STATE MONITO DOCUME GUJARAT AGENCY (GSWMA) Block No. 16. th, 3 rd Floor,

Transcription

1 GUJARAT STATE WATERSHED MANAGEMENT AGENCY (GSWMA) SELECTION OF AGENCIES/ INSTITUTIONS FOR MONITO RING, EVALUATION, LEARNING AND DOCUME ENTATION (MEL&D) / CONCURRENT MONITORING OF PROJECTS UNDER INTEGRATED WATERSHED MANAGEMENT PROGRAMME (IWMP) FOR GUJARAT STATE WATERSHED MANAGEMENT AGENCY (GSWMA) Through online E-Tender Gujarat State Watershed Management Agency (GSWMA) Commissionerate of Rural Development, Block No. 16 th, 3 rd Floor, Dr. Jivraj Mehta Bhavan, Gandhinagar (Gujarat) September-2014 Bid Document Fee: Rs.50,000/- in form of Demand Draft ( Non Refundable)

2 DISCLAIMER 1. This Tender document is neither an agreement and is neither an offer nor invitation by the Gujarat State Watershed Management Agency (GSWMA) to the prospective Applicants or any other person. The purpose of this Tender Document is to provide information to the agencies that may be useful to them in the formulation of their proposals, both Technical and Financial, pursuant to this Tender Document. 2. GSWMA does not make any representation or warranty as to the accuracy, reliability or completeness of the information in this tender document and it is not possible for GSWMA to consider particular needs of each Agency who reads or uses this Tender Document. This Tender Document includes statements, which reflect various assumptions and assessments arrived at by GSWMA in relation to the MEL&D/Concurrent Monitoring of projects. Such assumptions, assessments and statements do not purport to contain all the information that each Applicant may require. Each prospective Applicant should conduct its own investigations and analysis and check the accuracy, reliability and completeness of the information provided in this Tender document and obtains independent advice from appropriate sources. 3. GSWMA will not have any liability to any prospective Government/Private/Non-Government Organization/Consortium/Joint Venture or any other person under any laws (including without limitation, the law of contract, tort), the principles of equity, 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 Tender document, any matter deemed to form part of this Tender document, the award of the Assignment, the information and any other information supplied by or on behalf of GSWMA or their employees, any consultants or otherwise arising in any way from the selection process for the Assignment. GSWMA shall also not be liable in any manner whether resulting from negligence or otherwise however caused arising from reliance of any Applicant upon any statements contained in this Tender Document. 4. GSWMA will not be responsible for any delay in receiving the proposals, either online or offline. The issue of this Tender Document does not imply that GSWMA is bound to select an Applicant or to appoint the Selected Applicant, as the case may be and GSWMA reserves the right to accept/reject any or all of proposals submitted in response to this Tender Document at any stage without assigning any reasons whatsoever. GSWMA also reserves the right to withhold or withdraw the process at any stage with intimation to all who submitted the Proposals. 5. The information given is not an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. GSWMA accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on the law expressed herein, if any. Gujarat State Watershed Management Agency (GSWMA) Page i

3 6. GSWMA reserves the right to change/modify/amend any or all provisions of this Tender Document. Such revisions to the RFP/amended RFP shall be made available on the website of GSWMA ( 7. In case of dispute arising upon or in relation to or in connection with the contract between the Client and the consultant, who has not been settled amicably, any party can refer the dispute for Arbitration. Such disputes shall be referred to the sole Arbitrator who shall be mutually appointed by the parties. Such arbitration shall be held at Gandhinagar as per Arbitration and Conciliation Act 1996 rules. The decision of the arbitrator shall be final and binding upon the parties. The expenses of the arbitration shall be shared equally by the Client and the consultant. The Laws of India shall govern this Agreement for all purposes. 8. GSWMA will not be responsible for procurement and attestation using the digital signature, for details regarding procurement of digital signature certificate and its related training, the below mentioned entity should be contacted: (n) Code Solutions A Division of GNFC 301, GNFC Infotower, Bodakdev Ahmedabad (India) Tel: / 17/ 18; Fax: [email protected]; Website: Toll Free: (Ext.321) Gujarat State Watershed Management Agency (GSWMA) Page ii

4 Abbreviations used in this Tender Document AAP CB CBO CPR CRD CV DPR DWDU EAP EPA GIS GoG GoI GPS GSWMA HR IEC IGA IWMP M&E MEL&D MIS MPR PIA PRA QPR SHG SMC SLNA SWaRSys UG VWC Annual Action Plan Capacity Building Community Building Organizations Common Property Resources Commissionerate of Rural Development Curriculum Vitae Detailed Project report District Watershed Development Unit Entrepreneurship Awareness Programme Entry Point Activity Geographic Information System Government of Gujarat Government of India Global Positioning System Gujarat State Watershed Management Agency Human Resources Information Education & Communication Income Generating Activity Integrated Watershed Management Programme Monitoring & Evaluation Monitoring Evaluation Learni9ng & Documentation Management Information System Monthly Progress Report Project Implementing Agency Participatory Rural Appraisal Quarterly Progress Report Self-Help Group Soil and Moisture Conservation State Level Nodal Agency Soil Water & Resources System (a Software used by GSWMA) User Group Village Watershed Committee Gujarat State Watershed Management Agency (GSWMA) Page iii

5 TABLE OF CONTENTS Section Contents Page No. 1 Instruction to Agencies 1 Definitions 1 2 Clarification onrfp Documents 3 3 Preparation of Proposals 3 4 Submission, Receipt, and Opening of Proposal 5 5 Proposal Evaluation 5 6 Negotiations 6 7 Award of Contract 7 8 Confidentiality 7 2 Introduction Data Sheet 8 3 Technical Proposal Standard Forms 11 4 Financial Proposal Standard Forms 25 5 Terms of Reference 29 Annexures Annexure-I Suggestive indicators for Impact evaluation 37 Annexure-II Deliverables from the MEL&D Agency 40 Annexure-III Proposed Organizational Structure and Manpower 42 Annexure-IV Payment Schedule 45 Annexure-V Mandatory Documents to be Submitted 46 Annexure-VI Criteria and Sub Criteria for Evaluation of Technical Proposal 47 Annexure-VII Format of Bank Guarantee for Bid Security 51 Gujarat State Watershed Management Agency (GSWMA) Page iv

6 Section 1. Instructions to Agencies 1. Definitions a). Client means the Gujarat State Water Management Agency and with which the selected Agency signs the Contract for the Services. b). Agency means any entity including Government/Non- Government Organization/Private firm or a Joint Venture/Consortium that is willing to provide the Services to the Client under the Contract and submits proposal in response to this Tender Document. c). Contract means the Contract signed by the Agency and Client and all the attached documents and the Appendices. d). Data Sheet means such part of the Instructions to Agencies used to reflect specific location and assignment conditions. e). Day means calendar day. f). Government means the Government of Gujarat. g). Instructions to Agencies (Section 1 of the Tender Document) means the document which provides interested Agencies with all information needed to prepare their Proposals. h). Joint Venture means Agencies which comprises two or more Partners each of whom will be jointly and severally liable to the Client for all the Agencies obligations under the Contract. i). Partner means any of the entities which make up the Joint Venture, provided that each of them substantially performs the Services and/or has experience contributing to the enhancement of the expertise of the Joint Venture; and Partners means all those entities. j). Personnel means qualified persons provided by the Agency and assigned to perform the Services or any part thereof. k). Proposal means a technical proposal or a financial proposal, or both. l). TCCC means Technical Capability Cum Cost-Based Selection. n) TD means this Tender Document. o) Services means the work to be performed pursuant to the Contract. p) Standard Electronic Means includes facsimile and transmissions. r) "Terms of Reference" (TOR) means the document included in this TD as Section 5 which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Client and the Agency and expected results and deliverables of the assignment. Introduction 1.1 The Client will select an Agency from the Applicants, in accordance with the method of selection specified in the Data Gujarat State Watershed Management Agency (GSWMA) Page 1

7 Sheet, i.e. TCCC. 1.2 The Applicants are invited to submit a Technical Proposal and a Financial Proposal, for the services required for the assignment named in the Data Sheet. The Proposal will be the basis for contract negotiations and ultimately for allotment of a Contract with the selected Agency. 1.3 Agencies should familiarize themselves with local conditions relevant to the Services and take them into account in preparing their Proposals. To obtain first-hand information on the assignment and local conditions, Agencies are encouraged to visit the Client before submitting a proposal and to attend a pre-proposal conference as specified in the Data Sheet. Attending the pre-bid conference is optional. Agencies should contact the Client s representative named in the Data Sheet to arrange for their visit or to obtain additional information on the pre-bid conference. Agencies should ensure that these officials are advised of the visit in adequate time to allow them to make appropriate arrangements. 1.4 Agencies shall bear all costs associated with the preparation and submission of their proposals and contract negotiation. The Client is not bound to accept any proposal, and reserves the right to annul the selection process at any time prior to Contract award, without thereby incurring any liability to the Agencies. Fraud and Corruption 1.5 The client requires that Agencies observe the highest standard of ethics during the procurement and execution of such contracts. In pursuance of this policy, the client: a) will reject the result of evaluation of proposals if it determines that the Agency being evaluated has engaged in corrupt or fraudulent practices in competing for the contract in question; b) Will recognize an Agency as ineligible, for period determined by the Government of Gujarat. c) The Client will be entitled to forfeit and appropriate the bid security without prejudice to Client s any other right or remedy under the above conditions Eligibility 1.6 An Agency shall be incorporated and registered. In case the Agency is a Joint Venture, each Joint Venture Partner shall be incorporated and registered. 1.7 Agencies blacklisted by Government of India, any State Government or GSWMA or any Public Sector Undertaking in the last five years will not be eligible to apply 1.8 The Agency 1, should have been in existence for a minimum period of ten (10) years as evidenced by its Certificate of Incorporation/Registration and Other relevant documents 1.9 The Agency should have average annual financial turnover of INR Ten Crores in the last three year as evidenced by its Audited Statement of Accounts and a Certificate Issued by a practicing Chartered Accountant on the average Turnover 1.10 Proposals not accompanied by a demand draft in favour of the Client for INR 50,000/-(INR Fifty Thousand only) as Bid document fee will be summarily rejected. Bid Document fee is non- refundable 1 In case the applicant is a Consortium, clauses 1.8 and 1.9 will apply to the lead member of the consortium Gujarat State Watershed Management Agency (GSWMA) Page 2

8 1.11 Proposals not accompanied by Demand Draft/Bank Guarantee of INR 10,00,000/- (INR Ten Lacs only) as Bid Security will be summarily rejected. The Client shall not be liable to pay any interest on bid security deposits Bid security will be released on completion of the selection process or on completion of the validity of the proposals. Only one Proposal 1.12 An Agency may submit one proposal, either individually as a proponent or as a partner in a joint venture, in which partners are jointly and severally responsible for the contract. Proposal Validity 1.13 The Data Sheet indicates how long the Proposals must remain valid after the submission deadline date. During this period, the Agencies shall maintain the availability of experts nominated in the Proposal. The Client will make its best effort to complete negotiations within this period. Should the need arise; however, the Client may request the Agencies to extend the validity period of their proposals. Agencies who agree to such extension shall confirm that they maintain the availability of the personnel named in the Proposal, or in their confirmation of extension of validity of the Proposal, Agencies could propose new personnel in replacement, who has equivalent or better qualifications and experience than the original personnel, and would be considered in the final evaluation for contract award. Agencies who do not agree have the right to refuse to extend the validity of their proposals. 2. Clarification of RFP Documents 2.1 Agencies may request a clarification on the TD up to the number of days indicated in the Data Sheet before the proposal submission deadline date. Any request for clarification must be sent in writing, or by standard electronic means to the Client s address indicated in the Data Sheet. The Client will respond in writing, or by standard electronic means and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all Agencies. Should the Client deem it necessary to amend the TD as a result of a clarification, it shall do so following the procedure under paragraph 2.2 Amendment of RFP Documents 3. Preparation of Proposals 2.2 The Client may amend the RFP by issuing an addendum in writing or by standard electronic means in sufficient time before the submission of Proposals. The addendum shall be sent to all Agencies and also publish the same at its website and will be binding on all applicants. Agencies shall acknowledge receipt of all amendments. To give Agencies reasonable time in which to take an amendment into account in their Proposals the Client may, if the amendment is substantial, extend the deadline for the submission of Proposals. 3.1 The Proposal (see paragraph 1.2), as well as all related correspondence exchanged by the Agency and the Client, shall be written in English, the language specified in the Data Sheet 3.2 Agencies must ensure, on a best effort basis, that in their technical proposals, experts proposed for each position must be retained for the duration of the mandate. In case of unforeseen eventualities if any of the key experts proposed are unable to continue, it would be the responsibility of the Agency to substitute the said key expert(s) with another expert having Gujarat State Watershed Management Agency (GSWMA) Page 3

9 equivalent qualifications. Technical Proposal Format and Content 3.3 The Technical Proposal shall provide the information indicated in the following paragraphs from (I) to (VI) using the attached Sample Forms (Section 3). The following table summarizes the content and recommended number of pages. A page is considered to be one printed side of A4 or letter size paper. Experience of the firm Comments on terms of reference Comments on counterpart staff and facility requirements List of proposed expert team and Summary of CV particulars (i) Two (2) pages 2 introducing the Agencies background and general experience (Form TECH- 2A). (ii) Fifty (50) pages of relevant completed projects in the format of Form TECH-2B illustrating the Agency s relevant experience. No promotional material should be included. Refer Annexure V for mandatory documents to be attached. No limit, but to be concise and to the point (Form TECH-3A). Two (2) pages (Form TECH-3B). Form TECH-4 Experts CVs Personnel schedule (i) (ii) Five (5) pages for each expert s CV using Form TECH-5. Form TECH-6 A brief description of the Agency s organization and an outline of recent experience of the Agency and, in the case of Joint Venture, for each partner, on assignments of a similar nature is required in Form TECH-2 of Section 3. For each assignment, the outline should indicate the names of Sub-Agencies/ experts who participated, duration of the assignment, contract amount, and Agencies involvement. Information should be provided only for those assignments for which the Agency was legally contracted individually as corporate/legal entity or, as a lead firm or one of partners within a Joint Venture 3. Assignments completed by individual experts working privately or through other Agencies cannot be claimed as the experience of the Agency, or that of the Joint Venture partners, but can be claimed by the expert themselves in their CVs. Agencies should be prepared to substantiate the claimed experience if so requested by the Client. Comments and suggestions on the Terms of Reference including workable suggestions that could improve the quality/ effectiveness of the assignment; and on requirements for 2 In case the applicant is a consortium, the limit of 2 pages is applicable to each of the members of the consortium 3 In case the Applicant is a Joint Venture, the limit of two pages will apply to each of the members of the Joint Venture Gujarat State Watershed Management Agency (GSWMA) Page 4

10 Financial Proposals counterpart staff and facilities including: administrative support, office space, local transportation, equipment, data, etc. to be provided by the Client (Form TECH-3 of Section 3). (iii) The list of the proposed team by area of expertise, the position that would be assigned to each team member, their tasks and a summary of essential CV information (Form TECH-5 of Section 3). (iv) CVs of the experts must be signed by the experts themselves or by the authorized representative submitting the proposal (Form TECH-6 of Section 3).In absence of the experts/authorized representative s signature, CVs shall not be evaluated. 3.5 The Technical Proposal shall not include any financial information. A Technical Proposal containing financial details will be declared non responsive. 3.6 (i) The Agency shall submit the financial proposal in electronic form, only on (n) procure website using the attached sample forms (Section 4) Financial Proposals in physical form will not be accepted in any case. (ii) All activities and items described in the Terms of Reference shall be assumed to be included in the prices provided for in the Financial Proposal. Taxes 3.7 The Agency may be subject to local taxes (such as: value added or sales tax, social charges or income taxes, duties, fees, levies) on amounts payable by the Client under the Contract. Any such amounts shall be excluded in the Financial Proposal as they will not be evaluated, but they will be discussed at contract negotiations, and applicable amounts will be included in the Contract. 3.8 Agencies may express the price of their services in Indian Rupees only 4. Submission, Receipt, Opening Proposals and of 4.1 Technical Proposal, along with mandatory documents shall be submitted in hard copy (one original only) and also submitted electronically at the website as specified in the Data Sheet ( after digitally signing the same on or before the last date and time as indicated in the data sheet. 4.1 Financial Proposal shall be submitted electronically at the website as specified in the Data Sheet, after digitally signing the same ( digitally signing the same on or before the last date and time as indicated in the data sheet 4.2 The original Technical Proposal shall contain no interlineations or overwriting, except as necessary to correct errors made by the Agencies themselves. The person who signed the proposal must initial such corrections. Submission letters for both Technical and Financial Proposals should be in the format of TECH-1 of Section 3 and FIN-1 of Section 4, respectively, including required attachments, if any. 4.3 The Technical Proposal shall be marked ORIGINAL 4.4 An authorized representative of the Agency shall initial all pages of Financial Proposals. The authorization shall be in the form of a written power of attorney accompanying the Hard Gujarat State Watershed Management Agency (GSWMA) Page 5

11 5. Proposal Evaluation Evaluation of Technical Proposals Financial Proposals Copy of the Technical Proposal or in any other form demonstrating that the representative has been duly authorized to sign. 4.5 The original Technical Proposal shall be placed in a sealed envelope clearly marked TECHNICAL PROPOSAL. Similarly, the Bid Document Fee and Bid Security shall be placed in a sealed envelope clearly marked BID DOCUMENT FEE AND BID SECURITY and the name of the assignment, the envelopes containing the Technical and Bid Document Fee and Bid Security shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address, and be clearly marked DO NOT OPEN, EXCEPT IN PRESENCE OF THE OFFICIAL APPOINTED, BEFORE 15 th October, The Client shall not be responsible for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be cause for Proposal rejection. 4.6 The Proposals must be sent to the address indicated in the Data Sheet through Registered Post or in person and received by the Client no later than the time and the date indicated in the Data Sheet, or any extension to this date in accordance with paragraph 2.2. Any proposal received by the Client after the deadline for submission shall be rejected. 4.7 The Client shall open the Technical Proposal immediately after the deadline for their submission in the presence of a panel appointed for the purpose. 5.1 From the time the Proposals are opened to the time the Contract is awarded, the Agency should not contact the Client on any matter related to its Technical and/or Financial Proposal. Any effort by Agency to influence the Client in the examination, evaluation, ranking of Proposals, and recommendation for award of Contract may result in the rejection of the agency s Proposal. The evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded 5.2 The evaluation committee shall evaluate the Technical Proposals on applying the evaluation criteria, sub criteria, and point system specified in the Annexure VI for a total of 85 marks. Each responsive Proposal will be given a technical score. A Proposal shall be rejected at this stage if it fails to achieve the minimum technical score, of marks (i.e. 75% of 85 marks). Each of the Agencies who qualify after scoring the minimum technical score shall be invited for a Presentation 5.3 In the Presentation the agencies will be required to make a Power Point Presentation describing their approach and methodology for implementation of the MEL&D processes under IWMP before the High Power Technical Committee formed by GSWMA. This presentation will be evaluated for 15 marks. Bidders getting a total of more than marks i.e. (75% of 15) will be declared technically qualified. Ten hard copies of the presentation will have to be submitted at the time of Presentation. List of eligible agencies will be displayed on the website of GSWMA & will be separately conveyed to each of the qualified bidders. 5.4 After the technical evaluation is completed, the Client shall inform the Agencies who have submitted proposals the technical scores Gujarat State Watershed Management Agency (GSWMA) Page 6

12 obtained by their Technical Proposals, and shall notify those agencies whose Proposals did not meet the minimum qualifying mark or were considered non responsive to the TD, that their Financial Proposals will not be evaluated. The Client shall simultaneously notify in writing agencies that have secured the minimum qualifying mark, the date, time and location for opening the Financial Proposals. The opening date should allow agencies sufficient time to make arrangements for attending the opening. Agencies attendance at the opening of Financial Proposals is optional. 5.5 Financial Proposals shall be declared publicly in the presence of the Agency s representatives who choose to attend. The name of the Agencies, and the technical scores obtained by them shall be read aloud. The Financial Proposal of the Agency who met the minimum qualifying mark will then be opened electronically and the total prices read aloud and recorded in the minutes of the meeting. Since a lump-sum rate/hectare is to be quoted for the project period the Evaluation Committee will, in case of discrepancy between a partial amount and the total amount, or between word and figures the formers will prevail, no corrections are applied to the Financial Proposal in this respect. 5.6 The lowest evaluated Financial Proposal (Fm) will be given the maximum financial score (Sf) of 100points. The financial scores (Sf) of the other Financial Proposals will be computed as indicated in the Data Sheet. 5.7 Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T =the weight given to the Technical Proposal 80%; P = the weight given to the Financial Proposal 20%; T + P = 1) also indicated in the Data Sheet: S = St x 80% + Sf x 20%. The firm achieving the highest combined technical and financial score will be invited for negotiations. 6. Negotiations Financial negotiations 6.1 The technical negotiations will not substantially alter the Terms of Reference attached to this TD and the Technical Proposals submitted by the Agency. Negotiations will include a discussion of the Technical Proposal, the proposed approach and methodology, work plan and schedule, and organization and personnel, and any suggestions made by the Agency to improve the Terms of Reference. The Client and the Agency will finalize the Terms of Reference, personnel schedule, work schedule, logistics, and reporting. These documents will then be incorporated in the Contract as Description of Services. Special attention will be paid to clearly defining the inputs and facilities required from the Client to ensure satisfactory implementation of the assignment. The Client shall prepare minutes of negotiations which will be signed by the Client and the Agency. 6.2 The financial negotiations will include a clarification (if any) of the Agency s tax liability, and the manner in which it will be reflected in the Contract; and will reflect the agreed technical modifications in the cost of the services. If applicable, the Client will identify the local tax amount to be paid by the Agency under the Contract. (i) The financial negotiations will include a detailed review of all the Agency s proposed costs including a review of all documentation provided by the Agency in support of proposed costs. Gujarat State Watershed Management Agency (GSWMA) Page 7

13 (ii) The Review of costs may require the Agency to revise some of its cost estimates solely at its discretion. Availability of Personnel Conclusion of the negotiations 6.3 Having selected the Agency on the basis of, among other things, an evaluation of proposed personnel, the Client expects to negotiate a Contract on the basis of the personnel named in the Proposal. Before contract negotiations, the Client will require assurances that the personnel will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or for reasons such as death or medical incapacity.any proposed substitute shall have equivalent or better qualifications and experience than the original candidate and be submitted by the Agencywithin the period of time specified in the letter of invitation to negotiate. Failure to meet either of these requirements may result in disqualification 6.4 Negotiations will conclude with a review of the draft Contract. To complete negotiations the Client and the Agency will initial the agreed Contract. If negotiations fail, the Client will invite the Agency whose Proposal received the second highest score to negotiate a Contract 7.Award of Contract 7.1 After completing negotiations the Client shall award the Contract to the selected Agency. 7.2 The Agencyis expected to commence the Services on the date and at the location specified in the Data Sheet, if any. 8. Confidentiality Information relating to evaluation of Proposals and recommendations concerning awards shall not be disclosed to the Agencieswho submitted the Proposals or to other persons not officially concerned with the process, until the award of Contract. Section: 2: Introduction Data Sheet Tender Notice No. GSWMA / IWMP / ET- 05 / 2014 Name of Project : Integrated Watershed Management Programme (IWMP) Name of Services Required : Monitoring, Evaluation, Learning and Documentation (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) Name of the Client : Gujarat State Watershed Management Agency Department Name : Rural Development Department Gujarat State Watershed Management Agency (GSWMA) Page 8

14 Circle : Chief Executive Officer, Commissionerate of Rural Development, Block No. 16th, 3rd Floor, Dr. Jivraj Mehta Bhavan, Gandhinagar, (Gujarat) Period of Contract : 5 Years Bidding Type : Open Method of Selection : Technical Capacity Cum Cost Based (TCCC) Selection Weights : 80 (Technical Capacity):20 (Cost based) Formula for determining the Technical scores Formula for determining the financial scores : ST =(Technical Score under consideration) * 80% : SF = (100 x Fm / F)*20%, in which SF is the financial score, Fm is the lowest price and F the price of the proposal under consideration Total Score : ST+SF Tender Currency Type : Indian Rupee (INR) Consortium/ Joint Venture : Yes, consortium of eligible firms allowed to apply Bid Document Fee (Non Refundable) : Rs.50,000/- in form of Demand Draft Bid Document Fee Payable to : Gujarat State Watershed Management Agency payable at Gandhinagar Bid Security : INR 10 Lacs in the form of Demand Draft/Bank Guarantee Bid Security in favour of : Gujarat State Watershed Management Agency payable at Gandhinagar Proposals shall be submitted in the following language : English Proposal Validity Period : 180 days from the date of submission Important Dates Last date for receiving queries : 15 th December, 2014 upto 18:00 Hrs Tender Document Downloading Start Date Tender Document Downloading End Date : 21 st November, 2014 from 14:00 Hrs : 17 th December, 2014 upto 18:00 Hrs Last Date of Submission (Online) : 18 th December, 2014 upto 18:00 Hrs Last Date & Time for Receipt (Submission of Hard Copy) of : 17 th December, 2014 by 17:00 Hrs Gujarat State Watershed Management Agency (GSWMA) Page 9

15 Technical Proposals and Bid Document Fee. Declaration of Merit list after Technical evaluation : Will be Conveyed Further (to selected parties) Date of presentation : Will be Conveyed Further (on website) Date of financial bid opening : 29 th December, 2014 at 14:00 Hrs. Number of Copies to be submitted : Submission of 1 Hard copy of Technical bid along with Mandatory Documents and Bid Document Fee and Bid Security Remarks : Agencies shall submit their technical & financial bid in given format electronically on the website, after digitally signing the same. Bids which are not digitally signed will not be accepted. Bids submitted only in physical form will not be accepted and any such offer will be summarily rejected Contact No. : [email protected] Other Details Officer Inviting Bids : Chief Executive Officer, Gujarat State Watershed Management Agency, Block No. 16 th, 3 rd Floor, Dr. Jivraj Mehta Bhavan, Gandhinagar (Gujarat) Tender Opening Authority : Gujarat State Watershed Management Agency, Block No. 16 th, 3 rd Floor, Dr. Jivraj Mehta Bhavan, Gandhinagar (Gujarat) Address for any technical support related to online bidding process Criteria, sub-criteria, and point system for the evaluation of Technical Proposals : (n) Code Solutions - A division of GNFC, 301, GNFC info towers, Bodakdev, Ahmedabad (India) : Refer Annexure VI Gujarat State Watershed Management Agency (GSWMA) Page 10

16 Section 3. Technical Proposal Standard Forms TF-11 Section 3. Technical Proposal - Standard Forms Gujarat State Watershed Management Agency (GSWMA) Page 11

17 Section 3. Technical Proposal Standard Forms Table of Technical Forms Form TECH-1: Technical Proposal Submission Form Form TECH-2: Agency s Organization and Experience A Agency s Organization B Agency s Experience Form TECH-3: Comments and Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be provided by the Client A - On the Terms of Reference B - On Counterpart Staff and Facilities Form TECH-4: Team Composition, Task Assignments and Summary of CV Information Form TECH-5: Curriculum Vitae (CV) for Proposed Key Experts Form TECH-6: Expert Schedule Form TECH-7: Work Schedule Gujarat State Watershed Management Agency (GSWMA) Page 12

18 Section 3. Technical Proposal Standard Forms Form TECH-1: Technical Proposal Submission Form TF - 1 To: [Location, Date] Chief Executive Officer, Gujarat State Watershed Management Agency, Block No. 16th, 3rd Floor, Dr. Jivraj Mehta Bhavan, Gandhinagar (Gujarat) Dear Sir: We, the undersigned, offer to provide the consulting services for Monitoring, Evaluation, Learning and Documentation (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) for Gujarat State Watershed Management Agency in accordance with your Tender Document dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal and a Financial Proposal uploaded at [If the Agency is a joint venture, insert the following: We are submitting our Proposal as a joint venture with: [Insert a list with full name and the legal address of each member, and indicate the lead member]. We have attached a copy the JV agreement ] signed by every participating member, which details the likely legal structure of and the confirmation of joint and severable liability of the members of the said joint venture. We hereby declare that: (a) (b) (c) (d) All the information provided and statements made in this Proposal are true and we accept that any misinterpretation or misrepresentation contained in this Proposal may lead to our disqualification by the Client. Our Proposal shall be valid and remain binding upon us for the period of time specified in the Data Sheet and Clause 1.13 We undertake to negotiate a Contract on the basis of the proposed Key Experts. We accept that the substitution of Personnel for reasons other than those stated in Section 1: Instructions to Agencies clause 6.3 may lead to the termination of Contract negotiations. Our Proposal is binding upon us and subject to any modifications resulting from the Contract negotiations. We understand that the Client is not bound to accept any Proposal that the client receives. Gujarat State Watershed Management Agency (GSWMA) Page 13

19 Section 3. Technical Proposal Standard Forms We remain, Yours sincerely, Authorized Signature [in full and initials]: Name and Title of Signatory: Name of Agency[company s name or JV s name]: In the capacity of: Address: Contact information [phone and ]: [For a joint venture, either all members shall sign or only the lead member, in which case the power of attorney to sign on behalf of all members shall be attached] Gujarat State Watershed Management Agency (GSWMA) Page 14

20 Section 3. Technical Proposal Standard Forms Form TECH-2: Agency s Organization and Experience TF - 2 A Agency s Organization [Provide here a brief (two pages) description of the lead organization and general experience of the Agency and, if applicable, each joint venture member for this assignment.] Gujarat State Watershed Management Agency (GSWMA) Page 15

21 Section 3. Technical Proposal Standard Forms TF - 2 B - Agency s Experience 4 [Using the format below, provide information on each assignment for which your firm and each joint venture member for this assignment, was legally contracted either individually as a corporate entity or as a lead firm or one of members within a joint venture, for carrying out consulting services similar to the ones requested under this assignment. Use maximum 50 pages.] Work Experience of the Agency only in the following relevant fields should be attached: 1. Experience in implementation of Watershed Development Programmes / Natural Resources Programmes, Water Demand Supply Analysis & Planning 2. Experience in Community Building & Stakeholder Consultation in any field using PRA techniques 3. Experience of conducting Monitoring/Evaluation studies 4. Baseline Survey studies in any Watershed Development/Natural Resource project in any State of India Assignment Name: Approx. Value of the Contract (INR) Country: Duration of assignment (months): Location within country: Name of Client: Total No. of man-months of the assignment: Address: Approx. value of the services provided by your firm under the contract (in INR): Start date (month/year): Completion date (month/year): No. of professional man-months provided by the joint venture members or Sub-consultants: Name of joint venture member or Sub-agencies, if any: 4 Documentary evidence has to be attached for each claim for experience refer Annexure V for Mandatory Documents Gujarat State Watershed Management Agency (GSWMA) Page 16

22 Section 3. Technical Proposal Standard Forms Narrative description of Project: Description of actual services provided in the assignment: Firm s Name: Gujarat State Watershed Management Agency (GSWMA) Page 17

23 Section 3. Technical Proposal Standard Forms TF - 3 Form TECH-3: Comments and Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be provided by the Client A - On the Terms of Reference [Present and justify here any modifications or improvement to the Terms of Reference you are proposing to enhance performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding others, or proposing a different phasing of the activities).] Gujarat State Watershed Management Agency (GSWMA) Page 18

24 Section 3. Technical Proposal Standard Forms B - On Counterpart Staff and Facilities TF - 3 [Comment here on counterpart staff and facilities to be provided by the Client including: administrative support, office space, local transportation, equipment, data, background reports, etc., if any.] Gujarat State Watershed Management Agency (GSWMA) Page 19

25 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) Section 3. Technical Proposal Standard Forms Form TECH-4: Team Composition, Task Assignments and Summary of CV Information TF-4 Family Name, First Name Firm Acronym Area of Expertise Position Assigned Task Assigned Employment Status with Firm (fulltime, or other) Highest Education Achieved / Degree (Year / Institution) No. of years of relevant project Experience Gujarat State Watershed Management Agency (GSWMA) Page 20

26 Section 3. Technical Proposal Standard Forms Form TECH-5: Curriculum Vitae (CV) for Proposed Key Experts TF-5 1. General Position Title and No. Name of Key Expert Name of the Firm proposing the Key Expert Date of Birth [e.g., TEAM LEADER] [Note: Only one candidate shall be nominated to each position.] [Insert full name] [day/month/year] Nationality Country of Citizenship/ Residence 2. Education: [List college/university or other specialized education, giving names ofeducational institutions, dates attended, degree(s)/diploma(s) obtained] Employment record relevant to the assignment: [Starting with present position, list inreverse order. Please provide dates, name of employing organization, titles of positions held, types of activities performed and location of the assignment, and contact information of previous clients and employing organization(s) who can be contacted for references. Past employment that is not relevant to the assignment does not need to be included.] Period Employing organization and your title/position. Location Summary of activities performed relevant to the Assignment [e.g., May present] [e.g., Ministry of, advisor/consultant to ] 4. Membership in Professional Associations and Publications: 5. Language Skills (indicate only languages in which you can work): 6. Adequacy for the Assignment: Detailed Tasks Assigned on Agency s Team of Experts: [List major deliverables/tasks as in TECH- 4 Reference to Prior Work/Assignments that Best Illustrates Capability to Handle the Assigned Tasks : Gujarat State Watershed Management Agency (GSWMA) Page 21

27 Section 3. Technical Proposal Standard Forms in which the Expert will be involved] 7. Certification: I, the undersigned, certify to the best of my knowledge and belief that: (i) (ii) (iii) this CV correctly describes my qualifications and my experience; In the absence of medical incapacity, I will undertake this assignment for the duration and in terms of the inputs specified for me in the Expert Schedule in Form TECH-7 provided team mobilization takes place within the validity of this proposal or any agreed extension thereof; I am committed to undertake the assignment within the validity of Proposal; I understand that any misstatement described herein may lead to my disqualification or dismissal, if engaged. [Signature of expert OR of the authorized representative of the firm] Date: Day/Month/Year Full name of the Expert and the authorized representative: Gujarat State Watershed Management Agency (GSWMA) Page 22

28 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) Section 3. Technical Proposal Standard Forms Form TECH-6: PersonnelSchedule 1 TF-6 SN Name of Professional Expert input (in the form of a bar chart) 2 Personnel/Position n 1 ] Total 2 n. Subtotal Ex. Support Staff 1 2 n. Subtotal Total 1. For ExpertPersonnel, the input should be indicated individually; or, if appropriate, by category (e.g. for Support Staff.) 2. Months are counted from the start of the assignment. 3. One (1) month equals twenty four (24) working days. One (1) working day shall be not less than eight (8) hours. Gujarat State holidays and National holidays are locally recognized days. [to be identified and confirmed at the contract negotiation] Full time input Part time input Gujarat State Watershed Management Agency (GSWMA) Page 23

29 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) Section 3. Technical Proposal Standard Forms Form TECH-7: Work Schedule TF-7 SN. Activity Months n n 1 Indicate detailed activities for the first year only 2 Indicate all main activities of the assignment, including delivery of reports (e.g.: inception, interim, and annual reports), and other benchmarks such as Client approvals. For phased assignments indicate activities, delivery of reports, and benchmarks separately for each phase. 3 Duration of activities shall be indicated in the form of a bar chart. Gujarat State Watershed Management Agency (GSWMA) Page 24

30 Section 4. Financial Proposal Standard Forms Section 4. Financial Proposal - Standard Forms Gujarat State Watershed Management Agency (GSWMA) Page 25

31 Section 4. Financial Proposal Standard Forms Table of Financial Forms Form FIN-1: Financial Proposal Submission Form Form FIN-2: Summary of Costs Gujarat State Watershed Management Agency (GSWMA) Page 26

32 Section 4. Financial Proposal Standard Forms Form FIN-1: Financial Proposal Submission Form FF-1 [Location, Date] To: The Chief Executive Officer, Commissionerate of Rural Development, Block No. 16th, 3rd Floor, Dr. Jivraj Mehta Bhavan, Gandhinagar, (Gujarat) Dear Sir: We, the undersigned, offer to provide the consulting services for Monitoring, Evaluation, Learning and Documentation (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) for Gujarat State Watershed Management Agency in accordance with your Tender Document dated [insert Date] and our Technical Proposal. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e. before the date indicated as per Clause 1.13in the Data Sheet. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [in full and initials]: Name and Title of Signatory: Name of Firm: Address: Gujarat State Watershed Management Agency (GSWMA) Page 27

33 Section 4. Financial Proposal Standard Forms FF-2 Form FIN-2: Summary of Costs Table 1: Component-wise Details of Financial bid for combined treatable areas of IWMP projects (in Rs.) 5 S. No Components Amount 1 Manpower 2 Monitoring 3 Evaluation 4 Learning 5 Documentation 6 Travel 7 Miscellaneous/Contingencies/ others 8 Overhead Costs 9 Profit Margin (A) Sub-Total 10 (B) All Non-Competitive Components (Indirect Taxes Estimates) (A) + (B) Grand Total Table 2: Consolidated Details of the Financial Bid for combined treatable areas of IWMP projects (in Rs.) 6 Competitive Components: Rate/Hectare 7 Total Hectares Sub-Total Non - Competitive Components: Indirect Taxes Estimates 8 Sub-Total 5 Agencies are mandated to quote for a total of lakh hectares for which GSWMA is currently implementing its projects 6 Agencies are mandated to quote for a total of lakh hectares for which GSWMA is currently implementing its projects 7 Agencies are mandated to quote for a total of lakh hectares for which GSWMA is currently implementing its projects 8 Indicate the aggregate costs, which are exclusive of local indirect taxes, Indirect taxes to be discussed and finalized at the negotiations if the Contract is awarded Gujarat State Watershed Management Agency (GSWMA) Page 28

34 Section 4. Financial Proposal Standard Forms Total Gujarat State Watershed Management Agency (GSWMA) Page 29

35 Section 5. Terms of Reference 5.1 Background The Integrated Watershed Management Programme (IWMP), a flagship programme of the Government of India has been making significant investments. Gujarat State Watershed Management Agency (GSWMA), an autonomous society supported under the Rural Development Department (RDD) of Government of Gujarat, has been mandated to implement the Integrated Watershed Management Programme (IWMP) in the state. This is a major outcome oriented initiative, which aims at sustainable livelihood promotion through management of local natural resources by involving local people in planning, implementation and monitoring of various interventions carried out in their respective areas. GSWMA is currently implementing around 610 projects covering about lakh ha. and 4746 villages (for Batch wise details refer Table No.1 and for District wise details refer Table No.2, below map Included). These projects are in various stages of implementation. Under these projects various activities undertaken are: soil moisture conservation, development of support irrigation, agriculture improvement, animal husbandry, forestry etc. Monitoring the quality and progress of these projects by a technically competent team is the key to their success while incorporating mid-course corrections. Establishment of an effective MEL&D system shall provide unbiased, reliable and relevant information on progress and performance of each project by reflecting the actual status of the implementation process (both quantitative and qualitative) and assist in formulation of timely corrective measures. Table No: 1: Batch wise details of IWMP projects in Gujarat Sr. No. Batch No of Villages covered No. of Projects Project Area (ha) 1 Batch- I ( Batch- II ( ) Batch- III ( ) Batch- IV ( ) Batch- V ( ) Batch VI ( ) Total Gujarat State Watershed Management Agency (GSWMA) Page 30

36 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) Gujarat State Watershed Management Agency (GSWMA) Page 31

37 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) Table No: 2: District wise details of IWMP Projects in Gujarat Batch I Batch II Batch III Batch IV Batch V Batch VI Total No of No of No of No of No of No of No of District Area Project Area Area Area Area Area Area Projects Projects Projects Projects Projects Projects s Ahmedabad Amreli Anand Banaskantha Bharuch Bhavnagar Dohad Gandhinagar Jamnagar Junagadh Kachchh Kheda Mahesana Narmada Navsari Panchmahal Patan Porbandar Rajkot Sabarkantha Surat Surendranagar Tapi The dang Vadodara Valsad Grand Total Gujarat State Watershed Management Agency (GSWMA) Page 32

38 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) 5.2. Objectives of IWMP The main objectives of the IWMP are to restore the ecological balance by harnessing, conserving and developing degraded natural resources such as soil, vegetative cover and water. The outcomes are prevention of soil run-off, regeneration of natural vegetation, rain water harvesting and recharging of the ground water table. This enables multi-cropping and the introduction of diverse agro-based activities, which help to provide sustainable livelihoods to the people residing in the watershed area. This objective can be re-termed overall improvement in the as follows for better comprehension. Figure 1: Expected flow of Impacts quality of life of farming community sustainable livelihoods to the people residing in the watershed area regeneration of natural vegetation multi-cropping and the introduction of diverse agro-based activities recharging of the ground water table prevention of soil run-off rain water harvesting Integrated Watershed Management (harnessing, conserving and developing degraded natural resources such as soil, vegetative cover and water) 5.3. Stakeholders Various Stakeholders under the IWMP projects are as below: State Level Stakeholders GSWMA Chairperson CEO Professional Experts (GIS, MIS, CB, M&E, Livelihood, SMC) Administration (HR, Finance, General) Gujarat State Watershed Management Agency (GSWMA) Page 33

39 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) District Level Stakeholders DWDU Chairman Project Manager Technical Expert MDT (Agri, Engg, Surveyor, CM, MIS) Administrative Project Level Stakeholders PIA Nodal Officer WDT (Agri, Engg, Surveyor, CM, MIS) Village Level Stakeholders Village Watershed Committee Executive Committee User Groups Self Help Groups Individual Stakeholders 5.4. Rationale for Requirement of MEL&D Agency GSWMA proposes to contract/engage independent and external MEL&D agency that has the skills and proven experience in the area, for the following reasons. i. At project level, IWMP envisages a bottoms-up approach of implementation by involving the community through community-based organizations such as self-help groups (SHGs), user groups (UGs) and watershed committee besides project implementing agencies (PIAs) from both government or non- government organizations and the watershed development team. These groups need continuous monitoring for effective implementation of the project. ii. The organizational learning processes need to be facilitated through the observations of an external agency to assist the project functionaries at various levels. iii. Impact evaluation of watershed projects in particular has to be made using the state of art Gujarat State Watershed Management Agency (GSWMA) Page 34

40 technology such as Remote Sensing, GIS and GPS for unbiased and reliable assessment in terms of changes in biophysical parameters which requires specific stills plus expertise. iv. In a programme such as the IWMP, process monitoring along with documentation needs to be undertaken to confirm that project activities are being implemented in conformity with the Revised Common Guidelines 2011 and the decisions of the State Level Nodal Agency (GSWMA) if any v. Each project being implemented under IWMP requires timely and appropriate information on its performance, measured by combining both qualitative and quantitative performance indicators. vii. It is imperative that MEL&D under IWMP has to add value to the project during the course of its implementation and as well as for achievement of expected outcomes and impacts. Rationale of Learning as a key component of IWMP: IWMP emphasizes on a learning-bydoing approach. It is realized that a carefully developed Monitoring and Learning framework is critical to ensure learning and effectively use the same for improving project implementation and thereby achieve the project development objectives. An effective MEL&D system has to: 1. Identify the Learnings in time, so as to facilitate informed decision making and timely adoption at all levels namely village, GP, Project, district and State. 2. Be supportive of learning among the various stakeholders of the project by facilitating information dissemination. 3. Institute bottoms-up modes of functioning and learning by providing links to decision making forums at different levels starting from the Micro Watershed to the State level including the Sub Watershed Level and the district level. It is proposed to develop optimal information flow between various stakeholders and decision makers at different levels. An effective monitoring, evaluation, learning and documentation system is expected to improve operational learning at all levels (village, GP, Project, District and State) throughout the project implementation Scope of Work of the MEL&D Agency Scope of work of the MEL&D Agency is explained under the following heads 5.5.1: Concurrent Process Monitoring 5.5.2: Evaluation 5.5.3: Learning 5.5.4: Documentation 5.5.5: Others Concurrent Process Monitoring The agency will carry out concurrent process monitoring for all projects and collect the field data for different indicators at project level and present the observations in its Quarterly Process Monitoring Reports. Some of the important processes to be monitored are as follows: 1. Implementation of Entry Point Activity (EPA) 2. Functioning of Project Implementing Agencies (PIAs) 3. Implementation of IEC Activities 4. CBO Formation and Functioning (VWC, SHG, UGs) Gujarat State Watershed Management Agency (GSWMA) Page 35

41 5. Net planning and usage of technical inputs like GIS maps etc. 6. DPR preparation process 7. Review of Action plan preparation 8. Capacity building activities at different levels 9. Flow of funds from SLNA to VWC 10. Procurement processes &its Documentation including Registers, etc., 11. Implementation of the project as per approved annual action plans 12. Quality Assurance & Compliances 13. Functioning of WDTs and PIAs 14. Functioning of the Watershed Committees (WCs) 15. Collection of contribution and management of the Watershed Development Fund (WDF) 16. Assessment of Institutional and financial sustainability of Community Based Organizations (CBOs) 17. Assessment of Income Generating Activities (IGAs) and Micro Enterprises 18. Review of Transparency standards (dissemination and display of project related information through website, community events, social auditing, wall writings, publicity materials, etc.) 19. CPR development & apportioning of usufructs in CPRs All these process are to be measured with a set of relevant indicators. The indicators should be adequately adjusted to capture progress along the project cycle. The MEL&D agency would also focus on identifying challenges faced as well as positive and negative aspects of implementation. The MEL&D agency will generate quarterly and annual process monitoring reports with the analysis of SWaRSys Data. The MEL&D agency will utilize the IWMP progress reports and/or MIS and data collected from various sources such as District Watershed Development Officers, PIA, Watershed Committees, etc. for generating these reports. The annual & quarterly reports should summarize the progress and performance project-wise and provide overall observations batch-wise for each district. The report will capture any information considered as necessary for sectoral analysis. The MEL&D agency will verify the MIS data integrity through periodic field verification Evaluation The following evaluation activities are deemed to be part of the Scope of work of the MEL&D agency to be appointed. The Preliminary Evaluation of the Projects shall be done separately and this may not be factored into your calculation under Evaluation Baseline Survey: To establish the baseline for assessing the impact of the project interventions it is imperative to carry out baseline survey. It is mandated that the agency carry out a Proportionate Random Sampling survey with the following stratification factors. a) District (All 26 districts of the State of Gujarat) b) Batch (All 6 Batches) c) Villages (Estimated 4746 Villages * 20% selected at Proportionate Random with number of Households as criteria) Gujarat State Watershed Management Agency (GSWMA) Page 36

42 d) Households (20% selected at Simple Random) The data to be collected with respect to the indicators specified would be finalized in consultation with the GSWMA. However, data pertaining to both socio-economic and biophysical indicators would need to be collected & analyzed for the baseline study Impact Assessment The MEL&D agency is expected to undertake impact assessment surveys/studies to establish the net impact of the programme in terms of the identified indicators at different time frame. Data have to be collected from a variety of sources viz.; household surveys, focus group discussions, MIS etc. The relevant reference data shall be made available for ready reference as and when required. MEL&D Agency has to solicit feedback and inputs from all stakeholders for assessing the impact. i. Evaluation of the Preparatory phase (DPR, EPA, IB formation, IEC) of the project preferably after one year of commencement of implementation. ii. Mid-term evaluation to be carried out during 3rd year of implementation or after achieving 50% of progress in implementation. iii. Final Evaluation would be carried out after the completion of project works. The purpose of Final Evaluation to assess overall effects of the project works Learning - Feedback & Dissemination Mechanism: The MEL&D agency should help the GSWMA to evolve and establish itself as a Learning Organization and to document all the learnings. The learnings would be part of project implementation used to correct the shortcomings. a) Quarterly feedback through specified modes (reports, participatory methods, discussions, presentations, etc.) would be provided by MEL&D agency at the state and district levels. b) The MEL&D agency will assist GSWMA in reviewing the M&E observations/findings, evolve better compliance mechanisms which will provide for more effective decisionmaking. c) The MEL&D agency will facilitate in disseminating the findings and best practices through state-level learning workshops annually for various stakeholders of GSWMA. d) In the course of project monitoring, the MEL&D agency will suggest improvements in current implementation strategies. GSWMA may consider these suggestions for necessary modifications of operational guidelines Documentation The MEL&D agency will provide documentary evidence of programme processes through good quality photographs, videos, slide shows, brochures, reports etc. as agreed with the GSWMA. Reports listed in Annexure-II will be part of the documentations applicable. Pre & post status scenarios should be depicted with documentary evidence. Observations in the process monitoring reports must be specific as regards location (name of village, beneficiary, GPS readings, survey numbers etc.). Quarterly process monitoring reports should be supported with Gujarat State Watershed Management Agency (GSWMA) Page 37

43 photographs to substantiate the information provided. Photographs of works should have GPS readings Case Studies/Success stories, Thematic studies and all Evaluation reports shall be compulsorily accompanied by photographs of activities undertaken in the project area and, opinions of all stakeholders such as beneficiaries, Govt. officials, GSWMA staff, public representatives relevant CBO representatives. Video Documentation: The Agency will undertake video documentation depicting the pretreated status and the changes that have accrued upon implementation as comprehensive proof of project progress and drawbacks. The final product should be of acceptable professional standards with English & Gujarati subtitles Other Scope of Works In addition to the above the following activities will be a part of scope of work of the MEL&D Agency Participatory Impact Pathway Analysis The MEL&D agency shall carry out an annual impact pathway analysis with various project outputs of IWMP with various stakeholders of the project including project staff, key officers and ultimate beneficiaries to understand various outcomes and eventual impact on socioeconomic & environmental indicators to measure the most expected changes and unexpected ones Thematic / Special Studies: The MEL&D agency will carry out thematic studies, a minimum of 5 thematic studies per batch of projects would need to be undertaken, annually on specific issues identified by GSWMA. An illustrative list of the themes is as follows: a) Status of Water Table b) Cropping Pattern & Intensity c) Socio-economic status d) Gender issues e) Negative impacts of the project interventions, if any The above can also include social inclusiveness, women s empowerment, income generating activities, micro-enterprise development, land cover transformation, awareness and participation, effectiveness of PIAs in project implementation, etc. Focus would be on capturing the bigger picture for the theme specified Support to MEL&D agency a) GSWMA will provide available data, information and other documents (Cadastral overlays and thematic layers) relevant to the assigned project area. b) GSWMA will help the Agency to establish rapport in the project areas and facilitate consultation with PIAs and other stakeholders of the project. c) GSWMA will issue requisite introduction letter to the MEL&D agency to enable it to effectively interact with other stakeholders Gujarat State Watershed Management Agency (GSWMA) Page 38

44 Annexure-I SUGGESTIVE INDICATORS FOR IMPACT EVALUATION a) Household Level Impact Indicator Sl. No. Parameter Indicator 1 Household Income Increase in income, expenditure, assets Diversification of income sources 2 Access to Services Access to markets opportunities - Access to credit facilities, inputs Access to and quality social services Health, Education, Veterinary services Access to quality of infrastructure facilities 3 Social Capital House involvement in local level institutions No. of households /people becoming members in CBOs Household participation in community affairs - CPR,EPA, etc. 4 Self Sufficiency Food, fodder, fuel, drinking water, employment 5 Farming Improvement in crop yield productivity Increase in use of organic manures, IPM Changes in cropping pattern 6 Health condition General health condition of the household Improvement in nutritional intake of the household b) Community / Village Level Impact Indicators Sl. No. Parameter Indicator 1 Formation of village level local institutions SHGs, User Groups, Watershed Committees, Selfassessment by these CBOs 2 Availability of important Education, health, Infrastructure, Veterinary services 3 Access to services Credits, Markets, Banks, Inputs IGA- Initiated Bank & market linkage 4 Participation in community Programmes Increase in knowledge, Increase in capacity to execute works Increase in capacity for decision making 5 Employment opportunities Increase in employment opportunities Increase in wage rates Reduction in migration 6 Involvement in the Participation in planning, implementation and monitoring Gujarat State Watershed Management Agency (GSWMA) Page 39

45 Sl. No. Parameter Indicator project Upkeep of community works/assets 7 Livestock Increase in the number of high yielding breeds of cattle Improvement/increase in milk output Increase in poultry farming Increase in fisheries 8 Empowerment and equity Opportunities for women and vulnerable groups 9 Drinking water facilities Increase in no. of days of drinking water availability within the vicinity of the habitation 10 Effective development and management of CPRs and sharing of benefits Identification of CPRs and beneficiary selection Management of CPRs by SHGs Activities proposed and undertaken in CPRs Signing of Agreement for usufructs sharing mechanism and utility to the community Actual usufruct sharing instances. 11 Conflict management, unity and integrity among people, Instances and type of conflict resolution through group action Transparency and social auditing conflict management maintenance of assets 12 Representation and participation of Involvement of PRI members and all sections of the community in PRA exercises community in decision Presentation of DPR before the GramaSabha for final making at local approval government level 13 Migration Change is n of people migrating for wage Alternate employment opportunities (micro-enterprises) 14 School attendance No. of enrollments of students at the different levels, School dropouts, if any Re-enrollment of school dropouts c) Impact Indicators at Micro-watershed/Sub-watershed level (Natural Resources) S. No. Parameter Indicator 1 Crop yield Increase in the cropped area Adoption of new package of practices Adoption of Soil and moisture conservation measures 2 Diversification of Cropping pattern Change in the cropping pattern and diversification Shift to commercial, food, fodder crops Shift to agro-horticulture, agro-forestry Shift from mono-cropping to intercropping/mixed cropping 3 Ground water Increase in the cropping intensity Gujarat State Watershed Management Agency (GSWMA) Page 40

46 S. No. Parameter Indicator Changes in the cropping pattern Diversification into high value crops Increase in the irrigated area Improvement in the Ground water level and yield 4 Productivity of nonarable land Extent of reduction in wastelands/degraded lands Extent of increase in forest cover/plantations/silvi-pasture Improvement in bio-diversity/canopy cover Area of fallow lands brought under cultivation 5 Soil erosion Reduction in soil loss, run-off, silt deposition 6 Livestock Increase in number of improved breeds of cattle, buffaloes, etc. Increase in milk production/dairy activities Reduction in disease outbreaks in animals Increase in number of households having cattle shed/sheep shed Self-sufficiency in fuel wood and fodder 7 CPRs/pasture lands Fodder development/silvi-pasture 8 Surface Water Resources Increase in number of water bodies Increase in surface water supply. Transformation from seasonal to perennial crops (using these as irrigation source) 9 Environmental aspects Hazardous industrial activity (including mining) \Rare/endemic/endangered species of flora and fauna Indigenous knowledge, artifacts, traditional values, indigenous people Wild life sanctuary, National park Cultural heritage/archaeologically important sites 10 Bio-diversity Increase in non-browsable tree species Planting of minor, traditional fruit and medicinal, silvi pastoral systems Rejuvenation of local species of trees Gujarat State Watershed Management Agency (GSWMA) Page 41

47 Annexure-II DELIVERABLES FROM THE MEL&D AGENCY Type Deliverable/s Frequency Time-frame Process Monitoring Process Monitoring Reports Quarterly/ Annually Batch-wise, District-wise On or before the 12th of the month following the quarter Reports Path-way Impact Annually Batch-wise, Within one month of completion Evaluation Reports Learning Documenta tion analysis reports Internal Audit Reports Any other report sought by GSWMA pertaining to real time monitoring. Quarterly/ Annually Ad hoc Ad hoc Ad hoc District-wise Consolidate d Batchwise, District-wise Inception Report Once Batch-wise, District-wise Baseline Survey Report Once Batch-wise, District-wise Validation of Baseline / Once Projectwise, DPR details in SWaRSys District-wise Preparatory Phase Evaluation Report Works Phase Evaluation Report Final Impact Evaluation Report Any other report sought by GSWMA Quarterly Feedback Reports for State & District Annual Best Practices Workshop Thematic reports Photo Documentation Video Documentation Case studies/success stories Best Practices Once Once Once Batch-wise, District-wise Batch-wise, District-wise Batch-wise, District-wise Quarterly Annually As required by GSWMA Quarterly/ Annually Quarterly/ Annually Batch-wise, For entire State Batch-wise, State/Zonewise Biannually Biannually Batch-wise, District-wise of annual period. On or before the 3 rd week of the following month in next quarter Not later than 45 days of signing of Agreement Within 3 months of signing of Agreement Within 6 months of agreement One month after completion of preparatory phase After notification by GSWMA Within two month of the completion of all the projects On or before the 3rd week of the following month in next quarter As discussed & finalized with GSWMA Within one month of completion of annual period - On or before the 3rd week of the following month in next quarter - End-to-end video documentation: At the end of each phase, a video documentation will be presented to GSWMA, after the completion of all the projects; a consolidated documentary should be submitted. - - Gujarat State Watershed Management Agency (GSWMA) Page 42 -

48 Type Deliverable/s Frequency Time-frame *** All Reports to be submitted to concerned DWDUs & a consolidated report to GSWMA A. Methodology of Reporting: MEL&D agency is required to crystallize its reporting methodology in its inception report. B. Notes on Deliverables 1. Quarterly Process Monitoring Reports: a. The observations have to be supported with documentary evidence in the form of photographs, video clippings, etc. as applicable. b. The clarification provided by DWDU may be considered and incorporated into the final quarter report that will be submitted to GSWMA. The agency shall also submit a batch-wise quarterly unaudited financial report of district to GSWMA. C. General Conditions regarding deliverables 1. Three hard copies and a digital version of each report will be submitted to the GSWMA. Additional copies of any specific reports may be sought by GSWMA. Good quality DVDs will be submitted for the soft copies. 2. All reports to be submitted separately. 3. Photographic evidence shall be provided in all the reports along with GPS coordinates wherever applicable. 4. Frame works/formats for various reports have to be developed by the agencies in consultation with GSWMA, preferably at the Inception Stage. 5. All reports and information generated in the process of Monitoring, Evaluation, Learning and Documentation of IWMP by the external agency shall be the copyright & property of GSWMA and shall not be used by the agency for any other purpose without explicit permission from the GSWMA. Gujarat State Watershed Management Agency (GSWMA) Page 43

49 Annexure-III Proposed Organizational Structure and Manpower of MEL&D Agency The MEL&D agency is expected to provide technical and management support to the GSWMA for effective IWMP implementation at all levels. Experienced and qualified resource personnel have to be engaged by the MEL&D Agency for the project at both state and district levels. The agency shall have, at a minimum the following personnel, with requisite qualification and experience at the state 9, level. 1. Team leader/watershed Management Expert 2. M&E Specialist 3. Natural resources/environmental Scientist 4. Agriculture Engineer 5. Livelihood Expert / Social Scientist 6. Statistician 7. Relevant support staff The Agency shall designate, at a minimum, the following personnel at district level: 1. A District Coordinator for Coordination with DWDUs. 2. Agriculture expert 3. Natural resources/environmental Expert 4. Social / Community Mobilization Expert 5. Data Analyst / Data Entry Operator All experts must possess excellent communication skills and fluency in written and spoken English (Gujarati would be an advantage) and an ability to draft concise reports combined with excellent computer skills including computer based MIS and work planning systems. Desired Profile of Team Leader: The TL is responsible for the overall management and coordination of the MEL&D services. The TL will cooperate closely with the GSWMA in terms of developing watershed planning\evaluation tools and associated Learning and Documentation processes. H/She should hold a Master s degree in watershed management\water resources\ related disciplines, doctoral degree with relevant fields preferable. Should possess more than 15 years experience in watershed management related activities, of which at least 5 years in leading a multidisciplinary team in projects of comparable size and technical complexity. Desired Profile of M&E Specialist: The M&E specialist is responsible for establishing and managing a robust monitoring, research and evaluation system with well-defined results, milestones and targets for the implementation of GSWMA projects 9 CVs of the personnel should be attached in the format provided in TECH 5 Gujarat State Watershed Management Agency (GSWMA) Page 44

50 H/She should hold a Master s Degree in Statistics, Economics, Project Management and Business/Public Administration or relevant field(s). H/She should possess minimum of seven years of progressively responsible experience in monitoring evaluation, and research and demonstrated experience in project planning, monitoring and evaluation in a projects of comparable size and technical complexity. Desired Profile of a Natural Resource Management/Environmental Scientist: The Environment Specialist under the supervision of the Team Leader will contribute to the effective integration of the Natural resources / Environment agenda into the monitoring and evaluation of projects being implemented by GSWMA H/She should possess a Master s degree in environmental economics, environmental science/engineering, forest management or related field, preferably with experience in Watershed management or natural resources management with a minimum of seven years of experience. Desired Profile of Agriculture Engineer: The Agriculture Engineer, under the guidance of the Team Leader is responsible for designing and establishing robust monitoring and evaluation systems for design, supervision and maintenance parameters for Run off Management structures like percolation ponds, check dams, anicuts, etc. on watershed basis H/She should hold a Master s Degree in Agriculture Engineering / relevant field. H/She should possess minimum of seven years of progressively responsible experience in evaluating soil and moisture conservation structures, and demonstrated experience in projects of comparable size and technical complexity. Desired Profile of Livelihood Expert / Social Scientist: The expert, under the guidance of the Team Leader is responsible for designing and establishing robust monitoring and evaluation systems for monitoring the work of organizations in respect to livelihoods improvement and its effect on the populace in the project area, conducting livelihood related thematic studies etc. H/She should hold a Master s Degree in sociology, development economics or other relevant social science. H/She should possess minimum of seven years of progressively responsible experience in evaluating livelihoods enhancement activities, and demonstrated experience in projects of comparable size and technical complexity. Desired Profile of Statistician: The expert, under the guidance of the Team Leader is responsible for designing and implementing sampling plans and methodologies and strengthening the analytical base of the Team through use of advanced statistical packages like SPSS and STATA while providing technical advice on statistical methods. Gujarat State Watershed Management Agency (GSWMA) Page 45

51 H/She should hold a Master s Degree in Statistics, Economics/related fields. H/She should possess minimum of seven years of progressively responsible experience in various methods of data collection, compilation and dissemination, or other related area with knowledge of various statistical databases and experience in the use of ICT for upgrading statistical methods and business process, and demonstrated experience in projects of comparable size and technical complexity. General Tasks of the MEL&D experts: All the MEL&D experts have to acquaint themselves with the designated project area, the Watershed Development Teams, the watershed Committees, CBOs and the PIA in the designated area. They should collect the Tentative Tour Programmes of the PIA staff and the information regarding various activities to be conducted during the month from PIAs, CBOs and the DWDUs. They have to be present during the activities, wherever necessary for the purpose of participatory observations and reporting, collect information as per indicator using provided-monitoring format and submit the observations to the Agency for preparation of report and submission to GSWMA. District office set-up/infrastructure: The Agency will open offices at the District level with necessary facilities to facilitate the transportation and lodging for staff. Staff iteration: The GSWMA has to be immediately notified in case of any MEL&D staff turnover. Vacant positions have to be filled within 15 days. Reporting of Staff position: The agencies have to provide an update of the staff position once every six months to GSWMA. Gujarat State Watershed Management Agency (GSWMA) Page 46

52 Annexure-IV Payment Schedule Payment shall be made to the MEL&D Agency by the GSWMA as envisaged below, subject to quality deliverables and fulfillment of other terms and conditions of the Agreement Sl. No. Condition for payment % of Total contract value 1 Upon signing of contract and submission of Bank Guarantee 10% 2 Submission and Acceptance of Inception Report 10% 3 Submission and Acceptance of Base Line Survey Report (with detailed analysis) 4 Submission and acceptance of Preliminary Evaluation Report 5% 5 Submission and Acceptance of Ist Annual Report 2% 6 Submission and Acceptance of IInd Annual Report 2% 7 Submission and Acceptance of IIIrd Annual Report 2% 8 Submission and Acceptance of IVth Annual Report 2% 9 Submission and Acceptance of and Final Annual Report 2% 10 Submission of Final Impact Evaluation Report 10% installments of 2.5 % each, payable every quarter, subject to appropriate progress of activities such as submission (and acceptance) of quarterly Process Monitoring Reports 5% 50% Total 100% Payment will be made on pro-rata-basis if there is any change in the indicated area or if all the projects in a particular district are declared completed (by GSWMA) earlier than the designated 5 years. In such cases, quarterly payments will be calculated after deducting the project area in such districts. However, payments for other deliverables will remain the same, changes in which may be done by GSWMA from time to time. If MEL&D work is required beyond 5 years, then the payment for the extended period will be decided as per mutual agreement. Gujarat State Watershed Management Agency (GSWMA) Page 47

53 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) Annexure-V Mandatory Documents The following mandatory documents should be submitted along with the Technical proposal, non-submission will make the proposal non responsive and will result in the proposal being rejected. 1. Attested copy of Certificate of Incorporation in case of a Corporate entity/other Relevant Registration Certificate in case applying Agency is a non-corporate entity 2. Attested Copy of PAN card 3. Attested Copy of TAN card/certificate to be enclosed 4. Attested Copy of Service Tax Registration Certificate 5. Attested copy of the latest proof of Service Tax payment 6. Copy of the Human Resource Management Manual of the Agency 7. Statement of Manpower employed by the Agency as on the date of the Technical Proposal in the following format: SN Sectoral Expertise Numbers 1 Example: Monitoring and Evaluation XX 2 Example: Watershed Management XX 3.. n 6 Administrative Staff XXX Total XXXX 8. Audited Statement of Accounts for the past 3 (three) Financial years 9. Certificate by a practicing Chartered Accountant on the Average Annual Turnover of the Agency in the last 3 (three) financial years 10. For each of the claims of experience as attached in Form TECH 2 B the Agency will have to attached documentary evidence in support of the same, documentary evidence may be in the form of Completion Certificates issued by the client, Copies of Contracts, commendation/other certificates. Claims of experience not supported by documentary evidence will not be evaluated. 11. The Client will be entitled to forfeit and appropriate the bid security if during the course of evaluation discovers that any of the statements/claims are fraudulent and made only with a view to mislead the client into awarding the MEL&D contract. Gujarat State Watershed Management Agency (GSWMA) Page 48

54 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) Annexure-VI Criteria and Sub Criteria for Evaluation of Technical Proposals SN Criteria Sub Criteria Marks Max Marks 1. Continuance Age of Agency > 15 years 5 5 and (Years) 10 years< age>15 years 4 Consistency < 10 years 0 2. Financial Stability and Strength 3. Human Resource Strength of the Agency 4. Experience of Agency 5. Quality of Key Personnel proposed Turnover Average annual Turnover (TO) in INR Cores/Year Head count (HC) number of Permanent employees on its muster Experience of projects of comparable size 10, complexity and technical specialty Average turnover of > crores /year Average turnover of 300 < 3 TO> 100 crores /year Average turnover of 100 < 2 TO> 50 crores /year Average turnover of < 50 crores /year 0 HC > <HC > <HC > HC<100 0 Experience in implementation of Watershed Development Programmes / Natural Resources Programmes / Water Demand Supply Analysis & Planning Experience in Community Building & Stakeholder Consultation in any field using PRA techniques Experience of conducting Monitoring/Evaluation studies Baseline Survey studies in any Watershed Development/Natural Resource project in any State A Team leader Ph.D. / Master s Degree 2 40 Experience of > 15 years 3 Experience as Team Leader 3 Adequacy for the assignment 2 Sub Total 10 M&E Specialist Ph.D. / Master s Degree 2 Experience > 7 years 2 Adequacy for the assignment 2 Sub Total 6 Natural Ph.D. / Master s Degree 2 resources/environ Experience > 7 years 2 mental Scientist Adequacy for the assignment 2 Sub Total 6 Agriculture Ph.D. / Master s Degree Comparable size shall mean any project not less than INR 100 Crores Gujarat State Watershed Management Agency (GSWMA) Page 49

55 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) SN Criteria Sub Criteria Marks Max Marks Engineer Experience > 7 years 2 Adequacy for the assignment 2 Livelihood Expert / Social Scientist Sub Total 6 Ph.D. / Master s Degree 2 Experience > 7 years 2 Adequacy for the assignment 2 Sub Total 6 Statistician Ph.D. / Master s Degree 2 Experience > 7 years 2 Adequacy for the assignment 2 Sub Total 6 6. Implementati Process Presentation 15 on Strategy Total Marks for Technical Evaluation 100 Gujarat State Watershed Management Agency (GSWMA) Page 50

56 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) B. G. No. Date: Format of Bank Guarantee for Bid Security Annexure-VII 1. In consideration of you, Gujarat State Watershed Management Agency a society registered under the Societies Registration Act, 1860 having its registered office at..(hereinafter referred to as the Agency)which expression shall, unless repugnant to the context or meaning thereof, include its administrators, successors and assigns) having agreed to receive the proposal of [Insert name of Agency],a (company/society) registered under the Companies/Societies Act, 19XX and having its registered office at [registered address of company/society]and acting on behalf of a Consortium comprising of [Insert name of Agency] and [Insert name of Agency] (hereinafter referred to as the consortiumwhich expression shall unless it be repugnant to the subject or context thereof include its successors and assigns), for appointment as an Agency for Monitoring, Evaluation, Learning and Documentation (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) (hereinafter referred to as the Services) pursuant to the Tender document dated issued in respect of the Services and other related documents (hereinafter collectively referred to as Tender documents), we (Name of the Bank) having our registered office at and one of its branches at..(hereinafter referred to as Bank ) at the request of the Bidder, do hereby in terms of the Tender Document, irrevocably, unconditionally and without reservation guarantee the due and faithful fulfilment and compliance of the terms and conditions of the TenderDocument by the said Bidder and unconditionally and irrevocably undertake to pay forthwith to the Authority an amount of Rs. 10,00,000/-] (hereinafter referred to as the Guarantee and our primary obligation without any demur, reservation, recourse, contest or protest and without reference to the Bidder if the Bidder shall fail to fulfil or comply with all or any of the terms and conditions contained in the said Tender document. 2. Any such written demand made by the Authority stating that the Bidder is in default of the due and faithful fulfilment and compliance with the terms and conditions contained in the Tender document shall be final, conclusive and binding on the Bank. We, the Bank, further agree that the Agency shall be the sole judge to decide as to whether the Bidder is in default of due and faithful fulfilment and compliance with the terms and conditions contained in the Tender Document including, Document including without limitation, failure of the said Bidder to keep its Proposal valid during the validity period of the Proposal as set forth in the said Tender Document, and the decision of the Agency that the Bidder is in default as aforesaid shall be final and binding on us, notwithstanding any differences between the Authority and the Bidder or any dispute pending before any court, tribunal, arbitrator or any other authority 3. We, the Bank, do hereby unconditionally undertake to pay the amounts due and payable under this Guarantee without any demur, reservation, recourse, contest or protest and without any reference to the Bidder or any other person and irrespective of whether the claim of the Agency is disputed by the Bidder or not, merely on the first demand from the Agency stating that the amount claimed is due to the Agency by reason of failure of the Bidder to fulfil and comply with the terms and conditions contained in the Tender Document including without limitation, failure of the said Bidder to keep its Proposal valid during the validity period of the Proposal as set forth in the said Tender Document for any reason whatsoever. Any such demand made on the Bank shall be conclusive as regards amount due and payable by the Bank under this Guarantee. However, our liability under this Guarantee shall be restricted to an amount not exceeding Rs. [in figures] ([in words]). Gujarat State Watershed Management Agency (GSWMA) Page 51

57 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) 4. This Guarantee shall be irrevocable and remain in full force for a period of 180 (one hundred and eighty) days from the Proposal Due Date and a further claim period of thirty (30) days or for such extended period as may be mutually agreed between the Agency and the Bidder, and agreed to by the Bank, and shall continue to be enforceable till all amounts under this Guarantee have been paid. 5. The Guarantee shall not be affected by any change in the constitution or winding up of the Bidder or the Bank or any absorption, merger or amalgamation of the Bidder or the Bank with any other person. 6. In order to give full effect to this Guarantee, the Agency shall be entitled to treat the Bank as the principal debtor. The Agency shall have the fullest liberty without affecting in any way the liability of the Bank under this Guarantee from time to time to vary any of the terms and conditions contained in the said Tender Document or to extend time for submission of the Proposals or the Proposal validity period or the period for conveying of Letter of Acceptance to the Bidder or the period for fulfilment and compliance with all or any of the terms and conditions contained in the said Tender document by the said Bidder or to postpone for any time and from time to time any of the powers exercisable by it against the said Bidder and either to enforce or forbear from enforcing any of the terms and conditions contained in the said RFP Document or the securities available to the Agency, and the Bank shall not be released from its liability under these presents by any exercise by the Agency of the liberty with reference to the matters aforesaid or by reason of time being given to the said Bidder or any other forbearance, act or omission on the part of the Agency or any indulgence by the Agency to the said Bidder or by any change in the constitution of the Authority or its absorption, merger or amalgamation with any other person or any other matter or thing whatsoever which under the law relating to sureties would but for this provision have the effect of releasing the Bank from its such liability. 7. Any notice by way of request, demand or otherwise hereunder shall be sufficiently given or made if addressed to the Bank and sent by courier or by registered mail to the Bank at the address set forth herein. 8. We undertake to make the payment on receipt of your notice of claim on us addressed to [Name of bank along with branch address] and delivered at our above branch which shall be deemed to have been duly authorized to receive the said notice of claim. 9. It shall not be necessary for the Agency to proceed against the said Bidder before proceeding against the Bank and the guarantee herein contained shall be enforceable against the Bank, notwithstanding any other security which the Agency may have obtained from the said Bidder or any other person and which shall, at the time when proceedings are taken against the Bank hereunder, be outstanding or unrealized. 10. We, the Bank, further undertake not to revoke this Guarantee during its currency except with the previous express consent of the Agency in writing. 11. The Bank declares that it has power to issue this Guarantee and discharge the obligations contemplated herein, the undersigned is duly authorized and has full power to execute this Guarantee for and on behalf of the Bank. 12. For the avoidance of doubt, the Bank s liability under this Guarantee shall be restricted to Rs. [in figures] ([in words]). The Bank shall be liable to pay the said amount or any part thereof only if the Agency serves a written claim on the Bank in accordance with paragraph 8 hereof, on or before [date]. Signed and Delivered by. Bank By the hand of Mr./Ms..., its.. and authorized official. (Signature of the Authorized Signatory) (Official Seal) Gujarat State Watershed Management Agency (GSWMA) Page 52

58 (MEL&D)/Concurrent Monitoring of Projects under Integrated Watershed Management Programme (IWMP) Notes: 1. The Bank Guarantee should contain the name, designation and code number of the officer(s) signing the Guarantee. 2. The address, telephone no. and other details of the Head Office of the Bank as well as of issuing Branch should be mentioned on the covering letter of issuing Branch. Gujarat State Watershed Management Agency (GSWMA) Page 53