WB-9 - Paschim Banga Sarva Shiksha Mission - Sarva Shiksha ...

Paschim Banga Sarva Shiksha Mission (PBSSM)Package No. WB-9State Project Office, Bikash Bhavan (2 nd Floor), Salt Lake City,Kolkata – 700 091Dear Sir,LETTER OF INVITATIONSubject: Consultancy Services for Third Party Technical Supervision, Monitoringand Quality assurance of Civil Works in the Districts of PaschimMedinipur and Purba Medinipur under Sarva Shiksha Abhiyan (SSA) forthe financial years 2009-10, 2008-09 and 2007-08.1. You are hereby invited to submit technical and financial proposals for consultancyservices required for third party technical supervision, monitoring and quality assuranceof Civil Works in the districts of Paschim Medinipur and Purba Medinipur under SarvaShiksha Abhiyan (SSA) for the financial years 2009-10, 2008-09 and 2007-08 whichcould form the basis for future negotiations and ultimately a contract between your firmand State Project Director, PBSSM.2. The purpose of this assignment is:To obtain independent and objective assessment of the technical quality ofconstruction works to be completed and to assure that the Civil Works areconstructed with good construction materials and as per desired standards of goodquality construction, to motivate VEC/WEC/MC members/contractor to achieveabove aspects and to monitor physical progress of the works to be completed inschedule time frame.The third party technical audit and quality assurance consultant shall provide anindependent assessment on the quality of Civil Works to be executed at differentstages of construction. It shall setup a quality control and quality assurance systemwith the help of prescribed testing norms laid down in Indian Standards through acompetent team of appropriate engineer. The consultant employed shall beresponsible for quality assurance both for materials & workmanship and periodicalsupervision of Civil Works at appropriate stage of construction. For periodicalsupervision of the Civil Works the consultant shall deploy the professional &subordinates as per need of assignment and shall issue certificate of completedworks.The consultant shall highlight the problem area if any, and also suggeststeps/solutions for the same so as to achieve the overall target of quality assurance.For quality assurance the consultant shall carry out testing (both field & laboratory) ofmaterials used in construction work and concrete casted during the coarse ofconstruction work.3. The following documents are enclosed to enable you to submit your proposal:(a) Terms of Reference (ToR) [Annexture-1];(b) Supplementary information for consultant, including a suggested format ofcurriculum vitae [Annexture-2];(c) A Sample Form of Contract for Consulting Services under which the services willbe performed [Annexture-3].Page 1 of 1

Package No. WB-94. In order to obtain first hand information on the assignment and the local condition, it isconsidered desirable that a representative of your firm visits the State Project Office,PBSSM before the proposal is submitted. Your representative shall meet the followingofficials.Sri S. Chanda, State Project Engineer – I or Sri S. Mandal, State ProjectEngineer – II, State Project Office, Bikash Bhavan (2 nd Floor), Salt Lake City,Kolkata – 700 091, Tele: (033) 2358 1822/2334 3102/2321 1218, Fax: (033) 23585297.5. A pre-proposal conference open to all prospective consultant will be held on16-03-2009 at 12:00 hrs. at State Project Office, Bikash Bhavan (2 nd Floor), Salt LakeCity, Kolkata – 700 091. The prospective consultant will have an opportunity to obtainclarification regarding the scope of the work, terms of reference, contract conditions andany other pertinent information.6. The submission of the Proposals: The proposals shall be submitted in two parts, viz.,Technical and Financial and should follow the form given in the “SupplementaryInformation for the Consultants.”6.1. The “Technical” and “Financial” proposals must be submitted in two separatesealed envelopes (with respective marking in the bold letters) following theformats/schedules given in the supplementary information for consultants. Thefirst envelope marked ‘TECHNICAL PROPOSAL’ should include the descriptionof the firm/organization, the firms general experience in the field of assignment,facility of testing construction materials, the qualification and competency of thepersonnel proposed for the assignment and the proposed work planmethodology and approach in response to suggested terms of reference. Thefirst envelope should not contain any cost information whatsoever. The secondenvelope marked ‘FINANCIAL PROPOSAL’ must also be sealed with sealingwax and initialed twice across the seal and should contain the detailed price offerfor the consultancy services.You will provide detailed break down of the cost and fees as follows:♦ Staffing billing rate plus overhead;♦ Travel and Accommodation;♦ Report Reproduction;♦ Testing Charges of Construction Materials.Both the sealed envelopes should again be placed in a sealed cover, which willbe received in the State Project Office, Bikash Bhavan (2 nd Floor), Salt Lake City,Kolkata – 700 091 upto 12:00 Hrs. on Dtd. 17-03-2009.6.2 Opening of ProposalThe proposals (first envelope containing technical proposal only) will be openedby the State project Director, PBSSM or his authorized representative in hisoffice at 15.00 hours on Dtd. 17-03-2009 in presence of such consultant or theirauthorized representative who may choose to be present. It may please be notedthat the second envelope containing the detailed price offer will not be openeduntil technical evaluation has been completed and the result approved by theState Project Director, PBSSM.7. Basic Criteria for Consultant for Participating in the Processa. Consultancy firm/consultant should be in existence from last 3 (three) years inthe field of similar nature of work.Page 2 of 2

Package No. WB-9b. Consultant should have completed one work of supervision; monitoring andcertification as a third party either as a prime consultant or as assigned by otherconsultancy firm and should have covered minimum 100 sites in a single work.8. The consultant shall furnish Bid Security amounting to Rs.3.50 lakh in the form ofDemand Draft payable at Kolkata in favour of “Paschim Banga Sarva Shiksha Mission”.Bid Security shall be kept in the first envelope containing technical proposal. Theproposals received without Bid Security shall not be considered. The Bid Security isliable to be forfeited if successful Bidder fails to execute the agreement within 15(fifteen) days from the date of letter of acceptance. The Bid Security of unsuccessfulbidder will be discharged on completion of technical evaluation. Whereas the BidSecurity of qualifying bidders will be discharged on finalizing the contract.9. EvaluationA two-stage procedure will be adopted in evaluating the proposals with the technicalevaluation being completed prior to any financial proposals being opened. The technicalproposals will be evaluated using the following criteria.(i) The consultant’s relevant experience for the assignment [5 points];(ii) The quality of the methodology proposed for supervision and testing of(iii)construction materials [25 points]; andThe qualifications and experience of the key staff proposed for the assignment[70 points].Curriculum Vitae of senior personnel in each discipline for assessing the qualificationsand the experience of the personnel proposed to be deployed for the studies should beincluded with the proposal (in the format of the simple Curriculum Vitae). Thesepersonnel will be rated in accordance with:(i)(ii)(iii)(iv)General qualifications – [30 points]Adequacy for the project (suitability to perform the duties for this assignment.These include education and training, length of experience on fields similar tothose required as per terms of reference, type of positions held, time spent withthe firm etc.) – [60 points]Their language and the experience in the West Bengal region –[5 points]Involvement in skills transfer program and training ability –[5 points]10. Deciding Award of ContractQuality and competence of the consulting service shall be considered, as theparamount requirement .The decision of the award of the contract would be as under:(a) Technical proposals scoring not less than 75% of the total points will only beconsidered for financial evaluation.The client shall notify those consultants whose proposal did not meet theminimum qualifying mark or were considered non-responsive to the Letter ofInvitation and Terms of Reference, indicating that their financial proposals will bekept unopened. The client shall simultaneously notify the consultants that havesecured the minimum qualifying mark, indicating the date and time set for openingof financial proposals. The notification may be sent by the registered letter, cable,telex, facsimile or electronic mail.(b) The financial proposals shall be opened publicly in the presence of theconsultants’ representatives who choose to attend. The name of consultant, thequality scores, and the proposed price shall be read aloud and recorded when thefinancial proposals are opened. The client shall prepare minutes of the publicopening.(c) The evaluation committee will determine whether the financial proposals arecomplete (i.e., whether they have costed all items of the corresponding technicalPage 3 of 3

(d)Package No. WB-9proposals; if not, the client will cost them and add their cost to the initial price),correct any computational errors. The evaluation shall exclude local taxes. Theclient will select the firm, which ranked highest in technical evaluation.During negotiations, the consultants must be prepared to furnish the detailed costbreak-up and other clarifications to the proposals submitted by him, as may berequired. If the negotiations with this consultant are successful, the award will bemade to him and all other consultants notified. If negotiations fail, and if it isconcluded that a contract with reasonable terms cannot be concluded with thisconsultant, the consultant obtaining the second highest score will be invited fornegotiations. This process will be repeated till an agreed contract is concluded.11. Please note that the State Project Director, PBSSM is not bound to select any of thefirms submitting proposals. Further, as quality is the principal selection criterion, theState Project Director, PBSSM does not bind itself in any way to select the firm offeringthe lowest price.12. You are requested to hold your proposal valid for 90 (ninety) days from the date ofsubmission without change the personnel proposed for the assignment and yourproposed price. The State Project Director, PBSSM will make its best efforts to select aconsultant firm within this period.13. Please note that the cost of preparing a proposal and of negotiating a contract includingvisits to State Project Office, PBSSM, if any is not reimbursable as a direct cost of theassignment.14. Assuming that the contract can be satisfactorily concluded in one month, you will beexpected to take up/commence with the assignment in 1 st week of April, 2009.15. Please note that if you consider that your firm does not have all the expertise for theassignment, there is no objection to your firm associating with another firm to enable afull range of expertise to be presented. However, full details about the associating firmshould be furnished.16. Please note that the remuneration, which you receive from the contract, will be subject tonormal tax liability in India. Kindly contract the concerned tax authorities for furtherinformation in this regard, if required.17. We would appreciate if you inform us by Telex/Facsimile:(a) Your acknowledgement of the receipt of this Letter of Invitation; and(b) Whether or not you will be submitting a proposal.Yours faithfully,Enclosures:1. Terms of Reference.2. Supplementary Information to Consultants.3. Draft contract under which service will be performed.Page 4 of 4(P.K. Mishra)State Project DirectorPBSSM

Package No. WB-9Annexure-1TERMS OF REFERENCE FOR THIRD PARTY TECHNICAL SUPERVISION,MONITORING AND QUALITY ASSURANCE OF CIVIL WORKS FOR THEDISTRICTS OF PASCHIM MEDINIPUR AND PURBA MEDINIPUR UNDERSARVA SHIKSHA ABHIYAN (SSA) FOR THE FINANCIAL YEARS 2009-10,2008-09 AND 2007-081. BACKGROUNDSarva Shiksha Abhiyan (SSA) is under implementation by Paschim Banga SarvaShiksha Mission (PBSSM). The aims of SSA are:1. Universal access and enrollment,2. Universal retention of children up to 14 years of age and3. A substantial improvement in quality of education to enable all children to achieveessential level of learning.Under this programme construction of Civil Works such as New Schools, AdditionalClassrooms, CLRC Building, Sanitation Units etc. are undertaken through VEC/WEC/MCin the districts of Paschim Medinipur and Purba Medinipur. The estimated cost of theactivities covered for the financial years 2009-10, 2008-09 and 2007-08 for these twodistricts is Rs.4100.00 lakh (approx). The statement showing no. of each activityundertaken in the respective district and estimated cost is enclosed as Annexure-A.2. OBJECTIVESThe main objective of this assignment is to obtain independent and objectiveassessment of the technical quality of all construction works to be completed byVEC/WEC/MC and to assure that the Civil Works are constructed with good constructionmaterials and as per desired standards of good quality construction, to motivateVEC/WEC/MC members to achieve above aspects and to monitor physical progress ofthe works to be completed in schedule timeframe.The third party technical supervision, monitoring and quality assurance, consultant shallprovide an independent assessment on the quality of all the works to be executed underthe entire project at different stages of construction. It shall set up a quality control andquality assurance system with the help of prescribed testing norms laid down in IndianStandards through a competent team of appropriate engineers. The consultant employedshall be responsible for quality assurance both for materials and workmanship andperiodical supervision of Civil Works at appropriate stages of construction. For periodicalsupervision of the Civil Works, the consultant shall deploy the professional andsubordinates as per need of assignment and shall issue certificate of completed works.The consultant shall highlight the problem area, if any and also suggest steps/solutionsfor the same so as to achieve the overall target of quality assurance.For quality assurance the consultant shall carry out testing (both field and laboratory) ofmaterials used in construction work and concrete casted during the course ofconstruction work.3. SCOPE OF WORK3.1 The consultant or his representative shall supervise the construction works duringthe works under progress frequently to achieve the stipulated standards of qualityin the project. If there is any discrepancy/error/omission, the consultant shall pointout it with suggestions and remedial measures within codal provision.Page 5 of 5

Page 6 of 6Package No. WB-93.2 The consultant shall carry out independent testing (field and laboratory) ofconstruction materials and will report to VEC/WEC/MC/Field/District levelEngineer under SSA with his suggestions and remedial measures, if any.3.3 The consultant shall also verify that all the points raised in inspection and auditnote shall be strictly complied by VEC/WEC/MC/Field/District level Engineer to hissatisfaction.3.4 On completion of work, consultant shall issue completion certificate.4. GOVERNING FACTORS4.1 The job of consultancy for technical supervision, monitoring and qualityassurance shall be combination of field visits, testing of materials, office work,comments on construction materials, checking of test results.4.2 The consultant shall review the degree of quality control exercised during theconstruction through various tests. The purpose of quality control exercise is toensure that the work has been executed according to the drawings, designs andspecifications and in line, level and as per approved drawings.4.3 The consultant shall timely carry out independent checking/testing of materialsafter collecting random sample in the presence of Field/District level Engineerunder SSA to ensure that specified quality is achieved. The tests to be carriedare listed below.New School Buildings, Additional Class Toilet Blocks, Boundary WallRooms and Circle Resource Centres1. Water2. Cement3. Sand4. Kapachi & Metal5. Brick/CC Block/Bela Stone6. Reinforcement7. Cement Concrete Cubes8. Flooring Tilesand Major Repair1. Water2. Cement3. Sand4. Kapachi & Metal5. Brick/CC Block/Bela Stone6. Cement Concrete Cubes7. PVC PipesThe types and no. of tests required to be carried out for materials/concrete etc.are enclosed as Annexure-B. However, for multilevel building, cube testing forconcrete is required to carry out for each storey slab as well as column andfooting concrete.4.4 The consultant shall furnish details about the testing equipment, skilled andunskilled persons engaged by him for testing of samples with their qualificationsand experience.4.5 The consultant having wide experience of similar nature of work, if has no facilityof laboratory for material testing shall carry out MoU with the Governmentapproved material-testing laboratory. In such case, both the partners shouldjointly and severally responsible for whole work so their inter-relationship shouldbe clearly stated with the documentary evidence. The firm having mobile testinglaboratory shall be given additional weightage, as it will ensure testing ofmaterials at site of work.4.6 The consultant shall provide methodology for supervision, certification andtesting of materials.4.7 Under this project, Civil Works are undertaken either through VEC/WEC/MC, i.e.,involving the community. The consultant shall motivate the community and ifrequired train the masons at site.4.8 The consultancy team shall have considerable strength of expertise andestablish tract record of providing technical audit and quality assurance services.The consultant shall appoint minimum B.E. Civil two Engineers for the districts of

Page 7 of 7Package No. WB-9Paschim Medinipur and Purba Medinipur each having minimum five yearsexperience of similar type of work.4.9 The consultant shall develop a system of classification and categorizing of auditpoints and closely monitor the compliance on a regular basis. The consultantshall interact with all the implementing agencies for compliance of audit points.4.10 The consultant shall visit each site under Group-A for minimum 5 (five) times andunder Group-B for minimum 4 (four) times during the work under progress. Thevisits at plinth level, at the time of casting the beam and slab and at completionstage for issue of completion certificate are mandatory (Group-A and B arementioned in Para 9 of this ToR).4.11 The consultant shall communicate immediately all the audit points to theVEC/WEC/MC/Field/District level Engineer and State Project Office also.4.12 The consultant shall develop and follow the computerized reporting and recordmanagement system and shall obtain prior concurrence of the same from StateProject Office. The consultant shall provide all hardware and software for thepurpose at his own cost.4.13 The consultant shall write his observations in the visit book kept at the site ofwork and suggestions to improve the quality of work.4.14 The consultant shall provide inspection note along with all details, i.e.,supporting, highlighting problem area and its solution etc. to the concernedVEC/WEC/MC/Field/District level Engineer and State Project Office also.4.15 The consultant shall submit fortnightly reports of his observations andinspections, highlighting the progress of the work. The shortcoming/deviationsobserved and incorporated in audit points shall be notified immediately toVEC/WEC/MC/Field/District level Engineer and State Project Office also fornecessary corrective actions.4.16 Detailed fortnightly reports will include physical progress, no. of tests carried outalong with their results as well as summary of observations made during thefortnight. It will list the audit points in respect of all the construction sites visitedand rectification required. It shall also highlight the weaknesses observed,recommended remedial measures and degree of compliance of the audit pointsraised in earlier visits. The consultant shall prepare a separate report on theprogress of work.4.17 The consultant shall not issue any instruction directly if in his opinion it is foundnecessary to change specifications or modify design. The same shall be broughtto the notice of State Project Office.4.18 The quarterly progress report shall provide physical progress of the works andthe status of compliance of the audit points by VEC/WEC/MC.4.19 The assignment mentioned herein is intended to be job oriented and not timeoriented and the consultant shall not be entitled to claim any compensation in theevent of the time estimated for the completion of the work being extended for anyreason what so ever.4.20 In order to ensure the quality and timely completion of the work, consultantshould remain present in the coordination/review meeting held at State andDistrict level at no extra cost.4.21 It is mandatory to VEC/WEC/MC to plant 5 (five) trees before submittingproposal for 2 nd installment. The consultant shall verify that the trees are plantedat site of work.4.22 Consultant shall arrange one workshop to share his experience and to imparttraining to Engineers in Kolkata or at any district place as decided by SPO aboutthe methodology to be adopted for good construction work as well as how toselect the materials for construction. The workshop shall be held within one

Package No. WB-9month after the assignment of work. The expenditure for conducting workshopshall be borne by the consultant.4.23 After the work is completed, consultant shall issue completion certificate as performat given by SPO after due verification of all the points covered in the CheckList of the respective activity. Model Check List will be supplied by SPO.4.24 Rates agreed shall be firm till the completion of work inclusive of transportation,stationery and communication charges.5. SCHEDULE FOR COMPLETION OF ASSIGNMENTThe time schedule for completion of job is approximate 15 (fifteen) months from the dateof assignment. However, the assignment is job oriented only.6. FORMATS6.1 Fortnightly report of each work supervised by the consultant including the issuerequired immediate attention from the State level, in approved format.6.2 Similarly, fortnightly reports on materials tested for each site and measuresrequired if the testing results are not within tolerance limit.6.3 Any corrections as per SPO comments.7. REPORT TO1. State Project Director2. State Project Engineer3. District level Engineer of concerned district8. DATE OF SUBMISSIONFortnightly reporting to State Project Office, PBSSM (Two Hard copies + One soft copy)and District Project Office of concerned district (Two Hard copies + One soft copy)9. STAGES OF PAYMENTSGROUP: AFor Supervision and Certification (New School Buildings, Additional Class Roomsand Circle Resource Centres)Sl.ReleaseRelease of PaymentNo.1. 1 st Release 8% of the approved amount along with theacceptance of letter of award2. 2 nd Release 50% of approved amount when the work reaches atslab level3. 3 rd Release 22% of the approved amount on completion of thework4. 4 th & Final 20% of the approved amount after issue ofRelease Completion CertificateGROUP: BFor Supervision and Certification (Toilet Blocks, Boundary Wall and Major Repair)Sl.No.ReleaseRelease of Payment1. 1 st Release 8% of the approved amount along with theacceptance of letter of award2. 2 nd Release 72% of the approved amount on completion of thework3. 3 rd & FinalRelease20% of the approved amount after issue ofCompletion CertificatePage 8 of 8

Package No. WB-910. INPUT FROM PBSSM1. The State Project Office/District Project Office will provide all the site lists to theconsultant for detail supervision, testing of materials and certification of the CivilWorks.2. The State Project Office/District Project Office will provide architectural andstructural drawings, detailed estimates with specifications and all other relevantdata.11. REVIEW COMMITIEE AND PROCESSThe review committee shall consist of1. State Project Director, SPO, PBSSM – Chairman2. Chief Engineering Advisor, SE Dept. – Member3. Joint Secretary (Accounts), SE Dept. – Member4. Controller of Finance, SPO, PBSSM – Member5. Deputy State Project Director-II, SPO, PBSSM – Member SecretaryThe review committee will review the detailed progress report, consultant’s observations,testing results and suggestions about the work under construction.12. FINAL OUTCOME1. Detail summary for the fortnightly report for supervision.2. On completion of the assignment final report on supervision task and CompletionCertificate.13. GENERAL REQUIREMENTS1. The SPO reserves full right to alter its requirement.2. The decision of the State Project Director, PBSSM will be final in all the matters.Sd/-Deputy State Project Director-II, SPO, PBSSMSd/-Controller of Finance, SPO, PBSSMSd/-Joint Secretary (Accounts), SE Dept.Sd/-Chief Engineering AdvisorSd/-State Project DirectorPage 9 of 9

Package No. WB-9Sl.No.PACKAGE NO. WB-9CIVIL ACTIVITIES FOR SARVA SHIKSHA ABHIYAN FOR THE YEAR 2008-09(Fresh Works only)Rs. in LakhDistrictNSB (UP) ACR Girls’ Toilet B. Wall Major Repair TotalPhy Fin Phy Fin Phy Fin Phy Fin Phy Fin Phy Fin1. Paschim Medinipur 350 1592.50 476 952.00 50 15.00 0 0.00 191 71.55 1067 2631.052. Purba Medinipur 240 1092.00 538 1076.00 75 22.50 100 80.00 217 61.15 1170 2331.65Total 590 2684.50 1014 2028.00 125 37.50 100 80.00 408 132.70 2237 4962.70Note: Rs.4100.00 lakh will be under Package No. WB-9 for 2008-09. During 2007-08, the civil activities were of Rs.4166.85 lakh.For 2009-10, civil activities will be few crores.Page 10 of 10

Package No. WB-9Statement showing Frequency of TestsSl.No.Building Materials Tests to be carried out Frequency of Tests1. Water Chemical Analysis Once for approval of source2. Cement (a) Consistency One test for every 50 MT & onchange of brand(b) Setting Timei) Initialii) Final(c) Fineness by Specific Surface(d) Compressive Strength, N/mm 2not less thani) 3 daysii) 7 daysiii) 28 days(e) Soundness by Lechatelier3. Sand (a) Silt Content Minimum one test for 150 cum ofmaterial used4. Kapchi and Metal(for RCC Work)5. Bricks/CCBlock/Bela Stone(b) Gradation, Fineness Modules(c) Zoning Tests(d) Specific Gravity(e) Water Absorption (%)(a) Specific Gravity(b) Absorption(c) Abrasion(d) Impact Value %(e) Flaking Index(f) Gradation Percent passing of ISSieve(a) Water AbsorptionMinimum one test for 150 cum ofmaterial used.One set of test every 50,000 bricksand on change of Brand mark(b) Efflorescence(c) Compressive Strength(d) Dimension6. Reinforcement (a) Ultimate Tensile Strength Each set of test for each diameter ofbars(b) Yield Stress (Proof Stress)(c) Elongation7. CC Cubes Compressive Strength Qty. Cmt No of samples1 - 15 116 - 30 2One additional sample for each 50cum or part thereof (one sampleconsists of 3 cubes minimum)8. FlooringTiles/Mosaic/Plain(a) Water Absorption(b) Transverse Strength(c) Abrasion(d) SizeNote: The tests referred above shall be conducted for each site.One test for every 2,000 no. of tilesusedPage 11 of 11

Package No. WB-9SUPPLEMENTARY INFORMATION FOR CONSULTANTSAnnexure-2Proposals(1) Proposals should include the following information:(a) Technical ProposalI. A brief description of the firm/organization and outline of recentexperience on assignment/projects of similar nature executed duringthe last 5 (five) years in the format given in Form F-2.II. Any comments or suggestions of the consultant on the Terms ofReference (ToR).III. A description of the manner in which consultant would plan toexecute the work. Work plan time schedule in Form F-3 andapproach or methodology proposed for carrying out the requiredwork.IV.The composition of the team of personnel which the consultantwould propose to provide and the task which would be assigned toeach team member in Form F-4.V. Curricula vitae of the individual key staff members to be assigned tothe work and of team leader who would be responsible forsupervision of the team. The curricula vitae should follow theattached format (F-5) duly signed by the concern personnel.VI.VII.The consultant’s comments, if any on the data, services andfacilities to be provided by the State Project Director, PBSSMindicated in the Terms of Reference (ToR).Bid Security amounting to Rs.3.50 lakh in the form of Demand Draftpayable at Kolkata in favour of “Paschim Banga Sarva ShikshaMission”.(b) Financial Proposals:The financial proposals should include the following:I. Schedule of Price Bid in Form F-6 with cost break up.II. Work program and time schedule for key personnel in Form F-7.(2) Two copies of the proposals should be submitted to the State Project Director,PBSSM.(3) Contract Negotiations:The aim of the negotiation is to reach an agreement on all points with theconsultants and initial a draft contract by the conclusion of negotiation.Negotiations commence with a discussion of consultant’s proposal, the proposedwork plan, staffing and any suggestions you may have made to improve theTerms of Reference. Agreement will then be reached on the final Terms ofReference, the staffing and the bar chart, which will indicate personnel, periods inthe field and office, man-months and reporting schedule.(4) Review of Man-Months Rates:The State Project Director, PBSSM is charged with the custody of governmentfunds and is expected to exercise prudence in the expenditure of these expectedfunds. The State Project Director, PBSSM is, therefore, concerned with thereasonableness of a firm’s Financial Proposal and, during negotiations, expectsto be able to review data backing up consultant’s man-months rates. Consultantssubmitting proposals for contracts should be prepared to support such data.Page 12 of 12

Package No. WB-9(5) Contracts with Team Members:Bearing in mind that rates are negotiable, firms are advised against making firmfinancial arrangements with prospective team members prior to negotiations.(6) Nomination of Experts:Having selected a firm partly on the basis of an evaluation of personnelpresented in the firm’s proposal, the State Project Director, PBSSM expects tonegotiate a contract on the basis of the expert’s name in the proposal and, priorto contract negotiations, will require guarantees that these experts shall, in fact,be made available. As the expected date of mobilization is given in the letterinviting proposals, the State Project Director, PBSSM will not considersubstitution after contract negotiations, except in cases of unexpected delays onthe starting date or in capacity of an expert for reasons of health, or leaving thefirm. The desire of a firm to use an expert on another project shall not beaccepted for substitution of personnel.(7) Terms of Payment:The mode of payments to be made in consideration of the work to be performedby the consultant shall be as follows:GROUP: AFor Supervision and Certification (New School Buildings, Additional ClassRooms and Circle Resource Centres)Sl.ReleaseRelease of PaymentNo.1. 1 st Release 8% of the approved amount along with theacceptance of letter of award2. 2 nd Release 50% of approved amount when the work reaches atslab level3. 3 rd Release 22% of the approved amount on completion of thework4. 4 th & Final Release 20% of the approved amount after issue ofcompletion certificateGROUP: BFor Supervision and Certification (Toilet Blocks, Boundary Wall and MajorRepair)Sl.ReleaseRelease of PaymentNo.1. 1 st Release 8% of the approved amount along with theacceptance of letter of award2. 2 nd Release 72% of the approved amount on completion of thework3. 3 rd & Final 20% of the approved amount after issue ofReleasecompletion certificateNote: All payment shall be made on submission of pre-receipted bills by theconsultant in Quadruplicate for respective stages.Page 13 of 13

Package No. WB-9(8) Review of Reports:A review committee consisting of following officers of the SPO, PBSSM willreview all reports of consultants (inception, progress, intermediate and draftfinal) and suggest any modifications/changes considered necessary within 15(fifteen) days of receipt.• State Project Director, SPO, PBSSM• Chief Engineering Advisor, SE Dept.• Joint Secretary (Accounts), SE Dept.• Controller of Finance, SPO, PBSSM• Deputy State Project Director-II, SPO, PBSSMPage 14 of 14

Package No. WB-9FORM F – 1From………………………………………..……………………………………………………………………………………ToSir,Sub: - Hiring of Consultancy Services for …………………………. of ……………regarding.I/We ……………………………………. Consultant/consultancyfirm/organization herewith enclose Technical and Financial Proposal for selection ofmy/our firm as consultant for ………………………………….We undertake that, in competing for (and, if the award is made to us, inexecuting) the above contract, we will strictly observe the laws against fraud andcorruption in force in India namely “Prevention of Corruption Act 1988”.Yours faithfully,Authorized RepresentativeSignature …………………Full Name ………………...and Address…………………Page 15 of 15

Package No. WB-9Sl.No.FORM F – 2ASSIGNMENT OF SIMILAR NATURE SUCCESSFULLY COMPLETEDDURING LAST 5 YEARS1. Brief Description of the Firm/Organization2. Outline of recent experience on assignments of similar natureName ofAssignmentNameofProjectOwner ofSponsoringAuthorityCost ofAssignmentDate ofCommencementDate ofCompletionWasAssignmentSatisfactorilyCompleted1 2 3 4 5 6 7 8Note: Please attach certificates from the employer by way of documentary proof (issued by theofficer of rank not below of Superintending Engineer or equivalent).Page 16 of 16

Package No. WB-9A. Field InvestigationFORM F – 3WORK PLAN TIME SCHEDULESr. ItemMonthwise Programme1 st 2 nd 3 rd 4 th 5 th 6 th 7 th 8 th 9 th 10 th 11 th 12 th 13 th 14 th 15 thB. Completion and Submission of Reports1. Inception Report2. Interim Status Report3. Draft Final Report4. Final ReportAs indicated under ToRC. A short note on the line of approach and methodology outlining various stepsfor performing the third party technical supervision, monitoring and qualityassurance.D. Comments or Suggestions on “Terms of Reference”Page 17 of 17

Package No. WB-9FORM F – 4COMPOSITION OF THE TEAM PERSONNEL AND THE TASK WHICHWOULD BE ASSIGNED TO EACH TEAM MEMBERTechnical/Managerial StaffSl.No.Name Position Task AssignmentSupport StaffSl.No.Name Position Task AssignmentPage 18 of 18

Package No. WB-9FORM F – 5SUGGESTED FORMAT OF CURRICULUM VITAE FOR MEMBERS OFCONSULTANT’S TEAM1. Name:2. Profession/Present Designation:3. Years with Firm/Organization: Year:4. Area of Specialization:5. Proposed Position of Team:6. Key Qualification:(Under this heading, give outline of staff member’s experience and training most pertinent toassigned work on proposed team. Describe degree of responsibility held by staff member onrelevant previous assignment and give dates and locations. Use upto half a page.)7. Education:(Under this heading, summarize College/University and other specialized education of staffmember, giving names of Schools/Colleges etc. date attended and degrees obtained. Useupto a quarter page.)8. Experience:(Under this heading, list of all positions held by staff members since graduation, giving dates,names of employing organization, title of positions held and location of assignments. Forexperience in last 10 (ten) years also give types of activities performed and client references,where appropriate. Use upto three quarters of a page.)9. Language:(Indicate proficiency in speaking, reading and writing of each language by “excellent”, “good”or “poor”.)Signature of Staff MemberDate:Page 19 of 19

Package No. WB-9Package No. WB-9FORM NO. F- 6Sl.No.Item1. Consultancy services ofTechnical Audits andQuality Assurance ofCivil Works in 2 (two)educational districts ofWest Bengal for thefinancial years 2009-10,2008-09 and 2007-08SCHEDULE OF PRICE BIDPART-AAmount (in %)in Figure_______ % of estimatedcost (about Rs.4100.00lakh) of civil activity= Rs. ________in Words_____ % of estimatedcost (aboutRs.4100.00 lakh) ofcivil activity= Rs. ________PART-BTesting Total No.Sl.TestCharges of SitesNo.per Site (Approx.)1. Water 18692. Cement 18693. Sand 18694. Kapchi and Metal 18695. Bricks/CC Block/Bela Stone 18696. Reinforcement 18697. CC Cubes 18698. Flooring Tiles Mosaic/Plain 18699. PVC Pipes 1869TOTAL Rs.Rs. in WordsAmount (inRupees)TOTAL OF PART – A+BPart-APart-BTOTAL RS.Rs. in WordsSignature of Consultant(Authorized Representative)Page 20 of 20

Package No. WB-9COST ESTIMATE OF SERVICESRemuneration of StaffStaff Name Daily (Monthly)Rate(In Currency)a) Team Leaderb) “c) “Working Days(Months)Sub – Total StaffTotal Cost(In Currency)Out-of-Pocket Expenses:a) Per Diam 1 Room Subsistence Total DaysCostb) Air Farec) Lump Sum Miscellaneous Expenses 2 SUB TOTALContingency ChargesTOTAL COST ESTIMATE12Per Diem is fixed per calendar day and need not be supported by receiptsTo include reporting costs, visa, inoculations, routine medical examination, minor surfacetransportation and communications expenses, porter age fees, in-and-out expenses, airporttaxes, and such other travel related expenses as may be necessary.Page 21 of 21

Package No. WB-9FORM F – 7WORK PROGRAMME AND TIME SCHEDULE FOR KEYPERSONNELPositionMonths1 2 3 4 5 6 7 8 9 10 11 12 13 14 15Numberof MonthsTOTALReport Due/Activities and Duration1.2.3.4.5.6.7.8.9.10.Field Full TimeReport DueActivities DurationPer timePage 22 of 22

Package No. WB-9Consulting ServicesDraft Letter of Agreement for Small Assignment carried out by ConsultantsSubject: -(NAME OF ASSIGNMENT)Name of Consultant:1. Set out below are the terms and conditions under which (Name ofConsultant) has agreed to carry out for (Name of Client) the abovementioned assignment specified in the attached Terms of Reference (ToR).2. For administrative purposes (Name of Responsible Staff of Client) hasbeen assigned to administer the assignment and to provide (Name ofConsultant) with all relevant information needed to carry out the assignment.The services will be required in (Name of Project) for about …….MONTHS/DAYS, during the period from ………………….to ………………...3. The (Name of Client) may find it necessary to postpone or cancel theassignment and/or shorten or extend its duration. In such case, every effortwill be made to give you, as early as possible, notice of any changes. In theevent of termination, the (Name of Consultant) shall be paid for the servicesrendered for carrying out the assignment to the date of termination, and the(Name of Consultant) will provide the (Name of Client) with any reports orparts thereof, or any other information and documentation gathered under thisAgreement prior to the date of termination.4. The services to be performed, the estimated time to be spent, and the reportsto be submitted will be in accordance with the attached Description ofServices.5. This Agreement, its meaning and interpretation and the relation between theparties shall be governed by the laws of Union of India.6. This agreement will become effective upon confirmation of this letter on behalfof (Name of Consultant) and will terminate on ………………, or such otherdate as mutually agreed between the (Name of Client) and (Name ofConsultant)7. Payments for the services will not exceed a total amount of Rs. ……………….The (Name of Client) will pay (Name of Consultant) within 30 days of receiptof invoice as follows:Amount……………………………………………………………………………………Currency…………………………………………Upon receipt of a confirmed copy ofthis letter and submission ofinception reportUpon receipt of intermediate statusreport…………………… Upon receipt of the draft final reportUpon receipt of the final report……………………acceptable to (Name of Client)The above remuneration includes all the cost related to carrying out theservices including overhead and any taxes imposed of (Name of Consultant)Page 23 of 23

Package No. WB-98. The (Name of Consultant) will be responsible for appropriate insurancecoverage. In this regard, (Name of Consultant) shall maintain workerscompensation, employment liability insurance for their staff on theassignment. The consultant shall also maintain comprehensive generalliability insurance, including contractual liability coverage adequate to coverthe indemnity of obligation against all damages, costs and charges andexpenses for injury to any person or damage to any property arising out of, orin connection with, the services which result from the fault of (Name ofConsultant) or its staff. The (Name of Consultant) shall provide the (Nameof Client) with certification thereof upon request.9. The (Name of Consultant) shall indemnify and hold harmless the (Name ofConsultant) against any and all claims, demands, and/or judgments of anynature brought against the (Name of Borrower) arising out of the services bythe (Name of Consultant) under this Agreement. The obligation under thisparagraph shall survive the termination of this Agreement.10. The Consultant agrees that, during the term of this Contract and after itstermination, the Consultant and any entity affiliated with the Consultant, shallbe disqualified from providing goods, works or services (other than theServices and any continuation thereof) for any project resulting from or closelyrelated to the services.11. All reports and other documents or software submitted by (Name ofConsultant) in the performance of the services shall become and remainproperty of the (Name of Client). The Consultants may retain a copy of suchdocuments but shall not use them for purposes unrelated to this contractwithout the prior written approval of the Client.12. The Consultant undertake to carry out the assignment in accordance with thehighest standard of professional and ethical competence and integrity, havingdue regard to the nature and purpose of the assignment, and to ensure thatthe staff assigned to perform the services under this Agreement, will conductthemselves in a manner consistent herewith.13. The Consultant will not assign this Contract or sub-contract or any portion of itwithout the Client’s prior written consent.14. The (Name of Consultant) shall pay the taxes, duties fee, levies and otherimpositions levied under the Applicable law and the Client shall perform suchduties in this regard to the deduction of such tax as may be lawfully imposed.15. The (Name of Consultant) agree that all knowledge and information notwithin the public domain which may be acquired during the carrying out of thisAgreement, shall be, for all time and for all purpose, regarded as strictlyconfidential and held in confidence, and shall not be directly disclosed to anyperson whatsoever, except with the (Name of Client) written permission.Page 24 of 24

Package No. WB-916. Any dispute arising out of the Contract, which cannot be amicably settledbetween the parties, shall be referred to adjudication/arbitration in accordancewith Arbitration & Conciliation Act 1996.Place: KolkataDate: ……………………………………………………………………………………(Signature of AuthorizedRepresentative on behalf ofConsultant)(Signature & Name of theClient’s Representative)Page 25 of 25