SOUTH BIHAR POWER DISTRIBUTION COMPANY LIMITED

Registered Office:Vidyut Bhawan, Bailey Road, Patna - 21.

A Govt. Of Bihar Undertaking
(R-APDRPCell)
lIIumi.aring tives.: CIN:-U40109BR2012SGC018890
Letter no.
SBPDCL/IPDS/282/2015
\ ":L
07
Patna, dated ~ 11~
From,
P.K. Govil,
Chief Engineer(Project - I).
To,
M/s Rodic Consultants Pvt. Ltd.
4th Floor, Tower A
DLFCyber Greens
DLFCyber City
Gurgaon, Haryana-122002

Subject: Letter of Award for "Appointment of Project Management Agency (PMA) to

provide services for implementation of Integrated Power Development
Scheme (IPDS) in 61 Towns under 17 districts (Aurangabad, Bhagalpur,
Kaimur, Buxar, [arnui, Munger, Lakhisarai, [ehanabad, Arwal, Sheikhpura,
Patna, Gaya, Banka, Bhojpur, Nalanda, Nawada & Rohtas)" against NIT No.
89/PR/SBPDCL/2015.

Reference: 1. NIT No. 89 jPRjSBPDCLj2015 along with addendum

2. Your Offer through e-tender against NIT No. 89/PR/SBPDCL/2015

Dear Sir,
In regard to the subject and references mentioned above, it is to inform that
SBPDCL is pleased to place Letter of Award (LOA) on M/s Rodic Consultants Pvt. Ltd. for
appointment as Project Management Agency (PMA) to provide preparation of RFP, Bid process
management and pre award activities Project Management services for Supervision, Monitoring
and Quality Control Consultancy Services for Construction/Commissioning of 33/11 KV Sub-
stations, 33KV/11 KV / LT Lines, Augmentation of 33/11 KV PSS, Installation of Distribution
Transformers & providing Service Connection and replacement/Installation of energy meter under
Integrated Power Development Scheme in 61 Towns under seventeen districts namely

Aurangabad, Bhagalpur, Kaimur, Buxar, [arnui, Munger, Lakhisarai, [ehanabad,

Arwal, Sheikhpura, Patna, Gaya, Banka, Bhojpur, Nalanda, Nawada and Rohtas under

jurisdiction of South Bihar Power Distribution Co. Ltd. Patna.

2.0 A comprehensive plan for Construction/Commissioning of 33/11 KV Sub-stations,
33KV/11 KV / LT Lines, Augmentation of 33/11 KV PSS, Installation of Distribution Transformers
providing Service Connection and replacement/Installation of energy meter and other allied
works and overall Contract Administration of the works under IPDS Scheme in seventeen

districts namely Aurangabad, Bhagalpur, Kaimur, Buxar, [amui, Munger, Lakhisarai,

NIT No: 89/PR/SBPDCL/2015

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[ehanabad, Arwal, Sheikhpura, Patna, Gaya, Banka, Bhojpur, Nalanda, Nawada and Rohtas
under jurisdiction of South Bihar Power Distribution Co. Ltd. Patna will be drawn-up by M/s Rodic
Consultants Pvt. Ltd..
M/s Rodic Consultants Private Limited will work in close co-ordination with the Project
Executing Agency in the concerned districts (Aurangabad, Bhagalpur, Kaimur, Buxar, [amui,
Munger, Lakhisarai, [ehanabad, Arwal, Sheikhpura, Patna, Gaya, Banka, Bhojpur, Nalanda,
Nawada and Rohtas) and the Client Le SBPDCL.M/s Rodic Consultants Private Limited will
have to provide complete Project Management Services by hand holding of the project from the
concept to commissioning in all seventeen districts (Aurangabad, Arwal, Bhagalpur, Buxar,
Kaimur, Jehanabad, [arnui, Munger, Lakhisarai, Sheikhpura, Patna, Gaya, Banka, Bhojpur,
Nalanda, Nawada and Rohtas) of South Bihar under IPDSScheme.
3.0 Contract Price
M/s Rodic Consultants Private Limited will be paid a total amount Rs. 23,76,78,972.00/-
(Rupees Twenty three crore seventy six lac seventy eight thousand nine hundred seventy two
rupees only) at their quoted price based on H-1 score in 61 towns under the seventeen districts
(Aurangabad, Bhagalpur, Kaimur, Buxar, [arnui, Munger, Lakhisarai, [ehanabad, Arwal,
Sheikhpura, Patna, Gaya, Banka, Bhojpur, Nalanda, Nawada and Rohtas) inclusive of all taxes and
duties including service taxes as applicable for the entire scope of work. The value of the order
comes to Rs. 23,76,78,972.00/- (Rupees Twenty three crore seventy six lac seventy eight
thousand nine hundred seventy two rupees only).
Note:- Award of projects to the respective H-l scorer M/s Rodic Consultants Private
Limited, Gurgaon of NIT no. 89/PR/SBPDCL/2015 at their quoted price of Rs.
23,76,78,972.00/- subject to the condition that, if the funds are not arranged by the
State/DISCOM for additional amount i.e. Rs. 18.56 crore over and above the approved
grant amount i.e. Rs. 5.21 crore, the Manpower/Man months may be proportionately
reduced to match the approved grant amount or funds arranged by the State/DISCOM.
The above price shall include all taxes. Service tax will be reimbursable on actual basis.

4.0 The objectives of the Project Management Services are:

• Preparation of RFP,Bid process management and pre award activities.
• To monitor and supervise at every stage to ensure high quality construction, erection,
commissioning, testing: Required system performance is achieved with full
compliance to the engineering designs, Sanctioned DPRs, and drawings, technical
specifications and other contract documents with use of proper quality materials
within the specified time schedule.
• To monitor the pre-construction activities

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 • To assist in taking remedial actions to avoid slippages, cost and time overruns, delays
by the contractor.
• To demonstrate the efficacy of contract supervision by independent external agencies
experienced in this field of work.
• To ensure safety during construction and adherence to all environment management
regulations prescribed under the Contract.
• To ensure that effective Contract Administration is achieved.
• All other works as detailed in the RFP Identification No: 89/PR/SBPDCL/2015.
• Any other work required for implementation/supervision/closure of the work of
implementation of IPDS under seventeen district of SBPDCL related to this project
assigned by owner.
• To ensure timely completion of district/cluster wise turnkey contract to achieve 15%
additional grant.
• Follow and implementation of the guideline circulated by nodal agency /PFC time to
time.
5.0 General Scope of Work (in line with RFPNo. 89/PR/SBPDCL/2015)
The scope of work of M/s Rodic Consultants Private Limited includes but not limited to
provide project management services by hand holding of the project from the concept to
commissioning in seventeen districts (Aurangabad, Bhagalpur, Kaimur, Buxar, [arnui,
Munger, Lakhisarai, [ehanabad, Arwal, Sheikhpura, Patna, Gaya, Banka, Bhojpur, Nalanda,
Nawada and Rohtas) of South Bihar under IPDS Scheme.
• To get acquainted with the total works under the scope of implementing agency under
IPDS scheme for the seventeen districts (Aurangabad, Bhagalpur, Kaimur, Buxar, [amui,
Munger, Lakhisarai, Jehanabad, Arwal, Sheikhpura, Patna, Gaya, Banka, Bhojpur, Nalanda,

Nawada and Rohtas] of South Bihar through site survey and verification of the
documents and other deliverables submitted by the executing agency/owner.
• Verifications and study of the DPRs, SLDs, survey reports and all other relevant
documents submitted by the consultants and incorporate modifications as required
according to the latest system requirement of utility.
• Finalization & approval of GTP, Technical specifications, drawings, approval of
inspection reports and other reports etc.
• Verify study, modify & suggest the detailed survey report/ route identification submitted
by turnkey contractor including freezing of bill of quantity, material and works to be
executed.
• Study, modify & suggest finalization of activity/item wise CPM/PERT /BAR chart
submitted by the contractor in order to complete the work within contracted period
including formulation of supervision and monitoring system for project execution.
NIT No: 89/PR/SBPDCL/2015 W Page 3 of 20
 • Supervision and monitoring of all site works under the scope of implementing agency
including quality checks in respect of material used and execution of works with specific
emphasis on different elements, completions, timelines etc.

• To ensure and report about material being used and quality of work being executed
conforming to GTP, Technical specifications, drawing, general terms and conditions etc
at all stages and submission of progress report including different inspection reports.
Preparation of MIS reports related to quantity of materials inspected, supplied, progress
of erection, Bills & payment status and other field details in the formats as required by
SBPDCL.

• Management of work flow and material flow required for the work.

• Provide assistance for inspection of the sub-vendor's workshop / factory to assess

the capacity and delivery plans of both sub vendor and manufacturer and advice client
accordingly.

• Supply chain management.

• To ensure that the materials approved after inspection and test as required only are
used.
• To ensure and report through expert mechanism that the material tested are used for this
scheme only.
• Supervision/monitoring of the field progress vis-a-vis CPM/PERT /Bar chart/respective
MIS report generated for the works being executed by the turnkey contractor.

• Checking and conformation of as built drawing with original one after completion of the
work
• Provide assistance for measurement of the material supplied, works executed by the
turnkey contractor and certification of the bills submitted by turnkey contractor.

• Verification of bills of contractor on the basis of measurement/ progress of work.

• Attend, organize, conduct meetings as desired by client and submit reports / proceedings
of the meetings to client.

• Taking suitable action on the instructions given by client during meetings and
inspections.
• Assistance to inspection team of client.
• Preparation and timely submission of all reports/M IS required by client and reports
required to be submitted to various agencies including government.

• Assistance to client in taking over of the completed works after User Acceptance Test
(UAT).
• Close coordination with turnkey Contractor and Utility Field Officers/ Authorized
officers for IPDS works at field, Chief Engineer (PROJECT-I) and project department.

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 • To maintain adequate front end support with negligible back end support.

• Preparation of work completion reports.

• Preparation of scheme closure reports.
• Reports to be submitted to scheme funding agencies, if any.
• Verify, examine & certify additional cost, if any.
• Specifying the amounts payable.

• Recommending rates either for existing items of work which arises from the variation of
quantities beyond the limit, defined in the contract or fixing rates of non-priced works
involving any extra item and certifying any additional cost determined under the
provisions of contract. Assessing the reasonability of rates of non-schedule items required
for completion of the scheme.

• Issuing order for special tests required but not provided in the contract and determining
the costs of such tests which shall be added to the contract price (only with the approval
of client).

• Issuing/approving Technical Specifications if not provided for an item of works in the

construction contract document and similarly, for any change in Technical Specification
of any item of work (only with the approval of client).

• Advising, implementing acceleration measures to reduce delays.

• Examine and recommend the proposals for extension of time for the approval of
Client, if req uired.

• Scrutinize Contractor's claims and advise the Client on the admissibility of the claims.
• Assist the client in taking remedial action to avoid sJippages leading to delay in
completion of works by the contractor and consequent cost overruns.

• Testing and certifying commissioning of the project.

• Providing Checks & super checks of works after their execution.
• Assist in any dispute settlement.
• Report compilation regarding progress of the project.
• Co-ordination with outside agencies, PFC/MoP, or different department, State Govt.,
utility.

• Co-ordination with implementing agency/turnkey contractor and SBPDCL for Pre-

dispatch inspection of materials at manufacturer works. Monitoring of supply chain
such that there is no shortage of matching materials at site and materials are procured
by the contractor in tune with the actual work, for smooth & timely work completion.

• Correspondence with the implementing agency, Out sourced material inspecting agency,
third party inspecting agency, field officers, PFC etc. (only with the approval of client).

• Assistance in calculation related to price variation, taxes and duties etc.

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NIT No: 89/PR/SBPDCL/2015
()!
 • Provide assistance as sub-ordinate to Engineer-in-Charge.
• To ensure compliance of latest guidelines/instructions issued by Nodal Agencies from
time to time.
• Any other work assigned by owner related to projects.
5.1 Supervision of Construction Works

The PMA is responsible for Design Review, Engineering, Bid Process Management,
Construction, Erection/Commissioning, Supervision, Inspection, Testing, Monitoring and
overall Contract Administration ofIPDS works under the following activities:'

• Inspection of material and equipment delivered to site, witnessing tests of material

and equipment to be incorporated in to the works, and review of Guaranteed
Technical Particulars of major materials and drawings prepared by the contractors
and equipment manufacturers and suppliers.
• Supervision, inspection, measurement and control of the quality of construction of the
work and the installation of the equipment to ensure compliance with the drawings
and specification.
• Maintenance of records of progress of the works and the result of Inspections.
• Review of the contractors' safety protection plans and supervision on the
implementation of all safety protection measures.
• Measurement and provision of required certification of works done by the contractors.
• Ensuring the achievement of the satisfactory quality of works under each individual
contract; preparation and issue of payment certificate; and ensuring that measures are
in place to achieve the cost controls.
• Review/certification of the justification for any claims/variation orders and for any
extension of implementation schedule for contract execution with processing of
specific steps for approval.
• Review of/certifying testing of works and materials and that these have been carried
out according to specifications and that any faults/failures are corrected.
• Provision of assistance to the Employer necessary to facilitate takeover and
commissioning of investments, including the quality of equipment and materials
such as distribution transformers, poles, AB cable, conductors and steel, etc. as well
as reviewing verifying 'as built' drawings prepared by the contractors and other
documents which are necessary for the correct operation and maintenance.

5.2 Project Management Support

The PMA shall provide advice and assistance to Owner in the following areas:
• Monitoring of work schedule.
• Risk identification, management and mitigation for technical and financial aspects of
the project.

• Introduction of corrective measures in case of project implementation showing a time

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 lag or cost overrun in project components.
•. Financial management of the project, including project fmancial reporting to SBPDCL
and requests for disbursements.
6.0 REPORTS
6.1 All reports and documents including RFP for appointment of turnkey contractor and
its evaluation prepared by the PMA shall be professionally precise and objective. The
report formats shall be finalized in Consultation with the Client. The PMA shall provide
three copies/sets each of the following reports to Chief Engineer (PROJECT-
I)/Engineer Incharge / Authorized Officer by SBPDCL for work project
Implementation Unit.
);> An Inception Report at the end of first month containing full details of deployment
of office & personnel.
);> Commencement Report within 15 days after commencement of Services.
);> Construction Supervision Manual within 30 days after commencement of Services.
The construction Supervision Manual shall include detailed project procedures for
efficient and time-bound implementation of the project and for progress
monitoring and quality control. This Manual shall be prepared and submitted by
M/s Rodic Consultants Private Limited within one month of the commencement of
the consultancy services.
);> Quality Assurance (QA) Document 30 days after Commencement of Service;
);> Monthly Progress Report by the 5th day of each month;
);> Tour diary of Team Leader fortnightly, which should interalia, indicate the date of
visit, name of work, tests conducted and results thereof.
» Final Report at the completion of services.
» Any report as required by Client at any point of time.
» Weekly Report: to obtain weekly report on the progress of the work from turnkey
Contractor and forward it after duly verified through actual site visit along with comments
to AURANGABAD, BHAGALPUR, KAIMUR, BUXAR, JAMUI, MUNGER, LAKHISARAI,
JEHANABAD, ARWAL, SHEIKHPURA, PATNA, GAYA, BANKA, BHOJPUR, NALANDA,
NAWADAANDROHTASfor necessary action.
» Monthly Report: Mls Rodic Consultants Private Limited will, no later than the 5th of each
month, submit progress report summarizing the component wise progress vis-a-vis targets
» problems encountered (administrative, technical or financial) and recommendations to
overcome,
» expenditure statement,
» variation orders proposed and approved, status of claims or time extensions requested by
Contractors
» status of WORKS,removal of encumbrances, safety precautions and traffic diversion during

NIT No: 89/PR/SBPDCL/2015 QI Page 7 of 20

 ,..---

construction,
~ Status of mobilization/ deployment of men, machineries .
~ the probable requirement of key materials like poles, insulators, conductors and
transformers, etc for next month and their availability at the end of the month
~ Attendance sheet of the key and technical personnel deployed by the PMA in the field etc.
~ Attendance sheet of personnel deployed by turnkey contractor.
~ Quarterly Progress Report: Mjs Rodic Consultants Private Limited will prepare a
comprehensive report summarizing all activities as cited above at the end of each quarter.
~ Contract Completion Report: Mjs Rodic Consultants Private Limited will prepare a
comprehensive completion report for each contract within 30 days of issuance of
Completion Certificate. The report shall summarize all relevant issues pertaining to the
package in the format acceptable to the SBPDCL.
~ Final Completion Report: Mjs Rodic Consultants Private Limited will prepare a
comprehensive final completion report within 30 days after issuance of Completion
Certificate.
6.2 The commencement Report shall contain the details of all meetings held with the client and
the Contractor and decisions taken therein, the resources mobilized by the PMA as well as
the Contractor and the PMA perceptions for the management and supervision of the
project. The Report shall also include the Master Work Programme and Resource
Mobilization for the Work Project.

6.3 The Progress Reports (reports as and when desired by the owner) weekly,
fortnightly, monthly and quarterly shall contain details of all meetings, decisions
taken therein, mobilization of resources (PMA's and the Contractors'), physical and
financial progress and the projected progress for the forthcoming periods. The
Report shall clearly bring out the delays, if any, reasons for such delay(s) and the
recommendations for corrective measures. The Report shall also contain the
performance data for Contractor's plant and equipment. The broad scope of
progress reporting is as given under:
Report on progress of work for each activity stating:
.:. Percentage progress of the activity;
.:. Deviation from the schedule:
.:. Status of the activity (critical, sub-critical):
.:. Status on material procurement and stock:
.:. Cash-flow for each item of works as well as for the total project
.:. Monthly summary of percentage progress: and
.:. Monthly summary of cash flow.
Projections
.:. Monthly projections of percentage progress and
.:. Monthly projections for cash-flow
Critical Activity
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 .:. Report on the progress and status of critical activities;
.:. Change of status from non/sub-critical to critical activity due to slippage;
.:. Statement on slippage and remedial actions taken; and
.:. Effectiveness of the remedial actiones) taken in the previous month.
Review
.:. Review the progress achieved in the previous month and revised schedule, if any: and
.:. Review of any changes required in the schedule due to extraneous reasons beyond the
control of the Contactor.
6.4 The primary objective of the Supervision Manual will be to evolve guidelines for
administration, supervision and management of the project. Such a manual is neither
intended to be a contractual document nor is it to take precedence over the
specifications. The Manual will merely act as a guide and reference to the various staff
in the management and supervision of the project in discharging their duties in a
smooth and systematic manner.
6.5 The Quality Assurance (QA) Document shall be evolved on the basis of the relevant
Internal Standards, other equivalent Standards, BIS publications, approved drawings,
guaranteed technical particulars of Material and recommendations contained in the
widely used international practices on quality of construction materials and
completed works. The document shall contain all relevant data formats for QA and QC
and the acceptance criteria for materials and works. The document shall also contain
the methods for the analysis of quality control (QC) testing.
A soft copy of the all above mentioned reports shall be made available to the
SBPDCL as and when the reports are submitted.
SBPDCL will review the reports submitted by Mjs Rodic Consultants Private Limited,
offer suggestions and modifications, required if any, within two weeks of its submission.
SBPDCL will be the sole authority to accept the reports. SBPDCL shall hold meetings with
Mjs Rodic consultants Private Limited if necessary to discuss the reports.
7.0 TEAMComposition
As per submitted CVwith bid document and qualification cretaria of RFP documents (NIT
N0.-89 jPRjSBPDCLj20 15).

SI.No. Requirement Nos. of Professionals

I. Key Professional-HQ
1 Team Leader 1
2 Contract Manager cum Procurement Specialist 1
3 PSS Expert 1
4 Financial Expert 1
5 IT Manager cum GIS Expert 1
6 Sr. Quality cum-Material Expert 1

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NIT No: 89/PR/SBPDCL/201S
C)/
 7 Design Engineer 1
8 Civil Structure Engineer 1
Total 8
11. Key Professional-Circle
1 Dpty. Team Leader 9
2 Asst. Manager Finance 9
3 Civil Engineer 5
Total 23
Ill. Key Professional-District / Cluster
1 Asst. Project Engineer 17
2 Asst. Material cum Quality Engineer 17
Total 34
IV. Support Staff
1. Office Manager [HQ Team) 1
2. Project Accountant(HQ Team) 1
3. Computer Operator (Cluster and Circle) 26
4. Computer Operator[HQ Team) 2
5. Office Boy[HQ Team) 2
6. Guard(HQ Team) 2
Total 34
Grand Total 99
Note:- Deployment of professionals will be done after obtaining approval from owner.

8.0 Performance Security

8.1 Within 30 days of issuance of the Letter of Award (LOA), the Successful Consultant
shall deliver to the Owner a Performance Security in form of bank guarantee for an
amount equivalent to 5.0% of the Contract value.
A bank guarantee valid till 6 months beyond the completion of the assignment or any
such extended period as desired by the Owner, from the date of issue of LOA in the
prescribed format.

8.2 If the performance security is provided by the successful consultant in the form of a
Bank Guarantee. The Bank Guarantee should be issued by a Nationalised/Scheduled
Bank and acceptable to the Owner.

8.3 If there is delay beyond the specified period in submission of Performance Security,
15days' notice will be given and after which SBPDCL may entail cancellation of letter of
award after giving another 15 days final notice and forfeiting of Earnest Money/bid
guarantee.

8.4 PERFORMANCE CLAUSE

Consultant shall be expected to fully comply with all the provisions of the "Terms of
Reference", and shall be fully responsible for Design Review, Engineering, Construction,
Erection/Commissioning, Supervision, Inspection, Testing, Monitoring and overall
Contract Administration of IPDS works. Any failure of the PMU in notifying to SBPDCL

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 and the Contractor on non- compliance of the provisions of the IPDS Contract
Agreement and other schedules by the Contractor, non-adherence to the provision of
TOR and non- adherence to the time schedule prescribed under TOR shall amount to non-
performance. In case of non-performance, the SBPDCL may be entitled to forfeit the
appropriate amount of Performance Security, as the case may be, on mutually agreed
and genuine pre-estimated compensation and damages payable to the SBPDCL.

8.5 Fraud and Corrupt Practices

The Consultants and their respective personnel shall observe the highest standard of
ethics during the Bidding Process and subsequent to the issue of the LOA and during the
subsistence of the Concession Agreement. Notwithstanding anything to the contrary
contained herein, or in the LOA or the Concession Agreement, the Owner may reject a
Bid, withdraw the LOA, or terminate the Concession Agreement, as the case may be,
without being liable in any manner whatsoever to the Consultant, as the case may be, if it
determines that the Consultant, as the case may be, has, directly or indirectly or through
an agent, engaged in corrupt practice, fraudulent practice, coercive practice, undesirable
practice or restrictive practice in the Bidding Process. In such an event, the Owner shall
be entitled to forfeit and appropriate the Bid Security or Performance Security.

8.6 Suspension

The Owner may, by written notice to the Consultant, suspend in whole or part, the
Services if an event shall have happened and be continuing, in which the Consultant fails
to perform any of its obligations under this Contract, including the carrying out of the
Services.

8.7 Termination and other:-

As per respective RFP.

9.0. PERIODOFASSIGNMENT:
A. Period of assignment for Turnkey contract:-
Period of assignment for Turnkey contract will be 24 months from date of award or
actual closure of project which ever be earlier, subject to circle wise award of work
under IPDS separately based on sanction of project by Nodal Agency.
B. Period of assignment for Project Management Agency
Period of assignment for Project Management Agency shall be upto the closure of all
districts/ projects subject to a maximum tenure of 30 months from the date of award
of work to PMA, i.e. [a] PMA team at HQ - 30 months and (b] PMA team at Electric
Supply Circle and District / Cluster -27 months.

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 Due to unavoidable reasons there may be requirement of some professional for a
period beyond 30 months. An escalation of 10% on awarded monthly remuneration
will be allowed after 30 months and upto 42 months from the date of deployment of
that particular designation of the professional.
In case of exceptional circumstances, if services of some professionals are required
beyond 42 months, then the escalation in monthly remuneration will be on mutually
agreed terms.
Details for Project Management Agency for 17 districts of Bihar under IPDS Scheme:-
[i] Date of award of work to PMA:- Date of issue of LOA to PMA under this NIT
CH)Date of Commencement of services as a PMA
a. PMA team at headquarter common for all districts / projects:- From the date of
award of work to PMA.
b. PMA team at Electric Supply Circle /Districts / Projects awarded to turnkey
contractors:- From the date of award of district/ project to corresponding turnkey
contractors.
Note:- Scope of Districts/ projects under PMAshall be the districts / projects which
are awarded within 09 months from date of issue of LOA to PMA under
present NIT.
CHi)Tenure of PMA:-
a. PMA team at headquarter common for all districts / projects:- The period of
services shall be till closure of all districts / projects subject to a maximum tenure of
30 months from the date of award of work to PMA.
b. PMA team at districts / projects awarded to turnkey contractors:- The period of
services shall be till closure of the district / project subject to a maximum tenure of 27
months from the date of commencement of services.
Due to unavoidable reasons there may be requirement of some professional for a
period beyond 30 months. An escalation of 10% on awarded monthly remuneration
will be allowed after 30 months and upto 42 months from the date of deployment of
that particular designation of the professional.
In case of exceptional circumstances, if services of some professionals are required
beyond 42 months, then the escalation in monthly remuneration will be on mutually
agreed terms.
In case of termination /short closure of any turnkey project due to unavoidable
reason, the Manpower deployed by PMA in the corresponding project / district will be
withdrawn after preparation of closure report.

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NOTE:- Minimum manpower to be deployed by PMA per district is defined in this NIT.
. However, the owner reserves the right to shift manpower from one
district/project to another district/project/ head quarter as per work
requirement for which the decision of the owner shall be final.
10.0. TERMSOF PAYMENT:

A. PAYMENTSTO THE PROJECTMANAGEMENT

AGENCYfor providing services for
implementation of IPDS

The payment to the agency for the performance of the contract will be made by Sr.
manager (F&A) South Bihar Power Distribution
I Co. Ltd., Patna as per the conditions
specified hereunder. The final payment will be made on completion of all works and
on fulfilment by the agency of all his liabilities under the contract. The PMA is
required to submit invoices as per relevant clause of RFP document.

Following conditions will apply for tenure of PMA:-

10.1 Advance Payment (Optional):- *
Payment of 15 % (fifteen percent) of the contract value (Le. awarded percentage
cost of the total project cost district /Project wise) as interest bearing mobilization
advance shall be released to the Agency in the following manner:-
(i) 1st installment of 5 % of the total estimated/ sanctioned cost as mentioned in
the tender will be released after execution of Agreement by the PMA [on submission
of an irrevocable Bank Guarantee issued by any Nationalised Bank/ Scheduled bank
equivalent to the advance amount) which shall be kept valid till 42 months from the
date of issue of LOA to PMA.
(ii) Balance 10 % of the awarded cost of the district/ project will be
released district wise/ project wise after date of award of the concerned district/
project [on submission of an irrevocable Bank Guarantee issued by any
Nationalised Bank/ Scheduled bank equivalent to the advance amount which shall
be kept valid till 42 months from the date of issue of LOA to PMA].
Note:-(i) Excess/lesser paid amount against 1st installment of mobilization advance
against based of the actual award cost of the projects will be recovered / paid
to the PMA within 3 months from award of the district/ project. In case of
excess payment, the excess amount will be returned with interest by the PMA
or it will be recovered one time from all the running bills of PMA of any
districts/ projects till recovery of excess amounts paid in form of mobilization
advance is done.

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 (ii) The submitted BG against mobilization advance shall be released after
adjustment of principal and interest on prorata basis from successive bills
once in three month.
The Advance Payment for the contract value shall be paid as an interest
bearing advance on presentation of the following documents:
1) PMA's detailed invoice
2) Execution of the agreement by the PMA.

* This payment is an optional payment. The PMA has the option of taking the
interest bearing advance or otherwise.
In case, the PMA opts for this interest bearing advance payment, the same shall be
paid to the PMA on fulfilment of above conditions and interest on monthly
outstanding amount of mobilization advance will be charged considering the rate
of interest as per the State Bank Prime Lending Rate (PLR) prevailing as on thirty
(30) days prior to Bid Opening date. The monthly outstanding amount for the
purpose of calculation of the interest shall be worked out at the end of each
calendar month against the progressive payment for the work done as per clause
no. 10.1 .2 below.
In case, the PMA opts not to take interest bearing advance as above, it would be
mandatory for him to submit the documents listed at para 10.1 above within thirty
(30) days of issuance of Notification of Letter of Award.

10.1.2 Progressive Payment:-

An interim payment of80% (eighty percent) of the contract value shall be made on
pro rata basis on the basis of value of admitted invoices of the PMA , duly verified and
admitted by the Engineer-in-Charge and countersigned by the concerned Electrical
Superintending Engineer of Electric Supply Circle or officer authorized by SBPDCL after
deduction / adjustment of the Mobilization advance and interest on pro rata basis subject
to submission of following documents for proportionate deduction :-
a. Certification of attendance of PMA.
b. Evidence of fixed expenditure on supporting staff, transportation, PMA's office
administrative expenses etc.
In case, the PMA opts not to take interest bearing advance then this payment shall be
95% instead of 80%. In case the PMA opts to take interest bearing advance, after
adjustment of principal and interest the interim payment limit will increase to 95%
instead of 80%.
10.1.3 Balance Payment:-
The balance 5 % of the contract value shall be paid after 3 (three) month of final project
completion/closure.
Performance BG of PMA will be returned after 6 (six) months of final project completion/
acceptance of closure by nodal agency.
The above retention amount may be released on request of PMA against submission of
Bank guarantee of equivalent amount which will be valid upto three months beyond
completion and taking over of the project. Bills shall be submitted for such payments only
once in three months.

NIT No: 89/PR/SBPDCL/2015 w Page 14 of 20

10.1.4 Service taxes:-
Service taxes will be reimbursed on actual basis on submission of documentary evidence.
10.1.5 Penalty for deficiency in Services
A.Penalty for inadequacy in Manpower:-
(i) In case the designated professional of PMA as per the contract is not deployed /
absent for a period of up to fifteen (15) days continuously or in a month without
sanction of leave other than the applicable I allowed leave proportionate
deduction of monthly quoted remuneration will be made from admitted bill of
PMA.
(ii) In case the designated professional of PMA as per the contract is not deployed /
absent for a period of more than fifteen (15) days and up to forty five (45) days
without sanction of leave other than the applicable / allowed leave, apart from
proportionate deduction of monthly quoted remuneration, an additional penalty
equivalent to 50 % days of absence based on monthly quoted remuneration will be
deducted from admitted bill of PMA (Le. proportionate deduction of 1.5 times of
awarded rate of such professionals).
(iii) In case the designated professional of PMA as per the contract is not deployed /
absent for a period of more than forty five (45) days, apart from proportionate
deduction of monthly quoted remuneration, an additional penalty equivalent to
days of absence based on monthly quoted remuneration will be deducted from
admitted bill of PMA (Le. proportionate deduction of 2 times of awarded rate of
such professionals).
(iv) If such kind of action as per clause 10.1.S.A. is repeated by PMA more than twice in
a month, suitable necessary action may be taken including termination of the
contract, forfeiture of BG etc.
Clause 10.1.5 is applicable for the entire manpower (personnel) provided by the
PMA whether it is deployed at headquarter or circle or district/cluster.
For purposes of computing penalty on period of absence, it shall be calculated on a
calendar-day basis for period absent from the project (one day being equivalent to
1/30th of a month).

C. Penalty for inadequacy in office, vehicle and other facilities :-

In case of insufficient office facilities and inadequate vehicles proportionate
deductions will be done as per the rates quotes. Any other deduction necessitated
will be done as per available rates of SBPDCL/state govt. .
10.1.6 Currency of Payment
All payment will be made in INR(Rs.).

11.0 Taxes and duties

M/s Rodic Consultants Private Limited are responsible for payment of all taxes and
duties as applicable. SBPDCL shall reimburse only service tax on production of
proof of payment of service tax.

NIT No: 89/PR/SBPDCL/2015 w Page 15 of 20

 12.0 Summary of Cost for services and facilities
12.1 T C ·th f
SI. Nos. of No. of
No.
Requirement Profession Rate (INR)* Man Sub-Total
als month
I. Key Professional-HQ
1 Team Leader 1 2,00,170.00 30 60,05,100.00
Contract Manager cum
2 1 2,20,187.00 30 66,05,610.00
Procurement Specialist
3 PSS Expert 1 70,060.00 30 21,01,785.00
4 Financial Expert 1 1,60,136.00 30 48,04,080.00
5 IT Manager cum GIS Expert 1 70,060.00 30 21,01,785.00
6 Sr. Quality cum-Material Expert 1 1,20,102.00 30 36,03,060.00
7 Design Engineer 1 1,00,085.00 30 30,02,550.00
8 Civil Structure Engineer 1 70,060.00 30 21,01,785.00
Sub-Total 8 240 3,03,25,755.00
11. Key Professional-Circle
1 Dpty. Team Leader 9 79,015.00 243 1,92,00,730.00
2 Asst. Manager Finance 9 79,015.00 243 1,92,00,730.00
3 Civil Engineer 5 69,138.00 135 93,33,657.00
Sub-Total 23 621 4,77,35,117.00
Key Professional-
Ill.
District/Cluster
1 Assistant Project Engineer 17 45,432.00 459 2,08,53,426.00
Asst. Material-cum-Quality
2 17 45,432.00 459 2,08,53,426.00
Engineer
Sub-Total 34 918 4,17,06,851.00
IV. Support Staff
1 Office Manager(HQ Team) 1 30,026.00 30 9,00,765.00
2 Project Accountant(HQ Team) 1 24,020.00 30 7,20,612.00
Computer Operator (Cluster
3 26 23,705.00 702 1,66,40,676.00
and Circle)
4 Computer Operator(HQ Team) 2 24,020.00 60 14,41,224.00
5 Office Boy(HQ Team) 2 13,011.00 60 7,80,663.00
6 Guard(HQ Team) 2 13,011.00 60 7,80,663.00
Sub-Total 34 942 2,12,64,603.00
Grand total 14,10,32,327.00

NIT No: 89/PR/SBPDCL/201S

\V Page 16 of 20
Le
12.2 Transportation (Fixed rate on rental basis)
The vehicle provided by the consultants shall include the cost for rental, drivers,
operation, maintenance, repairs, insurance etc. for all complete approx. 3000 km/month
run
S.No. Description of Vehicles Qty. (No. of vehicle-month) Rate/Vehicle- Amount(INR)
Month(INR)*
During During
Construction Development
Period andO&M
Period

1 4 Wheelers (Tata 762 55,000.00 4,19,10,000.00

Sumo/Bolero or better
SUV)(2 for HQ+ 1 for
circle+ 1 for district)
2 2 Wheeler (2 for HQ + 1 1221 8,000.00 97,68,000.00
for circle + 2 for district)
Total 5,16,78,000.00

12.3 Head Quarter (1000 SQ. Feet) and Office Running Expenses
The rent cost includes electricity and water charges, maintenance, cleaning repairs, etc.
complete.
-

Nos. of Months Rate/Month Amount

(INR)* (INR)
30 80,000 24,00,000.00
Total 24,00,000.00

Office Supplies, Utilities and Communication (Fixed Costs) at Patna

No. Item Months Monthly Rate Amount (INR)
(INR)*
1 Office Supplies + Reports 30 8,000.00 2,40,000.00
2 Drafting Supplies 30 8,000.00 2,40,000.00
3 Computer Running Costs 30 8,000.00 2,40,000.00
4 Domestic and International 30 _ 8,000.00 2,40,000.00
Communication
Sub Total 9,60,000.00

NIT No: 89/PR/SBPDCL/2015

cV Page 17 of 20
~ 12.4 Furniture/Equipment and Office Running
No. Item No. of Office Rate (INR)* Amount(INR)
1 At Patna (Furniture/Equipment) 1 15,00,000.00 15,00,000.00
2 At Circle (Furniture/Equipment) 9 1,50,000.00 13,50,000.00
3 Office Running-Circle Office 9 2,70,000.00 24,30,000.00
4 At Cluster(Furniture/Equipment) 17 1,50,000.00 25,50,000.00
5 Office Running-Cluster 17 2,70,000.00 45,90,000.00
Sub Total 1,24,20,000.00

* The above rate is without service tax. The service Tax will reimbursable on actual basis on
production of proof of payment of service tax.
13.0 Responsibilities of professional
Individual responsibilities of professional are enclosed as Annexure.
14.0 Hours of Work for professional
The Consultants personnel and all other Professional/Sub Professional/Support Staff /
Sub-Consultancy personnel shall work 6 days (Mondays through Saturday) every week
and observe the Gazetted Holidays of Government of India as Holidays. The Consultant
shall work as per the work program of the concessionaire. In this context in case the work
plan of the Consultant needs suitable modifications, the same shall be carried out and
submitted to the client for consideration. The Consultants hours of work normally shall
match with that of Contractor's activities on the site. No extra remuneration shall be
claimed or paid for extra hours of work required in the interest of Project completion.

15.0 Actual Payment

The payment to M/s Rodic Consultants Private Limited shall be made as per actual
executed contract value in anticipation of release of instalments by PFC & State Govt.
16.0 Authorisation for Payments:
M/s Rodic Consultants Private Limited shall submit bills / invoice in four copies duly
verified by Engineer -in-charge and countersigned by ESE of concerned circle/ ESE of H.Q.
Project for payment along with related documents to Chief Engineer (Project-I), SBPDCL,
Patna.. The field offices will submit the verified bill through concerned Electrical
Superintending Engineer to CE (Project-I).
17.0 Payin~ Authority:
The Senior Manager (F&A) SBPDCL, Patna will be the Payment Authority. Taxes, as
applicable, will be deducted at source by the Paying Authority from the Bills/Invoices of
PMA as per Rules.
18.0 Taxes & Duties:
M/s Rodic Consultants Private Limited are responsible for payment of all taxes and duties
as applicable.

NIT No: 89/PR/SBPDCL/2015 cV Page 18 of 20

19.0 Contract Agreement
M/s Rodic Consutants Private Limited has to enter into a Contract Agreement with the
SBPDCL in prescribed format on Non Judicial Stamp Paper of Rs. 1000.00 as per General
Conditions of Agreement under RFP and other Conditions attached with the tender
specification. Contract Agreement format is enclosed in RFP.
20.0 Jurisdiction
The contract Agreement shall be governed by and interpreted in accordance with the laws
of India. The contract Agreement has been entered into in the State of Bihar and its
validity, construction, interpretation and legal effect shall be to the exclusive jurisdiction
ofthe courts in Patna. No other jurisdiction shall be applicable.
21.0 This Letter of Award is subject to compliance of all the terms and conditions indicated in
RFP Identification No. 89/PRISBPDCL/2015.
22.0 Any work, deliverables not specifically mentioned in scope of work in RFP but necessary
for the project shall have to be done by M/s Rodic Consultants Private Limited at no extra
cost to SBPDCL.
23.0 In case of any typographical mistake, error & omission, ambiguity, SBPDCL's
interpretation will be final.
24.0 The PMA shall ensure that the name of SBPDCL does not appear in any of its
advertisements, product demonstrations, sales promotion schemes, or any publicity
initiatives, without obtaining explicit written permission of SBPDCL. In this regard.
SBPDCL, however, reserves the right to reject any such request made by bidder.
25.0 Subletting of contract not allowed.
26.0 Terms & Conditions not covered in the foregoing paragraphs shall be guided by the bid
documents along with amendments & pre-bid clarifications and the same shall form the
part of LOA. In case, any error is observed in the LoA on a future date, the same shall be
rectified as per terms of the NIT. Owner's interpretation of the terms & condition of the
RFP document shall be final and binding on the PMA.
27.0 Please acknowledge the receipt of the order and execute the agreement immediately after
deposit of Security I Performance Guarantee as indicated in the LoA.

NIT No: 89/PR/SBPDCL/2015 \}t Page 19 of 20

Memo no. Date:- d~ 1\\-6
'°7
Copy forwarded to Director (Project),SBPDCLj TS to CMD,BSPHCLjOSD to MDJJPDCL
for information. /7."Y\'\ ~ ~8"Le:.
. 0-"
P.K.GoviI)
Chief Engineer (Project-I)

Memo no. tor- Date:~ qcn !) \ S

O

Copy forwarded to DGM(Finance), SBPDCLj Sr. Manager (F&A),SBPDCLj GM(HR),

SBPDCLj Resident Audit Officer ,BSPHCL for information and necessary actio~.-

~~
.K.GoviIJ
Chief Engineer (Project)

Memo no. IDr Date:- .iof I ) \-b

Copy forwarded to Electrical Superintending Engineer, Electric Supply Circle PESU(W)j
PESU (E)j Mungerj Bhagalpurj Patnaj Bhojpurj Sasaramj Nalandaj Gaya for information and
necessary action.
~,e.
fl....
···
..
···~~
"-
.K.Govil)
Chief Engineer (Project-I)

Memo no. )0r- Date:- q 5tot1i-b

Copy forwarded to Electrical Executive Engineer Project, PESU(W)j PESU (E)j Patnaj
Gayaj Aurangabad j lehanabad/ Arwalj Mungerj JamuijSheikhpurajLakhisaraijRohtasj
Kaimur j Bhagalpur j BankajNalandajNawadaj ArajBuxar for information and necessary action.

,,~~Jo
(P.K.Govil)
Chief Engineer (Project-I)

NIT No: 89/PR/SBPDCL/2015 Page 20 of 20