REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS FOR DEVELOPMENT AND IMPLEMENTATION OF A COMMUNICATION STRATEGY AIMED AT PUBLIC RELATION ACTIVITIES ABOUT CONCENTARTING SOLAR TECHNOLOGIES Under the UNDP-GEF MARKET DEVELOPMENT & PROMOTION OF SOLAR CONCENTRATOR BASED PROCESS HEAT APPLICATIONS IN INDIA PROJECT MANAGEMENT UNIT CONCENTRATED SOLAR HEAT PROJECT MINISTRY OF NEW AND RENEWABLE ENERGY BLOCK NO. 14, CGO COMPLEX, LODHI ROAD NEW DELHI Telefax: NOVEMBER, 2015

2 SECTION 1 INVITATION OF BIDS

3 SECTION 1-: INVITATION OF BIDS India has a very good solar energy potential of around 5-7kWh/m 2 /day. A significant part of India s low-medium temperature process heat need can be met by concentrating solar heat (CSH) technology systems alongside process integrating and suitable heat storage. This would reduce global CO 2 emissions, air pollution, and India s growing dependence on expensive and insecure imported oil. The abundant solar radiation, clean character of solar energy, high cost of fossil fuels and negative emission consequences along with large requirements for process heat below 250 C are the key drivers of the strong focus on the development of solar thermal applications in India. The use of solar concentrator to meet the process heat requirement of industrial and commercial establishments is an emerging and exciting market opportunity in India. The Ministry of New and Renewable Energy is implementing a National Programme on Solar Thermal aimed at peak shaving, conservation of electricity and fossil fuels and providing a clean, non-polluting solution to meet the process heat requirement in industrial sectors. Various promotional incentives in the form of capital subsidy or soft loan are available for solar concentrator projects under the Jawaharlal Nehru National Solar Mission (JNNSM). The web-site of the Ministry may be visited for information about the National Programme and the Guidelines for Off-Grid and Decentralized Solar Applications under JNNSM. To boost the use of Concentrating Solar Technologies, the Ministry is also implementing a new UNDP-GEF supported project on Market Development & Promotion of Solar Concentrator based Process Heat Applications in India. The objective of the project is to promote and commercialize Concentrating Solar Technologies (CSTs) for industrial process heat applications in India and facilitating the installation of 45,000 m 2 of installed solar collector area by March 2017 through demonstration and replicated projects. Direct emission reduction from these projects during its 5 years period will be 39,200 tonnes of CO Proposals are invited from PR Agencies for Development and implementation of a Communication Strategy aimed at public relation activities about Concentrating Solar Technologies as per below: (i) (ii) (iii) (iv) (v) This Bid document contains Terms of Reference and Instructions to Bidders for formulation and submission of proposals. Experience of working in Renewable energy sector is a must. Preference will be given to PR agencies working with State governments/ PSU/ Central government ministries. Minimum 5 assignments should have been completed. Pan India presence is a must with at least 5 centers in the metropolitan cities. (Address proof for the same has to be provided) with office in Delhi PR agency should be capable of having a dedicated and experienced taskforce for the project.

4 (vi) (vii) (viii) (ix) (x) (xi) (xii) (xiii) (xiv) The Bidder should have at least 5 persons with at least 2 years experience of working in PR jobs with Government and Government organization. The PMU reserves the right to alter any or all terms and conditions specified in this Bid Document. The terms and conditions governing the proposed assignment are not exhaustive and additional conditions, as may be mutually accepted, will be included in the Work Order / Contract Agreement. These conditions are also subject to modifications or deletion listed herein and clearly indicates specific deviations, if any, considered absolutely necessary. The Bidders are free to make suggestions in their offer, in addition to the specified Scope of Work or Methodology, to meet the objectives of the proposed assignment. A Pre-bid meeting will be convened on 24 th November 2015 at 3 P.M. in the office of NPM at address given below for responding to queries of applicants, if any, At any time before the submission of proposals, the PMU may, for any reason, whether at its own initiative, or in response to a clarification requested by the bidder, carry out amendment(s) to the Documents. The amendment will be notified in writing or by or Fax to all Bidders and will be binding on them. The PMU may at its discretion extend the deadline for the submission of proposals. The contractual obligations shall be as per the terms and conditions in the Work Order issued to the successful bidder at a later stage. The PMU reserves the right to reject all or any of the proposals without assigning any reason thereof. It may be noted that the costs of preparing the proposal and of negotiating the contract, including visits to the PMU for Presentation, are not reimbursable, and the PMU is not bound to accept any of the proposals that may be submitted. The selected Bidder is expected to commence the assignment on the date specified in the Work Order. A brief on Concentrating Solar Technologies (CSTs) and an overview of the UNDP-GEF CSH project are given at 5. Proposals in sealed cover may be submitted to National Project Manager, Project Management Unit, Concentrated Solar Heat Project, Ministry of New & Renewable Energy, Block 3, CGO Complex, Lodi Road, New Delhi Telefax: , singhalak@nic.in For details, please see Section-3 on Instructions to Bidders. 6. Last date for submission of proposals is December 9, 2015 *****

5 SECTION 2 TERMS OF REFERENCE

6 SECTION 2: TERMS OF REFERENCE 2.1 Introduction The industrial & commercial sector is the second largest energy using in India after the residential sector. It is estimated that of the total fuel consumption in India, 15 to 20% is consumed by industries for low & medium heat processes ranging from 60 0 C to C. The heat requirement is met by burning conventional fuels such as coal, furnace oil, natural gas and electricity. Use of solar concentrator technology integrated with system process heat demand can help replace/reduce conventional fuels which in turn will help reduce GHG emissions. Five sectors are identified for the demonstration of the technology i.e. dairy, textiles processing, hospitals, chemical processing and institutions which require process heat at high temperature and are sectors that constitute a significant share of the small scale enterprise. In India 4 types of concentrating solar technologies are presently in promotion for the purpose of process heat applications. These are i) Fixed focus E-W automatically tracked elliptical dishes ii) Single axis tracked parabolic trough concentrators & Linear Fresnel Reflectors iii) Dual axis fully tracked Paraboloid/ Fresnel Reflector based dishes and iv) Non-Imaging Concentrators For promotion of these technologies, support upto 30% of the system cost subject to certain benchmarks is available under off-grid scheme of JNNSM. Higher support of 60% is available in special category states. In addition 15% of the MNRE benchmark cost is available under UNDP-GEF CSH project for specific activities related to performance monitoring, preparation of DPR/ PFR and Operation & Maintenance of systems. The systems are being installed through State Nodal Agencies/ accredited private channel partners as per technical specifications laid down by MNRE. A total of about 177 systems have been installed so far in the country with a cumulative figure of over 41,000 sq. m. of collector area. There are 20 manufacturers/suppliers of such systems whose list are available at MNRE & CSH websites & Few CSTs systems include World s largest system at Shirdi for cooking food for 20,000 people/day, ITC, Maurya, Delhi for laundry application, SKF Mysore for Metal phosphating, RK Mission Students Home, Chennai for Solar Steam Cooking system with heat Storage & Unique Biotech, Hyderabad for Pharmaceuticals. These systems alongwith vapor absorption machines have also been demonstrated for air conditioning, at places where power cuts are high and electricity is expensive. 100 TR air conditioning plant at Muni Seva Ashram, Vadodara, 92 TR at TVS, Suzuki factory near Chennai, 100 TR for process cooling at Mahindra Vehical Manufacturers Ltd, Chakan, Pune etc. are few such examples. All these systems have been installed mainly at places where steam generated through conventional boilers is already being used for cooking/ laundry/cooling application. Installed in hybrid mode, these systems could save a significant amount of fuel oil at such places. Complete list of installation are available at Ministry and CSH websites.

7 Under the Ministry s Programme, publicity and awareness campaigns have been taken up through print and electronic media in a large number of cities in various States where potential for installation of Concentrated Solar heat is high in industries, institutional & commercial sectors. Seminars, workshops and business meets have been organized with different stakeholder groups. However, lack of adequate awareness has still remained as a key barrier in exploiting the potential for concentred solar thermal technology in the country. Accordingly, an important output/ activity under the UNDP- GEF Project pertain to Development and implementation of a Communication Strategy aimed at public relation activities about Concentrating Solar Technologies. 2.2 Objective The objective of the assignment is to create awareness on CSTs among various stakeholders through success stories/ articles in mainline dailies, trade magazines & vernacular media including organization of regional workshops for media people 2.3 Scope of work 1. The communication strategy will cover awareness creation mainly through the media but also focus on conviction and adoption through targeted, market segment and stakeholders specific interactions. Under the purview of project, the PR agency has to assure effective and credible communication deliverables. They have to convert the initiatives and successful case studies of the CSH Project into newsworthy editorials for circulation in premier media outlet across India. Further, they have to strategically customize communication to the primarily target as per below for the purpose of community cooking, process heat, laundry, space cooling etc : Community Cooking : Hostels, Ashrams, Para-Military/ defence units, Prisons, Hotels, Hospitals, Industrial canteens, etc Process heat/ laundry: Dairy, Textile, Pharmaceutical, Chemical, Metal treatment, Food processing industries, Hotels, Hospitals Space cooling: All establishments where power cuts are high & fuel oil being used for cooling 2. The work of the consultant will have to be undertaken, as given below: Prepare a comprehensive communication strategy to leverage maximum outcome from the various campaigns To increase level of awareness about CSTs and its advantages through print, electronic and web media. To ensure publication of success stories on CSTs in mainline dailies, trade magazines for industries, hotel & hospital industry and technical/religious institutions magazines

8 To plan familiarization trips for media to cover the success case studies of CSTs in India To undertake communications scanning/ feedback about developments and spread of CST installations from press clippings, news articles, radio/tv coverage etc. To write stories/articles based on field visits and interaction with various stakeholders. Deliverables 1. A minimum of 24 stories on existing installations (both in English & Hindi) each of minimum ½ a quarter page equivalent of newspapers with catchy heading will be prepared based on field visits /interaction with various stakeholders. 2. Each story will appear in atleast 3 mainline dailies (English & Hindi) after every 15 days so as to cover all 24 stories in a years time 3. These stories with photographs in the form of articles will also appear in each issue of atleast 12 relevant magazines for industries, hotel & hospital industry and religious /institutions for a period of one year with no replication. 4. The stories will also appear in vernacular media (PAN India) of 20 selected states in regional languages at least 2 in a month in each state. In addition to above 4 numbers of ½ day media workshop will also be organized one in each region for which a separate budget upto 1 lakh will be made on actual followed by visits to nearby installations. The workshops will be organized in first 6 months of the assignment. Up to 4 exposure trips of media for a maximum of 10 people will also be supported with prior approval of PMU for which expenditure on actual to a maximum of Rs. 5000/- per person for hotel stay, Rs. 500/- for food expenses and 2 nd AC train/ AC bus/taxi at notified rates for a period of maximum 2 night stay will be reimbursed. Budget : To be quoted for activities (1 to 4 above) as for other activities the amount will be paid separately on actual 2.4 Duration & Implementation Schedule The total duration for completion of the assignment is 15 weeks from the time of award of the assignment. A Project Inception Meeting and periodic review meetings will be held with the PMU at different milestones during implementation of the assignment for which the awarded organization will make themselves available for presentations before the technical committee

9 2.5 Format for the Proposal Proposals for the assignment against the above-mentioned scope of work may include the following: Approach/ Methodology Expertise of the organization in the related area of work, including the work done, and key experts available for the assignment. Team composition and task assignments. Curriculum Vitae of proposed key professional staff. Activity-wise time schedule 2.6 Selection of Consultant i. An Evaluation Committee will be constituted to evaluate the technical and financial proposals and recommend award of the consultancy assignment. Eligible applicants will be required to make presentations before the committee on their technical proposal which will be evaluated on 100 point basis. ii. Financial proposals will be opened only for those bidders who obtain more than 70 points on the technical proposal. Eligible bidders will be invited to the opening of financial bids. iii. Bidder with L1 cost will be awarded the consultancy assignment. 2.7 Terms of Payment. i) 40% of the approved contract value will be released as advance against submission of Bank Guarantee of equivalent amount along with the work order / sanction; ii) 35% of the approved contract value will be released after completion of 80% of the deliverables including submission of copies of success stories/ articles developed and Magazines & Newspapers where such stories/ articles appeared subject to satisfaction of PMU. Note: iii) Balance 25% of the contract value will be released after competition of the assignment with all documents as above received a. The assignment will be target oriented and if not achieved, the contract amount may be reduced proportionately which will be at the discretion of PMU after taking decision by the Project Executive Committee (PEC). b. PMU will have the right to reject the L-1 bid even, if the budget is found to be extra ordinary high.

10 SECTION 3 INSTRUCTIONS TO BIDDERS FOR FORMULATION AND SUBMISSION OF PROPOSALS

11 SECTION 3: INSTRUCTIONS TO BIDDER (S) FOR PREPARATION AND SUBMISSION OF PROPOSALS The bidders are expected to examine all terms and conditions and instructions included in the document. Failure to provide all requested information will be at the bidders risk and may result in rejection of their proposal. Further, the bidders are requested to submit technical and financial proposals separately. 3.1 PREPARATION OF TECHNICAL PROPOSAL The Technical Proposal for the assignment should give a detailed description of each of the Activities mentioned in the Section 2.3 and may include the following: A brief description of the Bidder/Bidder s organization and an outline of recent experience on assignments of similar nature. The information is to be furnished for each assignment, should indicate, inter-alia, the profiles of the professionals, duration, contract amount and their involvement. Approach/ Methodology Expertise of the organization in the related area of work, including the work done, and key experts available for the assignment. Team composition and task assignments. Curriculum Vitae of proposed key professional staff. Activity-wise time schedule 3.2 PREPARATION OF FINANCIAL PROPOSAL The Financial Proposal for the assignment should include the price bid with break-up of costs for undertaking Tasks. The financial proposal should cover all costs for providing the report against all the activities outlined in the Terms of Reference for Development and implementation of a Communication Strategy aimed at public relation activities about Concentrating Solar Technologies including fees and remuneration for services, preparation of reports, and other related expenditure in the field and home office. 3.3 EVALUATION AND PROCEDURE FOR SELECTION OF THE BIDDER An Evaluation Committee will be constituted to evaluate the technical and financial proposals and recommend award of the supply and installation assignment EVALUATION OF TECHNICAL AND FINANCIAL PROPOSALS An Evaluation Committee will be constituted to evaluate the technical and financial proposals and recommend award of the consultancy assignment. Eligible applicants will be required to make presentations before the committee on their technical proposal which will be evaluated on 100 point basis as per below;

12 Technical Evaluation Points Approach/Methodology/Work Plan proposed 30 Relevant expertise/experience of the organization 40 in relevant area including experience with Government of India Qualifications/experience of the key personnel 30 Total 100 Financial proposals will be opened only for those bidders who obtain more than 70 points on the technical proposal. Eligible bidders will be invited to the opening of financial bids. Bidder with L1 cost will be awarded the consultancy assignment. 3.4 GENERAL INSTRUCTIONS Bids that are incomplete in any respect, or those that are not consistent with the requirements as specified in this Request for Proposal (RFP), or those that do not adhere to formats, wherever specified, may be considered non-responsive and may be liable for rejection All communication and information should be provided in writing No change in, or supplementary information to a Bid, shall be accepted once submitted. However, the PMU reserves the right to seek additional information from the Bidder(s), if found necessary, during the course of evaluation of the Bid. Non-submission, incomplete submission or delayed submission of such additional information or clarifications sought by the PMU, may be a ground for rejecting the Bid The PMU reserves the right to reject any or all the Bids submitted in response to this Request for Proposals at any stage without assigning any reasons whatsoever Firms/organizations if found to have indulged in any corrupt or fraudulent practices will have their proposal document not taken up for consideration The PMU reserves the right to change any or all of the provisions of the RFP Document. Such changes would be intimated to all parties The successful bidder shall deposit 10% of the contract value as a security deposit in the form of Bank Guarantee within 7 days of issue of Work Order. The security deposit shall be in the form of an irrevocable Bank Guarantee issued by

13 a Scheduled Commercial Bank in favour of the PMU. This security deposit shall be released only after successful completion of the consultancy assignment. 3.5 SUBMISSION OF PROPOSALS The Bidders must submit one Original and Two Copies of the Technical proposal in one envelope, which must be sealed and clearly marked Technical Proposal. The Financial proposal must be kept in a separate envelope, which must be sealed and clearly marked Financial Proposal. Both these envelopes must then be placed in a single outer envelope, which must be sealed and addressed to the National Project Manager, Project Management Unit (PMU), Ministry of New and Renewable Energy, Govt. of India, Block No. 3, C.G.O. Complex, Lodi Road, New Delhi, India , Telefax: , singhalak@nic.in and pankaj.kumar74@nic.in The Outer Envelope must further be clearly marked: Bid for UNDP- GEF CSHP Development and implementation of a Communication Strategy aimed at public relation activities about Concentrating Solar Technologies. The outer envelope should clearly indicate the name of the assignment and the bidder s full address. Bids received with outer envelopes that do not indicate this information are liable to be rejected. The Bidder(s) may submit their Bids by Registered Post / Courier or in Person, so as to reach the Ministry by the time and date stipulated by the PMU. The Ministry shall not be responsible for any delay in submission of the Bids. Any Bid received by the Ministry after the deadline will not be accepted by the PMU. ******

14 BANK GUARANTEE FORMAT On a stamp paper of Rs (From any Nationalized or Scheduled Commercial Bank) To; National Project Manager, Project Management Unit (PMU), UNDP-GEF Project on Concentrated Solar Heat, Ministry of New and Renewable Energy, Block No. 3, C.G.O. Complex, Lodi Road, New Delhi Tel. No Dear Sirs, In consideration of your agreeing to accept Bank Guarantee for Rs.. towards Advance Bank Guarantee, Messrs.. Having its/ their office/ registered officer at. (hereinafter called the contractor) towards Advance Bank Guarantee for the due performance of the Contract entered into by them, as per the letter no. dated., for the. at under UNDP-GEF Project on Concentrated Solar Heat, in accordance with the due fulfilment of the said Contract or of the terms and conditions contained therein, we hereby undertake and agree to indemnify and keep you indemnified to the extent of Rs.. (Rupees. Only. In the event of any loss or damages, costs, charges or expenses caused to or suffered by you by reason of any breach of non-observance on the part of the Contractor of any of the terms and conditions contained in the said Contract, we shall on demand and without reference to the Contractor irrevocably and unconditionally pay you in full satisfaction of your demand the amounts claimed by you; provided that our liability under this Bank guarantee shall not at any time exceed Rs.. (Rupees.. only). The guarantee herein contained shall remain in full force and effect till you certify that the terms and conditions of the said contract have been fully and properly carried out by the contractor, and that the contractor has furnished necessary deposit or fresh guarantee towards his obligation during the Defect Liability Period of the works or till this guarantee is duly discharged by you in writing. We also agree that your decision as to whether the contractor has committed any breach or non-observance of the terms and conditions of the said Contract shall be final and binding on us. We undertake to pay to the Employer any money so demanded, subject to maximum of Rs.. (Rupees ) notwithstanding any dispute or disputes raised by the

15 contractor(s) in any suit or proceeding pending before any court or Tribunal relating thereto, our liability under this present being absolute and unequivocal. The payments made by us under this Bank Guarantee bond shall be a valid discharge of our liability for payment thereunder and the contractor(s) shall have no claim against us for making such payment. This Bank guarantee shall continue to be in full force and effect up to and inclusive of.. Notwithstanding the above limitation, we shall honour and discharge the claims preferred by you within thirty days of the expiry of this guarantee. We shall not revoke this Bank guarantee during its currency except with your previous consent in writing. This guarantee shall not be affected by any change in the constitution of our Bank or of the tenderer firm. Your neglect or forbearance in the enforcement of the payment of any money, the payment whereof is intended to be hereby secured or the giving of time for the payment hereto shall in no way relieve us of our liability under this guarantee. NOT WITHSTANDING anything mentioned here-in-above i) Our liability under this Bank guarantee shall not exceed Rs. ( only) ii) This bank guarantee is valid up to. iii) We are liable to pay the guarantee amount or any part thereof under this Bank Guarantee only and only if you serve upon us a written claim or demand on or before. All claims under this guarantee will be payable at. The guarantee is returned to you as soon as the purpose for which it is issued is fulfilled. Dated this. Day of.., Yours Faithfully, Signature and seal of the bank For.. (AUTHORISED SIGNATORY WITH STAMP)