CB/ERS/2011/2/2

08.03.2012

Notice inviting expression of interest The Coir Board, Ministry of MSME, Government of India, proposes to conduct a Evaluation Study in respect of the following Plan Schemes undertaken in different States viz. Kerala, Tamil Nadu, Karnataka, Andhra Pradesh, Orissa & North East Region by engaging reputed agency: Plan- General

Skill Upgradation and Quality Improvement

Interested parties with proven track record may respond with credentials. Last date for receipt of tender will be at 3.00p.m on 30th March 2012. Sd/Secretary Coir Board

INVITATION TO TENDER (ITT) INSTRUCTIONS FOR ENGAGEMENT OF AGENCIES FOR CONDUCTING EVALUATION STUDY ON THE PLAN SCHEMES OF COIR BOARD 1. Introduction

This Invitation to Tender (ITT) and (in particular) the Instructions for Compiling and submitting your Tender are designed to help you produce a tender for engagement of Agency for conducting Evaluation Study on the following Plan Schemes being implemented by the Coir Board as per the terms of reference attached, that is acceptable to Coir Board and to ensure that tenders are given equal consideration. It is essential, therefore, that you provide the information requested in. Plan- Science and Technology (S&T) 1. Science and Technology Plan- General 2. Skill Upgradation and Quality Improvement 3. Development of Production Infrastructure 4. Domestic Market Promotion 5. Export Market Promotion 6. Trade and Industry Related Functional Support Services. Coir Board is not bound to accept the lowest, or any, tender. Coir Board also reserves the right to request any, or all, of the Tenderers to meet with us to clarify their tender. 2. Instructions for Submitting your Tender

a) Tender should be submitted separately for each Study. b) Format of Your Tender Your tender should be submitted in two main parts: Part A - Technical Bid consisting of all technical details along with commercial terms and conditions Part B Financial Bid indicating item-wise price for the items mentioned in the technical bid Parts A & B must be sealed by the bidder in separate covers duly superscribed and both these sealed covers are to be put in a bigger cover which should also be sealed and superscribed. Please do not include any price information in Part A. No publicity material is required. Part A - Technical Bid Technical Tender (Part-A) structured in the following 7 sections should be attached to this tender. Section 1: Organisational Details Name of the Company or Organisation/Complete Postal Address /Contact Person / Contact Telephone Number(s)/ E-Mail Address, etc. Section 2: Employee Information Number of Full time Employees / Number of Part time Employees /Other Employees (please specify) Section-3: Years in Business How many years have the firm/company been in the development sector? Experience in conducting evaluation studies of schemes and list of schemes evaluated so far may be annexed. Section 4: Turnover a. What was the firm/companys total annual turnover in Indian Rupees for the last three years? b. What was the turnover in Indian Rupees, for services similar to those required here, for the last three years? Note: Please enclose the audited statement for last three years.

Section 5: Capability Statement Please provide as annex with this form, a capability statement of not more than 3 A4 pages in font size 12, which illustrates your skills and experience of providing the service under this Contract Notice. Section 6: CV(s) of Key Person Please provide, as an annex to this form, abridged CV(s) of not more than two pages (for each individual) in respect of key personnel who would be expected to provide the services listed in the Contract Notice as per the format enclosed (Annexure-A) Section 7: Disputes with clients Please provide details of disputes/legal cases, if any, during the last three years indicating the nature of disputes. Part B Financial Bid (1) Please provide details of all costs, which are associated with this assignment implementation in line with the technical proposal as per the format enclosed (AnnexureB). 3. Alterations to Tenders Any manuscript or other alteration to the tender must be countersigned and dated by the person submitting the tender. The Tenderers must not alter the ITT documents. 4. Letters and Declaration to accompany Tenders Your tender must be accompanied by a letter on Company letter head showing the full registered office address of the Tenderer and, in the case of a Company, the place of incorporation. It should be signed by a person of suitable authority to commit the Tenderer to a binding contract. You must quote the Contract Title, Contract Number and include the following declarations: We have examined the information provided in your Invitation to Tender (ITT) and offer to undertake the work described in accordance with requirements as set out in the ITT. This tender is valid for acceptance for 3 months and we confirm that this tender will remain binding upon us and may be accepted by you at any time before this expiry date. The Tender (Technical & Financial) has been arrived at independently and without consultation, communication, agreement or understanding (for the purpose of restricting competition) with any other party invited to tender for this contract. We confirm that all personnel named in the tender will be available to undertake the services. We agree to bear all costs incurred by us in connection with the preparation and submission of this Tender and to bear any further pre-contract costs. I / we confirm that I / we have the authority [name of organisation] to submit tenders and to clarify any details on its behalf. 5. Packaging and Delivery of Tenders

Earnest Money: Earnest Money of Rs.20,000/- may be submitted along with the tender documents in the form of account payee demand draft/fixed deposit receipt/bankers cheque/bank guarantee in favour of The Secretary, Coir Board. The earnest money of the unsuccessful bidders will be returned to them within 30 days of award of the contract. Tenders must be delivered in a double sealed envelope clearly labeled with the following and should be addressed to the Secretary, Coir Board, M.G. Road, Cochin-16: a. b. c. d. Contract Title Contract Reference Number Tender Due Date Tenderers Name

6.

EVALUATION:

The consultants would be selected by following the Quotation Cost Based System after short listing of the successful consultants based on the Technical Bids, as prescribed in the Manual of Policies and Procedure of Employment of Consultants. 7. Risk Purchase Clause If the agency after place of letter of contract fails to abide by the terms and conditions of tender document, or fails to execute the work as per the tender or at any time repudiates the work order, Coir Board will have the right to forfeit the EMD and invoke the performance security deposit and execute the works from other agencies at the risk and cost of the agency. The cost difference between the alternative arrangements and agency tendered value will be recovered from the agency along with other incidental charges. In case of execution of work through alternative sources and if price is lower, no benefit on this account will be passed to agency. 8. Integrity Pact

The agency selected will have to sign an integrity pact with Coir Board as per Government of India guidelines. Coir Board accepts no responsibility for the premature opening of any incorrectly marked tender. Tenders along with the requisite earnest money must be received by the Secretary, Coir Board, M.G. Road, Ernakulam, Cochin-16 on or before 3.00 p.m. on 30th March 2012. The Technical Bids will be opened on the same day at 04:00 pm at Coir House, M.G. Road, Kochi-16. The date of opening of Financial Bids will be informed to the selected parties later. Bidders are invited to attend both tender openings at their own cost. Coir Board will open the bids on the prescribed date and time even if none of the bidders is present. If there is any change in dates of the bid opening, Coir Board will inform all the bidders as soon as possible. Late tenders will not be accepted under any circumstance and will be returned unopened. No special pleadings will be accepted. Faxed or e-mailed tenders will not be accepted.

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Annexure-A CURRICULUM VITAE (CV) OF PROPOSED PROFESSIONAL STAFF FOR THE ASSISGNMENT 1. Proposed position [only one candidate shall be nominated for each position]: ________________________________________________ 2. Name of entity [Insert name of entity proposing the staff]: ___________________________________________ 3. Name of staff [Insert full name]: ________________________________________________________________ 4. Date of Birth: ________________ Nationality: ________________________

5. Education: [Indicate college/university and other specialized education of staff members, giving names of institutions, degrees obtained, and dates of obtainment]: ______________________________________________________________________ 6. Membership of Professional Associations: _____________________________ 7. Publications [Indicate books, research papers and other articles published in reputed journals]. _______________________________________________________________________ 8. Other Training(s): [Indicate significant training since degrees under 5 education were obtained]: ____________________________________________________________________ 9. Countries of Work Experience [List countries where staff has worked in the last ten years]: ________________________________________________________________________ 10. Employment Record [Starting with present position, list in reverse order every employment held by staff member since 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: __________________________________ 11. Detailed Tasks Assigned [List all tasks to be performed under this assignment]

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12. Work undertaken that best illustrates capability of Handle the Tasks assigned [Among the assignments in which the staffs has been involved, indicate the following information for those assignments that best illustrate staff capability to handle the tasks listed under point 10] Name of assignment or project ____________________________ Year ________________________________________________ Location _____________________________________________ Client _______________________________________________ Main project features: ___________________________________ Positions held: ________________________________________ Activities performed: ___________________________________

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

_____________________________________Date: _____________________ [Signature of staff member or authorized representative of the staff] Day/Month/Year

Full name of authorized representative: ______________________________

Annexure-B

AGENTS FINANCIAL PROPOSAL

(a)

Cost of the Study/Survey/Research Paper : (based on team and staff inputs and all necessary activities as per ToR) Service Tax Total Cost (a+b) : :

Rs.

(b) (c)

Rs. Rs.

Note: No separate payment towards overheads, equipment, accommodation, Procurement of primary and / or secondary date, necessary travel (if any), etc. shall be allowed.

Evaluation Study on Skill Upgradation and Quality Improvement

Terms of Reference
Background The decentralized operation in the coir industry without adequate training has been posing problems for ensuring the desired level of quality to the ultimate product. In most cases, a coir worker experienced in the manufacture of one item may not be conversant with the technology involved in the manufacture of other items. Inferior quality may ultimately turnout to be detrimental to the survival of the industry, particularly it being a traditional product. Skill development is the most essential pre-requisite for the overall development of the industry and to accelerate the proliferation of the industry into non-traditional areas. For newly developing brown coir sector in coconut producing regions, the demand for training facilities for imparting skills of artisans is substantial, particularly in the context of developing post fiber activities. In this area a large number of trainers are required to conduct the training for artisans at the field level to develop the production base. Taking note of the need for training managerial/supervisory, trainers/instructors and skilled artisans in adequate numbers, a three tier training system has been envisaged. 1) Training for managerial/ supervisory personnel 2) Trainers Training Programme 3) Training for artisans and orientation programmes for skill Upgradation. The Coir Board is running training institutions to impart training in coir processing and manufacture of value added products. Training is being imparted mainly through the National Coir Training and Design Centre, Kalavoor, Research cum extension centers at Tenkasi and Thanjavur and the Regional Offices at Pollachi, Bangalore, and Rajamundhry etc. These centers were entrusted with the task of the development of coir industry in the brown coir sector, identifying the growth centers for organization of coir extraction and processing units, entrepreneur motivation, technical consultancy in project formulation and implementation in setting up coir units, development of skills for artisans, coordination of the activities at different levels with appropriate linkages. Scope Training Coconut producing States like Tamil Nadu, Karnataka, Andhra Pradesh, Orissa, West Bengal, Tripura, Goa, A&N and Lakshadweep Islands etc. would get adequate opportunities to start manufacture of value added products utilizing the coir fibre produced by them and the unemployed youth in rural areas can be provided employment by setting up of new processing units. The coir manufacturing units and coir cooperative societies will get the service of technically qualified personnel to produce better quality products and timely repair and maintenance of equipments to improve the production. The women in rural areas could improve their technical skill for increasing the productivity and income earning capacity. The entrepreneurs can be self employed by starting own coir units. Production of coir and employment opportunities in coir sector will increase.

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Mahila Coir Yojana With more than 80% workforce engaged in coir industry being women, the industry is a women oriented traditional industry. It is rural based and the workers engaged in the industry are mostly below the poverty level. Spinning sector is one of the vulnerable sectors of the industry employing predominantly women who derive their primary income from spinning coir yarn. The traditional method of spinning using ratt involves drudgery, strain and low returns because of low productivity. Mahila Coir Yojana is the first women oriented self employment scheme being implemented by the Coir Board for the empowerment of women artisans in the coir sector. The scheme facilitates proliferation of the industry into new regions where raw material potential exists. The scheme was first introduced in 1994 during the IXth Five Year Plan. It is well accepted not only in traditional coir producing States but elsewhere even. The scheme has been in operation during the Xth Five Year Plan also. For the successful implementation of the scheme and to encourage more women artisans to coir spinning activity, Coir Board under its training programme provides training to women artisans in spinning on motorised/ motorised traditional ratts. The scheme envisages providing motorised ratts/ motorised traditional ratts to women artisans at 75% subsidised rate after providing them the necessary skill in its operation through field level training. Quality Improvement Programmes Quality Improvement Programmes aim at inculcating quality consciousness among the workers at grass root level and educate them on proper methods of producing standard quality fibre, yarn and products. The Entrepreneurship Development Programmes, Seminars, Workshops, Awareness programmes and Exposure tours are organized by the Board with the intention of creating awareness among the coconut growers, entrepreneurs etc. for betterment of income through setting up modern coir units. Scope In order to develop coir industry in coconut producing States, particularly in the nontraditional coir producing States like Tamil Nadu, Karnataka, Andhra Pradesh, Orissa, West Bengal and Tripura where there is substantial potential for development of coir industry and generation of rural employment on account of raw material availability, the training program for the development of skills of artisans have to be continued with greater participation of cooperatives, NGOs and other recognised institutions. There is no agency other than Coir Board having the expertise to conduct skill development training in coir sector. Organising exposure tour to successful units in coir producing regions will not only provide exposure to the production and processing techniques, but also provide motivation. Women coir workers are under privileged and exploited lot. Therefore, the development of coir industry has a pronounced aspect of empowering rural women and enlisting their participation in the development of the nation. The women artisans engaged in coir industry are low paid. The proposal to include modern looms by giving a forward linkage to Mahila Coir Yojana Scheme would result in more and more rural women seeking self employment in post yarn stage in coir industry and earning more through their engagement in on the quality of products. Purpose/Objective of the Evaluation To evaluate the scheme in order to consider continuation of the scheme in the 12th Five Year Plan with the changing needs in the trade for the development of Coir Industry. This is required for effective implementation of the Plan Schemes during 12th Five year plan.

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Terms of Reference 1. What is the Impact of Mahila Coir Yojana in the empowerment of women workers? 2. How far the income of women workers who benefited under the MCY has increased since their adoption of the Scheme? 3. To what extent the production of Coir has increased in areas where MCY is in operation? 4. What is the Impact of the scheme on the development of Coir industry? 5. How far the Board has been successful in the development of coir industry in nontraditional areas through development of skill of coir workers? 6. How far the Board has been successful in training the personnel for the cadres of supervisors/instructors/artisans to meet the requirement of skilled man power for the development of coir industry. 7. What is the rate of absorption of trainees of the Board by the industry? 8. Is enough number of trained workers as required by the industry available in the traditional and non-traditional sectors of the industry? 9. Is the expertise of the trainees of the Coir Board found to be adequate to meet the requirements by the industry? Is there a need to revise the syllabus of the training programme? 10. Is enough number of youngsters coming forward to attend the training programs offered by the Board and is there a need to revise the stipend/honorarium offered? 11. To what extend the programme contributed in the generation of additional employment in rural areas producing coir fibre. 12. What is the impact of Entrepreneurship Development Programmes organized in various traditional and non-traditional areas to encourage new entrepreneurs to enter into the fray? 13. The level of market acceptability of the yarn produced on the equipments supplied under the scheme. 14. Whether the quantifiable targets/objectives of the scheme such as Distribution of Ratts and Training under Mahila Coir Yojana, Skill development training programs etc. proposed during the 11th plan period have been achieved. If not, the reasons therefore. 15. Continuation or otherwise of the Scheme along with justifications. 16. Modifications if any, in the scheme required while continuing in the 12th Plan Period. 9. TIME FRAME (a) Five copies of the draft report of the Evaluation Study have to be submitted to the Coir Board within 45 days from the date of agreement for the execution of the work. The draft report will be presented to the Ministry of Micro, Small & Medium Enterprises and a presentation would be made by the evaluator before a group nominated for this purpose

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and will be finalized only after incorporating suggestions of the group. Final report shall be submitted within two weeks after acceptance of draft Report. (b) The assignment should be completed within the time stipulated in the agreement. Delay in submission of the report beyond the stipulated time will attract penalty as provided in the agreement. For factors beyond the control of institution given the assignment, suitable extension in time may, however, be granted at the request of the institution. (c) The Government shall not pay any extra amount for any escalation in the cost of the assignment beyond the time period stipulated in the agreement. (d) The agency is also expected to clearly comment on the objectives, scope and time frame so as to suggest alternation, if any. (e) Ten hard copies of the final report, fifteen hard copies of the Executive Summary and Ten CDs containing the final report shall be submitted before releasing the final installment of the payment. (f) The draft/final reports and the contents thereof would be the intellectual property of the Government and would not be published by the Institution concerned without prior approval of the Government. (g) The raw data/processed data/findings should not be disclosed by the institution to any third party without prior approval of the Government. 10.Payment Terms (a) First instalment: 30 percent of the fees on signing of the agreement shall be made against a bank guarantee of equivalent amount from a Scheduled Bank in favour of the Coir Board till receipt of the draft Report from the Consultant and its general acceptance by the Government. (b) Second instalment: 35 per cent, subject to (i) Submission of the draft report (5 copies of the draft report including executive summary) within the time frame stipulated in the agreement and (ii) A presentation on the draft report being made before the Steering Committee at New Delhi and the draft report being found to be generally acceptable. OR Alternatively, the agency may opt for 65% of the total agreed fee for the above study on submission of the draft report and its general acceptance by the Government instead of releasing first instalment of 30% as advance payment and acceptance of the draft report. (iii) Final instalment: Balance 35% on submission of the final report and its acceptance by the Government. Any delay in submission of report without due approval of the Ministry will attract a penalty of 5% per week and the balance 35% will be forfeited on delay in submission of the report beyond 5 weeks from the stipulated date.

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The final payment will be made within 6 weeks on acceptance of the report and submission of bills etc. by the agency. 11. 11.1 GENERAL CONDITIONS Organisations Proposals

(a) The Technical and financial bid submitted by the Organisation will be the basis for contract negotiations and ultimately for a signed contract with the selected firm. (b) The costs of preparing the proposal and of negotiating the contract, including a visit to the Client, are not reimbursable as a direct cost of the assignment. (c) The Client is not bound to accept any of the Tender submitted. 11.2 Clarification regarding advertisement/ type of services required by the Client

(a) Organisation may request a clarification seven days before the Tender submission date. Any request for clarification must be sent in writing, mail, or facsimile to the Clients address indicated in point 7.9 below. The Client will respond by mail or facsimile to such requests. (b) At any time before the last date for submission of Tender, the Client may, for any reason, whether at its own initiative or in response to a clarification requested by a Organisation, amend the advertisement. Any amendment will be issued in writing through addenda. Depending upon, the type of addenda, the Client may at its discretion extend the deadline for the submission of proposals. 11.3 Technical Evaluation Criteria

(a) Concept of the proposal in light of the overall objective of the assignment/ understanding of the task. (b) Experience, expertise & capacity of the institution/ individual to perform the task. (c) Evidence of similar and successful assignment completed somewhere else. (d) Working experience of the institutions with Government, Financial Institutions & International agencies. (e) Organizations ability to complete the task in specified time limit. (f) Profile/ competency of the implementing team proposed by the institution

11.4

Evaluation and Selection of Consultants The consultants would be selected by following the Quotation Cost Based System after short listing of the successful consultants based on the Technical Bids, as prescribed in the Manual of Policies and Procedure of Employment of Consultants. Negotiations and Award of Contract

11.5

(a) No post tender negotiations will be held except in certain exceptional situations as per provisions in the CVC circular no. 01/01/10, dated 20.01.2010. (b) The firm is expected to commence the assignment on the date and at the location specified as agreed upon in the contract. 11.6 Performance Security:

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The selected bidder will deposit an amount equivalent to 5% of the cost of work assigned as performance security in the form of account payee demand draft/fixed deposit receipt/bankers cheque/bank guarantee in favour of Secretary, Coir Board. The performance security should remain valid for a period of sixty days beyond the date of completion of work. The earnest money deposited by the selected bidder will be refunded on receipt of the performance security. 11.6 Amendment to Contract Any change or revision in TOR, scope, Tender, costs, outputs, milestone etc. if required during the implementation will be done with the consent of the Client by issuing a Contract Amendment/Addendum in writing to be signed by both the parties. Such contract amendment will be the integral part of the Contract. 11.8 Confidentiality Information relating to Evaluation of proposals and recommendations concerning awards shall not be disclosed to the Organisation who submitted the tender or to other persons not officially concerned with the process, until the contract is notified and awarded. 11.9 Clients Address for communication: The Secretary, Coir Board, Coir House, MG Road, Cochin 682016