Request for Proposal For Selection of Project Management Unit (PMU) For Pension and Life Insurance Fund pot

Request for Proposal
For

Selection of

Project Management Unit (PMU)
For

Pension and Life Insurance Fund


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

List of Acronyms
MOIA

Ministry of Overseas Indian Affairs

POE

Protectors of Emigrants

PLIF

Pension and Life Insurance Fund

SEBI

Securities and Exchange Board of India

PFRDA

Pension Fund Regulatory and Development Authority

IRDA

Insurance Regulatory and Development Authority

UTI

Unit Trust of India

LIC

Life Insurance Corporation of India

PMU

Project Management Unit

ICOE

Indian Council for Overseas Employment

ECR

Emigration Clearance Required

CRA

Central Record Keeping Agency

2

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

Table of Content
1

Introduction --------------------------------------------------------------------------------------------------------- 5
1.1
1.2

2

Overview of the PLIF Scheme ----------------------------------------------------------------------------- 7
Key Stakeholders of the PLIF ---------------------------------------------------------------------------- 10

Scope of Work for Project Management Unit ------------------------------------------------------------ 12
2.1

Overall functions of PMU -------------------------------------------------------------------------------- 12

2.2

Profile for PMU Staff -------------------------------------------------------------------------------------- 15

* Resources proposed for the project must be with the organisation for at least 1 year---------- 17

3

Bidding Process --------------------------------------------------------------------------------------------------- 17
3.1
3.2

Clarification on RFP document ------------------------------------------------------------------------- 18

3.3

Pre Bid Meeting--------------------------------------------------------------------------------------------- 18

3.4

Proposal Preparation Cost ------------------------------------------------------------------------------- 19

3.5

Late Bids ------------------------------------------------------------------------------------------------------ 19

3.6
4

Timelines for Key Activities ------------------------------------------------------------------------------ 17

Disqualification Criteria----------------------------------------------------------------------------------- 19

Proposal Instructions and Conditions----------------------------------------------------------------------- 20
4.1
4.2

Pre-qualification Criteria --------------------------------------------------------------------------------- 20

4.3
5

Bid Submission Format ----------------------------------------------------------------------------------- 20

General Instruction and Conditions for Bid --------------------------------------------------------- 21

Proposal Evaluation---------------------------------------------------------------------------------------------- 22
5.1
5.2

Clarification of Proposals--------------------------------------------------------------------------------- 22

5.3
6

Proposal opening------------------------------------------------------------------------------------------- 22

Evaluation Procedure and Criteria--------------------------------------------------------------------- 23

Award of Contract------------------------------------------------------------------------------------------------ 23
6.1

Award Criteria----------------------------------------------------------------------------------------------- 23

6.2

MOIA's right to accept or reject any or all proposals--------------------------------------------- 24

6.3

Notification of Award ------------------------------------------------------------------------------------- 24

6.4

Signing of Contract----------------------------------------------------------------------------------------- 24
3

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

6.5

Performance Bank Guarantee -------------------------------------------------------------------------- 24

7

Payment terms and conditions ------------------------------------------------------------------------------- 25

8

PMU contract conditions--------------------------------------------------------------------------------------- 25
8.1

Conditions of contract ------------------------------------------------------------------------------------ 25

8.2

Governing Laws/Jurisdiction Arbitration------------------------------------------------------------- 26

Annexure I: Guideline for Technical proposal ------------------------------------------------------------------ 27
Annexure II: Guideline for Commercial proposal -------------------------------------------------------------- 28
Annexure III: Forms 1,2 and 3 --------------------------------------------------------------------------------------- 29
Form 1: Notice of Intent to Submit Proposal in response to the TOR--------------------------------- 29
Form 2- Format for submission of resume ------------------------------------------------------------------- 32
Form 3-Format for providing details of relevant experience -------------------------------------------- 33
Annexure IV: Technical evaluation parameters ---------------------------------------------------------------- 34

4

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

1

Introduction

The Ministry of Overseas Indian Affairs (MOIA) is dedicated to the multitude of Indian Nationals
settled abroad. Established in May 2004 as the Ministry of Non-Resident Indians’ Affairs, it was
renamed as the Ministry of Overseas Indian Affairs (MOIA) in September 2004. Driven by a
mission of development through coalitions in a world without borders, MOIA seeks to connect
the Indian Diaspora community with its motherland.

PLIF Scheme

A combination of –
•
•

Eligible
(years)

for

Age

Benefits

Resettlement

•
Eligibility
scheme

Old age pension

Life insurance

the Migrant Indian Workers with ECR passport who are emigrated
overseas on employment/ contract visa
Limit

18 to 50 years

Pension in old age through PFRDA regulated framework

•

Savings for Return and Resettlement Saving through SEBI
regulated mutual fund

•
On Return to India

•

Life Insurance

Option to transfer PLIF to India and to continue using the same
account for making ongoing contribution.
Subscriber can withdraw the Return and Resettlement Savings

MOIA Contribution

For Women Workers: Maximum contribution of Rs 3000 Per year
for a period of 5 years

•

5

•

For Men Workers: Maximum contribution of Rs 2000 Per year for

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

a period of 5 years
The above benefit will cease immediately after the migrant workers
relocate to India
Workers
to PLIF

Pension contribution between Rs 1000 to 12000 per year or more

•

Return and Resettlement Contribution of Rs 4000 or more per
year

•

Permitted to withdraw 50% of savings in PLIF account as
lumpsum after 5 years of joining the scheme. This withdrawal will
provide temporary income replacement and pay resettlement in
India

•

40% of remaining savings in PLIF account along with any

continued savings subscriber chose to make upon return to India
– will be paid back as lumpsum at the age of 55

•

Exit Rules

Contribution •

Remaining 60%- paid back as monthly pension

Positioned as a ‘Services’ Ministry, it provides information, partnerships and facilitations for all
matters related to Overseas Indians (comprising Persons of Indian Origin (PIOs) and NonResident Indians (NRIs). The Ministry focuses on developing networks with and amongst
Overseas Indians with the intent of building partnership with the Diaspora.
Ministry of Overseas Indian Affairs (MOIA) is the nodal ministry responsible for the protection
and welfare as well as social security issues of overseas Indian workers and especially for around
one lakh lower income workers on temporary work permits in 17 ECR countries. Emigration for
these 17 ECR countries is regulated under the purview of the Emigration Act 1983.
These overseas Indian workers are unskilled and uneducated/less educated holding ECR
passports. They need clearance called as Emigration Check from the Protector of Emigrants,
Govt. of India when travelling to ECR countries on work visa to prevent their exploitation.
Indian Council for Overseas Employment (ICOE), an autonomous body of the Ministry has
conducted a study to examine the social welfare needs of overseas Indian workers. It identified
the following needs for overseas Indian workers:
1. Formal Pension and social security arrangements
2. Formal program for savings and resettlement
3. Life insurance cover for natural death

6

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

1.1 Overview of the PLIF Scheme
In view of the above requirements, Ministry of Overseas Indian Affairs (MOIA) has proposed to
set up Pension and Life Insurance Fund (PLIF) which will cater to the needs of overseas emigrant
workers working in 17 ECR countries. Key features of the PLIF scheme are provided below:

The Scheme
The PLIF scheme aims to encourage, enable and assist overseas Indian migrant workers having
Emigration Clearance Required (ECR) passports and who have emigrated overseas or are in the
process of emigrating overseas on a valid temporary employment/ contract visa to voluntarily
(a) save for their return and resettlement, (b) save for their old age pension (c) obtain a Life
Insurance cover against natural death.
Eligibility
Male and female overseas Indian workers with ECR passports and aged between 18 and 50 years
who are emigrating overseas or have already emigrated overseas on employment/ contract visa
are eligible to join the Fund.
Benefits available under the PLIF scheme:
a)

A Government co-contribution of Rs.1000 per annum in line with Swavalamban for all
PLIF subscribers who save between Rs.1000 and Rs.12000 per year in NPS-Lite for a
period of five years;
A special additional co-contribution of Rs.1000 per annum by MOIA for overseas
Indian women workers who save between Rs.1000 and Rs.12000 per annum in NPSLite for a period of five years; and
A special Return and Resettlement co-contribution of Rs.1000 by MOIA to overseas
Indian workers who save Rs.4000 per annum towards Return and Resettlement for a

period of five years.

b)

c)

Old Age Savings by PLIF Subscribers
Individual workers will be encouraged to save between Rs.1,000 and Rs.12,000 per year towards
their old age in the PFRDA regulated NPS-Lite Scheme. NPS-Lite contributions will be managed
by the PSU pension funds as per investment regulations for central and state government
subscribers.

7

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

Return and Resettlement Savings by PLIF Subscribers
Individual workers will be encouraged to save Rs. 4,000 per year to accumulate savings for their
return and resettlement in a designated mutual fund under the Scheme. Return and
Resettlement (R&R) savings will be managed by UTI AMC.
Management of the PLI Fund
Old age and R&R savings by PLIF subscribers and corresponding government co-contributions
shall flow to the designated fund managers regulated by PFRDA and SEBI. The old age savings of
eligible overseas Indian workers, as well as corresponding co-contributions by the Government
and/ or employers shall flow to the NPS-Trust Bank and shall be managed by PFRDA regulated
public sector pension funds that manage the NPS-Lite assets and shall be invested as per PFRDA
investment regulations. The R&R savings of PLIF subscribers, along with the corresponding

Government co-contributions shall flow to UTI AMC and shall be invested in a designated mutual
fund scheme of UTI and as per the investment regulations prescribed by SEBI.
Individual Bank-Linked PLIF Accounts
In order to accurately map individual worker contributions towards NPS-Lite, R&R and life
insurance under the PLIF with corresponding Government co-contributions, each overseas
Indian male and female worker shall be issued a unique PLIF account number upon enrolment in
the proposed Scheme. The periodic savings of each individual PLIF subscriber, along with the cocontributions by MOIA and employer, shall reflect in the individual PLIF account of each
subscriber. This will provide the MOIA also with a central database of PLIF subscribers and a
mechanism to monitor individual contributions and benefits delivery. The proposed PLIF account
number shall also facilitate portability of PLIF accounts to India when PLIF subscribers relocate to
India. This will also help produce MIS for the Government to discontinue co-contributions after
five years or when a member has relocated to India. The PLIF account number shall be linked to
the bank account of individual subscribers as well as to the individual customer IDs or folio
numbers issued by the Central Recordkeeping Agency (CRA) under Swavalamban/ NPS-Lite, the
R&T of UTI AMC and the life insurance company. The proposed PLIF number shall also enable
consolidated Scheme level statements to be periodically issued to individual subscribers.

A bank account will be opened for each individual PLIF subscriber upon enrolment in the Scheme
and the savings of overseas Indian workers under Swavalamban/ NPS-Lite and the R&R
component of the PLIF shall be channelled to designated fund managers regulated by PFRDA and
SEBI respectively through their bank accounts using an ECS or Standing Instruction mandate. On

8

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

their return to India, PLIF subscribers would be able to continue saving for their old age through

Swavalamban/ NPS-Lite using their bank accounts and the ECS/ SI mechanism.
The pension and resettlement savings as well as the proposed co-contributions by the
Government shall thus reflect in the individual PLIF account of each overseas Indian worker. The
consolidated annual PLIF account statement would enable subscribers to review and reconcile
their own savings and the corresponding co-contributions by the Government or their employer,
and the returns earned on these combined savings over time.
Utilization of PLIF Savings by Overseas Indian Workers
Overseas Indian workers will be able to withdraw their accumulated R&R savings as a lump sum
upon their return to India. These savings will provide them a temporary income replacement to
enable their resettlement in India. The savings of PLIF subscribers in Swavalamban/ NPS-Lite
shall however remain invested in a PFRDA regulated pension fund and shall be returned to them
when they are old and as per PFRDA rules. The lump sum R&R withdrawals as well as pension
benefits through NPS-Lite shall be paid into the bank account of each individual PLIF subscriber.
Life Insurance Coverage
Under the proposed PLIF, life insurance cover will be provided to overseas Indian workers so
that the families of these workers receive a reasonable compensation in case of death through
natural causes of the wage earner. Full accumulated savings in the PLIF along with the life
insurance benefit would be paid out upon death, permanent disability or terminal illness of the
subscriber as a lump sum.
Funding
The scheme will be funded by grants from Ministry of Overseas Indian Affairs, Government of
India. The grants would be given such that monthly payment in the subscriber accounts would
be possible.
A secure and well regulated institutional framework has been visualized to encourage, enable,
and assist overseas Indian workers to participate in this scheme.
Ministry has proposed the following implementation mechanism for the scheme for pension,
saving and insurance component:

9

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

1.2 Key Stakeholders of the PLIF
Key Stakeholders involved in the process are as follows:
•

Ministry of Overseas Indian Affairs (MOIA) and its associated offices

•

Pension Fund Regulatory and Development Authority (PFRDA)

•

UTI-Asset Management Company (AMC)

•

Life Insurance Company (LIC)

•

Aggregators (To be Appointed by MOIA)

•

Banks in ECR Country (for fund transfer)

•

Project Management Unit (PMU)

Apart from these key stakeholders, the following will be Secondary Stakeholders
•

Insurance regulatory and Development Authority(IRDA)

•

Security & Exchange Board of India (SEBI)

•

Central record Keeping agency (CRA)of PFRDA

•

Indian Missions Abroad to enable enrolment process and follow up action.

An overview of the role of each Key stakeholder is provided below:

10

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

Ministry of Overseas Indian Affairs (MOIA)
MOIA will manage the overall scheme of PLIF and would play the role of agency which will devise
overall guidelines for each stakeholder. Besides this, MOIA will take all necessary measures to
implement the Project successfully. MOIA will also engage in promotion and publicity of the
scheme in India and abroad.
Pension Fund Regulatory and Development Authority (PFRDA)
PFRDA regulated NPS Lite scheme will be used for Old-age saving (Pension component). The old
age saving of subscriber as well as co-contribution from MOIA would flow to NPS Trustee Bank
and shall be managed by PFRDA regulated fund managers who manage NPS Lite or
Swavalamban assets. The CRA of PFRDA would manage all transaction details related to the
pension component.
UTI-Asset Management Company (AMC)
UTI is envisaged to be appointed as AMC by MOIA. UTI will perform the role of providing return
and resettlement account to subscribers. UTI would invest the contribution received from
subscribers and Co-contribution from MOIA in the SEBI regulated assets of designated mutual
fund scheme of the UTI.
Life Insurance Company (LIC)
LIC would provide Life insurance coverage to the subscriber so that family of the subscriber
would receive a reasonable compensation in case of death through natural causes of the wage
earner.
Aggregators
The Aggregators will be appointed by MOIA and would act as an intermediary between
PFRDA,UTI and LIC and migrant workers for:
•

Collection and submission of registration forms

•

Subscriber enrollment through POE helpdesks

•

Collecting and forwarding other instructions to/from subscribers

•

Education & Awareness

11

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

Banks in ECR Country
Contribution collected by Aggregator in ECR countries will be kept in local bank account in these
ECR countries. This will be transferred to India on a regular basis as may be prescribed in the
scheme.
Contributions will not be collected by aggregators. They will be debited from individual bank
accounts of subscribers and transferred directly to product providers. This will mitigate the risk
of fraud and problems of reconciliation in cash collections.

2

Scope of Work for Project Management Unit

The successful implementation of the project of such scale, complexity and scope scheme

requires detailed planning along with structured and timely execution of various activities such
as:
• Assist MOIA in implementing PLIF scheme, monitor the implementation and provide MIS
•

Coordination with all stakeholders on product, price and continuous monitoring of the
progress made by stakeholders such as – PFRDA, UTI (AMC), LIC.

•

Coordination with internal Staff of the Department to ensure the new system is adopted
and their roles and responsibilities are well defined and communicated.

•

Assist MOIA on all matters relating to and incidental to the monitoring of system
implementation and operations.

2.1 Overall functions of PMU
The Project Management Unit (PMU) would work as the extended arm of the Ministry to
implement the project. It would be primarily responsible for supporting the Ministry in the
following areas:
1. Assisting in Implementation of the Scheme
2. Overall Project Monitoring and Progress Tracking
3. Assist in Implementation of IT System and IT infrastructure for PLIF
4. Coordination with Stakeholders – UTI, PFRDA, LIC, Aggregator etc
5. Coordination with internal Staff of the Ministry
Indicative responsibilities of the PMU in the above areas are given below:
Advising MOIA in policy formulation for Implementation of the Scheme:
•

Assisting in formulation of the overall implementation of the Scheme
12

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

•
•
•
•
•

Assist in conducting surveys and taking feedback from various stakeholders and
prospective beneficiaries for development of an efficient system
Assist in finalization of the terms of reference, remuneration, SLA for all stakeholders and
subsequent monitoring of the same
Assist in overall coordination of the scheme
Assist in development and implementation of communication strategy
Assist in finalization of investment guidelines for savings

Assisting Ministry in Project Tracking and Monitoring
• Assist the Ministry in ensuring that all stakeholders such as UTI, PFRDA, LIC, Aggregator
are a part of PLIF system
• Assist the Ministry in planning key stakeholder workshops in coordination with the MOIA
to ensure that the project objectives, requirements and timelines are communicated to
the stakeholders
• Assist the Ministry in ensuring that all important communication are sent to stakeholders

and awareness is created on implementation of the scheme
• Interact and participate with all internal Ministry users in effective participation in the
system.
• Provide inputs to the Ministry on processes, business rule formulations etc., during the
system development phase
• Monitoring effectiveness of training delivered to the Ministry officials and key
stakeholders
• Assist the Ministry in ensuring that all activities required for project Go-Live have been
completed by technical Service Provider and all Stakeholders
• Development of necessary templates and guidelines for monitoring SLAs and expected
performance requirements of the Application, platform and network including issue
resolution procedures.
• Monitoring operations and service delivery, analysis of service delivery data and IT
infrastructure performance
• Tracking of all issues from opening to closure; maintenance of logs/ documentation
related to all issues; reporting unresolved/ open issues to the Department
• Assist department in Payment release process for agencies involved in the project (UTI,
PFRDA, LIC, Aggregator)
Design of the PLIF Record-Keeping System
• Analyze the requirements of all the stakeholders of MOIA (subscriber, aggregators,
partners, regulators, banks, State Governments and Missions abroad) and evolve a
comprehensive set of information requirements and reporting requirements across
these stakeholders
• Design a robust and scalable architecture for enabling seamless integration of all the
Stakeholder systems for enabling single-view to the subscriber across the ecosystem

13

Ministry of Overseas Indian Affairs

Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

•

•
•

•

•

Design various information flow between stakeholders and also corresponding fund flow
between stakeholders without any manual intervention - fund flow from the subscriber
to the respective stakeholder and back during the entire lifecycle of the scheme
Design a robust system architecture keeping in mind the disparate systems and also the
spread of the subscribers across India and the ECR countries
Develop a comprehensive set of functional and technical requirements for building the
system. This would include a comprehensive Functional Requirements Specification (FRS)
and System Requirement Specification (SRS) documents
Estimate the efforts involved in system design and development and also suggest a
detailed Bill of Material (BOM) covering the applications, system software, IT
infrastructure and related areas
Evaluate and suggest options for development / sourcing of the entire record-keeping
function under PLIF Scheme

Coordination with Technical Service Provider for IT system Implementation
• Vetting quality and suitability of all deliverables of application development submitted by
Technical Service Provider, supporting MOIA in sign-off on various deliverables
• Advising the Ministry on IT and business architecture, developed by the Technical Service

Provider, its suitability to meet the needs/requirements
• Preparation of change control proceedings, analysis of options, implications of changes
required in proposed system, preparation of implementation schedules.
• Review and benchmark operations against set standards as decided from time to time.
• Coordinate with Technical Service Provider and department for user acceptance testing
• Ensuring that the Data Centre services have been adequately setup and the IA has been
suitably tested the system in production environment before go-live.
• Ensuring that the tests for synchronization/ updates/ retrieval/ restoration etc. between
Data centre, Disaster Recovery centre and Bunker site have been adequately conducted.
• Ensuring that adequate operational guidelines/ procedures and roles/ responsibilities are
documented.

Coordination with other Stakeholders
•
•
•
•
•

Assist the Ministry in communicating the project objectives, requirements to all
Stakeholders.
Ensure stakeholders are able to understand the system
Ensure that adequate training and handholding is provided by Technical Service Provider
to other stakeholders
Assist the Ministry to ensure that Stakeholders are aligned with prescribed guidelines
and timeframes
Ensure that the Issues raised by stakeholders are addressed by Technical Service Provider

14

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

Provide Technical Assistance
• PMU will be responsible for providing necessary support and strategic advises to MOIA
towards the successful implementation of PLIF scheme.
• PMU will be responsible for facilitating the Stakeholder consultation as and when
required during the implementation and rollout of PLIF scheme
• PMU will conduction periodic review meetings along with MOIA and other Stakeholders of
PLIF scheme
• PMU will responsible for carrying out the necessary documentation required for the
implementation and rollout of the PLIF scheme.
• PMU will perform the task of extensive coordination with Aggregator who will be
managing the subscriber portfolio for PLIF scheme.
• PMU will assist MOIA towards the design of publicity material, necessary documentation,
presentation required for the smooth rollout of PLIF scheme.
• PMU will be responsible for facilitating the response of Stakeholder queries on PLIF
scheme.
• PMU will support the MOIA in coordinating with the product services providers in PLIF
schemes.
2.2

Profile for PMU Staff

The PMU should propose 5 resources as per profile description provided below. The proposed
team members should have relevant experience in the domain / subject that they are proposed
to handle. The Proposed staff should have completed 1 yr in the responding firm/organization.
The following table provides indicative profile of the resources to be deployed for the PMU.

S No. Position

1. Project
Manager

No of
resource
required
1

Profile description

•
•
•
•
•
•

15

B.E. /B.Tech/MCA/MBA/CA
Certified in Project Management certifications
like PMP/Prince 2 , ITIL etc. preferred
8+ Years Experience
Should have 5 years of experience of working on
e-Government Projects
Should have experience in working in Pension
domain
Experience in project management involving

extensive communication/ coordination with

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

S No. Position

No of
resource
required

Profile description

•
•
•
•

•
2. Technical
Consultant

1

•
•
•
•

•

3. Senior
Consultant

1

•
•
•
•
•

•

16

stakeholders for the implementation of a
project/program
Experience in overseeing implementation of large
scale IT Project
Experience in Project Monitoring and Review
Review of deliverables submitted by Technical
Service Provider
Experience in Project Planning and
Implementation, evaluation and assessment of
Project plans including ability to anticipate and
address the project risks
Experience in interpreting and monitoring of SLA’s
levels

B.E. /B.Tech/MCA
Extensive experience in software and system
designing
Ability to review documents and deliverables
submitted by Technical Service Provider
Ability to Provide feedback and recommendations
on the documents reviewed
Experience in suggesting best practices to be
adopted by the project in their domain
B.E. /B.Tech/MCA/MBA/CA
6+ years of total work experience
Should have atleast 3 years of experience of
working on e-Government Projects
Experience in monitoring of large scale IT/eGovernance projects
Experience in programs involving extensive
communication and coordination with
stakeholders
Experience in working Pension domain/Financial
Sector

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

S No. Position

No of
resource
required

Profile description

•
•
4. Consultant

2

•
•
•

Experience in Project Planning and
Implementation
Experience in suggesting best practices to be
adopted by the project in their domain
B.E. /B.Tech/MCA/MBA
4+ years of experience
Ability to review documents and deliverables
submitted by Implementing Agency.

Ability to Provide feedback and recommendations
on the documents reviewed
* Resources proposed for the project must be with the organisation for at least 1 year
•

3

Bidding Process

The Bidder is expected to examine all instructions, forms, terms, requirements and other
information in this RFP document. Failure to furnish all information required by the RFP
documents or submission of a proposal not substantially responsive to the RFP documents in
every aspect would be at the Bidder's risk and may result in rejection of its proposal.
3.1

Timelines for Key Activities

The schedule of key activities for the selection of PMU through this RFP is outlined below:
Sr No

Activity

Timeline

1.

Issuance of Request For Proposal (RFP)

07.03.2012

2.

Last date of queries from bidders

16.03.2012

3.

Pre-Bid Meeting

19.03.2012 at 1500 hrs

4.

Last date and time for submission of response to
Request For Proposal (RFP)and Earnest Money Deposit

27.03.2012 at 17.00 hrs

5.

Technical Proposal opening

27.03.2012 at 17.30 hrs

17

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

6.

Commercial Proposal opening

09.04.2012

7.

Contract finalization and Award

17.04.2012

MOIA reserves the right to change any date/time mentioned in the schedule above under,
intimation to all concerned.
The response to the RFP should reach MOIA at the following address:
Director (EP), Ministry of Overseas Indian Affairs, 914, Akbar Bhawan, Chanakyapuri, New
Delhi-110021
Last Date & Time of Submission of Proposal: 27.03.2012 at 17.00 hrs
3.2

Clarification on RFP document

A prospective bidder requiring any clarification on the RFP documents may notify MOIA in
writing at the MOIA's address indicated in this RFP. All queries and clarifications should reach
MOIA by 16th March 2012. MOIA would give clarifications to the bidders in the pre-bid meeting
only. MOIA has the right not to respond to some or any of the queries at its sole discretion.
MOIA will not normally entertain or respond to bidders' queries and clarifications after pre-bid
meeting.
3.3

Pre Bid Meeting

The bidder's authorized representatives are invited to attend the Pre-bid meeting at their own
cost, which would take place at the venue mentioned below and time as stipulated in this RFP.
Venue:
Conference Room, 9th Floor, Ministry of Overseas Indian Affairs, Akbar Bhawan, Chanakyapuri,

New Delhi-110021

The purpose of the meeting would be to clarify queries on any matter related to the RFP and the
Project. The bidders are requested to submit their queries in writing to MOIA on or before the
date indicated in section 3.1 of this RFP. Any queries received after the indicated date and time
will not be entertained.

18

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

3.4

Proposal Preparation Cost

The bidder is responsible for all costs incurred in connection with participation in this process,
including but not limited to, costs incurred in conduct of informative and other diligence
activities, participation in meetings, presentation, preparation of proposal and in providing
additional information required by MOIA. This RFP does not commit the MOIA to award a
contract or to engage in negotiations.
•

MOIA may terminate the RFP process at any time and without assigning any reason. The
MOIA makes no commitment, express or implied, that this process will result in a
business transaction with anyone.

•

This RFP does not constitute an offer by the MOIA. The bidder's participation in this
process may result in MOIA selecting the bidder to engage in further discussions and
negotiations toward execution of a contract. The commencement of such negotiations
does not, however, signify a commitment by MOIA to execute a contract or to continue
negotiations. The MOIA may terminate negotiations at any time without assigning any
reason.

3.5

Late Bids

Any proposal received by the MOIA after the deadline for submission of proposal prescribed in
Section 3.1 of this RFP shall be summarily rejected and returned unopened to the bidder.
3.6

Disqualification Criteria

MOIA may at its sole discretion, disqualify any bidder, if the bidder has:
•

Submitted the proposal in consortium with other firms

•

Made misleading or false representation in the forms of statements and attachments
submitted in proof of the eligibility requirements

•

Submitted a proposal that is not accompanied by required documents

•

Submitted a proposal without the Earnest Money Deposit.

•

Failed to provide clarifications as needed by MOIA

•

Been reprimanded/warned on account of breach of performance/violation of any past
contract with MOIA.
19

Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

•

4

Submitted more than
adjustments/variations

one

proposal

or

submitted

a

proposal

with

price

Proposal Instructions and Conditions

4.1

Bid Submission Format

The bidder shall submit a sealed cover consisting of two (2) copies of all the bid documents. The
name of the project, the bidder's name and address, and the name of the primary and secondary
contact person should be provided on the right hand side of sealed Proposal and must be
received at the address mentioned in Section 3.1 by 27.03.2012 at 17.00 hrs.
Copies of the bids (both in Original and Duplicate) must consist of the following:
•

Technical Proposal, including a softcopy on CD-ROM: In a sealed cover super scribing on
the cover as "Technical Proposal"

•

Commercial Proposal: In a sealed cover super scribing on the right hand side top of the
cover as
"Commercial Proposal"

•

MOIA will not accept delivery of proposal by fax or e-mail. Proposals received in such
manner shall be treated as defective, invalid and rejected.

The Technical Bid must be accompanied with Pre Qualification document and EMD of Rs.
200,000 only either in the form of Bank Draft/Bankers Cheque in favour of PAO, Ministry of
Overseas Indian Affairs payable at New Delhi.
Refer Annexure for Technical & Commercial Proposal format
4.2

Pre-qualification Criteria

The MOIA has set up a Pre-Qualification Criteria for the Bidding purposes. All bidding parties
must meet following criteria before they apply for the bid.
Sl No Criteria

Supporting Document

1. The bidder should be a company registered under Certificate of incorporation and
the Companies Act, 1956 since last 5 years.
Service Tax Registration Certificate

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Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

Sl No Criteria

Supporting Document

2. The Company should have been in the Consulting MoA / Work orders confirming year
business in the Government domain in the last 5 and Area of activity
years
3. The Company should have consulting experience Work Order/LOI
of
working
in atleast 3 Projects in
Pension/Insurance Sector
4. The responding Company must have on its rolls Appropriate
supporting
consulting staff of at least 100 technically qualified undertakings/ Certificate from Head
personnel in the area of consulting services for IT (HR) or company secretary
related projects including e-governance, Program
/ Project Management, IT infrastructure, IT
security and IT procurement in India
5. The responding Company should have turnover of Copy of Certificate from CA
atleast 75 Crore from Consulting Business in India
6. The responding Company should have made net
profit for the last three(3) financial Years (FY 1011, FY 09-10, FY 08-09) as revealed by audited
balance sheet

Copy of the audited or provisional
statements of profit and loss
account/ balance sheet/ annual
report of the last three financial
years

The bidding parties meeting the criteria must attach their supporting documents along with the
Technical proposal.
4.3

General Instruction and Conditions for Bid
•

At any time prior to the deadline for submission of proposals, MOIA may modify, for any
reason deemed necessary, the RFP by amendment notified in writing or by fax or email
to all the bidders who have received this RFP and such amendment shall be binding on
them.

•

No proposal can be withdrawn in the interval between the deadline for submission of
proposals and the expiration of the validity period as specified in this RFP. However,
bidder is allowed to withdraw his bid documents till deadline for submission of
proposals, i.e. till 27.03.2012 at 17.00 hrs. Once the bid documents are submitted,
modifications and substitutions in the bid documents shall not be allowed.

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Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

•

The proposal and all correspondence and documents shall be written in English. All
proposals and accompanying documents received within the stipulated time will become
the property of the MOIA and will not be returned.

•

The currency of the proposal offer shall be in Indian Rupees only.

•

The proposals shall be valid for a period of Three (3) months from the date of opening of
the proposals. A proposal valid for a shorter period may be rejected as non-responsive.

•

In exceptional circumstances, at its discretion, MOIA may solicit the bidder's consent for
an extension of the validity period. The request and responses shall be made in writing.

5

Proposal Evaluation

5.1

Proposal opening

Proposals will be reviewed by a Evaluation Committee constituted by the MOIA or its designated
representative(s). MOIA would open the proposal, in the presence of authorised
representative(s) of the bidder who choose to attend, at the time, date and location stipulated
in the RFP. The maximum number of authorized representatives allowed to each bidder will not
be more than two. The bidder's representative(s) shall sign a register evidencing their
attendance.
5.2

Clarification of Proposals

In the process of examination, evaluation and comparison of proposal, the MOIA may, at its
discretion, ask bidder(s) for clarification of its proposal which the bidder will be obliged to
furnish.
MOIA will perform an initial review of all proposals that are submitted on time. After initial
review, MOIA may decide to discontinue the evaluation of any proposal, which it considers
unacceptable prima facie for any reason such as:
•

The proposal is not a reasonable effort to respond to the requirements of the RFP; or

•

The proposal contains technical deficiencies.

Bidders are advised to exercise adequate care in quoting the prices. No modification/ correction
in quotations will be entertained once the bids are submitted. Even before submission of the
proposal, care should be taken to ensure that any corrections/overwriting in the proposal are

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Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

initialed by the person signing the proposal form. In case of discrepancy between the amounts
mentioned in figures and in words, the amount in words shall govern.
5.3

Evaluation Procedure and Criteria

After the bidders submit their Technical and Commercial Bids according to the instructions, the
bids will be evaluated through a two-stage process as described below:
i.

Pre Qualification Evaluation

ii.

Technical Evaluation

iii.

Commercial Evaluation

As the first step, Pre qualification evaluation would be conducted. Bids of only those bidders
who are qualified in pre-qualification would be considered for technical evaluation. The
Technical Bid will be evaluated based on the “Technical Evaluation Methodology”. Only those

technical proposals that score equal to or more than 60% will be considered qualified.
The Commercial Proposals will be opened only of the bidders whose technical proposals qualify
(i.e. whose Technical-Score is equal to or higher than 60 points). The Commercial Proposals of
the other bidders will be returned unopened. Of the Commercial proposals opened, the lowest
“Project-Cost” will be designated as “L1” and awarded a score of 100.
For the other qualifying bidders, their Commercial-Score will be calculated according to the
formula: Commercial-Score = 100*(Project-Cost of “L1”)/(Project-Cost of Bidder)
The “Final-Score” of each qualifying bidder will be calculated as indicated below.
Final-Score = 0.8*(Technical-Score) + 0.2*(Commercial-Score)
The bidder with the highest Final-Score will be invited for contract negotiation. In case of a tie in
Final-Score, the bidder with the higher Technical-Score will be first invited for contract
negotiation.

6
6.1

Award of Contract
Award Criteria

The MOIA will award the PMU Contract to the successful bidder whose proposal has been
determined to be substantially responsive and has been determined as the best value proposal,
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Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

for a period of 3 years provided further that the bidder has demonstrated that it is qualified to
perform services required for the project satisfactorily.

6.2

MOIA's right to accept or reject any or all proposals

The MOIA reserves the right to accept or reject any proposal, and to annul the RFP process and
reject all proposals at any time prior to award of contract, without incurring any liability to the
affected bidder or bidders or any obligation to inform the affected bidder or bidders of the
grounds for MOIA's action.
6.3

Notification of Award

Prior to expiry of the validity period, MOIA will notify the successful bidder in writing that
proposal has been accepted. Upon the successful bidder's furnishing of performance bank
guarantee contract signing process will take place. In case the successful bidder is unable to
furnish the performance bank guarantee. MOIA may invite the bidder second in order of total
score.
6.4

Signing of Contract

Once the MOIA notifies the successful bidder that its proposal has been accepted, MOIA shall
enter into a separate contract, incorporating all agreements (to be discussed and agreed upon
separately) between MOIA and the successful bidder.
6.5

Performance Bank Guarantee

The successful bidder shall at its own expense deposit with MOIA, within fifteen (15) working
days of the date of notice of award of the contract or prior to signing of the contract whichever

is earlier, an unconditional and irrevocable Performance Bank Guarantee (PBG) from a
scheduled bank acceptable to the MOIA, payable on demand, for the due performance and
fulfillment of the contract by the bidder. The Performance Bank Guarantee will be 10% of the
total cost of the project. All incidental charges whatsoever such as premium, commission etc.
with respect to the Performance Bank Guarantee shall be borne by the bidder. The PBG shall be
valid till 180 days after completion of tenure of contract.
Non deposit of PBG within the stipulated time shall render the contract invalid at the discretion
of MOIA.
In the event of the bidder being unable to service the contract for whatever reason, the MOIA
would be entitled to invoke the PBG. Notwithstanding and without prejudice to any other and
further whatsoever rights whatsoever of the MOIA under the contract in the matter, the
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Ministry of Overseas Indian Affairs


Request for Proposal For Selection of Project Management Unit For Pension and Life Insurance Fund

proceeds of the PBG shall be payable to the MOIA and may be applied by MOIA towards
compensation for the bidder's failure to perform/comply with its obligations under the contract.
The MOIA shall notify the bidder in writing of the exercise of its right to receive such
compensation within 14 days, indicating the contractual obligation(s) for which the bidder is in
default.
Before invoking the PBG, the vendor will be given an opportunity to represent before the MOIA.
The decision of the MOIA on the representation given by the vendor shall be final and binding.
7

Payment terms and conditions

All payments to PMU shall be made by MOIA as per the clauses mentioned below:

1. Payments shall be made on a monthly basis.
2. PMU will be responsible for a set of a deliverables on a timely basis. The quality and
timeliness of these deliverables shall directly affect the payment terms.
3. The bill raised by PMU shall be monthly and will be raised in proportion to the total value
of the contract proposed by the successful bidder.
8

PMU contract conditions

On signing of the contract with MOIA, the successful bidder would be allowed to operate as
Project Management Unit for monitoring the PLIF’s CRA system under the following terms and
conditions:
8.1

Conditions of contract
1. The contract shall be valid for a period of 3 Years from the date of contract signing. MOIA
shall have the option to extend the duration of the contract by another 2 years at
mutually agreed terms.
2. MOIA can augment additional resources, if required, on need basis
3. The contract of the PMU will end if PMU contravenes/breaches the conditions/clauses as
specified in the contract with MOIA or at the end of the period as specified in contract.
4. The grounds for termination of PMU, will be:

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Ministry of Overseas Indian Affairs