Government of Madhya Pradesh Department of Higher ...highereducation.mp.gov.in/Rusa/REoI for Hiring...

Government of Madhya Pradesh Department of Higher Education

World Bank Assisted Project - MPHEQIP State Project Directorate, RUSA

192, AVN Tower, Mezzanine Floor Zone 1, M P Nagar, Bhopal (MP), India

Madhya Pradesh Higher Education Quality Improvement Project (MPHEQIP)

REQUEST FOR EXPRESSION OF INTEREST

(CONSULTING SERVICES– FIRMS SELECTION)

(World Bank Assisted Project)

INDIA

Madhya Pradesh Higher Education Quality Improvement Project (MPHEQIP)

S. No: 890/RUSA/2017 Bhopal, Date: 09 /11/2017

1. The State Project Directorate, RUSA, Department of Higher Education, Govt of Madhya

Pradesh (An Implementing agency of MPHEQIP project) has received credit from the

International Development Association (IDA) World Bank for QIP in Higher Education

sector of Madhya Pradesh (Madhya Pradesh Higher Education Quality Improvement

Project) and intends to apply part of the credit proceeds to make payments under the

contract for consulting services.

2. The State Project Directorate, RUSA now invites Expression of Interest from eligible

consultancy firms to assist in implementation of project as “Project Management

Consultants”.

3. Interested consultancy firms may submit their "Expression of Interest" electronically on

the portal www.mpeproc.gov.in latest by 12.00 noon on 12th December 2017.

4. Hard Copies of EOIs shall not be considered. The consultancy firms may obtain further

information on the portal www.mpeproc.gov.in, http://highereducation.mp.gov.in

/index.htm or http://www.mphighereducation.nic.in/. In case of any query for submitting

the "Expression of Interest" consultancy firms can email their query to

[email protected].

Prof. Amiya Pahare Officer on Special Duty (WB)

MP Higher Education Quality Improvement Project

Contact: 9425075205

http://www.mpeproc.gov.in/


http://www.mphighereducation.nic.in/

mailto:[email protected]

MPHEQIP: REoI for selection of PMC

P a g e 2 | 24

Government of Madhya Pradesh Department of Higher Education

World Bank Assisted Project- MPHEQIP State Project Directorate, RUSA

192, AVN Tower, Mezzanine Floor Zone 1, M P Nagar, Bhopal (MP), India

REQUEST FOR EXPRESSION OF INTEREST (CONSULTING SERVICES– FIRMS SELECTION)

INDIA Madhya Pradesh Higher Education Quality Improvement Project (MPHEQIP)

Detailed Advertisement

S. No: 890 /RUSA/2017 Bhopal, Date: 09 /11/2017

Country India

Name of Project: Madhya Pradesh Higher Education Quality

Improvement Project(MPHEQIP)

Assignment Title: Request for Expression of Interest for Selection

of Project Management Consultant

Sector: Consultancy Firms (“Consultants”)

Department: State Project Directorate, RUSA

Department of Higher Education, MP

Deadline: 12:00 Noon on Date: 12/12/2017

The State Project Directorate, RUSA, Department of Higher Education, Govt of Madhya

Pradesh has received credit from the International Development Association (IDA) and intends

to apply part of the credit proceeds to make payments under the contract for consulting services.

1. The State Project Directorate, RUSA, Department of Higher Education, Govt. of Madhya

Pradesh now invites eligible consultancy firms to indicate their interest in providing their

services as Project Management Consultant. Interested consultancy firms should provide

information demonstrating that they have the required qualifications and relevant experience

to perform the services.


P a g e 3 | 24

2. The attention of interested consultancy firms is drawn to paragraph 1.9 of the World Bank’s

Guidelines: Selection and Employment of Consultants [under IBRD Loans and IDA Credits

& Grants] by World Bank Borrowers January 2011, updated July 2014 (Consultant

Guidelines), setting forth the World Bank’s policy on conflict of interest. In addition, please

refer to the following specific information on conflict of interest related to this assignment:

There should not be conflict among consulting assignments as per paragraph 1.9 of

Consultant Guidelines.

The consulting firm shall not be hired if there is a conflict between consulting activities and

procurement of goods, works or non-consulting services or if there is a conflict with another

assignment of the consulting firm for the same or for another Client or there has a close

business or family relationship with a professional staff of the DHE. (Please refer the World

Bank Guidelines referred above).

3. A consultancy firm will be selected in accordance with Quality and Cost Based Selection

(QCBS) Method in accordance with the policies of the Bank detailed in the Consultants’

Guidelines which can be found at the following website: www.worldbank.org/procure as

per the procedures set out in the Consultant Guidelines, under which the normal steps are:

a. The EoI of the consultancy firms shall be evaluated and shortlisted by the Technical

Committee.

b. The RFP (Request for Proposal) shall be issued to the shortlisted consultancy firms

only. The shortlisted consulting firms will submit their Technical and Financial

Proposal.

c. The technical proposal of consultancy firms against the RFP shall be evaluated first

and ranking will be done as per the terms of RFP.

d. The financial proposal of the technically qualified consultancy firms shall be opened

and evaluated.

e. The consultancy firm with highest combined technical and financial score shall be

selected. (QCBS method of procurement, refer World Bank Guidelines: Selection

and Employment of Consultants by World Bank Borrowers of May 2004, Part II.

QCBS)

4. The short-listing criteria are:

S. No. Evaluation Parameters

Maximum

Marks

Allotted

(Total 100

Marks)

Marking Criteria

1 The Consultancy firm should be a legal entity

since last 5 (Five) years. Consultancy firm

has to submit Incorporation/ Registration

20 • => 5 years and up

to 8 years = 10

Marks

http://www.worldbank.org/procure


P a g e 4 | 24

certificate along with MoA/ Bylaws (or

similar legal document) should be furnished

as documentary proof.

• For every

completed

additional year

two marks shall

be allotted up to

maximum 10

marks.

2 The Consultancy firm should have

experience of providing at least 3 similar

consultancy services in the last three years to

any National/ State level Government/ local

bodies/ PSUs/ International organizations.

40 • => 3 projects and

up to 5 projects =

15 Marks

• For every

additional

completed

project 5 marks

shall be allotted

up to maximum

25 marks.

3 The Consultancy firm should have

minimum average annual turnover of Rs.

20 crore in last 3 years (F/Y 14- 15 & 15-

16, 16-17) from the consultancy services

to the PSUs/Government organizations/

Externally aided projects. Auditor

Certificate shall be submitted with the

proposal.

30 • => 20 Crore and

up to 30 Crore =

20 Marks

• For every

additional 10

Crore revenues 2

marks shall be

allotted up to

maximum 10

marks.

4 The Consultancy firm should, at present,

have minimum of 50 employees of

profiles hired on its payrolls for consulting

Activity. Self-Certification for total

number of employees should be

submitted.

10 • => 50 employees

and up to 75

employees = 5

Marks

• For every

additional 10

employees 1

marks shall be

allotted up to


P a g e 5 | 24

maximum 5

marks.

Short listing shall be done on the basis of above parameters only. Consultancy firm has to

submit the supporting documents to comply.

a) Similar means: Project Management Support, M&E Support, ICT implementation of

schemes/ programs related to Education/Skill Development sector in government

vertical.

b) Association of Agencies: Consultancy firm may associate with other firms in the form

of a joint venture or a sub-consultancy to enhance their qualifications. The lead bidding

firm should independently fulfil the institutional and financial mandatory requirement,

which would be evaluated.

Only the project experience of other consortium members shall be evaluated.

Mandatory

i. The Lead Bidder/Consultancy firm should be a legal entity since last 5 (Five) years.

Consultancy firm has to submit Incorporation/ Registration certificate along with MoA/

Bylaws (or similar legal document) should be furnished as documentary proof.

ii. The Lead Bidder/ Consultancy firm should have experience of providing at least 3

similar consultancy services in the last three years to any National/ State level

government/ local bodies/ PSUs/ International organizations.

Consortium Member’s experience shall be allowed and evaluated for experience.

iii. The Lead Bidder/Consultancy firm/ all Consortium Member shall not have been

black listed for any project by MP State Government or Central Government as on

the date of EOI opening. An undertaking to this effect should be submitted by the

Consultancy firm on its letter head as per the Annexure 3.

iv. The Lead Bidder/Consultancy firm should have minimum average annual turnover

of Rs. 20 crore in last 3 years (F/Y 14-15, 15-16 & 16-17) from the consultancy

services to the PSUs/Government organizations/ Externally aided projects. Auditor

Certificate shall be submitted with the proposal.


P a g e 6 | 24

v. The Lead Bidder/Consultancy firm should, at present, have minimum of 50

employees of profiles hired on its payrolls for consulting Activity. Self-Certification

for total number of employees should be submitted.

5. The lead bidding firm should independently fulfil the institutional and financial mandatory

requirement (Serial Number i, iii, iv and v), which would be evaluated.

6. Serial number (iii) is mandatory for all the consortium members.

7. Experience of consortium members under serial number (ii) is allowed for evaluation under

mandatory criteria and shortlisting criteria.

8. Interested consultancy firms may obtain further information at the address mentioned below

from 11:00 hrs. to 17:00 hrs. on working days.

World Bank Assisted Project- MPHEQIP

State Project Directorate, RUSA

Department of Higher Education, GoMP

192, AVN Tower, Mezzanine Floor

Zone 1, M P Nagar, Bhopal (MP), India

Phone: 07552557455

Email: [email protected]

9. Consultancy firm should submit checklist of compliance (Yes/No) with reference page

number of supporting in their EoI. Consultancy firm shall submit the firm/ company

information as per the format provided in Annexure 2.

10. Proposal documents must be submitted in the following format.

• Covering Letter as per Annexure 1

• Mandatory Eligibility Criteria Compliance Checklist

• Company Profile as per Annexure 2

• Declaration of not blacklisted as per Annexure 3

• Financial Details as per Annexure 4

• Project Implementation Strength as per Annexure 5

• Supporting Documents for eligibility criteria compliance.

Note: - All pages should be indexed and numbered properly.



P a g e 7 | 24

11. The Consultancy firms shall submit their Proposals electronically on the portal:

www.mpeproc.gov.in latest by 12.00 hrs. on 12th December 2017.

12. Clarification if any, shall be uploaded on https://www.mpeproc.gov.in/ and at DHE

(Department of Higher Education) website and http://highereducation.mp.gov.in/index.htm

or http://www.mphigher education.nic.in/.

13. REoI documents can be downloaded from website www.mpeproc.gov.in and DHE website

http://highereducation.mp.gov.in/index.htm or http://www.mphighereducation.nic.in/.

However, the EoI document of those Consultancy firm shall be acceptable who have made

online payment for the REoI documents fee of Rs 1,000/- (Rs one Thousand only) +

processing fee as applicable (non-refundable) to be paid online through the eprocurement

portal (website www.mpeproc.gov.in), without which bids will not be accepted.

14. The EoI proposals will be opened publicly on the same day i.e. Date 12/12/2017 at 12.30

hrs. in presence of representatives of consultancy firms applying. In case of the

representatives of any consultancy firm is not present then also the proposal received

electronically by due date & time will be opened before the committee appointed by the

Project Director.

Prof. Amiya Pahare

Officer on Special Duty (WB)

MP Higher Education Quality Improvement Project

State Project Directorate, RUSA

Department of Higher Education,

192, AVN Tower, Mezzanine Floor

Zone 1, M P Nagar, Bhopal (MP), India

Phone: 07552557455

Contact: 9425075205

Email: [email protected]


https://www.mpeproc.gov.in/

http://highereducation.mp.gov.in/index.htm


http://www.mphighereducation.nic.in/




P a g e 8 | 24

Annexure – 1: Covering Letter

(To be submitted on the letterhead of the consultancy firm/ Lead firm)

{Name of City, Date}

To:

Officer on Special Duty (WB)

MP Higher Education Quality Improvement Project,

State Project Directorate RUSA,

Department of Higher Education,

Government of Madhya Pradesh

Dear Sir:

We, the undersigned, offer to provide consulting services for MPHEQIP (Madhya Pradesh

Higher Education Quality Improvement Project) World Bank assisted Project to Higher

Education Department GoMP in accordance with your REoI Reference Number

890/RUSA/2017 dated 09.11.2017 and our Proposal. We are hereby submitting our Proposal

as per the requirements mentioned in the REoI.

We hereby declare that:

I. All the information and statements made in this Proposal are true and we accept that

any misinterpretation or misrepresentation contained in this Proposal may lead to our

disqualification by the State Project Directorate, RUSA, Department of Higher

Education, GoMP and/or may be sanctioned by the Bank.

II. We have no conflict of interest in accordance with clause 1.9 of World Bank guidelines

Selection and Employment of Consultants by World Bank Borrowers January 2011.

III. We meet the eligibility requirements as stated in this REoI, and we confirm our

understanding of our obligation to abide by the Bank’s policy in regard to corrupt and

fraudulent practices.

IV. Our Proposal is binding upon us and subject to any modifications/ amendments

Department of Higher Education made before the date of submission.

V. Our Firm /Company do not face any sanction or any pending disciplinary action from

any authority against our Firm /Company.

VI. We understand that the State Project Directorate, RUSA, Department of Higher

Education, GoMP is not bound to accept any Proposal they receive.

We remain,

Yours sincerely,


P a g e 9 | 24

Authorized Signature {In full and initials}:

Name and Title of Signatory:

Name of Consultancy firm (Firm/ Company’s name):

In the capacity of:

Address:

Contact information (phone and e-mail):

Annexure - 2: Company Profile

Sr.

No.

Information Details

1 Name of responding Consultancy firm

(Firm/Company):

2 Complete Address of responding Consultancy

firm (Firm/Company):

3 Name, Designation and Address of the

contact person to whom all references shall

be made regarding this REoI:

4 Telephone number of contact person:

5 Mobile number of contact person:

6 Fax number of contact person:

7 E-mail address of contact person:

8 Status of consultancy Firm/ Company (Public

Ltd., Pvt. Ltd., LLP etc.)

9 Firm/Company Registration Number

(Enclosed Certificate)

Note: Consultancy firm can include brief profile of the firm/company here. (Not more than

three pages).

Annexure - 3: Declaration

Date: …………...……….

To whom so ever it may be concern

I/We hereby solemnly take oath that I/We am/are authorized signatory in the firms/ Agency/

Institute/ Company and hereby declare that "Our firms/ Agency/ Institute/ Company do not face

any sanction or any pending disciplinary action from any authority against our firms /Agency/


P a g e 10 | 24

Institute/ Company or partners. Further, it is also certified that our firm has not been blacklisted

by Central/ MP State Government or by any Externally Aid organization in past.

Authorized Signatory

(With seal)

Annexure -4: Financial Details

(To be submitted duly singed by Statutory Auditor of the Consultancy firm on their letter head)

Annual Turnover Details from Consultancy only

Sr.

No.

Years Turnover Details

in INR

A 2016– 17

B 2015 – 16

C 2014 – 15

Average Annual Turnover

(A+B+C)/3

Annexure - 5: Project Implementation Strength

1. Assignment name: 2. Approx. Value of Services:

3. Name of State/UT: 4. Duration of assignment (months):

5. Name of Client: 6. Address of Client Location where services

delivered:

7. Contact Person,

Title/Designation, Tel. No.:

8. No. of professional staff-months provided by

your firm/organization:

9. Start date (month/year): 10. Completion date (month/year):

11. Status of Project: Completed/ Ongoing

12. Description of Project and Actual Service Provided:

13. How this project experience is similar to the ToR provided with this REoI (Write a

brief note in not more than 50 to 75 words):

Note: Each citation shall be evaluated for necessary compliance to meet the eligibility

criteria. Copy of Work Order/Client Certificate/Completion Certificate should be

submitted.


P a g e 11 | 24

Terms of Reference (Draft)

To provide Project Management Support and Consultants to DHE

I. Background

Madhya Pradesh Higher Education Quality improvement Project (MPHEQIP) – a collaborative

effort of the Government of Madhya Pradesh, Department of Higher Education, GOMP and the

World Bank to improve quality of higher education in the state. The strategic objective of the

project is to improve education outcomes for students in higher education in government

institutions, and to increase the effectiveness of the higher education system in Madhya

Pradesh.

GoMP plans to expand and improve its higher education institutions with a view to improve the

state’s higher education system’s outcomes to national and international flagship standards.

This can only be achieved by undertaking a comprehensive and sustained package of reforms

and capacity building measures which improve the efficiency and effectiveness of all

government Higher Education Institutions (HEIs) operating in the state. The higher education

improvements Project in MP is fully aligned to Government of India’s Higher Education Project

named Rashtriya Uchchatar Shiksha Abhiyan (RUSA). At the institutional level, GoMP is

targeting both building academic, research and managerial capacity, increasing autonomy in

order to better align institutions with local needs, and pursuing excellence of academic

departments.

II. Introduction-'MPHEQIP Project'

The MPHEQIP will support the implementation of the Government of Madhya Pradesh’s vision

for the higher education sector as articulated in the Vision 2018 Document and the State Higher

Education Plan 2014. The MPHEQIP is a project of 5 years duration. It is expected that the

GOMP will continue to monitor and evaluate project contributions to determine the long-term

sustainability of outcomes. This project will improve strategic planning and administrative

capacity of up to 456 government colleges and the seven state universities. Additionally, it will

allow the DHE to modernize its systems and schemes.

III. Project Development Objective (PDO)

The development objective of the proposed project is to improve student outcomes especially

of disadvantaged groups in selected higher education institutions and to increase the

effectiveness of the higher education system in Madhya Pradesh.

The Project will support activities relating to the following six goals:


P a g e 12 | 24

• expansion and access,

• equity,

• excellence,

• employability,

• governance reforms, and

• financial reforms.

Progress towards meeting the PDO goals will be assessed using the following key performance

indicators (KPIs):

• Number of project beneficiaries in all HEIs (% of which are female)

• On time graduation rates of undergraduate (UG) students (disaggregated by relevant socio-

economic categories) at supported institutions

• Government HEIs accredited by NAAC

• Government HEIs publishing an annual report in prescribed format

• Supported HEIs satisfaction scores of beneficiaries: percentage at least satisfied

(disaggregated by relevant categories)

The MPHEQIP project has three components:

(i) Component 1: Grants support to HEIs for improving institutional performance along the

following dimensions - excellence, equity, employability, access, and governance,

(ii) Component 2: State Level Initiatives to strengthen sector governance, and

(iii) Component 3: Improving System Management.

Component 1 – Grants Support to HEIs

The main thrust of project will be using Institutional Grants for eligible government colleges

and universities through two windows: (1): Strategic Plan Grants support to HEIs, and (2):

Establishment of Centers of Excellence. The Strategic Plan Grants (Window 1) will provide

financing to enable colleges and universities to pursue the goals set out in their respective

Strategic Plans which will be prepared by all government colleges and university departments

under the project. It is expected that through these Plans, institutions will improve institutional

performance around quality in HE, equitable access and better capacity utilization, strengthened

quality assurance including activities aimed at making students more employable, skills

development, and strengthened institutional mechanisms for governance and management.

Strategic Plans will be developed through consultations with key stakeholders, especially

students and faculty, before being finalized. Centers of Excellence support (Window 2) will

provide financing to a limited number of colleges and university departments for establishing


P a g e 13 | 24

best practice teaching-learning and research in a focus area. Overall, Component 1 will

constitute the major bulk of funding under the project. A limit of 25% of total costs may be

used for civil works. Institutions receiving funds under both windows will need to meet certain

performance benchmarks in order to receive funds beyond the first instalment. An HEI can, in

principle, receive support under both windows.

The grants provided under this component will also reinforce the system reforms under the

project, e.g.

(i) Increased autonomy and accountability, will help re-define the relationship between

DHE and government colleges; and,

(ii) Pursuing NAAC accreditation to benchmark quality, and

(iii) A basis for seeking additional resources for quality improvement from national and

state governments.

Component 2: State Level Initiatives

This Component supports strategic interventions to be undertaken by the state to (a) improve

the system of financial support through scholarships to disadvantaged and meritorious students,

(b) upgrade qualifications and skills of new and existing faculty members, (c) establish a State

Institute of HE Training and Research (SIHETR), and (d) extend technical assistance for

strategic planning and seeking NAAC accreditation to all government HEIs.

Component 3 – Improving system management

The main objective of this component is to provide technical assistance to the Department of

Higher Education, the State Higher Education Council, the Project Directorate and the Higher

Education Institutes to strengthen their implementation capacity and sector governance and

management. This component will include: (a) helping a larger number of institutions attain

autonomous status that goes beyond the UGC definition of autonomy, (b) all government HEIs

to prepare an annual report on performance, (c) strengthening the governance structures of

government colleges with clear mandates with respect to governance and accountability, (d)

fiduciary strengthening of government colleges, and (e) capacity building activities to help

SHEC, the PD and the HEIs carry out project implementation smoothly.

IV. Scope of the assignment

The consultants provided by the consultancy firm shall form the Project Management Unit

(PMU) for smooth project implementation and shall be responsible for various project

management activities. Activities shall include, but not be limited to, the following, in order to

meet the overarching objective of the assignment.

• The PMU will be responsible for providing certain services which would make DHE

functional in all aspects such that it can support the rolling out of the MPHEQIP (Madhya


P a g e 14 | 24

Pradesh Higher Education Quality Improvement Project). For carrying out this, PMU will

be responsible for providing requisite services by deploying required consultants.

• The PMU deployed will be dedicated full time for this project and shall be retained with

that exclusive requirement. The consultants deployed in the PMU should be in accordance

with the project requirements of DHE and to be assured of quality of service, the

deployment of consultants would be with the concurrence of the DHE.

• The number and type of consultants to be deployed in the PMU will be based on the services

assigned to them. The specific service requirement may be changed based on the roll out of

the Project in the state and will be based on periodic reviews. Reviews would be done

fortnightly for the initial one year and then on monthly basis.

• To ensure quality, the selected PMU will put in place a full-time high caliber team of

consultants. The key members proposed for the assignment will be full time staff of the

PMU.

• No Replacement is allowed during the tenure of project without notice to SPD RUSA, If

there is a beyond control situation like death, medical emergency situation etc., consulting

firm will submit 2-3 CVs for evaluation which are equilent or better CVs. SPD RUSA

reserve the right to take interview of proposed consultant before providing acceptance of

CV. In case no CV is accepted even after the interview, consultancy firm will submit fresh

CVs again.

• The PMU envisaged in the Project would require 11 consultants as detailed in XII, the PMU

will be required to provide name of the consultants at the time of bidding.

• All governance, monitoring and reporting aspect of this assignment will be under the control

and superintendence of the Project Director/Commissioner – DHE. The PMU need approval

for its activity plan, from the Project Director, on a quarterly basis.

• The PMU will work closely with and under the general guidance of the SPD RUSA Project

team in the state.

V. Key Task and Responsibilities

The Key Tasks and Responsibilities of the PMU will be: -

A. General Management support:

• Prepare an overall plan and schedule for the project in proper detailing to ensure all

important activities are identified, clearly show linkages between activities, allow time


P a g e 15 | 24

bound monitoring of progress, provide early indications of potential issues and risks,

and plan interventions by the Department of Higher Education (hereinafter referred as

“DHE”), State Project Directorate RUSA (hereinafter referred as “SPD”), other

consultants and contractors to maintain the project schedule. This plan will be updated

as and when required.

• Monitor the progress and quality of works for compliance with the contractual

provisions. Hold regular meetings with contractors, other consultants and stakeholders.

Anticipate and inform DHE of potential delays, cost overruns, non-compliances and

recommend corrective measures.

• Financial Management: Assist DHE with the preparation of project accounts, financial

management, procurement, risk management and ensuring time bound compliance with

all statutory and World bank requirements in these areas.

• Project Monitoring and Evaluation: Assessment of achievements of project

objectives through monitoring of result framework/indicators agreed between Bank and

GoMP. Modalities for the necessary data collection will need to be agreed.

• Project Reporting: Monitor actual progress and costs against plans and budgets and

prepare detailed Quarterly Progress Reports on all activities, progress and costs of all

project components. The report will be a summary of progress reports prepared by

contractors, consultants and other agencies in all components of the project. The

contents and formats for the report should be agreed with the DHE. Preparation of

Annual, Mid Term Report and Project Completion Reports, based upon the detailed

progress reports and as per GoMP and World Bank specified format and norms.

• PMU will be required to participate and provide key inputs in various discussions /

meetings / missions as may be called upon by the DHE and provide required

information/documents.

• Assist DHE with time bound implementing of Governance Reforms/ Policy Changes/

NAAC Accredition etc as required by the project team in the state.

• Preparation of Change Management and training calendar, legal changes and draft

Government Orders for such changes.

• Support in planning and implementation for the satisfaction and other surveys.

B. Contract and Procurement Management:

• Assist DHE in procurement and contract management of works, goods, consulting

and non-consulting service contracts under the Bank funding. (Including the

procurements done by HEIs and Universities).

• Providing quality assurance in procurement and contract management by the

DHE/HEI’s.

• Assist in preparing and updating periodically the project procurement plan;


P a g e 16 | 24

• Assist in preparing procurement documents required for the procurement of works,

goods, consulting and non-consulting services including assisting the DHE in drafting

and issuing bidding documents (Terms of References, Request for Expressions of

Interest, Requests for Proposals, bidding documents), specifications, cost estimates,

work schedules, evaluation and selection.

• Participate in or provide support for developing criteria for the pre-qualification,

short-listing, evaluation.

• Assist in negotiating with bidders, as and when required, and preparing contract

documents, for approval by the concerned authorities and the World Bank.

• Assist in maintaining records and other documentation required for audit and progress

reporting purposes.

• Guiding and assisting in general strengthening/setting up and capacity development

of the DHE, including procurement activities required for the strengthening of the

DHE and HEIs.

• To build DHE/HEI’s procurement capacity by providing guidance and support,

identifying procurement, contract management, competency and capacity building

programs.

C. Fiduciary Reforms support

DLI 6 aims at achieving the following targets:

• All sanctioned vacant posts of accountants for Government HEIs in Madhya Pradesh to

be filled with a qualified individual on a full-time basis.

• Implementing a Uniform Chart of accounts and accounting software in Government

HEIs of Madhya Pradesh.

• Completion of audit of accounts of one Financial Year of Government HEIs generated

from the Accounting Software and Uniform Chart of Accounts notified by DHE.

• The DLI envisages achieving these targets in 100 HEIs by March 31, 2019 and 95% of

the HEIs in MP by March 31, 2020.

Under this component, the scope of work for the PMU shall include but not limited to:

• Visit a few Colleges and Universities to gain an understanding of the current accounting

systems of HEIs and the changes required in bringing about uniformity and automation

in the accounting system across HEIs. It should be ensured that Large, Medium and

Small sized HEIs spread across in urban, semi-urban and rural are covered during the

visits to understand the requirements of the entire eco-system of HEIs.

• Develop a Chart of Accounts for HEIs and finalize the same in consultation with DHE,

Department of Higher Education.

• Support PMU in identifying and procuring suitable off-the-shelf accounting software

for Government HEIs.


P a g e 17 | 24

• Roll out the Accounting Software in Government HEIs. The PMU should provide

training and hand-holding support to the relevant staff of the HEIs.

• Provide training as per the training calendar.

• Provide hand -holding support for generation of Financial statements of HEI for one

financial year after roll-out of the Accounting Software and Chart of accounts.

• Fine-tune and update periodically the action plan and schedule of the activities related

to achievement of DLI 6 based on implementation needs and the time targets set out in

the legal agreements. This will be done in consultation with the PMU.

• Anticipate the potential problems, and plan interventions accordingly as required to

maintain the project schedule.

D. Monitoring and Evaluation

• PMU will support State Project Directorate to carry out project Monitoring and

Evaluation activities.

• Preparation and dissemination of project progress, Current Status reports

• Reporting of DLI achievements

• Feasibility studies, evaluations and other reports as deemed necessary.

• Reporting on progress of Strategic Plan activities based on proper Institutional Annual

Reports.

• Capacity building for M & E activities

• Preparation of student MIS for tracking the employment status of students.

• Placement support provided by colleges and universities based on the data collected.

• Any other report which may be required.

VI. Selection of PMU and Contents of Proposal

1. The selection will follow Quality and Cost Based Selection (QCBS) as per the World

Bank Consultant Selection Guidelines, version January 2011, updated July 2014

(Consultant Guidelines). As part of the proposal Consultancy firm will be required to

submit complete Technical Proposals that meets the evaluation criteria to be detailed in

the RFP and Price proposals for Consultant’s Core Team for providing the management

services and price offered for the services, which is estimated to require deployment of

11 persons.

2. Subsequent additions to the consultants deployed based on additional services, will be

made at a rate determined on pro-rata basis. This covers all broad areas and levels of

expertise required for DHE.

3. Overall costs which include the costs of the Consultant’s team for providing the Project

Management Services will be considered for selection purposes.


P a g e 18 | 24

4. Payments for the consultancy services will be done on quarterly basis.

VII. Review and Monitoring of the Assignment

The performance of the PMU will be judged on the basis of work done against the

agreed work plan. The PMU will prepare quarterly activity plans and share it with DHE.

A joint fortnightly/monthly review mechanism will be put in place and represented by

core members of DHE and the PMU. The review of the progress and plan for future

action will be decided therein. In case, DHE has any objections related to assignment

deliverables, it will inform the PMU in writing. The PMU will comply with the

recommendation made by DHE and accordingly complete the assignment at no

additional cost.

VIII. Reporting

For all purposes, the PMU will be reporting to the Project Director/Commissioner –

DHE, or his/her designee. Lead Project Manager will generate Monthly Progress

Reports highlighting the accomplishment achieved against proposed work plan. Lead

Project Manager will submit the quarterly report on activities performed by the

consultants while submitting the invoice of that quarter.

IX. Duration of the assignment:

This selection process will result in a contract for three years. Post three years the

contract will be subject to review and based on satisfactory performance of resources

deployed, the contract will be extended for another two years. (3+2)

Depending on the mutual consent of both the parties and available budget the contract

can be extended further for a period of one year. (5+1)

X. Mandatory Eligibility Criteria:

1. The Lead Bidder/Consultancy firm should be a legal entity since last 5 (Five) years.

Consultancy firm has to submit Incorporation/ Registration certificate along with MoA/

Bylaws (or similar legal document) should be furnished as documentary proof.

2. The Lead Bidder/Consultancy firm should have experience of providing at least 3

similar consultancy services in the last three years to any National/ State level

government/ local bodies/ PSUs/ International organizations. Consortium Member’s

experience shall be allowed and evaluated for experience.

3. The Lead Bidder/Consultancy firm/ all Consortium Member shall not have been

black listed for any project by MP State Government or Central Government as on


P a g e 19 | 24

the date of EOI opening. An undertaking to this effect should be submitted by the

Consultancy firm on its letter head as per the Annexure 3.

4. The Lead Bidder/Consultancy firm should have minimum average annual turnover

of Rs. 20 crores in last 3 years (F/Y 14-15, 15-16 & 16-17) from the consultancy

services to the PSUs/Government organizations/ Externally aided projects. Auditor

Certificate shall be submitted with the proposal.

5. The Lead Bidder/Consultancy firm should, at present, have minimum of 50

employees of profiles hired on its payrolls for consulting Activity. Self-Certification

for total number of employees should be submitted.

XI. Support provided by the DHE

• Make available all Project documents including project appraisal reports, Project

implementation plan, operations manual, support manual, etc.

• The DHE may constitute a Steering Committee which will monitor the project progress

as reported by the PMU on a regular basis.

• Facilitate the availability of key staff/project team for discussions and support in

execution whenever needed.

• Necessary Office space like sitting arrangements, Power and Internet connection based

on availability.

XII. Composition of the PMU

Sr.

No Levels Composition of the PMU Unit

1 L1 Lead Project Manager 1

2 L2 Monitoring & Evaluation Specialist 1

3 L2 ICT (Information and Communication

Technology) Specialist 1

4 L2 Procurement Specialist 1

5 L2 Capacity Building Expert 1

6 L2 Senior Data Analyst 1

7 L2 Consultant (Civil) 1

8 L1 Team Leader Financial Reforms 1


P a g e 20 | 24

9 L2 Team members: Financial Reforms 3

Grand Total 11

1. The PMU shall comprise of full time members and will be available for the full three-

year period of project implementation. All members shall work from the DHE office in

Bhopal for the period of the project.

2. No replacement is allowed during the tenure of project. In case of replacement of any

resource due to unavoidable circumstances, consultancy firm will send 2 or 3 options to

DHE for replacement. DHE may undertake an interview of the proposed resource. The

Optional CVs proposed by the consultancy firm should be equivalent or higher in

qualification and experience.

3. Necessary handholding should be done during the transition period.

4. In case, any resource person’s performance is not found satisfactory, h/she will be

replaced within a month’s time.

5. The requirement of consultants may increase due to the project requirement at a later

stage. Consultancy firm should provide additional resources on the same rates for the

project period.

6. Qualification and Experience of proposed consultants are below:

Qualification and experience expected from Consultants

S.

No.

PMU

(Level)

Qualification Experience expected

from this specialist are

1. Including, but not

limited to).

2. Consultant should have

played a similar role and

should have not merely

been a member of the

project team.

Essential Desirable

1. Lead Project

Manager

(L-1)

• Graduate from

science/technical

background with

MBA in

business

administration,

education,

economics,

public policy or

related fields.

• PMP/

PRINCE 2/

ITIL certified.

• Good

understanding

of change

management

concepts and

approaches.

• Experience in

Education

Sector.

• Project Management,

GPR, office

administration,

Reporting to

Stakeholder.

• Externally aided project

(understanding of GPR,

WB procurement

processes), e-

Governance Projects in

India at Central / State

level is required).


P a g e 21 | 24

• At least 8 years

of relevant work

experience,

including

consulting in

education related

area, Sector

reforms, Skill

Development,

Labour Market,

and monitoring &

evaluation, other

government

projects in any

area.

• Experience of

working with

large projects.

• Capacity

building

training.

• Sound

knowledge of

planning and

system

development

with excellent

organizational

skills.

• Adequate

knowledge of

Industry

requirements

from HR

angle.

•

• Experience of

independently handle

similar e-Governance

assignment in large

scale projects in India

as a Project

Manager/leader/ Team

Lead.

• Led/Managed multiple

stakeholder projects

2. M&E

Specialist (L-2)

• Master’s degree

in a related

discipline.

• Minimum of 5

years’ experience

working on M&E

relating to

externally aided

project or

institutional

development

projects.

• PMP/PRINCE

2/ ITIL/e-Gov

Certification.

• Experience of

M&E methods

and

approaches,

planning,

design.

• Implementatio

n of M&E

systems, data

collection,

analysis and

reporting.

• Overall Monitoring &

Evaluation of project

progress.

• Submission of periodic

reports on DLI

achievements.

• Escalation of delays,

risk and issues.

• 3 years’ experience of

independently handling

assignments in

Education Sector or

similar assignment as

Project Manager/ Team

Leader.

• Externally aided

project’s experience

with emphasis on

Monitoring &

Evaluation.

3. ICT Specialist

(L-2)

• Graduate in

Information

Technology or

computer science

and engineering,

and/or should

• Knowledge of

computerized

database

platforms,

computerized

front-end

• Able to provide focus

on Portal Development,

functional

enhancement, support

in implementation.


P a g e 22 | 24

have master’s

degree in

computer

application/IT or

equivalent.

• At least 5 years of

relevant

professional

experience.

• Familiar with

latest ICT

methodologies,

data modeling

and data flow

analysis for

information

systems.

languages and

experience

using project

performance

and impact

indicators is

required.

• Capable to impart

trainings in workshops.

• Ability to understand,

document, analyze,

efficiently communicate

to the programmer for

the requirements.

• Assist in identifying

ICT initiatives as part of

Government Process

Reengineering exercise

• Good communication &

presentation skills.

4. Procurement

Specialist

(L-2)

• University degree

in any discipline,

with a

specialization in

any relevant field

of procurement.

• Minimum of 5

years of relevant

work experience

on procurement/ /

e-Procurement

Bid Process

Management.

• Certified CPPP or

PDPP

professional or

certification on

international

procurement

standards.

• Post-

Graduate

specialization

in a specific

field of

procurement

is desirable.

• PMP/PRINCE

2/ ITIL/e-Gov

Certification.

• Must have worked on

procurement

management,

procurement life cycle,

includes but is not

limited to:

• Preparation of Bid

Documents relevant

documents as per the

World Bank guidelines

• Well versed with the

bid evaluation

procedures

• Contract Management



• Experience of

Externally aided

projects.

5. Capacity

Building

Expert

(L-2)

• Post-graduate

degree in public

administration,

business

management,

social science,

MBA or

equivalent

• PMP/PRINCE

2/ ITIL/e-Gov

Certification

• Experience in

conducting

capacity

building

training, and

very strong

• Understanding of

capacity building

activities.

• Assessment of

evaluation processes of

capacity building

exercises.


P a g e 23 | 24

Master’s degree

in HR Stream.

• At least 5 years of

relevant work

experience,

including

experience in

working in

government

and/or consulting

in areas related to

Capacity

Building,

Training &

Evaluation, TNA,

Capacity

Enhancement.

• Good

understanding of

change

management

concepts and

approaches.

planning

skills, system

requirement

understanding,

and

organizational

skills.

• Support to enhance

capacity for re-

engineering in the

new/innovative

processes to improve

systems and delivery



• Experience of at least 3

years in implementation

of large IT / e-

Governance project.

• Experience of working

in Externally aided

project.

6. Senior Data

Analyst

(L-2)

• Master’s Degree

in Statistics/

Mathematics/

Economics/

Commerce/Engin

eering Degree.

• Minimum of 5

years of relevant

work experience

on Business

Intelligence

Projects, Data

Analytics and

Data Modelling

projects.

• Big Data /

Data

Analytics

Tool

Certification.

• Exposure to

BI data

modelling,

DQ and BI

(Talend,

tableau, SAS,

R, Power BI).

• Establish and running

Data Analysis.

• Analysis and reporting

of the activities / status.

• Performing detailed

analysis of data

available.

• Hands on experience in

Mathematical

/Statistical Modelling.

• Experience using DB

and BI Tool.


presentation skills

7. Consultant

(Civil)

• University degree

(master’s degree

an advantage) in

engineering

/architecture.

• Minimum of 5

years

professional

experience,

• Experience

with Center

and/or State

government

flagship

projects and

schemes.

• Experience of

at least 3 years

• Coordinate with the

various stakeholders for

planning, approval and

monitoring.

• Ensure that the activities

are implementing as per

the approved plan.

• Ensure that construction

/ development is carried


P a g e 24 | 24

preferably

working with

Government or

institute of

national repute.

in

implementatio

n of large

construction

project.

• Externally

aided project’s

experience.

out in accordance with

the workplan and quality

assurance standards.

• Status of progress

reviewed against target

and reported to

management.

• Monitor the

implementation of

infrastructure activities,

identify gaps, issues and

risks and assist in

addressing these as

necessary;

8. Team Leader

Financial

Reforms (L-1)

• Only Chartered

Accountant.

• 10 years of post-

qualification

professional work

experience.

• Experience of

implementing

accounting

software in

institutions.

• Prepared ToR for

Financial Accounting

Software (Off the

Shelf).

• Knowledge and Support

in roll out of accounting

software (training and

handholding).

• Support in creating,

using chart of accounts

of multiple entities.

• Clearance of old audit

objections

• Support in Audit of

entities.

• Monitoring of fund

flow.



• Externally aided

project’s experience.

9. Team Member:

Financial

Reforms (L-1)

• Only Chartered

Accountant.

• 5 years of post-

qualification

professional work

experience.

• Experience of

using

accounting

software.

• Experience of

supporting

implementatio

n of

accounting

software.

• Support Team Leader in

implementation

activities.

• Visit and support in

implementation of

accounting software.

• Provide training and

hand-holding support.

• Roll out the Accounting

Software.

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