REQUEST FOR PROPOSAL

For

Selection of Project Management Consultant (PMC) to

Design, Develop, Manage and Implement Smart City Projects

Under

SMART CITY MISSION (SCM)

in

Imphal, Manipur

Issued on: 9th June 2017

Employer: Chief Executive Officer,

Imphal Smart City Limited
 CONTENTS

TABLE OF CLAUSES

Section 1. Letter of Invitation .................................................................................................................... 3

Section 2: Instructions to Consultants ......................................................................................................... 4
Section 3: Technical Proposal - Standard Forms ....................................................................................... 27
Section 4: Financial Proposal - Standard Forms ........................................................................................ 45
Section 5: Terms of Reference .................................................................................................................. 56
Section 6. Standard Form of Contract ...................................................................................................... 85
Reference No.: 1/4/2017-ISCL

Project Name: SMART CITY MISSION (SCM)

Name Of The Imphal Smart City Limited

Department:

Title Of Consulting PROJECT MANAGEMENT CONSULTANT (PMC) TO

Services: DESIGN, DEVELOP, MANAGE AND IMPLEMENT SMART
CITY PROJECTS UNDER SMART CITY MISSION (SCM) IN
IMPHAL.

Section 1. Letter of Invitation

1. The Imphal Smart City Limited (hereinafter called “Employer”) is executing SMART
CITY MISSION (SCM) in Imphal.

2. The employer invites proposal to provide the following consulting services: PROJECT
MANAGEMENT CONSULTANT (PMC) TO DESIGN, DEVELOP, MANAGE
AND IMPLEMENT SMART CITY PROJECTS UNDER SMART CITY
MISSION (SCM) IN IMPHAL. More details on the services are provided in the Terms
of Reference in this RFP document and qualification requirement is at Instructions to
Consultants.

3. A firm will be selected under “Combined Quality Cum Cost Based System (CQCCBS)”
and procedures described in this RFP.

4. The RFP includes the following documents:

Section 1 - Letter of Invitation
Section 2 - Information to Consultants (including Data Sheet)
Section 3 - Technical Proposal - Standard Forms
Section 4 - Financial Proposal - Standard Forms
Section 5 - Terms of Reference
Section 6 - Standard Forms of Contract

5. RFP document can be downloaded from the websites of Government of Manipur

( http://manipur.gov.in/) and Imphal Municipal Corporation (http://imc.mn.gov.in/). The

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4
 Section 2: Instructions to Consultants

Part I

Standard

1. Definitions

(a) “Employer” means the Agency who have invited the bids for consultancy services and/ or
with which the selected Consultant signs the Contract for the Services and to which the
selected consultant shall provide services as per the terms and conditions and TOR of the
contract.
(b) “Consultant” means any entity or person or associations of person who have been
requested to submit their proposals that may provide or provides the Services to the
Employer under the Contract.
(c) “Contract” means the Contract signed by the Parties and all the attached documents listed
in its Clause 1, that is the General Conditions (GC), the project Specific Conditions (SC),
and the Appendices.
(d) “Project specific information” means such part of the Instructions to Consultants used to
reflect specific project and assignment conditions.
(e) “Day” means calendar day.
(f) “Government” means the government of India /State/Local Government.
(g) “Instructions to Consultants” (Section 2 of the RFP) means the document which provides
Consultants with all information needed to prepare their proposals.
(h) “LOI” (Section 1 of the RFP) means the Letter of Invitation being sent by the Employer to
the consultants.
(i) “Personnel” means professionals and support staff provided by the Consultant or by any
Sub-Consultant and assigned to perform the Services or any part thereof; “Foreign
Personnel” means such professionals and support staff who at the time of being so
provided had their domicile outside the Government’s country; “Domestic Personnel”
means such professionals and support staff who at the time of being so provided had their
domicile in India.
(j) “Proposal” means the Technical Proposal and the Financial Proposal.
(k) “RFP” means the Request for Proposal prepared by the Employer for the selection of
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 Consultants, based on the SRFP.
(l) “SRFP” means the Standard Request for Proposals, which must be used by the Employer
as a guide for the preparation of the RFP.
(n) “Assignment / job” means the work to be performed by the Consultant pursuant to the
Contract.
(o) “Sub-Consultant” means any person or entity with whom the Consultant subcontracts any
part of the Assignment/job.
(p) “Terms of Reference” (TOR) means the document included in the RFP as Section 5 which
explains the objectives, scope of work, activities, tasks to be performed, respective
responsibilities of the Employer and the Consultant, and expected results and deliverables
of the Assignment/job.

2. Introduction

2.1 The Employer named in the Part II Data Sheet will select a consulting firm/organization
(the Consultant) meeting basic eligibility criteria as mentioned in Part II Data Sheet and in
accordance with the method of selection specified in the Part II Data Sheet.
2.2 The name of the assignment/Job has been mentioned in Part II Data Sheet. Detailed scope
of the assignment/ job has been described in the Terms of Reference in Section 5.
2.3 The date, time and address for submission of the proposals has been given in Part II Data
Sheet.
2.4 The Consultants are invited to submit their Proposal, for consulting Assignment/job named
in the Part II Data Sheet. The Proposal will be the basis for contract negotiations and
ultimately for a signed Contract with the selected Consultant.
2.5 Consultants should familiarize themselves with Local conditions and take them into
account in preparing their Proposals. To obtain first-hand information on the
Assignment/job and Local conditions, Consultants are encouraged to meet the Employer’s
representative named in part II Data Sheet before submitting a proposal and to attend a
pre-proposal meeting if one is specified in the Part II Data Sheet. Attending the pre-
proposal meeting is optional. Consultants should contact the Employer’s representative to
arrange for their visit or to obtain additional information on the pre-proposal meeting.
Consultants should ensure that these representatives are advised of the visit in adequate
time to allow them to make appropriate arrangements.
2.6 The Employer will provide at no cost to the Consultants the inputs and facilities specified
in the Part II Data Sheet, assist the consultants in obtaining licenses and permits needed to
carry out the Assignment/job, and make available relevant project data and reports.
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2.7 Consultants shall bear all costs associated with the preparation and submission of their
proposals and contract negotiation. The Employer 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 Consultants.

3. Eligibility of Association of consultants and Sub-Consultants

3.1. If the consultant has formed an association of consultants, each member of the association
of consultant shall be evaluated as per the qualification/ eligibility criteria set forth in Part
II data Sheet. The combined score of the each member of the association of consultant
shall be taken into account for evaluation purpose. If any member of the association of
consultants is dropped at the RFP stage, such an association of consultant is liable to be
rejected by the Employer. However, the Employer, at its sole discretion, may decide to
evaluate for short-listing such association of consultant without considering the strength of
the dropped member and if found eligible, may allow such association of consultant to
submit their proposal.

3.2. A consultant may associate with consultants and /or individual expert at the time of
submission of proposal with. Under such circumstances each member of the association of
consultant shall be evaluated as per the qualification/ eligibility criteria set forth in Part II
data Sheet. The combined score of the each member of the association of consultant shall
be taken into account for evaluation purpose. However, the Employer shall deal with only
the lead member for the purpose of this assignment. Although the contract shall be signed
by all the members of the associations of the consultants, the lead member of the
association of the consultant shall be responsible and liable to the Employer for every
aspects of their proposal, contract etc.

4. Clarification and Amendment of RFP Documents

4.1 Consultants may request a clarification on any clause of the RFP documents up to the
number of days indicated in the Part II Data Sheet before the proposal submission date.
Any request for clarification must be sent in writing, or by standard electronic means to the
Employer’s address indicated in the Part II Data Sheet. The Employer 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
Consultants. Should the Employer deem it necessary to amend the RFP as a result of a
clarification, it shall do so following the procedure under para. 4.2 Below.

4.2 At any time before the submission of Proposals, the Employer may amend the RFP by
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 issuing an addendum in writing or by standard electronic means. The addendum shall be
sent to all Consultants and will be binding on them. Consultants shall acknowledge receipt
of all amendments. To give Consultants reasonable time in which to take an amendment
into account in their Proposals the Employer may, if the amendment is substantial, extend
the deadline for the submission of Proposals.

5. Conflict of Interest

5.1 Employer requires that Consultants provide professional, objective, and impartial advice
and at all times hold the Employer’s interests paramount, strictly avoid conflicts with other
Assignment/jobs or their own corporate interests and act without any consideration for
future work.

5.2 Without limitation on the generality of the foregoing, Consultants, and any of their
affiliates, shall be considered to have a conflict of interest and shall not be recruited, under
any of the circumstances set forth below:

 Conflicting activities: (i) a firm that has been engaged by the Employer to provide
goods, works or Assignment/job other than consulting Assignment/job for a project, and
any of its affiliates, shall be disqualified from providing consulting Assignment/job
related to those goods, works or Assignment/job. Conversely, a firm hired to provide
consulting Assignment/job for the preparation or implementation of a project, and any
of its affiliates, shall be disqualified from subsequently providing goods or works or
Assignment/job other than consulting Assignment/job resulting from or directly related
to the firm’s consulting Assignment/job for such preparation or implementation. For the
purpose of this paragraph, Assignment/job other than consulting Assignment/job are
defined as those leading to a measurable physical output, for example surveys,
exploratory drilling, aerial photography, and satellite imagery.

 Conflicting Assignment/job; (ii) A Consultant (including its Personnel and Sub-

Consultants) or any of its affiliates shall not be hired for any Assignment/job that, by its
nature, may be in conflict with another Assignment/job of the Consultant to be executed
for the same or for another Employer. For example, a Consultant hired to prepare
engineering design for an infrastructure project shall not be engaged to prepare an
independent environmental assessment for the same project, and a Consultant assisting
an Employer in the privatization of public assets shall not purchase, nor advice
purchasers of, such assets. Similarly, a Consultant hired to prepare Terms of
Reference for an Assignment/job shall not be hired for the Assignment/job in
question.

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  Conflicting relationships (iii) A Consultant (including its Personnel and Sub-
Consultants)that has a business or family relationship with a member of the Employer’s
staff who is directly or indirectly involved in any part of (i) the preparation of the Terms
of Reference of the Assignment/job, (ii) the selection process for such Assignment/job,
or (iii) supervision of the Contract, may not be awarded a Contract, unless the conflict
stemming from this relationship has been resolved in a manner acceptable to the
Employer throughout the selection process and the execution of the Contract.

5.3 Consultants have an obligation to disclose any situation of actual or potential conflict that
impacts their capacity to serve the best interest of their Employer, or that may reasonably
be perceived as having this effect. Any such disclosure shall be made as per the Standard
forms of technical proposal provided herewith. If the consultant fails to disclose said
situations and if the Employer comes to know about any such situation at any time, it may
lead to the disqualification of the Consultant during bidding process or the termination of
its Contract during execution of assignment.

5.4 No agency or current employees of the Employer shall work as Consultants under their
own ministries, departments or agencies.

6. Unfair Advantage

6.1 If a Consultant could derive a competitive advantage from having provided consulting
Assignment/job related to the Assignment/job in question and which is not defined as
conflict of interest as per para 5 above, the Employer shall make available together with
this RFP all information that would in that respect give such Consultant any competitive
advantage over competing Consultants.

7. Proposal

7.1 Consultants may only submit one proposal. If a Consultant submits or participates in more
than one proposal, such proposals shall be disqualified. However, this does not limit the
participation of the same Sub-Consultant, including individual experts, to more than one
proposal.

8. Proposal Validity

8.1 The Part II Data Sheet to consultant indicates how long Consultants’ Proposals must
remain valid after the submission date. During this period, Consultants shall maintain the
9
 availability of Professional staff nominated in the Proposal and also the financial proposal
unchanged. The Employer will make its best effort to complete negotiations within this
period. Should the need arise, however, the Employer may request Consultants to extend
the validity period of their proposals. Consultants who agree to such extension shall
confirm that they maintain the availability of the Professional staff nominated in the
Proposal and their financial proposal remain unchanged, or in their confirmation of
extension of validity of the Proposal, Consultants could submit new staff in replacement,
who would be considered in the final evaluation for contract award. Consultants who do
not agree have the right to refuse to extend the validity of their Proposals, under such
circumstance the Employer shall not consider such proposal for further evaluation.

9. Preparation of Proposals

9.1 The Proposal as well as all related correspondence exchanged by the Consultants and the
Employer, shall be written in English language, unless specified otherwise.

9.2 In preparing their Proposal, Consultants are expected to examine in detail the documents
comprising the RFP. Material deficiencies in providing the information requested may
result in rejection of a Proposal.

9.3 While preparing the Technical Proposal, Consultants must give particular attention to the
following:

(a) If a Consultant considers that it may enhance its expertise for the Assignment/job
by associating with other Consultants in sub-consultancy, it may associate with
other Consultant.

(b) The estimated number of Professional staff-months for the Assignment/job is as

shown in the Part II Data sheet. However, the Proposal shall be based on the
number of Professional staff-months or budget estimated by the Consultants.
While making the proposal, the consultant must ensure that he proposes the
minimum number and type of experts as sought by the Employer, failing which
the proposal shall be considered as non-responsive.

(c) Alternative professional staff shall not be proposed, and only one curriculum vita
(CV) may be submitted for each position mentioned.

9.4 Depending on the nature of the Assignment/job, Consultants are required to submit a
Technical Proposal (TP) in forms provided in Section-III. The Part II Data sheet in

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Section-II indicates the formats of the Technical Proposal to be submitted. Submission of
the wrong type of Technical Proposal will result in the Proposal being deemed non-
responsive. The Technical Proposal shall provide the information indicated in the
following paras from (a) to (g) using the attached Standard Forms (Section 3). Form Tech
– I in Section-III is a sample letter of technical proposal which is to be submitted along
with the technical proposal.

(a) A brief description of the consultant’s organization and in the case of a

consortium/ joint venture, of each partner, will be provided in Form Tech-2. In the
same Form, the consultant and in the case of a consortium/ joint venture, each
partner will provide details of experience of assignments which are similar to the
proposed assignment/ job as per the terms of reference. For each Assignment/job,
the outline should indicate the names of Sub-Consultants/ Professional staff who
participated, duration of the Assignment/job, contract amount, and Consultant’s
involvement. Information should be provided only for those Assignment/jobs for
which the Consultant was legally contracted by the Employer as a corporation or
as one of the major firms within a joint venture. Assignment/jobs completed by
individual Professional staff working privately or through other consulting firms
cannot be claimed as the experience of the Consultant, or that of the Consultant’s
associates, but can be claimed by the Professional staff themselves in their CVs.
Consultants should be prepared to substantiate the claimed experience along with
the proposal and must submit letter of award / copy of contract for all the
assignments mentioned in the proposal.

(b) Comments and suggestions on the Terms of Reference including workable

suggestions that could improve the quality/ effectiveness of the Assignment/job;
and on requirements for counterpart staff and facilities including: administrative
support, office space, Domestic transportation, equipment, data, etc. to be
provided by the Employer (Form TECH-3 of Section 3).

(c) A description of the approach, methodology and work plan for performing the
Assignment/job covering the following subjects: technical approach and
methodology, work plan, and organization and staffing schedule. Guidance on the
content of this section of the Technical Proposals is provided under Form TECH-4
of Section 3. The work plan should be consistent with the Work Schedule (Form
TECH-8 of Section 3) which will show in the form of a bar chart the timing
proposed for each activity.

(d) The list of the proposed Professional staff team by area of expertise, the position
that would be assigned to each staff team member, and their tasks is to be
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 provided in Form TECH-5 of Section 3.

(e) Estimates of the staff input needed to carry out the Assignment/job needs to be
given in Form TECH-7 of Section 3. The staff-months input should be indicated
separately for each location where the Consultants have to work and / or provide
their key staff.

(f) CVs of the Professional staff as mentioned in para 9.4 (d) above signed by the
staff themselves or by the authorized representative of the Professional Staff
(Form TECH-6 of Section 3).

(g) A detailed description of the proposed methodology and staffing for training
needs to be given, if the Part II Data sheet specifies training as a specific
component of the Assignment/job.

9.5 The Technical Proposal shall not include any financial information. A Technical Proposal
containing financial information may be declared non responsive.

9.6 Financial Proposals: The Financial Proposal shall be prepared using the attached Standard
Forms (Section 4). It shall list all costs associated with the Assignment/job, including (a)
remuneration for staff and (b) reimbursable expenses indicated in the Part II Data sheet. If
appropriate, these costs should be broken down by activity and, if appropriate, into foreign
(if applicable) and domestic expenditures. The financial proposal shall not include any
conditions attached to it and any such conditional financial proposal shall be rejected
summarily.

10. Taxes

10.1 The Consultant shall fully familiarize themselves about the applicable to Domestic taxes
(such as: value added or sales tax, service tax or income taxes, duties, fees, levies) on
amounts payable by the Employer under the Contract. All such taxes must be included by
the consultant in the financial proposal.

11. Currency

11.1 Consultants shall express the price of their Assignment/job in India Rupees.[In case of
assignment where payments in foreign currency are allowed to be made, the consultants
are free to make their quote in any foreign currency. The employer shall mention the
provision regarding conversion of such foreign currency to Indian Rupees]

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12. Earnest Money Deposit (EMD) and Bid processing Fees

12.1 Earnest Money Deposit

I. An EMD of amount as mentioned in data sheet, in the form of DD drawn in

favour of Imphal Smart City Limited and payable at Imphal as mentioned in
data sheet, must be submitted along with the Proposal.
II. Proposals not accompanied by EMD shall be rejected as non-responsive.
III. No interest shall be payable by the Employer for the sum deposited as
earnest money deposit.
IV. EMD shall be acceptable in the form of Bank Guarantee (BG) also.
V. The EMD of the unsuccessful bidders would be returned back within one month
of signing of the contract.

12.2 The EMD shall be forfeited by the Employer in the following events:

I. If Proposal is withdrawn during the validity period or any extension agreed by the
consultant thereof.
II. If the Proposal is varied or modified in a manner not acceptable to the Employer
after opening of Proposal during the validity period or any extension thereof.
III. If the consultant tries to influence the evaluation process.
IV. If the First ranked consultant withdraws his proposal during negotiations (failure
to arrive at consensus by both the parties shall not be construed as withdrawal of
proposal by the consultant).

13. Bid Processing Fees

All consultants are required to pay as mentioned in data sheet towards Bid Processing Fees
in the form of demand Draft drawn in favour of Imphal Smart City Limited (as indicated in
Data Sheet) and payable at Imphal. The Bid Processing Fee is Non-Refundable. Non
submission of Bid Processing fee along with the Technical Proposal will be treated as non-
responsive bid.

14. Submission, Receipt, and Opening of Proposal

14.1 The original proposal, both technical and Financial Proposals shall contain no
interlineations or overwriting, except as necessary to correct errors made by the
Consultants themselves. The person who signed the proposal must initial such corrections.
13
 Submission letters for both Technical and Financial Proposals should respectively be in the
format of TECH-1 of Section 3, and FIN-1 of Section 4.

14.2 An authorized representative of the Consultants shall initial all pages of the original
Technical and Financial Proposals. The authorization shall be in the form of a written
power of attorney accompanying the Proposal or in any other form demonstrating that the
representative has been dully authorized to sign. The signed Technical and Financial
Proposals shall be marked “ORIGINAL”.

14.3 The original and all copies of the Technical Proposal shall be placed in a sealed envelope
clearly marked “TECHNICAL PROPOSAL” Similarly, the original Financial Proposal
shall be placed in a sealed envelope clearly marked “FINANCIAL PROPOSAL” followed
by the name of the Assignment/job. The envelopes containing the Technical Proposals,
Financial Proposals, EMD and bid processing fees shall be placed into an outer envelope
and sealed. This outer envelope shall bear the submission address, reference number be
clearly marked “DO NOT OPEN, BEFORE 15.30 hrs of 30th June 2017. The Employer
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 case for
Proposal rejection.
If the Financial Proposal is not submitted in a separate sealed envelope duly marked
as indicated above, this will constitute grounds for declaring the Proposal non-
responsive.

14.4 The Proposals must be sent to the address/addresses indicated in the Data sheet and received
by the Employer no later than the time and the date indicated in the Data sheet, or any
extension to this date in accordance with para 4.2 above. Any proposal received by the
Employer after the deadline for submission shall be returned unopened.

15. Proposal Evaluation

15.1 From the time the Proposals are opened to the time the Contract is awarded, the
Consultants should not contact the Employer on any matter related to its Technical and/or
Financial Proposal. Any effort by Consultants to influence the Employer in the
examination, evaluation, ranking of Proposals, and recommendation for award of Contract
may result in the rejection of the Consultants’ Proposal.

15.2 The employer has constituted a Consultant Selection Committee (CSC) which will carry
out the entire evaluation process.

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15.3 Evaluation of Technical Proposals: CSC while evaluating the Technical
Proposals shall have no access to the Financial Proposals until the technical evaluation is
concluded and the competent authority accepts the recommendation.

15.4 The CSC shall evaluate the Technical Proposals on the basis of their responsiveness to the
Terms of Reference and by applying the evaluation criteria, sub-criteria specified in the
Data sheet. In the first stage of evaluation, a Proposal shall be rejected if it is found
deficient as per the requirement indicated in the Data sheet for responsiveness of the
proposal. Only responsive proposals shall be further taken up for evaluation. Evaluation of
the technical proposal will start first and at this stage the financial bid (proposal) will
remain unopened. The qualification of the consultant and the evaluation criteria for the
technical proposal shall be as defined in the Data sheet.

15.5 Public opening & evaluation of the Financial Proposals: Financial proposals
of only those firms who are technically qualified shall be opened publicly on the date &
time specified the Data sheet, in the presence of the Consultants’ representatives who
choose to attend. The name of the Consultants, their technical score (if required) and their
financial proposal shall be read aloud.

15.6 The CSC will correct any computational errors. When correcting computational errors, in
case of discrepancy between a partial amount and the total amount, or between word and
figures, the former will prevail. In addition to the above corrections the items described in
the Technical Proposal but not priced, shall be assumed to be included in the prices of
other activities or items. In case an activity or line item is quantified in the Financial
Proposal differently from the Technical Proposal, (i) if the Time-Based form of contract
has been included in the RFP, the Evaluation Committee shall correct the quantification
indicated in the Financial Proposal so as to make it consistent with that indicated in the
Technical Proposal, apply the relevant unit price included in the Financial Proposal to the
corrected quantity and correct the total Proposal cost, (ii) if the Lump-Sum form of
contract has been included in the RFP, no corrections are applied to the Financial Proposal
in this respect. If permitted under RFP to quote in any currency other than Indian
Rupees, prices shall be converted to Indian Rupees using the selling rates of
exchange, source and reference date indicated in the Data sheet. Normally, the date
will be the date of opening of the tender unless specified otherwise in the Data sheet.

15.7 After opening of financial proposals, appropriate selection method shall be applied to
determine the consultant who will be declared winner and be eligible for award of the
contract. The methods of selections are described in the Data Sheet [The employer shall
mention here which method out of all listed method shall be applied for selection of

15
 consultant for this assignment / job]. This selected consultant will then be invited for
negotiations, if considered necessary.

16. Negotiations

16.1 Negotiations will be held at the date, time and address intimated to the qualified and
selected bidder. The invited Consultant will, as a pre-requisite for attendance at the
negotiations, confirm availability of all Professional staff. Representatives conducting
negotiations on behalf of the Consultant must have written authority to negotiate and
conclude a Contract.

16.2 Technical negotiations: Negotiations will include a discussion of the Technical Proposal,
the proposed technical approach and methodology, work plan, and organization and
staffing, and any suggestions made by the Consultant to improve the Terms of Reference.
The Employer and the Consultants will finalize the Terms of Reference, staffing schedule,
work schedule, logistics, and reporting. These documents will then be incorporated in the
Contract as “Description of Assignment/job”. Special attention will be paid to clearly
defining the inputs and facilities required from the Employer to ensure satisfactory
implementation of the Assignment/job. The Employer shall prepare minutes of
negotiations which will be signed by the Employer and the Consultant.

16.3 Financial negotiations: After the technical negotiations are over, financial negotiations
should be carried out in order to reflect any change in financials due to change in scope of
work or due to clarification on any aspect of the technical proposal during the technical
negotiations. Under no circumstance, the financial negotiation shall result in to increase in
the price originally quoted by the consultant. Unless there are exceptional reasons, the
financial negotiations will involve neither the remuneration rates for staff nor other
proposed unit rates. For other methods, Consultants will provide the Employer with the
information on remuneration rates described in the Appendix attached to Section 4 -
Financial Proposal - Standard Forms of this RFP.

16.4 Availability of Professional staff/experts: Having selected the Consultant on the basis of,
among other things, an evaluation of proposed Professional staff, the Employer expects to
negotiate a Contract on the basis of the Professional staff named in the Proposal. Before
contract negotiations, the Employer will require assurances that the Professional staff will
be actually available. The Employer 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 or if the
professional staff has left the organisation. If this is not the case and if it is established that

16
 Professional staff were offered in the proposal without confirming their availability, the
Consultant may be disqualified. Any proposed substitute shall have equivalent or better
qualifications and experience than the original candidate and be submitted by the
Consultant within the period of time specified in the letter of invitation to negotiate.

16.5 Conclusion of the negotiations: Negotiations will conclude with a review of the draft
Contract. To complete negotiations the Employer and the Consultant will initial the agreed
Contract. If negotiations fail, the employer will reject all the proposals received and invite
fresh proposals.

17. Award of Contract

17.1 After completing negotiations the Employer shall issue a Letter of Intent to the selected
Consultant and promptly notify all other Consultants who have submitted proposals about
the decision taken.

17.2 The consultants will sign the contract after fulfilling all the formalities/pre-conditions
including Performance Guarantee as mentioned in the standard form of contract in Section-
6, within 15 days of issuance of the letter of intent.

17.3 The Consultant is expected to commence the Assignment/job on the date and at the
location specified in the Part II Data Sheet.

18. Confidentiality

18.1 Information relating to evaluation of Proposals and recommendations concerning awards

shall not be disclosed to the Consultants who submitted the Proposals or to other persons
not officially concerned with the process, until the publication of the award of Contract.
The undue use by any Consultant of confidential information related to the process may
result in the rejection of its Proposal and may be subject to the provisions of the
Employer’s antifraud and corruption policy.

19. The employer reserves the right to verify all statements, information and documents
submitted by the Applicant in response to the RFP. Any such verification or the lack of
such verification by the Employer to undertake such verification shall not relieve the
Applicant of its obligation or liabilities here under nor will it affect any rights of the
Employer here under.

20. The selection process shall be governed by and construed in accordance with the laws of

17
India and Courts at Imphal shall have exclusive jurisdiction and all disputes arising under
pursuant to and/or in connection with the Selection Process.

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 INSTRUCTIONS TO CONSULTANT

Part-II
DATA SHEET

Clause
No. of Ref of
Particulars
Data ITC
Sheet
Imphal Smart City Limited represented by
1. 2.1 Name of the Employer:
CEO
a) The Bidder/s shall be a private company,
firm incorporated in India under the (Indian)
Companies Act 1956/2013 or a company
incorporated under equivalent law abroad.
The Bidder/s shall be required to submit a true
copy of its Incorporation Certificate
b) The Bidder/s must have a valid service tax
registration
c) The Bidder/s must have at least one office in
India which has been operational for the last
three years or more
(d) The sole bidder/Lead Bidder/Consortium
member should not have been blacklisted /
2.1 Basic Eligibility criteria debarred/termination of contract except for
reasons of convenience of client by any
Government / Government Board /
Corporation / Company/ Statutory Body / PSU
company/ Non-Government/ Government of
any sovereign countries /Private Agencies and
Funding Agencies in the last 10 years.
e) The Consultant (in case of single business
entity) / Lead Member (in case of Consortium)
should have a minimum average annual
turnover of Indian Rs. 50 (Fifty) crores during
the last three (3) financial years; and the each
Consortium partner should have a minimum
average annual turnover of Indian Rs. 5 (Five)
19
 crores during the last three (3) financial years.
f) The Consultant should have Experience in at
least 5 (Five) assignments for Project
Management Consultants/ Support Units/
Technical Support or Coordinator Consultants
/Project Planning and Design/ Preparation of
Detailed Project Reports for urban
infrastructure assignments at government
levels (Central/ State/ Municipal)
Project Management Consultant (PMC) To
Name of the Assignment/job Design, Develop, Manage And Implement
2. 2.2
is: Smart City Projects Under Smart City Mission
(SCM)
YES
Date: 16th June 2017
A pre-proposal meeting will Time: 11:00 Hrs
3. 2.5
be held: Venue: Directorate of MAHUD, PDA Complex,
North AOC, Imphal West, Manipur,
India,795001
Date & time and address for
submission of proposal/ bid:
Date 30th June 2017
4 14.4
Time 15:00 Hrs
Directorate of MAHUD, PDA Complex, North
Address
AOC, Imphal West, Manipur, India,795001
The Employer’s representative
CEO, Imphal Smart City Limited
is:
Directorate of MAHUD, PDA Complex, North
5 2.5 Address:
AOC, Imphal West, Manipur, India,795001
[email protected];
E-mail:
[email protected]
The Employer will provide the
6 2.6 Office Space only
following inputs and facilities:
The Employer envisages the
7 need for continuity for No
downstream work:
Proposals must remain valid
8 8.1 Date: 28th October 2017
or 120 days after the

20
 submission date, i.e. until:
Clarifications may be
requested not later than 10
Date: 20th June 2017
days before the submission
date.
9. 4.1
The address for requestingMunicipal Commissioner, Imphal Muncipal
clarifications is: Corporation, Kanglapat, Imphal-795001
[email protected];
E-mail:
[email protected]
Name of Sub Consultant (if proposed) shall also
10. 9.3 (a)
be mentioned along with technical details
A. For Time Based components:
Estimated number of Professional staff-months
is: 186 person-months

The Consultant’s Proposal must include the

minimum 186 person-months.Professional staff
months for Time Based component. For the
evaluation and comparison of Proposals only: if
The estimated number of a Proposal includes less than the required
Professional staff-months minimum time-input, the missing time-input
11. 9.3 (b)
required for the (expressed in person-month) will be multiplied
Assignment/job is: by the highest remuneration rate for a Key
Expert in the Consultant’s Proposal and added
to the total remuneration amount. Proposals that
quoted higher than the required minimum of
time-input will not be adjusted.

B. For Lump Sum component:

Estimated number of Professional staff-months
is: 216 person-months.
In addition to technical proposal, Consultants
are required to submit financial proposal (as per
forms prescribed in Section 4). Submission of
12 9.4
the technical and financial proposal in improper
form will render the proposal liable to be
rejected.
13. 9.4 The formats of the Technical Proposal to be submitted are:
Form Tech 1: Letter of

21
 Proposal submission
Form Tech 2 : Consultant’s
organization & experience
Form Tech 3 : Comments &
suggestions on TOR
Form Tech 4 : Approach & Maximum of 20 pages including charts and
methodology diagrams
Form Tech 5 : Team
composition
Form Tech 6 : Curriculum
vitae
Form Tech 7 : Staffing
Schedule
Form Tech 8 : Work
Schedule
Form Tech 9: Comment /
modification suggested on
draft contract.
Form Tech 10: Information
regarding any conflicting
activities and declaration
thereof.
Training is a specific
14. component of this NO
Assignment/job
Replace the clause as below:

The Financial Proposal shall take into account all

expenses but excluding Service tax liabilities.
Only Service tax as applicable shall be paid in
15 10 Taxes
addition to the financial quote and calculated as
per applicable laws at the time of payment. All
payments to consultants shall be subject to
deduction of taxes at source as per Applicable
Laws.
Consultant to state the cost
16. 11.1 Indian Rupees
in
12.1(I) Rs. 15 lakhs (Indian Rupees Fifteen Lakh
17 12.1 Earnest Money Deposit
only) in the form of Demand Draft/Banker’s
22
 cheque in favour of the CEO, Imphal Smart City
Limited payable at Imphal.
Rs. 10,000/- (Indian Rupees Ten Thousand only)
in the form of Demand Draft/Banker’s cheque in
18. 13. Bid Processing Fees
favour of the CEO, Imphal Smart City Limited
payable at Imphal.
Consultant must submit the
original and 1 (One) copy of
19. 14.3 the Technical Proposal, and
the original of the Financial
Proposal.

Evaluation Criteria : Criteria,

20. 15.4 sub-criteria, for evaluation Detailed evaluation as mentioned below this Table of
of Technical Proposals Data Sheet.
have been prescribed:
Quality (80%) cum Cost (20%) Based Selection
QCBS - 80:20

The technical quality of the proposal will be given

weight of 80%, the method of evaluation of technical
qualification will follow the procedure given in para
15 above. The price bids of only those consultants
who qualify technically (Minimum Qualifying
Marks: 70%) will be opened. The proposal with the
lowest cost may be given a financial score of 100 and
the other proposal given financial score that are
inversely proportionate to their prices. The financial
21. 15.7 Method of Selection
proposal shall be allocated weight of 20%. For
working out the combined score, the employer will
use the following formula:

Total points = T (w) x T (s) + F (w) x F(s), where

F(s) = {(LEC / EC)*100}

T (w) stands for weight of the technical score.
T (s) stands for technical score
F (w) stands for weight of the financial proposal
EC stands for Evaluated Cost of the financial proposal
LEC stands for Lowest Evaluated Cost of the financial
23
 proposal.
F(s) stands for Financial score of the financial
proposal

The proposals will be ranked in terms of total

points scored. The proposal with the highest total
points (H-1) will be considered for award of
contract and will be called for negotiations, if
required.
Add Clause 16.6 as below:

If any key expert gets less than 60 % marks

during technical evaluation, then he/she needs to
be replaced at the time of negotiation. The other
22 16 Negotiation
experts whose CVs will not be evaluated but has
to be submitted with proposal, should meet the
minimum qualification criteria as per the ToR,
otherwise such expert also needs to be replaced at
the time of negotiation.
Expected date for 16th August 2017
commencement of
consulting Assignment/job
23 17.3
Location for performance Imphal, Manipur
assignment / job:

Procedure for Detailed evaluation of technical qualifications

(With reference to point no. 19 / Clause 15.4 of Data Sheet):

The detailed technical evaluation of Proposals satisfying minimum eligibility conditions as above
shall be done. The Criteria, sub-criteria and point system for detailed evaluation shall be as
follows:

Specific experience of the consultant firm relevant to the assignment /

i) 30 marks
job
Sub criteria
Experience as project management unit / project management
a consultant/Support Units/ Technical Support or Coordinator Consultants/ 7.5 marks
Design and /or Supervision consultant in Urban mobility related project with
24
 value of contract (for consultancy service) of at least Rs100 lakh.
(0.75 mark per project subject to maximum 7.5 marks)
Experience as project management unit / project management consultant/
Support Units/ Technical Support or Coordinator Consultants / Design and
/or Supervision consultant in Riverfront development/ restoration and
b 7.5 marks
preservation of fort and monuments related project with value of contract
(for consultancy service) of at least Rs100 lakh.
( 0.75 mark per project subject to maximum 7.5 marks)
Experience of carrying out studies in Urban Sector (City development/
Strategic Plan, Master plans, Perspective Plan of integrated infrastructure
projects, City Sanitation Plans, Baseline Assessments, Financial
c 7.5 marks
Assessments, City Investment Plan, Vision documents, City Business plans,
Non-revenue water study).
( 0.75 marks per project subject to maximum 7.5 marks)
Experience of PPP transaction advisory projects in sectors such as Urban
Infrastructure/ Real estate/ Industrial Infrastructure/ Tourism/ Transport of
d 7.5 marks
project value over INR 100 crore each.
( 0.75 marks per project subject to maximum 7.5 marks)
Proposed methodology and work plan in response to the terms of
ii) 10 marks
reference.
Sub-criteria
a) Technical approach & methodology 4 marks
b) Work plan 4 marks
c) Organisation & staffing 2 marks
Key professional staff: Qualification & competency for the assignment
iii) 60 marks
/ job.

Qualifications and competency of each of the key professional as per (iii) above will be evaluated
separately. The marks for key professionals will be further divided as under:
Sr No Position Marks
1 Team Leader cum Urban Management Specialist 12
2 Infrastructure Specialist 8
3 Project Performance and Management Specialist (PPMS) 8
4 Construction Manager 8
5 Transportation Planner/ Engineer. 8
6 Landscape/ Riverfront Development Architects 8
7 ICT Expert 8
TOTAL 60

25
For all the above positions following sub-criteria shall be followed:
a) Educational qualifications 20%
Adequacy for the assignment / job
b)
(Experience in carrying out similar assignment/job) 80%
Note:
 If any key experts get less than 60 % marks then he need to be replaced at the time of
negotiation.
 Other experts should meet the minimum qualification criteria as per the ToR,
otherwise the expert needs to be replaced at the time of negotiation.

26
Section 3: Technical Proposal - Standard Forms

27
 FORM TECH-1

LETTER OF PROPOSAL SUBMISSION

[Location, Date]

To: [Name and address of Employer]

Dear Sirs:

We, the undersigned, offer to provide the consulting Assignment/job for [Insert title of
Assignment/job] in accordance with your Request for Proposal dated [Insert Date] and our Proposal.
We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial
Proposal sealed under a separate envelope and requisite EMD and bid processing fees..

We are submitting our Proposal in association with: [Insert a list with full name and address of
each associated Consultant]

We hereby declare that all the information and statements made in this Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification.

If negotiations are held during the period of validity of the Proposal, i.e., before the date
indicated in Paragraph 4 of the Part II Data Sheet, we undertake to negotiate on the basis of the
proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from
Contract negotiations.

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:

28
 FORM TECH-2

FORM 2: CONSULTANT’S ORGANIZATION & EXPERIENCE

Form 2A: Format for Details of Consultant

1. Details of Consultant

a. Name of consultant with full address :

b. Tel. No. :

c. Fax No. :

d. Email :

e. Year of Incorporation. :

Name and address of the person holding the Power of :

f.
Attorney.
(i) Place of Business. :
g.
(ii) Date of Registration. :

h. Name of Bankers with full address. :

i. Service Tax Registration Number (copy). :

j. Permanente Account Number (copy).

Are you presently debarred / Black :
listed by any Government Department /Public Sector
k. Undertaking /Any
Employer? (If Yes, please furnished
details)
Name and details (Tel / Mobile / E mail) of contact :
l.
persons

2. In case of a Consortium:
a. The information above should be provided for all the members of the consortium.
b. Information regarding role of each member should be provided as per table below:

Sr. No. Name of Member Role (Specify Lead Member/ Other Member)
1.
2.

29
 Form 2B: Format for Financial Capability of the Consultant

(Equivalent in Rs. crores)

Consultant* ------------------------------------------------(Name of Consultant)

FY 2013-14 2014-15 2015-16 Total Average

Annual Turnover
Certificate from the Statutory Auditor

This is to certify that ...............................(name of the Consultant)has received the payments and
annual turnover as shown above against the respective years.

Name of the audit firm:

Seal of the audit firm

Date:

(Signature, name and designation of the authorised signatory)

#
The Consultant should provide the Financial Capability based on its own financial
statements. Financial Capability of the Consultant's parent company or its subsidiary or any
associate company will not be considered for computation of the Financial Capability of the
Consultant.
* Consultant should fill in details as per the row titled Annual turnover in the row below. In
case the Consultant is a Consortium, for the purpose of evaluation on financial parameters,
financial parameters of all the members shall be furnished in separate sheet for
consideration.

30
Form 2C: Experience in similar assignments (Project Management Units/ Support Units/
Technical Support or Coordinator Consultants or similar at government levels (Central/
State/ Municipal)

List projects (not more than 10) in the last ten years which are similar to that in the RfP.

Assignment name: Value of the contract (in current INR):

Country: Duration of assignment (months):

Name of Client: Total No of staff-months of the assignment:

Address:
Approx. value of the services provided by your
firm under the contract (in current INR):

Start date (month/year):

Completion date (month/year):

Narrative description of Project:

31
Form 2D: Experience as project management consultant/Support Units/ Technical Support or
Coordinator Consultants/ Design and /or Supervision consultant in Urban Mobility related
project with value of contract (for consultancy service) of at least Rs100 lakh.

List projects (not more than 10) in the last ten years which are similar to that in the RFP.

Assignment name: Value of the contract (in current INR):

Country: Duration of assignment (months):

Name of Client: Total No of staff-months of the assignment:

Approx. value of the services provided by your firm

Address: under the contract (in current INR):

Start date (month/year):

Completion date (month/year):

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

32
Form 2E: Experience as project management consultant/ Support Units/ Technical Support
or Coordinator Consultants / Design and /or Supervision consultant in Riverfront
development/ restoration and preservation of fort and monuments related project with value
of contract (for consultancy service) of at least Rs100 lakh.

List projects (not more than 10) in the last ten years which are similar to that in the RFP.

Assignment name: Value of the contract (in current INR):

Country: Duration of assignment (months):

Name of City/ Cities:

Name of Client: Total No of staff-months of the assignment:

Address: Approx. value of the services provided by your firm

under the contract (in current INR):

Start date (month/year):

Completion date (month/year):

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

33
Form 2F: Experience of carrying out studies in Urban Sector (City development/ Strategic
Plan, Master plans, Perspective Plan of integrated infrastructure projects, City Sanitation
Plans, Baseline Assessments, Financial Assessments, City Investment Plan, Vision documents,
City Business plans, Non-revenue water study).

List projects (not more than 10) in the last ten years which are similar to that in the RFP.

Assignment name: Value of the contract (in current INR):

Country: Duration of assignment (months):

Name of City/ Cities:

Name of Client: Total No of staff-months of the assignment:

Address: Approx. value of the services provided by your firm

under the contract (in current INR):

Start date (month/year):

Completion date (month/year):

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

34
Form 2G: Experience of PPP transaction advisory projects in sectors such as Urban
Infrastructure/ Real estate/ Industrial Infrastructure/ Tourism/ Transport of project value
over INR 100 crore each.

List projects (not more than 10) in the last ten years which are similar to that in the RFP.

Assignment name: Value of the contract (in current INR):

Country: Duration of assignment (months):

Name of City/ Cities:

Name of Client: Total No of staff-months of the assignment:

Address: Approx. value of the services provided by your firm

under the contract (in current INR):

Start date (month/year):

Completion date (month/year):

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

35
 FORM TECH-3

COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE AND ON

COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE EMPLOYER

A - On the Terms of Reference

[Suggest and justify here any modifications or improvement to the Terms of Reference you are proposing to
improve performance in carrying out the Assignment/job (such as deleting some activity you consider
unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should
be concise and to the point, and incorporated in your Proposal.]

B - On Inputs and Facilities to be provided by the employer

[Comment here on Inputs and facilities to be provided by the Employer according to Paragraph 6 of the Part
II Special information to consultants including: administrative support, office space, Domestic
transportation, equipment, data, etc.]

36
 FORM TECH-4

DESCRIPTION OF APPROACH, METHODOLOGY AND

WORK PLAN FOR PERFORMING THE
ASSIGNMENT/JOB

[Technical approach, methodology and work plan are key components of the Technical Proposal. You are
suggested to present your Technical Proposal divided into the following three chapters:

Technical Approach and Methodology,

Work Plan, and
Organization and Staffing,

a) Technical Approach and Methodology. In this chapter you should explain your understanding of the
objectives of the Assignment/job, approach to the Assignment/job, methodology for carrying out the activities
and obtaining the expected output, and the degree of detail of such output. You should highlight the problems
being addressed and their importance, and explain the technical approach you would adopt to address them.
You should also explain the methodologies you propose to adopt and highlight the compatibility of those
methodologies with the proposed approach.

b) Work Plan. The consultant should propose and justify the main activities of the Assignment/job, their
content and duration, phasing and interrelations, milestones (including interim approvals by the Employer),
and delivery dates of the reports. The proposed work plan should be consistent with the technical approach
and methodology, showing understanding of the TOR and ability to translate them into a feasible working
plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output,
should be included here. The work plan should be consistent with the Work Schedule of Form TECH-8.

c) Organization and Staffing. The consultant should propose and justify the structure and composition of
your team. You should list the main disciplines of the Assignment/job, the key expert responsible, and
proposed technical and support staff.].

37
 FORM TECH-5

TEAM COMPOSITION AND TASK ASSIGNMENT/JOBS

Professional Staff

Sr. No. Name of Name of Area of Position / Task assigned for

Staff Firm Expertise this job

38
 FORM TECH-6

CURRICULUM VITAE (CV) FOR PROPOSED

PROFESSIONAL STAFF

1. Proposed Position:

[For each position of key professional separate form Tech-6 will be prepared]:

2. Name of Firm:

[Insert name of firm proposing the staff]:

3. Name of Staff:
[Insert full name]:

4. Date of Birth:

5. Nationality:

6. Education:

[Indicate college/university and other specialized education of staff member, giving names of
institutions, degrees obtained, and dates of obtainment]:

7. Membership of Professional Associations:

8. Other Training:

9. Countries of Work Experience:

[List countries where staff has worked in the last ten years]:

10. Languages [For each language indicate proficiency: good, fair, or poor in speaking,
reading, and writing]:

11. Employment Record:

[Starting with present position, list in reverse order every employment held by staff member since

39
 graduation, giving for each employment (see format here below): dates of employment, name of
employing organization, positions held.]:

From [Year]: To Year]:

Employer:

Positions held:

12. Detailed Tasks Assigned

[List all tasks to be performed under this Assignment/job]

13. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned

[Among the Assignment/jobs in which the staff has been involved, indicate the following
information for those Assignment/jobs that best illustrate staff capability to handle the tasks listed
under point 12.]

Name of Assignment/job or
project: Year:
Location:
Employer:
Main project features:
Positions held:
Activities performed:

14. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes
myself, my qualifications, and my experience. I understand that any wilful misstatement described
herein may lead to my disqualification or dismissal, if engaged.

Date: [Signature of staff member or authorized

Place: representative of the staff]

[Full name of authorized representative]:

40
 FORM TECH-7

STAFFING SCHEDULE

S.N Name of Staff input (in the form of a bar Total

o. Staff chart) Months
1 2 3 4 5 6 - -- - -- n

1.

2.

3.

Note:

1 For Professional Staff the input should be indicated individually; for Support Staff it
should be indicated by category (e.g.: draftsmen, clerical staff, etc.).

2 Months are counted from the start of the Assignment/job. For each staff indicate
separately staff input for home and field work.

41
 FORM TECH-8

WORK SCHEDULE

S.No. Activity Months Total Months

1 2 3 4 5 6 --- ---- ----- ------ n

1.

2.

3.

4.

1 Indicate all main activities of the Assignment/job, including delivery of reports (e.g.:
inception, interim, draft and final reports), and other benchmarks such as Employer
approvals. For phased Assignment/jobs indicate activities, delivery of reports, and
benchmarks separately for each phase.

2 Duration of activities shall be indicated in the form of a bar chart.

42
 FORM TECH-9

COMMENTS / MODIFICATIONS SUGGESTED ONDRAFT CONTRACT

[Here the consultant shall mention any suggestion / views on the draft contract attached with the RFP
document. The consultant may also mention here any modifications sought by him in the provisions of the
draft contract. This information shall be used at the time of the negotiations. However, the Employer is
not bound to accept any/all modifications sought and may reject any such request of modification.]

43
 FORM TECH-10

INFORMATION REGARDING ANY CONFLICTING ACTIVITIES AND

DECLARATIONTHEREOF

Are there any activities carried out by your firm or group company or any member of the
consortium which are of conflicting nature as mentioned in para 5 of section 2. If yes, please
furnish details of any such activities.

If no, please certify,

We hereby declare that our firm, our associate / group firm or any of the member of the
consortium are not indulged in any such activities which can be termed as the conflicting
activities under para 5 of the section 2. We also acknowledge that in case of misrepresentation of
the information, our proposals / contract shall be rejected / terminated by the Employer which
shall be binding on us.

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:
Address:

44
Section 4: Financial Proposal - Standard Forms

45
 FORM FIN-1

FINANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]

To: [Name and address of Employer]

Dear Sirs:

We, the undersigned, offer to provide the consulting Assignment/job for [Insert title of
Assignment/job] in accordance with your Request for Proposal dated [Insert Date] and our Technical
Proposal. Our attached Financial Proposal is for the sum of [Insert amount(s) in words and figures1].
This amount is inclusive of the Domestic taxes, but excluding Service tax. We hereby confirm that
the financial proposal is unconditional and we acknowledge that any condition attached to financial
proposal shall result in reject of our financial 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 in Paragraph 4 of the Part II Data Sheet.

We understand you are not bound to accept any Proposal you receive.

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:
Address:

1
Sub Total (A) as per Form FIN 2
46
 FORM FIN-2

SUMMARY OF COSTS
Particulars Amount in Rupees
A. Competitive Components
‘Time Based (Task 1&3)’
(A .1) Remuneration (Please note that amount shall be the same as in X1
Form FIN-3A)
(A. 2)Reimbursable (Please note that amount shall be the same as in X2
Form FIN-4A)
Total Cost of ‘Time Based’ [I] X = X1 + X 2
‘Lump Sum (Task 2)’
(B.1) Remuneration (Please note that amount shall be the same as in Y1
Form FIN-3B)
(B.2)Reimbursable (Please note that amount shall be the same as in Y2
Form FIN-4B)
Total Cost of ‘Lump Sum’ [II] Y = Y1 + Y2
Sub Total (A)2= [I +II] X+Y
B. Non Competitive Components
Provisional Sum (Please note that amount shall be the same as in Form
FIN-5)
Contingency (Please note that amount shall be the same as in Form FIN-
5)
Sub Total (B)
Total Cost of Financial Proposal (A+B)
Service Tax
GRAND TOTAL

Authorized Signature
Name: ………………
Designation ………………
Name of firm:
Address:

2
The Evaluation of Proposal shall be done on Competitive Components only
47
 FORM FIN-3A (TIME BASED –TASK 1&3)
BREAKDOWN OF REMUNERATION
(PROFESSIONAL STAFF AND SUPPORT STAFF)

(For details please refer to Note below)

S.No. Name of Staff Position Man Month Proposed Total Amount

Rates (A) in
Rupees Man Months in Rupees.*
(B) (A)*(B)

1
Key professionals *
1
2
3
4
2
Support Staff *

Total
*- Mention the currency in which the prices are quoted if it is permitted to do so under RFP.

*1 Key Professionals are to be indicated by name

*2 Support Staff is to be indicated per category (e.g: Draftsman, Assistant etc.)

Total Remuneration = _________________Amount in Rupees

(Amount in Words):

Note:
1 Professional Staff should be indicated individually; Support Staff should be indicated per
category (e.g.: draftsmen, Assistants etc.). Cost of Secretarial services, if any, will be indicated in
form Fin-5.
2 Positions of Professional Staff shall coincide with the ones indicated in Form TECH-5 & 7.
3 Indicate separately staff-month rate for each activity separately.

48
 FORM FIN-3B (LUMP SUM –TASK 2)
BREAKDOWN OF REMUNERATION
(PROFESSIONAL STAFF AND SUPPORT STAFF)

(For details please refer to Note below)

When used for ‘Lump-Sum’ contract assignment, information to be provided in this Form shall only be
used to demonstrate the basis for the calculation of the Contract’s ceiling amount; to calculate
applicable taxes at contract negotiations; and, if needed, to establish payments to the Consultant for
possible additional services requested by the Client. This Form shall not be used as a basis for
payments under ‘Lump-Sum’.

S.No. Name of Staff Position Man Month Proposed Total Amount

Rates (A) in
Rupees Man Months in Rupees.*
(B) (A)*(B)

1
Key professionals *
1
2
3
4
2
Support Staff *

Total
*- Mention the currency in which the prices are quoted if it is permitted to do so under RFP.
*1 Key Professionals are to be indicated by name
*2 Support Staff is to be indicated per category (e.g: Draftsman, Assistant etc.)
Total Remuneration = _________________Amount in Rupees
(Amount in Words):

Note:
1 Professional Staff should be indicated individually; Support Staff should be indicated per
category (e.g.: draftsmen, Assistants etc.). Cost of Secretarial services, if any, will be
indicated in form Fin-5.
2 Positions of Professional Staff shall coincide with the ones indicated in Form TECH-5 & 7.
3 Indicate separately staff-month rate for each activity separately.

49
 FORM FIN-4A (TIME BASED-TASK 1&3)
BREAKDOWN OF REIMBURSABLE EXPENSES

Total
Unit Price Amount
No Description Unit Quantity
In Rupees in
Rupees
Per diem allowance, including hotel allowance, for
1. experts for every day of absence from the home Per day
office for the purposes of the Services
Cost of office operation, including overheads and Per
2.
back-stop support Month
Vehicle
6 Local Transportation
Month
Per
7 Communication Costs to all personnel and Office
Month
Cost of Reports Production (including printing) and
Per
9. delivering to the Client at project Cities and Central
Month
office
10 Other Allowances where applicable
Sub Total: Reimbursable Expenses carried to FIN 2

*Total Reimbursable: = ___________________ Total amount in Rupees.

Amount in words:

50
 FORM FIN-4B (LUMP SUM-TASK 2)
BREAKDOWN OF REIMBURSABLE EXPENSES

When used for ‘Lump Sum’ contract assignment, information to be provided in this Form shall only be
used to demonstrate the basis for calculation of the Contract ceiling amount, to calculate applicable
taxes at contract negotiations and, if needed, to establish payments to the Consultant for possible
additional services requested by the Client. This form shall not be used as a basis for payments under
‘Lump Sum’

Total
Unit Price Amount
No Description Unit Quantity
In Rupees in
Rupees
Per diem allowance, including hotel allowance, for
1. experts for every day of absence from the home Per day
office for the purposes of the Services
Cost of office operation, including overheads and Per
2.
back-stop support Month
Vehicle
6 Local Transportation
Month
Per
7 Communication Costs to all personnel and Office
Month
Cost of Reports Production (including printing) and
Per
9. delivering to the Client at project Cities and Central
Month
office
10 Other Allowances where applicable
Sub Total: Reimbursable Expenses carried to FIN 2

*Total Reimbursable: = ___________________ Total amount in Rupees.

Amount in words:

51
 FORM FIN-5

PROVISIONAL SUMS
i Office Equipment LS

ii Survey, Tests, Investigation and Reports etc LS

iii Workshops and Seminar LS

iv Intercity Travels LS
Sub Total: Provisional Sums
Contingency 20,000,00
Total of provisional sum + contingency

Total provisional sum + contingency = ___________________ Total amount in Rupees.

Amount in words:

52
 APPENDIX
NOTE FOR PREPARATION OF FINANCIAL PROPOSAL

1 Form FIN-1 Financial Proposal Submission Form shall be filled as per the instructions
provided in the Form.
2 Form FIN-2 Summary of Costs: Form FIN-2 provides a summary of the elements of
estimated costs for implementation of the proposed Consultant services.
3 Form FIN-3 (A) and 3(B) Remuneration
(i) The purpose of Form FIN-3A & 3B is to identify the monthly billing rates for each
Personnel to be fielded by the Consultant as part of its proposed team of experts.
(ii) Months; number of months input to match that shown on the personnel schedule (Form
TECH-7, Section 3). Please note that the man month for Time Based components
shall be equal to that mentioned in ToR. The month shall be calculated as per follows:
1 year = 12 months = 252 working days
(iii) Support Staff is also included in this form.
4 Form FIN-4(A) and 4 (B) –Reimbursable Expenses
The purpose of Form FIN-4 A & 4B is to identify all reimbursable expenditures in local
currencies considered by the Consultant necessary to carry out the assignment.
(i) Per Diem allowance
The Per Diem allowance shall be paid for stay requirements outside Home Office (Office
(Central or Project city assigned to the Personnel) night for night spent away outside Home
Office during such travel. The travel shall be undertaken with prior consent of the Client. The
payment will be made on lump sum basis.
(ii) Office Operations
The Consulting firm is required to quote expenses for office expenses towards office operation
and maintenance including all consumables and documentations as required for the project. The
monthly payment shall be made on lump sum basis.
(iii) Office Accommodation
This shall be applicable only in case the office accommodation is not provided by the Project
City or Central Office. The Consulting firm is required to quote rental value of accommodation
for Office. The monthly payment shall be made on actual basis on submission of supporting
vouchers.
(iv) Local Transport

53
 The Consulting firm is required to quote expenses for local transportation at central and project
office as required for the project. The monthly payment shall be made on lump sum basis with
proof of availability of vehicle. The arrangement to be finalise at Contract Negotiations
(iv) Communication Costs
The Consulting firm is required to quote expenses for Communication Costs to all personnel
and office as required for the project. The arrangement for lump sum basis or on actuals to be
finalise at Contract Negotiations.
(iv) Report Production
The Consulting firm is required to quote lump sum expenses for Report Production as required
for the project. The arrangement for payments be finalise at Contract Negotiations.
5. Provisional Sums and Contingencies (Form FIN 5)
All expenditures under the project, which are to be paid under provisional sums on actual basis,
shall be done maintaining financial proprietary. The Financial proprietary means purchasing of
any article from open market on most competitive rates based on at least three quotations or by
calling tenders. Consulting firm has to provide certificate that material is purchased on lowest
rate in the market.
All equipment, furniture items, documents, reports and other articles purchased by the
Consultant from the project fund shall be property of Client. At the end of Contract, the firm
will hand over all these articles and equipment in working conditions to the Client. Proper stock
register of purchases and store articles shall be maintained by firm and shall be made available
for stock verifications as required. Following expenditures shall fall under provisional sums
and shall be reimbursed on actual basis.
a. Office equipment
All necessary office equipment and furniture like computer hardware, printers, software,
networking devices, maintenance & up-gradation of the system, fax machines, EPABX,
photocopier, ACs, chairs, tables etc. as applicable under project shall be purchased by the
consulting firm. Purchases shall be made in consultation with the Client. The firm will assess
the requirement and specifications of the equipment to be procured and have these approved by
Client before purchase.
b. Workshops and seminars
The expenditures made on meetings, seminars and workshops etc. with the approvals of
employer shall be reimbursed based on actual.
c. Intercity travel
The cost of vehicle transportation (Four wheeler on hire) for miscellaneous travels

54
 required for intercity travel for performance of the work, etc. The cost of transport for
personnel by AC sleeper or AC Chair-car by trains / deluxe buses/ flight required for
performance of the services to visit the other towns and attend IIIrd party inspections etc. with
the approval of the employer. The payment will be considered for actual number of trips
desired by the employer for performance of services and will be reimbursed on the actual basis
from provisional sum.
6. Contingencies
The provision of contingencies shall be there as indicated.

55
Section 5: Terms of Reference

56
1. Background
1. Government of India has announced the list of 60 cities to be taken up for
development as smart cities. The cities have to now move towards converting their plan
proposals to projects.

2. Objective of the Assignment

2. The objective of the assignment is to provide direct assistance to Imphal Smart City
Limited of the Imphal to design develop, manage and implement Smart City Projects as per
para 10.6 of Smart City Mission Guidelines.

3. Scope of Services

3. The scope of PMC under the proposed mission will be divided into three broad
components namely (i) Project Management, (ii) Design & Development and (iii)
Supervision.
4. The Consultant shall support the Imphal Smart City Limited of the Imphal in overall
project management of Smart City projects, including designing, developing, managing and
implementing smart city projects identified by the city on the following two outputs:
(i) Output1: Area Based Development
(ii) Output2: Pan-city Solution
5. Under this assignment the consultant is required to review projects identified by the
Smart City, for Area Based Development as well as for Pan City Solution (Smart City
Proposal Can be downloaded from the website of Smart City mission
https://smartnet.niua.org/smart-cities-network). The project detail (module wise) as
mentioned in Smart City Proposal is attached at Annexure I for reference. The project
identified in this list are to be vetted in consultation with stakeholders with regard to the
technical and economic feasibility and sustainability etc. Therefore projects may change so
as to align and adapt with mission objective in consultation with the stakeholders/employer.
The consultant will carry out required investigations, design, prepare feasibility report,
Preliminary Design Report/ Detail Design Report (PDR/DPR), and assist in procurement of
implementing partner/agency (ies) expeditiously for the indicative list of projects as
Annexure I and any other project which may be envisaged for making city smart. The PMC
shall assist SPV in preparation of RFPs for the procurement of implementing partner(s)/
Agency (ies).
6. The PMC shall also assist the Imphal Smart City Limited in supervision &
monitoring of the work of implementing agencies and shall be responsible for overall

57
management of the project.
7. The RFPs prepared by the PMC for procurement of implementing partner/agency
(ies) for implementation of Smart City Projects, will follow International Competitive
Bidding (ICB) method. Imphal Smart City Limited will decide on method of procurement
such QCBS, QBLCS (Quality Based Least Cost Selection) etc.
8. PMC shall operate full-fledged with all its Key Experts and Non- Key Experts from
their Project Office in Imphal.
9. Without limiting the scope, the PMC shall be responsible for the following tasks:

4. Detailed Scope of Work:

A. Task 1: Project Management:

I. Activity 1:

i. The team leader of the consultant shall initially mobilize the core team following
notice to proceed to set up project office along with equipment and peripherals and
then will mobilize further manpower as per requirement for each module.
ii. Handhold/ support Imphal Smart City Limited for project identification and
prioritization, investigations, design, procurement, supervision, cost control,
scheduling, risk management, monitoring, auditing, reporting, and ensuring
compliances and due diligences required for the project;
iii. Planning, scheduling and monitoring of the projects using PMIS / latest IT tools and
techniques such as online monitoring of work sites with the aid of cyber tools.
iv. Assist State Government/ Imphal Smart City Limited in identifying key
stakeholders, (such as from elected representatives, eminent persons, sector experts,
RWAs, market associations, government entities, institutions,etc.,etc.) and
conducting regular meetings to discuss progress and issues related to smart city
projects, and prepare minutes for recording and circulation;
v. Establish all necessary records and the procedures of maintaining/updating such
records for each package and for the entire project.
vi. Develop and implement procedure for timely payments to the contractors and
monitor for compliance;
vii. Monitor implementation of mitigation measures for the project, and update the Plan
as per requirement.
viii. Assist ISCL in raising, regulating, utilizing, and managing various funds and grants
allocated by various bodies/schemes to the SPV and simultaneously manage

58
 accessing of funds by the SPV from other sources including debt, user charges,
taxes, tolls, surcharge and others.
ix. Review the project costs and financing plan/project financing options for each
project and assess the need for additional fundraising to bridge gaps between capex
required and allocable funds. The consultant shall be responsible for advising the
most optimal financing option and tie up the funds required by the projects.
x. Assist the ISCL in fund raising activities, Prepare the ISCL’s future cash flow
statement for the next five years to identify annual or quarterly funding requirements
xi. Assist the SPV in recruitment and capacity building for the SPV’s employees and
define/review the SPV’s organizational policies including Human Resource policy
and draft code of conduct for employees, vendors/contractors.
xii. Support the development/drafting of procurement manuals, governance structure,
and financial reporting mechanisms of the SPV.
xiii. Prepare the strategy and framework for citizen engagement and mass
communication, and ensure compliance with smart city mission guidelines in this
regard of all stakeholders of the projects.
xiv. Support the SPV in engaging knowledge partners to include national and
international academic and research institutions, experts, specialists, think-tanks,
and other relevant organizations that build and strengthen the SPV’s capacities to
consistently implement and showcase the ABD projects.

B. Task 2: Project Design and Development:

II. Activity 2: Situation analysis report

a. Area Based Development:

i. Integrated Projectisation - The consultant will review and re-verify the integrated
modules (group of projects) in the smart city proposal and regroup them into
modules in consultation with the Imphal Smart City Limited
ii. Consult the available documents such as city development plans /strategy plans,
sanitation plans. Mobility plan and review feasibility study etc.
iii. Review existing status of physical Infrastructure and other available secondary
data.
iv. Identify requirements of surveys, studies and investigations;
v. Carry out necessary surveys, investigations, situational analysis, cost benefit
analysis, prepare preliminary project cost estimates.
vi. Review the available GIS maps and integrate to the possible extent to develop area
wise spatial mapping on assets.

59
 vii. Preparation of situation analysis report for each module.

b. Pan City Proposal

i. Review existing available documents & infrastructure on the proposed smart
solution and integrate them into modules.
ii. Prepare the separate as-Is of each ABD & Pan Solution module.
iii. Identify key stakeholders from City/ Official/ Elected Representatives/ Concerned
NGOs, Eminent Citizens, Representative from Premium Institutes of the City/
State, Representatives of Business Organization in consultation with the
Commissioner/ CEO of SPV etc. for consultation.
iv. Evaluation of existing Broadband infrastructure in the city including both
Government and Private Sectors to identify existing connectivity gaps (Fiber
availability, Network Hubs, Redundancy etc.).
v. Prepare & submit the locations with coordinates (e.g. electricity poles, stations/ sub
stations, water zones etc.), for the sensors & devices to be mapped in GIS for
Water/ Sewerage/ Solid Waste/ Street Lighting/others Management.
vi. Identify & prepare the interfaces of integration between the modules under As-Is.
vii. Submit a simple and clear architecture of whole as -Is system consisting of all
ABD and Pan Solutions modules in integrated manner.
viii. Preparation and Submission of Business Re-engineering Report (BPR) and Final
function requirement specifications (FRS) and its acceptance& approval by the
Client:
 Design the entire business process as per the learnings from the as -is study.
 Prepare the Business process re-engineering report.
 List out the functional requirement specifications as per BPR and get it
approved by the Client to go for the feasibility study.

III. Activity 3: Feasibility Report

a. Area Based Development

i. Prepare feasibility study report of modules (group of projects) to ascertain both

technical and financial viability based on financial models. The feasibility report
should describe the various technical options with recommendation for most
appropriate option
ii. Preparation of project development and implementation road map, project
prioritization, carryout project phasing matrix and risk mitigation plan.
iii. Review land availability, rehabilitation - resettlement & environmental issues for
identified projects
60
 iv. Coordinate with stakeholders and other departments of central and state
governments wherever convergence is required, to facilitate integration with
AMRUT, Digital India, Skill India, Make in India etc. and develop module wise
action plan for completion of work
v. Identify the possibility of private / public participation in the service delivery, as
feasible and applicable and prepare contract document for such packages.

b. Pan City Proposal

 To-Be & Requirement Specifications

i. Prepare the separate To-Be of each ABD Project & Pan Solution.
ii. Identify & prepare the interface of integration between the projects under To-Be.
iii. Submit a simple & clear architecture of whole To-Be system consisting of all ABD
& Pan Solution modules in an integrated manner.
iv. Prepare the functional & non-functional requirements specifications.
v. Prepare Networking and connectivity requirements
vi. Identify & prepare Data digitization requirements
vii. Identify & prepare Training requirements
viii. Study various technologies and suggest the most viable techno-economic solution.
ix. Prioritize the activities of the projects/components and prepare a tentative
implementation plan.
x. Identify risks and suggest mitigations plans.

 Financial Implications and Viability

i. Identify financial implications involved in the project based on the techno-
economic estimated cost.
ii. Identify the possibility of private/public participation in the service delivery of the
project, as feasible and applicable.
iii. The financial viability of the project based on different financial models and
recommend suitable model for each module indicating the rationale.
iv. Assist Smart City/SPV in consultation for each sub project or group of sub projects
as applicable, with stakeholders to discuss the project wise scope identified and
future use of the suggested solution architecture.

IV. Activity 4: Preliminary/Detailed Project Report (PDR/DPR)

a. Area Based Development

61
 i. Based on the approved feasibility report prepare module wise preliminary/detailed
designs report (PDR/DPR) as per requirement of the project in accordance with
established engineering practices, tender drawings, and cost estimates etc.
ii. For preparing DPR, the consultant will carry out all the required engineering surveys
and investigations3 such as total station/LiDAR survey, geotechnical investigation,
soil survey, construction material survey, ground water investigation i.e. hydro-
geological investigations, rainfall data collection, identification of underground
utilities and their mapping, water sampling and analysis etc. including sufficient off-
site information to allow relationship with possibly useable off-site infrastructure to
be established.
iii. The PDR/DPR should also include assessment of utility shifting requirements and
costs estimations including O&M requirements and estimates; preparing document
required for statutory clearances and other clearances like Railway, Forest, National
Highways etc. including environment management plan (EMP) and mitigation
measures;
iv. Assist the Imphal Smart City Limited on technical, commercial, financial, and legal
aspects for project development as per requirement.
b. Pan City Proposal
i. Once the Feasibility Report is approved, prepare detailed designs in accordance with
sound & established engineering practices; tender drawings and; cost estimates etc.
The design shall meet the techno economic aspects for best possible solution after
consideration of various available alternatives and shall sufficiently be detailed to
ensure clarity and understanding by all stake holders and will be incorporated into a
detailed project report to be submitted for the approval of the Smart City/SPV. The
costs estimate shall be prepared on the basis of Rates suggested by SPV such as
SOR of State with latest addenda and corrigenda And/or market rates would be
arrived at proper rate analysis carried out through market enquiry;4
ii. The design shall meet the techno economic aspects for the best possible solutions
after considering various alternatives and shall be sufficiently detailed to ensure
understanding by all stake holders and will be incorporated into the detailed Project
Report. The activities for the proposed project shall include preliminary designs,
drawings, works technical specifications, bill of quantities, and cost estimates
(Engineer’s Cost) based on Schedule of Rates of the state and/or market rate
analysis, along with detailed implementation plans.
iii. For each sub project based on the approved frame work the following shall be
included in the DPRs:

3
Required Survey and Investigations in consultation and approval of the SPV
4
The SPV is to decide for the rates to be adopted for the estimate of the Feasibility/PDR/DPR
62
  Assessment of utility shifting requirement and costs estimations; preparing
document required for statutory clearances and other clearances like Railway,
Forest, National Highways etc;
 Assess each site’s environmental aspects for detailed design of the project
component. Accordingly prepare initial environmental impact examinations
(IEE) as may be required;
 Preparation of environmental safeguard actions including impact assessments, if
any, during the design stage;
 Prepare environment management plan (EMP) and mitigation measures;
 Preparation and implementation of resettlement plans, if any
iv. Prepare Detailed Project Report including technical specifications, Contract
drawings, bills of quantities and above aspects;
v. Finalizing arrangement for contracting including exploring options for PPP/ Service
Level Agreements;
vi. Preparation of strategy and action plan for IEC program including public
participation;
vii. Assist stakeholder consultations for each module.

V. Activity 5: Bid Process Management (preparation of Bid documents and award of

contract):
1. Based on discussions with all stakeholders and approval from to Imphal Smart City
Limited the consultant shall Prepare consolidated bid documents, technical
specifications, contract drawings, final bills of quantities, EMP and any other
necessary information required for successful tendering and implementation of
contracts. The Bid document should be in accordance with the Government of India
/ State Government guidelines. Under this task the Consultant is required to do the
following:
2. Assist SPV in all aspects of procurement including issuing bid invitation,
addendum/corrigendum, and clarifications to the bidders queries, assist in bid
evaluation, selection of contractors/ implementing agencies;
3. Prepare contract documentation to include Letter of invitation, conditions of contract,
specifications, design parameters; bills of quantities, etc. for all modules in close
coordination with the SPV.
4. The draft contract to be included in the bid documents shall, among other things,
clearly define the obligations of the implementing agency with respect to financing(
if applicable), design, construction, O&M, and tariffs; equitably allocate risks

63
 between the parties; and specify rules and procedures to address non- performance of
contractual obligations.
5. Assist in preparation of replies of the pre-bid queries, contract negotiations and
award of contract(s).
a. Area Based Development
i. Finalize arrangement for contracting including exploring options for PPP/ Service
Level Agreements;
ii. Provide transaction advisory and bid process management support including
preparation of bid documents, managing bid process including assist in issuing of bid
invitation, addendum/corrigendum, and clarifications to the bidders queries, bid
evaluation, selection of contractors, award of contract and signing of contract(s);
iii. The draft contract to be included in the bidding document shall among other things,
clearly define the obligations of the implementing agencies including specifying
rules and procedures to address non-performance of contractual obligations.
iv. The Imphal Smart City Limited of the Imphal may get the bid document
certified/accredited by Independent Agency.
b. Pan City Proposal
The bid process management shall include;
i. Prepare the RFP Documents
ii. Coordinate Bid Process Management
iii. Support in evaluation of bids and selection of SI
iv. The SPV may get the bid document certified/accredited by Independent Agency
such as the Department of Electronics and Information Technology (DeitY), a
division of The Ministry of Communications and Information Technology (GoI).

Task 3: Project Implementation and Supervision

VI. Activity 6: Implementation phase:

a. Area Based Development:
During the project implementation of the module(s) (group of projects), the Consultant
shall:
i. Assist Imphal Smart City Limited to conduct stakeholder consultation during
design and implementation process.
ii. Provide advice and guidance to the Imphal Smart City Limited for modern
procedures and guidelines for project implementation and management in general.
iii. Contract administration and Management of the modules;
64
 iv. Develop technical specifications for each Module
v. Supervise and monitor construction work of each contracted module;
vi. Scrutinize the implementing agency’s detailed work program and guide
implementing agency in preparation of supervision schedule/ work plan for each
module;
vii. Scrutinize construction methods proposed by implementing agency including
environmental, safety, personnel and public issues;
viii. Assess the adequacy of the contractors’ inputs in material, labor and construction
methodology and provide advisory whenever required;
ix. Formulate a rehabilitation & resettlement framework as per requirement and
monitor implementation of Social safeguards & environmental standards, if any.
x. Carry out necessary quality control activities and certify that the quality of works
conforms to the specifications and drawings;
xi. Supervising the construction of various contract packages for related outputs of
the Program
xii. Record the work measurement jointly by PMC and SPV and certify the
contractor’s bill and recommend for making payments to Imphal Smart City
Limited
xiii. Assist the Imphal Smart City Limited in interim and final certification of the bills
of payment;
xiv. Furnish the detailed construction drawings as necessary during continuance of the
contract or checking and recommendation of drawings for approval as required;
xv. Assist for resolution of all contractual issues including examining the contractor’s
claims for variations/ extensions or additional compensations etc and prepare
recommendations for approval by the Imphal Smart City Limited;
xvi. Assist third party inspection of work carried out by implementation agency(ies), if
necessary, as decided by Imphal Smart City Limited
xvii. Assist Imphal Smart City Limited in obtaining all necessary permissions and
complying with statutory requirements as required prior to construction, such as
permissions from line departments’ viz. Railway, Road Transport, Highways,
Department of Archaeology, Department of Forests and National Parks etc.
xviii. Review and issuance for execution of contractors’ design and drawings with
approval of SPV for lump sum turnkey contracts and review the project documents
and give recommendations as required for PPP projects.
xix. Review and finalize the “as built” drawings submitted by Contractor;
xx. Assist the Imphal Smart City Limited in issue of completion certificates;
xxi. Inspect the works at appropriate intervals during defect liability period and
certification issue;

65
 xxii. Prepare on behalf of Imphal Smart City Limited monthly project progress reports
describing the physical and financial progress of each subproject, highlighting
impediments to the quality and progress of the works and remedial actions, to be
submitted to Imphal Smart City Limited
xxiii. Assist Imphal Smart City Limited in monitoring of progress as per the Program
Performance Monitoring System (PPMS) or as required by Imphal Smart City
Limited
xxiv. Develop and maintain project management information system (PMIS) to track
project progress and generate MIS progress reports such as physical and financial
progress.
xxv. Develop and implement procedure for timely payments to the implementing
agency (ies) and monitor for compliance.
xxvi. Support Imphal Smart City Limited in overall Project Management and
coordination with implementing agencies, government agencies, private players,
technology service providers and others.
xxvii. Support Imphal Smart City Limited to meet compliance requirements as and when
required.
xxviii. Support Imphal Smart City Limitedin documentation and presentation of outputs
xxix. Prepare Capacity building plan and Change Management Plan
xxx. Monitor and maintain issue tracker and keep on updating the status of all risks and
issues from time to time.

b. Pan-City Proposal

The project implementation support shall include

i. Project Management Activities
a) Develop the project plan and project charter
b) Coordinate workshops and discussion meetings between SPV, State IT
Department, State Line Departments, Municipal Corporation Officials, SI,
MoUD/ (GoI) etc.
c) Co-ordinate DPR submissions/approvals of SI.
d) Responsible for reviewing the deliverables submitted by SI within a period of 2
week (or as agreed with SPV) from the receipt of that deliverable.
e) Highlight deviations/issues in the deliverables of SI to relevant authority within
the specified time limits and assist SI and SPV in resolution of issues.
f) Prepare Capacity building plan and Change Management Plan
g) Identify the legal changes required and assist in drafting and issuance of
Government Orders for giving effect to the BPR

66
 h) Ensure that the technology standards, guidelines & frameworks are adhered to
during implementation.
i) Suggest and co-ordinate capacity building needs and training programs.
j) Monitor and maintain issue tracker and keep on updating the status of all risks
and issues from time to time.
k) Defining the escalation mechanism for timely resolution of issues & risks.
l) Co-ordinate for STQC certification.
m) SLA monitoring and suggest changes in SLAs, if required
n) Monitoring the performance of the SI against the base project plan
o) Monitoring the performance of the overall system in terms of availability &
efficiency against the service levels already defined for SI
p) Suggest corrective and preventive measures to SPV and SI to enhance the
performance of the system
q) Coordinate with all the stakeholders and support the state departments while
interacting with various agencies (internal and external) during the course of
the project.
r) Build mechanisms to ensure coordination and consultation between all key
stakeholders and members of the SPV on a continued basis to facilitate the
execution of the project.

ii. Monitoring the deployment and commissioning of necessary hardware

a) Monitoring installation and commissioning of ICT infrastructure
b) Monitor the facility management services and help desk of the SI, to ensure
system uptime
c) Provide fortnightly reports to SPV for the status of implementation till “go-
live”.

iii. Engaging STQC for Audit

a) The Consultant will be responsible to engage STQC to conduct the
assessment/review of the system before rolling it out. The Consultant shall
review and inspect all the procedures and systems relating to the solution.
b) The Consultant would be responsible for the outcome in the following areas in
such a manner which results in successful STQC certification. Specifically the
STQC shall look into:

 Application audit :
a) Functionality audit vis-a-vis the Functional Requirement Specification
(FRS) agreed upon during development phase

67
 b) Determine systematic measures implemented to control and secure access
to the application programs and data including password controls, user
authentications, roles and responsibilities, audit trails and reporting,
configuration and interface controls, etc.
c) Review of database structure including:
d) Classification of data in terms of sensitivity & levels of access
e) Security measures over database installation, password policies and user
roles and privileges
f) Access control on database objects – tables, views, triggers, synonyms,
etc.
g) Database restoration and recoverability
h) Audit trails configuration and monitoring process
i) Network connections to database

 Review of Network and Website will include:

a) Penetration and vulnerability testing
b) Security exposures to internal and external stakeholders
c) Installation of requisite prevention systems like Intrusion Prevention
Systems (IPS), etc.

 Review and Implementation of Security Policies and Controls will include:

a) Review of backup process, including schedule, storage, archival and
decommissioning of media
b) Physical access controls review (over DC and other critical area)
c) Incident management process – covering identification, response,
escalation mechanisms
d) Anti-virus (malware) controls – patching, virus definition file update
e) General computer controls review
f) Audit of IT Infrastructure will include monitoring the deployment of IT
infrastructure at various locations including Data centre and Disaster
recovery centre as per the BOM specified for the SI.
g) Performance / SLA Audit - whether the actual level of performance of the
services is the same as specified in the contract of SI.
h) Identify the key issues / bottlenecks in the system and suggest mitigation
plans.
i) Overall compliance to MSA and SLA - The compliance of the
implementation partner with any other obligation under the MSA and
SLA.

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 iv. UAT and Go-Live Report :
a) Assist & support to assess and certify the solution and associated
infrastructure & services.
b) Planning, preparing & execution of the User Acceptance Test, tracing the
functional requirements before the Go Live
c) Preparation and submission of Go-Live Report, which should shall
include the following:
 Hardware at various locations and data centre
 Networking equipments and connectivity
 Data digitisation and migration
 Training to the departmental personnel
 Handholding support
 Integration with applications of other departments / agencies etc.
 Any corrective or preventive actions required from any of the
stakeholders
 Highlight the changes required in the applications and ensure that the
suggested changes are incorporated in the system by the SI

v. Monitoring the O&M

a) Support SPV for monitoring of the compliance of the contractual obligations
of the SI.
b) Monitor the operations and maintenance of the overall system as per the
standards and requirements defined for SI including but not limited to
resolution of issues, availability of the system, updating hardware or system
software etc.
c) Ensure that the SLAs and performance levels defined for SI are met as
agreement. The Consultant shall review the SLA performance, capacity and
effectiveness of the helpdesk set up by the SI.

vi. The consultant shall be responsible for reviewing the work of System Integrator
and recommend payments to the SPV.

10. The Consultant shall provide support to the Client for the successful completion of
the Project and its handing over to Client/ any other agency as decided by the Client.
11. The Consultant shall be responsible for reviewing the work of System Integrator and
approve payments to be made to the SI by the Client.
12. The Consultant shall provide support to the Smart City/SPV for the successful
completion of the Smart City Project and its closure.
69
 5. Team Composition & Qualification Requirements

13. The Professionals required for this assignment are categorized as (i) Time based
Contract (for task 1 and 3) and (ii) Lump Sum Contract (for task 2).For time based
contract, the team shall provide full person man days/ months’ time on the project
(field), no home input will be considered in this category. However for Lump sum
Contract. The team input may be considered into home and field. The support team shall
be on the need basis of the assignment.
14. Based on the scope of work, the Consultant shall assess the actual requirement of
the professionals for carrying out the assignment for different project under all modules
during the course of the assignment. A reasonable size team of support staff like support
design engineers, quantity surveyors, draft men, junior analysts, field engineers etc. shall
also be required to support the professionals. The Consulting firm may deploy the
additional staff as per requirement of the assignment for which there will be no extra
financial implications for the Client and the cost of such additional staff is deemed to be
included in the total Remuneration quoted by the Consultant in its Financial Proposal.
15. The broad indicative team requirement of professionals as core team & support team
and support staff has been indicated below. The consulting firm shall review the
composition [position required, number of professionals and man days’ for each
professional] and finalize as per the requirement of the assignment (modules).
16. The CVs of the core team shall be evaluated for technical score are indicated below:
Ma
n
Position mo Minimum Qualification & Experience
nth
s
For Time Based Contract (Task 1 & 3)
Task 1: Core Team 5for Project Management(The CVs shall be submitted by the Consultant
for the following professionals)

5
SPV may change the core team and the man days as per the requirement of the Projects identified under
Smart City Proposal and accordingly evaluate the CVs of core team for technical score.
70
  Bachelor of Engineering with Masters of Planning or MBA or
Team Leader cum Construction Management or Masters of Engineering in Urban
Urban Infrastructure related subject
Management  15 Years experience in Urban Sector
1. Specialist 30  Experience of Project Management in Urban Infrastructure
[CV for this Works. Experience as Team leader/ Deputy Team leader for
position shall be minimum 5 projects.
evaluated.]  Knowledge of urban development policies, issues and Project
experience
 Master’s in Civil Engineering
Infrastructure
 12 Years experience in Urban Sector
Specialist
20  Experience in citywide urban development and infrastructure
2. [CV for this
planning/ design. (Water supply, sewerage/septage / SWM/
position shall be
urban roads etc.).etc)
evaluated.]
 Knowledge of urban development issues and Project experience.
Project
Performance and
 Graduate Engineer/ Urban Planner/ MCA
Management
20  10 years’ relevant experience
3. Specialist (PPMS)
 Experience of designing and implementing a suitable PPMS for
[CV for this
projects preferably related to urban sector.
position shall be
evaluated.]
 Master’s Degree in Information Technology/ Engineering/MCA
 10 years’ relevant experience
 Experience in working with the GoI/State Government/ ULB or
E Governance 12
4. similar institution for implementation e governance projects
Specialist
 Experience in preparation of technical document for the e-
Services and solution to implementing the IT related
infrastructure services /e-services, networking infrastructure etc.
 Master’s Degree in Finance/ Economics/ Chartered Accountant/
Commerce/ ICWA / Post Graduate in Economics with
specialization in Public Finance.
Urban Finance/
 10 years relevant experience.
Accounts 12
5.  Experience of municipal finance analysis, municipal budgeting
Specialist
and accounting and financial projections.
 Experience in working with ULB
 Experience in Financial Modelling in Urban Infrastructure and
PPP.

71
  Master’s degree in Business, Economics, Public Administration
Knowledge or any development related field
6. Management 12  10 years relevant experience
Specialist  Experience in capacity building, imparting training, preparation
of training module, HR related activities
 Graduate Architect with Masters in urban design
15  10 years relevant experience in city scape and street scape
7. Urban Designer
design.
 Experience in relevant field
 Graduate in Civil Engineering
Associate
20  8 years’ experience in construction management of Urban
8. Engineer
Service delivery (Water Supply/ Sewerage/ Drainage/
(infrastructure)
Transportation/ Drainage/ Solid Waste Management)
Task 3: Support Staff for Project Implementation and Supervision (The CVs shall be
submitted by the Consultant for the following professionals)
 Graduate in Civil Engineering
Construction
 15 years’ experience in construction management of Urban
Manager
Service delivery projects (Water Supply/ Sewerage/ Drainage /
1. [CV for this 10
Drainage/ Solid Waste Management).
position shall be
 Knowledge of different construction methodologies.
evaluated.]
 Knowledge of latest Project Management tools
 Graduate in Engineering
Assistant
10  10 years’ experience in construction management of Urban
2. Construction
Service delivery (Water Supply/ Sewerage/ Drainage/
Manager
Transportation/ Drainage/ Solid Waste Management)
 Post graduation in Urban Planning
 10 years’ experience in integrated land use planning
 Experience in GIS based land use planning, preparing Master
10 Plan/CDP/SCP etc
3. Urban Planner
 Experience developing Development Control Regulations
 Knowledge of land management tools like land pooling, TDR
etc
 experience in Urban research
 Degree/Diploma in relevant branch
Support Engineer  Degree in (relevant branch) Engineering with 2 years’
4. (2) 15
experience
Or Diploma in (relevant branch) Engineering with 4 years’
experience

For Lump Sum Contract

72
Task 2: Project Design and Development Team (The CVs shall be submitted by the Consultant
for the following professionals. However consultant may propose additional skillsets to
complete the task. Consultant should also propose the duration for assignment for these
professional based on their approach and methodology)*
 Masters Degree in Transportation Planning/ Transportation
Transportation Planner/
Engineering/ Highway Engineering/ Highway Planning
Engineer. [CV for this
1.  10 years of experience in the area of Urban Transport Planning
position shall be
 Experience in city Mobility Plan preparation,
evaluated.]
Transit Oriented Development (TOD) /
 Masters in Computer Application/ B-Tech in Computer Science/
ICT Expert IT
2. [CV for this position  10 years in implementing ICT projects in Urban area.
shall be evaluated.]  Should have at least two projects of consulting/ implementing of
city owned ICT wireless and wired networks.
 Master’s degree in Landscape Architecture with Degree in
Landscape/ Riverfront Architecture
Development Architects  10 years’ relevant experience
3.
[CV for this position  Experience in preparation of technical requirement plans /
shall be evaluated.] document pavement design /street scape/ landscaping/riverfront
development etc.
 Degree in Civil Engineering with Post Graduation in PHE /
Environment Engineering
 10 years’ experience in water supply projects
Water Supply Expert
4.  Design and restructuring of water supply / distribution network
projects
 Experience in Operation & Maintenance of Urban Water Supply
schemes.
 Master’s degree in Architecture/ conservation
Heritage conservation
5.  At least 10 years of extensive experience in fort rejuvenation
Specialist
andrestoration
 Graduate Civil Engineer
 10 years’ experience in drainage network designs and
Hydraulic / Drainage construction.
6.
Expert  Experience in drainage network construction.
 Experience in Rain water harvesting schemes,
 Knowledge of preparation of drainage master plan
 Degree in BE/B-Tech. with MBA
Sr. Business Analyst/  10 years’ relevant experience
7. BPR Specialist  Worked in similar capacity for at least 7 years.
 Should have worked on at least 1 (one) urban project in
government sector in similar capacity.

73
  Degree in Engineering/ Management/ law / Business
Administration or Equivalent
 10 years experience in the area of public procurement
8. Procurement Specialist
 Experience in contract procurement /management in
infrastructure projects.
 Knowledge of state purchase Manual
 Masters in Urban Design/Architecture or equivalent
 10 years experience in Urban Designing of a heritage precinct.
9. Urban Designer
 Experience in Transit Oriented Development
 Experience in Local area planning,
 Masters in Environmental Engineering/ Degree in Civil
Engineering
10. Waste Water Expert  10years experience on water sourcing, planning & management
of water supply and waste water projects including recycling
and reuse of waste water and rainwater harvesting
Solar Energy/  B-Tech in Electrical/ Power Engineering / related sector
11. Renewable Energy  10 years experience in power projects viz., planning/designing
Expert for power generation, transmission and distribution.
Electrical Engineering  B-Tech in Electrical/ Power Engineering
12.
Expert  10 years similar experience
 Postgraduate in Environmental Planning / Engineering
/Environmental Sciences
Environment
13.  10 years’ experience in conducting EIA, environment modelling
Management expert
& preparing Environmental Management plans, Clean
Development mechanism.
 Degree in Civil/ Mechanical Engineering
14. Utility Engineer
 10 years’ experience in utility services.
 Masters Degree or equivalent in social development disciplines
 10 years experience in years experience in Urban Poverty
Social Development
15. Alleviation.
Specialist
 Experience in urban social welfare projects/ community
mobilization/ Social Development Sub-Plan
 MBA (Finance) / CA/CFA or equivalent
 10 years’ experience in project funding, structuring of PPP
Transaction Advisor for projects.
16.
PPP Projects  At least developed 02 (two) PPP projects for which the
Concessionaire has been appointed and the projects are in
execution and/or in operation mode.

74
  Masters in Structural Engineering
 10 years related.
17. Structural Engineer
 Should have the experience in structural design of infrastructure
projects.
 Degree in Geography, Planning, Architecture with Diploma/
Certificate in GIS
 At least 10 years of experience in working on similar
GIS & Remote projects (i.e. use of remote sensing & GIS technology in urban
18.
Sensing Expert sector projects)
 Knowledge of major GIS software products, GPS, total station,
coordinate reference systems, satellite remote sensing
technology and GIS applications.
* The team composition is indicative. The Consultant shall review the composition and suggest suitable
skillsets and man months for specialists and support staff as per their approach and methodology.
However for Time Based tasks minimum man month of professionals (mentioned above under
respective tasks) should be followed while preparing the technical proposal.

6. Reporting Requirements and Time Schedule and Deliverables

17. The activity wise reporting requirements and deliverables for ABD Project shall be as
follows:
a. Activity 1:

18. Mobilization and establishment of Project office, and submission and acceptance of
Inception Report by the Client: Inception Report containing approach, methodology, work pan
and staffing schedule for the project activities and schedule for deliverables;

b. Activity 2: Situation analysis report

i. Preparation of situation analysis report for each module.
ii. Preparation and Submission of Business Re-engineering Report (BPR) and Final
function requirement specifications (FRS) and its acceptance& approval by the
Client.
c. Activity 3: Feasibility Report
19. The Report shall address the following aspects:
 Evaluation of design alternatives
 The topography and development pattern of the project area

75
  Develop historic and future population growth and determine the impact of the
population growth on projects under taken in Smart City Mission.
 Preliminary design and cost estimation
 Operation and maintenance aspects
 Financial planning and evaluation
 Institutional and social capacity
 Environmental and Social Impact Assessments
 Formulation of work implementation plan
 Preliminary procurement plan
 Preliminary construction schedule
 Organization evaluation and capacity building and any other relevant information
required on project to project basis.
 Identification of potential PPP projects.
 Recommendation of suitable arrangement for contracting including DBO /
DBFOT/Management Contracts etc.
 Environmental Management Plan

d. Activity 4: Preliminary/Detailed Project Report (PDR/DPR)

20. The DPR and related documents for the Project must conform to the requirements of
the guidelines and procedures of the government and shall include the following:
 Project Proposal
 Project Evaluation Criteria
- General information: To include basic technical design, institutional
arrangements
- Estimated Project Cost
- Project Revenue
- Estimated Project Benefits and Costs
a. Financial
b. Economic
- Risk Allocation Matrix
- Project and Financing Milestones
 Economic and financial analyses,
 Location map
 Preliminary design, specification of works and materials
 Engineer’s Estimate in the BOQ format, as necessary
 At this stage consultant should also suggest / propose component different suitable
procurement options for proposed projects/module under the respective component.

76
e. Activity 5: Bid documents and award of contract

f. Activity 6: Project Implementation and Supervision

 Monthly Contract Performance and Management Reports using PMIS/ Project

Management IT tools for each contract during entire program period.
 Contract Completion Reports for each project package..
 Quarterly and Yearly Progress Reports

7. Time Schedule and activity wise Deliverable

21. The Activity wise time schedule shall be as follows

Time period
(T0 date of signing
of Contract) and
S No. Activity wise Deliverable T1 is the date of
appointment of
implementing
agency
1 Activity 1: Inception Report T0+ 15 days
Activity 2 :

a) For ABD Modules : Submission of Situation

Analysis Report for Modules and its acceptance&
approval by the Smart City/SPV
2
b) For Pan City Module : Submission of Business Re-
engineering Report (BPR) and Final function requirement
specifications (FRS) and its acceptance& approval by the
T0+ 12 Months
Smart City/SPV

Activity 3:
3
For ABD and Pan City Modules : Feasibility Study Report
and its acceptance& approval by the Smart City/SPV
Activity 4:
4
For ABD and Pan City Modules : Submission of Detailed
Project Report and its acceptance& approval by the Smart

77
 City/SPV

Activity 5:
5 For ABD and Pan City Modules : Submission of Bid
Documents and its acceptance& approval by the Smart
City/SPV
Activity 2-5
Time No Of Modules Target Date
line ( out of total n modules)
Modules in each Cumulative
Quarter Modules
Q1 - - T0+ 3 Months
6
Q2 - - T0+ 6 Months
Q3 - - T0+ 9 Months
Q4 n All Modules T0+ 12 Months
The time period may be extended for another 6 months as per
the requirement of the module(s) by the Imphal Smart City
Limited for completion of the assignment up to activity 6.
From the date of
selection of the
Activity 6 implementation
8
Project Implementation Support Agency for the each
Module To
T0 + 3 years
From the date of
selection of the
implementation
For ABD Modules
Agency for the each
Module To
T0 + 3 years
For Pan City Module From the date of
Including the following during implementation period selection of the
a) Submission & acceptance of User Acceptance Test System Integrator
(UAT) Reports (SI) T1 to
b) Submission of Standardization Testing and T0 + 3 years
Quality Certification (STQC) Certificate(s)
c) Submission & acceptance of “Go-Live” Report For a, b, and c

78
 activities:
T1+ 4(four) Months
during
implementation by
System Integrator
(SI)

22. In addition to above, the consultant will submit monthly progress reports at the end of
each month during the course of assignment mentioning status/ progress of work, activities
performed, and issues resolved/to be resolved related to assignments during the month.

8. Client’s Input and Counterpart Services and Facilities

a) Services, facilities and property to be made available to the Consultant by the Client:
Adequate office space shall be provided to the Consultant by the Client.
b) Professional and support counterpart personnel to be assigned by the Client to the
Consultant’s team: As per requirement and at the request of the Consultant.
c) The Consulting firm will be responsible to:
 Arrange for fully equipped office and office operation related facilities for
project development team.
 Arrange for data collection, survey and investigation, preliminary design,
report preparation of reports for projects modules
 Arrange for communication related to contract, data processing, computers,
printing equipment and necessary stationeries.
 Arrange for all transportation and travelling including local travel required for
the assignments to perform the consultancy services/job.
 The equipments/ furniture purchased from the funds provided by the Client
shall be the property of the Client and on completion of the project the
Consultant shall return all those equipments/furniture in workable condition.

9. Payment Schedule

(a) Payments shall be made according to the following schedule:

I. The payment shall be made as follows:-
Activity wise Deliverable Payment
Schedule
The accepted contract amount shall be in the following proportion;

(a) Accepted Contract Amount (M)= [ insert amount]

79
LUMP SUM BASED FOR TASK 2 (Activity 2 -5)
(b) For Activity 2 to Activity 5,
Lump sum amount (M1) = Fin 3B + Fin 4B
For Activity 2 to Activity 5 payment shall be made on pro rata basis of the modules

For each module payment shall be( M2) = M1 X N

N = Actual Module cost / Total cost* of Area Based Development Projects.

* For total cost please refer Annexure I

Within a module the total amount (M2), for activity 2 to activity 5 shall be paid as
mentioned below:
Activity 2 :

a) For each ABD Module: Submission of Situation Analysis

Report for Modules and its acceptance & approval by the Imphal Smart
37.5 % of M2
City Limited
b) For Smart Solution Module: Submission of Business Re-
engineering Report (BPR) and Final function requirement specifications
(FRS) and its acceptance & approval by the Imphal Smart City Limited
Activity 3
25% of M2
For each ABD and Smart Solution Module : Feasibility Study
Report and its acceptance & approval by Imphal Smart City Limited
Activity 4

For each ABD and Smart Solution Module : Submission of Detailed 25% of M2
Project Report and its acceptance & approval by the Imphal Smart
City Limited
Activity 5

For each ABD and Smart Solution Module : Submission of Bid 12.5 % of M2
Documents and its acceptance & approval by the Imphal Smart City
Limited
TIME BASED FOR TASK 1&3 (Activity 1 and 6)
(a) For Activity 1 to Activity 6,
Time Based amount (M3) = Fin 3A + Fin 4A
Monthly payment shall be made on Time Based Input of the Experts as per the per day
professional fee quoted by the Consultant and accepted by the Imphal Smart City Limitedof
the Smart City. The Monthly payment shall be made on the basis of actual deployment of
man days and Approved Time Sheet(s) by the Imphal Smart City Limited

80
 ANNEXURE I

1. Introduction

The total project cost of the Smart City Proposal is estimated at Indian Rupees (INR) 1523
crore (on an actual basis). Of this, INR 1170 crore pertains to the Area development
proposal and INR 353 crore is for the Pan city proposal. This includes incremental O&M
Cost of proposed projects.

This indicative list of projects identified for Area Based Development given below are to
be vetted in consultation with stakeholders with regard to the technical and economic
feasibility and sustainability etc. Therefore projects may change and other projects which
may be envisaged for making city smart can be adapted in consultation with the
stakeholders/employer. However the total cost of project should remain the same.

2. Area Based Development:

The citizens of Imphal chose Retrofitting for Area Based Development. The smartness in
any city is its willingness and adaptability to change. Thus, the area based proposals give
an option of development of proposals in a time frame as a prototype.

Imphal city has identified an area of 541 acres for retrofitting. The area identified for area
based development comprises of the core area of the city (CBD), Kangla - the origin of the
growth of the city and DM college campus - the oldest educational hub of the city. Since
this is the area which houses signature buildings and landmarks in the city, development
of this area would help in image building of the city. The area based development aims at
developing the hard and soft infrastructure as follows-

 Revitalized Central Business District

 Rejuvenation of the Educational Hub
 Revitalize the heritage precinct - Kangla
 Riverfront Development for Sports and Recreation
 Pan ABD Solutions

The modules (set of projects) identified under the ABD proposal is as below:

Area Based Development Cost/SCM Convergence

A Central Business District Rs. In Crore (Other Program)
1. Encouraging NMT 17.3
2. Multi Level Car Parking Cum Office 157.1

81
 /Commercial space
3. Conversion of Street Lighting 10.3 (IPDS/MSPDCL)
4. Foot-over-Bridges 13.5
5. Tombisana Market 26.0 (CSS)
6. Road Geometry and Junction Design 169.8 (ABD Funded)
7. Other interventions : 117.6
24x7 Water Supply ( piping and allied works)
Mall road hard and soft landscape
City Level Green
Fire Hydrant system in mall
Integrated Public Transport

Heritage
8. Kangla Fort Rejuvenation Program 78.5 (Swadesh Darshan)
(KAFREP)
9. East riverfront development 75.0
10. West Riverfront 27.0
11. Kekrupat gardens 63.0
River Cleansing Project
Underground Drainage for pologround
Boundary wall and rampart
Education Hub
12. PLAY GROUND 75.1
INDOOR STADIUM
ARTIFICIAL TURF
GALLERY
13. Cycle tracks 108.3
Pedistrian
Hard and Soft landscape
DM College Parking
Other Infrastructure & Allied Solutions
14. Public Health & Social Safety 18.1
15. Renewable Energy 22.0
16. IT Connectivity & Digitization 2.1
17. Smart IT Based Solutions 49.6
Sub- Total (A) 745.7 284.6

3. Pan City Development:

As per the outcome of the public consultations, the main proposals for the pan city is
mobility and monitoring of solid waste transportation from source to destination.

82
The proposal is to provide footpaths, cycle tracks with shelters to promote non-motorized
movement to achieve the vision of a sustainable, environment friendly future Imphal.
Imphal has proposed the following smart mobility solutions: IMPHAL SMART
OPERATIONS COLLABORATIVE (ISOC) which will result in safe mobility, responsive
transportations and traffic assets management, which includes the following sub-
components:

 Imphal City Smart Mobility Management System (ICSMMS) - an integrated web

based solution for addressing various mobility challenges of Imphal City
leveraging ICT. This solution helps in enabling traffic decongestion, reducing
pollution, minimising loss to properties & lives while enhancing transfer speeds,
safety and security, emergency alert and response system for senior citizens,
differently-abled, children and women.
 Imphal City Integrated Asset Management System- ICIAMS
 Imphal City Unified Communication, Collaboration and Information Sharing
Cloud Platform- ICUCCISP
 Imphal City Solid Waste Management System (ICSWMS) - To monitor SWM
process from waste collection to disposal of the harmful waste materials at
disposal site.
The modules (set of projects) identified under the Pan City proposal is as below:

Pan City Solutions Cost/SCM Convergence

Rs. In Crore (Other Program)
1. Smart Mobility 189.3
2. Dedicated Cycle Routes 41.3
3. Pedestrian Pavments 72.7
4. Smart Solid waste Mangement System 4.8 5.40 (SBM)
5. Sub-Total (B) 308.1 5.4

TABLE SHOWING TOTAL PROJECT COST INCLUDING O&AE FOR 10

YEARS

Sl Component Smart City Fund Convergence Fund Total

Rs. In Crore (Other Program)
1 Area Based Development 745.7 284.6 1030.3
2 Pan City Development 308.1 5.4 313.5
3 Operating Expenses(10 Yrs) 179.0 179.0
Grand Total 1232.8 290 1523

83
84
Section 6. Standard Form of Contract

85
STANDARD FORM OF CONTRACT

Consultants’ Services

86
 Contents

I. Form of Contract

II. General Conditions of Contract

1. General Provisions
2. Commencement, Completion, Modification and Termination of
Contract
3. Obligations of the Consultant
4. Consultants’ Personnel and Sub-Consultants
5. Obligations of the Employer
6. Payments to the Consultant
7. Fairness and Good Faith
8. Settlement of Disputes
9. Liquidated Damages
10. Miscellaneous Provisions

III. Special Conditions of Contract

IV. Appendices
Appendix A – Description of Services
Appendix B - Reporting Requirements
Appendix C - Staffing Schedule
Appendix D - Cost Estimates in Foreign Currency
Appendix E - Duties of the Employer

87
CONTRACT FOR CONSULTANTS’ SERVICES

between

[name of the Client]

and

[name of the Consultant]

Dated:

88
 I Form of Contract
(Text in brackets [ ] is optional; all notes should be deleted in final text)

This CONTRACT (hereinafter called the “Contract”) is made the [day] day of the month of
[month], [year], between, on the one hand, [name of client] (hereinafter called the “Client”) and,
on the other hand, [name of Consultant] (hereinafter called the “Consultant”).

[Note: If the Consultant consist of more than one entity, the above should be partially amended to
read as follows: “…(hereinafter called the “Client”) and, on the other hand, a joint
venture/consortium/association consisting of the following entities, each of which will be jointly
and severally liable to the Client for all the Consultant’s obligations under this Contract, namely,
[name of Consultant] and [name of Consultant] (hereinafter called the “Consultant”).]

WHEREAS

(a) the Client has requested the Consultant to provide certain consulting services as
defined in this Contract (hereinafter called the “Services”);

(b) the Consultant, having represented to the Client that it has the required professional
skills, and personnel and technical resources, has agreed to provide the Services on
the terms and conditions set forth in this Contract;

NOW THEREFORE the parties hereto hereby agree as follows:

1. The following documents attached hereto shall be deemed to form an integral part of this
Contract:

(a) The General Conditions of Contract;

(b) The Special Conditions of Contract;
(c) The following Appendices: [Note: If any of these Appendices are not used, the
words “Not Used” should be inserted below next to the title of the Appendix]
Appendix A: Description of Services
Appendix B: Reporting Requirements
Appendix C: Staffing Schedule
Appendix D: Breakdown of Contract Price
Appendix F: Duties of the Employer

89
2. The mutual rights and obligations of the Client and the Consultant shall be as set forth in
the Contract, in particular:

(a) the Consultants shall carry out the Services in accordance with the provisions of the
Contract; and

(b) the Client shall make payments to the Consultants in accordance with the provisions
of the Contract.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their
respective names as of the day and year first above written.

For and on behalf of [name of Client]

[Authorized Representative]

For and on behalf of [name of Consultant]

[Authorized Representative]

[Note: If the Consultant consists of more than one entity, all these entities should appear as
signatories, e.g., in the following manner:]

90
 General Conditions of Contract

1. General Provisions

1.1 Definitions Unless the context otherwise requires, the following terms whenever used in
this Contract have the following meanings:

(a) “Applicable Law” means the laws and any other instruments having the force of law in
India for the time being.

(b) “Consultant” means any private or public entity that will provide the Services to the
“Employer” under the Contract.

(c) “Contract” means the Contract signed by the Parties and all the attached documents
listed in its Clause 1, that is this General Conditions (GC), the Special Conditions (SC), and
the Appendices.

(d) “Day” means calendar day.

(e) “Effective Date” means the date on which this Contract comes into force and effect
pursuant to Clause GC 2.1.

(f) “Foreign Currency” means any currency other than the currency of the
“Employer’s” country.

(g) “GC” means these General Conditions of Contract.

(h) “Government” means the Government of India

(i) “Local Currency” means Indian Rupees.

(j) “Member” means any of the entities that make up the joint
venture/consortium/association; and “Members” means all these entities.

(k) “Party” means the “Employer” or the Consultant, as the case may be, and “Parties”
means both of them.

(l) “Personnel” means professionals and support staff provided by the Consultants or
by any Sub-Consultants and assigned to perform the Services or any part thereof; “Foreign
Personnel” means such professionals and support staff who at the time of being so provided
had their domicile outside the Government’s country; “Local Personnel” means such
professionals and support staff who at the time of being so provided had their domicile

91
 inside the Government’s country; and “Key Personnel” means the Personnel referred to in
Clause GC 4.2(a).

(m) “Reimbursable expenses” means all assignment-related costs [such as travel,

translation, report printing, secretarial expenses, subject to specified maximum limits in the
Contract].

(n) “SC” means the Special Conditions of Contract by which the GC may be amended
or supplemented.

(o) “Services” means the work to be performed by the Consultant pursuant to this
Contract, as described in Appendix A hereto.

(p) “Sub-Consultants” means any person or entity to whom/which the Consultant

subcontracts any part of the Services.

(q) “Third Party” means any person or entity other than the “Employer”, or the
Consultant.

(r) “In writing” means communicated in written form with proof of receipt.

1.2 Relationship Between the Parties :Nothing contained herein shall be construed as
establishing a relationship of master and servant or of principal and agent as between the
“Employer” and the Consultant. The Consultant, subject to this Contract, has complete charge of
Personnel and Sub-Consultants, if any, performing the Services and shall be fully responsible for
the Services performed by them or on their behalf hereunder.

1.3 Law Governing Contract: This Contract, its meaning and interpretation, and the relation
between the Parties shall be governed by the applicable laws of India.

1.4 Headings: The headings shall not limit, alter or affect the meaning of this Contract.

1.5 Notices

1.5.1 Any notice, request or consent required or permitted to be given or made pursuant to this
Contract shall be in writing. Any such notice, request or consent shall be deemed to have
been given or made when delivered in person to an authorized representative of the Party to
whom the communication is addressed, or when sent by registered post to such Party at the
address specified in the SC.

1.5.2 A Party may change its address for notice hereunder by giving the other Party notice in
writing of such change to the address specified in the SC.

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1.6 Location: The Services shall be performed at such locations as are specified in Appendix
A hereto and, where the location of a particular task is not so specified, at such locations, as the
“Employer” may approve.

1.7 Authority of Lead Partner: In case the Consultant consists of a joint venture/consortium/
association of more than one entity, the Members hereby authorize the entity specified (Lead
Consultant) in the SC to act on their behalf in exercising all the Consultant’s rights and obligations
towards the “Employer” under this Contract, including without limitation the receiving of
instructions and payments from the “Employer”. However, each member or constituent of
Consortium of Consultant shall be jointly and severally liable for all obligations of the Consultant
under the Contract.

1.8 Authorized Representatives: Any action required or permitted to be taken, and any
document required or permitted to be executed under this Contract by the “Employer” or the
Consultant may be taken or executed by the officials specified in the SC.

1.9 Taxes and Duties: The Consultant, Sub-Consultants and Personnel shall be liable to pay
such direct and indirect taxes, duties, fees and other impositions levied under the applicable laws
of India.

1.10 Fraud and Corruption

1.10.1 Definitions: It is the Employer’s policy to require that Employers as well as Consultants
observe the highest standard of ethics during the execution of the Contract. In pursuance of this
policy, the Employer defines, for the purpose of this provision, the terms set forth below as
follows:

(i) “Corrupt practice” means the offering, receiving, or soliciting, directly or indirectly, of
anything of value to influence the action of a public official in the selection process or in
contract execution;

(ii) “Fraudulent practice” means a misrepresentation or omission of facts in order to

influence a selection process or the execution of a contract;

(iii) “Collusive practices” means a scheme or arrangement between two or more

consultants, with or without the knowledge of the Employer, designed to establish prices at
artificial, non-competitive levels;

(iv) “coercive practices” means harming or threatening to harm, directly or indirectly,

persons or their property to influence their participation in a procurement process, or affect
the execution of a contract;

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1.10.2 Measures to be taken by the Employer

(a) The Employer may terminate the contract if it determines at any time that representatives
of the consultant were engaged in corrupt, fraudulent, collusive or coercive practices during the
selection process or the execution of that contract, without the consultant having taken timely and
appropriate action satisfactory to the Employer to remedy the situation;

(b) The Employer may also sanction against the Consultant, including declaring the Consultant
ineligible, either indefinitely or for a stated period of time, to be awarded a contract if it at any time
determines that the Consultant has, directly or through an agent, engaged in corrupt, fraudulent,
collusive or coercive practices in competing for, or in executing, an Employer-financed contract;

1.10.3 Commissions and Fees

At the time of execution of this Contract, the Consultants shall disclose any commissions or fees
that may have been paid or are agreed to be paid to agents, representatives, or commission agents
with respect to the selection process or execution of the contract. The information disclosed must
include at least the name and address of the agent, representative, or commission agent, the amount
and currency, and the purpose of the commission or fee.

2. COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF

CONTRACT

2.1 Effectiveness of Contract: This Contract shall come into force and effect on the date (the
“Effective Date”) of the “Employer’s notice to the Consultant instructing the Consultant to begin
carrying out the Services. This notice shall confirm that the conditions precedent and effectiveness
conditions, if any, listed in the SC have been met.

2.2 Termination of Contract for Failure to Become Effective: If this Contract has not
become effective within such time period after the date of the Contract signed by the Parties as
specified in the SC, either Party may, by not less than twenty one (21) days written notice to the
other Party, declare this Contract to be null and void, and in the event of such a declaration by
either Party, neither Party shall have any claim against the other Party with respect hereto.

2.3 Commencement of Services: The Consultant shall begin carrying out the Services not
later than the number of days after the Effective Date specified in the SC.

2.4 Expiration of Contract: Unless terminated earlier pursuant to Clause GC 2.9 hereof, this
Contract shall expire at the end of such time period after the Effective Date as specified in the SC.

2.5 Entire Agreement: This Contract contains all covenants, stipulations and provisions agreed by
the Parties. No agent or representative of either Party has authority to make, and the Parties shall

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not be bound by or be liable for, any other statement, representation, promise or agreement not set
forth herein.

2.6 Modifications or Variations: (a) any modification or variation of the terms and conditions of
this Contract, including any modification or variation of the scope of the Services, may only be
made by written agreement between the Parties. Pursuant to Clause GC 7.2 here of, however, each
Party shall give due consideration to any proposals for modification or variation made by the other
Party. (b) In cases of substantial modifications or variations, the prior written consent of the
Employer is required.

2.7 Force Majeure

2.7.1 Definition (a) For the purposes of this Contract, “Force Majeure” means an event
which is beyond the reasonable control of a Party, is not foreseeable, is unavoidable and not
brought about by or at the instance of the Party claiming to be affected by such events and which
has caused the non-performance or delay in performance, and which makes a Party’s performance
of its obligations hereunder impossible or so impractical as reasonably to be considered impossible
in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake, fire,
explosion, storm, flood or other extreme adverse weather conditions, strikes, lockouts or other
industrial action (except where such strikes, lockouts or other industrial action are within the
power of the Party invoking Force Majeure to prevent), confiscation or any other action by
Government agencies.

(b) Force Majeure shall not include (i) any event which is caused by the negligence or
intentional action of a Party or by or of such Party’s Sub-Consultants or agents or employees, nor
(ii) any event which a diligent Party could reasonably have been expected both to take into account
at the time of the conclusion of this Contract, and avoid or overcome in the carrying out of its
obligations hereunder.

(c) Subject to clause 2.7.2, Force Majeure shall not include insufficiency of funds or inability
to make any payment required hereunder.

2.7.2 No Breach of Contract: The failure of a Party to fulfil any of its obligations hereunder
shall not be considered to be a breach of, or default under, this Contract insofar as such inability
arises from an event of Force Majeure, provided that the Party affected by such an event has taken
all reasonable precautions, due care and reasonable alternative measures, all with the objective of
carrying out the terms and conditions of this Contract.

2.7.3 Measures to be taken: (a) A Party affected by an event of Force Majeure shall continue to
perform its obligations under the Contract as far as is reasonably practical, and shall take all
reasonable measures to minimize the consequences of any event of Force Majeure.

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(b) A Party affected by an event of Force Majeure shall notify the other Party of such event as soon
as possible, and in any case not later than fourteen (14) days following the occurrence of such
event, providing evidence of the nature and cause of such event, and shall similarly give written
notice of the restoration of normal conditions as soon as possible.

(c) Any period within which a Party shall, pursuant to this Contract, complete any action or task,
shall be extended for a period equal to the time during which such Party was unable to perform
such action as a result of Force Majeure.

(d) During the period of their inability to perform the Services as a result of an event of Force
Majeure, the Consultant, upon instructions by the “Employer”, shall either:

(i) Demobilize, or

(ii) Continue with the Services to the extent possible, in which case the Consultant shall
continue to be paid proportionately and on prorata basis, under the terms of this Contract.

(e) In the case of disagreement between the Parties as to the existence or extent of Force Majeure,
the matter shall be settled according to Clause GC 8.

2.8 Suspension: The “Employer” may, by written notice of suspension to the Consultant,
suspend all payments to the Consultant hereunder if the Consultant fails to perform any of its
obligations under this Contract, including the carrying out of the Services, provided that such
notice of suspension (i) shall specify the nature of the failure, and (ii) shall allow the Consultant to
remedy such failure, if capable of being remedied, within a period not exceeding thirty (30) days
after receipt by the Consultant of such notice of suspension.

2.9 Termination

2.9.1.1 by the “Employer”: The “Employer” may terminate this Contract in case of the
occurrence of any of the events specified in paragraphs (a) through (h) of this Clause GC 2.9.1.1

(a) If the Consultant fails to remedy a failure in the performance of its obligations hereunder,
as specified in a notice of suspension pursuant to Clause GC 2.8 hereinabove, within thirty (30)
days of receipt of such notice of suspension or within such further period as the “Employer” may
have subsequently approved in writing.

(b) If the Consultant becomes (or, if the Consultant consists of more than one entity, if any of
its Members becomes and which has substantial bearing on providing Services under this contract)
insolvent or go into liquidation or receivership whether compulsory or voluntary.

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(c) If the Consultant fails to comply with any final decision reached as a result of arbitration
proceedings pursuant to Clause GC 8 hereof.

(d) If the Consultant, in the judgment of the “Employer”, has engaged in corrupt or fraudulent
practices in competing for or in executing this Contract.

(e) If the Consultant submits to the “Employer” a false statement which has a material effect
on the rights, obligations or interests of the “Employer”.

(ee) If the Consultant places itself in position of conflict of interest or fails to disclose promptly
any conflict of interest to the Employer.

(f) If the consultant fails to provide the quality services as envisaged under this Contract. The
Consultancy Monitoring Committee (CMC) formulated to monitor the progress of the assignment
may make judgment regarding the poor quality of services, the reasons for which shall be recorded
in writing. The CMC may decide to give one chance to the consultant to improve the quality of the
services.

(g) If, as the result of Force Majeure, the Consultant is unable to perform a material portion of
the Services for a period of not less than sixty (60) days.

(h) If the “Employer”, in its sole discretion and for any reason whatsoever, decides to
terminate this Contract.

2.9.1.2 In such an occurrence the “Employer” shall give a not less than thirty (30) days’ written
notice of termination to the Consultants, and sixty (60) days’ in case of the event referred to in (h).

2.9.2 By the Consultant: The Consultant may terminate this Contract, by not less than thirty (30)
days’ written notice to the “Employer”, in case of the occurrence of any of the events specified in
paragraphs (a) through (d) of this Clause GC 2.9.2.

(a) If the “Employer” fails to pay any money due to the Consultant pursuant to this Contract
and not subject to dispute pursuant to Clause GC 8 hereof within forty-five (45) days after
receiving written notice from the Consultant that such payment is overdue.

(b) If, as the result of Force Majeure, the Consultant is unable to perform a material portion of
the Services for a period of not less than sixty (60) days.

(c) If the “Employer” fails to comply with any final decision reached as a result of arbitration
pursuant to Clause GC 8 hereof.

(d) If the “Employer” is in material breach of its obligations pursuant to this Contract and has
not remedied the same within forty-five (45) days (or such longer period as the Consultant may

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have subsequently approved in writing) following the receipt by the “Employer” of the
Consultant’s notice specifying such breach.

2.9.3 Cessation of Rights and Obligations: Upon termination of this Contract pursuant to
Clauses GC 2.2 or GC 2.9 hereof, or upon expiration of this Contract pursuant to Clause GC 2.4
hereof, all rights and obligations of the Parties hereunder shall cease, except (i) such rights and
obligations as may have accrued on the date of termination or expiration, (ii) the obligation of
confidentiality set forth in Clause GC 3.3 hereof, (iii) the Consultant’s obligation to permit
inspection, copying and auditing of their accounts and records set forth in Clause GC 3.6 hereof,
and (iv) any right which a Party may have under the Law.

2.9.4 Cessation of Services: Upon termination of this Contract by notice of either Party to the
other pursuant to Clauses GC 2.9.1 or GC 2.9.2 hereof, the Consultant shall, immediately upon
dispatch or receipt of such notice, take all necessary steps to bring the Services to a close in a
prompt and orderly manner and shall make every reasonable effort to keep expenditures for this
purpose to a minimum. With respect to documents prepared by the Consultant and equipment and
materials furnished by the “Employer”, the Consultant shall proceed as provided, respectively, by
Clauses GC 3.9 or GC 3.10 hereof.

2.9.5 Payment upon Termination: Upon termination of this Contract pursuant to Clauses GC
2.9.1 or GC 2.9.2 hereof, the “Employer” shall make the following payments to the Consultant:

(a) If the Contract is terminated pursuant to Clause 2.9.1 (g), (h) or 2.9.2, remuneration
pursuant to Clause GC 6.3(h) (i)hereof for Services satisfactorily performed prior to the effective
date of termination, and reimbursable expenditures pursuant to Clause GC 6.3(h)(ii) hereof for
expenditures actually and reasonably incurred prior to the effective date of termination;

(b) If the agreement is terminated pursuant of Clause 2.9.1 (a) to (f), the consultant shall not be
entitled to receive any agreed payments upon termination of the contract. However, the
“Employer” may consider to make payment for the part satisfactorily performed on the basis of
Quantum Merint as assessed by it, if such part is of economic utility to the Employer. Applicable
Under such circumstances, upon termination, the client may also impose liquidated damages as per
the provisions of Clause 9 of this agreement. The consultant will be required to pay any such
liquidated damages to client within 30 days of termination date.

2.9.6 Disputes about Events of Termination: If either Party disputes whether an event specified
in paragraphs (a) through (g) of Clause GC 2.9.1 or in Clause GC 2.9.2 hereof has occurred, such
Party may, within forty-five (30) days after receipt of notice of termination from the other Party,
refer the matter to Clause GC 8 hereof, and this Contract shall not be terminated on account of
such event except in accordance with the terms of any resulting arbitral award.

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3. OBLIGATIONS OF THE CONSULTANT

3.1 General

3.1.1 Standard of Performance: The Consultant shall perform the Services and carry out their
obligations hereunder with all due diligence, efficiency and economy, in accordance with generally
accepted professional standards and practices, and shall observe sound management practices, and
employ appropriate technology and safe and effective equipment, machinery, materials and
methods. The Consultant shall always act, in respect of any matter relating to this Contract or to
the Services, as faithful adviser to the “Employer”, and shall at all times support and safeguard the
“Employer’s legitimate interests in any dealings with Sub-Consultants or Third Parties.

3.2 Conflict of Interests: The Consultant shall hold the “Employer’s interests paramount, without
any consideration for future work, and strictly avoid conflict of interest with other assignments or
their own corporate interests. If during the period of this contract, a conflict of interest arises for
any reasons, the Consultant shall promptly disclose the same to the Employer and seek its
instructions.

3.2.1 Consultant not to benefit from Commissions, Discounts, etc.: (a)The payment of the
Consultant pursuant to Clause GC 6 hereof shall constitute the Consultant’s only payment in
connection with this Contract and, subject to Clause GC 3.2.2 hereof, the Consultant shall not
accept for its own benefit any trade commission, discount or similar payment in connection with
activities pursuant to this Contract or in the discharge of its obligations hereunder, and the
Consultant shall use its best efforts to ensure that any Sub-Consultants, as well as the Personnel
and agents of either of them, similarly shall not receive any such additional payment.

(b) Furthermore, if the Consultant, as part of the Services, has the responsibility of advising the
“Employer” on the procurement of goods, works or services, the Consultant shall comply with the
Employer’s applicable procurement guidelines, and shall at all times exercise such responsibility in
the best interest of the “Employer”. Any discounts or commissions obtained by the Consultant in
the exercise of such procurement responsibility shall be for the account of the “Employer”.

3.2.2 Consultant and Affiliates Not to Engage in Certain Activities: The Consultant agrees
that, during the term of this Contract and after its termination, the Consultant and any entity
affiliated with the Consultant, as well as any Sub-Consultants and any entity affiliated with such
Sub-Consultants, shall be disqualified from providing goods, works or services (other than
consulting services) resulting from or directly related to the Consultant’s Services for the
preparation or implementation of the project.

3.2.3 Prohibition of Conflicting Activities: The Consultant shall not engage, and shall cause
their Personnel as well as their Sub-Consultants and their Personnel not to engage, either directly

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or indirectly, in any business or professional activities that would conflict with the activities
assigned to them under this Contract.

3.3 Confidentiality: Except with the prior written consent of the “Employer”, the Consultant
and the Personnel shall not at any time communicate to any person or entity any confidential
information acquired in the course of the Services, nor shall the Consultant and its Personnel make
public the recommendations formulated in the course of, or as a result of, the Services.

3.4 Insurance to be Taken out by the Consultant: The Consultant (i) shall take out and
maintain, and shall cause any Sub-Consultants to take out and maintain insurance, at their (or the
Sub-Consultants’, as the case may be) own cost but on terms and conditions approved by the
“Employer”, insurance against the risks, and for the coverage specified in the SC, and (ii) at the
“Employer’s request, shall provide evidence to the “Employer” showing that such insurance has
been taken out and maintained and that the current premiums therefore have been paid.

3.5 Accounting, Inspection and Auditing: The Consultant (i) shall keep accurate and
systematic accounts and records in respect of the Services hereunder, in accordance with
internationally accepted accounting principles and in such form and detail as will clearly identify
all relevant time changes and costs, and the bases thereof, and (ii) shall periodically permit the
“Employer” or its designated representative and/or the Employer, and up to five years from
expiration or termination of this Contract, to inspect the same and make copies thereof as well as
to have them audited by auditors appointed by the “Employer” or the Employer, if so required by
the “Employer” or the Employer as the case may be.

3.6 Consultant’s Actions Requiring “Employer’s Prior Approval: The Consultant shall obtain
the “Employer’s prior approval in writing before taking any of the following actions:

(a) Any change or addition to the Personnel listed in Appendix C.

(b) Subcontracts: the Consultant may subcontract work relating to the Services to an extent and
with such experts and entities as may be approved in advance by the “Employer”. Notwithstanding
such approval, the Consultant shall always retain full responsibility for the Services. In the event
that any Sub-Consultants are found by the “Employer” to be incompetent or incapable or
undesirable in discharging assigned duties, the “Employer” may request the Consultant to provide
a replacement, with qualifications and experience acceptable to the “Employer”, or to resume the
performance of the Services itself.

3.7 Reporting Obligations: The Consultant shall submit to the “Employer” the reports and
documents specified in Appendix B hereto, in the form, in the numbers and within the time periods
set forth in the said Appendix. Final reports shall be delivered in CD ROM in addition to the hard
copies specified in said Appendix.

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3.8 Documents Prepared by the Consultant to be the Property of the “Employer”: All
plans, drawings, specifications, designs, reports, other documents and software prepared by the
Consultant for the “Employer” under this Contract shall become and remain the property of the
“Employer”, and the Consultant shall, not later than upon termination or expiration of this
Contract, deliver all such documents to the “Employer”, together with a detailed inventory thereof.
The Consultant may retain a copy of such documents, but shall not use anywhere, without taking
permission, in writing, from the Employer and the Employer reserves right to grant or deny any
such request.. If license agreements are necessary or appropriate between the Consultant and third
parties for purposes of development of any such computer programs, the Consultant shall obtain
the “Employer’s prior written approval to such agreements, and the “Employer” shall be entitled at
its discretion to require recovering the expenses related to the development of the program(s)
concerned.

3.9 Equipment, Vehicles and Materials Furnished by the “Employer”: Equipment, vehicles
and materials made available to the Consultant by the “Employer”, or purchased by the Consultant
wholly or partly with funds provided by the “Employer”, shall be the property of the “Employer”
and shall be marked accordingly. Upon termination or expiration of this Contract, the Consultant
shall make available to the “Employer” an inventory of such equipment, vehicles and materials and
shall dispose of such equipment and materials in accordance with the “Employer’s instructions.
While in possession of such equipment, vehicles and materials, the Consultant, unless otherwise
instructed by the “Employer” in writing, shall insure them at the expense of the “Employer” in an
amount equal to their full replacement value.

3.10 Equipment and Materials provided by the Consultants: Equipment or materials brought
into the Government’s country by the Consultant and the Personnel and used either for the Project
or personal use shall remain the property of the Consultant or the Personnel concerned, as
applicable.

4. CONSULTANTS’ PERSONNEL AND SUB-CONSULTANTS

4.1 General: The Consultant shall employand provide such qualified

and experienced Personnel and Sub-Consultants as are required to carry out the Services.

4.2 Description of Personnel: (a) the title, agreed job description, minimum
qualification and estimated period of engagement in the carrying out of the Services of each of the
Consultant’s Key Personnel are as per the consultant’s proposal and are described in Appendix C.
If any of the Key Personnel has already been approved by the “Employer”, his/her name is listed
as well.

(b) If required to comply with the provisions of Clause GC 3.1.1 hereof, adjustments with
respect to the estimated periods of engagement of Key Personnel set forth in Appendix C may be

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made by the Consultant by written notice to the “Employer”, provided (i) that such adjustments
shall not alter the originally estimated period of engagement of any individual by more than 10%
or one week, whichever is larger, and (ii) that the aggregate of such adjustments shall not cause
payments under this Contract to exceed the ceilings set forth in Clause GC 6.1(b) of this Contract.
Any other such adjustments shall only be made with the “Employer’s written approval.

(c) If additional work is required beyond the scope of the Services specified in Appendix A,
the estimated periods of engagement of Key Personnel set forth in Appendix C may be increased
by agreement in writing between the “Employer” and the Consultant. In case where payments
under this Contract exceed the ceilings set forth in Clause GC 6.1(b) of this Contract, this will be
explicitly mentioned in the agreement.

4.3 Approval of Personnel: The Key Personnel and Sub-Consultants listed by title as well
as by name in Appendix C are hereby approved by the “Employer”. In respect of other
Personnel which the Consultant proposes to use in the carrying out of the Services, the Consultant
shall submit to the “Employer” for review and approval a copy of their Curricula Vitae (CVs). If
the “Employer” does not object in writing (stating the reasons for the objection) within twenty-one
(21) days from the date of receipt of such CVs, such Personnel shall be deemed to have been
approved by the “Employer”.

4.4 Removal and/or Replacement of Personnel: (a) except as the “Employer” may otherwise
agree, no changes shall be made in the Personnel. If, for any reason beyond the reasonable control
of the Consultant, such as retirement, death, medical incapacity, among others, it becomes
necessary to replace any of the Personnel, the Consultant shall forthwith provide as a replacement
a person of equivalent or better qualifications.

(b) If the “Employer” (i) finds that any of the Personnel has committed serious misconduct or
has been charged with having committed a criminal action, or (ii) has reasonable cause to be
dissatisfied with the performance of any of the Personnel, then the Consultant shall, at the
“Employer’s written request specifying the grounds therefore, forthwith provide as a replacement a
person with qualifications and experience acceptable to the “Employer”.

(c) Any of the Personnel provided as a replacement under Clauses (a) and (b) above, as well as
any reimbursable expenditures (including expenditures due to the number of eligible dependents)
the Consultants may wish to claim as a result of such replacement, shall be subject to the prior
written approval by the “Employer”. The rate of remuneration applicable to a replacement person
will be the rate of remuneration paid to the replacement person. Also (i) the Consultant shall bear
all additional travel and other costs arising out of or incidental to any removal and/or replacement,
and (ii) the remuneration to be paid for any of the Personnel provided as a replacement shall not
exceed the remuneration which would have been payable to the Personnel replaced.

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4.5 Resident Project Manager: If required by the SC, the Consultant shall ensure that at all times
during the Consultant’s performance of the Services a resident project manager, acceptable to the
“Employer”, shall take charge of the performance of such Services.

5. OBLIGATIONS OF THE “EMPLOYER”

5.1 Assistance and Exemptions: Unless otherwise specified in the SC, the “Employer” shall
use its best efforts to ensure that the Government shall:

(a) Provide the Consultant, Sub-Consultants and Personnel with work permits and such other
documents as shall be necessary to enable the Consultant, Sub-Consultants or Personnel to perform
the Services.

(b) Arrange for the Foreign Personnel to be provided promptly with all necessary entry and exit
visas, residence permits, exchange permits and any other documents required for their stay in
India.

(c) Issue to officials, agents and representatives of the Government all such instructions as may be
necessary or appropriate for the prompt and effective implementation of the Services.

(d) Provide to the Consultant, Sub-Consultants and Personnel any such other assistance as may
be specified in the SC.

5.2 Change in the Applicable Law Related to Taxes and Duties: If, after the date of this
Contract, there is any change in the Applicable Laws of India with respect to taxes and duties,
which are directly payable by the consultant for providing the services i.e. service tax or any such
applicable tax from time to time, which increases or decreases the cost incurred by the Consultant
in performing the Services, then the remuneration and reimbursable expenses otherwise payable to
the Consultant under this Contract shall be increased or decreased accordingly by agreement
between the Parties hereto, and corresponding adjustments shall be made to the ceiling amounts
specified in Clause GC 6.1(b).

5.3 Services, Facilities and Property of the “Employer”: (a) The “Employer” shall make
available to the Consultant and its Personnel, for the purposes of the Services and free of any
charge, the services, facilities and property described in Appendix E, at the times and in the
manner specified in said Appendix E.

(b) In case that such services, facilities and property shall not be made available to the Consultant
as and when specified in Appendix E, the Parties shall agree on any time extension that it may be
appropriate to grant to the Consultant for the performance of the Services.

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5.4 Payment: In consideration of the Services performed by the Consultant under this
Contract, the “Employer” shall make to the Consultant such payments and in such manner as is
provided by Clause GC 6 of this Contract.

5.5 Counterpart Personnel: (a) If necessary, the “Employer” shall make available to the
Consultant free of charge such professional and support counterpart personnel, to be nominated by
the “Employer” with the Consultant’s advice, if specified in Appendix E.

(b) Professional and support counterpart personnel, excluding “Employer’s liaison personnel, shall
work under the exclusive direction of the Consultant. If any member of the counterpart personnel
fails to perform adequately any work assigned to such member by the Consultant that is consistent
with the position occupied by such member, the Consultant may request the replacement of such
member, and the “Employer” shall not unreasonably refuse to act upon such request.

6. PAYMENTS TO THE CONSULTANT

6.1 Total Cost of the Services (a) the total cost of the Services payable is set forth in
Appendix D as per the consultant’s proposal to the Employer and as negotiated thereafter.

(b) Except as may be otherwise agreed under Clause GC 2.6 and subject to Clause GC 6.1(c),
payments under this Contract shall not exceed the amount specified in Appendix-D.

(c) Notwithstanding Clause GC 6.1(b) hereof, if pursuant to any of the Clauses GC 4.2 (c) or 5.2
hereof, the Parties shall agree that additional payments shall be made to the Consultant in order to
cover any necessary additional expenditures not envisaged in the cost estimates referred to in
Clause GC 6.1(a) above, the ceiling or ceilings, as the case may be, set forth in Clause GC 6.1(b)
above shall be increased by the amount or amounts, as the case may be, of any such additional
payments.

6.2 Currency of Payment: All payments shall be made in Indian Rupees. [In case the payment
is to be made in the currency other that Indian Rupees, the same shall be mentioned instead of
Indian Rupees]

6.3 Terms of Payment: The payments in respect of the Services shall be made as follows:

(a) The consultant shall submit the invoice for payment when the payment is due as per the
agreed terms. The payment shall be released as per the work related milestones achieved and as per
the specified percentage as per SC 13.

(b) Once a milestone is completed, the consultant shall submit the requisite deliverables as
specified in this Contract. The Employer shall release the requisite payment upon acceptance of the
deliverables. However, if the Employer fails to intimate acceptance of the deliverables or its

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objections thereto, within 30 days of receipt of it, the Employer shall release the payment to the
consultant without further delay.

(c) Final Payment : The final payment as specified in SC 13 shall be made only after the final
report and a final statement, identified as such, shall have been submitted by the Consultant and
approved as satisfactory by the “Employer”. The Services shall be deemed completed and finally
accepted by the “Employer” and the final report and final statement shall be deemed approved by
the “Employer” as satisfactory ninety (90) calendar days after receipt of the final report and final
statement by the “Employer” unless the “Employer”, within such ninety (90) day period, gives
written notice to the Consultant specifying in detail deficiencies in the Services, the final report or
final statement. The Consultant shall thereupon promptly make any necessary corrections, and
thereafter the foregoing process shall be repeated. Any amount, which the “Employer” has paid or
caused to be paid in accordance with this Clause in excess of the amounts actually payable in
accordance with the provisions of this Contract, shall be reimbursed by the Consultant to the
“Employer” within thirty (30) days after receipt by the Consultant of notice thereof. Any such
claim by the “Employer” for reimbursement must be made within twelve (12) calendar months
after receipt by the “Employer” of a final report and a final statement approved by the “Employer”
in accordance with the above.

(d) For the purpose of payment under Clause 6.3 (b) above, acceptance means; acceptance of
the deliverables by the Employer after submission by the consultant and the consultant has made
presentation to the CMC / Employer (Mention this if presentation is required) with / without
modifications to be communicated in writing by the Employer to the consultant.

(e) If the deliverables submitted by the consultant are not acceptable to the Employer / CMC,
reasons for such non-acceptance should be recorded in writing; the Employer shall not release the
payment due to the consultant. This is without prejudicing the Employer’s right to levy any
liquidated damages under clause 9. In such case, the payment will be released to the consultant
only after it re-submits the deliverable and which is accepted by the Employer.

(f) All payments under this Contract shall be made to the accounts of the Consultant specified
in the SC.

(g) With the exception of the final payment under (c) above, payments do not constitute
acceptance of the Services nor relieve the Consultant of any obligations hereunder, unless the
acceptance has been communicated by the Employer to the consultant in writing and the consultant
has made necessary changes as per the comments / suggestions of the Employer communicated to
the Consultant.

(h) In case of early termination of the contract, the payment shall be made to the consultant as
mentioned here with: (i) Assessment should be made about work done from the previous

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milestone, for which the payment is made or to be made till the date of the termination. The
consultant shall provide the details of persons reasonably worked during this period with
supporting documents. Based on such details, the remuneration shall be calculated based on the
man month rate as specified. (ii) A reasonable assessment of the reimbursable and miscellaneous
expenses shall be made based on details furnished by the consultant in this regard with supporting
documents and based on the assessment of the work done and the respective rates as provided.
Wherever such an assessment is difficult, the rates should be arrived at by calculating the amount
on pro-rata basis. The total amount payable shall be the amount calculated as per (i) and (ii) above
plus any applicable tax.

7. FAIRNESS AND GOOD FAITH

7.1 Good Faith: The Parties undertake to act in good faith with respect to each other’s rights
under this Contract and to adopt all reasonable measures to ensure the realization of the objectives
of this Contract.

7.2 Operation of the Contract: The Parties recognize that it is impractical in this Contract to
provide for every contingency which may arise during the life of the Contract, and the Parties
hereby agree that it is their intention that this Contract shall operate fairly as between them, and
without detriment to the interest of either of them, and that, if during the term of this Contract
either Party believes that this Contract is operating unfairly, the Parties will use their best efforts to
agree on such action as may be necessary to remove the cause or causes of such unfairness, but no
failure to agree on any action pursuant to this Clause shall give rise to a dispute subject to
arbitration in accordance with Clause GC 8 hereof.

8. SETTLEMENT OF DISPUTES

8.1 Amicable Settlement: Performance of the contract is governed by the terms & conditions of
the contract, in case of dispute arises between the parties regarding any matter under the contract,
either Party of the contract may send a written Notice of Dispute to the other party. The Party
receiving the Notice of Dispute will consider the Notice and respond to it in writing within 30 days
after receipt. If that party fails to respond within 30 days, or the dispute cannot be amicably settled
within 60 days following the response of that party, clause GC 8.2 shall become applicable.

8.2 Arbitration: In the case of dispute arising upon or in relation to or in connection with the
contract between the Employer and the Consultant, which has not been settled amicably, any party
can refer the dispute for Arbitration under (Indian) Arbitration and Conciliation Act, 1996. Such
disputes shall be referred to an Arbitral Tribunal consisting of 3 (three) arbitrators, one each to be
appointed by the Employer and the Consultant, the third arbitrator shall be chosen by the two
arbitrators so appointed by the parties and shall act as Presiding Arbitrator. In case of failure of the
two arbitrators, appointed by the parties to reach a consensus regarding the appointment of the

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third arbitrator within a period of 30 days from the date of appointment of the two arbitrators, the
Presiding arbitrator shall be appointed by the Secretary of the Ministry / Department. The
Arbitration and Conciliation Act, 1996 and any statutory modification or re-enactment thereof,
shall apply to these arbitration proceedings.

8.3. Arbitration proceedings shall be held in India at the place indicated in SC and the language of
the arbitration proceedings and that of all documents and communications between the parties shall
be English.

8.4 The decision of the majority of arbitrators shall be final and binding upon both parties. The
expenses of the arbitrators as determined by the arbitrators shall be shared equally by the Employer
and the Consultant. However, the expenses incurred by each party in connection with the
preparation, presentation shall be borne by the party itself. All arbitration awards shall be in
writing and shall state the reasons for the award.

9. Liquidated Damages

9.1 The parties hereby agree that due to negligence of act of any party, if the other party suffers
losses, damages the quantification of which may be difficult, and hence the amount specified
hereunder shall be construed as reasonable estimate of the damages and both the parties agree to
pay such liquidated damages, as defined hereunder as per the provisions of this Contract.

9.2 The amount of liquidated damages under this Contract shall not exceed 10 % of the total
value of the contract as specified in Appendix D.

9.3 The liquidated damages shall be applicable under following circumstances:

(a) If the deliverables are not submitted as per schedule as specified in SC 13, the Consultant
shall be liable to pay 1% of the total cost of the services for delay of each week or part thereof.

(b) If the deliverables are not acceptable to the Employer as mentioned in Clause 6.3 (f), and
defects are not rectified to the satisfaction of the Employer within 30 days of the receipt of the
notice, the Consultant shall be liable for Liquidated Damages for an amount equal to 0.05 % of
total cost of the services for every week or part thereof for the delay.

10. Miscellaneous provisions:

(i) “Nothing contained in this Contract shall be construed as establishing or creating between
the Parties, a relationship of master and servant or principal and agent.

(ii) Any failure or delay on the part of any Party to exercise right or power under this Contract
shall not operate as waiver thereof.

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(iii) The Consultant shall notify the Employer of any material change in their status, in
particular, where such change would impact on performance of obligations under this Contract.

(iv) Each constituent of the Consultant, in case of a consortium, shall be jointly and severally
liable to and responsible for all obligations towards the Employer for performance of
works/services including that of its Associates/Sub Contractors under the Contract.

(v) The Consultant shall at all times indemnify and keep indemnified the Employer against all
claims/damages etc. for any infringement of any Intellectual Property Rights (IPR) while providing
its services under the Project.

(vi) The Consultant shall at all times indemnify and keep indemnified the Employer against any
claims in respect of any damages or compensation payable in consequences of any accident or
injury sustained or suffered by its (the Consultant’s) employees or agents or by any other third
Party resulting from or by any action, omission or operation conducted by or on behalf of the
Consultant.

(vii) The Consultant shall at all times indemnify and keep indemnified the Employer against any
and all claims by Employees, Workman, Contractors, sub-contractors, suppliers, agent(s),
employed engaged or otherwise working for the Consultant, in respect of wages, salaries,
remuneration, compensation or the like.

(viii) All claims regarding indemnity shall survive the termination or expiry of the Contract.

(ix) It is acknowledged and agreed by all Parties that there is no representation of any type,
implied or otherwise, of any absorption, regularization, continued engagement or concession or
preference for employment of persons engaged by the Consultant for any engagement, service or
employment in any capacity in any office or establishment of the Government of India/ State or the
Employer.

11. Performance Security

The Performance Security shall be provided to the Employer no later than the date specified in the
Contract and shall be issued in an amount specified in the SCC, by a bank acceptable to the
Employer, and denominated in the types and proportions of the currencies in which the total cost
of services is payable. The Performance Security shall be valid until a date 28 days from the date
of issue of the Certificate of Completion in the case of a bank guarantee.

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 III. Special Conditions of Contract:
SC Clause Ref. of Amendments of, and Supplements to, Clauses in the General
GC Conditions of Contract
Clause

The addresses are:

iii “Employer”:…………
Attention:Mr…….
1 1.5 Facsimile: …………
iii Consultant :
Attention :
Facsimile :
{Lead Partner is [insert name of member]}

Note: If the Consultant consists of a joint venture/ consortium/

2 1.7 association of more than one entity, the name of the entity whose
address is specified in Clause SC 1.6 should be inserted here. If the
Consultant consists only of one entity, this Clause SC 1.8 should be
deleted from the SC.
The Authorized Representatives are:

3 1.8 For the “Employer”: CEO, Imphal Smart City Limited

For the Consultant:

(a) The client shall reimburse Service Tax payable in India as per
Applicable Law. The consultant shall register itself for service tax
with appropriate authority in India & shall provide the registration
4 1.9
number to the client.

b) Tax will be deducted at source as per the prevailing Income Tax

Rules.
5 1.10.3 Not Applicable

The effectiveness conditions are the following:

(iii) Approval of the contract by the Employer
6 2.1 (ii) Appropriate security for advance payment acceptable to the
“Employer”
(iii) Any unforeseen reason forcing closure of the programme before
effectiveness of the contract.

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SC Clause Ref. of Amendments of, and Supplements to, Clauses in the General
GC Conditions of Contract
Clause

7 2.2 The time period shall be one month

8 2.3 The time period shall be 15 days

9 2.4 The time period shall be 36 Months

Limitation of the Consultants’ Liability towards the “Employer”

(i) The ceiling on Consultant’s liabilities shall be limited to (a)
10 3.4 total cost, or (b) the proceeds the Consultant may be entitled
to receive from any insurance maintained by the consultants to
such liabilities whichever of (a) or (b) is higher.
The risks and the insurance coverage shall be as follows:

a.) Third Party motor vehicle liability insurance as required under

India’s Motor Vehicles Act, 1988, by the Consultant or its
Personnel or any Sub-Consultants or their Personnel for the
period of consultancy;
b.) Third Party liability insurance, with a minimum coverage of
[insert amount and currency];
c.) Professional liability insurance, with a minimum coverage
equal to estimated remuneration and reimbursable as per 3.4
of SC of the consultancy;
11 3.5 d.) Employer’s liability and Workers’ compensation insurance in
respect of the Personnel of the Consultant and of any Sub-
Consultants, in accordance with the relevant provisions of the
Applicable Laws of India, as well as, with respect to such
Personnel, any such life, health, accident, travel or other
insurance as may be appropriate; and
e.) Insurance against loss of or damage to (i) equipment
purchased in whole or in part with funds provided under this
Contract, (ii) the Consultant’s property used in the
performance of the Services, and (iii) any documents prepared
by the Consultant in the performance of the Services, by theft,
fire or any natural calamity.
f.) Any other law/rule as applicable in India.
12 4.6
Not Applicable

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SC Clause Ref. of Amendments of, and Supplements to, Clauses in the General
GC Conditions of Contract
Clause

13 6.1(b)
The ceiling in local currency is: [insert amount and currency]
10% of the Contract Value will be paid as mobilization advance, if so
desired, on submission of bank guarantee of the amount equal to 110%
of the advance sought by the Consultant.

The First instalment of recovery shall be effected form each running bill
paid immediately following the payment of mobilisation advance and the
last instalment of the recovery shall be affected during the third month
preceding the month in which the due date of completion falls. The
various instalments of recovery shall be of equal amounts.

For Time Based components:

For Task 1 and Task 3:

On Time based as mentioned in Appendix A, Description of Services

and described below:

14 6.3 (i) Remuneration of Personnel as indicated in Financial proposal

submission Form Fin 3, and as agreed during Negotiations, will be
reimbursed on monthly basis as per this contract according to the agreed
work plan.

(ii) Payment for Reimbursable Expenses as indicated in Financial

proposal submission Form Fin 4, be reimbursed on actual/ and as agreed
during Negotiations and as per Appendix of Financial Proposal – Section
4

(iii) Payment for Provisional Sum as per Appendix of Financial Proposal

– Section 4

For Lump Sum component:

For Task 2:

Based on pro rata on achievement of deliverables as mentioned in

Appendix A, Description of Services.

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SC Clause Ref. of Amendments of, and Supplements to, Clauses in the General
GC Conditions of Contract
Clause

15 8.3 The Arbitration proceedings shall take place in Imphal in India.

16 11 The Performance Security amount is 10% of the Contract value.

Binding signature of Employer Signed by _____________________________________

Binding signature of Consultant Signed by ____________________________________

(for and on behalf of __________________ duly authorized vide Resolution No____________

dated ___________ of the Board of Directors of ___________)

In the presence of
(Witnesses)

1.

2.

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IV. Appendices

113
APPENDIX A – DESCRIPTION OF SERVICES

Note: This Appendix will include the final Terms of Reference worked out by the
“Employer” and the Consultants during technical negotiations, dates for completion of various
tasks, place of performance for different tasks/activities, specific tasks/activities/outcome to be
reviewed, tested and approved by “Employer”, etc.

APPENDIX B - REPORTING REQUIREMENTS

Note: List format, frequency, and contents of reports; persons to receive them; dates of
submission; etc. If no reports are to be submitted, state here “Not applicable.”

APPENDIX C – STAFFING SCHEDULE

(Include here the agreed (negotiated staffing schedule including the engagement of sub-
contractors, if any)

APPENDIX D – Total COST OF SERVICES IN

(Include here the rates quoted in the financial proposal or the negotiated rates, whichever is
applicable)

APPENDIX E - DUTIES OF THE “EMPLOYER”

(Include here the list of Services, facilities and property to be made available to the Consultant by
the “Employer”).

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 APPENDIX F

Earnest Money Deposit

Bank Guarantee

1 ............................................................................................................. .... Bank’s Name, and Address of Issuing Branch or Office

....................................................................

2
3 ..................................................................................... Beneficiary: ......... Name and Address of Employer
.......................................................................

4 .......................................................................................................................................
5 ................................................................................................................................................................ D
ate: ............................................................................................................................................................................................................................
6
7 ..................................................................................................................................................................................................................... E
MD No.: .....................................................................................................................................................................................................
8 .....................................................................................................................................................................................................................

9 We have been informed that . . . . . name of the Consultant . . . (hereinafter called "the
Consultant") has submitted to you its bid dated . . . . . . . . . (hereinafter called "the Bid") for Project
Management Consultancy services of Imphal Smart City Limited (ISCL) under Invitation for Bids No. . . .
. . . . . . (“the IFB”).
10 Furthermore, we understand that, according to your conditions, bids must be supported by a bid
guarantee.
11 At the request of the Consultant, we . . . . . name of Bank. . . . . hereby irrevocably undertake to
pay you any sum or sums not exceeding in total an amount of . . . . . . . . . .amount in figures . . . . . . . . . (.
. . . . . .amount in words . . . . . . . ) upon receipt by us of your first demand in writing accompanied by a
written statement stating that the Consultant is in breach of its obligation(s) under the bid conditions,
because the Consultant:
V. withdraw the proposal during the validity period or any extension agreed by the consultant.
VI. has varied or modified in a manner not acceptable to the Employer after opening of Proposal
during the validity period or any extension thereof.
VII. tries to influence the evaluation process.
VIII. Evaluated as First ranked withdraws his proposal during negotiations (failure to arrive at
consensus by both the parties shall not be construed as withdrawal of proposal by the
consultant).

12 This guarantee will expire: (a) if the Consultant is the successful Consultant, upon our receipt of
copies of the Contract Agreement signed by the Consultant and the performance security issued to you
upon the instruction of the Consultant; and (b) if the Consultant is not the successful Consultant, upon

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the earlier of (i) our receipt of a copy your notification to the Consultant of the name of the successful
Consultant; or (ii) twenty-eight days after the expiration of the Consultant’s bid.
13 Consequently, any demand for payment under this guarantee must be received by us at the
office on or before that date.
14 This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No.
458.
15
16 . . . . . . . . . . . .Bank’s seal and authorized signature(s) . . . . . . . . . .

Note: All italicized text is for use in preparing this form and shall be deleted from the final document

116