Request forProposal

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Request for Proposal (RFP) for Engagementof Consultant for Organizational

Restructuring,Operational Improvement with self

Sustain Structure

Uttar Pradesh Institute of Design16th May,2020

Tender Document No: UPID/RS/06/20

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Bid Data Sheet

Date of Issue 16.05.2020Last Date, time of Submission 23.05.2020

Place for Submission8 Cantt Road KaiserbaghLucknow

Last Date for sending queries Upto 1500 Hrs on 20.05.2020

Mail ID to which any query is to besent

ramakantdixit@spmcil.com

Cost of RFP to be submitted withproposal

Rs.500/- by way of a Demand Draftdrawn in favour of ‘Uttar PradeshInstitute of Design Lko’ andpayable atLucknow.

Amount of EMD to be submittedalong with Bid

Rs.2500/- by way of a DemandDraft drawn in favour of ‘UttarPradesh Institute of Design Lko’and payable atLucknow.

Period of Bid validity 30 days

Contact Details0522-4240602

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DisclaimerThis Tender Document is not an agreement and is not an offer or invitation by UPID toany party other than the one that qualifies to submit the Bid. The purpose of this TenderDocument is to provide information to the potential bidders to assist them in respondingto this Tender Document. Though this Tender Document prepared with sufficient care toprovide all required information to the potential bidders, they may need moreinformation than what has been provided. In such cases, the potential bidder is solelyresponsible to seek the information required from UPID. UPID reserves the right toprovide such additional information at its sole discretion. In order to respond to thetender, if required, and with the prior permission of UPID, each bidder may conduct hisown study and analysis, as may be necessary.

UPID makes no representation or warranty and shall incur no liability under any law,statute, rules or regulations on any claim the potential bidder may make in case of failureto understand the requirement and respond to the Tender document. UPID may, in itsabsolute discretion, but without being under any obligation to do so, update, amend orsupplement the information in this Tender Document.

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Background

Uttar Pradesh Institute of Design (UPID), a wholly owned institute of Government ofUttar Pradesh, India, is engaged in the Education field specially Art & Craft, FashionDesign, Garment Design, Handicraft, etc.

Uttar Pradesh Institute of Design (UPID) had established in 2003. Detail about the instituteis given. Further details are available at www.upid.ac.in The strategic vision ofUPID is to become a professional organization with appropriate organization structure andwell defined roles and responsibilities of the Students.

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Terms of Reference (ToR)

The total scope of work can be divided into following modules:

A. Review, proof checking and validating corporateplanB. Organization Restructuring and setupC. Operations

A. Review, proof checking and validating corporate plan

The consultant shall review, proof check and validate plan for UPID with a Fiveyear perspective. The Institutional plan will include institutional and operationalstrategies for the period 2020-2025, with the objective of strengthening itsexisting businesses and exploring opportunities for new era. The review andvalidation of Plan shall present a coherent vision and a comprehensive strategyand road map in this regard.

The scope of the review and validation of Corporate Plan shall include interstitialthe following:

Vision and Mission statement: To review and validate Vision and Missionstatement for the organization.As-Is analysis: Review and validate detailed analysis of the existing businessscenario, existing competencies and business infrastructure. This will includeundertaking a strategic analysis of industry structure, operations resources,human resources, financial resources and preparing a SWOT analysis.Future Plans: Review and validate growth and expansion plans in the existingbusinesses as well as options for new business opportunitiesPerformance objectives and targets: The consultant will prepare detailedperformance objectives and targets for the organization and for key functionalareas, based on the above.Financial Projections: Review and validate financial projections for the planperiod and arrive at key financial targets therein.Risk analysis: Review and validate possible risk factors/ limiting factors, criticalsuccess factors, alternative scenarios and strategic responses for addressing thesame.Framework for monitoring the corporate plan: This will include key indices,targets, time lines for monitoring, level of monitoring for implementing therecommendations of the corporate plan.

B. Organizational Restructuring and Setup

The scope of work related to finalization of UPID’s Organizational Restructuredsetup and detailing the roles and responsibility is broadly divided into followinggroups,

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1. Organization Structure and Roles.2. Manpower Plan and projection for all categories including Executives,

Supervisors, Staff members and industrial workers in respect of Nine Unitsand Corporate Office.

3. Competency Mapping and Performance Management Systems forcompensation & Benefit and Career progression.

4. Review and suggest an appropriate cadre structure keeping in mind thenature and extent of Business and future potential for business expansion bythe Units and Corporate Office.

5. Alignment of various HR processes.

The activities under item 1 are to be completed within 3 months of start of themodule and item 2 to 5 may be completed within 6 months of start of the module.

The Consultant’s scope under each of the above mentioned group will be as follows,

1. Organization Structure and Roles

NPC has already done a Manpower Study predominantly for technical operations inthe Units and submitted a report on the same. The Consultant may refer thedocument, conduct further study about the recommendations of the NPC, make anindependent assessment about recommendation of NPC and differentiate with theirsuggestions and recommendations which shall constitute the basis for the report ofConsultant. Consultant shall submit the same after identifying the key areas andsuggest the methodology and steps to carry forward the document. :

Review & recommend a befitting.i. Organization structure which supports effective decision making

& reporting relationships across the Units.ii. Recommend an Organization structure which supports effective

decision making & reporting relationships at the Head Quartersand with the Units as well as Ministry and other offices. In casemultiple roles share common responsibility, necessaryaccountability should be recommended for the concerned role.

Roles and responsibilities, reporting relationships and key result areas,keeping in perspective the changes suggested above. Outline thereporting relationships between this position and other key positionsincluding supervisors and positions supervised. It should also includethe requirements for coordination with other positions or departments.Prepare desired behavioral & functional competencies required forvarious unique positions. If applicable, indicate the minimumrequirements necessary to be able to fill the position. For example, thiscan include a description of the minimum years of experience oraccomplishments in specific job categories or completion of degreesfrom colleges, technical or trade schools necessary to perform thisjob.

The activities being carried out, likely to be carried out e.g.production planning, internal audit, marketing etc. and other activitiespertaining to different compliances e.g. Taxation, PF etc. may also bestudied and suggest institutions for the same.

The Consultant shall facilitate workshops to obtain feedback on draft

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recommendations and incorporate the suggestions in their report.

2. Manpower Plan and Projection in respect of all category includingExecutives, Supervisor and Workmen.

The organization had engaged NPC to carry out extensive study at all units on staffrequirement for various operations and NPC had submitted a report on the same.The Consultants are required to outline the implications of the Corporate Businesson the manpower plan. The plan should show the surplus/deficit manpower forvarious job roles and develop a road map for acquisition of manpower of variouslevels, Training& Retraining and redeployment to achieve an optimum manpowerposition over the 10 year period. The Consultant would be required to meet asample population of role holders to validate assumptions made in the earliermanpower study and make requisite recommendations.

Prepare a detailed job description for each unique position (at Executive category).Job Descriptions will be prepared for all levels in the Company to serve as anorganizational aid for identifying and delegating responsibilities, coordination anddivision of work and prevention of duplication of efforts. A Job Description shouldbe used as a guide and are not intended to be all-inclusive of a person's abilities, therequirements for fulfilling their position, or as work limitations or restrictions onemployee roles. Describe specific job tasks with details of the major duties and/orresponsibilities for performing the job. Whenever possible use descriptive termsrelated to the objectives or action of a particular function rather than to indicatemerely what is done. It is very important to note specific deliverable`s for a task. Itis recommended that job descriptions contain no more than ten duties, ideally fiveor six duties is best in order to make the responsibilities description easier tounderstand.

3. Competency Mapping and Performance Management Systems fordetermination of Compensation Benefit and Career Progression.

Competency Mapping:a) Identify key attributes and skills required for each position. These attributesshall be elaborated in such a manner that occupant of the position is awareof his responsibilities and his superior also becomes aware of the expectedoutcomes of his subordinate.

b) Conduct a job analysis by asking incumbents to complete a positioninformation questionnaire (PIQ). This can be provided for incumbent tocomplete but Consultants shall conduct one-on-one interview (for eachlevel or kind of posts) using the PIQ as a guide. Objective is to gather fromincumbents what they feel are the key behaviors necessary to perform theirrespective jobs.

c) Using the results of the job analysis, develop a competency based jobdescription. A sample of a competency based job description generated fromPIQ may be analyzed and discussed before finalizing the standardcompetencies.

d) With a competency based job description, map the competencies throughouthuman resources processes. The competencies of the respective jobdescription shall become the factors for assessment on the performanceevaluation in an objective manner.

e) Using the competency mapping identify in what competencies individualneed additional development or training.

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Performance Management System: The consultants will prepare a system which willprovide for a systemic review of individual performance & identify developmentopportunities. The competencies identified in the earlier phase should also getintegrated into the PMS. This performance management system and Competencymapping of the individual should be in line with the 2nd wage revision guidelinesissued by Department of Public Enterprises (DPE) for implementation of thePerformance Related Pay (PRP)

4. Review and suggest an appropriate cadre structure across the Companykeeping future business expansion in mind.

5. Alignment of various HR processes. Rotation of Employee: Develop and suggest a road-map to facilitate seamless

transfer between different business units for meeting both businessrequirements and people development needs.

Training & Development: Make an independent assessment and identify keydevelopment requirements emerging from the growth & expansion plans andrecommend training modules and plan to facilitate the same.

Retaintion Strategy: Analyze the nature and extent of attrition ofprofessionals from the company and suggest measures for retention of talent.

C. Operations

To bring in more operational efficiency and to improve certain areas of operationthe consultant is expected to engage a team having extensive experience inmanufacturing process improvement. Following activities are to be completedwithin 6 months for all the units of UPID.

i. Improving FTR (First Time Right)‐ Rework Reduction

Form a cross-functional team comprising of members from relevantareas of Production, Quality and Maintenance

Measure and identify the various reasons for rework in printing ofcurrency note

Identify and validate the potential root causes. Identify and recommend corrective actions for the validated root

causes. Corrective actions could be related to work practices, methodof inspection, equipment setting and running, quality of input resources,skill of people, etc.

ii. Production Planning & Scheduling

Map the current as-is process (from demand planning - allocationplanning - production planning - procurement planning - productionscheduling - dispatch planning)

Identify metrics for measuring efficiency and effectiveness of theplanning process

Measure current state and set targets for improvement Conceptualize the to-be process

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o Revisit the Planning Philosophy at the organization levelo Create a scheduling logic to minimize changeovers, etc.

iii. ImprovingAssetUtilization‐ Reduction in Breakdown times

Identify critical equipment's for enhancing output Form cross-functional team for breakdown reduction comprising of

members from Maintenance and Production Measure the history of breakdowns and minor stoppages for the past 6

to 12 months Analyze the reasons for breakdown and identify root causes Recommend the actions and measures for reduction in breakdowns Prepare /update the preventive maintenance checklist to ensure

sustenance of benefits.

iv. Reduction in changeover times Identify critical equipment for reduction of set-up time and form cross

functional team for the same. Rework analyze and recommend manner of reducing setup time.

v. Manpower assessment for full capacity utilization of all critical machines. Identification of all critical machines. Details of jobs executed in the identified machines Daily actual production from these machines Assessment of manpower requirement for daily production from these

machines. Planned production viz-a-viz actual production for these machines for

the last three years.

vi. Manufacturing Architecture Plant re-layout for crashing manufacturing lead time & Create systems

for material handling & movement Recommend optimal location of equipments andworkstations Design material handling systems Define process for material issue from warehouse andstores

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Deliverable`s

Deliverable`s from the bidder for the scope of work with time frame from the awardof work are mentioned below:

Module 1: Corporate Planning(Inception report,Business Performance Analysisand process optimization report)

Reviewed and validated institutional plan- Draft – One weekReviewed and validated institutional plan- Final – Three week

Module 2: Organization Restructuring(Organization Restructuring and setup)Review report on NPC’s report on staff requirements – One months andmethodology to proceed further.Organization structure report containing AS-IS – Onemonths and proposed organization structure.Manpower plan and role sheet for all identified – Six weeks positions.Report on competency mapping and operational – Six weeks PMSReport on cadre structure along with reasoning – Six weeksReport on strategy of Training and development, – Six weeks skillenhancement through multi-tasking, rotation etc.

Module 3: Operations(Final discussion and approval from UPID for therestructuring plan.)

Report on FTR improvement – One monthProduction planning and scheduling – Two monthsManpower assessment for full capacity utilization – Six monthsAsset utilization report – Four monthsReduction in changeover times – FourmonthsReport on plant re-layout – Six monthsReport on improvement of material handling – Sixmonths and movement.

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Instruction to Bidders

Instruction to Bidders

The Bidder is required to submit Covering Letter in Form No. 1. Following are theguidelines for bidders to submit Eligibility, Technical and Commercial Bids underthis Project.

In the bid, which shall be submitted separately, provide a single quotation for thefees to be charged by the bidder for the present assignment.

Important Milestones:Last Date for BidSubmission

23.05.2020 by 5 PM.

Bid ValidityPeriod

30 Days

Withdrawal ofBids

A bidder may request for withdrawal of the bid aftersubmission by making a written representation to UPIDspecifying the reasons for withdrawal. He may be allowed todo so before the deadline for submission of bid. Bids cannotbe withdrawn during the bid validityperiod.

Tender Cost – The tender cost for submission of the entire RFP along withrequired documents is Rs. 500/- which is payable at UPID office in the form ofdemand draft in favour of UP Institute of Design LKO payable at Lucknow whichis mandatory to be submitted on the day of submission of documents.

Earnest Money Deposit (EMD) – The bidder shall furnish as part of the proposaland EMD of Rs. 2500/- (two thousand five hundred only) in the form of demanddraft of any scheduled bank in favour of UP Institute of Design LKO payable atLucknow for acceptance of bid. The demand draft must be hand delivered to theoffice of the UPID on or before the bid submission date & time.

Proposal for which EMD is not received shall be rejected by the UPID Lucknowas not responsive.

Performance Security – Upon receipt of Letter of Award (the “LOA”) from theUPID Lucknow, the successful bidder shall at its own expense furnish theperformance security of an amount equal to 10 % of the fee by way of bankguarantee for the due performance of the contract in the format of performancesecurity form . All incidental charges whatsoever such as premium, commission etcwith respect to the performance guarantee shall be borne by the bidder. Subject tothe terms and conditions in the performance bank guarantee at the end of thespecified time, the performance bank guarantee may be discharged / returned by theUPID Lucknow upon being satisfied by your performance.

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Mandatory Eligibility Criteria

The following are essential qualifying criteria for the bidders:1. Bidder must have completed organization restructuring assignment for at

least one Government/Private customers in the last five years ending on31/03/2020.

2. Bidder must have prepared one Institutional plan forPrivate/Corporation/Other government agency in the lastfive years endingon 31/03/2020.

3. The bidder should be operating in India for at least 2 years ending31/03/2020 and shall not have incurred losses in more than 2 years duringthis period.

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Evaluation Criteria

The evaluation of responsive bids shall be done in three stages. The three stages andweight ages for the same as below:

Stage 1: Compliance to eligibility Criteria

Stage 1 evaluation will be taken up for those bidders who had submitted requiredDD towards cost of Tender documents.The bid will be scrutinized with respect to the mandatory eligibility requirements.Only those bids that meet all the eligibility requirements shall be considered forevaluation.

Stage 3: Commercial EvaluationBidders commercial bids shall be opened. The lowest bid (L1) i.e. the sum of all threemodules, shall be taken up further consideration.

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General Terms and Conditions

Contract Award Criteria

The Contract shall be awarded after the evaluation of the commercial bids.

Partial Work Order

UPID, at its own discretion, may award the whole job (all the modules) or part of it(any one or two modules) to one or multiple vendors as found suitable. The biddershave to execute the whole or part of the job at the rate quoted for the awarded job.

UPID’s right to accept/ reject Bids

Notwithstanding anything stated in the Tender Document or in any relatedcorrespondence, UPID reserves the right to accept or reject any Bid. It also reservesthe right to cancel/annul the bidding process and reject all Bids at any time before theaward of the Contract, without assigning any reason and thereby without incurring anyliability to the affected bidder or bidders or any obligation to inform the affectedbidder or bidders of the grounds for UPID’s action/decision.

Signing of the Contract

Issue of Letter of Intent (LOI)/ Fax of Intent (FOI) shall amount to award of theContract and the bidder shall initiate execution of the work within the timeframespecified in the Contract. Subsequent to the bidder acknowledging the Letter of Intent(LOI)/ Fax of Intent (FOI):1. The bidder will be required to furnish security against Performance Guarantee as

described in this document ,2. The bidder and UPID will sign the contract within Fifteen (15) working days from

the date of the bidder receiving the LOI/ FOI, provided that the requisite securityagainst Performance Guarantee has been furnished by the bidder,

3. UPID retains the right and authority to negotiate certain terms with the bidder beforesigning the Contract,

4. The Contract will be prepared in English in one original, one each for the bidder andUPID. The bidder will be required to submit to UPID two photocopies of the entirecontract and supporting documents duly bound.

5. No deviation will be allowed in the contract from the terms and conditions asmentioned in this tender document

6. This tender document, the proposal submitted by the bidder and any othercommunication in relation to this tender will form a part of the contract document

The successful tenderer shall be required to execute an agreement with the UPID onrequisite non-judicial stamp paper, within 15 working days of the receipt by him of thenotification of acceptance of the tender.

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Terms of Payment

UPID will release payments for execution of the contract based on milestones of workcompletion as indicated in APPENDIX - 1.

Mobilization of resources

The contractor should mobilize resources within 30 days of issue of LOI/Start WorkLetter as per terms of tender.

Conflict of Interest

Neither the selected vendor nor any of the vendor's Personnel shall engage in anypersonal, business or professional activity which conflicts or could conflict with any oftheir obligations in relation to this project.

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Request for Proposal

Form 1

To Date:…………….Uttar Pradesh Institute of DesignLucknow

Sub: Proposal for Engagement of Consultant for OrganizationalRestructuring,Operational Improvement with self Sustain Structure

Dear Sir,

1. Having examined the Terms of Reference, we, the undersigned, submit ourtechno- commercial proposal for the above tender, in full conformity with thesaid TOR.2.We have read the provisions of TOR and confirm that these are acceptable to us.We further declare that additional conditions, variations, deviations, if any, found inour proposal shall not be given effect to.3.We hereby declare that all the information and statements made in this proposalare true and accept that any misinterpretation contained in it may lead to ourdisqualification and without prejudice to other remedies available to UPID

Authorized Signatory (in full and initials):

Name and title of signatory:

Duly authorized to sign this Proposal for and on behalf of [Name ofConsultants] Name of Firm:Address

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Request for Proposal

Appendix - 1: Schedule of Payments

1. Period of Assignment and Payment Schedule

The breakup of the period of assignment and payment schedule as per the Scope ofWork is as follows:S.No

Description of Activity CompletionSchedule

(from LOA)

Payment termsagainst activity

1 Inception report One Week 20% ofpayable

total fees

2 Business Performance Analysis andprocess optimization report

Three weeksaftersubmissionof inceptionreport

40% ofpayable

total fees

3 Organization Restructuring and setup Six weekaftersubmissionof inceptionreport

30% ofpayable

total fees

4 Final discussion and approval from UPIDfor the restructuring plan.

Six monthafterDeliverable1.

10% ofpayable

total fees

Note:1. Modifications to the plans and reports as per UPID shall be carried out.2. Modification to plans and reports as per approval of UPID should be done.

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Request for Proposal

Appendix II – Annexure I Team Composition

Key Staff

Designation Name EducationalQualification

TotalExperience

No ofSimilarProjectscompleted

WhetherFellow ofInstitute/OrganisationYes / No

Team Leader cumUrban PlannerPort Expert

Assisting staff (5team members)

Authorized Signature [In full and initials]:Name and Title of Signatory:Name of Firm:Address:

Request for Proposal

Appendix III - Financial Proposal

To Date:…………….Uttar Pradesh Institute of DesignLucknow

Dear Sir,

We, the undersigned, offer to provide the consultancy Services for Carrying out study inaccordance with your Request for Proposal dated..................and our Technical Proposal.Our Financial Proposal for executing the assignment shall be as follows:

Sl.No.

Particulars Professional Fees

In Figures In Words

1 Consultancy work Proposal for Engagement ofConsultant for OrganizationalRestructuring,Operational Improvement with selfSustain Structure

TOTAL

Please note: The above quoted fees is exclusive of all applicable taxes and duties.

Our Financial Proposal shall be binding upon us subject to the modifications resulting fromcontract negotiations, up to expiration of the validity period of the Proposal, i.e. 30 calendardays from the last date of submission of this Proposal.We understand you are not bound to accept any Proposal you receive.Thanking You,Yours Sincerely,

Authorized Signature [In full and initials]:Name and Title of Signatory:Name of Firm:Address:

Request for Proposal

Appendix IV – Annexure I

ANTI BLACKLISTING CERIFICATE

I M/s..................... (Name of the Bidder), (the names and addresses of the registered office)hereby certify and confirm that we or any of our promoter/s / director/s are not barred byGovernment of India (GoI) / any other entity of GoI or blacklisted by any state government/department / local government / agency in India or from abroad from participating inProject/s, either individually or as member of a Consortium as on the (BidSubmission Date).We further confirm that we are aware that our application for the captioned project would beliable for rejection in case any material misrepresentation is made or discovered with regardto the requirements of this RFP at any stage of the Bidding Process or thereafter during theagreement period.

Dated:

Name and seal of the Bidder:

Sign of the authorised person:

Name of the designation of Authorised person:

Request for Proposal

Appendix IV - Annexure-II

Undertaking

It is certified that the information furnished here in and as per the document submitted is trueand correct and nothing has been concealed or tampered with. We have gone through all theconditions of RFP and are liable to any punitive action for furnishing false information/ documents.

Dated:

Name and seal of the Bidder:

Sign of the authorised person:

Name of the designation of Authorised per

Request for Proposal