REQUEST FOR PROPOSAL (RFP) For selection of AGENCY FOR CONCEPTUALIZATION AND MANAGEMENT OF THE INDIA PAVILION; AND CONTENT DEVELOPMENT, CREATION AND EXECUTION OF SIDE-EVENTS/ RELEVANT PUBLICATIONS/ EXHIBITIONS AT THE INDIA PAVILION TO BE ORGANIZED AT THE 22 ND CONFERENCE OF PARTIES TO BE HELD IN MARRAKECH, MOROCCO BETWEEN 07 AND 18 NOVEMBER 2016 JULY 2016 FOR Ministry of Environment, Forest & Climate Change, Indira Paryavaran Bhawan, Jor Bagh Road, New Delhi 110 003 www.moef.nic.in Page 1 of 53
NOTICE INVITING REQUEST FOR PROPOSAL (RFP) For selection of AGENCY FOR CONCEPTUALIZATION AND MANAGEMENT OF THE INDIA PAVILION; AND CONTENT DEVELOPMENT, CREATION AND EXECUTION OF SIDE-EVENTS/ RELEVANT PUBLICATIONS/ EXHIBITIONS AT THE INDIA PAVILION TO BE ORGANIZED AT THE 22 ND CONFERENCE OF PARTIES TO BE HELD IN MARRAKECH, MOROCCO BETWEEN 07 AND 18 NOVEMBER 2016 Ministry of Environment, Forest & Climate Change,, intends to appoint an Agency to undertake, inter alia, (a) Conceptualization, design and management of the India Pavilion, and (b) Content development, creation and execution of events/ relevant publications/ exhibitions for the India Pavilion at the 22 nd Conference of Parties to be held between 07 and 18 November in Marrakech, Morocco. The salient features of the project, eligibility criteria and prescribed formats for submission can be accessed in the RFP Document uploaded on the website: www.moef.nic.in. Interested applicants are requested to submit their responses to the RFP in hard copy and soft in form of a CD on or before [times], [date] at the following address: The submissions must be addressed to: Dr. S. Satapathy, Sr. Consultant (Climate Change) Ministry of Environment, Forest & Climate Change 3 rd Floor, Prithvi Wing Indira Paryavaran Bhawan, Jorbagh Road, Aliganj New Delhi 110003 Page 2 of 53
Ministry of Environment, Forest and Climate Change Disclaimer 1. This RFP Document (hereinafter RFP/ RFP Document ) is neither an agreement nor an offer by Ministry of Environment, Forest & Climate Change, (hereinafter MOEFCC/ Authority ) to the prospective Applicants or any other person. The purpose of this RFP is to provide information to the interested parties that may be useful to them in the formulation of their proposal pursuant to this RFP. 2. MOEFCC does not make any representation or warranty as to the accuracy, reliability or completeness of the information in this RFP Document and it is not possible for MOEFCC to consider particular needs of each party who reads or uses this RFP Document. This RFP includes statements which reflect various assumptions and assessments arrived at by MOEFCC in relation to the statement of work. Such assumptions, assessments and statements do not purport to contain all the information that each Applicant may require. Each prospective Applicant should conduct its own investigations and analysis and check the accuracy, reliability and completeness of the information provided in this RFP document and obtain independent advice from appropriate sources. 3. MOEFCC will not have any liability to any prospective Applicant/ Agency/ or any other person under any laws (including without limitation the law of contract, tort), the principles of equity, restitution or unjust enrichment or otherwise for any loss, expense or damage which may arise from or be incurred or suffered in connection with anything contained in this RFP document, any matter deemed to form part of this RFP document, the award of the Assignment, the information and any other information supplied by or on behalf of MOEFCC or their employees, any Media Agency or otherwise arising in any way from the selection process for the Assignment. MOEFCC will also not be liable in any manner whether resulting from negligence or otherwise however caused arising from reliance of any Applicant upon any statements contained in this RFP. 4. MOEFCC will not be responsible for any delay in receiving the proposals. The issue of this RFP does not imply that MOEFCC is bound to select an Applicant or to appoint the Selected Applicant, as the case may be, for the services and MOEFCC reserves the right to accept/reject any or all of proposals submitted in response to this RFP document at any stage without assigning any reasons whatsoever. MOEFCC also reserves the right to withhold or withdraw the process at any stage with intimation to all who submitted the RFP Application. Page 3 of 53
Ministry of Environment, Forest and Climate Change 5. The information given is not exhaustive on account of statutory requirements and should not be regarded as a complete or authoritative statement of law. MOEFCC accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on the law expressed herein. 6. MOEFCC reserves the right to change/ modify/ amend any or all provisions of this RFP Document. Such revisions to the RFP / amended RFP will be made available on the website of MOEFCC and Central Public Procurement Portal (hereinafter CPPP ) portal. 7. The Applicant shall bear all its costs associated with or relating to the preparation and submission of its Proposal including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by the Authority or any other costs incurred in connection with or relating to its Proposal. All such costs and expenses will remain with the Applicant and the Authority shall not be liable in any manner whatsoever for the same or for any other costs or other expenses incurred by an Applicant in preparation or submission of the Proposal, regardless of the conduct or outcome of the selection process. Page 4 of 53
Section 1. Letter of Invitation Ministry of Environment, Forest and Climate Change New Delhi Date: 20 July 2016 1. Introduction MOEFCC proposes to appoint an agency/ firm/ joint venture/ consortium (hereinafter, Applicant/ Agency ) for conceptualization and management of the India Pavilion; and content development, creation and execution of side-events/ exhibitions and relevant publications at the India Pavilion to be organized at the 22 nd conference of parties to be held in Marrakech, Morocco between 07 and 18 November 2016 (hereinafter, COP-22 ). 2. Objective The main objective of the assignment is conceiving and managing the India Pavilion, and creating, executing and managing exhibits and events at the India Pavilion at COP-22, with the purpose of highlighting various ongoing positive initiatives and activities being undertaken by the in the field of climate change as well as its strategies for various measures in mitigation, adaption and capacity building at national and state level to tackle climate change. The detailed scope of services is provided in the Terms of Reference (Section 5). 3. The Agency will be selected on the Quality cum Cost Based Selection (QCBS) process with 70 percent weightage to Technical Proposal and 30 percent weightage to Financial Proposal. The RFP includes the following documents: SECTION 1: Letter of Invitation SECTION 2: Instructions to Applicants SECTION 3: Standard Forms SECTION 4: Financial Proposal - Standard forms SECTION 5: Terms of Reference SECTION 6: Standard Format of Work Order All clarifications/ corrigenda if any will be published only on the website of MOEFCC. The official website for accessing the information related to this RFP is: www.moef.nic.in (the Official Website ) along with Central Public Procurement Portal eprocure.gov.in/eprocure/app). Yours sincerely, Dr. S. Satapathy, Sr. Consultant Ministry of Environment, Forest & Climate Change Page 5 of 53
Ministry of Environment, Forest and Climate Change Section 2. Instructions to Applicants 2.1 Introduction 2.1.1 The President of India acting through the Ministry of Environment, Forest and Climate Change,, and represented by the Secretary of the Ministry (the MOEFCC or Authority ) is the nodal agency of the Central Government for the planning, promotion, co-ordination and overseeing the implementation of India's environmental and forestry policies and programmes. MOEFCC is also the nodal agency climate change cooperation and global negotiations including for United Nations Convention for Climate Change (UNFCCC), Kyoto Protocol and activities relating to climate change. 2.1.2 MOEFCC proposes to appoint an Agency for conceptualization and management of the India Pavilion; and content development, creation and execution of side-events/ exhibitions at the India Pavilion to be organized at the 22 nd conference of parties to be held in Marrakech, Morocco between 07 and 18 November 2016 ( COP-22 ), with the objective of highlighting the various ongoing initiatives/ activities being undertaken by the as well as its strategies for various measures in mitigation and adaption to tackle climate change. The Indian Pavilion at COP-22 will offer a unique opportunity to showcase India s positive actions on climate change through events/ exhibits in the nature of panel discussions, presentations, conferences, interviews, press conference, short movies, documentaries, lectures, demonstrations, showcasing of exhibits etc. 2.1.3 Since the Pavilion will be viewed internationally, due care has to be taken in conceptualizing and managing the Pavilion, and in the content development, creation and execution of side-events/ exhibitions and relevant publications to be held at the Pavilion. 2.1.4 It is estimated that the Pavilion will cover a space of 400 sqm including a hall to accommodate 100 people. The India Pavilion will be a temporary setting and will be situated within the COP-22 premises. There will be restrictions on the number of people from the agency to enter into the conference venue. 2.1.5 The Agency would be appointed on a project basis for the said purpose/ assignment. 2.1.6 Interested Agencies are invited to submit their proposals for the assignment, which must include the following, as detailed subsequently in this document: (i) A Technical Proposal (ii) A Financial Proposal and (iii) EMD 2.1.7 It may be noted that: (i) The costs of preparing the proposal are not reimbursable and (ii) MOEFCC is not bound to accept any of the proposals submitted without showing reason. Page 6 of 53
Ministry of Environment, Forest and Climate Change 2.1.8 The Agencies are required to provide professional, objective, and impartial service and at all times hold MOEFCC s interests paramount, without any consideration for future work, and strictly avoid conflicts with other assignments or their own corporate interests. 2.1.9 Agencies have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of MOEFCC, or that may be reasonably perceived as having this effect. Failure to disclose such situations by the Agency may lead to disqualification of the Agency or termination of the contract. 2.1.10 Agencies must observe the highest standards of ethics during the selection and execution of the contract. MOEFCC may reject a proposal at any stage if it is found that the firm recommended for award has indulged in corrupt or fraudulent activities in competing for the contract in question, and may also declare a firm ineligible or blacklist the firm, either indefinitely or for a stated period of time, if at any time it is found that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, the contract. 2.2 Dispute Resolution: 2.2.1 If any dispute or difference of any kind whatsoever arises between the parties in connection with or arising out of or relating to or under this RFP, the parties shall promptly and in good faith negotiate with a view to its amicable resolution and settlement. In the event no amicable resolution or settlement is reached within a period of thirty (30) days from the date on which the above-mentioned dispute or difference arose, such dispute or difference shall be finally settled by Secretary, MOEFCC, whose decision shall be final. 2.3 Termination of Assignment: MOEFCC will have the right to terminate the assignment by giving 30 (thirty) days written notice. In the event of termination for no fault of Applicant, MOEFCC will reimburse all the expenses incurred by the Applicant (upon submission of proof including the expenditure statement and utilization certificate certified by a CA as per GFR) including closing-up of the project. If the assignment is terminated due to the fault of the Applicant or in case of termination of the assignment by the Applicant for reasons not attributable to MOEFCC, the performance security of the Applicant will be forfeit. 2.3.1 The Applicant shall submit his proposal in three covers containing the EMD, Technical Proposal and Financial Proposal respectively to MOEFCC s office addressed to Dr. S. Satapathy, Sr. Consultant (Climate Change), Ministry of Environment, Forest & Climate Change,, 3 rd Floor, Prithvi Wing, Indira Paryavaran Bhawan, Jor Bagh Road, Aliganj, New CDelhi - 110003. The submissions for Conditions of Eligibility shall be evaluated first as specified in this RFP. Subsequently the technical evaluation as specified in this RFP will be carried out only for those Applicants who meet the Conditions of Eligibility criteria. Based on this technical evaluation, a list of technically qualified Applicants shall be prepared in the order of their merit, followed by the opening of the Financial Proposal. 2.3.2 Number of Proposals: No Applicant shall submit more than one Application. Page 7 of 53
Ministry of Environment, Forest and Climate Change 2.4 Right to reject any or all Proposals: 2.4.1 Notwithstanding anything contained in this RFP, MOEFCC reserves the right to accept or reject any Proposal and to annul the Selection Process and reject all Proposals, at any time without any liability or any obligation for such acceptance, rejection or annulment, and without assigning any reasons thereof. 2.4.2 Without prejudice to the generality of above, MOEFCC reserves the right to reject any Proposal if: (i) at any time, a material misrepresentation is made or discovered, or (ii) the Applicant does not provide, within the time specified by MOEFCC, the supplemental information sought by MOEFCC for evaluation of the Proposal. 2.4.3 Such misrepresentation/ improper response by the Applicant during the selection process may lead to the disqualification of the Applicant. If such disqualification/ rejection occurs after the Proposals have been opened and the highest ranking Applicant gets disqualified/ rejected, then MOEFCC reserves the right to consider the next best Applicant, or take any other measure as may be deemed fit in the sole discretion of MOEFCC, including annulment of the Selection Process. 2.5 Acknowledgement by Applicant: 2.5.1 It shall be deemed that by submitting the Proposal, the Applicant has: (i) (ii) (iii) (iv) (v) (vi) (vii) made a complete and careful examination of the RFP; received all relevant information requested from MOEFCC; accepted the risk of inadequacy, error or mistake in the information provided in the RFP or furnished by or on behalf of MOEFCC; satisfied itself about all matters, things and information, including matters herein above, necessary and required for submitting an informed Application and performance of all of its obligations there under; acknowledged that it does not have a Conflict of Interest; and agreed to be bound by the undertaking provided by it under and in terms hereof. MOEFCC and/ or its advisors/ officers/ consultants shall not be liable for any omission, mistake or error on the part of the Applicant in respect of any of the above or on account of any matter or thing arising out of or concerning or relating to RFP or the Selection Process, including any error or mistake therein or in any information or data given by MOEFCC and/ or its consultant. 2.5.2 The proposal of the Applicant shall be valid for 60 (sixty) days from the Proposal Due Date. Page 8 of 53
Ministry of Environment, Forest and Climate Change 2.6 Condition of Eligibility 2.6.1 Applicants/ Agencies must read carefully the minimum qualification criteria (hereinafter, Conditions of Eligibility ) provided herein. Technical and Financial Proposals of only those Applicants/ Agencies which satisfy the Conditions of Eligibility will be considered for evaluation. 2.6.2 In addition, the Applicant/ Agency should be able to provide a qualified creative team for undertaking the project for MOEFCC and should have demonstrated experience in handling large scale projects at the international level of comparable stature. 2.6.3 Agencies need to have a strong aesthetic sensibility with comprehensive ability to conceive and execute events. 2.6.4 The Agency/ Applicant would need to work closely with MOEFCC in Delhi and Marrakech, Morocco and Indian Embassy in Morocco. 2.6.5 The Minimum Qualification Criteria/ Conditions of Eligibility and the relevant Forms of the RFP are as follows: S. No. Minimum Qualification Criteria/ Conditions of Eligibility Document 1 2 3 4 The Agency must have been in operation for a minimum of 5 years as on 31 st March, 2016 in designing and production of creative commercials for various media including print, television, online, outdoor etc., preparing publicity materials such as brochures, posters etc., and in management and execution of events and design, production and execution of large exhibition spaces. (Details/ supporting documents to be provided). The Agency must have a cumulative revenue from event related work of Rs. 20 Crores and above within the last three financial years (2012-13, 2013-14, 2014-15). (A certificate from Statutory Auditor/ Chartered Accountant to this effect should be submitted). The agency must have handled at least one account with revenue of over Rs. 2 Crores in the last 3 (three) years. (A certificate from Statutory Auditor/ Chartered Accountant to this effect should be submitted) The agency must have handled at-least 1 (one) domestic and 1 (one) international event in the last 3 (three) years. (Details of the aforementioned assignments, including Form 3A Form 3B Form 3B Form 3C Page 9 of 53
Ministry of Environment, Forest and Climate Change specifically the nature of work done, should be submitted) 2.6.6 Agency/ service provider should have the valid registration with Central/ State Government Department or Embassy. 2.7 Clarification and amendment of RFP documents 2.7.1 Applicants may seek clarification on this RFP Document, within six (6) days of the date of issue of this RFP document. Any request for clarification must be sent by standard electronic means (PDF and word file)/ fax to MOEFCC s office addressed to: Dr. S. Satapathy, Sr. Consultant (Climate Change) Ministry of Environment, Forest & Climate Change 3rd Floor, Prithvi Wing Indira Paryavaran Bhawan, Jorbagh Road, Aliganj New Delhi 110003 E-mail: ssatapathy-mef@nic.in Telefax: +91 11 23695331 2.7.2 MOEFCC will endeavour to respond to the queries prior to the Proposal Due Date. MOEFCC will post the reply to all such queries on its official website and CPPP portal. 2.7.3 At any time before the submission of Proposals, MOEFCC may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Applicant, modify the RFP documents by an amendment. All amendments/ corrigenda will be posted only on MOEFCC s Official Website. In order to afford the Applicants a reasonable time for taking an amendment into account, or for any other reason, MOEFCC may at its discretion extend the Proposal Due Date. 2.7.4 Date of Pre-Bid Meeting and venue is mentioned in Data Sheet. Applicants willing to attend the pre-bid should inform MOEFCC beforehand in writing and email. The maximum no. of participants from an applicant, who chose to attend the Pre-Bid Meeting, shall not be more than two per applicant. The representatives attending the Pre-Bid Meeting shall accompany with an authority letter duly signed by the authorized signatory of his/her organization (In Form 3D). 2.8 Earnest Money Deposit 2.8.1 A Earnest Money Deposit in the form of a Demand Draft/ Bank Guarantee, from a scheduled Indian Bank in favour of Pay and Account Officer, Ministry of Environment, Forest and Climate Change,, New Delhi, New Delhi, payable at New Delhi, for the sum of Rs. 10,00,000/- (Rupees Ten Lakhs Only) shall be required to be submitted by each Agency/ Applicant (hereinafter EMD/ Earnest Money Deposit/ Bid Security). The Bank Guarantee shall be in the format of Form 3E. Page 10 of 53
Ministry of Environment, Forest and Climate Change 2.8.2 The Demand Draft/ Bank Guarantee in original shall be placed in an envelope and marked as EMD [name of the project/ assignment] and Not to be opened except in the presence of evaluation committee. In addition, a scanned copy (in pdf format) shall also be uploaded on CPPP. Bids received without the specified Earnest Money Deposit Bid Security will be summarily rejected. 2.8.3 MOEFCC will not be liable to pay any interest on Earnest Money Deposit. Bid security of unsuccessful Applicants shall be returned, without any interest, within one month after grant of the work order to the Selected Applicant or when the selection process is cancelled by MOEFCC. The Selected Applicant s Earnest Money shall be returned, without any interest upon the Applicant accepting the Work Order and furnishing the Performance Security in accordance with provision of the RFP and Work Order. 2.8.4 MOEFCC will be entitled to forfeit and appropriate the Earnest Money Deposit as mutually agreed loss and damage payable to MOEFCC in regard to the RFP without prejudice to MOEFCC s any other right or remedy under the following conditions: (i) (ii) (iii) (iv) If an Applicant engages in a corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice as envisaged under this RFP (including the Standard Form of Work Order); If any Applicant withdraws its Proposal during the period of its validity as specified in this RFP and as extended by the Applicant from time to time, In the case of the Selected Applicant, if the Selected Applicant fails to accept the work order or provide the Performance Security within the specified time limit, or If the Applicant commits any breach of terms of this RFP or is found to have made a false representation to MOEFCC. 2.8.5 Performance Security equivalent to the amount indicated under para 2.13.1 of this RFP shall be furnished before start of work on assignment in form of a Bank Guarantee substantially in the form specified in the RFP / work order. 2.8.6 For the successful bidder the Performance Security shall be retained by MOEFCC until the completion of the assignment by the Applicant and be released 60 (Sixty) days after the completion of the assignment. 2.8.7 Any entity which has been barred by the Central Government, any State Government, a statutory authority or a public sector undertaking, as the case may be, from participating in any project and the bar subsists as on the date of the Proposal Due Date, would not be eligible to submit a Proposal. 2.8.8 An Applicant should have, during the last 3 (three) years, neither failed to perform on any agreement, as evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against the Applicant or its Associate, nor been expelled from any project or agreement nor have had any agreement terminated for breach by such Applicant or its Associate. Page 11 of 53
Ministry of Environment, Forest and Climate Change 2.9 Preparation of Proposal 2.9.1 Applicants/ Agencies are requested to submit their Proposal in English language and strictly in the formats provided in the RFP Document. 2.9.2 The Proposals must be signed by the Authorized Representative. (See Form 3D) 2.9.3 Applicants/ Agencies are required to submit a Technical proposal and a Financial Proposal (hereinafter, Proposal ) as specified below. (a) Technical proposal 2.9.4 The Applicant/ Agency is expected to provide the Technical Proposal as specified in this RFP Document. 2.9.5 Broadly, the Technical Proposal should contain the following: i. Letter of Technical Proposal Submission; ii. iii. iv. Proposed vision and event strategy presented for MOEFCC including, inter alia, the ideas for proposed events/ exhibitions including possible concepts, creative strategy and logistics, and marketing plans, content development for outdoor publicity, publicity in social media etc.; Early stage rendition of communicating/ displaying/ showcasing the information through appropriate technology, media support and designs; Specification of new technologies to be employed; v. Comprehensive details on present projects of comparable stature; vi. vii. viii. ix. The details of the creative team assigned for the project; Client testimonials supported by completion of works statements from clients; Rendered prints of story boards, designs and layouts of all the suggested events; An undertaking on the letterhead of the Agency and signed by an authorised signatory, that the Agency will undertake the assignment, in accordance with the Terms of Reference and Deliverables detailed in the RFP Document and at the cost submitted by the Agency in the financial proposal (the cost is not to be indicated in the undertaking). The above undertaking submitted by the Applicant/ Agency would be binding on the Applicant/ Agency; 2.9.6 The Technical Proposal shall not include any financial information. (b) Financial Proposal 2.9.7 In preparing the Financial Proposal, Agencies are expected to take into account the requirements and conditions outlined in the RFP document. Page 12 of 53
Ministry of Environment, Forest and Climate Change 2.9.8 Letter of Financial Proposal should include: i. Total cost of the project ii. iii. Break-up of costs for each of the items of work listed in the Terms of Reference and deliverables. Cost for any other element, which is not specified in the Terms of Reference and deliverables of this RFP document and is considered relevant for the concept execution by the RFP participant must be highlighted separately. 2.9.9 Taxes/ VAT as applicable in India will be paid as per actuals and the same are not required to be indicated in the financial bid. All shipment costs will be borne by the Agency. 2.9.10 The Financial Bid should not include the cost of fabrication of the India Pavilion. It should not include the cost of hardware, backdrop, A/V equipment, sound and light equipment etc. 2.9.11 The cost quoted will be firm and fixed for the duration of performance of the contract. At no point of time will any deviation from the quoted rate be entertained by MOEFCC. 2.9.12 The Financial Bid shall not include any conditions attached to it and any such conditional financial proposal shall be rejected summarily. 2.10 Submission of Proposals 2.10.1 The original Proposal (Technical Proposal and Financial Proposal) shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the Applicants/ Agencies themselves. Any such corrections must be authenticated by the persons or person who sign(s) the proposals. 2.10.2 The Technical Proposal should be placed in a sealed envelope and superscribed: Technical Proposal for for conceptualization and management of the India Pavilion; and content development, creation and execution of side-events/ relevant publications/ exhibitions at the India Pavilion to be organized at COP-22 for MOEFCC. 2.10.3 The Financial Proposal shall be placed in a sealed envelope and superscribed: Financial Proposal for conceptualization and management of the India Pavilion; and content development, creation and execution of side-events/ relevant publications/ exhibitions at the India Pavilion to be organized at COP-22 for MOEFCC. 2.10.4 If the Financial Bid is not submitted in a separate sealed envelope duly superscribed as indicated above, this will constitute grounds for declaring the Bid non-responsive. 2.10.5 Both the sealed envelopes should be put into an outer envelope and sealed. The outer envelope shall be superscribed for conceptualization and management of the India Page 13 of 53
Ministry of Environment, Forest and Climate Change Pavilion; and content development, creation and execution of side-events/ exhibitions at the India Pavilion to be organized at COP-22 with the due date for submission. The Bottom Left corner of the outer cover should carry the full name, address, telephone numbers, e-mail ID etc. of the Applicant/ Agency submitting the Proposal. 2.10.6 The outer envelope containing the sealed Technical and Financial Proposals should be addressed and delivered to: Dr. S. Satapathy, Sr. Consultant (Climate Change) Ministry of Environment, Forest & Climate Change Indira Paryavaran Bhawan, Jorbagh Road, Aliganj New Delhi 110003 E-mail: ssatapathy-mef@nic.in Telefax: +91 11 23695331 2.10.7 The Proposal (along with the EMD) should be submitted on or before 3:00 PM on 11 August 2016. 2.10.8 No Proposal will be accepted after the deadline for submission and in the event of any proposal being received after the closing time for submission of proposals, the same shall be summarily and returned un-opened. 2.11 Proposal Evaluation 2.11.1 Prior to evaluation of Proposals, the Authority will determine whether each Proposal is responsive to the requirements of the RFP. A Proposal shall be considered responsive only if: Technical Proposal (i) (ii) (iii) (iv) (v) The Technical Proposal is received in the form specified in this RFP; It is accompanied by the Earnest Money Deposit as specified in this RFP; It is received by the Proposed Due Date including any extension thereof in terms hereof; It does not contain any condition or qualification; and It is not non-responsive in terms hereof. Financial Proposal (i) (ii) The Financial Proposal is received in the form specified in this RFP; It is received by the Proposed Due Date including any extension thereof in terms hereof; Page 14 of 53
Ministry of Environment, Forest and Climate Change (iii) (iv) It does not contain any condition or qualification; and It is not non-responsive in terms hereof. 2.11.2 MOEFCC reserves the right to reject any Proposal which is non-responsive and no request for alteration, modification, substitution or withdrawal will be entertained by MOEFCC in respect of such Proposals. However, MOEFCC reserves the right to seek clarifications or additional information from the applicant during the evaluation process. MOEFCC will subsequently examine and evaluate Proposals in accordance with the Selection Process detailed out below. 2.11.3 As part of the evaluation, the Proposals submitted should fulfil the Conditions of Eligibility. In case an Applicant does not fulfil the Minimum Qualification Criteria, the Technical Proposal of such an Applicant will not be opened and evaluated further. In such cases, the RFP details containing the Technical Proposal, Financial Proposal and Earnest Money Deposit will not be opened after completion of evaluation of the Conditions of Eligibility. Technical Evaluation: 2.11.4 Technical Evaluation: The evaluation committee appointed by MOEFCC (hereinafter referred to as Evaluation Committee ) will carry out the evaluation of Proposals on the basis of the following evaluation criteria and points system. If required, MOEFCC may seek specific clarifications from any or all Agencies/ Applicant at this stage. MOEFCC shall determine the Agency that qualifies for the next phase after reviewing the clarifications provided by the Agencies/ Applicant. Each evaluated Proposal will be given a technical score (ST) as detailed below. The maximum points/ marks to be given under each of the evaluation criteria are: S No Evaluation Criteria Maximum Points Document A Proposed vision and event strategy presented for MOEFCC and the ideas for proposed events/ exhibitions as well as for content development, creation and management of outdoor publicity, including possible concepts, creative strategy and logistics, and marketing plans. 30 Form 3G of RFP B C Profile and track record of the Agency, including experience in the fields related to event conceptualization, management and execution. International clients handled along with size of accounts handled in outdoor publicity and creative content creation and development and 20 Form 3H 15 Form 3I Page 15 of 53
Ministry of Environment, Forest and Climate Change event management services. E Innovative ideas and suggestions presented 15 Form 3L F Credentials of team identified to work with MOEFCC 20 Form 3K Total 100 2.11.5 The score obtained by each Applicant/ Agency out of 100 will constitute its Technical Score (ST) 2.11.6 A proposal will be considered unsuitable and will be rejected at this stage if it does not respond to important aspects of RFP Document and the Terms of Reference. 2.11.7 The proposal of the Agency shall be ranked on the basis of technical score (ST) and the Agency having the maximum marks shall be declared Technically Superior (T1) for the purpose of next stages of evaluation. Financial Evaluation: 2.11.8 The Authority will determine whether the Financial Proposals are complete, unqualified and unconditional. The cost indicated in the Financial Proposal shall be deemed as final and reflecting the total cost of services. Omissions, if any, in costing any item shall not entitle the Applicant/ Agency to be compensated and the liability to fulfil its obligations as per the ToR within the total quoted price shall be that of the Applicant/ Agency. The lowest Financial Proposal (FM) will be given a financial score (SF) of 100 points. The financial scores of other proposals will be computed as follows: SF= 100 x FM/F (F = amount of Financial Proposal) Combined Evaluation: 2.11.9 Proposals will finally be ranked according to their combined technical score (ST) and financial scores (SF) as follows: S = ST x Tw + SF x Fw Where, Tw and Fw are weights assigned to Technical Proposal and Financial Proposal that shall be 0.7 and 0.3 respectively. 2.11.10 The Selected Applicant/ Agency shall be the Applicant/ Agency having the highest combined score (S). The second highest Applicant/ Agency shall be kept in reserve and may be invited in its discretion for negotiations in case the first-ranked Applicant/ Agency withdraws, or fails to comply with the requirements specified in the RFP Document within the stipulated timeframe. Page 16 of 53
Ministry of Environment, Forest and Climate Change 2.12 Grant of Work Order: 2.12.1 After selection, a Work Order will be issued, in duplicate, by MOEFCC to the Successful Applicant/ Agency and the Successful Applicant/ Agency shall, within 3 (three) days of the receipt of the work order, sign and return the duplicate copy of the work order in acknowledgement thereof. In the event the duplicate copy of the work order duly signed by the Successful Applicant/ Agency is not received by the stipulated date, MOEFCC may, unless it consents to extension of time for submission thereof, appropriate the Earnest Money Deposit of such Applicant/ Agency as mutually agreed genuine preestimated loss and damage suffered by MOEFCC on account of failure of the Successful Applicant to acknowledge the work order, and the next highest ranking Applicant may be considered. 2.13 Performance Security: 2.13.1 Performance Security equivalent to 15 (fifteen) percent of the total cost of Financial Proposal shall be furnished from a Nationalized/ Scheduled Bank, before start of work on assignment, in form of a Bank Guarantee substantially in the form specified at Annexure of the Work Order. For the Successful Applicant/ Agency the Performance Security will be retained by MOEFCC until the completion of the assignment by the Applicant/ Agency and be released 60 (Sixty) Days after the completion of the assignment. 2.14 Confidentiality 2.14.1 Information relating to evaluation of Proposals and recommendations concerning grant of the Work Order shall not be disclosed to the Applicants/ Agencies who submitted the proposals or to other persons not officially concerned with the process, until the winning firm has been notified that it has been given the Work Order. 2.15 Fraud and corrupt practices 2.15.1 The Applicants and their respective officers, employees, agents and advisers shall observe the highest standard of ethics during the Selection Process. Notwithstanding anything to the contrary contained in this RFP, MOEFCC will reject a Proposal without being liable in any manner whatsoever to the Applicant, if it determines that the Applicant has, directly or indirectly or through an agent, engaged in corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice (collectively the Prohibited Practices ) in the Selection Process. In such an event, MOEFCC will, without prejudice to its any other rights or remedies, forfeit and appropriate the Earnest Money Deposit, as mutually agreed genuine pre-estimated compensation and damages payable to MOEFCC for, inter alia, time, cost and effort of MOEFCC, in regard to the RFP, including consideration and evaluation of such Applicant s Proposal. 2.15.2 Without prejudice to the rights of MOEFCC under this Clause, hereinabove and the rights and remedies which MOEFCC may have under the work order or the Agreement, if an Applicant or Agency, as the case may be, is found by MOEFCC to have directly or indirectly or through an agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice during the Selection Process, or after the issue of the work order or the execution of the Page 17 of 53
Ministry of Environment, Forest and Climate Change Agreement, such Applicant/ Agency shall not be eligible to participate in any tender or RFP issued by MOEFCC during a period of 2 (two) years from the date such Applicant or Agency, as the case may be, is found by MOEFCC to have directly or through an agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice, as the case may be. 2.15.3 For the purposes of this Clause, the following terms shall have the meaning hereinafter respectively assigned to them: (a) (b) (c) (d) (e) corrupt practice means (i) the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of any person connected with the Selection Process (for avoidance of doubt, offering of employment to or employing or engaging in any manner whatsoever, directly or indirectly, any official of MOEFCC who is or has been associated in any manner, directly or indirectly with the Selection Process or the Work Order or has dealt with matters concerning the agreement or arising there from, before or after the execution thereof, at any time prior to the expiry of one year from the date such official resigns or retires from or otherwise ceases to be in the service of MOEFCC, shall be deemed to constitute influencing the actions of a person connected with the Selection Process; or (ii) save as provided herein, engaging in any manner whatsoever, whether during the Selection Process or after the issue of the work order or after the execution of the Agreement, as the case may be, any person in respect of any matter relating to the Assignment/ project or the Work Order or the Agreement, who at any time has been or is a legal, financial or technical consultant/ adviser of MOEFCC in relation to any matter concerning the Project; fraudulent practice means a misrepresentation or omission of facts or disclosure of incomplete facts, in order to influence the Selection Process; coercive practice means impairing or harming or threatening to impair or harm, directly or indirectly, any persons or property to influence any person s participation or action in the Selection Process; undesirable practice means (i) establishing contact with any person connected with or employed or engaged by MOEFCC with the objective of canvassing, lobbying or in any manner influencing or attempting to influence the Selection Process; or (ii) having a Conflict of Interest; and restrictive practice means forming a cartel or arriving at any understanding or arrangement among Applicants with the objective of restricting or manipulating a full and fair competition in the Selection Process. 2.16 Pre-Bid Meeting 2.16.1 Pre-Bid Meeting of the Applicants/ Agencies will be convened off-line at the designated date, time and place. A maximum of two representatives of each Applicant/ Agency will be allowed to participate on production of the original Authorization Letter from the Applicant/ Agency (In Form 3D). Page 18 of 53
Ministry of Environment, Forest and Climate Change 2.16.2 During the course of Pre-Bid Meeting, the Applicants/ Agencies will be free to seek clarifications and make suggestions for consideration of MOEFCC. MOEFCC will endeavour to provide clarifications and such further information as it may, in its sole discretion, consider appropriate for facilitating a fair, transparent and competitive selection process. 2.17 Miscellaneous 2.17.1 The Selection Process shall be governed by, and construed in accordance with, the laws of India and the Courts at New Delhi shall have exclusive jurisdiction over all disputes arising under, pursuant to and/or in connection with the Selection Process. 2.17.2 MOEFCC, in its sole discretion and without incurring any obligation or liability, reserves the right, at any time, to: (i) (ii) (iii) (iv) suspend and/or cancel the selection process and/or amend and/or supplement the Selection Process or modify the dates or other terms and conditions relating thereto at any stage; consult with any Applicant in order to receive clarification or further information; retain any information and/or evidence submitted to MOEFCC by, on behalf of and/or in relation to any Applicant; and/or independently verify, disqualify, reject and/or accept any and all submissions or other information and/or evidence submitted by or on behalf of any Applicant. 2.17.3 It shall be deemed that by submitting the Proposal, the Applicant/ Agency agrees and releases MOEFCC, its employees, officials, consultants, agents and advisers, irrevocably, unconditionally, fully and finally from any and all liability for claims, losses, damages, costs, expenses or liabilities in any way related to or arising from the exercise of any rights and/or performance of any obligations hereunder, pursuant hereto and/or in connection herewith and waives any and all rights and/ or claims it may have in this respect, whether actual or contingent, whether present or future. 2.17.4 All documents and other information provided by MOEFCC or submitted by an Applicant/ Agency to MOEFCC shall remain or become the property of MOEFCC. Applicants/ Agencies are to treat all information as strictly confidential. MOEFCC will not return any Proposal or any information related thereto. All information collected, analyzed, processed or in whatever manner provided by the Applicant to MOEFCC in relation to the assignment shall be the exclusive property of MOEFCC. 2.17.5 MOEFCC reserves the right to make inquiries with any of the clients listed by the Applicants/ Agencies in their previous experience record. 2.18 Tentative schedule for selection process 2.18.1 MOEFCC will endeavour to follow the following schedule: Page 19 of 53
Ministry of Environment, Forest and Climate Change Date of issue of RFP 20 July 2016 Last date for receiving queries/requests for 25 July 2016 clarifications Pre-Bid Meeting 28 July 2016 MOEFCC s response to queries/requests for clarifications 01 July 2016 Proposal Due Date 11 August 2016 Verification of EMD and Proposals (after the bid submission time, i.e., 3 PM) 12 August 2016 Presentation by the technically qualified Applicants 18 August 2016 Opening of Financial Proposals 19 August 2016 Letter of award Within 7 days from opening of financial bid Signing of Agreement Within Financial 7 days Proposals from the letter of award 2.19 Data Sheet Reference Description Broadly, the main objective of the assignment the conceptualization and management of the India Pavilion; and content development, creation, execution and management of side-events/ exhibitions at the India Pavilion to be organized at the 22 nd conference of parties to be held in Marrakech, Morocco between 07 and 18 November 2016 to highlight the various ongoing initiatives/ activities being undertaken by the as well as its strategies for various measures in mitigation and adaption to tackle climate change. The method of selection is and Quality cum Cost Based Selection (QCBS) The name of MOEFCC is: Ministry of Environment, Forest & Climate Change, The proposal of the Applicant/ Agency shall be valid for 60 (sixty) days from the Proposal Due Date. Page 20 of 53
Ministry of Environment, Forest and Climate Change Clarification must be requested on or before 25 July 2016. Applicants shall share the MS Word file in soft copy of pre-bid queries at the time of requesting clarifications. The address for requesting clarification is: Dr. S. Satapathy, Sr. Consultant Ministry of Environment, Forest & Climate Change 3 rd Floor, Prithvi Wing Indira Paryavaran Bhawan, Jorbagh Road, Aliganj New Delhi 110003 E-mail: ssatapathy-mef@nic.in Telefax: +91 11 23695331 Date & Time of Pre-bid meeting: 28 July, 2016, at the Official Address: Indira Paryavaran Bhawan, Jorbagh Road, Aliganj, New Delhi 110003 The last date of submission of Proposal is 11 August, 2016 before 3:00 PM (IST). The address for submission of EMD/ Bank Guarantee is, Dr. S. Satapathy, Sr. Consultant Ministry of Environment, Forest & Climate Change 3 rd Floor, Prithvi Wing Indira Paryavaran Bhawan, Jorbagh Road, Aliganj New Delhi 110003 Applicants must submit in three separate envelopes/ covers on or before 11 August 2016, 3:00 PM (IST). EMD Technical proposal Financial proposal The Applicant/ Agency to state cost in Indian Rupees only. Page 21 of 53
Section 3. Standard Forms Form 3A: Self-certification of operations for minimum 5 years [Location, Date] Here give a certificate that the Applicant/ Agency have been in operation for a minimum of 5 (five) years as on 31 st March, 2016. Page 22 of 53
Form 3B: Format for Certification of Cumulative revenue in the last 3 years S. No. Financial years Revenue from Events (INR) 1. 2013-2014 2. 2014-2015 3. 2015-2016 Cumulative Revenue Certificate from the Statutory Auditor/ Chartered Accountant This is to certify that. [Name of Applicant/ Agency], having its registered offices at.. [Registered address] has received the payments shown above against the respective years on account of professional fees. It is also certified that [Name of the Applicant/ Agency] has handled at least 1 (one) account of over Rs. during the last three years. [Name of Authorized Signatory] [Designation] [Date] [Name of firm] [Signature of Authorized Signatory] [Seal of Audit firm] Note: 1. In case the Applicant/ Agency does not have a statutory auditor, it may provide the certificate from its Chartered Accountant. 2. Please do not attach any printed Annual Financial Statements. 3. In the event that the Applicant/ Agency does not wish to disclose its annual revenue, it may state that it has received more than the amount specified in the aforesaid certificate. Page 23 of 53
Form 3C: Details of 1 (one) domestic and 1 (one) international event in the past 3 (three) years Project Name: Approx. value of the Fees (in Rs.): Location: Duration of assignment (months): Name of Client with Address Total no. of person months of the assignment: Start date (month/ year): Completion date (month/ year): Sub Advisors, Joint venture partner, if any: No. of professional person months provided by the Joint venture partners/ Sub-Advisors Narrative description of Project Description of actual services provided in the Project Current Status of the Project 1. The Applicant should provide details of only those assignments that have been undertaken by it under its own name 2. Use separate sheet for each Eligible Project (i.e., one domestic event and one international event). 3. Submit relevant certificate to support the claim (in form of client acknowledgement, client testimonial or certificate from the Statutory Auditor/ Chartered Accountant). 4. In case the Project cost is not set out in the certificate from the client, the Applicants can submit a certificate from Statutory Auditor indicating the same. Page 24 of 53
Form 3D: Format for Power of Attorney for Authorized Representative Know all men by these presents, We, [name of organization and address of the registered office] do hereby constitute, nominate, appoint and authorize Mr / Ms.. [name], son/ daughter/ wife of [name], and presently residing at [address], who is presently employed with/ retained by us and holding the position of.. [designation] as our true and lawful attorney (hereinafter referred to as the Authorized Representative ), with power to sub-delegate to any person, 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 Proposal for and selection as Agency for [Name of Assignment], to be developed by Ministry of Environment, Forest and Climate Change, (the Authority ) including but not limited to signing and submission of all applications, proposals and other documents and writings, participating in pre-bid and other conferences and providing information/ responses to the Authority, representing us in all matters before the Authority and undertakings consequent to acceptance of our proposal and generally dealing with the Authority in all matters in connection with or relating to or arising out of our Proposal for the said Project and/or upon award thereof to us until accepting the work order with the Authority. AND, we do hereby agree to ratify and confirm all acts, deeds and things lawfully done or caused to be done by our said Authorized Representative 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 Authorized Representative in exercise of the powers hereby conferred shall and shall always be deemed to have been done by us. IN WITNESS WHEREOF WE,.. [name of organization], THE ABOVE NAMED PRINCIPAL HAVE EXECUTED THIS POWER OF ATTORNEY ON THIS [date in words] DAY OF [month], 2016. For. [Name and registered address of organization] [Signature] [Name] [Designation] Witnesses: 1. [Signature, name and address of witness] 2. [Signature, name and address of Witness] Notarized Accepted ([Signature] [Name] [Designation] [Address] of the attorney) Page 25 of 53