Power Department Government of Haryana NIT No 9/DSC/58 (107) dated 09.08.2016 Tender notice for data collection and data validation.

Haryana has two Power Distribution companies (DISCOMs) which through atleast 3550 (Nos.) rural agriculture feeders supply electricity to the agricultural tube-wells on subsidized basis. The subsidy for this purpose is provided by the State government. The Haryana electricity Regulatory commission (HERC) determines the quantum of admissible subsidy for each year by issuing a formal order after taking into account the data relating to actual supply of electricity to the agriculture feeders. 2.

Government of Haryana wishes to engage interested accounting/data

verification/consulting companies with suitable capabilities and manpower for collection and compilation of the data relating to supply of electricity to agriculture consumers in each of the agriculture feeder or otherwise in whole of the state during last three years i.e. 2013-14, 2014-15 and 2015-16 and to match the same with the data available in the orders of the HERC, to verify whether the subsidy ordered by HERC and released by the state Govt. was in accordance with the actual quantum of electricity supplied to the agriculture feeders. 3.

Pre bid conference of the interested firms will be held on 06.09.2016. Last

date for receipt of the proposals is 22.09.2016. Technical bids shall be opened on 22.09.2016. Financial bids will be opened only of the eligible bidders. 4.

The Earnest money to be submitted is Rs. 50,000/- (Fifty Thousand only) The

request for proposal (RFP documents) can be downloaded from the website of the HVPN i.e.www.hvpn.gov.in & http://haryanaeprocurement.gov.in

Dy. Secretary/Coordination for Additional Chief Secretary to Govt. of Haryana, Power Department

1

POWER DEPARTMENT GOVERNMNT OF HARYANA REQUEST FOR PROPOSAL (RFP) FOR ENGAGING ACCOUNTING/DATA VERIFICATION/CONSULTING FIRM FOR Collection and compilation of the data relating to supply of electricity in each of the agriculture feeders in whole of the State during last three years i.e. 2013-14, 201415 and 2015-16 and to consolidate the same with the data available in the orders of HERC Scope of Work

Proposal are invited for engagement of accounting / data verification consulting firm for collection and compilation of the data relating to supply of electricity to agriculture consumers in each of the agriculture feeders or otherwise in whole of the State during last three years i.e. 201314,

2014-15

consolidate

and

the

2015-16

same

with

and the

to data

available in the orders of HERC for calculation of RE Subsidy. Press Notice/NIT issue date

09.08.2016

Start date of downloading of RFP

09.08.2016

document

from

e-procurement

website of Govt. of Haryana i.e. https://haryanaeprocurement.gov.in Pre Bid conference at

Shakti

06.09.2016

Bhawan Sector – 6, Panchkula Last date/time of submission of bids

22.09.2016 up to 11:00 AM

Date/time of opening of bids

22.09.2016 at 03:00 PM

2

CONTENTS

Sr. No. Description

Page No.

1

Instructions To Bidder on e-Tendering System

2

General Instructions

3

Annexure-I:

4

Annexure-II:

Proforma for Exceptions and Deviations Qualifications and Experience of Consultant’s Personnel

5

Annexure-III :

Scope of Work and Responsibilities of Consultants

6

Annexure-IV:

Schedule of Deliverables

7

Annexure-V :

Terms of Payment

8

Annexure-VI:

Check List

3

INSTRUCTIONS TO BIDDER ON e-TENDERING SYSTEM

These conditions will over-rule the conditions stated in the tender documents, wherever relevant and applicable. 1.

Registration of bidders on e-Procurement Portal:All the bidders intending to participate in the tenders processed online are required to get registered on the centralized E-Procurement Portal https://haryanaeprocurement.gov.in. The bidders are also required to have/obtain Class-II or III digital signature certificate from any Certifying Authority or Sub-certifying Authority authorized by the Controller of Certifying Authorities for submission and processing of the bids. The detail is available on website.

2.

Download of Tender Documents: The bidders can view and download the detailed N.I.T/RFP and the time schedule (Key Dates) for the tenders floated through the single portal eProcurement

system

on

the

Home

Page

at

https://haryanaeprocurement.gov.in. 3

Pre-requisites for online bidding: In order to bid online on the portal http://haryanaeprocurement.gov.in , the user machine must be updated with the latest Java. The link for downloading latest java applet and “DC setup” Utility is available on the Home page under the tab ‘Download’ of the e-tendering Portal.

4.

Key Dates: The bidders are strictly advised to follow date and time as indicated in the online Notice Inviting Tenders (NIT). The date and time shall be binding on all bidders. All online activities are time tracked and the system enforces time locks that ensure that no activity or transaction can take place outside the start and end dates and the time of the stage as defined in the online Notice Inviting Tenders (NIT).

5

Bid Preparation (Technical & Financial), Online Payment of Tender Document Fee, e-Service fee (Rs.1000/-), EMD fees and Submission of Bid Seal (Hash) of online Bids:4

5.1 The online payment for Tender Document fee can be done using the secure electronic payment gateway looking into the EMD amount as mentioned below: Following payments are to be made by the bidder online through eprocurement

portal.

a) Tender document fee of Rs. 5,000/- and e-service charges of Rs.1000/(Total Rs. 6,000/-). b) The Bidders have to submit EMD through RTGS/NEFT to HVPNL A/c no. 00000010275201110 (IFSC Code- SBIN0001509) in State Bank of India or A/c no. 00000055116605317(IFSC Code- STBP0000387) in State Bank of Patiala should ensure that the scanned authentic proof of UTR no. issued from Bank must be uploaded/ attached during online bidding. The bidder must submit authentic proof of UTR no. issued from Bank within 2 days of submission of tender through e-mail id [email protected]. The bidder who fails to submit the authentic proof of UTR no. issued from Bank shall not be considered for opening. The secure electronic payments gateway is an online interface between contractors and authorization networks. The Interested bidder must submit the funds at least transaction + 1 day (t+1) in advance to the last date of tender and make the payment via RTGS/NEFT to the beneficiary account no. as mentioned in the Challan. 5.2 The bidders shall upload their technical offer containing documents, qualifying criteria, technical specification, schedule of deliveries, validity and all other terms and conditions except the rates (price bid). The bidder ensure that uploaded documents must be properly numbered and indexed. The bidders shall quote the prices in price bid format in a specified template. 5.3

Submission of bids will be preceded by submission of the digitally signed & sealed bid (Hash) as stated in the time schedule (Key Dates) of the Tender.

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NOTE:1. If bidder fails to complete the Online Bid Preparation & Submission stage by the stipulated date and time, his/her bid will be not be considered. 2. Bidders participating in online tenders shall check the validity of his/her Digital Signature Certificate before participating in the online Tenders at the portal http://haryanaeprocurement.gov.in. 3. For help manual please refer to the ‘Home Page’ of the e-Procurement website at https://haryanaeprocurement.gov.in, and click on the available link ‘System Requirement” to download the file. Help manual is available on ‘Home Page’ of the http://haryanaeprocurement.gov.in. 4. For any clarification regarding bid preparation and bid submission, the bidder may contact: M/s Nextenders (India) Pvt. Ltd. O/o DS&D Haryana, SCO-09,IInd Floor, Sector-16, Panchkula – 134108 E-mail: [email protected] Help Desk: 172-2582008, 2582009, 2618292 and 1800-180-2097 (Toll Free Number)

6

GENERAL INSTRUCTIONS SECTION-I 1.0

Instructions to Bidders :

1.1

The Bidder is expected to examine all the instructions, forms, schedules, terms, specifications and other information in the Bid documents. Failure to furnish all information required by the bid documents for submission of a bid not substantially responsive to the Bid document will be bidder’s risk and may result in rejection of its bid.

1.2

The bidders shall upload their technical offer containing documents, qualifying requirements, schedule of deliveries, and all other terms and conditions as per requirement of RFP except the rates (price bid). The bidders shall quote the prices in price bid format in a specified template.

1.3

The bidders are strictly advised to follow date and time as indicated in the online Notice Inviting Tenders (NIT). The date and time shall be binding on all bidders. All online activities are time tracked and the system enforces time locks that ensure that no activity or transaction can take place outside the start and end dates and the time of the stage as defined in the online Notice Inviting Tenders (NIT).

1.4

The Bidder is also required to submit the signed copies of the tender forms along with the ‘terms and Conditions of Contract’ on the e-procurement portal. All pages of the bid document should be numbered and detail to be mentioned in the checklist while submitting the bid.

1.5

The tenders will be opened electronically on the e-procurement portal using DSCs on the date and time prescribed in the notice inviting tenders in case the date of opening falls on a holiday or a holiday is subsequently declared on that date, the tenders will be opened on next working day following the holiday at the same time.

1.6

All Tenders/Offers will be regarded as constituting as offer or offers open to acceptance in whole or in part until the last date of validity as prescribed in the Notice Inviting Tenders or as indicated by the tenderer in the tender/offer, whichever be later. 7

1.7

The price must be quoted in Indian Rupees and any mistake in calculating the rupee price will not justify the claim for increase in prices.

1.8

Tenderer should specifically mention the period of validity of tender/offer. The validity of the quotation should not be less than the 120 days from the opening of tender.

1.9

The NIT may be cancelled without assigning any reasons.

1.10

Pre-Bid meeting/Clarification of Bid documents The prospective bidders can request their clarifications regarding the RFP. The address for requesting clarification is as under: Financial Advisor /Hqr., UHBVNL, Shakti Bhawan, Sector 6, Panchkula Email- [email protected] , Tel. No- 9357189009

1.11 At any time prior to opening of proposals, either at their own initiative or in response to clarifications requested by a prospective bidder may modify the RFP document by issuing the amendments. These amendments will be part of the RFP and such amendment(s) shall be sent by mail to the bidders who have already submitted their bids. Such amendments/clarifications etc. shall be given due consideration by the Bidders while submitting the Bids. 1.12 Bidders are required to furnish all information and documents as called for in this RFP document in English. Any printed literature furnished by the bidder in another language, should be accompanied with an English translation, in which case, for the purpose of interpretation of the document, the English version will be referred. 1.13 A committee of following officers will help in evaluating technical & financial bids and hereafter will be termed as “Technical & financial evaluation committee i. ii. iii. iv. v.

Chief Financial Officer, HVPNL Controller Finance, HPGCL Controller Finance, DHBVNL Financial Advisor, UHBVNL Deputy Secretary/Co-ordination, HVPNL

8

-

Chairman Member Member Member Member secretary

1.14

The proposal document shall be submitted in the following manner:-

a)

The bid shall be accompanied with earnest money amounting to Rs.50000/-.

b)

The Tender document & e-service charges of Rs. 6,000/- (Rs.5,000/- cost of tender document + Rs. 1,000/- e-service charges) are to be paid online through e-procurement portal https://haryanaeprocurement.gov.in & the tender

documents

are

available

on

the

website

https://haryanaeprocurement.gov.in . 1.15

The hard copy of Technical Proposal document shall also be submitted at the following address after opening of e-tender: O/o Deputy Secretary, Coordination Room No 104, Shakti Bhawan, Sector 6, Panchkula e-mail: [email protected] The due date and time for submission of the proposal may be extended if required.

1.16 The bidder may properly check the proposal as per the checklist at Annexure-VI before submission to ensure that all information / documents required are included. 1.17 Technical & financial evaluation committee shall examine the proposal to determine whether the proposals (at the time of opening of technical bids) are substantially responsive to the requirements of the RFP document. Proposals shall be considered non responsive and liable for rejection for the following reasons. a) Proposal is not received by the due date and time. b) Proposal is not accompanied with requisite earnest money. c)

Proposal is not accompanied with the required documents.

d) Proposal is not a ‘FIRM’ proposal. e) Proposal is not valid for the requisite minimum period. 1.18

Technical & financial evaluation committee shall take up evaluation of the bids.

1.19 Technical & financial evaluation committee” reserves the right to reject any 9

proposal at any time. 1.20

In the event of any bidder not responding to further clarifications as required for the finalization of the bid, “Technical & financial evaluation committee” reserves the right to forfeit the bid earnest money furnished by such bidder and reject the bid.

1.21 Any deviation to any clause of RFP document must be properly spelt out in exceptions and deviations statement to be submitted along with the bid as per Annexure-I, giving details of page number and clause number and detailing the deviation. “Technical & financial evaluation committee reserves the right to accept or reject any deviation or modify the relevant clause of the RFP document to the extent necessary. Exceptions and deviations statement in the prescribed proforma as per Annexure-I, must be attached with the proposal. 1.22 After opening of Financial Bids and till final selection of successful bidder, no correspondence of any type shall be entertained, unless called for by “Technical & financial evaluation committee. Any type of uncalled for clarifications on prices and / or rebates shall not be entertained. 1.23 Proposal preparation is the responsibility of the bidder and no relief or consideration can be given for errors and omissions. All costs towards submission of proposal documents etc. shall be borne by the bidders themselves. 1.24 Consultant shall not be hired for any assignment that would be in conflict with their prior or current obligations to other clients that may place them in a position of not being able to carry out the assignments objectively and impartially. 1.25 The Consultant, or any entity affiliated with the Consultant, engaged by “Technical & financial evaluation committee shall in no case represent or give opinion or advice to other stakeholders in any matter which is adverse to the interest of Power dept.,. This would constitute a ‘material breach of Contract’. 1.26 Bidders are informed that “Technical & financial evaluation committee is neither under any obligation to select any bidder, nor to give any reason for 10

selecting any bidder; “Technical & financial evaluation committee” is also under no obligation to proceed with the work or part thereof. 1.27 Successful bidder shall be required to execute the contract in the prescribed format and submit the performance security of 10% of the contract amount in the form of Bank Guarantee/Demand draft. 1.28 Earnest money of the participating bidders shall be refunded after signing of the contract agreement with the successful bidder. The earnest money of the successful bidder retained as security, shall be returned after satisfactory completion of the assignment. 1.29 The penalty @ 0.5% of the contract value per week or part thereof subject to maximum of 10% of the contract value shall be levied if consultant failed to execute the assignment within the contractual period. Stage penalty will not be applicable. 1.30 In the event of failure of bidder to execute the contract satisfactorily and as per the prescribed timelines of the activities, the Commission shall have the right to forfeit the security amount. The Government shall be at liberty to get the work completed from any other agency at the risk and cost of the Consultant. The earnest money deposited by the successful bidder shall be retained as security. 1.31 Scope of Work and Responsibilities of Consultants, Schedule of Deliverables and Terms of Payment shall be as per Annexure – III, IV and V respectively.

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SECTION-II 2.0

Information to be furnished by the Bidders

2.1

Technical Bid

i)

Standing and Experience of Bidder Firm/Organization The bidder is required to give details of the financial status like annual

turnover, manpower employed and number of assignments in which the firm/organization has assisted the different State Electricity Regulatory Commissions (SERCs)/FoR/SEBs/Distribution Licensees in conducting studies for assessment of agriculture consumption or any such related assignment. ii)

Experience and Qualification of Team Leader and Members: The experience and qualifications of the team(s) proposed for the task should

be indicated as per Annexure-II. Details of experience of team leader/members of the team should be given only for assisting the (SERCs) /FoR/SEBs/ Distribution Licensees in conducting studies for assessment of agriculture consumption or any such related assignment. iii)

Approach and methodology Approach and methodology to accomplish the assignment as per scope of

work given in Annexure-III

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2.2

Financial Bid

i)

The bidder should quote consultancy charges on the following proforma, for

scope of work as per Annexure-III, including travel, stay, office expenses or any other sundry charges. For Consultancy services

Price in ₹ (excluding Taxes and levies & service Tax)

In figure

In Words

Taxes and levies & service Tax) (₹)

Total Amount in ₹

In figure

In Words

To carry out accounting/ data verification, Collection and compilation of the data relating to supply of electricity agriculture consumers in each of the agriculture feeders or otherwise in whole of the State during last three years i.e. 201314, 2014-15 and 201516 and to reconcile the same with the data available in the orders of HERC, to verify whether the subsidy ordered by the HERC and released by the state govt was in accordance with the actual quantum of electricity supplied to the agriculture consumers. ii)

Consultants are required to quote the prices in the Indian currency only.

iii)

The bidder should give the breakup of basic price quoted and present rate of such Govt. taxes/levies in the bid. Any change in the applicable Govt. levies and taxes shall be paid extra. 13

SECTION-III 3.0

Qualifying requirement a) The bidder should have financial turnover of Rs. 5 crores per annum on an average basis from its consulting business during last three years and submit the certificate from the charted accountant. b) The bidder should have handled satisfactorily atleast one assignment of assisting the SERCs /SEBs/ Distribution Licensees/central/States/other Government Agency in conducting studies for assessment of agriculture consumption or any such related assignment in last 5 years and must submit the satisfactory completion certificate. c) The bidder should be technically and financially capable and have sufficient trained and experience manpower. The team leader should have qualification of B.Tech/ equivalent with minimum 15 years’ experience in distribution sector and should be a certified energy auditor. The team leader should have a assisting team of 5 members having qualification of CA/ICWA/B.E./B. Tech.

3.1

Approach to carry out the Assignment The bidder should submit the detailed approach/methodology to carry out the assignment as per scope of work given in Annexure -III

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Annexure-I

PROFORMA FOR EXCEPTIONS AND DEVIATIONS The bidder is required to stipulate the list of Exceptions and Deviations of RFP document, if any, in the proforma given below:Sr. No.

Description

Reference

Exception/Deviation desired

Signature of the Bidder

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Annexure-II

Qualification and Experience of Proposed Consultant’s Personnel Sr. Designation Name Qualification Experience Area of No. in specialidistribution zation Sector as Leader/ Member

1

Team Leader

2

Team Member

3

Team Member

Task Remarks assignments (with specific reference to Assessment of AP consumption or related assignment

4 5. 6 7

Keeping in view the territorial range of the study and the time period allowed for the assignment, Discoms wise teams (five numbers) shall be preferred. The consultants may arrange more field staff for data recording and validation and accordingly offer its price bid.

Signature of the Bidder

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Annexure-III Scope of Work and Responsibilities of Consultants for carrying out the Assignment :Uttar Haryana Bijli Vitran Nigam (UHBVN) and Dakshin Haryana Bijli Vitran Nigam (DHBVN), Distribution Utilities are looking after the distribution of power supply in the 21 Districts of State through its 18 Operation Circles. The Districts covered in each operation circles are given below:Name of circle

Name of Districts covered under Circle

UHBVN Ambala

i) Panchkula ii) Ambala

Yamunanagar

Yamunanagar

Kurukshetra

Kurukshetra

Kaithal

Kaithal

Karnal

Karnal

Panipat

Panipat

Sonipat

Sonipat

Rohtak

Rohtak

Jhajjar

Jhajjar

DHBVN Hisar

i) Hisar ii) Fatehabad

Jind

Jind

Narnaul

i) Mohindergarh

Rewari

Rewari

Bhiwani

Bhiwani

Gurgaon

i) Gurgaon ii) Mewat

Faridabad

Faridabad

Palwal

Palwal

Sirsa

Sirsa

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The data regarding agriculture connections in respect of DISCOMs as on January,2016 is as under; Category Agriculture connections Agriculture (11 Kv Feeders)

UHBVN

DHBVN

Total (Nos.)

307858

302570

610428

1836

1714

3550

The No of Substations is as under: Voltage level 220kV 132kV 66kV 33 kV

Number of S/Stns. 69 181 132 560

Scope of work:- Accounting/data verification and compilation of the data relating to supply of electricity to agriculture feeders in each of the agriculture feeders or otherwise in whole of the State during last three years i.e. 2013-14, 2014-15 and 2015-16 and to consolidate the same with the data available in the orders of HERC , to verify whether the subsidy ordered by the HERC and released by the state govt was in accordance with the actual quantum of electricity supplied to the agriculture feeders.

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Annexure-IV Schedule of Deliverables 1.

Submission of 1st preliminary report of 50 Within One month from the selected feeders in a template along with date of award of contract soft copy To get the acceptance after considering the Within 15 days from the Comments/suggestion

on

the

1st submission of 1st preliminary

preliminary report of 50 selected feeders by report. the employer. 2.

Submission of consolidated preliminary Within 75 days from the date report

regarding

various

activities

as of

communication

mentioned in the Scope of Work in acceptation Annexure-III along with soft copy

preliminary

of 1st

of report

of

50

feeders To get the acceptance after considering the Within one month from the Comments/suggestion on the consolidated submission of consolidated preliminary report by the employer. 3.

Submission

of

final

report

preliminary report after Within one month from the

incorporation of comments/suggestion of date of communication of the employer, if any.

acceptance of consolidated preliminary report

Note: Consultant shall be required to submit the hard copies of final report (7 No’s) along with soft copy of the deliverables.

19

Annexure-V

Terms of Payment:Payment for services rendered will be made in two installments: 1. The first installment consisting of 40% of the contracted amount/fee will be

payable within 30 days after acceptance of consolidated preliminary report with regard to the various activities mentioned in the Scope of Work in Annexure-III. 2. The second and last installment of 60% of the contracted amount/fee will be

payable within 30 days after acceptance of the final report to the satisfaction with regard to the various activities mentioned in the Scope of Work in Annexure-III,

20

Annexure-VI Checklist Bidder

shall complete the checklist and submit the same along with proposal

document. Checklist only covers certain important items required for evaluation of proposal to ensure that applicant has submitted all the necessary data / information as called for in the RFP document. Bidder shall complete this checklist and submit the same along with proposal document. Please tick ‘yes’ or ‘no’ to ensure compliance. Sr. Nos

Description

Whether Yes

1.

Whether requisite earnest money has been deposited?

2.

Whether the price bid submitted is in the Indian currency?

3.

Whether the proposal is ‘FIRM’ proposal?

4.

Whether the proposal is valid for minimum requisite period of 120 days?

5.

Whether following documents have been submitted?

No

i) Exceptions and deviations sheet (Annexure-I). ii) Experience

of personnel Team/Consultant’s

iii) Experience of the consulting Firm/Organization 6.

Note indicating approach/methodology to carry out the job as per scope given in Annexure-III.

7.

Whether information/certificate regarding conflict of interest submitted?.

8.

Whether a list of documents, data, brochures etc. submitted in support mentioned in the proposal document has been enclosed?.

9.

Whether each page of the proposal document has been signed by the authorized signatory?.

Signature of the Bidder

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