1

Bihar School Examination Board

Sinha Library Road, Patna -17.

`STANDARD CONTRACT DOCUMENTS

Data Collection work by third party, of the Institutions Imparting
+2/secondary Level education in recognized/recommended colleges from
erstwhile Bihar Intermediate Education Council (repealed) and affiliated
colleges /schools from Bihar School Examination Board.

DISTRITCS CONCERN of BIHAR















2

Bihar School Examination Board

Concern District ..

_________________________________________________________
Documents for submission of Express of Interest/BID for Data
Collection work by third party of the Institutions Imparting
+2/secondary Level education in recognized/recommended
colleges from erstwhile Bihar Intermediate Education Council
(repealed) and affiliated colleges /schools from Bihar School
Examination Board.

M/s
_______________________________________________
Registered Address_______________________________________
_______________________________________________________
on date_________________ Time __________

Signature of issuing
Officer
_________________________________________________________



Pre conference meeting 22.05.2013 12.00 hrs.
Last Date of issue 31.05.2013 17.00 hrs.
Date of Receipt & time 17.06.2013 12.00 hrs.
Date of Opening of offer 17.06.2013 16.00 hrs.
(Technical proposal)


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BIHAR SCHOOL EXAMINATION BOARD




SL.NO ACTIVITIES PAGE NO.
1
NOTICE FOR EXPRESSION OF
INTEREST
4
2
DISRTICTWISE TENTATIVE BID
SECURITY DEPOSIT ON VALUES OF
THE WORK
5
3 LETTER OF INVITATION 6-11
4 ANNEXURE A (TOR) 12-19
5
ANNEXURE B (SUPLEMENTARY
INFORMATIONS FOR CONSULTANTS)
20-23
6 FORMS (F-1 to F-7) 24-31
7
ANNEXURE C (PRESCRIBED
FORMAT)
32-37
8
ANNEXURE D (MANUAL FOR
FILING THE PRESCRIBED FORMAT )
38-39







INDEX

4

BIHAR SCHOOL EXAMINATION BOARD,
EXPRESSION OF INTEREST
Invitation for Expression of Interest from registered
AGENCIES/COMPANIES/INSTITUTIONS/FIRMS for Data Collection work
by third party, of the Institutions Imparting +2/secondary Level
education in recognised/recommended colleges from erstwhile Bihar
Intermediate Education Council (repealed) and affiliated colleges
/schools from Bihar School Examination Board.

In order to ensure quality in +2/secondary Level educational Institutions recognized/affiliated by the
Erstwhile Bihar Intermediate Education Council (Repealed)/ Bihar School Examination Board, proposals
are invited from Interested Registered Agencies/Companies/Institutions/firms having technical
expertise and trained man power to collect data in prescribed format given by the Board to evaluate
the physical infrastructure, man power etc of the recognized/affiliated colleges/schools spread in all
the districts of the State of Bihar numbering 1296 (approx) which may be increased/decreased

The word registered agency implies the legal entity/tendering agency/companies/institutions/firms in
the field of the work under context, comply with eligibility criteria of TOR and registered with
Government Departments/Government Corporations/Nationally recognized Councils/registered under
any statute.

The proposal is required to be submitted in two parts (1) Technical Proposal (2) Financial Proposal.
These proposals are to be submitted in two separate sealed envelopes. Details of the Standard
Contract Documents for Data Collection work by third party, of the Institutions Imparting
+2/secondary Level education in recognised/recommended colleges from erstwhile Bihar Intermediate
Education Council (repealed) and affiliated colleges /schools from Bihar School Examination Board are
available on website: www.biharboard.net

The request for proposal containing the Terms of Reference (TOR) and eligibility criteria etc will be
made available in the office of the Secretary, Bihar School Examination Board, Sinha Liabrary Road,
Patna -17, on payment of Rs.1000/- (Rs One Thousand Only) per set from 20.05.2013 to 31.05.2013
between 11:00 A.M. to 5:00 P.M. excluding holidays. The Agencies/Companies/Institutions/firms
intending to submit their proposal have the option of down loading the same free of cost for
submitting their proposal from www.biharboard.net with condition to pay the document cost @
Rs.1000/- (Rs One thousand Only) in addition to earnest money demand at the time of their final
proposal.

Document for Request for Proposal must be submitted to the Secretary, Bihar School Examination
Board, Sinha Liabrary Road, Patna -17. on or before 12:00 Hrs. on 17.06.2013 and technical proposal
will be opened on 17.06.2013 at 04.00 PM.
Secretary, Bihar School Examination Board, reserves all rights to reject any or all the tenders
without assigning any reason.
(SD/-)
Secretary
Bihar School Examination Board,
Sinha Library Road, Patna-1.

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BIHAR SCHOOL EXAMINATION BOARD
DISTRICTWISE DETAILS OF THE
RECONGNISED/RECOMMENDED/AFFILIATED -
COLLEGES/SCHOOLS FOR

EARNEST MONEY DEPOSIT (EMD)
SL.
No.
Name of
Districts
Nos of
Recognised
Colleges
Nos of
Recomend
ed Colleges
Nos of
Recognised/
Affiliated
Schools
Total Total
EMD
1 Patna 19 7 52
78 78000
2 Bhabua 6 1 16
23 23000
3 Buxar 6 * 18
24 24000
4 Nalanda 15 3 44
62 62000
5 Rohtas 11 1 29
41 41000
6 Bhojpur 9 4 24
37 37000
7 Gaya 14 4 47
65 65000
8 Nawada 7 2 23
32 32000
9 Aurangabad 13 3 23
39 39000
10 Jehanabad 7 1 12
20 20000
11 Arwal 1 1 16
18 18000
12 Muzaffarpur 16 6 18
40 40000
13 Vaishlai 16 4 36
56 56000
14 Sitamarhi 10 2 11
23 23000
15 W.Champaran 5 2 13
20 20000
16 E.Champaran 14 8 40
62 62000
17 Shiohar 2 * 2
4 4000
18 Chapra 21 4 33
58 58000
19 Siwan 18 7 36
61 61000
20 Gopalganj 8 2 29
39 39000
21 Darbhanga 13 * 23
36 36000
22 Madhubani 28 1 15
44 44000
23 Samastipur 27 3 35
65 65000
24 Saharasa 6 2 13
21 21000
25 Supaul 12 2 8
22 22000
26 Madhepura 15 6 20
41 41000
27 Purnia 8 2 18
28 28000
28 Araria 10 1 5
16 16000
29 Kishanganj 4 1 6
11 11000
30 Katihar 5 1 5
11 11000
31 Bhagalpur 14 2 20
36 36000
32 Banka 11 1 15
27 27000
33 Munger 11 3 14
28 28000
34 Lakhisarai 3 * 14
17 17000
35 Sekhpura 6 * 9
15 15000
36 Jamui 7 1 13
21 21000
37 Khagaria 3 1 17
21 21000
38 Begusarai 17 2 15
34 34000
TOTAL 418 91 787 1296
1296000
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LETTER OF INVITATION

Subject

Data Collection work by third party, of the Institutions Imparting
+2/secondary Level education in recognised/recommended colleges from
erstwhile Bihar Intermediate Education Council (repealed) and affiliated
colleges /schools from Bihar School Examination Board.









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Bihar School Examination Board,
Sinha Library Road, Patna -17

LETTER OF INVITATION

Dear Sir,

Subject: Data Collection work by the third party, of the Institutions
Imparting +2/secondary Level education in
recognised/recommended colleges from erstwhile Bihar
Intermediate Education Council (repealed) and affiliated
colleges /schools from Bihar School Examination Board.

1) You are hereby invited to submit technical and financial proposal for
Data Collection work by third party, of the Institutions Imparting
+2/secondary Level education in recognised/recommended colleges
from erstwhile Bihar Intermediate Education Council (repealed) and
affiliated colleges /schools from Bihar School Examination Board.

2) The applicants will be any registered
Agency/Companies/Institutions/Firms (herein after referred as
consultant firms) having technical expertise and trained man power,
to collect data in prescribed format given by the Board to evaluate
the physical infrastructure, man power etc of the Institutions
Imparting +2/secondary Level education, recognised/recommended
colleges from erstwhile Bihar Intermediate Education Council
(repealed) and affiliated colleges /schools from Bihar School
Examination Board spread all over the Bihar, numbering (approx)
1296 which may be increased/decreased.

3) The word registered agency/companies/institutions/firms implies the
legal entity/tendering agency/companies/institutions/firms in the
field of the work under context, comply with eligibility criteria of TOR
and registered with Government Departments/Government
Corporations/Nationally recognized Councils/registered under any
statute.

4) The following documents are enclosed to enable you to submit your
proposal :
a) Terms of reference (TOR) (Annexure-A)
b) Supplementary information for consultant, (Annexure-B)
c) Forms (F-1 to F-7)
d) Prescribed format (Annexure C)
e) Manual for filling prescribed format (Annexure D)

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5) In order to obtain first hand information about the assignment, if it is
considered desirable an authorized representative of the consultant
firms could meet the Secretary, Bihar School Examination Board ,
Sinha Library Road, Patna -17, before submission of proposal to get
acquainted about the details informations.

6) A pre- proposal conference open to all prospective consultant firms
will be held on 22/05/2013 at 12.00 hrs in the conference hall
of Bihar School Examination Board, Sinha Library Road, Patna.
The right to change the date and time of the pre proposal meeting,
without assigning any reason is reserved with Secretary, Bihar School
Examination Board, Sinha Library Road, Patna -17. The Change in
date and time, if any, will be communicated accordingly. The
prospective consultant will have an opportunity to obtain clarification
regarding the scope of the work, terms of the reference, contract
conditions and any other pertinent information.

7) The submission of the proposals: The proposals should be
submitted in two parts viz., Technical and Financial and should follow
the instruction given in the form TOR and Supplementary
Information for the Consultants.

8) The Technical and Financial Proposals must be submitted in
two separate sealed envelopes (with respective marking in the bold
letters) following the formats/ schedules given in the supplementary
information for consultants.

a. The first envelope marked Technical Proposal should
include the detail description of the consultant firm, general
experience in the field of assignment, the qualification and
competency of the personnel proposed for the assignment and
the proposed work plan methodology and approach in response
to suggested terms of reference and demand draft towards
Standard Contract Document for Rs 1000/- (Rs one thousand
Only) of any Nationalized Bank(s) in favor of Secretary Bihar
School Examination Board, Payable at Patna.

b. The first envelop i.e. Technical proposal should not
contain any cost information whatsoever. The second
envelop marked Financial Proposal must also be sealed
with sealing wax and initialed twice across the seal and should
contain the detailed price offer for the consultancy services.

c. The interested consultant firms should provide Fees required by
them for above mention assignment including TA/DA and other
expenditure (inclusive of all applicable taxes) for each
college/school

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d. Both the sealed envelopes should again be placed in sealed
cover, which will be received in the office of the Secretary
Bihar School Examination Board, Sinha Library Road,
Patna -17 not later than 17.06.2013 12.00hrs.

9) Opening of proposal
The proposal in the first envelope i.e. Technical Proposal
will be opened by the Secretary, Bihar School Examination
Board , Sinha Library Road, Patna -17, in his office on
17.06.2013 at 04.00 PM. in presence of such consultants or
their authorized representative who may choose to be present
on 17.06.2013 at 04.00 PM It may please be noted that the
second envelop containing the detailed price offer will
not be opened until technical evaluation has been
completed and the result approved by Secretary Bihar
School Examination Board, Patna. The date and time of
opening of second envelop will be communicated accordingly.

10) Evaluations
A two-stage procedure will be adopted in evaluating the
Technical proposal prior to opening of financial
proposal.

The criteria for evaluation of Technical Proposal are.
a. The consultants relevant experience for the assignment.
b. The quality of the methodology proposed and
c. The qualifications and experience of the key staff proposed for
the assignment.
d. The details process of evaluation is described here below:-

11) Technical proposal scoring not less than 60% of the total
points will only be considered for financial evaluation.

Those consultants whose proposal did not meet the minimum
qualifying mark or were considered un responsive to the letter
of Invitation and Terms of Reference, indicating that their
financial proposals will be returned unopened after completing
the selection process. The Board shall simultaneously notify
consultants that have secured the minimum qualifying marks,
indicating the date and time for opening of financial proposals.
The notification may be sent by the registered letter, cable,
telex, facsimile or electronic mail.

12) The Financial proposal of those, whose technical proposal
have been found fit shall be opened publicly in the presence of the
consultant or his authorized representatives. The name of consultant,
the marks scores, and the proposed price shall be read aloud and
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recorded when the financial proposals are opened. The Board shall
prepare minutes of technical and financial proposal opening.

The evaluation committee / review committee will announce
whether the financial proposals are complete or not? Incomplete,
incorrect and vague financial cost proposals will be rejected and the
decision of evaluation committee will be binding on all the bidders.

13) Please note that Secretary, Bihar School Examination Board,
Sinha Liabrary Road, Patna -17, is not bound to select any of the
agency/companies submitting proposals. He keeps all the right to
reject any or all proposals without assigning any reason. He may also
select more than one consultant to complete the project within
stipulated time.

14) The financial proposal should be as per format F 6 and a details
estimate of cost based on Man Months of services required for the
assignment may be asked by the secretary Bihar School Examination
Board if found necessary to justify the L-1 from all the candidates
successful qualifying the Technical proposal.

15) Your proposal has to be valid for 90 days from the date of submission
without changing the personnel proposed for the assignment and your
proposed price. This validity can be extended further more by 60 days if
asked by Secretary, Bihar School Examination Board, Sinha Liabrary
Road, Patna -17.

16) Please note that the cost of preparing a proposal and of discussions
including visits to Secretary, Bihar School Examination Board , Sinha
Liabrary Road, Patna -17, if any, is not reimbursable.

17) Assume that the contract can be satisfactorily concluded within 45
days from the date of awarding contract.

18) We wish to remind you that any kind of consortium, Joint-venture ,
will not be eligible to participate in bidding.

19) Joint ventures/sub letting and/or any other arrangement for
execution of work between awarded
agency/companies/institutions/firms after awarding contract also not
permitted.

20) Please note that the remuneration, which you receive from the
contract, will be subjected to normal tax liability in India. Kindly
contact the concerned tax authorities for further information in this
regard if required. It will be the entire responsibility of the
consultant to clear all dues of taxes. The Tax at source as deemed fit
will be recovered from the Bills.
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21) In case of no Consultant Firms turn up in response of
Advertisement by the board for any particular district, then on the L1
tenderer will be asked to do the works of that district, in case of
refusal by L1 to do so then L2 tenderer will be requested to do the
work of that district on L1 quoted approved rate. This process will be
followed for all the technically qualified tenderer.

Yours faithfully,
SD/-
(Secretary),
Bihar School Examination Board,
Sinha Liabrary Road, Patna -17,

Enclosures;

1. Terms of Reference (Annexure A).
2. Supplementary Information to Consultants (Annexure B).
3. Form (F-1 to F-6)
4. Prescribed format (Annexure C)
5. Manual for filling prescribed format (Annexure D)
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TERMS OF REFERENCE (TOR) FOR DATA COLLECTION WORK BY
THIRD PARTY, OF THE INSTITUTIONS IMPARTING +2/SECONDARY LEVEL
EDUCATION IN RECOGNISED/RECOMMENDED COLLEGES FROM
ERSTWHILE BIHAR INTERMEDIATE EDUCATION COUNCIL
(REPEALED) AND AFFILIATED COLLEGES/SCHOLLS FROM BIHAR
SCHOOL EXAMINATION BOARD.

Terms of reference (TOR) comprises of:-
1) BACK GROUND
2) SCOPE OF WORK
3) ELIGIBILITY CRITERIA
4) PROCESS OF APPLICATION
5) SELCETION PROCESS
6) AUTHORITIES TO WHOM THE REPORTS ARE TO
BE SUBMITEED
7) STAGES OF DEPOSITS AND PAYMENTS
8) SCHEDLE FOR COMPLETION OF ASSIGMENT
9) PAYMENT SCHEDULE
10) PENALTIES CLAUSE
11) INPUT FROM BIHAR SCHOOL EXAMINATION
BOARD.
12) COMMITTEE AND PROCESS
13) GENERAL REQUIRMENTS








ANNEXURE A (TOR)

13


Annexure-A

TERMS OF REFERENCE FOR CONSULTANCY SERVICES FOR DATA
COLLECTION WORK BY THIRD PARTY OF THE INSTITUTIONS
IMPARTING +2/secondary Level EDUCATION IN
RECOGNISED/RECOMMENDED COLLEGES FROM ERSTWHILE BIHAR
INTERMEDIATE EDUCATION COUNCIL (REPEALED) AND
AFFILIATED COLLEGES/SCHOOLS FROM BIHAR SCHOOL
EXAMINATION BOARD.

1. BACK GROUND
a) The Bihar School Examination Board is set up by an Act of
Bihar Govt. to regulate the secondary and higher secondary
level examination in the State of Bihar. In exercise of power
vested in the Board, the Board time to time
recognized/recommend and affiliates the various
colleges/schools to impart the +2/secondary Level education
based on the guidelines and rules framed for that.

b) To improve the quality of +2/secondary Level educations, the
Board wants to collect data through third party in prescribed
format in respect of the basic infrastructure owned, man power
deployed and used by those institutions at present for
imparting +2/secondary Level educations.

c) The scope under this TOR is restricted only up to collection of
data from various institutions on prescribed format (as per
annexure C) as allotted to respective consultant.


2. Scope of Work to be achieved by Third Party Consultant

a. The overall scope of the proposed data collection work would
be to collect data in prescribed format with all required certified
supporting documents as mentioned in the said prescribed
format (Annexure C) duly signed by the Chairman/Secretary of
the Trust/Society/institutions along with principal of concern
college/school, counter verified and signed by the consultant
firm.

b. The consultant firms must ensure that all column/ field of
prescribed format must be filled and duly signed in the manner
given in manual for filling prescribed format (Annexure D), in
any case blank field will be treated as incomplete work and will
not be consider for evaluation and in that case the concerned
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selected consultants has to re visit the said institution to
obtain the required information at no extra cost.

c. The selected consultants has to visit the institution according to
route program duly approved by the Secretary, Bihar School
Examination Board at least 7 days before the proposed visit
date.

d. The agency has to designate one of his officer as Project In
charge, whose office address, contact number, email id has to
be given to Board, and any information given on said address,
phone/email id will be treated to proper communication to said
agency/companies.

e. The agency/companies has to inform the Board about the
progress of work in prescribed format (Form F - 7) weekly and
a scan copy of said progress report has to be send through
email at secybseb@gmail.com and hard copy has to be
submitted with secretary Bihar School Examination Board,
Sinha Library Road, Patna -17.

f. After collection of Data in prescribed format (Annexure C) The
Consultant firms has to send the scan copy of Annexure C
along with certified supporting document attach with Annexure
C, completed in all respect and duly signed as mentioned in
Para b above through email at secybseb@gmail.com within 5
working days from the date of data collection.

g. The board will prima-facie evaluate the scan copy of Annexure
C within 7 working days and will inform the concerned
consultants within 7 working days from the date of receiving
the data on email, about any kind of error etc and accordingly
could accept or reject the Annexure C along with attach
supporting documents .

h. In case of prime-facie rejection of prescribed format/supporting
document the concerned consultant firms has to re-collect the
data in fresh format as per this scope of work and re send the
scan copy through mail until the Prescribed format (annexure
C) and supporting document will be prima-facie approved by
the Board.

i. Once the Board approved the said format along with supporting
document the concerned consultant firms has to submit the
hard copy with the secretary Bihar School Examination Board,
Sinha Library Road, Patna -17, by hand delivery within 10 days
from the date of final approval.

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j. The agency/companies has to provide the Board the list of
personnel deployed by them to collect the data in the
prescribed Form F-3).

k. The agency/companies must ensure that the personnel
deployed by them must hold their Identity card issued by the
concerned Consultant firm along with authorization letter
before visiting the said institutions/colleges/schools and hand
over the authorization letter to the principal officer of the said
institutions and must kept a receiving copy of said letter.

l. In case of any difficulties, non co-operation, if any, faced by
the selected consultant firms in respect of data collection work,
he has to inform the board immediately over phone at 0612-
2222726/2227586 and by email at secybseb@gmail.com /fax
at 0612-2234670

m. The payment which the Consultant firms receive from the
contract will be subjected to tax liabilities as per prevailing
rules in India. The firm may contact the Tax Authorities for
further information in this regards.

n. In any case the assignment has to be complete within the
stipulated time period.

3. ELIGIBILITY CRITERIA

a) The consultant firms should be registered with any
Government Departments/ Government Corporations
/Nationally recognized Councils/registered under any
statute

b) The consultant firms should have minimum 5 yrs of
experience in the area of Survey/data collection/
management/Internal inspections. Preference will be
given to those applicants having experience with Govt.,
Semi Govt., Corporation, Board or corporation.

c) The consultant firms should have minimum average
turnover of Rs 1 crore in past three Financial Years. (i.e.
Fy 2009-10, 2010-11 and 2011-12)

d) The consultant firms should have man power acquainted
to work on computer and Internet.

e) The field staff should have minimum qualification of
Graduation level.

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f) The project In charge should have any professional
degree like; Chartered Accountant/MBA/MCA/BE.

g) The consultant firms should have valid PAN NO

h) The Consultant firms should have sufficient infrastructure
required in connection of work, like computer system,
Scanner, Internet connection etc.

4 PROCESS OF APPLICATION:

a) The Consultant firms has to fill the form F 1 to F-7 in all respect
and duly signed.
b) Attach duly verified by a first class magistrate copy of their
registration/incorporation documents/certificates.
c) Attach duly verified by a first class magistrate copy of Bylaws,
Article, Memorandums and any documents related with their
constitution/incorporation
d) Attach duly verified by a first class magistrate documents in
respect of experience of the consultant firms.
e) Attach duly verified by a first class magistrate copy of Pan No
f) Attached audited last three Financial year Audit report along with
audited financial statements and Income tax Return. (i.e for Fy
2009-10, 2010-11 and 2011-12)

SELECTION PROCESS
a) The selection of consultants will be based on marks
obtain by them.
b) A minimum 60% Marks has to be score by firms to
compete the technical criteria.
c) The marking patterns will be as follows:-



Sl No Particulars Marks
1. CONSTITUTION & REGISTRATION 20
Central Govt. Department 20
State Govt. Department 20
Corporation/Nationally recognized councils 20
Under any statute 15
2. EXPERIENCE 20
5 Yrs 10
5 > 8 Yrs 15
8 Yrs > 20
3. AVG. ANNUAL TURNOVER (PAST 3 YRS) 20
1 crore 10
17

1 > 5 crore 15
5 crore > 20
4. INFRASTRUCTURE 20
5. METHODOLOGY 20
TOTAL MARKS 100


6. AUTHORITIES TO WHOM THE REPORTS ARE TO
BE SUBMITED :-

a) Scan copy of duly filed and signed prescribed format along with
supporting document should be sent through e mail at
secybseb@gmail.com within 5 working days from the date of data
collection of said institutions as per manner prescribed in para 2
above.

b) The hard copy has to be submitted the Secretary Bihar School
Examination Board Sinha Library Road, Patna -17 within 10 days
from the date of prime-facie approval of scan copy,

c) A weekly progress report has to be submit at every Saturday through
mail/fax at secybseb@gmail.com / 0612-2234670


7. STAGES OF DEPOSITS AND PAYMENTS

a. Bid Security Deposit (Earnest money deposit) amounting Rs. (as
per district wise defined EMD) by DD in favor of Secretary Bihar
School examination Board, payable at Patna, has to be submitted by
the contract awarding agency/companies within 7 working days after
their successfully selection according to financial Bid , before
entering into contract with BSEB. If agency/companies failed to
submit the EMD within stipulated time than contract will be
awarded to next financial competent bidder.

b. This Bid Security Deposit so paid will be forfeited if the Agency
refused to accept the work when awarded to agency and if the
awarded work is accepted the amount will be retained till the period
of expiry of the contract and will be refunded after final completion
of work.

c. The consultant who have downloaded the "Standard Contract
Document" free of cost from wed site should pay Rs 1000/- (Rs One
thousand Only) by D.D. in favor of secretary, Bihar School
18

Examination Board, Payable at Patna along with the Technical
Proposal.


8. SCHEDULE FOR COMPLETION OF ASSIGMENT
The time schedule for completion of job is 45 days from the date of
contract.

9. PAYMENT SCHEDULE:-

The mode of payments to be made in consideration of the work to be
performed by consultant shall be as follows:

Sl.
No
Release Release of payment
1 1
st
Release
50 % of the approved amount (based on nos. of institution*
approved rate) when the prima- facie collected data approved by
the BSEB.
2 2
nd
Release
40 % of the approved amount (based on nos. of institution*
approved rate) when the Hard copy submitted to the BSEB after
scrutiny of hard copy.
3
3
rd
Release
10 % of the approved amount (based on nos. of institution*
approved rate) after final approval of collected data by the Board
4
4
th

Release
The Bid security amount will be refunded after one month from
the date of payment of 3
rd
Instalments.
NOTE: No extra payment will be made on any account.

10. PENALTIES CLAUSE:-
a) The approved fees could be reduced upto 30% if selected consultants
failed to complete the work in stipulated time period subject to force
major as decided by Board and/or due to natural disaster.

b) If any information in prescribed format found incorrect/false than
consultancy firms/companies/firms will also be liable for legal
action including cancellation of contract and Board could impose
penalty in addition of above.

11. INPUT FROM BIHAR SCHOOL EXAMINATION BOARD

a) The district wise details along with name, address, contact nos. of principal
officers, of all institutions/colleges/schools comes under this data
collection work preview.

19

b) Manual to complete the prescribed format in respect of completion of said
format As per Annexure D

c) Copy of relevant portion of BSEB affiliation bylaws 2011 and Bihar
Intermediate Education Council Act, 1992 and BIEC Rules 1994.


12. REVIEW COMMITTEE AND PROCESS
A review committee consisting of following officers of the Bihar School
Examination Board, will review all reports of consultants. The review committee
meeting will be held weekly at suitable dates fixed by Secretary, Bihar School
Examination Board , Sinha Liabrary Road, Patna -17.
a) Secretary, BSEB
b) Jt. secretary
c) Dy. Secretary (college Establishment)

13. GENERAL REQUIRMENTS

The Secretary, Bihar School Examination Board , Sinha Library Road, Patna -17,
reserves full right to alter its requirement. The decision of the Secretary, BSEB
will be final in all matters and binding on all consultant firms.
20


ANNEXURE B



SUPPLEMENTARY INFORMATIONS
FOR CONSULTANTS.

PROPOSAL
TECHNICAL PROPOSAL
FINANCIAL PROPOSAL
CONTRACT NEGOTIATIONS
CONTRACTS WITH TEAM MEMBERS
NOMINATION OF EXPERTS
PAYMENTS SCHEDULE
REVIEW OF REPORTS



21


Annexure B

SUPPLEMENTARY INFORMATIONS FOR CONSULTANTS.
Proposals
(1) Proposals should include the following information:

(a) Technical Proposal
i. Covering letter as per form F-1.
ii. A brief description of the Agency/Companies/Institutions/firm and
outline methodology used along with work plan as per form F-2.
iii. Curriculum vitae of the staff members to be assigned the in charge of
the work and Key personal to be deployed for data collection work.
The curriculum vita should follow the attached form F-3 duly signed
by the concerned personnel.
iv. Experience of agency/companies/institutions/firms as per TOR of
last 6 yrs as per F- 4.
v. The composition of the team of personnel which the consultant
would propose to provide and the task which would be assigned to
each team member as per F -5
Technical Staff
Support Staff
vi. The duly verified by a first class magistrate
a. PAN CARD copy.
b. Service tax registration copy.
c. Contract firms Constitutions/Incorporation certificates.
d. Experience supporting documents
e. Audited Financial Statements of Accounts of Last 3yrs
f. Income Tax return copy along with computation.
g. List of District for which consultant firm interested.
h. Copy of TOR as a proof of acceptance of all terms and
conditions
i. Cancelled copy of all Annexure C and Annexure D as
proof of understanding of work profile and
responsibility.

(b) Financial Proposal:
(2) The financial proposals should include the following.
Price Bid in Form F-6 only


22

(3) The proposal should be submitted only in one copy by the consultant to the
Secretary, Bihar School Examination Board, Sinha Liabrary Road, Patna -
17.

(4) Contract Negotiations:
The aim of the negotiation is to reach an agreement on all points with the
consultants and initial a draft contract by the conclusion of negotiation.
Negotiation commence with a discussion of consultants proposal, the
proposed work plan, staffing and any suggestions you may have made to
improve the Terms of Reference. Agreement will then be reached on the
final Terms of Reference, the staffing and bar chart, which will indicate
personnel, periods in the field & office, man reporting schedule. The
Secretary BSEB may ask for details of cost, calculated for fees calculation
if required for negation before awarding the contract from all the
successfully technical bid qualifier.

(5) Nomination of Experts:
Having selected a firm partly on the basis of an evaluation of personnel
presented in the firms proposal, Secretary, Bihar School Examination
Board, Sinha Liabrary Road, Patna -17, expects to negotiate a contract on
the basis of the experts name in the proposal and, prior to contract
negotiations, will require gurantees that these experts shall, in fact, be
made available. As the expected date of mobilization is given in the letter
inviting proposals, Secretary, Bihar School Examination Board, Sinha
Liabrary Road, Patna -17, will not consider substitutions after contract
negotiations, except in case of unexpected delay on the starting date or
incapacity of an expert for reason of health, or leaving the firm. The desire
of a firm to use an expert on another project shall not be accepted for
substitution of personnel.

(6) Payment Schedule:
The mode of payments to be made in consideration of the work to be
performed by consultant shall be as follows:

Sl.No.
Release Release of payment
1 1
st
Release
50 % of the approved amount (based on nos. of institution*
approved rate) when the prima- facie collected data approved
by the BSEB.
2 2
nd
Release
40 % of the approved amount (based on nos. of institution*
approved rate) when the Hard copy submitted to the BSEB
after scrutiny of hard copy.
3
3
rd
Release
10 % of the approved amount (based on nos. of institution*
approved rate) after final approval of collected data by the
Board
23

4
4
th

Release
The Bid security amount will be refunded after one month from
the date of payment of 3
rd
Instalments.
NOTE: No extra payment will be made on any account.
It is clarified that works which are completed and certified as per terms and
conditions of the agreement before expiry of the agreement 100% payment
will be released as per the status of work done, after deducting security
deposit, T.D.S. etc.

(7) Review of Reports:

A review committee consisting of following officers of the Bihar School
Examination Board, will review all reports of consultants. The review
committee meeting will be held weekly or at suitable dates fixed by
Secretary, Bihar School Examination Board, Sinha Library Road, Patna -
17. The review committee should consist of :-


a) Secretary, BSEB
b) Jt. Secretary
c) Dy. Secretary (college Establishment )
24






FORM F-1:- Hiring of agency/companies/firms for Third Party data
collection as per TOR.

FORM F-2:- Firms detail Profile along with methodology used by them

FORM F-3:- Format of curriculum vite (CV) for proposed key professional
staff.

FORM F-4:- Experience as per TOR of last 6 years.

FORM F-5:- Composition of the team personnel and the task which would
be assigned to each Team member.

1. Technical / Managerial Staff
2. Support Staff


FORM F-6:- Schedule of Price Bid.


FORM F-7:- Weekly Progress report format.





FORMS

25

FORM F 1

From

_________________________________

_________________________________

_________________________________

_________________________________

Sub :- Hiring of Agency/companies/Institutions/firms for Third Party Data
collection work of the institutions imparting +2/secondary Level education
in recognized/recommended/affiliated/colleges/schools.

I / We _________________(name of principal officer of
Agency/Companies/Institution/Firms) herewith enclosed Technical and financial
Proposal for selection of my / our firm
_______________________________________________________ (name of
agency/companies/Institutions/firms) as consultant for data Collection work by third
party.
We undertake that, in competing for (and if the award is made to us, in quality
supervising) the above contract, we will strictly observe the laws against fraud and
corruption in force in India namely Prevention of Corruption Act 1988

Yours faithfully,


Signature : __________________________
Full name : __________________________
and Address : __________________________

(Authorized Representative)

26

F- 2

FORMAT FOR CONSULTANT FIRMS DETAIL PROFILE

1. NAME OF THE CONSULTANT
FIRM/Constitution.

2. Date of Constitution

3. Address:

4. Contact Details

5. Name of Authorised person
(Designation and Contact details)

6. Name of Project Incharge
(Qualification and Contact details)

7. Registered with :
Govt. Departments
Govt. Corporation.
Nationally Recognised Councils
Registered under statute
(please mention the name of
department/corporation/councils/statute and attach a copy
of registration certificate)

8. Details and Nos. of Man power
shall be utilized for this particular project
(please give the CV of personal proposed to
employed for this particular project as per F-3)

9. Methodology used by the
Agency/companies/institutions/Firms to complete
this assignment along with detail work plan.

10. Details of Infrastructure used by the
Agency/companies/institutions/Firms to
complete this assignment.
27

FORM F 3

FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROJECT INCHARGE
AND KEY PERSONNEL DEPLYED FOR DATA COLLECTION WORK

Present Position in Organization:
______________________________________________________
Proposed Position in this project:
_______________________________________________________
Name of Firm :
_______________________________________________________
Name of Staff :
_______________________________________________________
Basic Qualification :
_______________________________________________________
Date of Birth :
_______________________________________________________
Years with Firm / Entity :- ___________________ Nationality :- ________________
Key Qualifications:-
(Give on outline of staff members experience and training most pertinent to task on
assignment. Describe degree of responsibility held by staff member on relevant previous
assignments and give dates and locations. Use about half a page.)
_______________________________________________________________________

Education:-
(Summarize college / University and other specialized education of staff member, giving
names of schools, dates attended and degrees obtained. Use about one quarter of a page)
_______________________________________________________________________

Employment Record:-
(Staffing with present position, list in reverse order every employment held. List all
positions held by staff member since graduation, giving dates, names of employing
organizations titles of positions held and locations of assignments. For experience in last
ten years, also give types of activities performed and client references, where
appropriate. Use about two pages. )
_______________________________________________________________________
Certification :-

I, the undersigned, certify that to the best of my knowledge and belief, these data
correctly describe me my qualifications, and my experience.
____________________________________________________Date:- ___________

(Signature of staff member and authorized representative of the Firm) Day /
Monthly / Year
Full name of staff member : ____________________________________

Full name of the authorized representative :-
______________________________________


28

FORM F 4

WORK EXPERIENCE AS PER CLAUSE 3 (b) of ELIGIBILITY CRITERIA


1. Brief Description of the agency/firm / Organization.
2. Outline of recent experience on assignments of similar nature upto past 6 yrs :

SL.No. Name of
assignment
Name
of
Project
Name of
Organisation

Contract
value
Date of
commencement
Date of
completion
Was
assignment
satisfactorily
completed
1 2 3 4 5 6 7 8
























Note : (1) Please attach attested certificates from the employer by way of documentary
proof

29


FORM F 5

Composition of the Team Personnel and the task which would be assigned to each
Team Member (District Wise)



1 Technical / Managerial Staff

SL.No. Name Position Task
assignment
Experience
with firm /
Organization












2 Support Staff


SL.No. Name Position Task
assignment
Experience
with firm /
Organization



















30

FORM NO. F 6


SCHEDULE OF PRICE BID


Name of The District ___________________________

Total fees charges for this assignment of data Collection work as per TOR (inclusive of TA/Da
all direct and indirect expenses and applicable taxes) of Each Institutions/Colleges/Schools of
above district

Amount in (figure) Rs .


Amount (in word) Rs



For On Behalf of
(name of consultant firm)



(Authorized representative)

NOTE:
1) FORM F -6 SHOULD BE ENCLOSED WITH FINANCIAL BID
ONLY, if its attach with technical bid than application will be
treated as defective application and will not consider for technical
evaluation.
2) A details cost estimated may be asked by the bidder if found
necessary by the Board.

















31


FORM NO. F 7


WEEKLY PROGRESS REPORT



1. Name of the Consultant Firm

2. Name of The District

Date of
visit
Name of Schools/Colleges
Visit
Data Collection
Work Completed
on
Remarks if Any











Note: Please attach the copy of letter received by Colleges/schools on first
visit.














32


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33

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34

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35

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36

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37


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39

ANNEXURE D

Manual for Filing Annexure C Prescribed format


The Institution/Colleges/Schools and Consultant firms should take proper
care while filling the Prescribed format Annexure C.
The details guideline is as follows:-
A) Standing Instructions:-
i) Must use Black Ball Pen Only
ii) Over-writing/cutting with or without Initial is not allowed.
iii) Should use HINDI/ENGLISH Only
iv) Filed in CAPITAL LETTER only

B) General Instruction:-
1) Para 1 name should be according to letter issued by Bihar
Intermediate Council (repealed)/Bihar School Examination Board
2) Para 2 according to Institution Constitution Documents
3) Para 3 details
i. From Constitution document
ii. From Schools record
iii. Should be verified from Original copy.
iv. Should be verified from original Copy

4) From physical verification
5) Para 5 as described here:
i) From land document and physical verification
ii) From Building Approved Map/schools record and Physical
verification
iii) From Original Receipts and/or schools Audited Balance
Sheet by Chartered Accountants.
iv) Library Inventory Record and from purchase receipt, if
purchased.
v) Laboratory from physical verification and relevant record
maintained by the schools regarding purchase of
39

equipment including verification from original purchase
receipt.
vi) From land record available with school and Physical
verification of land and Sports equipment along with
verification of Sports equipment from purchase receipt.
vii) As per school records and physical verification.
viii) From School Attendance and Salary Register. Bank
accounts details has to certified by concern Branch
manager in respect of Name of the Teacher and his Salary
Account no maintained by respective bank.
ix) From School Audited Balance sheet and Income and
expenditure account from Chartered Accountants.
x) From bank Statement and Audited Balance sheet and Bank
reconciliation statement if Required.
xi) Physical verification
xii) Physical Verification
xiii) Physical verification
xiv) From school record and physical verification
xv) From school record
xvi) Physical verification
xvii) Physical verification
xviii) School record , physical verification and purchase invoice
xix) An undertaking from Trust/society on his letter pad duly
signed by the Trustee/chairman/secretary of the
trust/society
xx) From By laws of the Institution and respective documents.
xxi) Physical verification
xxii) Electric connection record and physical verification
xxiii) Physical verification and respective documents
xxiv) Service agreement letter and respective rules.

6) From School record
7) From school record
8) According to declaration given by Chairman/secretary of
Trust/society and principal of school.