipal Council Solan.

SECTION 5: TERMS OF REFERENCES


Section 5: TERMS OF REFERENCES

1. Introduction

The Municipal Council Solan (MCS) has initiated a series of reforms and measures to improve governance, physical and social infrastructure for the well-being of its citizens with a thrust to urban reforms. The Conservancy (Sanitation) Tax is the principal source of revenue of MCS and it is levied on the real estates which consist of buildings or land attached to the buildings. Vacant plots of land without any adjoining building are not liable to be taxed under this head. A significant number of properties are not included in the existing tax base; those that are included are inaccurately assessed and collection is inefficient. The eGov Property Tax system addresses many of the inadequacies in the current system.

For efficient, economical and meaningful municipal administration, including the tax administration, a comprehensive and integrated data set through GIS application has become essential. To achieve the goal towards giving the optimum basic civic services to its citizens, the MCS has engaged an ISO 9001-2015 certified agency to conducted Geographic Information System (GIS) based City Level Survey during the month of May to October, 2015.

2. Objective

This is a Request for Proposal from MCS, based on the analysis of GIS Surveyed data, for selection of Firm / Agency to procure “Property Tax Billing Software Application (Licensed Version) with Requisite Customization, Operation and Maintenance during the Project Period” and to award the Contract on Revenue Sharing Basis for “Property Tax Bills Generation based on GIS Surveyed Database, Dispute Settlement by Property Re-verification, Non-Surveyed / New Property Verification, Property Data Updation and Collection & Recovery of Payments works” to the deserving consultancy firm for the Financial Year 2017-18.

The objective is to achieve full and complete coverage of all assesses in respect of Property / Conservancy / House Tax fee and also achieve at least 90 % collection of assessment. The term of the contract and services provided by the successful consultant / engaged agency are anticipated to begin in July 2017, till 31st March 2017. Further renewal will be contingent upon satisfactory performance evaluations by the MCS.

3. Project Area

Solan is the largest Municipal Council in Himachal Pradesh, and district headquarter of Solan district in the Indian state of Himachal Pradesh. The town is situated between Chandigarh and Shimla, on the Kalka-Shimla National Highway-22. Brief details of the town are as under:

- Municipal Area : 6.50 Sq.km (approx.)

- Municipal Population : 37,935 as per 2011 Census

- Municipal Wards : 15

- Properties in Municipal Area : 10,000 (approx.) as per GIS Survey Data (2015)

4. Existing Set-up

MCS is currently manually generating bills; partially based on Capital Value System and collection process for all kind of properties on flat base rate. The sight of existing billing and revenue generation is as mentioned below:

Financial Year

No. of Bills Generated

Total Demand Generated

Total Collection (including Arrears)

Demand Vs Collection (+ / -)

2016-17 9,702 2,92,14,545 3,26,56,894 +34,42,349 2015-16 9,390 2,64,15,952 2,37,04,652 -27,11,300 2014-15 9,180 2,41,26,565 2,36,66,463 -1,60,102

Cumulative Average Realized Revenue in last 03 FY;

2,65,85,687 2,67,76,003


5. Scope of Works

The selected bidder (Successful Consultant / engaged agency) shall supply desktop based software and it shall be hosted offline to the servers located at MCS for data entry work. After successful completion of data entry work; Data shall be integrated with existing Accounts ledgers maintained in existing Tally.ERP9 database in the servers located at MCS as well as on website for online access of billing and payments.

The scope of work has been primarily divided into the following main stages

- Supply of Property Tax Billing Licensed software: The successful consultant / engaged agency shall supply pre-designed (already developed and fully functional software application) property tax software.

- Property Tax Software customization: The successful consultant / engaged agency shall customize the pre-designed property tax software application in respect of Assessment as per policy laid by MCS and or as per the other requirements of MCS with all the access right.

- Dashboard: The successful consultant / engaged agency shall provide desktop based dashboard for viewing the completed / pending tasks and able to generate the various report related to assessment, demand, collection etc. It’s should be customizable based on requirements and the successful consultant / engaged agency should make it available without any delay.

- Integration of digitized database in Tally.ERP9: The successful consultant / engaged agency shall integrate the final demand generation and payment collection / realization with the accounts ledger maintained in existing digitized database in Tally.ERP9. Updation shall reflect the digitized database on current basis with payment realization details.

- Bill generation/Bill Collection: The successful consultant / engaged agency shall generate hardcopies of Tax bill demand in triplet; from the Billing software as per the available GIS surveyed data and shall be distributed with the help of MCS authorized representative.

- Maintaining Records/MIS: The successful consultant / engaged agency shall maintain all database pertaining to the property tax billing exercise and generate desired reports on daily/weekly/monthly basis.

- Bill Dispute Settlement: The successful consultant / engaged agency shall settle the disputes, by on-field joint Re-verification with MCS authorized representative, only pertaining to the wrong/missing information updated in the existing surveyed database.

- Non-Surveyed/New Property Verification: The successful consultant / engaged agency shall verify Non-Surveyed or New Property by on-field joint verification with MCS authorized representative, to update the property in existing surveyed database. Also shall generate hardcopies of Tax bill demand in triplet from the Billing software as per the surveyed data and shall be distributed with the help of MCS authorized representative.

- Data Updation: The successful consultant / engaged agency shall update the correct information (duly verified by the MCS authorized representative) into the existing digitized database on current basis and shall be reported in prescribed format for MIS, separately. Updation of digitized software demand on current basis from physical assessment Forms received by MCS.

- Post Settlement Billing: The successful consultant / engaged agency shall generate hardcopies of “Final-Tax-Bill-Demand-Post-Settlement” in triplet from the Billing software as per the updated surveyed data and shall be distributed with the help of MCS authorized representative.

- Billing and Payment intimation: The successful consultant / engaged agency shall make arrangement for sending SMS through system to the assesses mobile number (available with GIS surveyed data) on real time basis as soon as demand / payment enters in digitized system;

- Payment Realization: The successful consultant / engaged agency shall ensure that payment is received through strict compliance and strict enforcement of all procedures as per Himachal Pradesh Municipal Act 1994) and use Recovery Processes through assigned Nodal Officer from MCS for signing Notices etc.


- Payment Collection & Recovery: The successful consultant / engaged agency shall not be allowed to collect cash payments, in any circumstances. The cash payment shall be deposited directly only with the cash-counters established at MCS office. Any collection other than cash form; the same shall be deposited with the office of the MCS or it’s approved dedicated bank accounts within 24 hours

- Bill Correction: The successful consultant / engaged agency shall not be allowed to make any correction in the Bills without written permission of competent authority of MCS.

- Help-Desk: The successful consultant / engaged agency shall set-up a help-desk, telephone service as well as on-line during working hours, for facilitating citizens of MCS to provide information on collection process, dues etc. and register grievances raised by citizen against any discrepancies. This help-desk shall also provide information about payments made by tax payers. The successful consultant / engaged agency shall maintain complete audit trail about the recorded feedback / grievance / enquiry. The successful consultant / engaged agency shall make available all information related to feedback / grievance / enquiry to MCS periodically and as and when required.

6. Terms for provision of the services and reporting

- The successful consultant / engaged agency shall correspond with and report to concerned authorized person from the MCS.

- The successful consultant / engaged agency shall work according to the deadlines provided in the current RFP.

- The successful consultant / engaged agency shall conduct itself in a professional and ethical manner, and will ensure that none of its actions have an adverse effect on the project.

- The successful consultant / engaged agency shall set up site office at MCS with complete infrastructure – Computers, Software and Printer etc by their own. (Only space will be provided by MCS)

- The successful consultant / engaged agency shall appoint staff for field activity and data entry at site office who shall work in close concern with the Office of the MCS.

- All the appointed personnel by the successful consultant / engaged agency should be computer savvy and be able to use latest design software, project management software for the respective area of work.

- Proposed personnel must be proficient in both written and spoken English. The field staff should preferably know Hindi as well.

- All staffs shall station at the project site office with support staff for the entire project period or till completion of the project which one is earlier.

7. Compilation of Data as per Database Structure

The successful consultant / engaged agency shall compile the data strictly as per existing surveyed database structure. The Consultant shall also integrate existing property number as per municipal record for each property except new properties identified during survey. Unique IDs shall be structured ward-wise for each property considering standard practices.

8. Integration of Database with existing Tally.ERP9 and it’s Updation

The successful consultant / engaged agency shall integrate the final database for each property with the accounting ledger database maintained in existing Tally.ERP9 and hosted with local offline server.

9. Workshop and Training

- The successful consultant / engaged agency shall organize at least 3 workshops and training during the Project period. The participants of the workshop will be executives and staff of the MCS. All the workshops during the project period shall be focused on work progress, training on


software application, survey, database integration and updation of data.

- The successful consultant / engaged agency shall train MCS staff on the various procedures for the project database, including data extraction.

- The successful consultant / engaged agency shall develop standardized procedures to maintain the database throughout the time period of this consultancy and on an on-going basis.

- The successful consultant / engaged agency shall support MCS staff in developing needed competencies for using and maintaining the database on self-sustainable mode after completion of consultancy period.

10. Schedule for Output and Deliverables

The successful consultant / engaged agency is expected to start the work for current financial year within 03 weeks from the signing of contract and shall complete the same within 6 months from the stipulated date of commencement of services notified.

11. Payments Schedule to the Successful Consultant / Engaged Agency

This section is specifically prepared to assure the successful consultant / engaged agency about payment for their supply and services on timely basis, without any hassles. Under this contract the payments shall be output and deliverables based as per “Scope of Works under Terms of Reference section” on following specific quantifiable outputs and schedule:

Sl. No. Description of Deliverable/Outputs Payment

1 Acceptance of successful installation and completion of requisite customization of Property Tax Billing Software Application (Licensed Version) with existing surveyed GIS database

30% of Software Application Cost

2 Acceptance of successful generation of Tax Bills against minimum 03 wards


3 Acceptance of successful generation of Tax Bills against all 15 wards


4 Acceptance of successful Tax Bill Generation based on GIS Surveyed Database, Correction post Dispute Settlement, Non-Surveyed / New Property Verification, Property Data Updation, Collection & Recovery of Payments: On monthly basis upon receiving Invoice in original from the successful consultant / engaged agency as per “Agreed Bid Rate%” of actual realized collections and recovery during the month after deducting applicable TDS.

100% as per agreed rates based on Realized Collected Revenue

5 Approval of Final Reports and other Deliverables 20% of Software Application Cost

- The consultancy charges for performance of the services under the contract shall be paid by the client as per fixed agreed amount for Group-01 and in terms of percentage for Group-02 work as quoted by the successful consultant / engaged agency.

- The collected revenue shall be calculated according to the monthly statement of dedicated bank account, after reconciliation, if any.

- The client shall pay the Consultant, the Service Tax or any other Government’s Tax on prevailing rates as applicable on the consultancy charges.

- It is expected that consultant has quoted amount considering all requirements for satisfactory performance of the services included in ToR. If the consultant has not considered any component for performance of the services, no extra payment shall be made on this account.


12. Complaints and Corrective Action

The Team Leader of the selected successful consultant / engaged agency will be responsible to resolve any allegations of irregularity / illegal action of any person on behalf of the agency. He/She will be bound to give his/her response in writing to the MCS on any alleged irregular or illegal actions taken by the successful consultant / engaged agency within 7 days of receipt of such complain.

13. Penalties for Non-Performance

- Penalties: In case of loss of tax revenue due to willful in-action or incorrect information by the successful consultant / engaged agency, a penalty of INR 500/- for each such incidence along with amount of such loss will be recovered from the successful consultant / engaged agency.

- Termination of Contract: The contract of successful consultant / engaged agency will be terminated, as decided by MCS under any or all of following situations:

If the performance of the successful consultant / engaged agency is found to be non-satisfactory and fall below benchmarks set up by Revenue Enhancement Co-ordination Team /Cell;

If the successful consultant / engaged agency resorts to unfair practices in collection & recovery processes.

Provides false information consciously regarding assessment and collection by its staff.

Fails to meet collection targets, as agreed, mutually by the successful consultant / engaged agency.

The successful consultant / engaged agency will be given a warning, in writing, and asked to improve performance. If performance is not improved within eight (08) weeks, MCS can replace such successful consultant / engaged agency after serving a written notice for termination of contract.

The contract can be terminated by written notice from either side in a period of one Month. However, during the currency of contract all parties shall discharge their due obligations.

MCS reserves the right to cancel the contract due to non-performance by the successful consultant / engaged agency under the contract and/or agency not abiding to the code of conduct.


SECTION 6: GENERAL TERMS & CNDITIONS,

QUALITY CONTROL AND CODE OF CONDUCT


Section 6: General Terms & Conditions, Quality Control and Code of Conducts

1. General Terms & Conditions

- The successful consultant / engaged agency shall be issued an appropriate Identity Card and also an Authorization letter by the MCS, within 7 days of the signing of the contract. The successful consultant / engaged agency should display the Identity Card with Photographs issued by the successful consultant / engaged agency and copy of “Authorization Letter” issued by the MCS before entering any tax and non-tax payer's premises. The “Authorization Letter” should mention prominently that the agent / agency is authorized to assess, take recovery actions as per Regulations.

- The successful consultant / engaged agency shall be authorized to collect payment through an Account Payee crossed Cheque or DD only drawn in favor of " Executive Officer, Municipal Council Solan” at the time of contract”. The successful consultant / engaged agency shall not receive any Cheque / Draft in their own names or cash in any circumstances.

- During the course of interaction with the tax and non-tax payers, the successful consultant / engaged agency or their representatives may come across cases where the tax and non-tax payers have already paid. In such cases agent / agency shall politely request the customers to provide suitable evidence of payment (e.g. a copy of payment receipt issued by the MCS office). The successful consultant / engaged agency shall re-assess the property and compare the payment amounts and actual due tax as per system generated demand bill and collect the differential amounts, if any, after providing the demand bill copy to the assesse. The successful consultant / engaged agency shall be entitled to get commission on differential amount realized with the MCS.

- If assesse is unable to provide any evidence to the successful consultant / engaged agency relating to last payment of tax, the engaged agency shall collect current dues and a declaration from assesse about no arrear. The successful consultant / engaged agency shall deposit the collected information along with declaration to the MCS for final assessment.

- The successful consultant / engaged agency will not be entitled for receiving due commission on tax or non-tax collected by other means.

- The successful consultant / engaged agency or their representatives shall be held personally responsible for any risks while pursuing the assignment under this RFP.

- Any serious complaint against the successful consultant / engaged agency or their representatives that is substantiated shall result in immediate cancellation of the contract including black listing of the consultant / agency for future business with MCS, forfeiture of the security deposit. MCS shall be free to take any action (including legal recourse) as deemed fit against the consultant / agency for its failure to follow the terms and conditions of the contract.

- The employees engaged by the successful consultant / engaged agency in relation to collection services to be rendered to the MCS shall be the sole responsibility of the successful consultant / engaged agency as to their cost and consequences arising out of their engagement or conduct or any act of commission or omission.

- The successful consultant / engaged agency or their representatives, its Partners, Employees, and / or any affiliates shall be jointly and severally responsible and liable to the MCS for any loss arising out of any misappropriation / embezzlements / misuse or for any omission or for any act of negligence and the successful consultant / engaged agency or their representatives shall indemnify MCS for the same.

- The successful consultant / engaged agency or their representatives shall not enter into any compromise negotiation with the defaulting tax payers without the express written permission of the MCS.

- The attested photographs of field personnel would need to be updated periodically by successful consultant / engaged agency.


- The MCS shall not be liable to pay any remuneration or compensation or any other charges or expenses, taxes or levies etc., to the successful consultant / engaged agency or any of its personnel except the percentage commission agreed to be paid by the MCS under the agreement.

- Neither the successful consultant / engaged agency nor any of the personnel engaged by the consultant / agency for the purpose of the services whether owner, director, partner, employee, shall have employee and employer relationship with the MCS.

- The successful consultant / engaged agency, its employees etc., shall not use the name, trademark and / logo of the MCS in any sales or marketing publication or advertisement or in any other manner.

- The successful consultant / engaged agency shall not assign/ outsource the rights and obligation under the consultant / agency agreement without the express written permission of MCS.

- The successful consultant / engaged agency and/or their representatives shall work under the control of MCS.

- The successful consultant / engaged agency will follow code of conduct mention in point 3 of Section-6 of this RFP.

2. Quality Control

The successful consultant / engaged agency shall follow standards and guidelines of GoI and GoHP for Survey, Database and Billing etc.

The successful consultant / engaged agency shall submit the data on ward-wise basis to the MCS in hard and soft copy. At least 10% of the data shall be taken as sample and checked randomly by the MCS and if less than 5% of sample data is found to be incorrect, the consultant shall correct it within 07 working days after getting feedback from the MCS and resubmit. In case, more than 5% of the sample data found to be incorrect, the consultant shall have to re-perform the survey for the area without any extension of time and resubmit the corrected data for quality check again.

3. Code of conduct completely binding on successful consultant / engaged agency for the assignment

- The successful consultant / engaged agency shall not adopt or resort to any method, conduct or procedure in contravention of any law. The successful consultant / engaged agency, in their dues collection efforts, should not resort to intimidation of any kind, either verbal or physical, against defaulting customers including acts which intend to humiliate publicly or intrude their privacy or privacy of their family members making threatening and anonymous calls or making false and misleading representation. However, the successful consultant / engaged agency shall be free to make aware the defaulting assesses the provisions in the Himachal Pradesh Municipal Act, 1994 and relevant Rules and Regulations regarding collections and recovery of Tax and Non-Tax arrears.

- The employees or the agents if any engaged by the successful consultant / engaged agency in relation to the collection services to be rendered to MCS shall be the sole responsibility of the successful consultant / engaged agency as to their cost and consequences arising out of their engagement or conduct or any act of commission or omission.

- The successful consultant / engaged agency shall keep and treat all information whether verbal, written, or any documents received from MCS as confidential and shall exercise utmost care in preserving the confidentiality of such information. On expiry of the period of the agreement or sooner determination of the agreement, the successful consultant / engaged agency shall return the entire information and material to MCS. The successful consultant / engaged agency shall maintain highest professional and ethical code of conduct in its business dealings and shall not divulge any information gathered during the course of the assignment to anyone.

- The successful consultant / engaged agency is authorized to represent MCS before the defaulting customer only for the sole purpose of speedy and effective collection of money due and payable


to MCS and for no other purpose whatsoever.

- The successful consultant / engaged agency, its partners, employees, and/or any affiliates shall be jointly and severally responsible and liable to MCS for any loss arising out of any misappropriation/ embezzlements/ misuse or for any omission or for any act of negligence and the successful consultant / engaged agency shall indemnify MCS for the same.

- The successful consultant / engaged agency shall ensure that the acts, deeds, matters and things done or cause to be done under these presents are not in contravention of any law for the time being force in India.

- The successful consultant / engaged agency shall not enter into any negotiation with defaulting customers for a compromise, composition or waiver of rights of MCS without the expressed written permission of MCS.

- The successful consultant / engaged agency shall maintain a register giving complete details of dates, calls made, letters sent and follow up notes and shall also submit periodical reports in progress made in various cases.

- The successful consultant / engaged agency, its employees, investigators shall carry an identity card to be issued by the successful consultant / engaged agency wherever field visits are carried out in the cases/ accounts are assigned.

- The successful consultant’s / engaged agency's executives who will call on the Customer will always be well dressed and will not visit the customer in inebriated condition.

- The successful consultant / engaged agency hereby agrees that MCS or any person authorized by MCS has right to conduct audits of the relevant operations of collection agents, by its internal/ external auditors, or by agents appointed to act on its behalf and the copies of the audit report will be furnished MCS from time to time. The successful consultant / engaged agency shall fully cooperate with such consultant / agency in respect of any internal or external audits.

- The successful consultant / engaged agency hereby agrees that they will preserve the documents and data in accordance with the legal/regulatory obligation of MCS in this regard and MCS will have rights to audit the process at any time.

- The successful consultant / engaged agency will comply with all statutory requirements/ dues as applicable from time to time.

- The successful consultant / engaged agency will furnish MIS as may be desired by MCS on periodical basis.

- The employees of the successful consultant / engaged agency shall carry ID Badge with photograph duly authorized by the successful consultant / engaged agency along with the authorization on official letterhead of MCS from its Executive Officer.

Solan – 173212 Himachal Pradesh

Phone: 01792 – 223532

Email: [email protected] / [email protected]
