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STANDARD PROCUREMENT DOCUMENT

Procurement of
Consulting Services'
Direct Purchase
[For Assignments of value up to 0.15 Million]

Issued by:
Government of Nepal
Department of Hydrology and Meteorology
Babarmahal, Kathmandu

May 2010
Table of Contents

Table of Contents

Section 1. Letter of Invitation ..................................................................................................2
Section 2. Format of Curriculum Vitae ....................................................................................4
Section 3. Financial Proposal Submission Form ....................................................................5
Section 4. Terms of Reference ...............................................................................................6
Section 5: Standard Form of Contract……………………………………………………………...7
List of Annexes ..........................................................................................................................11

Standard Procurement Documents, RFP Consultant Services Direct Purchase, 2008 i
Section 1. Letter of Invitation

Section 1. Letter of Invitation
National College of Computer Studies
Kathmandu, Nepal

Date:2067/ 02 / 07
Name of Project: Website update (http:/www.dhm.gov.np)
Name of Contract: Website update of the Department

1. The Department of Hydrology and Meteorology invites proposals to provide the
following consulting services:

Scope of work is as followings:
• Website updating -existing content management and new content adding.
• Changing the website into CMS (Content Management system) driven.
• Adding dynamic features (notices, news, newsletter, links, downloads, gallery, etc).
• Integration of Maplap in the website.
• User-friendly updating mechanism

More details on the services are provided in the attached Terms of Reference (TOR).

2. The consultant shall be selected and engaged on the basis of required experience and
qualifications specified in the TOR and the consultants Financial Proposal.

3. You are invited to submit a Proposal for the services under the TOR to :

Government of Nepal
Ministry of Environment
Department of Hydrology and Meteorology
Babarmahal, Kathmandu.

4. Your Proposal should be submitted in one copies and the deadline for submission is:
Date: 2067/ / and time up to 12 noon.

5. Clarification on the RFP may be obtained from:

Department of Hydrology and Meteorology
Address: Babarmahal, Kathmandu
Telex: 977-1-4248808
Facsimile: 977-1-4262348

6. Your Proposal must remain valid 15 days after the submission date, i.e., until: 2067/ /

7. The assignment is expected to commence on at the earliest [2066 / /] at Kathmandu.

8. The RFP includes the following documents:

Section 1 - Letter of Invitation
Section 2 - Format of Curriculum Vitae (CV) for Proposed Professional Staff
Section 3 - Financial Proposal - Standard Forms
Section 4 - Terms of Reference
Section 5 - Standard Form of Contract.

Standard Procurement Documents, RFP Consultant Services Direct Purchase, 2008 2
Section 1. Letter of Invitation

9. Please inform us, upon receipt:

(a) that you received the letter of invitation; and
(b) whether you will submit a proposal

Yours sincerely,

Chief Procurement Unit

[insert: Signature, name, and title of Client’s representative]

Standard Procurement Documents, RFP Consultant Services Direct Purchase, 2008 3
Section 2 .Format of Curriculum Vitae

Section 2.Format of Curriculum Vitae
Key Qualifications:

[Give an outline of your /staff member’s experience and training most pertinent to tasks on
assignment. Describe degree of responsibility held by you / staff member on relevant previous
assignments and give dates and locations. Use about half a printed page.]

Education:

[Summarize college/university and other specialized education of your / staff member, giving
names of schools, dates attended, and degrees obtained. Use about one quarter of a printed
page.]

Employment Record:

[Starting with present position, list in reverse order every employment held. List all positions
held by staff member since graduation, giving dates, names and address 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.]

Languages:

[For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and
writing.]

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 consultant] Day/Month/Year

Full name of staff member: ______________________________________

Full name of authorized representative: ___________________________

Seal / Stamp of the Consultant/Firm:

Standard Procurement Documents, RFP Consultant Services Direct Purchase, 2008 4
Section 3 Financial Proposal Submission Form

Section 3. Financial Proposal Submission Form

[Letterhead of Consultant in case of a Firm ]

To:
Department of Hydrology and Meteorology
Babarmahal, Kathmandu.

We, the undersigned, offer to provide the consulting services for Website update in accordance
with your Request for Proposal dated 2066 / /and our Proposal. Our attached Financial
Proposal is for the sum of [Amount in words and figures]. This amount is inclusive of all the
applicable local taxes( excluding Value Added Tax).

Our 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., [Date].

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

We remain,

Yours sincerely,

Authorized Signature:
Name and Title of Signatory:
Name of Consultant:
Address:

Standard Procurement Documents, RFP Consultant Services Direct Purchase, 2008 5
Section 4 Terms of Reference

Section 4. Terms of Reference
[Terms of Reference normally contain the following sections:
a. Background,
b. Objectives,
c. Scope of the Services,
d. Staff inputs
e. Training (when appropriate),
f. Reports and Time Schedule, and
g. ) Data, Local Services, and Facilities to be provided by the Client.]

Standard Procurement Documents, RFP Consultant Services Direct Purchase, 2008 6
Section 5.Standard Form of Contract

Section 5:
STANDARD FORM OFCONTRACT

Consultants’ Services
(Direct Purchase)

Title of Consulting Services Website update

Project Name: Website update

Office Name: Government of Nepal
Ministry of Environment
Department of Hydrology and Meteorology

Office Address: Babarmahal, Kathmandu

Consultant Direct Purchase Assignments, 2008
Section 5.Standard Form of Contract

Sample Contract for Consulting Services
Direct Purchase Assignments
Lump-Sum Payments

CONTRACT
THIS CONTRACT (“Contract”) is entered into this 2066/ / by and between Department of
Hydrology and Meteorology(DHM) (“the Client”) having its principal place of business at
Babarmahal , Kathmandu, and [insert Consultant’s name] (“the Consultant”) having its
principal office located at [insert Consultant’s address].

WHEREAS, the Client wishes to have the Consultant to 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 a. 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”).

b. The Consultant shall provide the personnel listed in Annex B,
“Consultant’s Personnel,” to perform the Services.

c. The Consultant shall submit to the Client the reports in the
form and within the time periods specified in Annex C,
“Consultant’s Reporting Obligations.”

2. Term 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.

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 and profits as well
as any tax obligation that may be imposed on the Consultant.

B. Schedule of Payments
1
The schedule of payments is specified below:

Forty (40) percent of the lump-sum amount shall be paid upon
submission and approval of Inception Report.

Thirty (30) percent of the lump-sum amount shall be paid upon
submission and approval of Draft final Report.

Thirty (30) percent of the lump-sum amount shall be paid upon
submission and approval of final Report with CDs.

1
Modify, in order to reflect the output required, as described in Annex C.

Consultant Direct Purchase Assignments, 2008 8
Section 5.Standard Form of Contract

[insert amount and currency] Total:

C. Payment Conditions

Payment shall be made in Nepali Rupees, no later than 15
days following submission by the Consultant of invoices in
duplicate to the Coordinator designated in paragraph 4.

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 C, “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 standards of professional and ethical competence and integrity. The
Consultant shall promptly replace any employees assigned under this
Contract that the Client considers unsatisfactory.

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,
Material prepared by the Consultant for the Client under the Contract shall
belong to and remain the property of the Client. The Consultant may
2
retain a copy of such documents and software.

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

9. Responsibility The Consultant shall be responsible to fulfil his obligations as per the
requirement of the Contract Agreement, RFP documents and
Procurement Act and Regulations.

10. Insurance The Consultant will be responsible for taking out any appropriate
insurance coverage.

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

2
Restrictions about the future use of these documents and software, if any, shall be specified at the end of Article 7.

Consultant Direct Purchase Assignments, 2008 9
Section 5.Standard Form of Contract

12. Law Governing The Contract shall be governed by the laws of Nepal and the
Contract and language of the Contract shall be English.
Language

12. Dispute Any dispute arising out of the Contract, which cannot be amicably
Resolution settled between the parties, shall be referred to adjudication.

FOR THE CLIENT FOR THE CONSULTANT

Signed by ___________________ Signed by ______________________

Title: ______________________ Title: ________________________

Consultant Direct Purchase Assignments, 2008 10
Section 5. Standard Form of Contract

List of Annexes

Annex A: Terms of Reference and Scope of Services

Annex B: Consultant’s Personnel

Annex C: Consultant’s Reporting Obligations

Consultant Direct Purchase Assignments, 2008 11
Section 5. Standard Form of Contract

Annex A - Terms of Reference

1. General Background

Department of Hydrology and Meteorology needs to upgrade its existing website
(dhm.gov.np) to provide the information services through electronic media, more
importantly through the internet especially with establishment of the portal. The
application needs to be developed in the concept of PORTAL, which will contain wide
varieties of information related to Department of Hydrology and Meteorology (DHM).

Additionally, a free and open source software MapLab needs to be integrated in the
system. MapLab is a suite of effective and intuitive web-based tools to create and
manage MapServer web mapping applications and map files. MapLab is OpenSource,
this means that it can be use freely for own applications, and also have access to the
source code.

The portal will be very much informative. But it has to be updated on a regular basis to
provide up-to-date information to the people. The separate and secured administrative
subset of the site needs to be developed to manage the dynamic content in the site.
Rather than a web portal, a proper Dynamic Content and Website Management Systems
(DCWMS) based web skeleton is needed.

2. Objective

The main objective of the work is to update the existing DHM website that will help DHM
to be able to efficiently manage the entire information system taking in consideration the
capability, scalability, flexibility and high availability. This will facilitate information
dissemination through internet. Since providing information to general public is one of the
most important objectives of DHM, effective website will help DHM to perform its activities
more efficiently. Moreover, the website should be manageable, i.e. the information
updation process should be automated with the help of dedicated administrative section,
using which content management of the website can be managed though secure and
convenient Content Management System.

3. Scope of work

• Website updating -existing content management and new content adding.
• Changing the website into CMS (Content Management system) driven.
• Adding dynamic features (notices, news, newsletter, links, downloads, gallery, etc).
• Integration of Maplap in the website.
• User-friendly updating mechanism

4. Methodology

The methodology shall mainly include the following but not limited to:

• System Analysis and Design
o Requirement Analysis
o System Design
• System Development and Testing
o Coding/ Programming
o System Testing

Consultant Direct Purchase Assignments, 2008 12
Section 5. Standard Form of Contract

• Prepare reports.
Nevertheless, the consultant may add other tasks as deemed necessary in order to
complete the works as required.

5. Knowledge or technology transfer

The Consultant should train / transfer the knowledge to maximum of two staff of DHM
on the administration and maintenance of the website.

6. Data, Local Services, and Facilities to be provided by the Client

The client will provide the information available possible regarding the work.

Consultant Direct Purchase Assignments, 2008 13
Section 5. Standard Form of Contract

Annex B – Consultant’s Personnel
Titles [and names, if already available], detailed job descriptions and minimum qualifications of
Key Personnel to be assigned to work and staff-months for each.

Consultant Direct Purchase Assignments, 2008 14
Section 5. Standard Form of Contract

Annex C – Consultant’s Reporting Obligation

Reports

Two copies of the Inception Report shall be prepared and submitted to DHM no later than
7 days after signing the contract agreement. The consultant shall present the report to
DHM and other invited professionals for discussion This report shall contain the finalized
work program and a general approach and methodology that the Consultant proposes to
conduct the work. DHM will review the Inception Reports submitted by the consultant and
will send its comments if any to the consultant. The consultant shall resubmit two copies
of revised Inception Report after incorporating DHM comments if any.

Two copies of Draft Reports shall be prepared and submitted to DHM no later than 30
days after signing the contract agreement. The consultant shall present the report to DHM
and other invited professionals for discussion. The Draft Final report of study shall include
details as formulated in the scope of work.

Three Copies of paper bound Final Reports and Web Site - 2 copies in CD ROM shall be
prepared and submitted to DHM no later than 35 days after signing the contract
agreement. The consultant also need to provide one copy hard banded Manuals complete
with source code, and trouble shooting guide. The report of study for the project shall be
prepared comprising all related information and web updating as formulated in the scope
of work. The consultant should prepare and submit report by incorporating all the
comments and suggestions from DHM.

Consultant Direct Purchase Assignments, 2008 15