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Expression of Interest (EOI) for Engagement of Organizations for Community Based Climate Change Pulse Centres at different divisional Head Quarters of Madhya Pradesh DISCLAIMER This Expression of Interest (EOI) document is neither an agreement and nor is an offer to the interested organizations. The purpose of this EOI document is to provide prospective interested organizations information that may be useful to them in the formulation of their proposal for selection pursuant to this EOI document. The assumptions, assessments, statements and information contained in this EOI document may not be complete, accurate, adequate or correct. Each interested organization should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments, statements and information contained in this EOI document and obtain independent advice from appropriate sources. Information provided in this EOI document to the interested organizations is not intended to be an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. Environmental Planning and Coordination Organization (EPCO) or its employees or representatives make no representation or warranty and shall have no liability to any interested organization, under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account of anything contained in this EOI document EPCO also accepts no liability of any nature whether resulting from negligence or otherwise howsoever caused arising from reliance of any interested organization upon the statements contained in this EOI document. EPCO may, at its absolute discretion but without being under any obligation to do so, update, amend or supplement the information, assessment or assumptions contained in this EOI document. The issue of this EOI document does not imply that the EPCO is bound to select and to appoint the interested organizations for work as envisaged in this EOI and the EPCO reserves the right to reject all or any of the offers without assigning any reason whatsoever. The interested organizations shall bear all the costs associated with or relating to the preparation and submission of their proposal including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by the EPCO or any other cost incurred in connection with or relating to its offer. All such costs and expenses will be borne by the interested organizations and the EPCO shall not be liable in any manner, whatsoever, for the same or for any other costs or other expenses incurred by any interested party in preparation and submission of the proposal, regardless of the conduct or outcome of the selection process. Expression of Interest for Community based Climate Change Pulse Centres...Page 1
EXPRESSION OF INTEREST (EOI): 1. GENERAL 1.1 Environmental Planning and Coordination Organization (herein after called EPCO) Bhopal, Madhya Pradesh, invites EOI up to 3.30 PM on 30 th October 2013 (offer due date) from suitable interested organizations to select the experienced and capable organizations for Climate Change Pulse Centre (CCPC) to be established at each Divisional Head Quarters as per annexure VI for respective ACZ. 1.2 Initially the total period of agreement with CCPC will be for 3 years from the date of issuance of Letter of Acceptance (LoA). 1.3 Cost of EOI document: The cost of the EOI document is Rs. 1,000/-, payable through demand draft of any nationalized or scheduled commercial bank payable at its Bhopal branch in favour of the Executive Director, EPCO Bhopal. The EOI document is to be downloaded from website www.epco.in and demand draft shall be enclosed in a separate sealed envelope and submitted along with the technical proposal. 1.4 Earnest money: Rs. 50,000/- (Rupees Fifty Thousand only) payable by demand draft of any nationalized or scheduled commercial bank payable at its local branch in favour of Executive Director, EPCO Bhopal. 1.5 Technical proposal shall be opened on the EOI due date 30 th October 2013 at 4:00 PM. 2. Scope of Work 2.1 Scope of Work, duties and obligations of the selected organizations, institutional mechanism, contract period, Extent of financial support and fund release procedure, Reporting process. Penal actions for breach of conditions of EOI etc. have been given in the Terms of Reference (TOR) part of this document in subsequent pages. 3. Eligibility for Interested organizations and Pre-qualification: 3.1 For determining the eligibility of interested organizations following shall apply: a) The interested party may be a society, trust or foundation registered under appropriate acts with standing of at least 10 years on the due date of EOI. b) Any entity, which has been barred from participating in any bid/eoi/or project by the Central/State Government or by any entity controlled by it and if the bar subsists as on the due date of EOI, would not be eligible to submit EOI. c) The interested party should in the last 3 (three) years have neither failed to perform any contract as evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against the organization, nor has been expelled from any project or contract by any public entity nor have had any contract agreement terminated by any public entity for breach of contract. An undertaking in regard to 3.1 (a), (b) & (c) shall be attached without which the offer is liable for rejection. Expression of Interest for Community based Climate Change Pulse Centres...Page 2
3.2 For determining the Eligibility for short-listing following shall apply: Technical Capacity: (i) Years of Existence: Should have completed 10 years from the date of registration on the offer due date. (Please enclose proof in this regard) (ii) Organizational Experience: Should have at least Ten (10) demonstrable assignments in the field of developing and/or implementation of projects on Environmental conservation, Agriculture Extension, Biodiversity conservation, Climate Change, watershed development,, Sustainable Livelihood, Poverty Alleviation, NAREGA and related scheme/programmes. (Please enclose proof in this regard that you have work experience in these sector) (iii) Activities related to Capacity building/research/impact assessment Evaluation/Field experience of the states/central Government developmental schemes. (Please enclose proof in this regard) (iv) Should have the demonstrable capacity and experience of developing and using participatory tools for the purpose of data collection and have capacity for data analysis. (Please enclose proof in this regard) (v) Interested organization should have experience of at least 10 such assignments during last 5 financial years i.e. from 2009-10 to 2013-14 including current year. Each assignment being of at least of Rs. 2.00 lakhs in value. (Please enclose proof in this regard) (vi) Sufficient experience in organizing public / stakeholder consultations, conducting training and awareness activities generation on issues related to sustainable development, environment and climate change. (Please enclose proof in this regard) (vii) Communication ability in Hindi and English language is must. Proficiency in local dialect would be an added advantage. (viii) Geographical distribution of assignments: Geographical distribution of Assignments should cover at least 10 districts of Madhya Pradesh/or any other state during last 5 years i.e. from 2009-10 to 2013-14 including current year (ix) Multi disciplinary team: Interested organization should have a team of at least 5 full time professionals (excluding support staff) from above relevant fields on their pay roll for atleast last one financial year i.e. upto 31.03.13 and currently working on the due date of EoI.. (x) Head quarter/branch offices: Interested organization headquartered in Madhya Pradesh may be given preference. Financial Capacity: For demonstrating financial capacity (i) The interested party shall have a minimum average annual turnover of Rs. 10,00,000/- (Rupees Ten Lakhs) for each of the five preceding financial year (2011-12, 2010-11, 2009-10, 2008-09, 2007-08). It should not be less than 5.0 lakhs in any of the preceding year. The audit report (draft or final) of 2012-13 shall be enclosed. The certificate in these regard shall be enclosed. 4. Brief description of selection process: Expression of Interest for Community based Climate Change Pulse Centres...Page 3
4.1 Technical and financial capability of all the interested parties, who submit their proposal in accordance with the provisions of this EOI document, will be assessed as per the details given in section 17.4. After assessment, EPCO will announce list of qualified organizations that are eligible for the assignment. 4.2 Number of CCPC for which participating organization can apply: i. The participating organization can apply for maximum two (2) CCPC. ii. Each participating organizations should indicate the preference for the CCPC. iii. Though while allotting the CCPC preference will be given to the organization having work experience in a particular divisional headquarter or having office in that particular Agro-climatic zone, but EPCO reserves the right to allot any CCPC to any organization. EPCO also reserves the rights to allot more than one CCPC to the participating organization. 5. EOI and costs thereof 5.1 The organization submitting the EOI shall bear all of the costs associated with the preparation of EOI and their participation in the process. EPCO will not be responsible or in any way liable for such costs, regardless of the outcome of the selection process. 6. Clarifications on EOI Document 6.1 Organizations requiring any clarification on the EOI document may notify it to EPCO. They should send their queries in writing by fax or by e-mail within 7 days of issue of EOI notice. EPCO shall endeavour to respond to the queries within the period specified therein, but not later than 5 (five) days prior to the EOI due date. The responses will be sent by fax or e-mail. EPCO will forward all the queries and its responses thereto, to all the participating organizations. Since EOI document is to be downloaded from the website, EPCO will not be in a position to know the prospective organizations. Therefore, prospective organizations will have to register themselves by sending an e-mail at mpsapcc@epco.in for receiving such responses. 6.2 EPCO shall endeavour to respond to the questions raised or clarifications sought by the participating organizations. However, EPCO reserves the right not to respond to any question or provide any clarification, at its sole discretion, and nothing in this para shall be taken or read as compelling or requiring EPCO to respond to any question or to provide any clarification. 6.3 EPCO may also on its own motion, if deemed necessary, issue interpretations and clarifications to all the prospective organization. All the clarifications and interpretations issued by EPCO shall be deemed to be part of the EOI document. Verbal clarifications and information given by EPCO or its employees or representatives shall not in any way or manner be binding on EPCO. Pre- bid meeting: A pre bid meeting of the interested organizations is proposed to be convened on 22 nd October 2013 at 11.30 AM in the Conference hall of EPCO Paryavaran Parisar, E-5, Arera Colony, Bhopal, or at any other place as may be intimated to all the participating organizations. The date of pre bid meeting may be changed owing to some official exigencies. Effort will be made to provide intimation to all the concern well in time regarding the change in date of pre bid meeting, if need be. Expression of Interest for Community based Climate Change Pulse Centres...Page 4
During the course of pre-bid meeting, the prospective organizations will be free to seek clarifications and make suggestions for consideration of EPCO. EPCO shall endeavour to provide clarifications and such further information as it may, in its sole discretion, consider appropriate for facilitating a fair and transparent evaluation process. 7. Amendment of EOI document 7.1 At any time prior to the deadline for submission of EOI, EPCO may, for any reason, whether at its own initiative or in response to clarifications requested by a prospective organization, modify the EOI document by the issuance of an amendment. 7.2 Any amendment thus issued will be sent in writing by e-mailed or faxed to all those who have registered with EPCO at mpsapcc@epco.in as per section 6.1 of this EOI and also be displayed on the EPCO s website. 7.3 In order to afford the prospective organization a reasonable time for taking the amendment into account, or for any other reason, EPCO may, on its sole discretion, extend the EOI due date. 8. Validity of EOI: 8.1 The EOI shall be valid for a period of 90 (Ninety days) days from the offer due date. The validity of EOI may be extended by mutual consent of the respective organizations and the EPCO. 9. Acknowledgement by participating organizations: 9.1 It shall be deemed that by submitting the EOI, the participating organization has: (a) made a complete and careful examination of the EOI document; (b) received all the relevant information from EPCO; (c) agreed to be bound by the undertakings provided by it under and in terms hereof. 9.2 EPCO shall not be liable for any omission, mistake or error in respect of any of the above or on account of any matter or thing arising out of or concerning with or relating to the EOI document or the selection process, including any error or mistake therein or in any information or data given by EPCO. A. PREPARATION AND SUBMISSION OF EOI: 10. Language 10.1 The EOI and all the related correspondence and documents in relation to the selection Process shall be in English or Hindi language. Supporting documents and printed literature furnished by the participating organization with the EOI may also be in Hindi or English. 11. Preparation and signing of EOI: 11.1 The participating organization shall provide all the information sought under this EOI document. EPCO will evaluate only those EOI that are received in the required formats and complete in all respects. Incomplete and /or conditional EOI shall be liable to be rejected. Expression of Interest for Community based Climate Change Pulse Centres...Page 5
11.2 The participating organization shall prepare the proposal together with original/ copies of documents required to be submitted along therewith pursuant to this EOI document. 11.3 The proposal shall be typed or written in indelible ink and signed by the authorised signatory of the participating organization who shall also make initial on each page in blue ink. In case of printed and published documents, only the cover shall be initialled. All amendments made to the proposal shall be initialled by the person signing the EOI. 11.4 The EOI proposal shall be bound together as one document and shall contain page numbers in a sequential manner. Details about the documents enclosed in EOI proposal shall be mentioned in the compliance check list table (see annexure V) along with page numbers. 12. Technical Proposal 12.1 The participating organization shall prepare the technical proposal in the format specified in Annexure I to Annexure-V, together with all the documents specified in paras 3.1, 3.2 and 12.2. The technical proposal shall be sealed in an envelope marked as "TECHNICAL PROPOSAL". 12.2 The technical proposal shall contain: i. Demand draft of Rs 1,000/-(Rs. One Thousand) only of any nationalized or scheduled commercial bank payable at its local branch in favour of the Executive Director, EPCO Bhopal. ii. iii. iv. Earnest money of Rs. 50,000/- (Rs. Fifty thousand only) only in the form of demand draft of any nationalized or scheduled commercial bank payable at its local branch in favour of the EPCO Bhopal. Technical proposal in the prescribed format (Annexure-I) along with all the relevant documents. Copies of audited balance sheet and income and expenditure accounts of the organization for minimum annual average turnover of Rs. 10.0 lacs for each of the preceding five years (2011-12, 2010-11, 2009-10, 2008-09, 2007-08). The audit report (draft or final) of 2012-13 shall be enclosed. The certificate in these regard shall be enclosed. EOI document and the annexure duly initialled on each page by the person signing the proposal. v. Copy of Memorandum and Articles of Association in case of a corporate body copy of partnership deed in case of a firm and copy of registration certificate in case of registered society; or any other valid document as the case may be. vi. Power of Attorney authorising the signatory of the proposal to commit the EOI. Expression of Interest for Community based Climate Change Pulse Centres...Page 6
12.3 Sealing and Marking of Envelopes There will be 3 separate envelop marked as Envelop-1, Envelop-2 and Envelop-3. (i) (ii) (iii) In envelop-1 please keep the demand draft of Rs 1,000/- being the cost of EOI document downloaded from website. Please seal this envelop. In envelop-2 please keep the demand draft of Rs 50,000/- for Earnest Money Please seal this envelop. In envelop-3 please keep the technical proposal and seal the envelope. Important:- Please keep all these three sealed envelope in an outer sealed envelope to be marked as under: "Expression of Interest for engagement of organizations for community based Climate Change Pulse Centre at different Divisional Headquarters of Madhya Pradesh 12.4 The envelope shall be addressed to: To, The Executive Director Environmental Planning and Coordination Organization Paryavaran Parisar, E-5 Arera Colony Bhopal MP 462016 12.5 If the envelopes are not sealed and marked as instructed above, EPCO assumes no responsibility for the misplacement of the contents of the proposal and consequent losses, if any, suffered by the participating organization. 12.6 EOI can be submitted through Speed Post/ Registered Post, through Courier or personally by hand. EOI submitted by fax, telex, telegram or e-mail shall not be entertained and shall be rejected. 13. EOI Due Date 13.1 EOI should be submitted up to 3.30 PM on 30 th October 2013 (offer due date), at the address provided in Para 12.4 in the manner and form as detailed in this EOI document. 13.2 EPCO may, in its sole discretion, extend the EOI due date by issuing an amendment to all the participating organizations and also display on EPCO s website. 14. Late proposals Proposals received by EPCO after the specified time on the due date shall not be eligible for consideration and shall be returned unopened. 15. Opening of EOI 15.1 The authorized representatives of EPCO or a committee appointed by ED EPCO, shall open the EOI at 4.00 PM on 30 th October 2013 (offer opening due date), in the presence of the organization s representatives who choose to attend. EOI shall be opened in the following sequence: i. Envelope containing demand draft of Rs. 1,000/- being the cost of EOI document downloaded from the website shall be opened. If the organization has not furnished the said demand draft, his proposal shall not be opened. Expression of Interest for Community based Climate Change Pulse Centres...Page 7
ii. iii. Envelope containing demand draft of Rs. 50,000 for earnest money shall be opened. If the demand draft for earnest money is not found in order his proposal shall not be opened. Envelope containing technical proposal. c. EVALUATION PROCESS 16. Clarifications from participating organizations for Evaluation of Technical proposal 16.1 An evaluation committee will be constituted by ED, EPCO. To facilitate evaluation of proposal EPCO may, at its sole discretion, seek clarifications from any participating organization regarding their EOI. Such clarification(s) shall be provided within the time specified by the EPCO for this purpose. Any request for clarification and all the clarifications in response thereto shall be in writing. 16.2 If a participating organization does not provide clarifications sought under Para 16.1 above within the prescribed time, their proposal shall be liable to be rejected. In case the proposal is not rejected, EPCO may proceed to evaluate the EOI by construing the particulars requiring clarification to the best of its understanding, and the participating organization shall be barred from subsequently questioning such interpretation of the EPCO. 17. Evaluation of Technical proposal 17.1 EPCO will subsequently examine and evaluate technical proposal in accordance with the eligibility criteria set forth in EOI. 17.2 EPCO reserves the right not to proceed with the selection process at any time without notice or liability and to reject any or all the proposal without assigning any reason. 17.3 If any information furnished by the participating organization is found to be incomplete or contained in formats other than those specified herein, EPCO may, at its sole discretion, reject the proposal. 17.4 Evaluation criteria will be as follows S. No. Criteria Maximum Points Minimum points 1 Financial Capacity 15 points 10 points 2 Organizational Experience in 15 points 10 points the field as described in the EoI 3 Ten (10) Assignments on 50 points 25 points environmental, developmental and climate change issues. 4 Professional Staff 10 points 5 points Technical approach & Team 10 points -- 5 Plan Total 100 points 50 points Note To be eligible the participating organization will have to score minimum points in evaluation criteria at Serial No. 1-4, individually as per the table above. Expression of Interest for Community based Climate Change Pulse Centres...Page 8
In the process of evaluation points shall be awarded as under. (Table-II) Financial Capacity: Rs. 15.0 lakh or more Rs. 14.0 lakh but less than Rs. 15.0 lakh Rs. 13.0 lakh but less than Rs. 14.0 lakh Rs. 12.0 lakh but less than Rs. 13.0 lakh Rs. 11.0 lakh but less than Rs. 12.0 lakh Rs. 10.0 lakh but less than Rs. 11.0 lakh Average annual turnover Less than Rs. 10.0 lakh :15 Points :14 Points :13 Points :12 Points :11 Points :10 Points : 0 Points Note: - In case, the annual turnover of the bidder is less than Rs. 5.0 lakh during any of the five years, it shall be awarded zero points for financial capacity and the bidder shall automatically be disqualified. Organizational Experience 15 years or More than 15 years :15 Points 14 years but less than 15 years :14 Points 13 years but less than 14 years :13 Points 12 years but less than 13 years :12Points 11 years but less than 12 years :11 Points 10 years but less than 11 years :10 Points Less than 10 years : 0 Points Technical Capacity Minimum Ten (10) Assignments on environmental, developmental and climate change issues of the state 15 or more than 15 Assignments :50 points 14 Assignments :45 points 13 Assignments :40 points 12Assignments :35 points 11 Assignment :30 points Ten (10) Assignments :25 points Less than ten (10) Assignments :0 Points Professional staff: should have a team of at least 5 full time professionals on their pay roll 10 or More than 10 professionals :10 Points 7 but less than 10 professionals :7 points 5 but less than 7 professionals :5 Points Less than 5 professionals :0 Points Technical Approach and Team Plan :10 Points D. SHORT LISTING AND SELECTION OF ORGANIZATIONS 18. Short-listing and notification 18.1 EPCO after the evaluation of technical proposal would announce a list of organizations eligible for the assignment along with the marks obtained. 18.2 These eligible organization may be invited for a presentation before the committee to understand how best they have been able to comprehend and understand the requirement of the assignment and how they propose to carry out the assignment. Expression of Interest for Community based Climate Change Pulse Centres...Page 9
18.3 After seeing the presentation EPCO will take view in the matter for final selection of the organizations. 18.4 EPCO will not entertain any query or clarification from participating organization who fail to qualify. 19. Correspondence of the participating organization 19.1 Save and except as provided in this EOI document, EPCO shall not entertain any correspondence of participating organizations in relation to the acceptance or rejection of any proposal. 20. Right to accept or reject any or all the proposals 20.1 Notwithstanding anything contained in this EOI document, EPCO reserves the right to accept or reject any proposal and to annul the selection process and reject all the proposals, at any time without any liability or any obligation for such acceptance, rejection or annulment, and without assigning any reasons thereof. 20.2 EPCO reserves the right to reject any proposal and/or all the proposals if: (i) (ii) at any time, a material misrepresentation is made or uncovered; or the organization does not provide the supplemental information sought by the EPCO for the purpose of evaluation of the proposal within the time specified by the EPCO. 20.3 In case it is found during the evaluation or at any time before signing of the Agreement or after its execution and during the period of subsistence thereof that one or more of the pre-qualification conditions have not been met by the organization, or the organization has made material misrepresentation or has given any materially incorrect or false information, the organization shall be disqualified forthwith if not yet selected for the assignment. If the organization has already been issued the Letter of Acceptance (LOA) or has entered into the Agreement, as the case may be, the same shall, notwithstanding anything to the contrary contained therein or in this EOI document, be liable to be terminated by a communication in writing by EPCO to the organization without EPCO being liable in any manner whatsoever to the organization and without prejudice to any other right or remedy which EPCO may have under this EOI document or under applicable law. 20.4 EPCO reserves the right to verify all the statements, information and documents submitted by the organization in response to the EOI. Any such verification or lack of such verification by the EPCO shall not relieve the organization of its obligations or liabilities hereunder nor will it affect any rights of the EPCO there under. 21. Earnest money 21.1 EPCO shall not be liable to pay any interest on the earnest money and the same shall be interest free. 21.2 EPCO shall be entitled to forfeit and appropriate the earnest money, in any of the events specified in Para 21.3 herein below. The participating organization, by submitting its proposal pursuant to this EOI document, shall be deemed to have acknowledged and confirmed that EPCO will suffer loss and damage on account of withdrawal of its proposal or for any other default by the participating organization Expression of Interest for Community based Climate Change Pulse Centres...Page 10
during the EOI validity period. No relaxation of any kind on earnest money shall be given to any organization. 21.3 Earnest money shall be forfeited and appropriated by EPCO against compensation and damages payable to EPCO for, inter alia, time, cost and effort of EPCO without prejudice to any other right or remedy that may be available to the EPCO hereunder or otherwise, under the following conditions: a. If a participating organization withdraws its proposal during the period of EOI validity as specified in this EOI document and as extended by the participating organization from time to time; b. In the case of selected organization, if it fails to sign the agreement within the specified time limit. c. If the selected organization fails to complete the task within the time limit. d. For violation of any other obligation of the selected organization, as specified in this EOI. 21.4 Earnest money of unsuccessful participating organizations will be refunded by EPCO, without any interest, on signing of Letter of Agreement with the selected organizations or when the selection process is completed or cancelled by EPCO. 22. Letter of Acceptance After selection of organizations, a Letter of Acceptance ("LoA") shall be issued by EPCO to the selected organizations to sign the agreement within 7 (seven) days of the receipt of the LoA. 23. Performance Security 23.1 The earnest money amount of Rs. 50,000/- only received with the EOI of the Selected organization shall be converted into Performance Security. 24. Miscellaneous 24.1 The selection Process shall be governed by, and construed in accordance with, the laws of India and the court at Bhopal or appropriate judicial in Madhya Pradesh shall have exclusive jurisdiction over all the disputes arising under, pursuant to and/ or in connection with the selection Process. Expression of Interest for Community based Climate Change Pulse Centres...Page 11
TERMS OF REFERENCE EXPRESSION OF INTEREST (EOI) FOR ENGAGEMENT OF ORGANIZATINS FOR CLIMATE CHANGE PULSE CENTRES BEING ESTABLISHED AT EACH OF THE DIVISIONAL HEADQUARTES IN THE STATE OF MADHYA PRADESH 1. Background 1.1 Environmental Planning and Coordination organization (EPCO) is a registered society under Housing and Environment Department of the Government of Madhya Pradesh. The Government of Madhya Pradesh has decided to set up State Knowledge Management Centre on Climate Change (herein after referred SKMCCC) in EPCO. The state of M.P. is endowed with rich biological, agro ecological, cultural and climatic diversity. Based on edaphic factors agricultural and climatic considerations the state has been classified into 11 Agro Climatic Zones.(ACZ). These ACZ are unique in their characteristics and hence demands for special attention to devise appropriate strategies to address them. SKMCCC is in line with National Mission on Strategic Knowledge on Climate Change (under National Action Plan on Climate Change). The mission of SKMCCC is to become centre of excellence and knowledge hub in the State to cater to the information and knowledge needs of policy makers, scientific community and general public on issues related to climate change through creation, collection, synthesis and dissemination of knowledge. For effective coordination of activities and utilization of resources, the functional architecture of SCCKMC is designed in hub and spoke mode, while fostering backward forward informational linkages, collaborations between relevant institutions, authorities and stakeholders. The eleven agro-climatic zones of the state offers opportunity for the SKMCCC activities and hence it is envisaged to establish twelve (12) Communities based Climate Change Pulse Centres (CCPC) in each of the 10 Divisional HQ addressing the knowledge and informational needs of 11 ACZ of the State. The details of CCPC to be appointed and their location in each of the Divisional HQ are given at Annex-VI. 2. Institutional Mechanism of CCPC A Divisional Steering Committee is being proposed to be constituted under the chairmanship of Divisional Commissioner to provide overall policy guidance and review the activities. The proposed composition of the committee is as follows: Expression of Interest for Community based Climate Change Pulse Centres...Page 12
S. No. Name/Designation Position/Status 1 Divisional Commissioner Chairman 2 District Collectors Member 3 Divisional Forest Officers Member 4 S.E., Water Resource Department Member 5 S.E., PHE Departmental Circle. Member 6 In-charge Krishi Vigyan Kendras Member 7 Two eminent persons/experts to be nominated by Member the Chairman 8 Coordinator, SKMCCC and PI or Co-PI SKMCCC Member 9 Joint Director, Agriculture Member 11 Chief Functionary of CCPC Member 12 CCPC Coordinator (EPCO s Representative) at the Divisional Head Quarter. Member Secretary 3. Scope of Work 3.1 Community Based Climate Change Pulse Centers are envisioned to act as community managed interface between SKMCCC hub and ACZ spokes and connect with climate science, climate policy and development practitioner. The CCPC will collect data and information and disseminate from respective agro climatic zone and disseminate among the intended audience. It is expected that this will help to ensure up-streaming the learning from field and down streaming the policy/scientific interventions. 3.2 Thematic suggestive list of activities that CCPC would be expected to undertake are: Facilitate Education and Training and outreach activities of all the concerned stakeholders on Climate change issues. Development of specific ACZ user specific information and knowledge resources on climate change Networking and development of strategic partnerships with organizations/institutes working in climate change domain in the region and SKMCCC. Engaging youth, women, communities in sensitizing creating awareness about climate change and encouraging them to for piloting adaptation projects. Providing information/knowledge contents for Climate Change Knowledge Portal in different mediums. (Text, documents, Video, Audio, Pictures, Maps etc.). Collection, analysis and documentation of climate related data and information Storing the weather information and climate forecasts and disseminate to the concerned stakeholders on time (ACZ level knowledge repository) Gathering and documenting indigenous traditional knowledge. Climate Change outreach to the individual level Identify and create Climate Champions from the communities who can disseminate knowledge on climate change, adaptation, vulnerability disseminate the national and State level Initiatives of Climate Change Act as two way ACZ wise interface of SKMCCC by knowledge sharing Expression of Interest for Community based Climate Change Pulse Centres...Page 13
Organizing and conducting divisional, sub-divisional/divisional workshops. Organize Divisional Steering Committee s meetings at the regular intervals. Facilitate the implementation, monitoring and evaluation of the SAPCC strategies Coordinating with the departments to mainstream the CC concerns at the field. Process documentation of all the activities performed under the agreement. 3.3 Key Deliverables S. NO. Key Deliverables No Technical Deliverables 1 Climate Change Education and Training Workshops at Divisional as 6/ year well as each of the Concerning District of the ACZ 2 (a) Identify and train Climate Champions in the respective ACZ 20 in a year (b) Training of Climate Champions and followed by monthly meeting 2/ year 3 Assist SKMCCC in organizing atleast one training on Mainstreaming 1 / year CCA for govt. employees 4 Develop Pilot project/ research study proposal on Climate Change addressing Adaptation/ Mitigation aspects. 1/ year 5 Collection and sharing data/ information with SKMCCC 4/ year Weather/ Climate/ sectoral data/ information and submit reports 6 Documentation of Best Practices /Case studies from agriculture, forest, water, health, energy, Urban, Rural Development sectors 4/ year Management Related Deliverables 7 Meeting of Divisional Steering Committee chaired by Divisional 1/ year Commissioner 8 Quarterly Progress Report in prescribed format to SKMCCC 4/ year 9 Audit Report and Annual Report to SKMCCC 1/ year Expression of Interest for Community based Climate Change Pulse Centres...Page 14
4.0 Contract period The contract would be for three years (from the date of issuing LoA) which could be renewed annually subject to the performance evaluation and recommendations of the Divisional Committee. 5.0 Extent of Financial Support and Fund release procedure 5.1 EPCO will pay of Rs 5 lakhs as the minimum grant for first 3 districts and additional support of Rs. 1.00 lakh each, (for additional district falling in respective Divisional Headquarter) per annum per CCPC as grant support. The details are mentioned in Annex- VI. The funds to CCPC would be disbursed on the basis of the key deliverables as mentioned in the para 3.3 above of this EoI Document. A workshop is proposed to be conducted wherein all the selected organizations would brainstorm and finalize a detailed thematic annual working plan defining timelines for quarterly deliverables/ milestones. The annual work plan of each of the CCPC as to how respective CCPC would achieve the key deliverables would be agreed mutually between CCPC and SKMCCC. 5.2 A monitoring and evaluation framework would be formulated for the efficient functioning of the CCPC. 5.3 A third party technical and financial audit will also be conducted to evaluate the performance to have fair assessment of the work done by CCPC and make mid course correction and take appropriate decision, if required. 5.4 Grants to CCPC would be released by EPCO on the recommendations of the EPCO s Representative CCPC Coordinator to be stationed at the respective Divisional HQ. In case CCPC coordinator is not appointed, the fund could also be released on the recommendation of the Divisional Committee. The recommendations regarding fund release will be placed before the SKMCCC Implementation Committee at EPCO for approval. 5.5 Funds will be released at the beginning of each quarter only if the Key deliverables of the preceding quarter have been achieved and utilization certificate of such an intent has been sent which has been duly verified by the EPCO s representative CCPC Coordinator of respective Divisional HQ. 5. 6 EPCO will make all statutory deductions under various prevailing Acts/Rules for the time being in force from the annual payment of CCPC. 5.7. CCPC would be free to submit separate proposal for Technical/Financial assistance to EPCO or any other agencies under other schemes, projects, and campaigns. If submitted to EPCO than the decision on such proposal will be taken as per prevailing procedure. 5.8. In case need arises EPCO may take the services of any CCPC for organizing any technical event like workshop, seminar etc. or coordinating any study, rapid Socio-Economic Ecological/Scientific survey or field project for which additional support will be considered. The extent of this additional/financial support will not be more than Rs. 2.00 lakhs in a financial year. 6. Penal Provision 6.1 If the selected organization fails to achieve the key deliverables as per the prescribed quarterly schedule issued by the EPCO, a part of the performance security, up to a Expression of Interest for Community based Climate Change Pulse Centres...Page 15
maximum of 10% of the security amount, may be imposed as penalty for each such monthly default. 6.2 If the selected organization continues to fail to carry out activities for consecutively three months, EPCO can forfeit the whole of performance security amount and can terminate the agreement by giving seven days show cause notice to the defaulting organization through e- mail/fax. 6.3 Penalty can also be imposed for not engaging/ deploying professionals for the purpose of CCPC as envisaged in the EOI, for submission of fake report, for production of false bills for site, or any such other irregularity or violation of any terms of reference. The penalty in such cases at discretion of EPCO can be up to 5% of performance security for each such default. 6.4 EPCO reserves the right to get any or all reports cross checked by its own officers or any other agency of its choice. In case of any discrepancy, the selected organization shall be blacklisted and legal action and/or other punitive actions including refund/deduction of full or part of reimbursable amount may be initiated against the organization. 7.0 Reporting 7.1 At Divisional HQ level to the Divisional Steering Committee under Divisions through CCPC Coordinator (EPCO s Representative). 7.2 At SKMCCC level- to the Executive Director, EPCO through Coordinator, State Knowledge Management Center on Climate Change (SKMCCC) cum Principal Investigator DST project or through Co-PI DST project whichever is applicable. Expression of Interest for Community based Climate Change Pulse Centres...Page 16
TECHNICAL PROPOSAL ANNEXURE- I FOR ENGAGEMENT OF ORGANIZATINS FOR CLIMATE CHANGE PULSECENTRESS BEING ESTABLISHED AT EACH OF THE DIVISIONAL HEAD QUIARTERS OF MADHYA PRADESH S.N. Information and documents required Information and documents to be supplied by the participating organization 1. Name of Entity and its organizational structure. ( Full Details to be furnished in the format given in Annexure-II) 2. Minimum turnover of average Rs. 10.0 (Rs. Ten lakhs only) in the preceding five financial year-, 2011-12, 2010-11, 2009-10, 2008-09, 2007-08 (Certificates to be attached) but not less than 5.0 lakhs in any of the last five years. Please also enclose draft/ final Audit report for the FY 2012-13 3. Demand Draft of Rs. 1,000/- of any Nationalized or Scheduled Commercial Bank payable at its local branch in favor of the ED EPCO, Bhopal for payment towards cost of EOI document. 4. Demand Draft of Rs. 50,000/- of any Nationalized or Scheduled Commercial Bank payable at its local branch in favor of the Executive Director EPCO, Bhopal as Earnest Money. 5. Total No. of all full time staff on the pay roll of the participating organization (continuing during last one year on 31.03.13 and continuing with bifurcation of staff for professional work and supporting staff Note: Attach Curriculum Vitae (CV) of all the professional staff in the format given in annexure-iii 6. Technical approach and Team Plan Financial Year 2007-08 2008-09 2009-10 2010-11 2011-12 Total Turn over Demand Draft No. Date: Bank and Branch: Demand Draft No. Date: Bank and Branch: Total no. of Staff Professional Staff: Supporting Staff: Please submit a detail note explaining your technical approach and deployment of professionals to carry out the assignment. 7. Organization - Years in existence : Mention Years- (Please enclose evidence/proof in this regard) Expression of Interest for Community based Climate Change Pulse Centres...Page 17
8. Organizational Experience: Should have at least Ten (10) demonstrable assignments in the field of developing and/or implementation of projects on Environmental conservation, Agriculture Extension, Biodiversity conservation, Climate Change, watershed development,, Sustainable Livelihood, Poverty Alleviation, NAREGA and related scheme/programmes. Please attach details as per Annexure - IV The organization may submit details of all the relevant assignment undertaken by them. 9. Details of other assignments in addition to those mentioned above (Attach certified copies of work orders/ completion certificates etc.) 10. Please Indicate your preference for the Divisional Headquarter (Minimum 1 and Maximum 2 in numbers) where the participating organization will prefer to work. 11 Power of Attorney authorizing the signatory of the participating organization to commit the EOI. Note: (Details to be furnished in the format given at annexure-iv) 1) Please cite reason- 2) Please cite reason- 1. EOI documents, certified copies of undertakings given and certificates attached with technical proposals etc shall be properly page numbered and indexed. All the documents enclosed with the Technical proposal should be self attested by the authorized signatory. Technical proposal submitted otherwise will not be considered. 2. Technical proposal shall be prepared in accordance with the instruction contained in Para 12 of EOI and shall be submitted along with the documents as laid down in this EOI. 3. Participating organizations will have to submit an affidavit duly notarized that the information, certified copies of the documents supplied with the proposal and undertakings given/certificates attached are true and correct to the best of their knowledge and belief. If any information is subsequently, even after award of work, is found to be incorrect, EPCO may forfeit their earnest money/performance security and debar them from participating in future. 4. Participating organization shall furnish an undertaking as required under para 3.1(a), (b) & (c) of EOI document as part of the proposal, on their official letter head duly signed with proper seal by the authorized signatory. Signature: Name: Designation: Expression of Interest for Community based Climate Change Pulse Centres...Page 18
ORGANISATIONAL STRUCTURE 1. Name of Entity/ Organization: 2. Address: a. Postal Address b. E-mail Address c. Telephone No. d. Mobile No. e. Fax No. ANNEXURE- II 3. Core competence of the participating organization along with years of existence in the core sector (Minimum period of existence- 10 years) -------------------------------------------- ------------------------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------------- 4. Entity Registration Certificate (Number) (date) (Attach certified copy of registration) 5. Permanent Account Number (PAN): attach copy 6. Registration Number and date for Service Tax. attach copy 7. Place of Headquarter of the Entity along with details of Branch offices - give details/address 8. Details of professionals (excluding support staff) deployed at Headquarter and at Branch offices 9. Self attested copy of Memorandum and of Association and rules in case of Society. 10. Particulars of the Authorized Signatory of the EOI. a. Name - b. Designation - c. Postal Address - d. E-mail Address: (please give one alternative e-mail id) e. Telephone No. - f. Mobile No. - g. Fax No. - Signature of the Authorized person submitting EoI Expression of Interest for Community based Climate Change Pulse Centres...Page 19
CURRICULUM VITAE (To be filled in by each person separately) ANNEXURE- III 1. Name of Person:- 2. Date of Birth:- 3. Educational Qualifications:- 4. Present designation in the organization:- 5. Present role and responsibilities:- 5. Past experience and details of training received:- Date : Place : Signature of Person Expression of Interest for Community based Climate Change Pulse Centres...Page 20
DETAILS OF WORK UNDERTAKEN (To be filled for each of the work/ assignment separately) ANNEXURE- IV 1. Name of Assignment:- 2. Type of Assignment - Training, Capacity Building, Research, Study, Action 3. Location within State:- - 4. Name & Address of Client:- 5. Address of Client:- 6. Duration of Assignment:- 7. Start date:- 8. Completion date:- 9. Value of assignment, in Rupees:- 10. No. of Professional staff engaged in the assignment:- 11. Names of staff Associated with the assignment:- 12. Brief description of the Project:- 13. Description of actual services provided by your staff:- Research, Demonstration, Policy Analysis, Stakeholder Consultations, PRA, etc. Date : Place : Signature of Person Expression of Interest for Community based Climate Change Pulse Centres...Page 21
Check list to be filled by Organization applying for CCPC ANNEXURE: V Eligibility Criteria and other conditions as mentioned in the EoI Registered Society/ Trust/ Foundation/ Firm/ Company, with standing of at least 10 years on the due date of EOI. An undertaking with regard to 3.1 (a), (b) & (c) attached. Yes/ No Details given Page No on Details 5 full time professionals on their pay roll Details Minimum average annual turnover of Rs. 10,00,000/- (Rupees Ten lakh) Audited reports in these regard shall be enclosed for FY 2007-08, 2008-09, 2009-10, 2010-11, 2011-12. Draft/ Final Audit Report for 2012-13 The proposal shall be typed or written in indelible ink and signed by the authorised signatory of the participating organization who shall also make initial on each page in blue ink Demand draft of Rs 1,000/- (Rs. One Thousand) only of any nationalized or scheduled commercial bank in favour of the Executive Director, EPCO Bhopal. Earnest money of Rs. 50,000/- (Rupees Fifty Thousand) only in the form of demand draft of any nationalized or scheduled commercial bank payable at its Bhopal local branch in favour of the Executive Director EPCO Technical proposal in the prescribed format along with all the relevant documents (Annexure-I) Details of Annexure-II Details of Annexure- III Details of Annexure- IV EOI document and the annexure duly initialled on each page by the person signing the proposal. -- Copy of Memorandum and Articles of Association/ Trust Deeds/ Company bye-laws in case of a corporate body, copy of partnership deed in case of a firm and copy of registration certificate in case of society etc. as the case may be ; Power of Attorney authorising the signatory of the proposal to commit the EOI. Sealing and Marking of Envelopes as advised in EoI document Letter of Appreciation from Government officers/ Client etc. Expression of Interest for Community based Climate Change Pulse Centres...Page 22
Details of CCPC to be located at each of the Divisional Headquarter and Details of Grant Support ANNEXURE- VI No. Division al HQ Name District and ACZ No. Districts ACZ No. Of ACZ Duty Station No of Districts CCPC responsible for Grant support (Rs in lakhs) * 1 Bhopal Bhopal Sehore 5 Vindhayan One Bhopal Five Rs.7.0 lakh Raisen Rajgarh, Vidisha 2 N puram H bad Harada 2 CNV Two H bad Three Rs.5.0 lakh Betul 1 Satpura 3 Indore Jhabua Alirajpur 2 Jhabua Hills Two Indore Four Rs.6.0 lakh Indore Dhar 2 Malwa Khargone Badwani 4 Nimar Plains One Indore Four Rs.6.0 lakh Khnadwa Burhanpur 4 Ujjain Ujjian Dewas Ratlam 6 Malwa One Ujjain Six Rs.8.0 lakh Shajapur Mandsour Neemuch 5 Sagar Sagar, Damoh 2 Vindhyana Three Sagar Five Rs.7.0 lakh Panna 1 Kymore Hills Chhatarpur T garh 2 Bundelkhand 6 Jabalpur Jabalpur Katni 2 Kymore Two Jabalpur Three Rs.5.0 lakh Narsinghpur 1 CNV Chhindwada 1 Satpura Three Jabalpur Four Rs.6.0 lakh Balaghat Seoni 2 C garh Plains Mandala 1 NHR C garh 7 Rewa Rewa Satna 2 Kymore Hills Two Rewa Four Rs.6.0 lakh Singrauli Sidhi 2 NHR C garh 8 Shahdol Shahdol Dindori 3 NHR C garh Two Shahdol Four Rs.6.0 lakh Anupur Umaria 1 Kymore Hills 9 Gwalior Gwalior Shivpuri 2 Gird Zone Three Gwalior Five Rs.7.0 lakh Guna Ashoknagar, 2 Vindhyan Plateau Datia 1 Bundelkhand 10 Chambal Sheopur Morena Bhind 3 Gird Zone One Morena Three Rs.5.0 lakh * Rs 5.0 Lakhs (Rs Five Lakhs) for first 3 district and Rs 1.0 Lakh (Rs One Lakh) as additional support for each additional district falling in the respective Divisional Headquarter. Expression of Interest for Community based Climate Change Pulse Centres...Page 23