C-8

SMALL ASSIGNMENTS

Individuals
(Sole Source CGL 5.4 or CQS CGL 5.2 -Selection)

Lump sum

(Less than equivalent of $ 50,000 equivalent)

Price included as a Selection Factor

May 2008

Section 1. Letter of Invitation

1 C-8/sole source
 [Loan/Credit No. …………..]

Invitation No. …………….

[Location and Date]

Dear [Name of Consultant]:

1. Government of India has received [or “has applied for”] a loan or credit from the
International Bank for Reconstruction and Development (IBRD) or International Development
Association (IDA) toward the cost of [Name of Project], and intends to apply a portion of this
loan to eligible payments under this Contract for which this Request for Proposals is issued.

2. [Name of Client] now invites Proposals to provide the following Consulting Services:
[Short description of objectives and scope of the assignment]. More details on the Services are
provided in the attached Terms of Reference.

3. It is not permissible to transfer this invitation to any other

individual

4. Individual will be selected under procedures described in this RFP in accordance with the
policies of the [select: International Bank for Reconstruction and Development (IBRD) or
International Development Association (IDA)] detailed in the Guidelines – Selection and
Employment of Consultants by World Bank Borrowers which can be found at the following
website: www.worldbank.org/procure.

5. The RFP includes the following documents:

Section 1 - Letter of Invitation

Section 2 - Information to Consultants

Section 3 - Technical Proposal - Standard Forms

Section 4 - Financial Proposal - Standard Forms

Section 5 - Terms of Reference

Section 6 - Standard Form of Contract.

6. Please inform us within a week of receipt of this invitation:

- That you received the letter of invitation; and

- Whether you will submit a proposal?

Yours sincerely,

[Signature, name, and title of

Client’s representative]
 SECTION 2- INSTRUCTIONS TO CONSULTANTS

1. The Government of [...] has received/applied for a loan (credit) from the International
Bank for Reconstruction and Development/the International Development Association in
various currencies equivalent to US$ [...] million towards the cost of [name of project]
and intends to apply the proceeds of this loan (credit) to eligible payments under the
contract for which this invitation for proposal is issued.

2. In order to obtain first hand information on the assignment and the local conditions, it is
considered desirable that you may meet the following official and discuss before the
proposal is submitted.
(Name, address, telephone number/e-mail)

________________________________________________________

________________________________________________________

________________________________________________________

Please ensure that you fix your appointment with the official early...

3. It is estimated that about [...] man-months of services will be required for the study and
generally you should base your financial proposal on this figure. However, you should feel
free to submit an alternative proposal on the basis of man-months considered necessary by
you to undertake the assignment.
4. We wish to remind you that any manufacturing or construction firm, with which you
might be associated with, will not be eligible to participate in bidding for any goods or
works resulting from or associated with the project of which this consulting assignment
forms a part.
5. Please note that the remuneration which you receive from the contract will be subject
to normal tax liability in India.

6. You are requested to hold your proposal valid for 45 days from the date of submission
without change of personnel proposed for the assignment and your proposed price. The
————— will make its best efforts to finalize before this period.

7. Please note that the cost of preparing a proposal and of negotiating a contract including
visits to [...], if any is not reimbursable as a direct cost of the assignment.

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8. Submission of Proposals

(A) Proposals should be compiled in two parts namely Technical and Financial which should
include the following information:

(a) Technical Proposal

(i) Your comments or suggestions on the Terms of Reference (TOR) and on the data,
services and facilities to be provided in the Form F-2.

(ii) A description of the manner in which you would plan to execute the work. Work
plan time schedule in Form F-3 and approach or methodology proposed for
carrying out the required work.

. (iii) Your curriculum-vitae in the attached Form –F 5 along with your work program in
Form –F6

(b) Financial Proposals

The financial proposals should include the Schedule of Price Bid in Form No.F-7
with cost break-up.

(B) Two copies of the proposals should be submitted to — — — —.

10 The "Technical" and "Financial" proposals must be submitted in two separate sealed
envelopes (with respective marking in bold letters) following the formats/schedules
attached. You will provide detailed break down of costs and fees as follows:

- Billing rate plus overheads;

- Travel and accommodation;
- Report reproduction; and
- ———————

Both the sealed envelopes should again be placed in a sealed cover which will be received
in the office of the ————————— up to 12.00 hours on —————.

11. Evaluation
Quality and competence in providing the consultancy shall be considered as the paramount
requirement. Your proposal will be evaluated by the client and you will be invited for negotiations
only if your proposal is considered acceptable.
12. Negotiations

12.1 Negotiations normally take a day. The aim is to reach agreement on all points, and initial a
draft contract by the conclusion of Negotiations.
12.2 Negotiations will commence with a discussion of the technical proposal, the proposed
methodology (work plan), and any suggestions you made to improve the TOR.
Agreement must then be reached on the final TOR, the man months, logistics and

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 reporting. Special attention will be paid to optimize the required outputs and to define
clearly the inputs required from the Client to ensure satisfactory implementation of the
Assignment.
12.3 Changes agreed upon during negotiations will be reflected in the unit rate, work
plan, and total costs .The negotiations will be concluded with a review of the draft
form of Contract. The Client and the Consultants will initial the draft contract to
conclude negotiations.
12.5 The Contract will be signed after successful negotiations, with the selected
Consultant. If negotiations fail, the Client will reject the proposal and repeat the
selection process till an agreed contract is concluded.

13. Assuming that the contract can be satisfactorily concluded in —————(month/year),

you will be expected to take-up/commence with the assignment in ————
(month/year).

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SECTION 3: Technical Proposal

TECHNICAL PROPOSAL SUBMISSION FORM

[Location, Date]

To: [Name and address of Client]

Dear Sirs:

I, the undersigned, offer to provide the consulting services for [Insert title of assignment]
in accordance with your Request for Proposal dated [Insert Date] and I hereby submit my
Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate
envelope.

I hereby declare that all the information and statements made in this Proposal are true and
accept that any misinterpretation contained in it may lead to my disqualification.

If negotiations are held during the period of validity of the Proposal, i.e., before the date
indicated in Paragraph 6 of Instruction to Consultants (ITC), I undertake to negotiate my
proposal agree to sign the contract subject to the modifications resulting from Contract
negotiations.

I understand that you are not bound to accept any Proposal you
receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Address:

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 TECHNICAL PROPOSAL FORM F 2
COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE AND ON COUNTERPART
STAFF AND FACILITIES TO BE PROVIDED BY THE CLIENT

A - On the Terms of Reference

[Present and justify here any modifications or improvement to the Terms of Reference you are
proposing to improve performance in carrying out the assignment (such as deleting some activity
you consider unnecessary, or adding another, or proposing a different phasing of the activities).
Such suggestions should be concise and to the point, and incorporated in your Proposal.]

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 TECHNICAL PROPOSAL -FORM F-3

METHODOLOGY AND WORK PLAN TIME SCHEDULE

A. A short note on the line of approach and methodology outlining various steps for
performing the study.

B. Work plan

SL. Item Month wise Program

No.
1 2 3 4 5 6 7 8 9 10 11 12

C. Compilation and submission of reports

Serial No Name of the Report Date of proposed submission
1 Inception Report
2 Interim status Report
3 Draft final report
4 Final report

Amend details as appropriate

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 TECHNICAL PROPOSAL - FORM F-5

FORMAT OF CURRICULUM VITAE

1. Name:

2. Profession/
Present Designation:

3. Years with any firm/organization…. Nationality:

4. Area of Specialization:

5. Proposed Position on Team:

6. Key Qualifications:

(Under this heading, give outline of staff member's experience and training most
pertinent to assigned work on proposed team. Describe degree of responsibility
held by staff member on relevant previous assignments and give dates and
locations. Use up to half-a-page.)

7. Education:

(Under this heading, summarize college/university and other specialized education

of staff member, giving names of schools/colleges, etc., dates attended and degrees
obtained. Use up to a quarter pages.)

8. Experience:

(Under this heading, list all positions held by staff member since graduation, giving
dates, names of employing organization, title of positions held and location of
assignments. For experience in last ten years, also give types of activities
performed and client references, where appropriate. Use up to three quarters of a
page.)

9. Languages:

(Indicate proficiency in speaking, reading and writing of each language by

'excellent', 'good' or 'poor'.)

Signature of Staff Member Date:

TECHNICAL PROPOSAL FORM F-6

WORK PROGRAM AND TIME SCHEDULE

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 MONTHS

Name Position Months Total

Number
of
Man
1 2 3 4 5 6 7 8 9 10 11 12

TOTAL

Field Full Time Part time ………………

Activities Duration Total …………………….

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 FINANCIAL PROPOSAL
- FINANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]
To: [Name and address of Client]

Dear Sirs:

I, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance
with your Request for Proposal dated [Insert Date] and my Technical Proposal. My attached Financial Proposal is
for the sum of [Insert amount(s) in words and figures]. inclusive of all taxes...

My Financial Proposal shall be binding upon us subject to the modifications resulting from Contract
negotiations, up to expiration of the validity period of the Proposal, i.e. before the date indicated in Paragraph 6 of
ITC.

I undertake that, in competing for (and, if the award is made to us, in executing) the above contract, I will
strictly observe the laws against fraud and corruption in force in India namely “Prevention of Corruption Act,
1988”.

I understand you are not bound to accept any Proposal you receive.

I remain,
Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:
Address:

FINANCIAL PROPOSAL – FORM F 7

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 Cost Estimate of Services

Remuneration of Staff

Name Daily (Monthly) Working Days Total Cost

Rate in Rupees In Rupees

Out-of-Pocket Expenses:

Item Rate per unit (specify) No of units Cost

Per diem for staff*
Air travel
Local transportation
Others (specify)@

Sub total

Summary
Sub total -Remuneration Rs
Su b total- Out of Pocket expenses Rs
Consultancy services tax Rs
Grand total Rs

* Per Diem is fixed per calendar day

@ to include reporting costs, communication, office expenses, porterage ,in-out expenses,

airport taxes and such other travel related expenses as applicable

SECTION 5-TERMS OF REFERENCE

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 The Terms of Reference should include the following:

1. Background:

2. A concise statement of objectives:

3. An outline of the tasks to be carried out:

4. Schedule for completion of tasks:

5. Data, services and facilities to be provided by the Client:

6. Final outputs (i.e., Reports, drawings etc.)that will be required of the Consultant;

7. Composition of review committee and review procedure to monitor consultants

work;

- A review committee (to be restricted to three members) consisting of

following officers of the ————— Department will review all reports of
consultants (inception, progress, intermediate and draft final) and suggest any
modifications/changes considered necessary within 15 days of receipt.

SECTION 6-STANDARD FORM OF CONTRACT FOR CONSULTING SERVICES

SMALL ASSIGNMENTS
LUMP-SUM PAYMENTS

CONTRACT

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THIS CONTRACT (“Contract”) is entered into this [insert starting date of assignment], by and between [insert
Client’s name] (“the Client”) having its principal place of business at [insert Client’s address], and [insert
Consultant’s name] (“the Consultant”) located at [insert Consultant’s address].

WHEREAS, the Client wishes to have the Consultant perform the services hereinafter referred to, and

WHEREAS, the Consultant is willing to perform these services,

NOW THEREFORE THE PARTIES hereby agree as follows:

1. Services (i) The Consultant shall perform the services specified in Annex A, “Terms of
Reference and Scope of Services,” which is made an integral part of this
Contract (“the Services”).

(ii) The Consultant shall submit to the Client the reports in the form and within
the time periods specified in Annex B “Consultant’s Reporting
Obligations.”

2. Term 2.1 The Consultant shall perform the Services during the period commencing
[insert starting date] and continuing through [insert completion date], or
any other period as may be subsequently agreed by the parties in writing.

2.2 The Client may find it necessary to postpone or cancel the assignment
and /or shorten or extend its duration. In such case, every effort will be made to
give the consultant notice of any changes. In the event of termination, the
Consultant shall be paid for the services rendered for carrying out the
assignment to the date of termination, and the Consultant will provide the
client with any reports or parts thereof, or any other information and
documentation gathered under this Agreement prior to the date of termination.

3. Payment A. Ceiling

For Services rendered pursuant to Annex A, the Client shall pay the
Consultant an amount not to exceed [insert amount]. This amount has been
established based on the understanding that it includes all of the
Consultant's costs as well as any tax obligation that may be imposed on the
Consultant.

B. Schedule of Payments

The schedule of payments is specified below1:

[insert amount in Rupees]* upon the Client's receipt of a copy of this

Contract signed by the Consultant;

[insert amount in Rupees]* upon the Client's receipt of the draft report,
acceptable to the Client; and

[insert amount in Rupees]* Upon the Client's receipt of the final report,
acceptable to the Client.

[insert amount]* Total

(modify as appropriate for each case)

1
Modify, in order to reflect the output required, as described
in Annex C.
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 The above remuneration includes all the costs related to carrying out the
services, including overheads, and all taxes incurred on the Consultant as
per applicable law.

C. Payment Conditions

Payment shall be made in Indian Rupees, no later than 15 days following

submission by the Consultant of invoices in duplicate to the Coordinator
designated in paragraph 4.

D. The Consultant shall pay the taxes, duties fee, levies and other impositions
levied under the Applicable law and the Client shall perform such duties, in
regard to the deduction of such tax at source [TDS] as per applicable law.

Note: * In case this contract is with a Foreign Consultant and payment in foreign
currency is agreed modify, appropriately.

4. Project A. Coordinator.
Administration
The Client designates Mr. /Ms. [insert name] as Client's Coordinator; the
Coordinator will be responsible for the coordination of activities under this
Contract, for acceptance and approval of the reports and of other
deliverables by the Client and for receiving and approving invoices for the
payment.

B. Reports.

The reports listed in Annex B “Consultant's Reporting Obligations,” shall

be submitted in the course of the assignment, and will constitute the basis
for the payments to be made under paragraph 3.

5. Performance The Consultant undertakes to perform the Services with the highest standards of
Standards professional and ethical competence and integrity

6. Confidentiality The Consultants shall not, during the term of this Contract and within two years
after its expiration, disclose any proprietary or confidential information relating to
the Services, this Contract or the Client's business or operations without the prior
written consent of the Client.

7. Ownership of Any studies reports or other material, graphic, software or otherwise, prepared by the
Material Consultant for the Client under the Contract shall belong to and remain the property
of the Client. The Consultant may retain a copy of such documents and software 2.

8. Consultant Not to The Consultant agrees that, during the term of this Contract and after its
be Engaged in termination, the Consultant and any entity affiliated with the Consultant, shall be
Certain Activities disqualified from providing goods, works or services (other than the Services and
any continuation thereof) for any project resulting from or closely related to the
Services.

2
Restrictions about the future use of these documents and
software, if any, shall be specified at the end of paragraph 7.
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9. Insurance The Consultant will be responsible for appropriate insurance coverage. The
Consultant shall provide the client with certification thereof upon request.

10. Assignment The Consultant shall not assign this Contract or sub-contract any portion of it
without the Client's prior written consent.

11. Law Governing The Contract shall be governed by the laws of Union of India, and the language of
Contract and the Contract shall be English.
Language

12. Dispute Any dispute arising out of the Contract, which cannot be amicably settled between
Resolution3 the parties, shall be referred to adjudication/arbitration in accordance with the laws
Arbitration & Conciliation Act 1996.

FOR THE CLIENT FOR THE CONSULTANT

Signed by ___________________ Signed by ____________________

Title: ______________________ Title: ________________________

LIST OF ANNEXES

Annex A: Terms of Reference and Scope of Services

Annex B Consultant’s reporting Obligations

3
In the case of a contract entered into with a foreign
Consultant, the following provision may be substituted for
paragraph 12: “Any dispute, controversy or claim arising out of
or relating to this Contract or the breach, termination or
invalidity thereof, shall be settled by arbitration in accordance
with the UNCITRAL Arbitration Rules as at present in force.”
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