For Appointment of a Consultancy Agency as a Project Management Unit (PMU) to Support Vadodara Municipal Corporation in Improving the Ambient Air Quality of the City by Providing Technical Assistance for Planning, Implementation, Monitoring, and Reporting of Activities under the 15th Finance Commission – National Clean Air Programme (NCAP)

The Technical Bids will be evaluated based on the Bidder‟s experience, team composition,

understanding of the assignment, and approach & methodology as per the marking scheme below.

A. Eligibility Criteria

Eligibility of Applicants

 The applicant for participation in the selection process, may be a single entity or a group of

entities (the “Consortium”), coming together to execute the assignment. However, no

applicant applying individually or as a member of a consortium, as the case may be, can be

member of another consortia bidding for the same Assignment.

 Maximum 2 entities are allowed in a Consortium, including the Lead Bidder

 An Applicant or a member of Consortium may either be a sole proprietorship firm/ a

partnership firm/ a limited liability partnership/a company incorporated under the Companies

Act 1956 or a not-for-profit organisation registered under the Indian Trust Act or a body

corporate incorporated under the applicable laws of its origin, including, without limitation,

partnership firms, limited liability partnerships, companies, or any other legally recognized

 An Applicant shall not have a Conflict of Interest that may affect the Selection Process. Any

Applicant found to have a Conflict of Interest shall be disqualified. In the event of

disqualification, the Client will forfeit and appropriate the Bid Security as mutually agreed

genuine pre-estimated compensation and damages payable to the Client for, inter alia, the

time, cost and effort of the Client including consideration of such Applicant‟s Proposal,

without prejudice to any other right or remedy that may be available to the Client hereunder

 Any entity which has been barred by the Central Government, any State Government, a

statutory authority or a public sector undertaking, as the case may be, from participating in

any project, and the bar subsists as on the date of the Proposal, would not be eligible to

submit a Proposal either by itself or through its Associate.

 In case an applicant firm possesses the requisite experience and capabilities required for

undertaking the Consultancy, it may participate in the Selection Process either individually

(the “Sole Firm”) or as lead member of a consortium (the “Lead Member”) in response to this

invitation. The term applicant (the “Applicant”) means the Sole Firm or the Lead Member, as

the case may be. The manner in which the Proposal is required to be submitted, evaluated and

accepted is explained in this RFP.

 In case the bidder is applying as a Consortium then Lead Bidder must fulfill the minimum

eligibility criteria under this RFP

 In case the Applicant is a Consortium, it shall, comply with the following additional

 The Application should contain the information required for each member of the Consortium;

 The Lead member shall be supported by a Power of Attorney, as per the format in this RFP,

signed by the other member of the Consortium. The duties, responsibilities and powers of

such Lead firm shall pertain to incur liabilities and to receive instructions and payments for

and on behalf of the Consortium. The Client expects that Lead Firm should have overall

responsibility pertaining to the execution of this Assignment;

 The Application should include a brief description of the roles and responsibilities of

individual members;

 An individual Applicant cannot at the same time be a member of a Consortium applying for

the Assignment. Further, a member of a particular Applicant Consortium cannot be member

of any other Applicant Consortium applying for the Assignment;

 No Change in the composition of the Consortium will be permitted by the Client during the

Selection Process and during the subsistence of the contract (in case the successful applicant/

consultant is a consortium).

 Members of the Consortium shall enter into a binding Joint Bidding Agreement (the “Jt.

Bidding Agreement”), for the purpose of submitting a Proposal. The Jt. Bidding Agreement,

to be submitted along with the Application, shall, inter alia:

 Include a statement to the effect that all members of the Consortium shall be liable jointly and

severally for all obligations of the Consultant in relation to the Assignment until the

completion of the Assignment in accordance with the contract;

 Except as provided under this RFP, there shall not be any amendment to the Jt. Bidding

Agreement without the prior written consent of the Client.

Minimum Eligibility Criteria

Only Responsive bids will be evaluated for “Minimum Eligibility Criteria”

Sr. Criteria Requirements Documentary Evidence

1. Presence in Office in India since last 15 years Certificate of Incorporation, PAN

India and GSTIN

2. Annual turnover The Agency/Bidder shall have Financial Capability of Agency/

maintained average annual Bidder (including auditor‟s

financial turnover of INR 20 certificate as per Form D). The

Crores (Rupees Twenty Crores) Agency/Bidder shall enclose with

or more during last three (3) its Application, certificate(s) from

financial years (2021–22, 2022– its Statutory Auditors stating its

Sr. Criteria Requirements Documentary Evidence

23, and 2023–24). annual turnover during each of the

past three financial years. If the

agency/Bidder does not have a

statutory auditor, it shall provide

the requisite certificate(s) from

the firm of Chartered Accountants

that ordinarily audits the annual

accounts of the

Agency/Bidder.CA certificate to

be submitted along with audited

financial statements.

3. Blacklisting Should not be blacklisted by any Self- certification. False

agency of the central certification and/ or non-

government, Public Sector disclosure will lead to forfeiture

Undertaking or by any of the EMD and disqualification

department of any State and City from the evaluation process.

Government. Affidavit of not blacklisting (as

Entity / Director/s of Entity/ are per Form F of Appendix I)

not blacklisted should submit a

non-judicial Stamp Paper of Rs.

300 individually.

4. Relevant 1. The consultancy firm should Work completion certificate or

Experience have completed minimum five letter from the competent

similar works in cities during last authority for completed work

5 years, including air pollution during last 5 years

monitoring, identification of air

pollution hotspot areas and

preparation of action plans or

recommendations for air

pollution mitigation in polluted

areas, public dissemination and

2. The consultancy firm should

have supported at least one city

or state as a technical consultant/

PMU for air pollution

monitoring, analysis,

identification of hotspot areas,

mitigation strategies, reporting,

IEC activities and awareness etc.,

during last 5 years

5. Team CVs of Core team members as CVs for positions as per the

Composition per the Qualification Criteria format of the RFP shall be

Key Team Members provided by the bidder and shall

be evaluated by VMC.

Sr. Criteria Requirements Documentary Evidence

1) Program Lead: Post Winning bidder may replace

Graduation in Environment/ resources as asked in point 3 and

Chemistry/ Biology/ Urban 4, within six weeks from

Planning / Urban Infrastructure issuance of letter of award with

with minimum 20 years of similar/ better profile as

experience in Environment compared to the team member

management/ Air pollution/ being replaced with regards to

Climate Resilience/ Climate Academic Profile, Relevant

Action Planning/ Urban Planning Work Experience and Relevant

/ Urban Sector/ Circular Technical Expertise. VMC

Economy/ similar area reserves the right to review the

(minimum 20 years‟ experience resources proposed by Bidder.

in team leader capacity) Failing which, VMC shall

2) Senior Environmental provide notice for first 15 days

Expert (Project Co-lead): Post and penalties of 0.1% of total

Graduation in Environment / work order value per month post

Chemistry/ Biology/ Urban completion of first notice period.

Planning / Urban Infrastructure / Note: Position 1 and 2 may work

Management / Solid Waste remotely but shall retain overall

Management / Project responsibility for the successful

Management with minimum 10 execution of the assignment,

years‟ experience in including coordination, quality

Environment/ Air pollution/ assurance, timely delivery of

Climate Resilience / Climate outputs, and periodic liaison with

Action Planning / Urban VMC.

Planning / Urban Infra / Circular Position 3 and 4 are considered

Economy key expert positions and must be

3) Senior Project Officer and stationed in VMC full-time as a

Data Analyst (Based in VMC): part of the Project Management

Post Graduation in Urban Unit (PMU).

Planning / Environment / Urban

Infrastructure / Civil/

Management / Solid Waste Positions from 2 to 4 shall be

Management / Project well versed with English, Hindi

Management with minimum 5 and Gujarati languages (read,

years of experience working with write and speak).

state and city government in

Climate Resilience/ Climate

Action Planning / Urban

Planning / Urban Infra /

Environment / Solid Waste

Management/ Circular Economy

4) Project Officer (Based in

VMC): Post Graduation in

Urban Planning / Environment /

Sr. Criteria Requirements Documentary Evidence

Urban Infrastructure / Civil/

Management / Solid Waste

Management / Project

Management with more than

years of experience working with

state and city government in

Climate Resilience/ Climate

Action Planning / Urban

Planning / Urban Infra /

Environment / Solid Waste

Management/ Circular Economy

Note 1: Team deployment by the

successful bidder shall be within

6 weeks from issue of Letter of

Note 2: VMC does not

encourage replacement of team

members unless it has been

explicitly asked for by VMC. If,

however, due to some pressing

needs, the agency proposes a

replacement of team member, the

proposed team member shall

have similar/ better profile as

compared to the team member

being replaced with regards to

Academic Profile, Relevant

Work Experience and Relevant

Technical Expertise. VMC

reserves the right to review the

resources proposed by Bidder.

Team members can only be

replaced after seeking official

approval of VMC (with advance

notice at least one month from

either consultant or VMC as

1. Team deployment by the successful bidder shall be completed within six (6) weeks from

issuance of the Letter of Award (LoA).

2. VMC reserves the right to review or reject any proposed resource profile.

3. Bids not meeting any one of the above criteria shall be treated as non-responsive and shall

not be considered for further evaluation.

B. Technical Scoring Criteria

The Technical Proposal of the Bidders who meet the Minimum Eligibility Criteria shall be

evaluated as per the following parameters.

The evaluation will be based on documentary evidence submitted along with the proposal and

presentation made before the Evaluation Committee.

Only those Bidders who secure at least 70 marks out of 100 in the Technical Evaluation shall

qualify for the opening of their Financial Proposal.

A. Evaluation Parameters

Sr. Evaluation Criteria Sub-Criteria / Description Maximum

1 Experience of the Agency

1.1 Number of similar assignments (air quality

management, environmental planning,

climate action, PMU, or technical

assistance) completed for Central/State

Government, ULBs, or PSU in India during

- 5 eligible assignments – 15 marks

- 6–8 assignments – 20 marks

- More than 8 assignments – 25 marks

2 Experience in NCAP / Air Quality /

Environmental Sector

2.1 Experience in projects under NCAP / Air

quality monitoring / hotspot identification /

air action planning / clean air initiatives /

PRANA Portal-based reporting for any city

- 1 project – 10 marks

- 2 or more projects – 15 marks

3 Team Composition and Qualification Evaluation based on academic

background, professional

experience, and relevance of

proposed team to the assignment.

3.1 Program Lead – Postgraduate in relevant

field with ≥20 years‟ experience in

Environment / Air Quality / Urban

Planning / Climate Resilience (Team

3.2 Senior Environmental Expert (Project

Co-lead) – Postgraduate with ≥10 years‟

experience in Environment / Air Pollution /

Urban Infrastructure / Climate Action

3.3 Senior Project Officer & Data Analyst

(Based in VMC) – Postgraduate with ≥5

years‟ experience in environment data

analysis / MIS / project coordination

3.4 Project Officer (Based in VMC) –

Postgraduate with ≥2 years‟ experience in

solid waste / urban environment / climate-

3.5 Team communication & local knowledge

(proficiency in Gujarati, Hindi, English and

experience in Gujarat cities)

4 Approach, Methodology and Work Plan

4.1 Understanding of assignment, objectives,

and deliverables (context, challenges,

linkage with NCAP/15th FC)

4.2 Methodology, data collection framework,

implementation approach, timeline, and

monitoring plan

4.3 Risk identification and mitigation strategy,

innovation, and use of digital tools (GIS,

PRANA integration, etc.)

5 Presentation / Interaction Quality of presentation before

Evaluation Committee, clarity of

approach, innovation, team

coordination, and understanding

of city-specific air quality issues.

Total Technical Score: 100 Marks

Minimum Qualifying Score: 70 Marks

1. Bidders must provide supporting documents (e.g., work orders, completion certificates,

CVs, and methodology note) for each criterion claimed.

2. The Evaluation Committee may seek clarifications or conduct interviews for proposed key

3. Only Bidders achieving ≥70 marks shall qualify for Financial Evaluation.

4. The Technical and Financial scores will be combined using the QCBS (70:30) formula for

3.3 Stage 2: Financial Evaluation

3.3.1 The Financial Proposal of only technically qualified Bidders (scoring ≥70 marks) shall be

3.3.2 The Financial Score (Sf) shall be computed as follows:

Sf = 100 × (Fmin / F)

 Fmin = Lowest Financial Proposal

 F = Financial Proposal of the Bidder under consideration

3.3.3 The Financial Proposal shall be quoted in Indian Rupees (INR) and shall be inclusive of all

taxes, duties, out-of-pocket expenses, and professional fees, except GST which shall be paid extra as

3.4 Combined Evaluation (QCBS Method)

The final score (S) for each Bidder shall be computed as:

S=(St×0.70)+(Sf×0.30) S = (St \times 0.70) + (Sf \times 0.30) S=(St×0.70)+(Sf×0.30)

 St = Technical Score (out of 100)

 Sf = Financial Score (out of 100)

The Bidder with the highest combined score (S) shall be ranked first (R1) and shall be considered

for award of work, subject to negotiation and approval by the competent authority.

3.5 Negotiation and Award

3.5.1 VMC reserves the right to negotiate with the top-ranked Bidder (R1) on the financial proposal,

3.5.2 In case the selected Bidder fails to accept the Letter of Award (LoA) or sign the Agreement

within the stipulated time, VMC may forfeit the Bid Security and invite the next-ranked Bidder (R2).

3.6 Performance Security

3.6.1 The selected Bidder shall furnish a Performance Security equivalent to 5% of the Contract

Value in the form of a Demand Draft from a Scheduled Commercial Bank within 15 days from the

date of issue of LoA.

3.6.2 The Performance Security shall be valid up to 60 days beyond the contract period and may

be invoked in case of non-performance or breach of contract.

All information relating to the examination, clarification, and evaluation of Bids shall be treated as

confidential. No Bidder shall have access to such information until the award of the Contract is

3.8 Right to Accept or Reject

VMC reserves the right to accept or reject any or all Bids without assigning any reason and its

decision shall be final and binding.

VMC may at its sole discretion, and at any time during the processing of the proposal, disqualify any

bidder from the bidding process if the bidder has:

 Submitted the proposal after the last date and time for submission of proposals.

 Made misleading or false representations.

 Violated any of the terms laid down in this RFP.

 If found to have a record of poor performance.

 Submitted Proposal document not accompanied by tender fee or EMD.

 Submitted Proposal document that is nonresponsive or not accompanied by required

documentation as specified in this RFP.

 Failed to provide clarification, when sought.

 Submitted more than one proposal.

 Failed to submit proposal in accordance with the terms and conditions of this RFP.

 Failed to submit a proposal not valid for at least 90 days from the last date of submission.

 Any other reason, as deemed appropriate by the Authority.

3.9. Negotiations

 Prior to the expiration period of proposal validity, the authority will notify the successful bidder in

writing by email or facsimile or in person and invite the bidder to negotiate the Contract.

 Negotiations will commence with a discussion of the Technical Proposal, the proposed methodology

(work plan), staffing, payment terms and any suggestions the Bidder may have made to improve the

 Agreement will then be reached on the final TORs, outputs and related timelines, SLAs, the staffing,

logistics, payment terms, reporting and any other relevant issue as deemed appropriate by the Authority.

Special attention will be paid to optimize the required outputs from the Bidders within the available

budget and to define clearly the inputs required from the Authority to ensure satisfactory

implementation of the Assignment.

 The negotiations will be concluded with a review of the draft form of “Agreement” to be made available

to the Bidder at the appropriate time. The Authority and the Bidder will finalize the Agreement to

conclude negotiations.

3.10 Variations

 No variation/amendment in the terms or scope of this agreement shall be effective without the prior

written consent of both Parties and recorded in writing in the form of a letter entitled „Agreement

Amendment No.‟. Without such consent neither Party shall have any liability in respect of work

performed outside the Services set out in this RFP

 The Authority reserves the right to make any alterations/amendments to the terms of the Agreement

including the „Terms of reference‟ in furtherance of or to be in conformity with any relevant

Government note/guidelines/notification/statutory/quasi statutory instrument or any other development

that will have an implication in the scope and nature of the assignment which is/are brought in force

during the subsistence of the contract. Any amendment shall only be for the stated purposes and due

notice will be given by the authority.

 Contract may be extended/ resources may be provided by the bidder (including any additional resource

asked by VMC) under the same contract based on current man month cost proposed by the bidder as per

this RFP + 10% increment per year for extended period upon approval from VMC. The consultant may

provide additional resources based on request from VMC (based on experience and expertise) and

intimate the bidder for the same and invoicing for such deployment of team members will be done on

the basis of the financial quote (person-month rate) agreed under this contract on a pro-rata basis. An

intimation of ~30 days shall be given by VMC to the successful bidder for the deployment of resources

 Information relating to evaluation of proposals and recommendations concerning awards shall not be

disclosed to the Bidders who submitted the Proposals or to other people not officially concerned with

the process, until the winning Bidder has been notified.

 All documents prepared by the consultant will be the property of VMC only. The consultant cannot use

this data/document for any other purpose, unless and until the prior concern is sought from competent

3.12. Professional Excellence and Ethics

The Authority requires all Bidders participating in consulting assignments to adhere to the highest

ethical standards, both during the selection process and throughout the execution of a contract. In

pursuance of this policy, the Authority:

a. Defines, for the purpose of this paragraph, the terms set forth below as follows:

I. "Corrupt practice" means the offering, giving, receiving, or soliciting, directly or indirectly,

of anything of value to influence the action of officials concerned 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 Authority, 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.

b. Will reject a Proposal for award if it determines that the Bidder recommended for award has,

directly or through an agent, engaged in corrupt, fraudulent, collusive, or coercive practices in

competing for the contract in question.

c. Will 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 the contract.

d. No Consultant, its Sub-Consultant(s), or associate(s) shall be under a declaration of ineligibility for

corrupt and fraudulent practices by the state or Central Government or any of the Government

3.13 Payment Schedules

 Total payment shall be quarterly based upon invoice from the bidder

 The duration of this project is 24 months, however, the Contract may be extended/ resources under the

same contract based on current man month cost proposed by the bidder as per this RFP + 10%

increment per year for extended period upon approval from VMC. The consultant may provide

additional resources based on request from VMC. VMC may raise requirements (based on experience

and expertise) and intimate the bidder for the same and invoicing for such deployment of team

members will be done on the basis of the financial quote (person-month rate) agreed under this

contract on a pro-rata basis. An intimation of ~30 days shall be given by VMC to the successful

bidder for the deployment of resources.

 The Consultant shall be paid in Indian Rupees

3.14. Submission of Progress Reports

The Consultant shall submit a quarterly progress report along with invoice to VMC. The quarterly

progress report must include, at minimum:

a) a general description of the work performed in that quarter,

b) updates on deliverables in discussion with VMC,

c) any issues requiring VMC‟s attention and action.

3.15 Responsibilities of VMC

 The team members from the selected agencies are required to be deployed at VMC. The office space

and other administrative support will be provided by VMC.

 Provide necessary support to successful bidder and coordination with concerned departments and

stakeholders or any instructions for completion of activities identified by VMC

 Issue to officials, agents and representatives of the Government, all such instructions as may be

necessary for execution of the scope of this RFP.

Comment [A.1]: Required annexures in VM

Annexures – Technical Proposal formats may be added and finalised.

Annexure I: Technical Proposal Submission Form

[Location, Date]

RFP dated [date] for selection of consultant for [name of assignment]

With reference to your RFP Document dated ____[date], we, having examined all relevant documents and

understood their contents, hereby submit our Technical Proposal for selection as ______ [name of

assignment]. The Proposal is unconditional and unqualified.

We are submitting our Proposal as [sole applicant/ JV] [with] [insert a list with full name and address of

each Joint Venture/ consortium Consultant].

If negotiations are held during the period of validity of the Proposal, we undertake to negotiate in

accordance with the RFP. Our Proposal is binding upon us, subject only to the modifications resulting from

technical discussions in accordance with the RFP.

We understand you are not bound to accept any Proposal you receive further:

1. We acknowledge that VMC will be relying on the information provided in the Proposal and the

documents accompanying the Proposal for selection of the Consultant, and we certify that all

information provided in the Proposal and in the supporting documents is true and correct, nothing has

been omitted which renders such information misleading; and all documents accompanying such

Proposal are true copies of their respective originals.

2. This statement is made for the express purpose of appointment as the Consultant for the aforesaid

3. We shall make available to VMC any additional information it may deem necessary or require for

supplementing or authenticating the Proposal.

4. We acknowledge the right of VMC to reject our application without assigning any reason or otherwise

and hereby waive our right to challenge the same on any account whatsoever.

5. We certify that in the last 3 (three) years, we have neither failed to perform on any contract, as

evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or

arbitration award against the Applicant, nor been expelled from any project or contract by any public

authority nor have had any contract terminated by any public authority for breach on our part.

6. We declare that:

a) We have examined and have no reservations to the RFP, including any Addendum issued by the

b) We do not have any conflict of interest in accordance with the terms of the RFP;

c) We have not directly or indirectly or through an agent engaged or indulged in any corrupt practice,

fraudulent practice, coercive practice, undesirable practice or restrictive practice, as defined in the

RFP document, in respect of any tender or request for proposal issued by or any agreement entered

into with VMC or any other public sector enterprise or any government, Central or State; and

d) We hereby certify that we have taken steps to ensure that no person acting for us or on our behalf

will engage in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or

restrictive practice.

7. We understand that you may cancel the selection process at any time and that you are neither bound to

accept any Proposal that you may receive nor to select the Consultant, without incurring any liability to

the Applicants.

8. We certify that in regard to matters other than security and integrity of the country, we or any of our

affiliates have not been convicted by a court of law or indicted or adverse orders passed by a regulatory

authority which would cast a doubt on our ability to undertake the Consultancy for the Project or which

relates to a grave offence that outrages the moral sense of the community.

9. We further certify that in regard to matters relating to security and integrity of the country, we have not

been charge-sheeted by any agency of the Government or convicted by a court of law for any offence

committed by us or by any of our affiliates. We further certify that we have not been barred by the

central government, any state government, a statutory body or any public sector undertaking, as the case

may be, from participating in any project or bid, and that any such bar, if any, does not subsist as on the

date of this RFP

10. We further certify that no investigation by a regulatory authority is pending either against us or against

our affiliates or against our MD or any of our Directors/ Managers/ employees.

11. We hereby irrevocably waive any right or remedy which we may have at any stage at law or howsoever

otherwise arising to challenge or question any decision taken by VMC in connection with the selection of

Consultant or in connection with the selection process itself in respect of the abovementioned Project.

12. We agree and understand that the proposal is subject to the provisions of the RFP document. In no case,

shall we have any claim or right of whatsoever nature if the consultancy for the Project is not awarded

to us or our proposal is not opened or rejected.

13. In the event of our being selected as the Consultant, we agree to enter into a Contract in accordance with

the contract prescribed in the RFP. We agree not to seek any changes in the aforesaid form and agree to

abide by the same.

14. We have studied RFP and all other documents carefully. We understand that except to the extent as

expressly set forth in the Contract, we shall have no claim, right or title arising out of any documents or

information provided to us by VMC or in respect of any matter arising out of or concerning or relating to

the selection process including the award of consultancy.

15. This Technical Proposal read with the Financial Proposal shall be binding on us.

16. We agree and undertake to abide by all the terms and conditions of the RFP Document.

We remain, Yours sincerely, Signature

Name and Title of Authorized Signatory: Name of Firm:

Contact No:(Name and seal of the Applicant/Member in Charge)

Annexures – Financial Proposal

Annexure II: Financial Proposal

Dear Sir/ Madam

We, the undersigned, offer to provide the Project Management Unit services for {Insert name of

Assignment} in accordance with your RFP dated {Insert Date} and our Technical Proposal.

Sr.No. Position Per Month Rate Total Cost for Two Total Amount in words

Sr.No. Position Per Month Rate Total Cost for Two Total Amount in words

(INR/ Month) Years (INR) (INR)

NOTE: For financial bid evaluation, the total cost as indicated in the above form, will be considered as the

final cost for the agency. Payment will be based on the monthly bases, upon submission of invoices.

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 Clause

of the 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:

Instruction to Bidder: Bidders to provide financial quotations considering all clauses/Instructions/Conditions

mentioned in this RFP.

Annexures – General Conditions of Contract

General Conditions of Contract

 The cost of Bid document i.e. RFP fees is INR 6000/- and the same will not be refunded under any

 Language of the bid shall be English only.

 TDS will be deducted from bill amount as per the prevailing government rules and regulations.

 Bidders are expected to quote competitive and workable rates.

 Bidders shall submit necessary registration certificates like GST no., Pan No., company incorporation/

registration etc. registration copy & any other if required for the execution of such work as per

government rules along with the RFP document.

 Conditional RFP shall not be accepted. Authority reserves the right to accept or reject such Bid/s

without assigning any reason thereof.

 The Bidder shall have to start the work immediately from the date of the Work order or LoA

whichever is earlier. In case of non-compliance with the above condition, the action may be taken.

 In case of any dispute or difference of opinion in the interpretation of any of the terms and conditions

of this RFP, the decision of the Municipal Commissioner, shall be final and binding to all.

 The bidder cannot use performances / program presented at the event for publication and promotion /

sponsorship in print and electronic media on any media, agency or organization. It will be sole

property of the Vadodara Municipal Corporation only and all the rights reserved to VMC for the same.

 If the project is cancelled no cost will be paid in any circumstances.

 The courts at Vadodara in Gujarat will have jurisdiction to deal with and decide any legal dispute or

contravention between the parties hereto.

 A bidder must submit only one tender document. If more than one tender is submitted, the tenderer will

be disqualified.

 The Consultant / Firm / Organization shall mobilize at its own cost, all the equipment and manpower

required to execute the work in accordance with the scope of work. VMC shall not consider any

claims for reimbursement of transportation costs for mobilization of men power and equipment.

 The Consultant / Firm / Organization shall co-operate and co-ordinate with other Agencies working in

the VMC or Officials who oversee work / service.

 Any Information or material borrowed by the Consultant / Firm / Organization from VMC, if any, shall

remain the sole property of VMC.

 The authority or its representatives may ask to change/alter/modify the scope, if deemed suitable,

during the work execution period. The Consultant / Firm / Organization shall make all good to

incorporate such change/alteration/Modifications in the work being executed.

 The decision of the Municipal Commissioner, VMC, shall be final and binding on all parties under any

 The Authority shall inspect and observe the overall functioning of the activity/activities in light of the

terms and conditions of the Contract.

 Liquidated Damages as decided by the Municipal Commissioner will be recovered/deducted from the

billed amount in case of inferior performance or deviation from the task assigned.

 For purposes of this contract, Force Majeure means an event beyond the control of the parties to the

contract and not involving either party's fault or negligence and not foreseeable.

 If, at any time during the existence of the contract, either party is unable to perform in whole or in part

any obligation under this contract rendering performance of obligations impossible because of any

Force Majeure event which include acts of God, war, revolutions, hostility, civil commotions, floods,

earthquake, epidemics, quarantine restrictions, then the date of fulfillment of contract shall be

postponed during the period when such circumstances are operative.

Termination Payment

 In Case of termination of the contract due to the Consultant / Firm / Organization ‟s Event of Default

the Authority shall not make any payment to the Consultant / Firm / Organization.

 In Case of termination of the contract due to the Authority‟s event of default or due to any Force

Majeure event, the Consultant / Firm / Organization shall be entitled to receive residual payments

from the Authority for only the completed/ provided task/ performance/ services under this Contract

after deduction of liquidated damages payable to the Authority, if any.

Cancellation of work

 In case of cancellation of work by VMC for the reasons attributable to a change in

plan/schedule/venue of the work and/or Force Majeure event described in the RFP, the Authority, at

its sole discretion, shall pay the amount equivalent to the work completed by the Service Provider for

the cancelled Work after due verification.

 In case of any dispute, both parties would endeavour to resolve it amicably. In case of disputes not

being resolved amicably, the dispute shall be resolved through a process of arbitration held in

accordance with the provisions of Arbitration and Conciliation Act, 1996. The venue of such

Arbitration shall be Vadodara, and its language shall be English.

 The Contract shall be construed and interpreted in accordance with and governed by the laws of

India. The Courts at Vadodara shall have jurisdiction over all matters arising out of or relating to the