M.P. ROAD DEVELOPMENT CORPORATION LTD.

45-A, Arera Hills, Bhopal

REQUEST FOR PROPOSAL FOR REVISION IN WORK MANUAL 1983
Introduction: The Public Works Department of Madhya Pradesh is the nodal agency of the
state responsible for planning, designing, construction and maintenance of Government
assets in the area of infrastructure development. The primary functions of the department
include a) Architecture survey, design, construction, improvement and maintenance of roads
& bridges of the State; b) Design construction & maintenance of public buildings of the
State. The work for inviting Request for Proposal and its finalization is assigned to
MPRDC.
All the field work undertaken by the department in these major areas is based on a
guiding document called the Madhya Pradesh Public Works Department Manual which lays
down all the relevant procedures and practices in relation to design construction and
maintenance of various assets (including buildings and various other physical structures)
created in the state by the department and other affiliated agencies that follow the MP Public
Works Department Manual. Madhya Pradesh Works Department Manual 1983, is
applicable to the following departments:
Public Works Department
Public Health Engineering Department
Irrigation Department, including minor, medium and major irrigation.
Narmada Valley Development Department
Rural Engineering Services.
Besides this, many other departments take a reference of Madhya Pradesh Works
Department Manual 1983 for various construction works. The manual was revised in 1983,
since then many amendments have been made to accommodate various changes in
procedures. However as the current scenario of construction industry in the country is
changing and due to fast changing requirements in the field of Construction Management &
Technological Up-gradation, the Manual requires a revision.
Under such circumstances, proposals are requested from reputed consultancy/ auditor/
registered firms/ organizations to revise the Madhya Pradesh Works Department Manual
1983.
2. Eligibility Criteria: The applicant Firm/Organization shall have the following
eligibility criteria:
a. The applicant organization shall either be a registered Firm or a Company having a
minimum experience of 5 years in the field of consultancy or advisory services
having an average annual turnover of Rs. 50 lakhs for last three years.

1|Page

b. The applicant organization shall have experience in developing at least 3 manuals/

books on standard operating processes for Government departments/ PSUs.
c. The applicant organization shall have the following team members either on their
pay roll or especially engaged through a contract for this assignment:
1.
A retired civil engineer from State / Central Government not below
the rank of Chief Engineer, having an experience of construction
of roads/ buildings /bridges.
2.
A retired civil engineer from State / Central Government not below
the rank of Chief Engineer, having an experience of construction
of canals and dams.
3.
A retired civil engineer from State / Central Government not below
the rank of Chief Engineer, having an experience of construction
of overhead tanks, treatment plants and intake wells.
4.
A retired civil engineer from State / Central Government not below
the rank of Superintending Engineer, having an experience of
Electrical/ Mechanical engineering works.
5.
A retired Finance Officer not below the rank of Joint Director,
having an experience of treasury computerization.
6.
A retired Finance Officer not below the rank of Joint Director,
having an experience of settling audit para including Public
Account Committee para.
d. The applicant organization should not be black listed by any Government
department or organization.
3. Bid Process: The bids (technical as well as financial) shall be submitted online upto the
bid submission deadline (online) i.e. on 28.10.2015 at 1730 hrs. The Financial bids shall be
submitted online only. The hard copy of the Technical bids shall be submitted upto the
physical submission deadline (EMD and technical bids) i.e. 29.10.2015 at 1730 hrs. in the
Office of the Managing Director, M.P. Road Development Corporation Ltd. 45 A Arera
Hills, Bhopal 462001. The bid shall be submitted in two envelopes containing technical and
financial proposals in separate envelops. The earnest money of Rs. 2000/ in the form of DD
Payable to Managing Director, MPRDC shall also be attached with technical proposal. The
DD shall be payable at Bhopal. The Earnest Money deposit of unsuccessful bidder shall be
released only after signing the agreement with the successful bidder. The Bid Security of
successful bidder shall be converted as Performance security which shall be released only
after successful completion of the assignment. The detailed tender procedure is attached
herewith as Annexure A.
a. The envelop containing the hard copy of technical proposals as well as EMD shall be
sealed clearly mentioning The proposal for revision in Work Manual should
reach MPRDC office by 1730 hrs. on 29.10.2015. The technical bids (online as well
as manual submissions) will be opened at 11.00 hrs. on 30.10.2015 at MPRDC
office.
2|Page

b. The technical proposal which do not contain EMD will be rejected and will not be
considered as eligible bidder.
c. The technical proposal shall include the proof of turnover of past 3 years, duly
certified by a charted accountant.
d. It shall also include the bio data of the experts as mentioned in eligibility criteria and
the consent of the experts that they are willing to be associated with the assignment.
e. Any replacement in the names of expert submitted will only be possible after getting
prior consent of the bid sanctioning authority. The replacement is permitted only
with the experts having equal or better qualification for each expert category.
f. The technical proposals shall also be accompanied by verified signatures of the
person responsible for management of contract on behalf of the bidder. The
authorized person will be responsible for signing the contract and provide the
deliverables.
g. The bidder has to quote the rates on lump sum basis for the entire work. The
financial proposal shall include the total cost for the assignment, inclusive of all the
taxes and duties. The contract will be assigned on all inclusive cost. The financial
proposal accompanied with physical submission of the hard copy of the technical
proposals shall be rejected.
h. The financial proposals of technically qualified bidders will be opened.
i. The financial proposals of technically unqualified bidders will not be opened.
j. The work will be awarded to L1 bidder. In case L1 bidder refuses the assignment on
any grounds, L2 bidder may be considered. The successful bidder is required to sign
an agreement within 15 days from the date of issue of Letter of Acceptance.
k. Important Dates:
Dates
24.09.2015
12.10.2015
28.10.2015
29.10.2015
30.09.2015

Particulars
Bid Publication
Pre bid meeting
Last date of bid
submission (online)
Last date of bid
submission (physical)
Bid opening (technical)

Time
11:30 hrs.
17:30 hrs.
17:30 hrs.
11:00 hrs.

4. Committee:
The Public Works Department, Govt. of M.P. vide order no. R
517/2015/B/19 Bhopal dt. 14/8/2015 have constituted a committee to monitor that the work
is being carried out as per the scope as defined in para 5 and 6 below. The committee will
submit the draft manual for approval to the State government.

3|Page

5. Overall Objective of the Assignment: The overall objectives of the assignment shall
include (but not limited to) the following:
a. The Firm/ organization is required to study latest similar manuals like the Central
Public Works Department Manual 2014 or Works Manual of other States and
suggest appropriate changes in the existing manual.
b. The Firm/ organization is also expected to suggest additions regarding provisions
of strict quality control, Inspection and monitoring methodology, contract
management, action against defaulting contractors, recoveries and settlement of
Audit paras.
c. The Firm/ organization is also expected to suggest deletion of existing provisions
which have lost their relevance in the current scenario.
6. Specific Objectives of the Assignment: The specific objectives of the assignment shall
include (but not limited to) the following:
a. The Firm/ organization is expected to extensively study various provisions of
similar manuals like the Central Public Works Department Manual 2014 or latest
Works Manual of other States and make a comparative statement of the provisions
with respect to Madhya Pradesh Works Department Manual 1983, highlighting the
deficiencies / strengths of the existing manual.
b. The Firm/ organization shall specifically study the quality control aspects of all the
infrastructures like roads, buildings, bridges, canals, dams etc. and suggest
appropriate provisions in the draft manual. The responsibility of quality control
shall be entrusted to the officers at various levels in the departmental hierarchy, the
primary responsibility shall lie with the officers directly responsible for
construction activities.
c. The draft manual shall include strict monitoring provisions by various levels in the
departmental hierarchy. A monitoring schedule for every type of construction as
well as at every level of construction shall be included as annexure.
d. The provisions of inspections at various levels in the departmental hierarchy shall
also be included in the draft manual. Various aspects of inspection shall also be
covered in detail.
e. The draft manual shall also include provisions regarding survey, preparation of
estimates, administrative and technical sanctions, execution of work, maintenance
of and recording in measurement book, bill preparation and passing of bills.
f. The draft manual shall also include provisions regarding Green building norms.
g. The draft manual shall also include provisions regarding tendering process starting
with preparation of tender document in conformity with standard tender document
of the department, publicity, invitation of tenders, bid evaluation, awarding the
contract, receiving bid security, performance security including e- tendering.

4|Page

h. The draft manual shall also include provisions for registration of contractors,
receiving registration fee and monitoring the performance of contractors and
considering it at the time of revalidation of registration.
i. The draft manual shall also include provisions regarding contract management
including but not limited to progress monitoring as per work schedule, timely
recoveries from the contractors for delayed progress, timely return of security to
contractors along with arbitration and litigation.
j. The draft manual shall also include provisions regarding store management.
k. The draft manual shall also include provisions regarding accounting processes,
budget, Internal audit/ Audit by Accountant General, time limits for disposal of
audit para, actions required to be taken in E in C office/ Zonal/Circle/Divisional
offices for settlement of draft audit para. It should also include fixing
responsibilities of various officers including Divisional Accountants/ Account
Officers/ Executive engineers regarding disposal of audit para.
l. The draft manual shall also include provisions regarding fair wages and labour
regulations.
m. The Firm/ organization is required to study various new initiatives like online
registration of contractors, works department drawl facility (WDDF), Integrated
Financial Management & Information System (IFMIS), Standard Bid document
and other initiatives undertaken by Government departments of Madhya Pradesh so
as to include appropriate provisions in the manual.
n. The draft manual shall also include provisions regarding duties and responsibilities
of different officers.
o. The draft manual shall also include provisions regarding powers assigned to
different officers regarding technical / administrative approvals, incur expenditure
and taking disciplinary actions as defined in M.P. Book of Financial Powers, M.P.
Civil Services conduct Rules and other rules/ manuals so as to provide consolidated
information to field staff.
p. The draft manual shall also include provisions regarding training needs of user
departments.
q. The above mentioned scope is suggestive only, the Firm/ organization is free to
include best practices being adopted by Central Government/ State Governments /
Union Territories.
r. On the basis of above, the Firm/ organization shall prepare a preliminary draft,
which will be discussed by a committee appointed by public works department.
Appropriate changes in the draft are required to be accommodated after every
discussion. The final draft will be submitted for approval of the committee.

5|Page

7.

Deliverables: The applicant Firm/Organization shall have to deliver the followings:

1. Duly signed contract agreement.
2. Submission of work plan prepared after preliminary
discussions with the committee.
3. A comparative statement of the provisions in the
Madhya Pradesh Works Department Manual 1983 vis
a vis best practices being adopted by Central
Government/ State Governments / Union Territories.
4. Preliminary draft works manual.
5. Amendments to draft manual as suggested by the
Committee.
6. Final draft manual.

8. Supervision and Reporting: The work assigned to applicant Firm/Organization shall

be supervised by member secretary of the committee. The deliverables have to be
submitted to the member secretary who will be responsible for organizing a meeting of the
committee to discuss comparative statements, list of best practices, preliminary draft,
incorporation of all suggestions in the draft and the final draft. The final draft will then be
presented for approval of the administrative department.
9.

Terms of Payment: The payments shall be made in the following manner:

S.No.
1
2
3
4
5

Deliverable
Initial discussions and preparation of
work plan
Submission of comparative statement
as per clause 6
Submission of preliminary draft.
Submission of final draft.
Approval of the draft manual by the
administrative department

% of contracted
amount to be paid
5%
10%
30%
45%
10%

a. The successful bidder is required to submit invoice accordingly, which will be

verified by member secretary and sent to the GM (Finance) MPRDC for
payment.
b. All the relevant taxes will be deducted as per prevalent rules and regulations by
the GM (Finance) MPRDC.
c. All the payments shall be made electronically, in the bank account of the bidder,
the details of which have been submitted with financial proposals.

6|Page

10. Duration & Penalty: The assignment shall be completed in 4 months. The successful
bidder is required to submit a work plan accordingly. In case of delays, 2% per week
penalty will be levied and will be deducted from the amount payable at every stage. The
maximum penalty will be limited to 10% of the contracted amount.

7|Page

Draft Contract Agreement

between
Madhya Pradesh Road Development Corporation Ltd.
(Govt. of M. P. undertaking)
&
....................................(Successful bidder)
1. The contract agreement is entered on -------- day of ------2015 between
........................ & .................................
2. MPRDC herein after referred to as Client vide order no. ................ dated .............
has assigned the work of preparation of Works manual to M/S..................herein
after referred to as Service provider.
3. It is hereby agreed by and between both the parties that the .................(service
provider) shall prepare draft work manual as per the terms of reference (TOR) as
published by the client through advertisement no...... dated ......... and the client shall
pay the service provider a sum of Rs................. according to the TOR.
4. The TOR, proposals submitted by the service provider vide letter no....... date........
and the acceptance of the client as communicated vide letter no..... date..... shall be
integral part of this contract.
5. It is also agreed that the obligations of service provider shall include the work as per
scope of work and deliverables as mentioned in the TOR.
6. The service provider shall not disclose any information which is received during
execution of the contract. If required by law, order of the court or by any regulatory
authority, it will be mandatory for the service provider to inform the client before
disclosing the information or delivering any document to such authority.
7. All intellectual propriety rights in the material, data, design (whether electronically
or not) especially developed for the client by the service provider shall be jointly
owned by the client and the Government of M.P.
8. The client at its sole discretion may suspend or terminate the contract at any time
without assigning any reason. 15 days notice to the service provider will be given
for such termination.
9. Any time extension will be subjected to mutually agreed terms and conditions as
per the circumstances.
10. All disputes are subjected to Madhya Pradesh Madhyastham Adhikaran Act, 1983.

(Authorized signatory)
Client

(Authorized signatory)
Service provider

8|Page

9|Page