REC Power Distribution Company Limited. No. RECPDCL/CM/Tech(Vol-I)/6/EOI. Notice Inviting Expression of Interest (EoI) For

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1 REC Power Distribution Company Limited No. RECPDCL/CM/Tech(Vol-I)/6/EOI Notice Inviting Expression of Interest (EoI) For Empanelment of Consultants for Systems Improvement Study/Project Consulting/Detailed Project Report/Energy Auditing and Accounting/ IT Consulting and Implementation related activities. REC Power Distribution company limited (RECPDCL) is a wholly owned subsidiary of Rural Electrification Corporation Limited (A Navratna company with Ministry of Power,GOI) and have been providing consultancy /Third party inspection work in number of distribution companies in different states. RECPDCL intends to empanel technically qualified and professionally managed Power/Energy Consultancy Firms/Institutions, and IT firms to carry out the various tasks whose details are as under:- 1

2 TASK-I :- Systems Improvement Study/Project Consulting/Detailed Project Related Activities. TASK-II :- Energy Auditing and Accouting TASK-III :- IT Consulting and Implementation. Description of each tasks under each of the above mentioned work areas, qualification required, EOI submission format and procedure as well as EOI Evaluation methodology is proveded in the Detailed Expression of Interest Document available on REC website ( A hard copy of the Detailed Expression of Interest Document can be collected from RECPDCL s office at the address mentioned above by submitting a written request on company s letter head for the same. (i) Date of Release of EOI : 01 th September 2009 (ii) Last Date of Collecting EOI document : 14 th September 2009 (iii) Last Date for Submission of EOI response : 15 th September 2009 Time : Up to 11:00 hours (iv) Date of Opening of EOI response : 15 th September 2009 Time: 11:30 hours. Sd/- (S.C. Garg) Chief Manager (RECPDCL) 2

3 Detailed Expression of interest from Consultancy firms/ Institutions for Empanelment with RECPDCL 1. REC Power Distribution company limited (RECPDCL) is a wholly owned subsidiary of Rural Electrification Corporation Limited (A Navratna company with Ministry of Power,GOI) and have been providing Consultancy/ Third Party Inspection for Feeder Rennovation Programme, RGGVY Third party inspection and Material Inspection work in various discoms. 2. As a part of its expansion RECPDCL is planning to provide consultancy / implementation/ execution support on Systems improvement, Projects consulting and information technology related work to various state power utilities.. 3. Brief outline of of work for which RECPDCL is looking for consultants for empanelment is mentioned below. 4. TASK-I Systems Improvement/Project Consulting/Detailed Project Reports Preparation The work involves detailed analysis of power distribution or state distribution companies and preparation of detailed project reports based on those findings and analysis. Each of the decisions reached in reports will be sufficiently backed up with measurement data, trends, graphs etc. The decisions tables, decisions trees used in analysis should be mentioned in the report. Software tools like GIS, Network Analysis software should be mentioned. The proposal must clearly specifiy at which point in systems study they are going to be useful and what value additions had been achieved by using those tools. We see ourselves in systems study and project preparation work for distribution systems upgradation like Installation of 66/33/11 KV substations 3

4 Augmentation/Bifurcation of feeders Fault Pass Indicators transformers new/augmentation (capacity wise) Power factor improvement Provision of AMR infrastructure Re-conductoring of lines AB Cabling HVDS systems Reliability indices SAIFI, SAIDI, CAIDI, MAIFI, ASAI ENS DT Loading Profile Section loading profile LT feeders/lines etc. The work will also involve complete detail of AS IS systems and how and where the above proposed electrical elements are going to be proposed. Project finance parameters like Net Present Value, IRR, Payback period estimates should be part of this work. 5. TASK II Energy Auditing and Accounting We expect our work in this area involving energy audit and analysis for feeder, distribution transformers, substations, power generating stations, industrial establishments and large commercial buildings. The brief outline of the work will be - Collection of energy use parameters at different levels Substations, Feeders, distributions transformers, LT Poles and Buildings. Time of day analysis for these energy uses to understand the peak for different category of consumers. Seasonal and daily comparisons of peaks Energy Conservation Potential 4

5 Net Present Value, IRR, Payback period calculation Preparation of Project and Implementation Plan 6. TASK-III :- IT consulting and Implementation for Power Sector We are expecting our work in consulting and implementation of IT projects in various utilities departments/organization. Brief scope of work will include:- Project Reports preparation of departments/organizations Study of AS IS system of the department/organizations Proposed IT System System deployment plan, Systems Requirements Specifications, System Design Document Preparation. Implementation Services Development and deployment of various IT modules in the Organizations like Automation, Business Intelligence Software, Work Management Systems, Revenue, Bill Passing/Payment, Human Resources Software, Data Analysis And acquisition software and GIS software and customization. IT Training Services 7. Eligibility/ Qualification Criteria: The Consultant intending to be empanelled for such above mentioned tasks should fulfill the following eligibility criteria and shall provide documentary evidence towards the following:- I. The Consultant must be a registered legal entity in India. An individual or organization which is legally permitted to enter into a contract, and be sued it fails to meet its contractual obligations. 5

6 II. The consultants shall be well acquainted with the Regulatory environment in the power sector, and functioning of Utility /Central or State Electricity companies, Central Public Sector Units/Central or state electricity regulatory commissions and possess experience in dealing with such similar matters on wide range. For the purpose of eligibility criterion the same can be demonstrated by submitting testimonials of successful work completion in power sector as a part of its response. III. The Consultant must have completed at least one single work of consultancy in power sector for DPR/IT related activities for value not less than Rs 20.0 lakhs (Rs. Twenty Lakhs Only) during the last 2 years ending last day of month previous to the one in which proposals are invited. Documentary evidence of above must be submitted along with proposals. IV. The Consultant must have minimum five full time consultants working in the firm. V. The responder should submit its valid documentary proof for Sales Tax/VAT Number, Service Tax registration number (if applicable) and the PAN No. VI. No Consortium responses are not allowed, in any case. VII. A technical proposal specific for each TASK (I, II, III) indicating clear detail of all technical parameters related to the task shall be submitted along with the offer. The technical proposal should contain description of approach, methodology and detailed write up about how the activities mentioned in TASKS, I, II and III can be done. These write up should be detailed up to last level of activity that needs to be done. 6

7 a. An indicative time schedule for carrying out each element ot the tasks should also be submitted with justification for procedures to be adopted b. A case study with complete scenario planning of how an agency is going to execute the above mentioned work for a utility should be attached with the proposal covering the scope of work briefly defined for each task as above. The utility can be a real or assumed utility but the case study should be as close to working of a real distribution company in India. VIII. In case of Non-OEM being the responder he/she shall be the single point of contact for RECPDCL and shall be solely responsible for all warranties, upgrades and guarantees etc. offered by the OEM etc. An undertaking to this effect should be submitted by the responder. IX. The responder must ensure that preferential pricing for its product/ service is offered to RECPDCL. An undertaking for the same to be provided at the time of submission of the EoI by the responder. X. The responder must fulfill the above eligibility criteria/pre-qualification conditions of this EoI. Responses of responder(s) fulfilling the eligibility criteria/pre-qualification conditions will only be evaluated by the duly constituted evaluation committee. Responses of responder(s) not fulfilling the eligibility criteria/pre-qualification conditions given above shall be summarily rejected. Undertaking for subsequent submission of any of the above documents will not be entertained under any circumstances. XI. RECPDCL reserves the right to verify/confirm all original documentary evidence submitted by responder(s) in support of above mentioned clauses of eligibility criteria. 7

8 Note: The consultant has to submit relevant documents to support the credentials, experience etc. Each page of the document should be signed by authorized signatory. 8. Empanelment shall be initially for a period of Two year, which may be renewed for further period(s) at the sole discretion of RECPDCL. 9. Empanelment with RECPDCL does not confer any right to the agencies to be invited for participating in any bids, tenders etc. floated by RECPDCL. RECPDCL reserves the right to call bids/assign work/associate the agency/agencies in any area as may be deemed fit by REC PDCL depending upon the profile provided by the agencies and requirement of assignment. 10. REC PDCL reserves the right to accept or reject any or all requests for empanelment without assigning any reason. 11. RECPDCL reserves its right to call agencies for detailed presentations, without any liability, if required. 12. The CEO, RECPDCL reserves the right to waive off any shortfalls; accept the whole, accept part of or reject any or all responses to this EoI. 13. RECPDCL reserves the right to cancel or annul the Expression of Interest (EoI) at any stage and call for fresh EoI and/or tender for any and /or all of the tasks for any of the projects of RECPDCL. 14. RECPDCL reserves the right to call for fresh tenders at any stage and/or time for any and /or all of the tasks as per the present and/or envisaged RECPDCL 8

9 project requirements, even if the EOI is in evaluation stage or the responders have been empanelled. 15. RECPDCL reserves the right to procure any of items in any tasks from sources other than those empanelled with RECPDCL during the period of empanelment. 16. The CEO, RECPDCL reserves the right to modify, expand, restrict, scrap, refloat the Expression of Interest and/or float a tender without assigning any reason for the same. 17. The RECPDCL at its discretion may use the complete proposed solution and/or a part of, technical specifications as submitted by any responder(s) with the response(s) for further stages. The said usage does not confer any right and/or claim of any sort and/or manner on the responder(s) for this EoI and/or tender irrespective of the outcome of this EoI. 18. The responder shall bear all costs associated with the preparation and submission of its response, and RECPDCL will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the EoI process. 19. Earnest Money: The EOI of each task shall be accompanied with an earnest money as mentioned below per task in the shape of demand draft / pay order issued in favour of REC Power Distribution Company Ltd and payable at New Delhi. Responder can choose to respond for one or all the tasks. If the response is not accompanied by the prescribed earnest money or if the earnest money attached with the response is not in order, then the said response shall be liable to be summarily rejected. Earnest money of the unsuccessful responders shall be refunded after the finalization of the process of empanelment. However the earnest money of the 9

10 successful responder shall be retained and shall be converted in the form of performance guarantee in case of empanelment. Earnest money of those responders who may not be empanelled shall be refunded. No interest on the earnest money shall be payable in either case. Task No. Description EMD TASK I System Improvement Study/Project Rs.50000/= Consulting/DPR Related Activities. TASK II Energy Audit and Accounting Rs.50000/= TASK III IT Consulting and Implementation Rs /= 20. Submission of EOI Response 1. The consultancy firm/institution qualifying under the above criteria should submit only technical prequalification response in a sealed cover containing documents in support of the eligibility criteria as mentioned above along with the following documents: a) Earnest money for each task separately. (: In case responder wants to respond to more than one tasks separate EMD is required to be submitted for each task) b) Expression of Interest Proforma-Form-I c) Professional Experience of the agency Form-II d) Details of Methodology and work plan proposed-form-v e) Eligibility Criterion Documents. 2. EOI shall be submitted separately for each task in a sealed cover superscribing EOI for Task and shall contain three separately sealed envelopes super scribed as Envelope-I, Envelope-II and Envelope-III and also clearly mentioning bidder s name and address and the specific task as applicable. 3. Envelope-I shall contain the Bank DD/Banker s cheque against the Earnest Money for an amount as the case may be for the task. 10

11 4. Envelope-II shall contain document & documents pertaining to qualifying criteria including technical and commercial terms and conditions and the detailed information as per formats mentioned in the Documents may be submitted in this envelope. 5. Envelope-III shall contain the Technical Proposal/Report including case study for the task. 6. Responders may choose to apply for one or all the tasks. 7. The Envelope-I of the response and the Envelope-II & III of those who have submitted EMD in Envelope-I will be opened on the same day in the presence of the responders or their representatives who choose to remain present. 8. The response as per the 'Expression of Interest' document shall be submitted in sealed envelopes as under through a letter of transmittal. 21. Evaluation of EOI Stage 1 RECPDCL will identify the eligible responders based on the evaluation of the technical pre-qualification response for each of the tasks separately. Stage 2 Such shortlisted responders will be required to make a detailed presentation of their organizational strength/weaknesses, experience, understanding of the work mentioned in TASKS (as applicable I, II, III) before the evaluation committee. The date, time, venue and time allocated for presentation shall be informed to each of the shortlisted responders. The evaluation in the presentation will be done on 11

12 i. Technical Proposal along with case study against points mentioned in TASK I, II and III ii. Technical Discussion/Presentation RECPDCL will select maximum of ten parties for empanelment for each task separately. Stage-3 In case of RECPDCL getting a project needing partnership from empanelled parties will invite two part bids (technical and financial) from the empanelled list. The scope of work, evaluation will be detailed out at invitation for bids at time of bidding. 22. Last date for submission of EOIs : 1. Response should be kept in a sealed envelope, addressed to Chief Executive Officer,REC PDCL, Core-4, SCOPE complex, 7 Lodhi Road New Delhi and shall be dropped in the Tender box, which is placed in the office premises of REC RDCL at ground floor or may be sent by registered/ speed post in order to reach the RECPDCL office within stipulated date and time. Please note that REC PDCL would not be responsible for any misplacement /loss/late receipt of response. 2. Only complete EOI response received on or before the due date and time shall be considered. The EOI received by telegraphic/fax/ mode or incomplete or after due date or time shall not be considered. 3. The responses complete in all respects are required to be submitted latest by on or before 15 th September 2009 up to 11:00 hrs. and shall be opened on the same day at 11:30 hrs and the agencies or their authorized representative may, if they so desire be present at the time of opening. 12

13 (S.C. Garg) Chief Manager (Tech) 13

14 FORM-I Responder s Particulars To Chief Executive Officer, RECPDCL, Core IV, Scope Complex, Lodi Road, New Delhi Sir, We wish to apply for empanelment with RECPDCL as associate for Task for EOI No. as per details enclosed. 1. Name of Organization 2. Address & Contact No. with Name of Contact Person 3. Legal Status of the organisation 4. Professional Experience of the consultant to be enclosed as per form II 5. Year of Establishment 6. Name of Consultants (CVs as in form IV) 6. Range of Services Offered (To be enclosed separately in not more than two pages). 14

15 7. Brief of Major Assignment: To be enclosed as per Form-III 8. Service Tax Registration Copy : To be enclosed 9. PAN Number : To be enclosed 10. Sales Tax/ Vat Number : To be enclosed 11. Name of the Authorised Signatory, who is authorized to respond to this EoI and in case of short listing quote in the tender and enter into the rate contract (Power of attorney to be submitted) 12. Additional information if any : (Authorized Signatory on behalf of the organization) 15

16 FORM-II PROFESSIONAL EXPERIENCE OF THE AGENCY In years : Collaborations/JVs (If any) : Areas of Professional experience : Experience in India: No of Assignments undertaken in Power Sector (distribution/ transmission): List of assignments with clients name Experience in Abroad: No of Assignments undertaken in Power Sector (distribution/ transmission): List of assignments with clients name & location against each assignment, duration in Months.: (Authorized Signatory on behalf of the organization) 16

17 FORM-III BRIEF ON MAJOR ASSIGNMENTS (Separate sheet for Each Assignment) Undertaken for electric power distribution/ transmission companies/ utilities/central Public Sector Utilities (copy of the Letter of award, experience certificate etc. to be enclosed) Name of assignment : Name of Client : Location of Assignment : Originally agreed time to complete the : Assignment in months Actual time taken to complete the : Assignment in Months Scope of work of assignment in detail : (may attach sheets) Deliverables of the assignment : (Authorized Signatory on behalf of the organization) 17

18 FORM-IV BRIEF CVs OF KEY PERSONNEL (Separate sheet for each key personnel) Name : Date of Birth : Educational Qualification : Total experience in Number of years : Years with the organization applying : for empanelment Experience (List of positions held, giving dates/ : duration, names of organizations, and brief responsibilities) Assignments worked on in the Power Sector (distribution/ transmission) along with title of assignment, clients name, location & scope of work in not more than two lines each. (Authorized Signatory on behalf of the organization) 18

19 FORM-V (Response Format) The following notes offer guidance to proposing responders in the form of a model outline for their response document. All the headings indicated below must be addressed in the sequence shown, providing as much relevant detail as possible. (Conformance to this outline will assist the subsequent evaluation and selection activities, and any variations should be documented). Additional headings and information may be provided by the proposing responder where they are required to include additional details or explanations. 1. Description Of The Proposing Responder: (Specifically include legal status, ownership, and the name of the person within the company who is responsible for this project.) 2. The Proposing Responder s General Understanding Of The Project Requirements And The Proposed Total Solution 3. The Main Features Of The Proposed Solution And Any Areas Of Risk 4. Documentation: (Describe the documentation that will be provided.) 5. Maintenance And Support: (Describe the maintenance and continuing technical support services, escalations etc that will be provided for the proposed systems.) 6. Benchmarking/Testing Procedures And Test Data Specification: (Details of the proposed benchmarking / testing procedures for equipments /systems.) 7. Warranties And Guarantees: (Details of the warranty and guarantee conditions.) 8. 0References And Experience In Appropriate Fields: (Details of relevant references (including contact names) and experience of the proposing responder in the supply, installation, commissioning and maintenance of similar systems environments.) 19

20 9. Other Relevant Information: (Any other information, details, and observations that the proposing vendor considers relevant to the understanding and delivery of their proposed solution.) Signature of Authorised Signatory Name of the Signatory Company Name Date Place Company Seal 20