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Rajiv Education and Employment Mission in Andhra Pradesh (REEMAP)

Department of Rural Development


Government of Andhra Pradesh, Hyderabad

Request for Proposal for Selection of Evaluation Agency for Training Centre
Evaluation & Biometric Attendance Monitoring for the training centres
running under Rajiv Yuva Kiranalu in Andhra Pradesh

October 2012

Rajiv Education and Employment Mission in Andhra Pradesh (REEMAP)


Department of Rural Development, Government of Andhra Pradesh
6-2-915, 4thFloor, Rear Block (HMWS&SB Building), Opposite ICICI Bank
Khairatabad, Hyderabad - 500 004
Email: reemap.rfp.tce@gmail.com
Last date for the submission of RFP: 21stNovember 2012

RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

REEMAP

Bid Notification Request for Proposal


Rajiv Education and Employment Mission in Andhra Pradesh (REEMAP)
Department of Rural Development, Government of AP
th

6-2-915,4 Floor, Rear Block (HMWS&SB Building), Opposite ICICI Bank


Khairatabad, Hyderabad - 500 004
Phone: +91-40-23320392, Fax: +91-40-23322074
Mobile: 0 9948891705
Email: reemap.rfp.tce@gmail.com

Invitation for Request for Proposal (RFP) for the Selection of Evaluation Agency for Training Centre
Evaluation & Biometric Attendance Monitoring for the Training Centres running under Rajiv Yuva Kiranalu
in Andhra Pradesh
Ref: RC No 165/REEMAP/RFP/2012-13

Dated: 29th October 2012

Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP), Department of Rural
Development, Government of AP intends to select an Agency/ Institution with requisite experience
and capabilities in specified areas for training centre evaluation and biometric attendance
monitoring. In this regard REEMAP invites proposals from interested parties. The tie-up shall be
applicable for a period of one Year subject to the performance.
The Bidding Entity shall be a Consortium of Academic/ Research Institution and Technical Agency.
Interested Bidders may download the RFP document comprising Part-I - Instruction to Bidders, PartII-Documents for Submission and Part-III- Annexure, from REEMAP website: ryk.cgg.gov.in from 29th
October 2012 onwards. The Bidders are required to pay an amount of Rs. 10,000 (Rupees Ten
Thousand only), towards bid processing fee along with the submission of RFP document. The
payment shall be in the form of anon-refundable Demand Draft drawn in favour of Mission Director,
Rajiv Education & Employment Mission in Andhra Pradesh drawn on any schedule commercial bank
and payable at Hyderabad.
The last date for submission of the RFP by the bidders is on or before 01.00 pm, on 21st November
2012.
REEMAP reserves the right to accept or reject all or any of the RFP submissions without assigning any
reason whatsoever. REEMAP also reserves the right to postpone, cancel, modify and annul the entire
bid process duly notifying on its website or intimating the bidders who submitted the RFP, as the
case may be.

Mission Director

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RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

Table of Contents
S No
Part-I

Page No

Instruction to Bidders

Disclaimer

Schedule of Bidding Process

Introduction

Scope of Services

Instruction to Bidders

15

Selection Process

25

Part-II

Bid Submission Formats

Power of Attorney for Signing the Bid (Form 1)

33

Power of Attorney for Lead Member of the Consortium (Form 2)

35

Covering Letter (Form 3)

37

Details of Bidder (Form 4)

39

Legal Constitution of the Bidder (Form 5)

40

Turnover Details (Form 6)

41

Format for Details of Projects Undertaken/ Completed(Form 7)

42

Format for Details of Employees(Form 8)

43

Format for Technical Presentation (Form 9)

44

10

Financial Bid (Form 10)

45

Part-III
1

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Content

Annexure
Draft Contract Agreement

48

REEMAP

RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

REEMAP

1 - Disclaimer
1.1

Though adequate care has been taken in the preparation of this Request for Proposal
Document, the Bidder should satisfy himself that the document is complete in all respects.
Intimation of discrepancy, if any, should be given to the below mentioned officer
immediately. If this office receives no intimation of discrepancy within the date mentioned
in Section 2, it shall be deemed that the Request for Proposal document is complete and
final in all respects.
Mission Director
Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP)
Department of Rural Development, Government of AP
6-2-915,4thFloor, Rear Block (HMWS&SB Building), Opposite ICICI Bank
Khairatabad, Hyderabad - 500 004
Phone: +91-40-23320392, Fax: +91-40-23322074, Mobile: 0 9948 891 705
Email:reemap.rfp.tce@gmail.com

1.2

This RFP is neither an agreement nor an offer by the REEMAP to the prospective Bidders or
any other person. The purpose of this RFP is to provide interested parties with information
that may be useful to them in the formulation of their proposal for selection pursuant to
this RFP. This RFP includes statements, which reflect various assumptions and assessments
arrived at by the REEMAP in relation to the Training Centre Evaluation and Biometric
Attendance Monitoring. Neither REEMAP nor their employees or consultants, make any
representation or warranty as to the accuracy, reliability or completeness of the
information in this RFP and it is not possible for REEMAP to consider the investment
objectives, financial situation and particular needs of each party who reads or uses this RFP.
Some of the prospective Bidders may have a better knowledge of the project than others.
Each prospective Bidder should conduct its own investigations and analysis and check the
accuracy, reliability and completeness of the information in this RFP and obtain
independent advice from appropriate sources.

1.3

Information provided in this RFP to the Bidders is on a wide range of matters, some of
which may depend upon interpretation of law. The information given is not intended to be
an exhaustive account of statutory requirements and should not be regarded as a complete
or authoritative statement of law. REEMAP accepts no responsibility for the accuracy or
otherwise for any interpretation or opinion on law expressed herein.

1.4

Neither REEMAP nor their employees or consultants will have any liability to any
prospective Bidder or any other person under the law of contract, tort, the principles of
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, any
matter deemed to form part of this RFP, the award of the Project, the information and any
other information supplied by or on behalf of REEMAP or their employees, any consultants
or otherwise arising in any way from the selection process for the Project.

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RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

REEMAP

1.5

REEMAP also accepts no liability of any nature whether resulting from negligence or
otherwise howsoever caused arising from reliance of any Bidder upon the statements
contained in this RFP.

1.6

REEMAP reserves the right to reject any or all of the Bids submitted in response to this
Request for Proposal at any stage without assigning any reason whatsoever.

1.7

REEMAP reserves the right to change/modify/alter/amend any or all of the provisions of


this Request for Proposal.

1.8

REEMAP shall have no liability for non-receipt of any communication from the Bidder to
REEMAP and vice-versa due to postal delays or otherwise.

1.9

The issue of this RFP does not imply that REEMAP is bound to select the Successful Bidder
for the Training Centre Evaluation and Biometric Attendance Monitoring or award work to
the Successful Bidder, as the case may be, for the project and REEMAP reserves the right to
reject all or any of the Proposals or Bids without assigning any reasons whatsoever.

1.10

The Bidder 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 REEMAP or any other costs incurred in connection with or relating to its
Proposal. All such costs and expenses will remain with the Bidder and REEMAP shall not be
liable in any manner whatsoever for the same or for any other costs or other expenses
incurred by a Bidder in preparation of submission of the Proposal, regardless of the conduct
or outcome of the Bidding Process.

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RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

2 - Schedule of the Bidding Process


S No

Event

Time/ Date

Request For Proposal document made available to the Bidders

29.10.2012

Last date for receipt of requests for intimation of any discrepancy in this
document, queries, clarifications & conditions to be addressed

14.11.2012

Pre-bid meeting at Conference Hall, REEMAP Office, Hyderabad

At 3.00 pm on 15.11.2012

Time and date for receipt of Bids (all the relevant documents and covers)
(Bid Due Date)

By 1.00 pm on 21.11.2012

Opening of Technical Cover at Conference Hall, REEMAP Office,


Hyderabad(Cover-I)

At 3.00 pm on 21.11.2012

Technical Presentations (Tentative)

Opening of Financial Bids at Conference Hall, REEMAP Office,


Hyderabad(Cover-II) (Tentative)

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26.11.2012
At 3.00 pm on 28.11.2012

REEMAP

RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

REEMAP

3 - INTRODUCTION
3.1

About the Organisation

3.1.1

Rajiv Yuva Kiranalu (RYK) is conceived by the Government of Andhra Pradesh to build job
specific skills among the unemployed and place them in appropriate private jobs. Vision of
RYK is to convert large number of non-literate, school dropout, unskilled and unemployed
youth into productive workforce by building their skills thereby promoting inclusive growth.
The mission proposes to employ 15 Lac youth in jobs in the private industry by 2014. The
implementation shall be on a mission mode. To operationalise the programme,
Government has constituted:

3.2

High level council - Rajiv Education and Employment Council of Andhra Pradesh
(REECAP) - has been set up under the Chairmanship of Honourable Chief Minister with
nine cabinet ministers, principal secretaries of relevant departments and ten
representatives of the industry & academia for creating necessary policy environment
and guiding the implementation process. This is a unique body which brings the best of
Government, industry and academia together to maximise opportunities for the
unemployed youth.

An exclusive state level society - Rajiv Education and Employment Mission in Andhra
Pradesh (REEMAP) - has been registered to coordinate the efforts of all sub-missions on
a mission mode.

REEMAP functions through eight sub-missions constituted in eight Government


departments.

Tribal
Welfare

Greater
Hyderabad
Municipal
Corportaion
(GHMC)

Employment
Generation &
Marketing
Mission
(EGMM)

REEMAP

Minorities
Welfare

Mission for
elimination of
Poverty in
Municipal
Areas (MEPMA)

Employment
and Training

Technical
Education
Disabled
Welfare

3.3

REEMAP has been taking up various training activities through the sub-missions as well as
through running pilots for almost a year now.

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RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

3.4

REEMAP

Since its Inception it has placed more than 200,000 youth and more than 40,000 youth are
currently under training. The most important objectives of the program are to provide
placement to the youth and to ensure that the youth retains the job for atleast one year.

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RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

REEMAP

4 Scope of Project and Services


4.1

Scope of Project

4.1.1

REEMAP envisages evaluating training centres based on parameters which are considered
to be key factors on which training centre quality and the skill development of candidate
can be assessed. The purpose of this project is to evaluate the training centres working
under Rajiv Yuva Kiranalu to understand the gaps present and measure the performance of
the training centres on different parameters. The Project is divided into four cycles and
each cycle is of three months duration.

4.1.2

The scope of work for this assignment will cover three aspects:

Training Centre Evaluation/Assessment

Verification of Biometric Attendance

Technical Evaluation of Biometric Machines

4.1.3

Training Centre Evaluation

4.1.3.1

Training centre evaluation is to measure the quality of skill development training that is
being imparted by the training partner and the quality of training centre on the whole. The
following aspects of the training shall be evaluated:
a) Skill attainment of the students
Assessment shall be carried out for all the candidates present in the training centre
based on the course plan and the syllabus that has been covered till the date of the
visit. The Evaluation Agency should design the assessment form and administer to the
candidates to check their skill attainment. The assessment should check both the
theoretical and practical knowledge of the trainees.
b) Trainers
Trainers shall be evaluated for their preparedness for the session and their knowledge
base of the subject matter. The attendance of the trainer shall be checked and the
trainers shall be evaluated on a standard scale. The counselling capabilities of the
trainers shall be evaluated on a qualitative basis.
c) Support provided by the training partner to the training centres
The support from the training partner headquarters to the franchisees shall be checked
on a qualitative basis. Financial support, technical support and placement support from
the training partner headquarter shall to be assessed. The support provided on
assessment of skill training, arrangements for classroom and setting up labs shall be
captured. Standard questionnaire shall be administered for all the training centre incharges to evaluate the support from the headquarters.

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RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

REEMAP

d) Youth awareness
Qualitative assessment of the youths awareness about the scope of training, future
placement opportunities and career opportunities shall be captured on a sampling
basis. A sample of 20% of the batch size shall be selected at random and awareness
shall be assessed.
e) Training methodology, teaching aids and teaching style of the trainers
Qualitative assessment of the aptness of the teaching methodology for the specific
course, teaching effectiveness of the trainer and the teaching aids available in the
training centre shall be captured.
f)

Adherence to schedule
Based on the session plan and the course curriculum, the training centre has to be
evaluated for adherence to the session plan, time spent on classroom training and
hands-on training, adequate lab practice and coverage of syllabus.

g) Mandatory display of information


Physical verification of the mandatory disclosures that are mentioned in the MoU
between the training partners and REEMAP/sub-missions shall be checked for
compliance.
h) Evaluation of infrastructure for compliance
Compliance check and qualitative evaluation of the training centre infrastructure, lab
infrastructure and residential facilities shall be carried out. The mandatory
requirements in the MoU for each training centre shall be verified.
i)

Evaluation of training material quality


Availability of training material with all the candidates and the relevance of the training
material for the skill development training shall be assessed.

4.1.3.2

A random sample of 100 training centres out of the functional centres should be visited
every three months (one cycle) to cover training centres across districts, sub-missions and
training partners. At the end of the year 400 training centre visits shall be completed. It
shall be ensured that out of 100 training centres to be visited during second cycle should
comprise 10% of the previously visited training centre, to check for improvement in the
quality after the first visit training centre evaluation. This process shall be carried out during
3rdand 4thcycles also.

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RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

REEMAP

4.1.4

Verification of Biometric Attendance

4.1.4.1

Biometric attendance monitoring shall be carried out to find out possible tampering in the
biometric enrolment process and the daily attendance process. The following checks shall
be made during the visit to the training centre:

Verification of the serial number in the biometric machine and the serial number in the
portal to check for duplicate machines.

Verification of fingerprints of all the candidates in the centre and the finger prints of the
staff in the training centre to find out fingerprint malpractices.

Verification of attendance in attendance register, biometric machine, portal and


physical attendance to identify any malpractices in fake candidates enrolled.

Random verification of the In and Out times of the candidates in the biometric machine
to check for abnormal/irregular attendance behaviour (like attendance given at late
night or in afternoon) and find out the reasons for the same.

Checking the ping date, sync date and device logs from the reports in the portal and
look for possible tampering in the biometric machine to stop the data from syncing to
the server.

4.1.4.2

A random sample of 100 training centres out of the functional centres shall be visited every
three months (One cycle) to cover training centres across districts, sub-missions and
training partners. At the end of the year 400 training centre visits shall be completed. It
shall be ensured that out of 100 training centres visited on second cycle should comprise
10% of the previously visited training centre to check for improvement in the quality after
the first visit training centre evaluation. This process shall be carried out during 3rdand
4thcycles also. Biometric attendance verification may be carried out along with the training
centre evaluation during the same visit.

4.1.5

Technical Evaluation of Biometric Machines

4.1.5.1

Technical evaluation of the biometric machines positioned in the training centres shall be
carried out for checking possible tampering in the machine. The scope of technical
evaluation shall cover check for any physical tampering, changes to the application in the
machine and presence of all the specified technical & functional requirements for biometric
machines as defined by REEMAP. The technical evaluation shall be carried out for 20%
sample of the training centres which will be visited for evaluation.

4.1.5.2

Periodic evaluation of the application in the biometric machine and the server shall be
carried out to check for performance issues or malpractices. Evaluation of the application
and the server shall be carried out once during every cycle of three months. The gaps in
machine level, application level and server level have to be identified.

4.1.5.3

The technical evaluation of the biometric machines shall be carried out for machines
provided by all the service providers on an equal proportion during every cycle.

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REEMAP

4.2

Process Flow

4.2.1

Stage 1:Pre-visit Preparations

4.2.1.1

The Evaluation Agency shall identify the training centres to visit for every cycle in
consultation with REEMAP. All the details about the training centres (MoU, course details,
mandatory disclosures, etc) shall be gathered in advance and based on the courses that are
being handled in the different training centres, assessments shall be prepared.
Questionnaires and checklist shall be prepared for all the parameters on which evaluation is
to be carried out. The evaluation methodology shall be finalised in accordance to the norms
of REEMAP. REEMAP will develop a software module through its own software service
provider to capture the evaluation data from the field. Evaluation Agency shall provide
suggestions to develop the software modules.

4.2.2

Stage 2: Visit to the Training Centres for Evaluation

4.2.2.1

The Evaluation Agency is expected to physically visit the training centres and carry out the
training centre evaluation and biometric attendance monitoring as explained in Clause 4.1.
In addition to the evaluation activity, the following shall also be taken care by the
Evaluation Agency.

Collection some proof of physical verification and evidence for genuineness of issues
that are noticed during the training centre visit.

Collection of few case studies from the field.

Collation and submission of the data collected on a fortnightly basis to be uploaded into
the MIS.

Technical evaluation of biometric machines, application in the biometric machine and


the server for all the service providers partnering with REEMAP and its sub-missions.

4.3

Roles & Responsibilities of the Evaluation Agency

4.3.1

The Evaluation Agency appointed shall coordinate with REEMAP in designing and
standardising the evaluation methodologies, formats for collection of data and sample
group.

4.3.2

The Evaluation Agency shall coordinate with REEMAPs software service providers to
develop the software module for capturing and displaying of the data collected during the
evaluation.

4.3.3

The Evaluation Agency shall carry out the evaluation as per Clauses 4.1 and 4.2 and collect
the required data.

4.3.4

The Evaluation Agency shall enter the data collected on a periodic basis and maintain the
proofs for the issues that were noticed during the evaluation.

4.3.5

The Evaluation Agency shall appraise both the sub-missions at district level and REEMAP
head office at state level.

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REEMAP

4.3.6

Evaluation Agency shall prepare two interim reports i.e. after first and third cycle (each
cycle is of three months) and one final report and submit to REEMAP along with
suggestions for improvement.

4.4

Staff Requirements

4.4.1

The Evaluation Agency shall depute:

Senior Consultant: One senior consultant for training centre evaluation and one senior
consultant for biometric attendance monitoring. The senior consultant for training
centre evaluation should be a Postgraduate in Social Sciences/ Development
Economics, MBA (Rural Management) or MBA (Human Resource Management) with an
experience of minimum seven years. The senior consultant for biometric attendance
monitoring should have five years experience in handling biometric projects with
knowledge of biometric application development. The role of senior consultants would
be to prepare and finalise the methodology to be adopted, formats, checklists,
questionnaires, analysis framework etc. The senior consultant shall also visit the
training centres on random basis to stabilise and ensure the quality of evaluation.

Consultants: At least two junior level consultants for training centre evaluation and one
junior level consultant for biometric attendance monitoring to assist the senior
consultants in the above mentioned responsibilities. Consultants for training centre
evaluation should be Postgraduates in Social Sciences/ Development Economics with
experience of minimum three years. Consultants for biometric attendance monitoring
should have two years experience in handling biometric projects with knowledge of
biometric application development.

Field Staff: Field officers with minimum qualification of post-graduation with one year
or any degree with three years of experience shall be deputed according to the
requirements.

4.5

Consultancy Fee Payment Norms

4.5.1

The consultancy fee for the services provided towards training centre evaluation and
biometric attendance monitoring of the training centres running under RYK by the
Evaluation Agency shall be inclusive of consultancy charges, verification charges, report
writing, travel costs, boarding & lodging, communication costs, equipment, stationary costs
of Evaluation Agency and any other costs involved in the project specified and shall be
agreed based on the lowest consultancy fee quoted by the bidders and subject to
negotiation by REEMAP. Service Tax as applicable shall be paid by REEMAP and other taxes
if any shall be liable to Evaluation Agency as per Clause 7 of the Draft Contract Agreement.

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REEMAP

Table - 1: Consultancy Fee Norms


Instalments

Rate

Milestones

Format standardisation
Sample data extraction
Software module development

25% of the agreed


Consultancy Fee

Submission of First Interim Report

Third Instalment

25% of the agreed


Consultancy Fee

Submission of Second Interim Report

Fourth Instalment

25% of the agreed


Consultancy Fee

After submission of final report

First Instalment

25% of the agreed


Consultancy Fee

Second Instalment

4.5.2

REEMAP will review the Interim Reports submitted by the Evaluation Agency after 1 st cycle
and 3rd cycle. If REEMAP is not satisfied with the Interim Reports submitted by the
Evaluation Agency, REEMAP may terminate the Contract as per Clause 8.8.1.1 (c) of the
Draft Contract Agreement in Part-III of this RFP document.

4.6

Agreement& Work Orders

4.6.1

This Bidding process is being undertaken by REEMAP to select an experienced and capable
Evaluation Agency. The Contract Agreement shall be entered between the selected
Evaluation Agency and REEMAP. The Evaluation Agency shall provide services towards
Training Centre Evaluation and Biometric Attendance Monitoring in accordance with the
standards, norms, terms and conditions stipulated in the Contract Agreement. The Contract
Agreement shall be signed for a period of one yearend the work order to the Evaluation
Agency shall be provided for one year subject to satisfactory performance of the Evaluation
agency. The Draft of the Contract Agreement is in Part-III, Annexure 1 of this RFP
document.

4.6.2

All the payments to the Evaluation Agency shall be made by REEMAP office.

4.6.3

During the currency of this project, REEMAP may choose to issue/ not issue/ restrict the
work order of each cycle to the Evaluation Agency based on its own discretion,
performance of the Evaluation Agency, fund position, industry requirement or instruction
from Government.

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REEMAP

5Instruction to Bidders
5.1

Commitment to a Fair and Transparent Process

5.1.1

REEMAP is keen to ensure that the process leading to the selection of the Evaluation
Agency is fair, transparent, efficient, interactive and protects the confidentiality of the
information shared by Bidding Entities with it. The selection process has been designed
keeping these objectives in mind and REEMAP shall take all steps to ensure that the above
objectives are realised. Bidding Entities should not resort to influence the selection process
by any means. If any Bidder is found practicing any kind of influence on REEMAP, its bids
will be summarily disqualified and bidder will be blacklisted from future biddings.

5.2

Detailed Study/ Market Survey about Programme

5.2.1

Bidders may, prior to submitting their Bid for the proposed project, conduct detailed study
and market survey at their own expense and obtain and ascertain for themselves, at their
own responsibility, all technical data, market data and any other information necessary for
preparing their Bids including, inter alia, the actual nature and conditions of placements,
work locations, etc., after taking into account the local conditions & bottlenecks, if any, etc.
The Bidders shall be deemed to have full knowledge of the Rajiv Yuva Kiranalu Programme,
once they have submitted their Bid for the verification.

5.3

Acknowledgement by the Bidder

5.3.1

It shall be deemed that by submitting the Bid, the Bidder has:

made a complete and careful examination of the RFP;

received all relevant information requested from REEMAP during pre-bid meeting;

accepted the risk of inadequacy, error or mistake in the information provided in the
RFP; and

agreed to be bound by the undertakings provided by it under and in terms hereof.

5.3.2

REEMAP shall not be liable for any omission, mistake or error in respect of any of the above
or on account of any matter or thing arising out of or concerning or relating to the RFP or
the Bidding Process, including any error or mistake therein or in any information or data
given by REEMAP.

5.4

Eligibility

5.4.1

The Bidding Entity shall be a Consortium of Academic/ Research Institution and Technical
Agency. The Technical Agency shall be a manufacturer of Biometric Machines or a software
service provider who has previous experience in handling biometric attendance projects.
However, no member of a Consortium, as the case may be, can be member of another
Bidding Entity.

5.4.2

Academic/ Research Institution shall be the Lead member of the Consortium.

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REEMAP

5.4.3

The Bidding Entity shall provide a Power of Attorney for Lead Member of the Consortium as
per the Form 2 (Part-II of the RFP).

5.4.4

The entities forming part of the Consortium shall be Registered Proprietorship/ Partnership
Firm/ Private Limited/ Public Limited Company/ Registered Society/ Trust/ Association/
Trade Body/ Registered Educational Institution/ University fulfilling the Minimum Eligibility
Requirements. The Minimum Eligibility Requirements are described under Clause 6.1 of this
RFP Document.

5.4.5

Existing joint ventures who meet the above mentioned minimum eligibility criteria shall
also be permitted.

5.4.6

The Technical Agency as a part of Consortium shall have previous experience of handling
biometric attendance related projects with experience in biometric machine application
development.

5.4.7

Government institutes which have experience in handling evaluation projects or biometric


attendance projects in Andhra Pradesh shall be exempt from fulfilling the Minimum
Eligibility Requirements pertaining to organisational standing.

5.4.8

Training partners, service providers, biometric machine vendors (including their


manufacturers) associated with REEMAP or any of its sub-missions are not allowed to
participate in this RFP. Any proposals if submitted shall not be considered under any
circumstances.

5.4.9

Institutions/ Firms blacklisted by any Government Department shall not be considered by


REEMAP.

5.4.10

Members of the Consortium shall enter into a binding Joint Bidding Agreement. The Joint
Bidding Agreement, to be submitted along with the Application, shall, inter alia:

clearly outline the proposed roles and responsibilities, if any, of each member;

include a statement to the effect that all members of the Consortium shall be liable
jointly and severally for all obligations of the Evaluation Agency in relation to the
Project in accordance with the Contract Agreement.

5.5

Conflict of Interest

5.5.1

A Bidder shall not have a conflict of interest (the Conflict of Interest) that affects the
Bidding Process. Any Bidder found to have a Conflict of Interest shall be disqualified. A
Bidder shall be considered to have a Conflict of Interest that affects the Bidding Process, if:

the Bidder, and any other Bidder, have common controlling shareholders or other
ownership interest; where the direct or indirect shareholding is more than 25 per cent
of the paid up and subscribed share capital of such Bidder; provided further that this
disqualification shall not apply to any ownership by a bank, insurance company,
pension fund or a public financial institution referred to in Section 4A of the Companies
Act 1956; or

a constituent of such Bidder is also a constituent of another Bidder; or

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such Bidder receives or has received any direct or indirect subsidy from any other
Bidder, or has provided any such subsidy to any other Bidder; or

such Bidder has the same legal representative for purposes of this Bidder as any other
Bidder; or

such Bidder has a relationship with another Bidder, that puts either or both of them in a
position to have access to each others information about, or to influence the Bid of
either or each other.

5.6

Enquiries & Clarifications

5.6.1

Enquiries, if any, shall be addressed to:


Mission Director
Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP)
Department of Rural Development, Government of AP
6-2-915,4thFloor, Rear Block (HMWS&SB Building), Opposite ICICI Bank
Khairatabad, Hyderabad - 500 004
Phone: +91-40-23320392, Fax: +91-40-23322074, Mobile: 0 9948 891 705
Email: reemap.rfp.tce@gmail.com

5.6.2

All clarifications in writing that are received on or before the date mentioned in Clause2 will
be addressed by REEMAP in pre-bid meeting. REEMAP shall aggregate and consider all such
clarifications without specifying the source of clarifications. Only in case of clarifications and
suggestions that are considered positively requiring modifications to RFP, response will be
communicated to all the Bidders who are present for the pre-bid meeting and entered their
contact details in the Attendance Register for Pre-Bid Meeting. No communications or
reply will be sent to the concerned or all Bidders in case of repetition of clarifications.

5.7

Pre-bid Meeting

5.7.1

All communication pertaining to the above that requires to be addressed in this meeting,
should reach REEMAP latest by the date mentioned in Clause2. Queries received after the
above due date will not be addressed. If there is no communication of clarification, the
meeting may be terminated.

5.7.2

In respect of clarifications, REEMAP will aggregate all clarifications and shall prepare a
response and communicate to all parties who are present for the pre-bid meeting and
entered their contact details in the Attendance Register for Pre-Bid Meeting.

5.7.3

Bidders are advised that their Bids be completely devoid of any conditions, whatsoever.
Conditions, if any, may be addressed in writing before due date. In respect of conditions
received, the following shall apply:

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REEMAP reserves the right not to consider any condition that, at the sole discretion of
REEMAP, is found unacceptable.

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REEMAP

If in REEMAPs opinion, certain conditions are acceptable, in whole or in part, the same
shall be finalised by REEMAP and the "Common Accepted Conditions" will be made
available to all Bidders.

In respect of suggestions/ alterations proposed, REEMAP may consider them and the
result will be circulated to all bidders.

In case any conditions accepted by REEMAP have material impact on the proposal, all
the financial bids will be annulled and fresh financial bids will be invited.

5.8

Preparation and Submission of Bid

5.8.1

Submissions

5.8.1.1

The submission of Bids by Bidders in response to the RFP shall be in at least three (3)
separate sealed covers as detailed below:

Cover-I: Technical Proposal

Cover-II: Financial Bid Training Centre Evaluation and Biometric Attendance


Monitoring

Cover-III: Bid Processing Fee and Bid Security

5.8.2

Documents Accompanying the Bid Submissions

5.8.2.1

Cover-I: Technical Proposal

General Details
(a) Power of Attorney as per Form 1 in Part-II of this RFP Document
(b) Power of Attorney for the Lead member of the Consortium as per Form2 in Part-II
of this RFP Document
(c) Covering Letter as per Form 3 in Part-II of this RFP Document

Eligibility Details
(a) Details of Bidder as per Form 4 in Part-II of this RFP Document
(b) Legal constitution of the Bidder as per Form 5 in Part-II of this RFP Document
(c) Turnover details as per Form 6 in Part-II of this RFP Document
(d) Project experience details as per Form 7 in Part-II of this RFP Document
(e) Details of employees as per Form 8 in Part-II of this RFP Document
(f) Details of technical presentation as per Form 9 in Part-II of this RFP document

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Note: The bidders shall carefully read the notes accompanying each of the formats and
provide necessary documentary evidence mentioned therein. The Eligibility Details
mentioned above shall be provided by each of Consortium member separately.
5.8.2.2

Cover-II: Financial Bid

5.8.2.3

Financial Bid for Training Centre Evaluation and Biometric Attendance Monitoring as
per Form 10 in Part-II of this RFP Document.

Cover-III: Bid Processing Fee and the Bid Security

Demand Drafts towards cost of Bid Processing Fee and Bid Security in accordance with
Clauses5.12.1 & 5.12.2of the RFP document.

5.8.3

Language

5.8.3.1

All communications and information shall be provided in writing and in English language
only.

5.8.4

Sealing and Marking

5.8.4.1

Cover-I: Technical Proposal


The Information to be submitted by the Bidders in the Technical Proposal (Cover-I) is
described in Clauses 6.1 & 6.2 and formats prescribed under Forms 1 to 9 Part-II of this RFP
document.
The Bidder shall place one (1) original (marked as original) + one (1) copy of the Technical
Proposal in a sealed envelope, which shall be inscribed as under:
Bid for: Selection of Evaluation Agency for Training Centre Evaluation & Biometric
Attendance Monitoring of the Training Centres Running under Rajiv Yuva Kiranalu.
Cover-I -Technical Proposal
Submitted by: __________________________. (Name of the Bidder with full postal address
and mobile number)

5.8.4.2

Cover-II: Financial Bid Training Centre Evaluation and Biometric Attendance Monitoring
The Information to be submitted by the Bidders in the Financial Bid (Cover-II) shall be in the
format prescribed under Form 10of Part-II of this RFP document.
The Bidder shall place one (1) original (marked as original) of the Financial Bid in a sealed
envelope, which shall be inscribed as under:
Bid for: Selection of Evaluation Agency for Training Centre Evaluation & Biometric
Attendance Monitoring of the Training Centres Running under Rajiv Yuva Kiranalu.
Cover-II - Financial Bid- Training Centre Evaluation & Biometric Attendance Monitoring

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Submitted by: ___________________________. (Name of the Bidder with full postal


address and mobile number)
5.8.4.3

Cover-III: Bid Processing Fee and Bid Security


The Bidder shall place the Demand Drafts towards Bid Processing Fee and the Bid Security
in accordance with Clause 5.12.1 & 5.12.2hereunder, together in a separate envelope,
which shall be inscribed as under:
Bid for: Selection of Evaluation Agency for Training Centre Evaluation & Biometric
Attendance Monitoring of the Training Centres Running under Rajiv Yuva Kiranalu.
Cover-IIIBid Processing Fee & Bid Security
Submitted by: ___________________________. (Name of the Bidder with full postal
address and mobile number)

5.8.5

Submission of the Bid

5.8.5.1

The Three Covers of the Bid organised as above, shall be placed in a sealed outer envelope
with the following inscription:
Bid for: Selection of Evaluation Agency for Training Centre Evaluation & Biometric
Attendance Monitoring of the Training Centres Running under Rajiv Yuva Kiranalu.
Name of the Bidder with Complete Address: ____________________________

5.8.5.2

The cover should be addressed to:


Mission Director
Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP)
Department of Rural Development, Government of AP
6-2-915,4thFloor, Rear Block (HMWS&SB Building), Opposite ICICI Bank
Khairatabad, Hyderabad - 500 004
Phone: +91-40-23320392, Fax: +91-40-23322074, Mobile: 0 9948 891 705
Email:reemap.rfp.tce@gmail.com

5.8.5.3

Strict adherence to formats, wherever specified, is required. Non-adherence to formats


may be a ground for declaring the Bid non-responsive.

5.8.5.4

All communication and information provided should be legible including copies of any
documents and wherever the information is given in figures, the same should also be
mentioned in words. In case of conflict between amounts stated in figures and words, the
amount stated in words will be taken as correct.

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REEMAP

5.9

Authorised Representative and Signatory

5.9.1

The Bidder (Lead Member of the Consortium) shall designate one person as Authorised
Representative and Signatory, authorised to represent the Bidder in its dealings with
REEMAP. The Authorised Representative and Signatory shall hold the Power of Attorney
and be authorised to perform all tasks including but not limited to providing information,
responding to enquiries, entering into contractual commitments on behalf of the Bidder
etc. The Covering Letter submitted by the Bidder shall be signed by the Authorised
Signatory and shall bear the stamp of the entity thereof.

5.10

Initialling& Binding of the Bids

5.10.1

Each page of the Bid shall be initialled by the Authorised Representative and Signatory of
the Bidder, otherwise the bid will be treated as non-responsive.

5.10.2

The Technical Proposal (both original and copy) and its supporting documents shall be hard
bound or spiral bound. Loose sheets of paper shall not be considered for evaluation.

5.11

Bid Due Date

5.11.1

The Bidder may submit the Bid by registered post/ courier or submit the Bid in person, so as
to reach the designated address by the time and date stipulated in Clause 2.REEMAP shall
not be responsible for any delay in submission of the Bids. Any Bid received by REEMAP
after the deadline for submission of the Bids stipulated in Clause2 shall be rejected. On
receiving the bid within the stipulated date and time, a register will be maintained to record
the date and time at which the Bids were received at the REEMAP office. If the bids are
submitted in person, acknowledgement will be provided in the prescribed format. (The
details of date & time of receipt of Bid and person who received the Bid)

5.12

Fees and Deposits to be paid by the Bidders

5.12.1

Bid Processing Fee

5.12.1.1 Bidders are requested to pay a non-refundable Bid Processing Fee of Rs.10, 000/- (Rupees
Ten Thousands only). This shall be paid in the form of a Demand Draft payable to Mission
Director, Rajiv Education and Employment Mission in Andhra Pradesh payable at
Hyderabad, drawn on any scheduled commercial bank and must accompany Covering
Letter in Cover-III of the Bid Document.
5.12.1.2 Bids that are not accompanied by the above Bid Processing Fee shall be rejected by
REEMAP as non-responsive.
5.12.2

Bid Security

5.12.2.1 Bidders are required to submit a Bid Security in the form of a Demand Draft in favour of
Mission Director, Rajiv Education and Employment Mission in Andhra Pradesh, payable at
Hyderabad for an amount ofRs.25,000/- (Rupees Twenty Five Thousand only) drawn on any
scheduled commercial Bank in India payable at Hyderabad. The Bid security shall
accompany Cover-III of the Bid Document.

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REEMAP

5.12.2.2 Bids, which are not accompanied by the above bid security, shall be rejected by REEMAP as
non- responsive.
5.12.2.3 REEMAP reserves the right to forfeit the Bid Security under any of the following
circumstances:

If the Bidder withdraws the Bid at any time during the stipulated period of Bid validity
(or) as may be extended.

If the Bidder, during the period of Bid validity:


(a) In REEMAPs opinion, commits a material breach of any of the terms and/ or
conditions contained in the RFP Document and / or subsequent communication
from REEMAP in this regard and / or
(b) Fails or refuses to accept the Letter of Interest or fails or refuses to sign the
Contract Agreement (in the event of the award of the Project to it)

5.12.2.4 The Bid Security of the Successful Bidder and Non-Successful Bidders shall be refunded
after signing of the Contract with the Successful Bidder.
5.12.3

Exemptions

5.12.3.1 Government Institutions are exempted from furnishing the Bid Processing Fee and Bid
Security.
5.13

Validity of Terms of the Bid

5.13.1

Each Bid shall indicate that it is a firm and irrevocable offer and shall remain valid and open
for a period of not less than three months from the last date for submission of the Bid. Nonadherence to this requirement may be a ground for declaring the Bid as non-responsive.
However, REEMAP may solicit the Bidder's consent for extension of the period of validity.
Requests for additional Information or for extension of validity are procedural and do not
indicate qualification of the Bidder in the process. The Bidder agrees reasonably to consider
such a request. The request and response shall be in writing. A Bidder accepting REEMAPs
request for extension of validity shall not be permitted to modify its Bid in any other
respect.

5.14

Amendment of RFP Document

5.14.1

At any time prior to the RFP submission Due Date, REEMAP may, for any reason, whether at
its own initiative or in response to clarifications requested by a Bidder, modify the RFP
document by the issuance of Addenda/Corrigenda.

5.14.2

Any Addendum/Corrigendum issued hereunder shall be posted in the website of REEMAP


at http://ryk.cgg.gov.in

5.14.3

In order to afford the Bidders a reasonable time for taking an Addendum/Corrigendum into
account, or for any other reason, REEMAP may, in its sole discretion, extend the Tender
submission Due Date.

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5.14.4

REEMAP also reserves the right to modify or alter the tender document and also to
withdraw or cancel the Bidding Process at any stage.

5.15

Modifications/ Substitution/ Withdrawal of Proposals

5.15.1

No change or supplementary information to a Bid shall be accepted once the bid is


submitted.

5.15.2

Any alteration/ modification in the Proposal or additional information supplied subsequent


to the Bid Due Date, unless the same has been expressly sought for by REEMAP, shall be
disregarded.

5.15.3

The Bid and any additional information requested subsequently shall also bear the initials
of the Authorised Signatory and stamp of the entity thereof on each page of the Bid and
additional submissions.

5.16

Opening and Evaluation of the Bids

5.16.1

REEMAP shall open the Bids in the presence of the Bidders at the place, date and time
specified in Clause 2 of the RFP document. All the Bidders who are submitting the Bids
should be present in the meeting. The Bids shall be evaluated in accordance with the
process described under Clause6 of this RFP document.

5.17

Clarifications

5.17.1

To facilitate evaluation of Proposals, REEMAP may, at its sole discretion, seek clarifications
from any Bidder regarding its Proposal. Such clarification(s) shall be provided within the
time specified by REEMAP for this purpose. Any request for clarification(s) and all
clarification(s) in response thereto shall be in writing.

5.17.2

If a Bidder does not provide clarifications sought by REEMAP within the prescribed time, its
Proposal shall be liable to be rejected. In case the Proposal is not rejected, REEMAP may
proceed to evaluate the Proposal by construing the particulars requiring clarification to the
best of its understanding and the Bidder shall be barred from subsequently questioning
such interpretation of REEMAP. REEMAP reserves the right to make enquiries directly by or
through its other sources as to the authenticity and reliability of the contents of and the
documents attached to the RFP.

5.18

Amendment

5.18.1

The Bids shall be evaluated as per the criteria specified in this RFP Document. However,
within the broad framework of the evaluation parameters as stated in the Request for
Proposal, REEMAP reserves the right to make modifications to the stated evaluation
criteria, which would be uniformly applied, to all the Bidders.

5.19

Costs

5.19.1

The Bidder shall be responsible for all the costs associated with the preparation of the Bid.
REEMAP shall not be responsible in any way for such costs, regardless of the conduct or
outcome of this process.

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REEMAP

5.20

Right to Accept or Reject any or all Proposals/ Bids

5.20.1

Notwithstanding anything contained in this RFP, REEMAP reserves the right to accept or
reject any Proposal and to annul the Bidding Process and reject all Proposals/ Bids, at any
time without any liability or any obligation for such acceptance, rejection or annulment and
without assigning any reasons thereof. In the event that REEMAP rejects or annuls all the
Bids, it may, in its discretion, invite all eligible Bidders to submit fresh Bids hereunder.

5.20.2

Bids that are incomplete in any respect or those that are not consistent with the
requirements as specified in this Request for Proposal or those that do not contain the
Covering Letter with the name and designation of the authorised person signing it on behalf
of Bidder with company seal affixed thereon, on their respective companies letterhead
papers, as per the specified formats may be considered non-responsive and may be liable
for rejection.

5.20.3

If any claim made or information provided by the Bidder in the Bid or any information
provided by the Bidder in response to any subsequent query by REEMAP, is found to be
incorrect or is a material misrepresentation of facts, then the Bid will be liable for rejection.
Mere clerical errors or bona-fide mistakes may be treated as an exception at the sole
discretion of REEMAP and if REEMAP is adequately satisfied.

5.20.4

REEMAP reserves the right to verify all statements, information and documents submitted
by the Bidder in response to the RFP. Any such verification or lack of such verification by
REEMAP shall not relieve the Bidder of its obligations or liabilities hereunder nor will it
affect any rights of REEMAP there under.

5.21

Letter of Interest & Contract Agreement

5.21.1

After the completion of the Selection Process REEMAP shall issue Letter of Interest (LOI) to
the Successful Bidder. Within two working days from receipt of the LOI, the Successful
Bidder shall intimate REEMAP in writing its willingness to enter into an Agreement.

5.21.2

REEMAP shall enter into Contract Agreement with the Successful Bidder within one day
from receiving the confirmation from the Successful Bidder.

5.22

Time Table and Milestones

5.22.1

The Schedule of the Bidding process is provided in Clause2 of the RFP document. In order to
enable REEMAP meet the target dates, Bidders are requested to respond expeditiously for
clarifications, if any, requested during the evaluation process. REEMAP will adhere to the
above schedule to the extent possible. REEMAP, however, reserves the right to modify the
same. Intimation to this effect will be intimated to the Bidders.

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REEMAP

6Selection Process
6.1

Minimum Eligibility Criteria

6.1.1

The Bidding Entity shall be a Consortium of Academic/ Research Institution and Technical
Agency. The Technical Agency shall be a manufacturer of Biometric Machines or a software
service provider who has previous experience in handling biometric attendance projects.
However, no member of a Consortium, as the case may be, can be member of another
Bidding Entity.

6.1.2

Academic/ Research Institution shall be the Lead member of the Consortium.

6.1.3

The entities forming part of the Consortium shall be Registered Proprietorship/ Partnership
Firm/ Private Limited/ Public Limited Company/ Registered Society/ Trust/ Association/
Trade Body/ Registered Educational Institution/ University fulfilling the Minimum Eligibility
Requirements.

6.1.4

Existing Joint ventures who meet the minimum eligibility criteria shall also be permitted.

6.1.5

The Technical Agency as a part of Consortium should have previous experience of handling
biometric attendance related projects with experience in biometric machine application
development.

6.1.6

Government institutes which have experience in handling evaluation projects or biometric


attendance projects in Andhra Pradesh shall be exempt from fulfilling the Minimum
Eligibility Requirements pertaining to organisational standing.

6.1.7

Training partners, service providers, biometric machine vendors (including their


manufacturers) associated with REEMAP or any of its sub-missions are not allowed to
participate in this RFP.

6.1.8

The Bidder shall fulfil the following Minimum Eligibility requirements:

Table2: Minimum Eligibility Criteria for Training Centre Evaluation and Biometric Attendance Monitoring
(For Academic/ Research Institution)
Series

Criteria

Unit

Eligibility

st

Standing years (As on 31


March 2012)

Financial Standing (from 1 April


Lakhs (Rs)
st
2010 to 31 March 2012)

Total turnover of Rs.500 Lakhs in last


two Financial Years

Relevant Projects Handled


(During the period from April
2009 to March 2012)

Three projects with minimum value of


Rs.10 Lakhs and above for each
project in last three years

Presence in AP (During the


period from April 2009 to
March 2012)

Relevant Staff

Years
st

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Evaluation, assessment
projects on the field

5 years

Evaluation, assessment
Successfully completed one
projects on the field projects in evaluation or assessment project in
AP
AP in last three years
Number of consultants in
relevant field Two experienced
employees working with the
organisation for more than two

RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

REEMAP

years and having relevant


experience of more than five
years.

Table3: Minimum Eligibility Criteria for Training Centre Evaluation and Biometric Attendance Monitoring
(For Technical Agency)
Series
A

6.1.5

Criteria

Unit

Standing years (As on


st
31 March 2012)
Financial Standing
st
(from 1 April 2010 to
st
31 March 2012)
Relevant Projects
Handled (During the
period from April 2009
to March 2012)
Presence in AP (During
the period from April
2009 to March 2012)

Years

Three years

Lakhs (Rs)

Total turnover of Rs.200 Lakhs in last two


Financial Years of the company which
handled Biometric related project

Biometric related Project

Two projects with minimum value of


Rs.10 Lakhs and above for each project in
last three years

Biometric related Project in Successfully completed one biometric


AP
project in AP in last three years
No. of Technical
Consultants in relevant
field

Relevant Staff

Eligibility

Two experienced employees working with


the organisation for more than two years
and having relevant experience of more
than five years.

Each of the Consortium members shall provide the following information and supporting
documents towards their claims.
Table4: Information & Supporting Documents
S No.

Eligibility Criteria

Type of Entity
&Number of years of
Existence

Information as
per Table No.
Part-II
Form 5

Supporting Documents
Please see note under Form 5

Financial Standing

Relevant Projects
Handled (Skill
Development,
Education & Training)

Presence in AP

Relevant Staff

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Part-II
Form 6

Part-II
Form 7

Part-II
Form 7
Part-II
Form 8

Certificate from the Chartered Accountant as per


format mentioned in Form 6
Annual Financial Statements for the years 2009-10,
2010-11 and 2011-12, certified by Chartered
Accountant
Certificate from Government bodies indicating
successful completion of similar projects.
Work orders from Government and payment proof for
completion may be submitted as proof of the project
value

RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

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6.2

Technical Evaluation Criteria

6.2.1

The evaluation of each Technical Proposal shall be done, taking into account the criteria
and sub-criteria given below. Each eligible proposal will be evaluated and proposal will be
rejected if it fails to achieve the minimum prescribed technical score.

6.2.2

The basis of awarding Weightage Points for Technical Proposal evaluation is given below.
A maximum of 50 points shall be awarded for Technical Proposal.

Table5: Technical Evaluation Criteria for Training Centre Evaluation and Biometric Attendance Monitoring
(For Academic/ Research Institution Entity in the Consortium)
S No

Parameter

Years in existence

Presence in Evaluation
and Assessment Field
Studies

Presence in AP

Maximum
Points

Criteria

Number of Years

10

Experience in Working
with Government

Financial Standing

10

Technical Presentation

15

Grand Total

50

Number of
Projects
Number of
Evaluation and
Assessment
Projects done in
AP
Number of
Government
Projects handled
in Evaluation
and Assessment
field
Average Annual
Turnover in last
three years (Rs.
Crore)

Weightage Points
10 and above

7-9

5-6

(5 Points)

(4 Points)

(3 Points)

8 and above

6-7

4-5

(10 Points)

(8 Points)

(5 Points)

Above 3

2-3

(5 points)

(4 points)

(3 Points)

Above 3

2-3

(5 points)

(3 points)

(1 Point)

Above 20

10 - 20

7.5 - < 10

(10 Points)

( 7 Points)

(3 Points)

Table6: Technical Evaluation Criteria for Training Centre Evaluation and Biometric Attendance Monitoring
(For Technical Agency Entity in the Consortium)
S No

Parameter

Years in existence

Experience in Biometric
Related Projects

Presence in AP

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Maximum
Points

Criteria

Number of Years

10

Number of
Projects
Number of
Biometric
related projects
done in AP

Weightage Points
10 and above

7-9

5-6

(5 Points)

(4 Points)

(3 Points)

8 and above

6-7

4-5

(10 Points)

(8 Points)

(5 Points)

Above 3

2-3

(5 points)

(4 points)

(3 Points)

RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

S No

Parameter

Experience in working
with Government

Financial Standing

Maximum
Points

10

Technical Presentation

15

Grand Total

50

Criteria
Number of
Biometric
related
Government
Projects handled
Average Annual
Turnover in last
three years for
Biometric
related
projects(Rs.
Crore)

REEMAP

Weightage Points
Above 3

2-3

(5 points)

(3 points)

(1 Point)

Above 20

10 - 20

7.5 - < 10

(10 Points)

( 7 Points)

(3 Points)

6.2.3

Each of the Consortium members shall prepare and submit the Technical Presentation as
per the details mentioned in the Form 9 of the Bid document. Each of the Consortium
members shall be asked to provide presentation to the panel of REEMAP.

6.2.4

The Technical presentation evaluation will be based on the following parameters:


Table 7: Evaluation of Technical Presentation
SNo
1

Particulars
Approach & Methodology

Points
15

6.3

Financial Bid

6.3.1

The Bidder shall prepare and submit the Financial Bid as per the format stipulated in Form
10 (Financial Bid of Training Centre Evaluation and Biometric Attendance Monitoring) of
Part-II of this RFP Document. Bidders are required to offer their lowest quote for providing
services to the REEMAP towards training centre evaluation and biometric attendance
monitoring.

6.4

Evaluation Process

6.4.1

The Bids received would be subject to a step-wise evaluation procedure as given below:

6.4.2

Step 1: Test of Responsiveness

Step 2: Test for Minimum Eligibility

Step 3: Technical Evaluation

Step 4: Evaluation of Financial Bid

REEMAP reserves the right to seek clarifications from the Bidders. The Bidders shall be
required to furnish such clarifications. In the course of evaluation, if in REEMAPs opinion,
the Technical Proposal is materially deficient or inconsistent in any aspect or fraudulent;

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the Bid shall be declared Non-Responsive and shall not be considered for further
evaluation.
6.4.3

Test of Responsiveness of Bid

6.4.3.1

The Bids submitted by Bidders shall be initially scrutinised to establish "Responsiveness". A


Bid may be deemed "Non-responsive" if it does not satisfy any of the following conditions:

It is not received within the time and date specified.

It does not include sufficient information for evaluation and/or is not in the formats
specified or incomplete in any respect.

It is not signed and/ or sealed in the manner and to the extent indicated in Instructions
to Bidders of this RFP Document.

It is not accompanied by the requisite Bid Processing Fee and the Bid Security.

If General Power of Attorney by way of a Resolution of the Company authorising the


authorised signatory is not submitted.

If not complied with instructions contained in Instructions to Bidders.

6.4.4

Test for Minimum Eligibility

6.4.4.1

The Technical Proposal (Cover-I) would be initially checked for the eligibility of the each
member of the Consortium. The technical proposals of only those Bidders who fulfil the
minimum Eligibility Criteria as described in Clause 6.1above would be further evaluated.
The Technical Proposals of those bidders who found not satisfying the eligibility criteria
shall be rejected and REEMAP, at the end of the Bidding Process, will return the Bid Security
and upon request, the unopened Financial Proposals (Cover-II) to such ineligible Bidders.

6.4.5

Evaluation of Technical Proposal (Cover-I)

6.4.5.1

The Technical Proposal (Cover-I) of eligible Bidders (each member of the Consortium)
would then be evaluated. The Bidder may also be required to give such clarifications and
additional information on their capabilities and technical proposal as may be required.

6.4.5.2

The evaluation shall be on Weightage Points awarded based on the information and
supporting documents submitted in accordance with Clause 6.2.2 above and on the
Technical presentation in accordance with Clauses 6.2.3& 6.2.4 above. The details of
scoring and weights are provided under Clause 6.2.Both the Agencies in the Consortium will
be evaluated separately and each Agency of the consortium have to secure a minimum of
30 points out of 50 points (Minimum Cut-off Score) for further evaluation and opening of
the Financial Bids.

6.4.5.3

If any of the members of the Consortium, who fail to secure a Minimum Cut-off Score, will
be treated as ineligible for further process and their Financial Bids will be returned to the
respective Bidders in sealed cover condition itself.

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6.4.5.4

REEMAP

The Bidders will be assigned a Technical Score by averaging the scores of both the
Consortium members.
Illustration: If Academic/ Research Entity has secured 40 points during its Technical
Evaluation & Technical Agency entity has secured 36points during its Technical Evaluation
then the Technical Score of the Bidder is : (40+36)/2 = 38

6.4.6

Evaluation of Financial Proposal (Cover-II)

6.4.6.1

The Financial Bid of the shortlisted bidders will be evaluated as per the format provided in
Form-10 of Part-II of the RFP. The maximum achievable Financial Score is 50.The Financial
Bids of the Shortlisted Bidders shall be opened in the presence of the authorised
representatives of the Shortlisted Bidders

6.4.6.2

REEMAP shall open the Financial Bids of all the Bidders and identify the bidder quoting the
lowest Consultancy Fee for carrying out the Training Centre evaluation & Biometric
Attendance Monitoring of training centres under RYK. The Bidder whose Financial Bid is the
lowest would be assigned a Total Financial Score of 50.

6.4.6.3

The Total Financial Score for other Bidders will be pro-rata and computed in the following
manner:
Pro-rata Total Financial Score of the concerned Bidder = 50 XA/B
Where,
A = Fee quoted by the Bidder with lowest financial bid
B = Fee quoted by the concerned Bidder

6.5

Selection of Evaluation Agency/ Successful Bidder

6.5.1

The selection of Evaluation Agency Training Centre Evaluation and Biometric Attendance
Monitoring of Training Centres under RYK shall be carried out on Quality Cost Based
Selection (QCBS) Method. Under QCBS Method 60% of the Weightage shall be given to
Technical Score of the Bidders and 40% Weightage shall be given to Financial Bids of
the Bidders.

6.5.2

The Total Composite Score for a Bidder would be computed as follows:


Total Composite Score = (Total Technical Score x 60%) + (Total Financial Score x 40%)

6.5.3

The Bidder scoring highest Total Composite Score would be declared as the Successful
Bidder. In case of Bidders having the same Total Composite Score, the Bidder with the
higher Total Financial Score would be declared as the Successful Bidder.

6.5.4

In the event that the Successful Bidder withdraws or is not selected for any reason in the
first instance (the first round of bidding), REEMAP may invite all the remaining Bidders to
revalidate or extend their respective Bid Security ,as necessary, and match the Bid of the
aforesaid Successful Bidder (the second round of bidding). If in the second round of
bidding, only one Bidder matches the Successful Bidder, it shall be the Selected Bidder .If
two or more Bidders match the said Successful Bidder in the second round of bidding, then

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REEMAP

the Bidder whose Financial Score was higher as compared to other Bidder(s) in the first
round of bidding shall be the Selected Bidder.
6.5.5

In the event that no Bidder offers to match the Successful Bidder in the second round of
bidding, REEMAP may, in its discretion, invite fresh Bids (the third round of bidding) from
all Bidders except the Successful Bidder of the first round of bidding or annul the Bidding
Process, as the case may be.

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Part II
Bid Submission Formats

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REEMAP

Form-1: Format of Power of Attorney for Signing of Bid


(To be submitted along with covering letter in Cover-I, Refer Clause 5.8.2.1(a) of Part-I of the RFP)
Know all men by these presents, we.. (name of the Bidder and address
of the registered office) do hereby irrevocably constitute, nominate, appoint and authorise Mr/ Ms
(name), son/daughter/wife of and presently residing at
., who is presently employed with us and holding the position of . , as
our true and lawful attorney (hereinafter referred to as the Attorney) to do in our name and on our
behalf, all such acts, deeds and things as are necessary or required in connection with or incidental to
submission of our bid for the selection of Evaluation Agency for Training Centre Evaluation and
Biometric Attendance Monitoring of the Training Centres running under Rajiv Yuva Kiranalu
(RYK)being implemented by the Rajiv Education and Employment Mission in Andhra Pradesh,
Department of Rural Development, Government of AP (the REEMAP) including but not limited to
signing and submission of all information, proposals, bids and other documents and writings,
participate in Pre-bid and other conferences and providing information/ responses to the REEMAP,
representing us in all matters before the REEMAP including negotiations with the REEMAP, signing
and execution of all contracts including the Contract Agreement and undertakings consequent to
acceptance of our bid, and generally dealing with the REEMAP in all matters in connection with or
relating to or arising out of our bid for the said selection of Evaluation Agency for Training centre
evaluation and Biometric attendance monitoring of the training centres running under Rajiv Yuva
Kiranalu.
AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and
things done or caused to be done by our said Attorney pursuant to and in exercise of the powers
conferred by this Power of Attorney and that all acts, deeds and things done by our said Attorney in
exercise of the powers hereby conferred shall and shall always be deemed to have been done by us.
IN WITNESS WHEREOF WE, ., THE ABOVE NAMED PRINCIPAL HAVE EXECUTED THIS
POWER OF ATTORNEY ON THIS DAY OF . 2012.
For.........................................

(Signature, name, designation and address)


Accepted

(Signature)
(Name, Title and Address of the Attorney)
Witnesses:

1.________________________________

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REEMAP

Notes:

To be executed on Rs.100 stamp paper

The mode of execution of the Power of Attorney should be in accordance with the
procedure, if any, laid down by the applicable law and the charter documents of the
executant(s) and when it is so required, the same should be under common seal affixed
in accordance with the required procedure.

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REEMAP

Form-2: Format of Power of Attorney for Lead Member of the Consortium


(To be submitted along with Covering Letter in Cover-I, Refer Clause 5.8.2.1(b) of Part-I of the RFP)
Whereas REEMAP (the Authority) has invited bids from bidders for the selection of Evaluation
Agency for Training Centre evaluation and Biometric Attendance Monitoring of the training Centres
running under Rajiv Yuva Kiranalu (the Contract).
Whereas, ..and . (collectively the Consortium) being Members of the
Consortium are interested in bidding for the Contract in accordance with the terms and conditions of
the RFP document, and
Whereas, it is necessary for the Members of the Consortium to designate one of them as the Lead
Member with all necessary power and authority to do for and on behalf of the Consortium, all acts,
deeds and things as may be necessary in connection with the Consortiums bid for the Contract and
its execution.
NOW, THEREFORE, KNOW ALL MEN BY THESE PRESENTS
We, having our registered office at , (hereinafter collectively referred to as the
Principals) do hereby irrevocably designate, nominate, constitute, appoint and authorise M/s
, having its registered office at,being one of the Members of the
Consortium, as the Lead Member and true and lawful attorney of the Consortium and of the
Principals (hereinafter referred to as the Attorney) and hereby irrevocably authorise the Attorney
(with power to sub- delegate) to conduct all business for and on behalf of the Consortium and on
behalf of the Principals in relation to the entire bidding process and, in the event the Consortium is
awarded the Contract, during the execution of the Contract, and in this regard, to do on behalf of the
Principals and on behalf of the Consortium, all or any of such acts, deeds or things as are necessary
or required or incidental to the submission of the bid for the Contract, including but not limited to
signing and submission of all applications, bids and other documents and writings, accept the Letter
of Award, participate in bidders and other conferences, respond to queries, submit information/
documents, sign and execute contracts and undertakings consequent to acceptance of the bid of the
Consortium and generally to represent the Consortium in all its dealings with the Authority, and/ or
any other Government Agency or any person, in all matters in connection with or relating to or
arising out of the Consortiums bid for the Contract and/ or upon award thereof till the Contract
Agreement is entered into with the Authority.
AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and
things done or caused to be done by our said Attorney pursuant to and in exercise of the powers
conferred by this Power of Attorney and that all acts, deeds and things done by our said Attorney in
exercise of the powers hereby conferred shall and shall always be deemed to have been done by us
and as the case may be by the Consortium.
IN WITNESS WHERE OF WE THE PRINCIPALS ABOVE NAMED HAVE EXECUTED THIS POWER OF
ATTORNEY ON THISDAY OF ..,20..

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REEMAP

For ... (Signature, Name & Title)

For................... (Signature, Name & Title)

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

Witnesses:
1.
2.

Notes:

To be executed on Rs.100 stamp paper

The mode of execution of the Power of Attorney should be in accordance with the
procedure, if any, laid down by the applicable law and the charter documents of the
executant(s) and when it is so required, the same should be under common seal affixed
in accordance with the required procedure.

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REEMAP

Form-3: Format of the Covering Letter


(The Covering Letter is to be submitted by the Lead member of the Consortium along with the CoverI of the Bid - Printed on the Letter Heads)
Date:
Place:
Mission Director
Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP)
Department of Rural Development, Government of AP
6-2-915,4thFloor, Rear Block (HMWS&SB Building), Opposite ICICI Bank
Khairatabad, Hyderabad - 500 004
Dear Sir,
Sub: Selection of Evaluation Agency for Training Centre Evaluation and Biometric
Attendance Monitoring of the Training Centres running under Rajiv Yuva Kiranalu (RYK)
Please find enclosed one (1) Original + one (1) Copy of our Bid in respect of the Selection of
Evaluation Agency for Training centre evaluation and Biometric Attendance monitoring of the
training centres running under Rajiv Yuva Kiranalu,, in response to the Request for Proposal (RFP)
Document issued by the Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP),
Department of Rural Development, Government of AP, dated__________________.
We hereby confirm that:
1

We, M/s ------------------------ (Name of the Lead Member) acting on behalf of consortium
comprising of ___________________________& (Name of the Consortium
members) submit herewith our bid in accordance with the conditions stipulated in the RFP.

We have examined in detail and have understood the terms and conditions stipulated in
the RFP Document issued by REEMAP and in any subsequent communication sent by
REEMAP. We agree and undertake to abide by all these terms and conditions. Our Bid is
consistent with all the requirements of submission as stated in the RFP or in any of the
subsequent communications from REEMAP.

The information submitted in our Bid is complete, is strictly as per the requirements as
stipulated in the RFP, and is correct to the best of our knowledge and understanding. We
would be solely responsible for any errors or omissions in our Bid. We acknowledge that
the REEMAP will be relying on the information provided in the Bid and the documents
accompanying such Bid for Selection of the Successful Bidder for the aforesaid project, and
we certify that all information provided in the Application is true and correct; nothing has
been omitted which renders such information misleading; and all documents accompanying
such Bid are true copies of their respective originals.

We acknowledge the right of the REEMAP to reject our Bid without assigning any reason or
otherwise and hereby waive, to the fullest extent permitted by applicable law, our right to
challenge the same on any account whatsoever.

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REEMAP

We satisfy the legal requirements and meet all the eligibility criteria laid down in the RFP.
We certify that we have not been blacklisted by any public authority for breach on our part.

This bid is unconditional and we hereby undertake to abide by the terms and conditions of
the RFP.

We declare that we dont have any conflict of Interest in accordance with Clause 5.5 of the
Part I of the RFP.

We have not directly or indirectly or through an agent engaged or indulged in any corrupt
practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice.

We hereby enclose a Demand draft (No. _______________ dated __________________


issued by _______________________Bank) for Rs. 25,000 (Rupees Twenty five Thousand
only) towards the Bid Security in accordance with Clause 5.12.2 of the RFP document (PartI).

In witness thereof, we submit this Bid under and in accordance with the terms of the RFP document
For and on behalf of:
Signature:
Name:
Designation:
(Authorised Representative and Signatory Lead member)

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(Company Seal)

RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

Form-4: Details of the Bidder


(Each member of the Consortium to provide)
Name and Details of the Bidder and Authorised Representative:
Name of Organisation/ Institution
Registered/ Head Office Address
Phone Numbers
Fax Number
Mobile Number
Email Address
Website
Addresses of Branch Offices (If
any?)in AP
Phone
Fax
Mobile Nos.
Email IDs
Dates of Establishment
Name of Authorised Representative
Designation
Mobile
Email

For and on behalf of:


Signature:
Name:
Designation:
(Authorised Representative and Signatory)

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(Company Seal)

REEMAP

RFP for selection of Evaluation Agency for Training Centre Evaluation & Biometric Attendance Monitoring of the Training Centres in Andhra Pradesh

REEMAP

Form-5: Legal Constitution & Number of Years of Existence


(Each member of the Consortium to provide)
Legal Constitution of Bidder (Qualification Criteria Clause 6.1.3 of RFP)
(Public Limited /Private Limited/ Partnership/ Proprietorship etc)
Status/ Constitution of the Bidding Entity
Name of Registering Authority
Registration Number
Date of Registration
Place of Registration

For and on behalf of:

(Company Seal)

Signature:
Name:
Designation:
(Authorised Representative and Signatory)
Note: Please provide copy of the registration certificate from the appropriate Registering Authority
as given below:
Entity

Substantiating Documents Required

Certificate of the Proprietorship duly certified by a Chartered Accountant


Copy of Trade License/ Sales Tax Registration/Income Tax Registration

Registered Partnership Deed/ Certificate of the Partnership duly certified by a


Chartered Accountant

Private Limited Company

Registration Certificate and Memorandum & Articles of Association

Public Limited Company

Registration Certificate and Memorandum & Articles of Association

Society/ Trust/ Association

Registration Certificate & Bylaws of Society/ Trust/ Association.

Proprietorship Firm
Partnership Firm

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REEMAP

Form-6: Financial Standing Annual Turnover


(Each member of the Consortium to provide)
Certificate from the Chartered Accountant regarding Annual Turnover of the Bidder in the
immediately preceding three financial years
Based on its books of accounts and other published information authenticated by it, this is to certify
that .. (Name of the Bidder) had, over the last three financial years, a total annual
turnover of Rs. Lakhs as per year-wise details noted below:
Financial Year ending 31st March

Total Turnover
(Rs. Lakh)

2009-10
2010-11
2011-12

Name of the audit firm/ Chartered Accountant:


Seal of the audit firm:
(Signature, name and designation and registration Number of the Chartered accountant)
Date:
Note:
Please provide certified copies of audited financial statements of the firm for the immediately
preceding three financial years. In the case of printed annual reports certification is not required.
In the event the Financial Statements for the year 2011-12are unaudited, provisional financial
statements duly certified by Chartered Accountant may be submitted.
The details provided in the above format will be considered for technical evaluation under Financial
Standing.

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REEMAP

Form-7: Details of the Projects Undertaken/ Completed


(Each member of the Consortium to provide)
Details of the Assessment or verification projects completed in last three financial years by the
Bidder
S No

Project Name

FY

Location of
Project
State(s)

For and on behalf of:

Project Details

Details of Supporting
Proof Provided

(Company Seal)

Signature:
Name:
Designation:
(Authorised Representative and Signatory)
Notes:
Please provide supporting proof as given below:
1

Certificate from Government bodies indicating successful completion of similar projects on


assessment or evaluation)

Work orders from Government and payment proof for completion may be submitted as
proof of the project value

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REEMAP

Form-8: Details of Employees


(Each member of the Consortium to provide)
Details of experienced consultants on the payrolls of Bidding Entity: (Provide details for minimum of
two experienced consultants)
Please attach the resumes of the consultants & proof of salaries paid (Pay slips or any other
documentary evidence shall be enclosed).
SNo

Name

Qualifications

Experience

Period of Service with Bidding


Entity

1
2

Pro-forma for CVs of Consultants


Name & Designation
Qualifications

Experience
Major assignments undertaken in the last
five years
Expertise in the relevant areas
(verifications and field studies)
Speak

Read

Write

Telugu proficiency

For and on behalf of:

(Company Seal)

Signature:
Name:
Designation:
(Authorised Representative and Signatory)
Notes:
Please provide some supporting documents as a proof that the consultants are on company payrolls
for the last two years.

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REEMAP

FORM-9: Details of Technical Presentation


The key areas of Technical Presentation are:

About the organisation

Understanding of the project

Methodology

Number of staff, their qualifications and responsibilities that shall be assigned in


executing the project

Statistical tools that shall be used

Duration and distribution of staff

Reasons to take up this project

Previous project experience sharing in terms of outcomes

For and on behalf of:

(Company Seal)

Signature:
Name:
Designation:
(Authorised Representative and Signatory)
Notes:
Each organisation shall be allotted a time of 30 Minutes for presentation to the panel of REEMAP.
The topics mentioned above are indicative and not exhaustive. Every organisation is expected to
prepare their technical presentations in the best possible way including the above mentioned details.

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REEMAP

Form-10: Financial Bid (Format for Financial Bid)


Date:
Place:
Mission Director
Rajiv Education & Employment Mission in Andhra Pradesh (REEMAP)
Department of Rural Development, Government of AP
6-2-915,4thFloor, Rear Block (HMWS&SB Building), Opposite ICICI Bank
Khairatabad, Hyderabad - 500 004
Dear Sir/Madam,
Sub: Selection of Evaluation Agency for Training Centre Evaluation and Biometric
Attendance Monitoring of the Training Centres running under Rajiv Yuva Kiranalu (RYK)
1

We have gone through the RFP Document and annexure thereto and we agree to abide by
all the terms and conditions mentioned therein.

We, the undersigned offer to provide the Training centre evaluation and Biometric
attendance monitoring Services for the abovementioned Project in accordance with the
terms and conditions contained in the Bid Document supplied to us and quote our
Consultancy Fee as given below:
Rupees In Figure

Rupees In Words

Consultancy Fee*for Training centre


evaluation and Biometric attendance
monitoring of the training centres
running under Rajiv Yuva Kiranalu (RYK)
for the Contract period of 1 year

The Consultancy Fee quoted by us is after taking into all the terms and conditions stated in
the RFP document, Contract Agreement, our own estimates of cost and all the conditions
that may affect the Bid.

The Consultancy Fee quoted by us is valid for the entire period of the Contract of one year.
There shall not be any escalation of the Price quoted.

We understand and agree that REEMAP is not bound to select a Bidder and reserves the
right to reject all or any of the Bids without assigning any reason whatsoever.

Place:
Date:

Name & Signature of the Bidder with Seal

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REEMAP

*Consultancy Fee is all inclusive of Consultancy charges, Verification charges, Travel costs, Boarding
and lodging costs of verifiers and any other costs involved in the project specified. The taxes as
applicable shall be paid by REEMAP.

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Part III
ANNEXURE 1
Draft Contract Agreement

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REEMAP

Contract Agreement
Between
Rajiv Education Employment Mission in Andhra Pradesh (REEMAP)
And
<Name of the Successful Bidder>
This Contract Agreement is entered into on ___ day of ___________ between the Rajiv Education
and Employment Mission in Andhra Pradesh (REEMAP), Department of Rural Development,
Government of Andhra Pradesh having their office at 4thFloor, Rear Block HMWS&SB Premises,
Khairatabad, Hyderabad - 500 004 represented by Smt. A. Santhi Kumari IAS, Mission Director,
REEMAP (hereinafter to be called The First Party).
And
----------------------------------, a Company/ Firm/ Organisation registered under ------------------- having
their Office at ---------------------------------- represented by -------------- (hereinafter referred to be called
Second Party, which expression unless otherwise provide shall include its permitted assigns)
WHEREAS
a)

The First Party is an Apex Body set up by the Department of Rural Development,
Government of Andhra Pradesh to provide employment to the unemployed youth and
works in mission mode for training and placements in the private sector for the benefit of
underprivileged youth through various partnerships and industry tie-ups. The First Party
works in a public-private partnership mode where Government, private sector
professionals and community are the stakeholders.

b)

The Second Party, is

c)

The First Party vide its Request for Proposal for the Selection of Evaluation Agency for
Training Centre Evaluation & Biometric Attendance Monitoring of Training Centres running
under Rajiv Yuva Kiranalu(RYK) dated ---------, 2012 (hereinafter called the Project );

d)

The Second Party submitted its proposal for the aforesaid Project, whereby the Second
Party represented to the First Party that it had the required professional skills and in the
said proposal agreed to provide the services to the First Party on the terms and conditions
as set forth in the RFP and this Contract Agreement:

e)

In pursuance thereof, the parties have agreed to enter into this Agreement:

1.0

Representation and Warranties

1.1

The parties hereby represent and warrant to each other that;

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REEMAP

It is duly established and existing under the laws of jurisdiction stated against its name
of this Agreement and as the legal power and authority by virtue of statute/resolution,
to sign this Agreement, perform and comply with its duties and obligations under this
agreement.

This agreement constitutes legal, valid and binding obligation in enforceable against it
in accordance with the terms hereof; order decree of regulation of any court,
Governmental instrumentality of functions; or any other documents or to the best of its
knowledge any indenture, contract or agreement to which it is a party or by which it
may be bound

There are no actions, suits, writs or proceedings pending or, to the best knowledge
against it before any court, governmental instrumentality or arbitral tribunal or quasijudicial authority that restrains it from performing its duties and obligations under this
agreement; and

No representation or warranty made herein contains any untrue statement based on


the facts and circumstances.

2.0

Relation between the Parties

2.1

This Agreement shall not constitute the appointment of either Party as the legal
representative or agent of the other Party. No Party to this Agreement shall have any right
or authority to create or incur any liability or any obligation of any kind, express or implied,
against or in the name of or on behalf of the other Party to this Agreement, and except as
specifically and expressly provided in this Agreement, neither Party shall assume or be
responsible for any liability or obligation of any nature of, or any liability or obligation that
arises from any act or omission of the other party, however or whenever it arises.

3.0

Rights and Obligations

3.1

The mutual rights and obligations of the First Party and the Second Party shall be as set
forth in the Agreement, in particular:

Second Party shall physically verify the training centres and monitor the Biometric
attendance of the training centres running under RYK (the Services) in accordance
with the provisions of the RFP & this Agreement; and

First Party shall make payments to the Second Party in accordance with the provisions
of the Agreement.

4.0

Governing Law and Jurisdiction

4.1

This Agreement shall be construed and interpreted in accordance with and governed by the
laws of India, and the courts at Hyderabad shall have exclusive jurisdiction over matters
arising out of or relating to this Agreement.

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5.0

Language

5.1

All notices required to be given by one Party to the other Party and all other
communications, documentation and proceedings which are in any way relevant to this
Agreement shall be in writing and in English language.

6.0

Authorised Representatives

6.1

Any action required or permitted to be taken, and any document required or permitted to
be executed, under this Agreement by the FIRST Party or the Second Party, as the case may
be, may be taken or executed by the officials specified in this Clause.

6.1.1

The First Party may, from time to time, designate one of its officials as the Nodal Officer.
Unless otherwise notified, the Nodal officer shall be:
************
***********
Tel: ******** Fax: ********* E-mail: *********

6.1.2

Unless otherwise notified, the Second Partys Representative shall be:


************
***********
Tel: ******** Fax: ********* E-mail: *********

7.0

Taxes and Duties

7.1

Unless otherwise specified in the Agreement, the Second Party shall pay all such taxes,
duties, fees and other impositions as may be levied under the applicable laws and the First
Party shall perform such duties in regard to the deduction of such taxes as may be lawfully
imposed on it.

8.0

Commencement, Completion and Termination of Agreement

8.1

Effectiveness of Agreement

8.1.1

This Agreement shall come into force and effect on the date of this Agreement (the
Effective Date).

8.2

Commencement of Services

8.2.1

The Second Party shall commence the respective Service within a period of 7 (seven) days
from the receipt of work orders from the First Party, unless otherwise agreed by the
Parties.

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8.3

Expiration of Agreement

8.3.1

Unless terminated earlier pursuant to Clause 8.8 hereof, this Agreement shall, unless
extended by the Parties by mutual consent, expire upon the expiry of [1 (one) year and
three weeks] from the Effective Date.

8.4

Entire Agreement

8.4.1

This Agreement and the Annexes together constitute a complete and exclusive statement
of the terms of the agreement between the Parties on the subject hereof, and no
amendment or modification hereto shall be valid and effective unless such modification or
amendment is agreed to in writing by the Parties and duly executed by persons especially
empowered in this behalf by the respective Parties.

8.4.2

Without prejudice to the generality of the provisions of Clause 8.4.1, on matters not
covered by this Agreement, the provisions of RFP and specific terms & conditions, if any,
mentioned in the work orders issued by the First Party, shall apply.

8.5

Modification of Agreement

8.5.1

Modification of the terms and conditions of this Agreement, including any modification of
the scope of the Services, may only be made by written agreement between the Parties. No
Amendment for change hereof or addition hereto shall be effective or binding on either of
the parties hereto unless set in writing and executed by the respective duly authorised
representatives of each of the parties hereto.

8.6

Force Majeure

8.6.1

The parties to this agreement shall not be liable to each other for failure or delay in the
performance of any of its obligations under this Agreement for the time and to the extent
such failure or delay is caused by riots, civil commotion, wars, hostilities between nations,
government laws, orders regulations, embargos, action by the government(s) or any agency
thereof act of God, storms, fires, accidents, strikes, sabotages, explosions, or other similar
or different categories beyond the reasonable control of the respective parties to this
Agreement

8.6.2

In the event that either party is wholly or in part, prevented from or hindered in carrying
out or observing any of the terms or conditions of this Agreement for any cause set forth
hereinabove, such party shall give written notice to the other party by the most expeditious
means as soon as possible after the occurrence of the cause relied on, given full particulars
of the reason for such prevention or hindrances, and the party shall in good faith consult
each other and take necessary measures for the resolution of the affairs so prevented or
hindered.

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8.7

Suspension of Payments by First Party

8.7.1

First Party may by written notice to Second Party, suspend all the payments to Second Party
here under (except in relation to those services which have been performed) if Second
Parry fails to perform any of its obligations under this Agreement, including carrying out the
services, provided that such notice of suspension (i) shall specify the nature of failure and
(ii) shall request second party to remedy such failure within a period not exceeding 10 days
or such other extended time as may be mutually agreed upon, after the receipt by Second
Party of such notice of suspension.

8.8

Termination of Agreement

8.8.1

Termination by First Party

8.8.1.1

First Party may terminate this agreement and may put Second Party under blacklist by not
less than 30 days written notice of termination to Second Party, to be given after the
occurrence of any of the events specified below.
(a) If Second Party not remedy a failure in the performance of its obligations under this
Agreement, within 15 days of receipt after being notified or within such further
period as First Party may have subsequently approved in writing;
(b) If Second Party become insolvent or bankrupt;
(c) If the First Party not satisfied with the performance of the Second Party after the
review of the Interim Reports after 1stand 3rdcycles.

8.8.2

Termination by Second Party

8.8.2.1

The Second Party may terminate this Agreement, by not less than 30 days written notice to
First Party; provide such notice is given after the occurrence of any of the events specified
below.

If First Party fails to pay monies due to the Second Party Pursuant to this Agreement
and not subject to dispute pursuant this agreement within 60 days (sixty days) after
receiving written notice from Second Party that such payment is overdue; or

8.8.3

Payment upon Termination

8.8.3.1

Upon termination of this Agreement First Party shall pay professional fee as per the agreed
terms for services under any outstanding work orders satisfactorily performed prior to the
effective date of termination.

8.8.4

No Objection

8.8.4.1

On termination of this agreement, the Second Party shall have no objection to the First
Party appointing a Third Party to complete the services to be performed under the scope of
this Agreement and further Second Party shall reimburse all the amount(s) [paid by the
First Party] and not utilised by it as part of its services as laid down in this Agreement.

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8.9

Assignment

8.9.1

None of the Parties shall be entitled to assign or transfer or purport to assign or transfer
any of its rights or obligations under this Agreement except with the prior written consent
of the other Party.

9.0

Obligations of the Second Party

9.1

Standards of Performance

9.1.1

The Second Party shall perform the Services and carry out its obligations hereunder with all
due diligence, efficiency and economy, in accordance with generally accepted professional
techniques and practices, and shall observe sound management practices, and employ
appropriate advanced technology and safe and effective equipment, machinery, materials
and methods. The Second Party shall always act, in respect of any matter relating to this
Agreement or to the Services, as a faithful adviser to the First Party, and shall at all times
support and safeguard the First Partys legitimate interests in any dealings with Third
Parties.

9.1.2

The Second Party shall at all times during the currency of the Agreement undertake to
conform to and comply with all relevant laws, rules and regulations

9.2

Terms of Reference

9.2.1

REEMAP envisages evaluating training centres based on parameters which are considered
to be key factors on which training centre quality and the skill development of candidate
can be assessed. The purpose of this project is to evaluate the training centres working
under Rajiv Yuva Kiranalu to understand the gaps present and measure the performance of
the training centres on different parameters. The Project is divided into four cycles and
each cycle is of three months duration.

9.2.2

The scope of work for this assignment will cover three aspects:

Training Centre Evaluation/Assessment

Verification of Biometric Attendance

Technical evaluation of biometric machine

9.2.3

Training Centre Evaluation

9.2.3.1

Training centre evaluation is to measure the quality of skill development training that is
being imparted by the training partner and the quality of training centre on the whole. The
following aspects of the training shall be evaluated:

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a) Skill attainment of the students


Assessment needs to be carried out to all the candidates present in the training centre
based on the course plan and the syllabus that has been covered till the date of the
visit. The Evaluation Agency should prepare the assessment and administer to the
candidates to check their skill attainment. The assessment should check both the
theoretical and practical knowledge of the trainees.
b) Trainers
Trainers shall be evaluated for their preparedness for the session and their knowledge
base of the subject matter. The attendance of the trainer shall be checked and the
trainers shall be evaluated on a standard scale. The counselling capabilities of the
trainers shall be evaluated on a qualitative basis.
c) Support provided by the training partner to the training centres
The support from the training partner headquarters to the franchisees shall be checked
on a qualitative basis. Financial support, technical support and placement support from
the training partner headquarter shall to be assessed. The support provided on
assessment of skill training, arrangements for classroom and setting up labs shall be
captured. Standard questionnaire shall be administered for all the training centre incharges to evaluate the support from the headquarters.
d) Youth awareness
Qualitative assessment of the youths awareness about the scope of training, future
placement opportunities and career opportunities shall be captured on a sampling
basis. A sample of 20% of the batch size shall be selected at random and awareness
shall be assessed.
e) Training methodology, teaching aids and teaching style of the trainers
Qualitative assessment of the aptness of the teaching methodology for the specific
course, teaching effectiveness of the trainer and the teaching aids available in the
training centre shall be captured.
f)

Adherence to schedule
Based on the session plan and the course curriculum, the training centre has to be
evaluated for adherence to the session plan, time spent on classroom training and
hands-on training, adequate lab practice and coverage of syllabus.

g) Mandatory display of information


Physical verification of the mandatory disclosures that are mentioned in the MoU
between the training partners and REEMAP/ sub-missions shall be checked for
compliance.

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h) Evaluation of infrastructure for compliance


Compliance check and qualitative evaluation of the training centre infrastructure, lab
infrastructure and residential facilities shall be carried out. The mandatory
requirements in the MoU for each training centre shall be verified.
i)

Evaluation of training material quality


Availability of training material with all the candidates and the relevance of the training
material for the skill development training shall be assessed.

9.2.3.2

A random sample of 100 training centres out of the functional centres should be visited
every three months (one cycle) to cover training centres across districts, sub-missions and
training partners. At the end of the year 400 training centre visits shall be completed. It
shall be ensured that out of 100 training centres to be visited during second cycle should
comprise 10% of the previously visited training centre, to check for improvement in the
quality after the first visit training centre evaluation. This process shall be carried out during
3rd and 4th cycles also.

9.2.4

Verification of Biometric Attendance

9.2.4.1

Biometric attendance monitoring shall be carried out to find out possible tampering in the
biometric enrolment process and the daily attendance process. The following checks shall
be made during the visit to the training centre:

9.2.4.2

Verification of the serial number in the biometric machine and the serial number in the
portal to check for duplicate machines.

Verification of fingerprints of all the candidates in the centre and the finger prints of the
staff in the training centre to find out fingerprint malpractices.

Verification of attendance in attendance register, biometric machine, portal and


physical attendance to identify any malpractices in fake candidates enrolled.

Random verification of the In and Out times of the candidates in the biometric machine
to check for abnormal/irregular attendance behaviour (like attendance given at late
night or in afternoon) and find out the reasons for the same.

Checking the ping date, sync date and device logs from the reports in the portal and
look for possible tampering in the biometric machine to stop the data from syncing to
the server.

A random sample of 100 training centres out of the functional centres shall be visited every
three months (One cycle) to cover training centres across districts, sub-missions and
training partners. At the end of the year 400 training centre visits shall be completed. It
shall be ensured that out of 100 training centres visited on second cycle should comprise
10% of the previously visited training centre to check for improvement in the quality after
the first visit training centre evaluation. This process shall be carried out during 3rdand
4thcycles also. Biometric attendance verification may be carried out along with the training
centre evaluation during the same visit.

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9.2.5

Technical Evaluation of Biometric Machines

9.2.5.1

Technical evaluation of the biometric machines positioned in the training centres shall be
carried out for checking possible tampering in the machine. The scope of technical
evaluation shall cover check for any physical tampering, changes to the application in the
machine and presence of all the specified technical & functional requirements for biometric
machines as defined by REEMAP. The technical evaluation shall be carried out for 20%
sample of the training centres which will be visited for evaluation.

9.2.5.2

Periodic evaluation of the application in the biometric machine and the server shall be
carried out to check for performance issues or malpractices. Evaluation of the application
and the server shall be carried out once during every cycle of three months. The gaps in
machine level, application level and server level have to be identified.

9.2.5.3

The technical evaluation of the biometric machines shall be carried out for machines
provided by all the service providers on an equal proportion during every cycle.

9.2.6

Process Flow

9.2.6.1

Stage 1: Pre-visit Preparations


The Evaluation Agency shall identify the training centres to visit for every cycle in
consultation with REEMAP. All the details about the training centres (MoU, course details,
mandatory disclosures, etc) shall be gathered in advance and based on the courses that are
being handled in the different training centres, assessments shall be prepared.
Questionnaires and checklist shall be prepared for all the parameters on which evaluation is
to be carried out. The evaluation methodology shall be finalised in accordance to the norms
of REEMAP. REEMAP will develop a software module through its own software service
provider to capture the evaluation data from the field. Evaluation Agency shall provide
suggestions to develop the software modules.

9.2.6.2

Stage 2: Visit to the Training Centres for Evaluation


The Evaluation Agency is expected to physically visit the training centres and carry out the
training centre evaluation and biometric attendance monitoring as explained in Clause 9.2
In addition to the evaluation activity, the following shall also be taken care by the
Evaluation Agency.

Collection some proof of physical verification and evidence for genuineness of issues
that are noticed during the training centre visit.

Collection of few case studies from the field.

Collation and submission of the data collected on a fortnightly basis to be uploaded into
the MIS.

Technical evaluation of biometric machines, application in the biometric machine and


the server for all the service providers partnering with REEMAP and its sub-missions.

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9.2.7

Roles & Responsibilities of the Evaluation Agency

9.2.7.1

The Evaluation Agency appointed shall coordinate with REEMAP in designing and
standardising the evaluation methodologies, formats for collection of data and sample
group.

9.2.7.2

The Evaluation Agency shall coordinate with REEMAPs software service providers to
develop the software module for capturing and displaying of the data collected during the
evaluation.

9.2.7.3

The Evaluation Agency shall carry out the evaluation as per Section 9.2.3, 9.2.4, 9.2.5 and
9.2.6 and collect the required data.

9.2.7.4

The Evaluation Agency shall enter the data collected on a periodic basis and maintain the
proofs for the issues that were noticed during the evaluation

9.2.7.5

The Evaluation Agency should appraise the both the sub-mission at district level and
REEMAP head office at state level.

9.2.7.6

Evaluation Agency shall prepare two interim reports i.e. after first and third cycle (each
cycle is of three months) and one final report and submit to REEMAP along with
suggestions for improvement.

9.2.8

Staff Requirements

9.2.8.1

The Evaluation Agency shall depute:

Senior Consultant: One senior consultant for training centre evaluation and one senior
consultant for biometric attendance monitoring. The senior consultant for training
centre evaluation should be a Postgraduate in Social Sciences/ Development
Economics, MBA (Rural Management) or MBA (Human Resource Management) with an
experience of minimum seven years. The senior consultant for biometric attendance
monitoring should have five years experience in handling biometric projects with
knowledge of biometric application development. The role of senior consultants would
be to prepare and finalise the methodology to be adopted, formats, checklists,
questionnaires, analysis framework etc. The senior consultant shall also visit the
training centres on random basis to stabilise and ensure the quality of evaluation.

Consultants: At least two junior level consultants for training centre evaluation and one
junior level consultant for biometric attendance monitoring to assist the senior
consultants in the above mentioned responsibilities. Consultants for training centre
evaluation should be Postgraduates in Social Sciences/ Development Economics with
experience of minimum three years. Consultants for biometric attendance monitoring
should have two years experience in handling biometric projects with knowledge of
biometric application development.

Field Staff: Field officers with minimum qualification of post-graduation with one year
or any degree with three years of experience shall be deputed according to the
requirements.

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9.3

Delays

9.3.1

The Second Party shall proactively do all the timely coordination between the First Party to
ensure timely completion of its part. The Second Party shall also provide to the first party
all the necessary data required for expeditious decision making. If the services are impeded
or delayed in spite of best efforts by the Second Party, suitable time extension may be
considered by the First Party provided First Party is satisfied/ convinced about the reasons
given by the Second Party.

9.4

Applicable Laws

9.4.1

The Second Party shall perform the Services in accordance with the Applicable Laws and
shall take all practicable steps to ensure that the personnel and agents of the Second Party
comply with the Applicable Laws.

9.5

Confidentiality

9.5.1

Subject to Clause 9.5.2 below, each Party agrees with the other Party that it will keep
confidential and shall not disclose to any third Person any Confidential Information.

9.5.2

Exceptions - A party may disclose confidential information:

to the extent to which it is required to be disclosed pursuant to Applicable Law;

to the extent to which it is specifically permitted by the other Party in writing;

to the extent that the Confidential Information is publicly available (other than as the
result of a breach by such Party of its confidentiality obligation under Clause 1 above);
and

to its employees and professional advisors, but only to the extent necessary and subject
to such employees and professional advisors accepting an equivalent confidentiality
obligation to that set out in this Clause.

10.0

Payment to the Second Party

10.1

The consultancy fee for the services provided towards Training centre evaluation and
Biometric attendance monitoring of the training centres running under RYK by the
Evaluation Agency shall be inclusive of consultancy charges, verification charges, report
writing, travel costs, boarding & lodging, communication costs, equipment, stationary costs
of Evaluation Agency and any other costs involved in the project specified and shall be
agreed based on the lowest consultancy fee quoted by the bidders and subject to
negotiation by REEMAP. Service Tax as applicable shall be paid by REEMAP and other taxes
if any shall be liable to Evaluation Agency as per Clause 7 of the Draft Contract Agreement.

10.2

The First Party shall pay the Second Party Consultancy fees in four instalments as prescribed
in the following table:

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Instalments

Rate

Milestones

Format standardisation
Sample data extraction
Software module development

25% of the agreed


Consultancy Fee

Submission of First Interim Reports

Third Instalment

25% of the agreed


Consultancy Fee

Submission of Second Interim Reports

Fourth Instalment

25% of the agreed


Consultancy Fee

After submission of final report

First Instalment

25% of the agreed


Consultancy Fee

Second Instalment

REEMAP

10.3

REEMAP will review the Interim Reports submitted by the Evaluation Agency after 1st cycle
and 3rd cycle. If REEMAP is not satisfied with the Interim Reports submitted by the
Evaluation Agency, REEMAP may terminate the Contract as per Clause 8.8.1.1 (c) of the
Draft Contract Agreement in Part III of this RFP document.

11

Fairness and Good Faith

11.1

The Parties undertake to act in good faith with respect to each others rights under this
Agreement and to adopt all reasonable measures to ensure the realisation of the objectives
of this Agreement.

11.2

In WITNESS WHEREOF, the parties hereto have caused this agreement to be made in
English and executed by their respective duly authorised representatives of the day and the
year first above written
For
Rajiv Education & Employment Mission in Andhra
Pradesh(First Party)

For
_______________________________________
(Second Party)

Name:
Designation:
Date:

Name:
Designation:
Date:

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