Terms of Reference for Establishing Online Monitoring Software of RSC Performance

Transcription

1 Terms of Reference for Establishing Online Monitoring Software of RSC Performance 1. Introduction The government of Nepal (GoN) and Development Partners supporting Nepal s rural and renewable energy sector have designed National Rural and Renewable Energy Programme (NRREP) for five years from in a single programme modality. Alternative Energy Promotion Center (AEPC) is an executive agency for the programme. NRREP has been st arted from July Background Local Body Coordination and Outreach Management Sub- component ensure coordinated expansion of renewable energy technologies through efficient and effective mobilisaiton of local governance bodies, national and regional service delivery organisations and other relevant programs/projects and organisations. This involves coordinating and collaborating to provide a strategic guidance for expanding renewable energy access to the target beneficiaries through capitalizing on the local presence of DDCs; National Service Providers(NSPs) and Regional Service Centres (RSCs). In light with the approved NRREP program document, RSCs and NSPs have been selected and contracted for the period of one year and their contract will be renewed based on their performance. Further, the annual work plan and budget for all RSCs have been finalized. 3. Objectives 3.1. Development Objectives The development objective of AEPC/NRREP, which is common to its program Components, is: To improve the living standard of rural women and men, increase employment of women and men as well as productivity, reduce dependency on traditional energy and attain sustainable development through integrating the alternative energy with the socioeconomic activities of women and men in rural communities. 3.2 Objective of the Assignment The main objective of this assignment is to develop online monitoring software of RSC performance. This software will be developed in the AEPC web portal. Further, this assignment will support to systematize the monitoring of RSCs physical performance against planned milestones. 1

2 4. Scope of Work (activities). The followings are the scope (activities) of this assignment; 1. A dashboard where outreach can post recent updates, RSC focal point meeting minute and other relevant information to RSCs. 2. RSC level log-in access so that they may upload the approved AWP with activities, indicators and budgets. The log in will also enable RSCs to update monthly and trimester wise progress in the system, as well as download the information in XLs format for reporting purpose. 3. Sub-Component Level log-in access so that each sub/component/unit may approve/disapprove the updated monthly/trimester wise progress after due verification process. 4. Outreach Level log-in access so that outreach may verify and consolidate updated information and use it as management information. 5. Management level access so that all managers may review the RSCs performance (read-only). 6. Deliverables (output) The followings will be outputs of the assignment: 1. Establishment of the online monitoring software of RSC performance in the AEPC web portal and this software will pregnant all the characters mentioned in the section of scope of the assignment. 7. Inputs 7.1. Inputs from Outreach Sub-component of AEPC There will be following inputs for the assignment from Outreach Sub-component Time of the staffs from Outreach sub- component will be provided to the consultant to share the nature of job. 8. Human Resources Requirement A team of technical experts is envisaged to carry out the assignment. One of the experts should be a team leader. The bidder could be either a firm or team of technical experts Team Leader-1 A Team Leader should have technical expertise and experience in similar time of job. Apart from this there may be other supportive staffs along with team leader. 2

3 9. Qualification of the Consultant Firm The consulting firm must be legally registered in Nepal with up to date clearance of taxation and other government requirement and Must have experience in developing similar nature of software. 10. Time and budget 9.1 Timing The duration of this task shall be 3 weeks after signing the contract agreement. 9.2 Budget The budget should be prepared as per proposed format attached in Annex II. 11. Duties and Taxes The consultant firm shall pay all tariffs, duties, other taxes or charges levied by the GoN at any stage during the execution of the work. 12. Acceptance of Proposal All rights are reserved with AEPC either to approve or disapprove any proposals without giving any reasons whatsoever. 13. The Right to Audit The National Rural & Renewable Energy Programme s Compliance Unit shall have the right to audit and inspect all books, records and underlying documentation relating or pertaining to contracts or agreements under NRREP, for delivery of goods or services, kept by or under the control of the Contractor including, but not limited to those kept by the Contractor and its employees, agents, assigns, successors and subcontractors. The Contractor shall maintain such books and records, together with such supporting or underlying documents and materials, for the duration of the contract or agreement and at least to the end of the following Government of Nepal Fiscal Year from the approved date of the completion of the assignment as per contract or agreement with NRREP. A clause regarding this facility will be included in the contract document. 14. Consultant firm Selection This task is going to be assigned being base on the budget ceiling method of the procurement and budget is 200, (two hundred thousand only) including tax. Service providers will be selected based on quality of the proposal and the robustness of features that they can provide within the budget. 3

4 Annex 1 : Guidelines for proposal preparation The consultant firm should submit the following details in the proposal: a. Methodology to carry out the task b. HR details with signed CVs of the professionals c. Technical and financial proposals in two separately sealed envelopes d. Flow-chart and timeline of activities (to be included in the technical proposal) e. Budget sheet in the format of AEPC/ NRREP. f. Statements and documents, if any, acknowledging the individual and /or company s capability for carrying out similar job successfully g. Any other relevant documents 4

5 Annex-II COST OF SERVICES AND PAYMENT SCHEDULE NRREP B/L to charge expenses: Consultant: A. Detail of Fee Contract No.: SN Name of Professionals No. Person days Unit Rate (Rs.) Total Amount Rs Subtotal Overhead 10% - Total Fee (A) - VAT - B. Detail of reimbursable costs SN Reimbursable No. Unit Rate Total 1 2 Total (B) C. Total Payment Particulars Amount Rs A&B - VAT (13%) Total including VAT - D. Payment Schedule ** Installments Per cent Amount NRs Due Date Expected Output 1st installment (advance) 25% - Signed contract, followed by invoice 2nd installment 25% - Finalization of inception report 3rd installment 25% - Finalization of draft final report 4th installment 25% - After approval of final report Total 100% - * Reimbursable figures include VAT. ** Schedule includes VAT; all payments will be released only on submission of a valid and renewed company/ngo and tax registration or other relevant documents as required for the purpose. Renewed company/ngo and tax registration or other relevant documents as required for the purpose. - 5

6 Annex III - Selection /Evaluation Criteria The following will be the marking of the technical and financial proposals. A. Technical Proposal 80% B. Financial Proposal 20% A Technical Proposal A score of eighty marks is considered as total maximum mark for the Technical Proposal. The basis for the evaluation of the technical proposals will be as mentioned below. Relevant experience of firm General Experience of firm Experience of firms particularly on purposed task 6 2. Methodology to carry out the proposed tasks and effectiveness Methodology to carry out the task Innovative approaches for the task Manning and work schedule Composition of team proposed for the task Qualification of the personnel Experiences of the personnel in similar tasks Total max 80 Minimum score to pass the technical evaluation is 60 marks. B. Financial Proposal The technical proposals passing the minimum score in the technical evaluation will be selected, and the corresponding financial proposal will be opened. Based on the evaluation, AEPC/NRREP will select the best proposal and award the work. The calculation of the financial score will be as follows: Financial Score = Lowest price offered divided by price of compared offer x 20 For example, if the price of the lowest offer is 100, and the price of the compared offer is 200, then the financial score is calculated as 10. This value is added to the technical score. If the financial score should have a weight different from 20, then the multiplication factor is changed accordingly. 6

7 C: Selection The technical and financial marks are added and the firm obtaining highest score would be awarded the contract. Total score = Technical score + financial score = max 80 + max 20 7