Request for Proposal (RFP) REQUEST FOR PROPOSAL FOR APPOINTMENT OF DILIGENCE PARTNERS TO ASSIST IN THE PROPOSAL EVALUATION PROCESS, YEAR

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1 Request for Proposal (RFP) REQUEST FOR PROPOSAL FOR APPOINTMENT OF DILIGENCE PARTNERS TO ASSIST IN THE PROPOSAL EVALUATION PROCESS, YEAR Issued by: Media & Entertainment Skills Council (MESC) Federation House, Tansen Marg, New Delhi

2 CONTENTS Items Page No Media & Entertainment Skills Council An Introduction 3 Process, 3 4 Scope of work, Deliverable & Timelines 5 7 Schedule of events / timelines for submission of bid 7 Proposal Opening & evaluation Criteria 8 9 Terms of Payment 10 Bidders Inquiries & MESC s response 10 Venue & Deadline for Submission of Proposal 11 General Instruction 11 Rights of MESC 13 Payment Terms & Conditions 13 Award of Contract 14 Annexure Proposal Submission Letter 15 Annexure Letter for Submission of Technical Bid 16 Annexure Letter for Submission of Financial Bid 17 2

3 Media & Entertainment Skills Council AN INTRODUCTION Media & Entertainment Skills Council (MESC) is Sector Skills Council promoted by Federation of Indian Chambers of Commerce & Industry under the aegis of National Skill Development Corporation (MESC). MESC has a mandate to create lakhs (1.2 mn approx.) skilled workforce by 2022 and contribute to the National Skill Mission of creating 500 million skilled workforce by Media & Entertainment Skills Council seeks to address the gaps in the industry by creating an ecosystem by integrating the Training Partners (for profit or Not for Profit, Government or Non Government), Assessment agencies and private stakeholders for the purpose of skill development in this unorganised niche sector. MESC will now be empaneling several training providers for imparting training for various Qualification Packs comprising of relevant National Occupational Standards for occupations covering 80% of the workforce requirement in the following sub sectors of Media & Entertainment: 1. Film 2. Television 3. Animation 4. Gaming 5. Radio 6. Print 7. Internet & OOH PROCESS MESC receives proposals from private sector organizations (for profit or not for profit) for Affiliation. After detailed evaluation MESC approves the proposal and provides affiliation. Till date, MESC has affiliated multiple VTP (Vocational Training Partners) 8 under the Star Scheme for the purpose of providing training in the field of Animation. As per the proposal evaluation process, MESC appoints an independent consulting agency to conduct technical, financial & legal due diligence of proposals. The agency so appointed by MESC has to commence the process of technical, financial & legal due diligence of proposals as per the process defined in the RFP. MESC invites bids from suitable consulting agencies to carry out technical, financial & legal due diligence of proposals for affiliation. The appointment of consulting agencies will be for Year THE OPPORTUNITY Considering that Media & Entertainment Skills is a sunrise sector with a dearth of quality Training Providers, the Sector (being a niche and creative one) holds large potential to engage several training providers with state of art Infrastructure and training facilities. 3

4 After a training provider submits the Affiliation document, it will be evaluated at multiple levels before the final decision taken by the Governing Council on the affiliation. The Proposal would primarily be evaluated on three fronts Technical, Financial and Legal. The levels of proposal evaluation/ approval are as shown below: Proposal Approval Committee Governing Council/ Board, MESC Level 3 Stage 1 : Due diligence Stage 2: Proposal evaluation by Due diligence partner & MESC Level 2 MESC Secretariat/ Team will shortlist the vendors for PEC Level 1 Role & Responsibilities: Proposal: The proposal shall be evaluated on Technical, financial and legal basis and the role/ responsibility of various Committees are as mentioned below. 1. First Level Filtering The Media & Entertainment Skills Council will execute the FLF and shall forward the selected proposals for evaluation to the Proposal Evaluation Committee (PEC). 2. Proposal Evaluation Committee The Proposal evaluation Committee shall comprise of the Due Diligence partner and the MESC Team. The role of this committee will be to form a view on the proposal based on the discussions after financial, technical & Legal due diligence and recommend the same to the PAC (Proposal Approval Committee). 3. Proposal Approval Committee The Proposal Approval Committee shall comprise of the Governing Council. The council will mark the proposal on the basis of the selection criteria & report so submitted by the due diligence partner. The board holds the right to reject or approve the proposal after sighting appropriate reasons for the same. 4

5 SCOPE OF WORK, DELIVERABLES AND TIMELINES The scope of work would cover the following activities to be completed and deliverables to be submitted by consultant as per the timelines defined below: Stages in Proposal Evaluation & approval Process Due Diligence Stage Activities to be done by the Agency Due Diligence of proposals. This includes the following: Due diligence as per the checklist. Evaluate the proposal as per demand and employment; geography; robustness of overall plan and operating model; financials; and promoter/manage ment capability and track record and other relevant parameters as and when decided. The due diligence process should scrutinize a proposal s critical aspects, including compliance with MESC s guidelines; Capability evaluation of management team (experience, qualification, past performance etc.) Communicate key issues and obtain Deliverables Prepare and finalize due diligence report and communicate to MESC Timelines Within 15 days from the date of approval 5

6 responses from proposal owner Interact with experts and do third party checks if required. Risk assessment of the proposal as per template defined along with other parameters (if any) Conduct field visit and validate existing data. Use any other information such as secondary research etc. to help validate the information given Prepare and finalize Due Diligence report as per the template Proposal Evaluation Committee (PEC) Prepare recommendations on key gaps/deviations and other key risks identified in the proposal based on findings of due diligence and incorporate the same in due diligence report. Circulate PEC agenda to PEC members Present the proposal to PEC Re work on the proposal based on suggestions/recomm endations of PEC (if any). In this scenario, PEC Agenda. It consists of following: 1. Due diligence report with recommendations 2. Proposal summary (as per MESC template) 3. Final proposal copy 4.Due diligence checklist duly signed by appropriate authorised personnel 3 working days before PEC date and time which will be decided by MESC and communicated to consultant Complete the re work within 5 working days of suggestions/ recommendations from PEC and represent the proposal in next PEC meeting 6

7 obtain additional information from proposal owners, if required. Proposal Approval Committee (PAC) Prepare and finalize the due diligence report to PAC based on the PEC recommendations Present the proposal to PAC on behalf of PEC Re work on the proposal based on suggestions/recomm endations of PAC (if any). In this scenario, obtain additional information from proposal owners, if required. Due diligence report for PAC 10 working days before PAC date and time which will be decided by MESC and communicated to consultant Complete the rework within 5 working days of suggestions/recomm endations from PAC and re present the proposal in next PAC meeting SCHEDULE OF EVENTS / TIMELINES FOR SUBMISSION OF BID The following table provides a schedule of Events relating to this request. Event RFP issued to the Vendors via / Published on the website Target Date 15 th November 2014 Last date of submission of Proposals 5 th December 2014 Proposal Presentation & Shortlisting of Vendors (based on Technical Bid) 11 th December 2014 Commercial Bid opening 15 th December 2014 Award of Contract by MESC 19 th December 2014 Commencement of implementation of project 23 rd December

8 PROPOSAL OPENING AND EVALUATION CRITERIA I. Proposal Opening MESC has constituted a Committee to open and evaluate the responses of the bidders to the RFP. Select bidders would be required to make a presentation to the MESC Committee Stage 1: Technical Bid Part I Background of Agency Profile in India (no. of offices, locations and break up of staff strength) Part II Approach and Methodology Proposed approach and methodology Part III Background and Credentials Background and credentials of the agency o This should include a brief description of the organisation and the nature of work done Relevant experience o In skill development in India (preferable but not mandatory) o In technical, financial and legal due diligence Structure and experience of the proposed team, including a project manager and team members. This should include: o Number of dedicated staff to be deployed with their Name, Designation, Academic Qualifications (Degree/Year/Institution), Years of Experience, Work experience in the organization (in detail) including experience in skill development in India, technical and financial due diligence and proposed position in the team. Stage 2: Commercial Bid: The Bidder shall indicate the prices of services it proposes to supply under the contract. The contract will be awarded to the consulting firm which qualifies the technical bid and Commercial bid for the services. 8

9 Commercial Bid: The Bidder shall indicate the prices of services it proposes to supply under the contract. All costs shall be inclusive of all taxes, duties, charges and levies of State or Central Governments, as applicable, at the date of signing the Agreement and subject to deduction of all statutory deductions applicable, if any. In case of upward revision to duties and taxes the Bidder will be responsible to incur the additional cost. The Bidder has to include all costs like Travel, Lodging & Boarding, Local Travel expenses, etc incurred during the implementation and MESC will not bear any additional costs on these. II. EVALUATION CRITERIA The bids from consultants will be evaluated on the basis of the technical and financial bids with 70% and 30% weightage respectively. SUPPORT FROM MESC MESC will provide the following: Due diligence checklist Templates for the following: o Due diligence report to PEC o Due diligence report to PAC o Proposal summary Any other support during the process (if required) OTHER INSTRUCTIONS TO AGENCIES Agencies who can commit full time manpower on regular employment exclusively for this assignment will be eligible for consideration. MESC will require firm assurance from agencies that the professional staff committed for the assignment will be actually working. The key professional staff shall be the same as proposed and normally shall not be changed during the course of the assignment unless both parties agree Agencies are required to quote the rates in the Indian currency only. The agencies shall not utilize or publish or disclose or part with any statistics, data/proceeding or information collected for the purpose of MESC, without written consent of MESC. The agencies shall be bound to hand over the entire records of assignment to MESC. The agencies shall be responsible for any explanation/description in the matter of this 9

10 engagement. The Technical and Financial bids should be submitted in separate sealed envelopes. TERMS OF PAYMENT The payment terms for each proposal are defined as follows: Sl. No Deliverables Payment Terms 1 10% of the Fee On submission of initial proposal for conducting due diligence 2 On Completing of due Diligence 30% of the Fee 3 On evaluation of the due diligence report with MESC ( PEC) 30% of the Fee 3 On approval of PAC & Governing Council 30% of the Fee Service Tax: Service tax is payable on the professional fees at prevailing rates. Payments will be released within Thirty (30) days of the receipt of invoice subject to terms and conditions as per this RFP. MESC will deduct to the extent of 10% of fees payable at each stage of the deliverable due to lack of performance by agency on following aspects: Understanding and adhering to MESC funding guidelines Meeting timelines of deliverables Ensuring accuracy and adequacy of data and quality of analysis. BIDDERS INQUIRIES AND MESC S RESPONSES All enquiries / clarifications from the bidders related to this RFP must be directed in writing exclusively to Ms. Leena Jaisani, Secretary, Media & Entertainment Skills Council at her ID: 10

11 VENUE AND DEADLINE FOR SUBMISSION Proposals must be submitted at the address specified below by 1500 hours on 5 th December, 2014 by the authorized representative mentioned in the document. Ms. Leena Jaisani Secretary, Media & Entertainment Skills Council Federation House, 1, Tansen Marg New Delhi Any proposal received by the MESC after the above deadline shall be rejected and returned unopened to the Bidder. The bids submitted by fax/e mail etc. shall not be considered. No correspondence will be entertained on this matter. MESC shall not be responsible for any postal delay or non receipt/ non delivery of the documents. No further correspondence on the subject will be entertained. MESC reserves the right to modify and amend any of the above stipulated condition/criterion depending upon project priorities vis à vis urgent commitments. GENERAL INSTRUCTIONS Consulting Firms / Consortia submitting the proposal must be a legal entity duly incorporated under the law Must have a Permanent Account Number (PAN) from Income Tax authorities. All the communication to MESC including the proposal and the bid documents shall be signed on each page by the authorized representative of the bidder and authority letter should be attached with the bid. The bidders should submit their proposals in 2sets of printed copies and a non rewritable CD as a single file in PDF format. The Bid should be submitted in two separate envelops; o Technical Proposal o Financial Bid All pages of the proposal must be sequentially numbered and shall be initialled by the Authorized Representative of the bidder. The technical part of the Proposal should not contain any pricing information whatsoever on the services offered. Pricing information shall be separated and only contained in the Financial Bid. 11

12 Information which the Bidder considers proprietary, if any, should be clearly marked proprietary next to the relevant part of the text and it will then be treated as such accordingly. All prices shall be quoted in Indian Rupees (INR). Proposals shall remain valid for One Hundred and Twenty (120) days after the date of Proposal submission prescribed by the MESC. A Bidder granting the request will not be required nor permitted to modify its Proposal. The Bidder shall seal the Proposal in one outer and two inner envelopes, as detailed below. The outer envelope shall be addressed to Ms. Leena Jaisani Secretary, Media & Entertainment Skills Council Federation House, 1, Tansen Marg New Delhi Marked Clearly Proposal for Request for Proposal for Appointment of Due Diligence Partner to assist in the Proposal Evaluation Process Year (a) (b) (c) (d) Both inner envelopes shall indicate the name and address of the Bidder. The first inner envelope shall contain the technical information with 2 hard copies duly marked Original and Copy and one soft copy The second inner envelope shall include 2 copies of the Financial Bid duly marked Original and Copy. The hardcopies of the Technical proposal and Financial Bid should be in separate sealed envelopes, clearly marked as Response to Request for Proposal for Appointment of Due Diligence Partner to assist in the Proposal Evaluation Process Year (Technical proposal or Financial Bid as the case maybe) The outer envelope shall indicate the name and address of the bidder to enable the proposal to be returned unopened in case it is declared "late. Both inner and outer envelopes shall be addressed to MESC at the address specified above. The Bidder may withdraw its Proposal after the Proposal s submission, provided that written notice of the withdrawal is received by the MESC prior to the deadline prescribed for submission of Proposals. 12

13 RIGHTS OF MESC At any time, MESC may, for any reason, modify the RFP Document by an amendment. The amendment will be intimated to all proposers who confirm their intention to participate, by . In order to accord prospective Bidders reasonable time to take the amendment into account in preparing their bids, MESC may, at its discretion, extend the last date for the receipt of Bids. The bidders are allowed to resubmit their bid if required, after such amendments. If MESC deems it appropriate to revise any part of this RFP or to issue additional data to clarify an interpretation of provisions of this RFP, it may issue supplements to this RFP. MESC may, at it s discretion, extend the deadline for submission of proposals by issuing a corrigendum through to all confirmed proposers, in which case all rights and obligations of the project and the bidders previously subject to the original deadline will thereafter be subject to the deadline as extended. MESC may terminate the RFP process at any time without assigning any reason. MESC makes no commitments, express or implied, that this process will result in a business transaction with anyone. MESC reserves the right to accept or reject any proposal, and to annul the short listing process and reject all responses at any time without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected bidder or bidders of the grounds for MESC s action PAYMENT TERMS AND CONDITIONS 1. The contract(s) signed with the successful consultant(s) will be a fixed price contract. 2. In consideration of the contractor satisfactorily completing all of its obligations under this contract, the contractor shall be paid a firm price based on deliverables. 3. Payments shall be made within 15 days by MESC after submission of the invoice or claim by the Service Provider and upon verification and certification by the concerned official. MESC Committee shall certify corresponding milestones agreed and achieved. 4. Payments shall be made in Indian Rupees/ INR. 5. Amount payable to the Service Provider as stated in the Contract shall remain non negotiable and fixed during the tenure of the Contract. 13

14 AWARD OF CONTRACT To assist in the examination, evaluation and comparison of Proposals, MESC may at its discretion, ask the Bidder for clarification / seek information on the Proposal. Arithmetical errors in the proposal will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Bidder does not accept the correction of errors, its Proposal will be rejected. Review Meeting with MESC will be held within 2 Weeks of Start of the Project and every two weeks in the following weeks or as and when required. The decision of the MESC Committee in the evaluation of proposals shall be final. No correspondence will be entertained outside the process of negotiation/ discussion with the Committee. MESC reserves the right at the time of award of contract to vary the quantity of services and goods specified in the RFP without any change in price or other terms and conditions. The Contract would clearly mention the Service Levels Agreement for all milestones with defined tasks and timelines. The Bidders performance to Service Levels will be assessed as per agreed Service Level Agreements (SLAs). Default will occur if Bidder fails to meet the target service levels, as measured on a monthly basis, for a particular Service Level. All delays, failures to adhere to the SLAs will attract a financial penalty. This will be mutually decided by the selected bidder and MESC while signing the contract Within 3 days of receipt of the contract the successful Bidder shall sign and date the contract and return it to the Purchaser. The MESC reserves the right to: o Reject any or all proposals received o Enter into negotiations with one or more applicant on any aspects of the proposal o Accept any proposal in whole or in part o Award or negotiate one or more consultancy agreements o Verify any or all information provided in the proposal The contract to be entered into will be finalised mutually between selected vendor and MESC and will contain standard terms and conditions. If, in the opinion of the MESC, it appears that a contract will not be finalized with the selected vendor within five days, negotiations with other vendors submitting responsive proposals may be undertaken. Final Report will be validated by the MESC Governing Council of MESC 14

15 Proposal Submission Letter (RFP for Appointment of Due Diligence Partner to Assist in the Proposal Evaluation Process Year ) (to be on Proposer s letterhead) To: Ms. Leena Jaisani, Secretary Media & Entertainment Skills Council Federation House, 1, Tansen Marg New Delhi Dear Sir/Madam, We, the undersigned, as Proposer, having examined the complete RFP document do hereby offer to Apply as a Due Diligence Partner to assist in the Proposal Evaluation Process in full conformity of your requirements as elaborated in RFP for the amounts mentioned by us in the Commercial bid or such other sums as may be agreed to between us. We hereby agree to all the terms and conditions stipulated in the RFP and submit herewith our proposal for the said Project. Yours faithfully, (Authorised Signatory) In the capacity of Duly authorized to sign the proposal for and on behalf of Principal Proposer. 15

16 Letter for Submission of Technical Bid (to be on Proposer s letterhead) To: Ms. Leena Jaisani Secretary Media & Entertainment Skills Council Federation House, 1, Tansen Marg New Delhi Date Dear Sir Sub: RFP for Appointment of Due Diligence Partner to Assist in the Proposal Evaluation Process Year With reference to the above RFP, having examined and understood the instructions, terms and conditions, we hereby enclose our offer. We also here under submit the required information: A Descriptive Note on the Project & Deliverables Approach Paper with details on methodology Details of Prior Experience Profile of Consultants Executing the Project Company Profile, including date of establishment Nature of Business Turnover and Profits of last 3 years Details of office / operations across states / regions Details of relevant experience We certify that all statements made with regard to the education and the experience of individuals proposed for completing the subject work are accurate and factual, and we are aware that the MESC reserves the right to verify any information provided in this regard and that untrue statements may result in the proposal being declared non responsive or in other action which the MESC may consider appropriate. We understand that MESC is not bound to accept the offer and that MESC has the right to reject the offer without assigning any reasons whatsoever. Yours faithfully, Authorised Signatory of Proposer (Name & Designation, seal of the firm) 16

17 Letter for Submission of Comercial Bid (to be on Proposer s letterhead) To: Ms. Leena Jaisani Secretary Media & Entertainment Skills Council Federation House,1, Tansen Marg New Delhi New Delhi Date Dear Sir/Madam, Sub: RFP for Appointment of Due Diligence Partner to Assist in the Proposal Evaluation Process Year Having examined and understood the proposal Documents and terms and conditions, the undersigned, offer to Apply as a Due Diligence Partner to Assist in the Proposal Evaluation Process Year in conformity with the said proposal documents for the sum of....(rs.) We undertake, if our proposal is accepted, to deliver in accordance with the delivery schedule specified in the RFP. Until a formal contract is prepared and executed, this proposal, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us. (Signature) (Name) (in the capacity of) Duly authorized to sign proposal for and on behalf of the Proposer. Schedule of prices (Commercial Bid) 17

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