Minutes of Pre- Proposal Meeting for Procurement of Consulting Services for Conducting Baseline survey for Nav- Tejaswini

Project

Date & Time: 11 am 19/05/2020

Pre- Proposal meeting for Procurement of Consulting Services for Conducting Baseline survey for Nav- Tejaswini Project was held on 19/05/2020
on SKYPE. The following officers from MAVIM and representatives of Institute were present.

No. Name of the person Name of the Designation

organization
1 Ms. Kusum Balsaraf MAVIM General Manager, (P)
2 Ms. Rajas Kunte MAVIM General Manager (F &
A)
3 Mr. Mahendra Gamare MAVIM Manager
4 Ms. Rupa Mistry MAVIM Manager
5 Ms. Rakhi Mirashi MAVIM CAFO
6 Dr. S.K Trivedi Indian Institute of Executive Director
Development
Management, Bhopal
7 Mr. Shreyas Goyal KPMG, Mumbai Associate Director
8 Mr. Mihir Roy KPMG, Mumbai
9 Ms. Meenaxi Singh KPMG, Mumbai
10 Mr. Nishant Sharma KPMG, Mumbai
11 Ms. Sweta Bhakta B KPMG, Mumbai
12 Mr. Vinay Murthy Development Solution,
New Delhi
13 Ms. Mamata Gupta Development Solution,
New Delhi
14 Mr. Sudhir Kumar Development Solution,
New Delhi
15 Mr. Kunal Lal MART
16 Mr. Sunil Kumar Marketing & Associate Project
Development Research Director
Associates, New Delhi
17 Mr. Abhishek Agrawal Marketing
&Development
Research Associates,
New Delhi
18 Ms. Purvi Kosambia Nielsen (India) Private Senior Manager –
Limited, Mumbai Social and Public
Enterprise
19 Ms. Suchandra Nandy Nielsen (India) Private
Limited, Mumbai
20 Mr. Abison Paul KANTAR, New Delhi Associate Director,
Public Division
 21 Ms. Ritika KANTAR, New Delhi
22 Mr. Suresh Market Excel, Mumbai VP Research
Sawant
23 Dr. Manish Market Excel, Mumbai
Ganvir
24 Mr. Subhash
25 Ms. Kirti Trivedi
26 Nagarparishad
Kalamnuri
27 Mr. Dhaval Seth

Ms. Rajas Kunte, General Manager, (F&A), welcomed all participants and requested all participants to provide their self-introduction. After the
self-introduction of each participant, Ms. Rupa Mistry, Manager, MAVIM gave brief information about MAVIM and Tejaswini and Nav Tejaswini
Programme.

Then after Ms. Rajas Kunte, General Manager, (F&A) open the floor with explanation of queries received by email prior to pre proposal meeting.
Then participants asked queries one by one and explanation for queries was provided by MAVIM officers. Also participants were requested to
send email for queries raised during the meeting So that written explanation can be given to all bidders.

Meeting was concluded with vote of thanks.

Following is list of questions with clarifications:
 RFP Document
Content of RFP requiring
No. Reference(s) (Section
Clarification(s)
& Page Number(s))
1 ITC 18.4; Page 42 Technical proposal & Financial proposal
should be separately scanned and
uploaded on the portal of the E-
Procurement system of Govt. of
Maharashtra (GoM) i.e. Tenders
Maharashtra
https://mahatenders.gov.in/nicgep/app
Points of Clarification Clarification
We understand that the this is Since it is an online submission,
an online submission and no no hard copy is required. Please
hard copies of the proposal refer to 18.3 and 18.4 of
needs to be submitted as Proposal Data Sheet
explained in “Point 18. Sealing
and Marking of Proposals” on
Page 29 as ITC 18.5 is not
applicable for this proposal.

Request a confirmation on the

same.
2 Form TECH-2B. Current Form TECH-2B. Current and Past Please clarify if an organisation Indicate NIL and sign
and Past Proceedings, Proceedings, Litigation, Arbitration, does not have any such actions
Litigation, Arbitration, Actions, Claims, Investigations and against it, is it still required to
Actions, Claims, Disputes of the Consultant be submitted?
Investigations and
Disputes of the
Consultant; Page 57
3 Section V. Terms of The program will be operated in over Numbers of intervention It is 34 rural districts. Number of
Reference; 10,000 villages spread over 300 blocks districts are different in these interventions within the districts
Introduction; Page 74 in 35 rural districts of Maharashtra two places. Please confirm the is not relevant for submission of
Section V. Terms of The project will work across the 34 number of intervention districts technical proposal. The control
Reference; Geographic rural districts of Maharashtra and the names of these areas and programme areas will
areas of intervention intervention districts. be finalised before sample
under Project selection. The Consultant can
Background; Page- 74 We would also like to indicate that this information is
understand the coverage of the required for sample selection.
intervention within the districts
 RFP Document
Content of RFP requiring
No. Reference(s) (Section
Clarification(s)
& Page Number(s))
4 Section V. Terms of This survey will adopt a mix-methods
Reference; approach, comprising a quantitative
Introduction; Page 74 and a qualitative component
5 IV. The Scope of It is estimated that the sample size
Services; under Point 4. would be approximately 2,200
Twenty Five (25) households
Enumerators; Page 78
VI. Staffing; Page 80 Approximately 2000 HH surveys would
need to be conducted
6 6.4 Qualification and In the case where a Consultant is, or
Eligibility of Joint proposes to be, a joint venture or other
Ventures or Association (a) all members of the joint
Associations(page no. venture or Association must satisfy the
19) legal, financial, litigation, eligibility and
other requirements set out in this RFP;
(b) all members of the joint venture or
Association will be jointly and severally
liable for the execution of the Contract;
and (c) the joint venture or Association
will nominate a representative who will
have the authority to conduct all
business for and on behalf of any and all
the members of the joint venture or the
Points of Clarification Clarification
as this information is critical to
select control areas for the
study.
We wanted to understand the The quantitative and qualitative
expectations of the Target methodology needs to be
Group for qualitative activities adapted for entire sample size as
and the tentative sample size mentioned in TOR.
that should be achieved.
Please reconfirm which sample Sample size is 2,200
size should be considered for
the HH survey.
We understand that by JV The text is JV or Association. All
the Client means a Association partners or JV should
Consortium of companies individually comply to the
and it is a temporary qualifications and are jointly and
arrangement for the project severally responsible for the
and not a legal entity. execution. The Lead will have to
be nominated by the Association
Please explain the definition partners who will have the
of JV. authority to conduct the
assignment for and on behalf of
How many companies can form association partners. There is no
part of JV? limit on the numbers of partners
but ITC 6.4 to 6.7 may be referred
to for compliance.
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
Association if awarded the Contract,
during Contract performance
7 5.1 – GCC page no. 89 If the Consultant intends to subcontract Does this mean for any work The sub consultants proposed
for a major item of its contracted value lesser than no prior to be engaged to be included in
Services (deemed major if valued in permission of Client is the technical and financial
excess of $100,000 USD or its required? proposal with the letter of
equivalent) it shall seek the Client’s prior understanding between the two
written approval of the subcontractor. parties. The sub-consultant.
Subcontracting shall not alter the Please refer to 4.5 Qualification
Consultant’s obligations under this table of RFP for additional
Contract details.
8 28.4 Financial It is the responsibility of the Consultant, Can you please provide Contract negotiations will have
Negotiations Page no 38 before starting financial negotiations, to details that what all two parts – technical
determine the relevant local Tax components shall be covered negotiation and financial
amount to be paid by the Consultant as part of Financial negotiation. Financial
under the Contract. In no event shall the Negotiations? negotiation will be on the tax
Client be responsible for the payment or liability and the rates
reimbursement of any Taxes. Unless Fees is generally exclusive of applicable, insurance during the
there are exceptional reasons, the taxes and they keep on assignment. Financial proposals
financial negotiations will involve changing hence making them should be exclusive of
neither the remuneration rates for staff part of financial proposal is applicable tax.
nor other proposed unit rates. not feasible, request for
change of clause.

9 3.3. Litigation Criteria Litigation Criteria the Consultant shall Will an undertaking from the The Authorised Signatory
page no 38 provide accurate information on any partner suffice the need submitting the proposal should
current or past litigation or arbitration certify. If no past litigation
resulting from contracts completed, cases, indicate NIL. In case of
 RFP Document
Content of RFP requiring
No. Reference(s) (Section
Clarification(s)
& Page Number(s))
terminated, or under execution by the
Consultant over the last five (5) years, as
indicated in Form TECH-2B. A consistent
history of awards against the Consultant
or existence of high value disputes may
lead to the rejection of the Proposal.
Each Associate must provide the
information required in TECH-2B.
10 3.4 Evaluation Criteria Previous experience with both Is there a time frame
page no. 45 quantitative and qualitative data required for the past
collection is a must.
11 3.4 ITC 23.1 Criteria, sub Other staff – 10 Marks
criteria page no 45
Points of Clarification Clarification
Association/JV they should
provide the information
countersigned by the
Authorised Signatory
submitting the proposal.
Please refer to Mandatory
Criteria in Section IV. Minimum
experience to be showcased criteria is 3 surveys in the last 5
in (past 3 – 5 years etc.) years. For example if the
company has done more than 3 in
the past 5 Years, the most
relevant to the specific
assignment (with a maximum
number of 5 within the time
period) could be indicated and
presented.
What other staff does the Other staff refers to Data
client envisage and what Checkers and Data Analysts (Ref
qualifications are required ToR staffing)
for the other staff. On what
criteria the same shall be
evaluated
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
12 Section V ToR VI. Twenty-Five (25) Enumerators: Are the participating firms No. But the enumerators should
Staffing page no. 80 required to provide CVs of comply to the educational
these enumerators requirements and experience
indicated in ToR.
13 3.5.3 FINANCIAL 3.5.3.1 Historical Financial Performance The Financial evaluation Requirement is clearly
SITUATION Historical Submission of evidence to the criteria should be applicable mentioned in the same clause.
Financial Performance Consultant’s financial capacity to only for the Lead / Prime For more details, please refer
mobilize and sustain the Services Must Bidder ITC 13.3 (a) in Proposal Data
meet requirement N/A Must meet Sheet
requirement N/A 1.2
14 Sec V TOR page no. 74 Mahila Arthik Vikas Mahamandal Please amend the timelines Query not relevant for
(MAVIM) is the Lead Implementation as the First Quarter is about submitting proposals.
Agency. This project is expected to to end
become effective during the first
quarter of 2020 – 21
15 Sec V TOR page no 75 Project Components/Outcomes: The Will the base line survey No disqualification envisaged.
project has three inter-related consulting be eligible to bid
components: (i) Component 1: Market- for any further consulting
driven enterprise development; and (ii) opportunities arising out of
Component 2: Enabling support this assignment
services; and (iii) Component 3:
Institutional Strengthening and Project
Management. A brief description of
each component is provided it
hereunder:
16 Sec V TOR – Staffing Approximately 2000 HH surveys would We presume that a total of These will be jointly decided with
page no. 80 need to be conducted. The exact Approx. 2000 HH surveys the awarded agency and MAVIM
numbers would depend upon strategy
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
and methodology developed and need to be carried out during
finalized. For evaluation purpose 4 the assignment please
resumes would be evaluated. clarify. Also can the client
provide a list of locations
where survey needs to be
carried out.

Does the above number also

include the members of
CMRCs also

17 Sec IV Scope of Service Translate the questionnaire initially Is it required to translate the Yes
page no 78 developed in English into local language entire baselines survey /
(Marathi) training material / reports to
be translated to Marathi

18 Sec IV Scope of Service The Service Provider should include in Is it required for the Service It is for the service provider to
page no. 78 the financial proposal, the cost of using Provider to own the laptops / decide. The rental cost to be
tablets, the provision of tablets tablets with the required included in the financial proposal
(including spare tables) and charging specifications
devices
19 SPECIAL CONDITIONS “Insert payment schedule” Payment Schedule Details Payment schedule could be
OF CONTRACT GCC 18.1 are not given. Milestones for finalised during negotiations.
- Payment Schedule part payments, if any, may
page no 118 be defined for raising of
invoices upon achievement
of milestones.
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
20 V V - Computer Assisted CAPI Software’s Is there a specific software to It is optional to use Survey
Personal Interviewing be used for the CAPI survey Solutions developed by the World
(CAPI) Page 79 or? Bank. The Consultancy company
can also use other CAPI platforms
“Survey Solutions”, this has to be indicated in the
developed by the World technical proposal.
Bank. Which CAPI Software’s
are allowed to conduct the
survey?

Any Tailor-made Survey

software which fulfils all
requirement CAPI of Survey
can be used or only develop
by World bank can be used
pls suggest

21 V III-Baseline survey The baseline survey will use a mix of Please give Clarity on It will be jointly decided by with
methodology 76 - 77 both quantitative and qualitative Granularity of Qualitative service provider
methods Sampling Plan

a) How many FGD’s to be

conducted per district or
other unit of distribution or

b) In-depth interviews or
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
c)Any other method of
qualitative survey

22 V IV- The Scope of It is estimated that the sample size What proportion of sample Details will be decided by clients
Services 78 would be approximately 2,200 size would be? & service provider mutually
households, including beneficiary and
control households a) Random Sample

b) Actual beneficiary of the

previous schemes

c) Control Sample Client has

fixed “N” of actual
beneficiaries of the Tejaswi
Scheme to be interviewed?

Details of these respondents

will be provided by the Client
or not?

23 v Form TECH-7. 63 Key Professional Personnel Team Is Enumerator’s details also No. But when the enumerators
Composition and Task Assignments required are engaged after award of
contract, they should comply to
the educational qualification
indicated in ToR.
24 v Staffing 80 Field Co-Ordinator: The individual must Master or bachelor’s degree Minimum qualification is as per
hold at least a master’s degree in with relevant experience to the ToR
Agriculture, Agronomy, Natural
Resource Management (NRM),
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
Sociology, Economics, Agricultural carry out the task should
Economics or related field suffice

25 V Staffing 80 Supervisor: The individual must hold Master or bachelor’s degree Minimum qualification is as per
bachelor’s or master’s degree in with relevant experience to the ToR.
Agriculture, Agronomy, and Natural carry out the task should
Resource Management (NRM), suffice
Sociology, Economics, Agricultural
Economics or related field
26 IV B Costing 71 Reimbursable cost What all includes in Travel cost, Daily Sustenance
reimbursable cost (Travel Allowance in field, rentals for
expense/Hardware/software tablets, printing costs, if any;
cost etc.)? other costs (specify)

27 IV Scope of Services 78 Survey Covered two Total size of survey is 2200 Yes
Point no. Questionnaires number 2200 is Household
survey?
1. household 2. CMRC’s (Community
Managed Resource Centers) CMRC’s survey considers No
part of H.H?

Survey having two

Questionnaires Community
Managed Resource Centers
(CMRC) Household

Maximum numbers of
This will be decided mutually by
questions?
client & service provider
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification
Clarification(s)
& Page Number(s))
28 IV Scope of Services 78 sampling frame prepare a list of primary Total 2200 survey H.H in 35
Point no.2 and secondary sampling units ... Districts so each district 60 to
65 H.H
Sampling parameterCMRC’s
and type of
livelihood/entrepreneurship
Before start of survey who
will finalize the sample data
frame and Questionnaires
Clarification
Once the service provider is
finalised, baseline questionnaire
will be finalised by service
provider in mutual consultation
with client. It is proposed that
stratified & proportionate
sampling method would be used.
The sampling per district will be
65 HH

29 IV Scope of Services 78 Deliver cleaned datasets in SPSS or Stata Deliver cleaned datasets in No
Point no.5 format with a detailed variable library CSV or Excl file can be
workable or not

30 Services required Deliver partial datasets on a regular Consultant can give view& This is to ensure progress of the
include 79 basis to MAVIM according to the agreed access to database to assignment by the Client. The
quality standards and adhere to the MAVIM over web platform is alternate proposal could be
agreed format. As per the Survey workable? indicated in the technical
Solutions .... proposal and discussed during
negotiations.
31 IV 3.4 Evaluation Mandatory Criterion 1 Request you to please Legal Registration document;
Criteria confirm list of documents Audit reports and IT
1) Solid experience with Returns(F.Y. 2016-17, F.Y. 2017-
required for all mentioned
managing baseline survey and 18 and F.Y. 2018-19) GST
points.
impact assessment surveys for Registration; copies of contract
livelihood and rural development assignments
projects, with a minimum five (5)
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
years of experience in conducting
surveys, of which a minimum of 3
projects in the past five years
should have been with
development projects.

2) A minimum of three surveys

completed over the past 5 years
tablets or smart phones, for data
entry and management.

3) Previous experience with both

quantitative and qualitative data
collection is a must.

4) Minimum turnover of Rs 1.00

crore per annum from consulting
assignments for each of the last
three years.

5) Past experience in social sector

studies especially related to baseline
and end line survey: 20 marks
32 Pg. No. 78, Pt No. 4: Would the sample be equally Will be finalised by service
Scope of services and distributed across all the provider in mutual consultation
sampling districts? with client.
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
Yes, three members per SHG.
Is there any higher limit of
selecting number of respondents
in each SHG? How many members Around 23 SHGs spread over all
could be selected from each SHG? the CMRCs to be selected. The
CMRCs are spread over in
What would be the possible selected blocks of every district
spread of beneficiaries across and each CMRC operated in on an
districts? How many villages/ SHGs average 35 to 40 villages and
to be selected to cover required contains around 250 to 300 SHGs.
sample in each district?
50% sample & 50% control
What would be the proportion of
the control vs. test sample in each Control group needs to be 50% of
district? total sample size. It has to be non
client formed SHG members/non
Tejaswini beneficiary. Preferably
What is the sample size of control
should not be a member of any
group? What would be the SHG group if possible. The control
selection criteria for control group group members could be from
respondents? Please explain same village or it could be
covered from the adjoining
villages where client is non
operational.
33 Pg. No. 82, Pt No. 1: What would be the size of the Client will provide all the
Services provided by the database at the district level? necessary data and contact
Client details
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
Would the phone numbers
of SHG members be
provided?

34 General In the case of lockdown No. Telephonic survey not to be

extension, would there be used. Survey will have to be done
chances of change in survey adopting recommended social
technique i.e. instead of distancing measures and other
CAPI, telephonic survey personal safety measures
(CATI) would be performed?
If yes, please clarify as it has
a direct impact on project
costing.

35 There are 36 districts in MH Programme is implemented in all

but project is implemented rural districts. Hence both control
only in 34 districts. Should and project area should be in
we take control population rural districts.
from these 2 districts or is
there a possibility of control
blocks/ villages/ Households
in a village itself in each
district/ block/ Village?

36 Have you deployed Block & Client has human machinery in

District Coordinators in all force at all district level and also
these 34 districts & 300 have availability of CRPs in the
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
Blocks & CRPs in each project field however they will not be
villages? Will they be able to engaged in survey as they are
contribute in baseline integral associated team of client
survey? which may insert conflict of
interest or subjectivity
37 Will you be able to share TOC Client has readily available logical
& LFA Reports if conducted framework matrix which can be
formally? Else we are to shared with service provider.
develop measuring
indicators from stakeholders
in workshop or 1-to-1 IDI?

38 It looks your focus is on agro- No need

based enterprise
development, should the
commodity cluster or
agroclimatic zone be used as
a sampling frame/ criteria?

39 In RFP Para-3.4 Page No 44 Only Supervisors are considered

(ITC23.1) it is mentioned that key staff. Hence CVs to be
4 Supervisors CVs will be submitted. For enumerators no
evaluated & the average CVs required
score of these 4 supervisors
will taken as score where as
in RFP- Para VI Point 3 Page
No. –80 it is mentioned that
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
4 Enumerators will be
evaluated.

40 As criteria for supervisors the Working knowledge of Marathi is

knowledge of Marathi is essential for Supervisors.
needed where as household
survey will be conducted by
Enumerators who would be
fluent in Marathi. We had
experience of conducting
several surveys in
Maharashtra by deploying
supervisors with the
workable knowledge of
Marathi. Therefore, our
request would be not to
make fluency of Marathi for
supervisors an
evaluationcriteria as we
would like our Research
Officers to supervise field
operations.

41 Mandatory Criterion 1 Solid experience with managing We have solid experience of The minimum annual turnover
baseline survey and impact assessment working on impact from professional services is Rs.1
surveys for livelihood and rural assessments and conducting crore.
development projects, with a minimum evaluation in the
 RFP Document
Content of RFP requiring
No. Reference(s) (Section
Clarification(s)
& Page Number(s))
five (5) years of experience in
conducting surveys, of which a
minimum of 3 projects in the past five
years should have been with
development project
Minimum turnover of Rs 1.00 crore per
annum from consulting assignments for
each of the last three years
Points of Clarification Clarification
development sector across
various thematic areas for
over 4.5 years. (Details in
attached file)
On an average our turnover
is around Rs. 80 Lakhs per
annum for the last three
years

We would like to enquire

that are we eligible to submit
the proposal on our own,
since we have the extensive
body of work in the sector.

42 No of household to be surveyed 65
in each district selecting
location criteria
43 Selection criteria for of This will be decided subsequently
households to be surveyed once the service provider is
finalised
44 Approximate estimated budget Not relevant
for this consultancy service
45 Do we need to develop new Service provider is expected to
methodology for survey or it suggest the suitable methodology
will be provided by you
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))

46 Is it expected while writing The survey is applicable for

proposal to conduct survey on upcoming new project.
already implemented project by
mahavim or we have to do fresh
survey for IFAD project
47 What is expectation s in survey Already included in TOR
project output
48 Content of questionary in Service provider needs to develop
survey the questionnaire based on
logical framework.
49 Ref. Form TECH-2A, Can we submit the unaudited Audited financial statements
Page 56 2019-2020 report along with the forF.Y. 2016-17, F.Y. 2017-18
audited report for 2017-2018 and F.Y. 2018-19 shall be
and 2018-2019? submitted

50 If we form a JV, and If the Lead partner and Association

subsidiary partner has an partner should meet the eligibility
annual turnover of 1 crore for requirement. Refer ITC 6.4
three years, would that be
eligible?
51 Ref. Section IV, Page For each of the last two years, The minimum annual turnover
45 our annual turnover was more from professional services is Rs.1
than 1 crore. But before that, it crore..
was less than 1 crore. Can we
still submit a proposal?
 RFP Document
Content of RFP requiring
No. Reference(s) (Section Points of Clarification Clarification
Clarification(s)
& Page Number(s))
52 Ref. ITC 18.2, Page 42 Since notary places are closed Submitting PoA on company
due to lockdown, can we give letterhead is acceptable.
PoA on the company
letterhead? Can the original
PoA be submitted on a later
date when the situation
normalizes?

Signature Not Verified

Digitally signed by RAKHI SACHIN MIRASHI
Date: 2020.05.27 22:29:19 IST
Location: Maharashtra-MH