GOVERNMENT OF ANDHRA PRADESH

APSDMA, REVENUE (DM) DEPARTMENT

REQUEST FOR PROPOSAL (RFP)

Issued by Andhra Pradesh State Disaster Management

Authority (APSDMA)

Name of the Activity Selection of an agency for conducting hazard

vulnerability study, resource mapping, integration and
preparation of detailed Andhra Pradesh State Disaster
Management Plan and District Disaster Management
Plans of 26 Districts as per the guidelines stipulated by
the APSDMA/Government and NDMA, printing of
required quality and quantity”.

Estimate Amount Rs.130.00 Lakhs

Time of Completion 6 months

01.11.2024 from 10.00 AM
RFP Issue Date

RFP Submission Date & Time 14.11.2024 at 3.00 PM

RFP application fee Rs.5000/- (DD, in favour of Managing Director, AP

SDMA payable at Tadepalli, Guntur District)
(Non-refundable to be enclosed along with technical
proposal)

Rs.1,30,000/- (Rupees One Lakh Thirty Thousand

EMD only)

Summary of the Proposal:

This Request for Proposal (RFP) is issued by the Managing Director, Andhra Pradesh State
Disaster Management Authority (APSDMA) to obtain proposal from the prospective
Organizations / Institutions/Agencies satisfying the eligibility criteria, to enter into a contract
with the successful bidder for the activity

OFFICE ADDRESS
MANAGING DIRECTOR
A P STATE DISASTER MANAGEMENT AUTHORITY
KUCHANAPALLI, TADEPALLI MANDAL
GUNTUR DISTRICT
ANDHRA PRADESH -522501
CONTACT NUMBER- 0863-2377105
Mail id: ed-apsdma@ap.gov.in
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 Table of Contents

SI NO Description Page No.

1 Request for proposal terminology 3

2 Project background 4

3 Terms of Reference (ToR) 5

4 RFP Process 12

5 Instructions to applicants 13

6 Evaluation of proposal 15

7 Special Technical Committee 18

8 Payment terms 18

9 Key Personnel 19

10 Arbitration 20

11 General terms and conditions 20

12 Annexure A – G 22-28

13 RFP Data sheet 29-30

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 Request For Proposal Terminology
Throughout this document, the following definitions apply:
a) “Applicant” means a party that submits, or intends to submit, a Proposal;
b) “Work Order” means the written order resulting from this RFP issued by the Authority;
c) “The Authority” means the Andhra Pradesh State Disaster Management Authority;
d) “Must” or “mandatory” means a requirement that must be met in order for a Proposal
to receive consideration;
e) “Proposal” means a proposal submitted in response to this RFP;
f) “RFP” means this Request for Proposal; and
“Should” or “desirable” means a requirement having a significant degree of importance to the
objectives of RFP

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1. Project Background
Andhra Pradesh state is situated in the south-eastern coastal region of India, it has a high
level of exposure to multiple disaster risks. It is the seventh-largest state by area covering
an area of 162,975 Km2 (62,925 Sq.M) and tenth-most populous state with 4,93,86,799
population spread across 26 districts. The State is divided into two major regions namely
Rayalseema and Coastal Andhra region, bordering Bay of Bengal. The state has second
longest coastline among the Indian states i.e. 974 kms. on it East and Northeast side and
it bordered by Odisha and Chhattisgarh from north east side, Telangana in north west,
Karnataka in west and Tamil Nadu in South. The state has varied topography ranging from
the hills of Eastern Ghats and Nallamala Hills to the shores of Bay of Bengal that supports
varied ecosystems. The Andhra Pradesh is blessed with dense network of 40 major and
medium rivers out of which Godavari, Krishna and Penna rivers contributes to the major
chunk of surface water.

Vulnerability to natural disasters combined with socio-economic vulnerability of the

people living in the State pose a great challenge to the Government machinery and
underscores the need for a comprehensive plan for disaster preparedness, search and
rescue operations, capacity building and mitigation. As per mandate of Disaster
Management Act 2005 and also for scientific management of various disasters,
APSDMA has prepared the State Disaster Management Plan (SDMP) and Disaster
Management Plans (DDMPs for 13 erstwhile Districts of Andhra Pradesh in the year
2017-18. Moreover, according to Disaster Management Act 2005, the SDMP and DDMPs
needs to be updated annually, now APSDMA is taking important steps to enhance
disaster preparedness in the State by developing State Disaster Management Plan
(SDMP) along with 26 New Districts Disaster Management Plans for effective response
and recovery. The DM Plans includes Risk Assessment, Stakeholder engagement,
resource management, capacity building, mitigation, monitoring & evaluation,
Integration with developmental plans etc., This holistic approach will not only improve
immediate response but also foster long-term resilience in communities

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The following are the tasks:
a) Preparation of State Disaster Management Plan (SDMP) of Andhra Pradesh
b) Preparation of 26 District Disaster Management Plans (DDMPs) of Andhra Pradesh

1a. Terms of Reference (TOR) for preparation of State Disaster Management

Plan (SDMP)

a) The State Disaster Management Plan (SDMP) aims to ensuring that the state is
better prepared to face impending hazards and loss from the subsequent disasters
are also minimized and encourage resilience building
b) The State Disaster Management Plan of Andhra Pradesh should encompass all
natural and man-made disasters to which the state is susceptible
c) It promotes a culture of prevention and preparedness by ensuring the DM receives
the highest priority at all levels and community is the most important stakeholder
in the DM process
d) Mainstreaming DM concerns into the developmental planning process. Putting in
place a streamlined and institutional techno-legal framework for the creation of an
enabling regulatory environment and a compliance regime
e) Developing contemporary forecasting and early warning systems backed by
responsive and fail-safe communications and information technology support and
productive partnership with media to create awareness and contributing towards
capacity development
f) Ensuring efficient response and relief with a caring approach towards the need of
the vulnerable sections or society
g) Undertaking reconstruction as an opportunity to build disaster resilience structures
and habitats
h) Under taking recovery to bring back the community to a better and safe level than
the pre-disaster stage
i) The SDMP would synergize with the framework of National Disaster Management
Plan (NDMP) 2019
j) SDMP would also consider the National guidelines on the preparation of State
Disaster Management Plan

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k) The organizations / Institutions/Agency will acquaint themselves with the statutory
provisions as contained in the Disaster Management Act 2005; guidelines and
executive instructions on the subject as issues by the Disaster Management Division,
Ministry of Home Affairs and National Disaster Management Authority, Govt of
India and other such instructions issued from time to time by both the Central
Government and State Government. They will also take into account any good
practices / findings from Disaster Management Plans of other States / UTs as value
addition to the SDMP of the Andhra Pradesh
l) In the present context the SDMP must be consistent with the approaches promoted
globally by the United Nations, in particular the Sendai Frame Work for Disaster
Risk Reduction 2015- 2030 and this framework must incorporate in to DM plans
and also consider the SDG, PM10 point agenda etc.,
m) The Organization/ Institution/Agency are expected to deliver the following outputs:
➢ State profile – Socio, economic and demographic issues, vision, objectives, theme
and objectives etc.,
➢ The vulnerability of the different parts of the State to the different kinds of disasters
and Risk involved thereof (HRVA) with GIS maps and zonation, the plan should
refer to emerging concerns such as urbanization, environmental protection etc.,
➢ Dedicated Institutional framework mechanism for Disaster Management covering
all the phases of DM cycle
➢ Preventive and mitigation measures for all identified probable hazards of the State
including systems and mechanisms for ensuring comprehensive, holistic and
prompt action at each phase of Disaster Management including early warning
systems; preventive and mitigation measures – short term, medium and long term
with structural and non-structural measures required to be taken together with line
department(s) for each activity
➢ Training need analysis and development of state HR plan (to be added as annexure)
➢ Mainstreaming DM concerns into developmental plans/programs / projects ; This
includes economic, social and infrastructure like irrigation, power, drinking water,
sanitation, roads, housing, schools, hospitals and heritage monuments, which also
includes element of impacts assessment, risk reduction approach; to be build into
the developmental plans of each department plans while building in DM concern
into such plans (in a brief manner logistic management details to be incorporated
in respective Standard Operating Procedures)

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➢ Preparedness measures; resources availability at National and State level – Govt.,
private and NGOs etc., and Resource inventory like IDRN, Community Based
Disaster Management (CBDM), training and capacity building of other proactive
measures – SDRF, Civil Police, Fire Brigades, Civil defense, home guards, NCC,
NSS, NYK, CBOs, NGOs and corporate entities; Media- electronic and print media;
Awareness generation; outline an effective GIS process for collecting and analyzing
spatial data for emergency problem solving; Techno-legal regime; medical
preparedness – nominate/designate hospitals, doctors and paramedics to cover
emergency health management including trauma and psychosocial care;
Knowledge management ; ICT tools for resource mobilization; Fail - safe
communications including last mile connectivity ; testing of the plans through
mock drills and rehearsals; Lessons learnt from past disasters to be incorporated
➢ Response – the design of the plan shall be developed for immediate response which
would be initiated on a trigger mechanism basis upon the concurrence of a calamity
of extreme nature; Incident command or response system (IRS); Emergency
Operation Center ; Alert mechanisms – early warnings ; Disaster risk reduction
framework, policy, act/rules of the State and road map for hazard risk
management; Probabilistic scenario – building for different levels of various
disasters to which deferent areas of the state are vulnerable; Yearly schedule for
the conduct of mock exercise for different disasters in deferent parts of the State ;
procedure for the activation of plans – upon occurrence of any disaster
➢ Partnership with other stakeholders – the roles of academic institutions and
scientific and technical organizations which have an important function in DM may
be spell out from early warning to recovery, together with names and designations
of the nodal persons; Media etc.,
➢ Financial arrangements – Arrangements for the funding of the components of the
state plan; provision of funds for specific mitigation projects aimed at improving
prevention, preparedness, and mitigation in requirement of specific disasters at the
state/district level on priority basis; detailed SOPs for each department to make
provisions in its annual budget for funds to carry out the activities set out in its own
BM plan and role and responsibilities of all other stakeholders.
➢ The roles of the Government Departments / Organizations, which have that have
to be performed in a given disaster situation along with the effective structures for
time bound coordination with one another

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 ➢ Explore the scope to integrate the SDMP with Sendai Framework for Disaster Risk
Reduction 2015, Sustainable Development Goals (SDGs), Paris Agreement for
Climate Change, PM10 point agenda etc.
➢ Cross cutting issues like the environment, gender, vulnerable groups and their
specific needs, psychological impact and it’s counseling etc., must be replicate in
appropriate lessons of DM plans
➢ Any other relevant inputs from the Authority
➢ To obtain input into the topics mentioned above, the agency has to meet with all
eighteen-line departments in the state and to conduct periodic meetings in the
APSDMA with relevant stakeholders

1b. Terms of Reference (TOR) for preparation of 26 District Disaster

Management Plans (DDMPs) – (District of Srikakulam, Parvatipuram Manyam,
Vizianagaram, Alluri Seetharamaraju, Visakhapatnam, Anakapalli, Kakinada, Dr B R
Ambedkar Konaseema, East Godavari, Eluru, West Godavari, Krishna, NTR, Guntur,
Palnadu, Bapatla, Prakasam, SPSR Nellore, Tirupati, Chittoor, YSR, Annamayya, Sri
Satyasai, Kurnool, Nandyal and Ananthapuramu)

a) All the districts DM plans must follow the same pattern but the plans should be
customized based on the geographical location, climatic conditions, Hazards,
Vulnerabilities, Risks and Capacities and other major parameters pertaining to the
particular district.

b) As per DM Act 2005, the DDMP shall, inter- alia, include areas in the district
vulnerable to different forms of disaster providing for allocation of responsibilities to
the line departments at the district level and local authorities in the district; prompt
response to disaster and relief thereof; establishment of communication links; and
the dissemination of information to the public to respond to any threatening disaster
situation or disaster.

c) It is a multi-hazard response plan that assist and equips the district administration to
organize its emergency preparedness, response and mitigation functions in a timely
and efficient manner with in the district, and extend the necessary support to the
State/Central Government.

d) The DDMP establishes a structure for a systematic, coordinated and effective

response at the district level

e) The DDMP is the guide for achieving the objective i.e., mitigation, preparedness,
response and recovery. This plan should be prepared to respond to disasters with
8
 sense of urgency in a planned way to minimize human, property and environmental
losses.

f) The Organization / Institution/Agency are expected to deliver the following outputs:

➢ District profile - Socio, economic and demographic issues, vision, theme and
objectives etc.,
➢ Hazard, Vulnerability, Capacity and Risk Assessment (HVCRA) of the district;
combine with socio economic outline on issues and challenges in sustainable
development; Matrix of past disasters; GIS maps and zonation of mandals and
villages by using HVCRA techniques -hazard analysis, vulnerability analysis,
capacities and resources analysis
➢ Institutional arrangement for DM – organizational structure of District, Mandal,
Village, Municipality and community levels for DM; functions of institutions; IRS
and IRTs; Emergency Operation Centers and their operation, Interagency groups
with GO and NGOs at District level; Public- Private partnerships; forecasting and
warning agencies etc.,
➢ Prevention and Mitigation measures - Special projects/schemes proposed for
preventing the disasters and for also for vulnerable groups; Climate change
adoption measures; Mainstreaming DRR in development plans and programs;
Hazard-wise structural mitigation measures for natural as well as manmade
disasters (including Chemical, Industrial, Biological and Nuclear Hazards)
;Hazard-wise non-structural mitigation measures for natural as well as manmade
disasters (including Chemical, Industrial, Biological and Nuclear Hazards). (Both
structural and non-structural measures should be given in the responsibility
matrix); Information, Education and Communication (IEC) activities under the
Non-structural measures.
➢ Preparedness measures - Preparedness analysis in terms of network of
communication systems, public distribution systems, storage facilities, transportation
facilities, medical facilities, emergency reserves (essential resources, food, medicines,
water etc), fire stations, shelters (cyclone, floods) with their capacity, availability of
NGOs and other volunteers, availability of plans, teams to undertake various functions
etc. so as to enable quick response; is an important area of analysis, as strengthening
it would result in effective response; Identification of stakeholders involved in disaster
response; formation of teams; activation of IRS ; Protocol for seeking help from other
agencies such as Govt. of India, State Government, Public Sector Undertaking (PSUs),

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 Other State Governments, National Disaster Response Force (NDRF), AP-State
Disaster Response Force (APSDRF), Army, Navy and Air Force, Central Para Military
Forces ; Mechanisms for checking and certification of logistics, equipment and stores;
Operational check-up of Warning Systems ; Safety of schools and child care
institutions ; Community Preparedness ; Standard Operating Procedures (SOPs) ;
IDRN; Media management/information dissemination; Medical Preparedness and
mass casualty management etc.,
➢ Capacity Building and Training measures – It includes yearly capacity building
calendar; Community capacity building and Community Based Disaster
Management; DM Education and awareness; Inventory of trained professionals,
engineers, architects, masons, medical professionals, rescue specialists etc. (All
details in the annexure)
➢ Response and Relief measures – Response planning (Multi hazard), preparedness
and assessment; Early Warning Systems; warning dissemination systems; crisis
management meetings; resource mobilization(check list); Seeking external help for
assistance; Psycho Social care of affected population (Availability of psychosocial
support service personnel that have the capacity to assist persons with disabilities
affected by disasters); Media management / coordination / information
dissemination (Checklist); DSR formats; Responsibility Matrix should be evolved for
each response measure within a time frame and the responsibility matrix for major
stakeholders should be given in annexure ; Hazard Specific “Responsibility Matrix”
for emergency response functions for sudden disasters where Early Warning is
available/ not available ; Success stories; documentation; lessons for future etc.,
➢ Reconstruction, Rehabilitation and recovery Measures – DDMP will describe the
strategy required to restore normalcy to the lives and livelihoods of the affected
population. Short-term reconstruction requires return of vital life support systems to
minimum operating standards while long term rehabilitation will continue till
complete redevelopment of the area takes place. Consider sustainability and BBB
during this phase of disaster. Thus, Recovery Plan would take into account the
following components; General Policy Guidelines (should also include prioritization
of recovery process, consider Climate Change Adaptation Measures -CCA, Build Back
Better); Relief and Recovery coordination to and when be done by DDMA: District
Collector (DC) to announce what kind of support required from other agencies and
when ; damage and losses assessment; Post Disaster Needs Assessment (PDNA) ;

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 Restoration of basic infrastructure ; Promote owner driven approach in recovery
;short term and long term recovery program ; Insurance etc.,
➢ Financial Resources for implementation of DDMP - Budget and other financial
allocations made at district level in preparing and executing the disaster management
plan, all relevant Government Orders (GOs) issued from time to time would find a
reference here with important ones attached in Annexure; Disaster Risk insurance
and Risk transfer mechanisms; District Disaster Mitigation/Response Funds; Other
financing options – Centrally Sponsored Schemes;
➢ Procedure and methodology for monitoring, evaluation, updation and maintenance
of DDMP – proper monitoring and evaluation; schedule for updation; conducting
mock drills and Callender for drills; Monitoring and gap evaluation etc.,
➢ Coordination Mechanism for implementation of DDMP - Intra and inter-Department
coordination with horizontal linkages; Coordination mechanism with NGOs, CBOs,
Self Help Groups (SHGs), Industries, private schools and hospitals with horizontal
and vertical linkages; Village task forces: Coordination system with state departments
and training institutes at state and district level; linkage with SDMP etc.,
➢ Standard Operating Procedures (SOPs) and checklist – Action on receipt f warnings;
Roles and responsibilities of departments and stakeholders; media management;
Request for state Govt/Central Govt assistance; Relief and Rehabilitation norms-
evacuation, search and evacuation, cordoning the area, traffic control, law and order;
dead body disposal, carcass disposal etc., ; Humanitarian relief and assistance – food,
water, medicines, psychosocial and trauma; clothing; ECs, shelter management;
repairs and restoration of basic amenities ; Management of VIP visits ;Maintenance
of emergency reserves etc.,
➢ Any other relevant inputs from the DDMA/SDMA
➢ To obtain inputs into the topics mentioned above, the agency has to meet with all the
District Collectors from time to time in the state and to conduct periodic meetings
with the District Administration.

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2. RFP Process:

1) The Authority is the Work Order issuing authority as relates to this RFP

2) This RFP is illustrative in nature and all narrations are intended to be used by the
applicant as a preliminary background explanation.

3) This RFP does not necessarily contain all relevant information and the Authority
reserves the right to amend its requirements or the information contained in this
document at any time during the RFP process.

4) The Authority offer no assurances in regard to the information contained in this RFP
and shall not be liable for any loss or damage as relates to this RFP for any applicant,
potential applicant or any other third party arising as a result of reliance on this
RFP’s information or any subsequent communication.

5) If the Authority decides to select an applicant for the services, at that time a detailed
Work Order will be issued to the applicant selected. This Work Order will not be
made available until the selection of a successful applicant.

6) Neither the RFP document nor any other related document shall constitute a
contract or agreement with Authority.

7) The Authority reserves the right to disqualify any applicant who provides
information which later proves to be incorrect, or which does not supply the
information required by this RFP.
8) The Authority will not be liable for any costs of any applicant participating in this
RFP.
9) Joint ventures not allowed
10) Sub-contracting not allowed
11) Eligibility Criteria in Financial capacity Should be equivalent to or greater than the
Project Cost of Rs.130.00 Lakhs
12) The submission of a response to this RFP by any applicant or potential applicant
confirms the applicant or potential applicant’s acceptance of all terms and
conditions of this RFP.
13) Respondents to this RFP or their agents may not make any contact with any party
employed or directly associated with the Authority as relates to this RFP. Any
clarifications and all information will be via e-mail only to ed-apsdma@ap.gov.in

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3. INSTRUCTIONS TO APPLICANTS
a. General Requirements
1) The response to RFP is required to address all technical requirements contained
within this RFP.
2) Only proposals submitted strictly in accordance with the RFP Documents or as may
be required by the Authority will be considered as valid proposals by the Authority.
3) The RFP is not an empanelment order. A separate work order will be given after final
selection of the agency/institution
4) All information supplied by the Authority in connection with this RFP shall be treated
as confidential
b. Time table

The RFP timetable is given below. The Authority retains the right to vary or discontinue
the process or any part thereof at its absolute discretion.

Activity Date
Issue of RFP Document from website As per RFP data sheet
Deadline for receipt of Proposal in As per RFP data sheet
sealed covers

c. Submission of RFP
1) Potential Applicant must complete and sign the Undertaking at Annexure A
2) Only one original form of proposal signed by the authorized signatory in ink is
required by the Authority. No typed or pencil signatures will be accepted.
3) Applicants are required to submit one printed original hard copy of the proposal
document and one electronic copy in Microsoft Word. The printed copy of the
documents will be taken to be correct if there is any inconsistency between the
versions.
4) The proposal submitted must be without any overwriting, corrections, double typing,
etc.
5) Applicant will submit their proposal in two parts. The first part will contain the
Technical Proposal. The second part will contain the Financial Proposal.
6) The Technical Proposal should be submitted in a sealed envelope marked "Technical
Proposal". The Financial Proposal should be submitted in a separate, sealed envelope
marked "Financial Proposal". The DD of EMD should be enclosed in the technical
proposal.
7) The two sealed envelopes should then be submitted in one sealed envelope super
scribed with the wordings “Do not open” and this envelope should be clearly
marked “Request for Proposal for Preparation of State Disaster
13
 Management Plan of Andhra Pradesh and Preparation 26 District
Disaster Management Plans of AP.
8) The cover thus prepared should also indicate clearly the name, address and telephone
number of the Tenderer to enable the Bid to be returned unopened in case it is
declared "Late".
9) The Technical Proposal and Financial Proposal should be a complete document and
should be bound as a volume separately. The document should be page numbered
and appropriately flagged and contain the list of contents with page numbers. The
deficiency in documentation may result in the rejection of the Bid.
10) The sealed envelope containing the proposal must be received in the office of the
Managing Director, AP SDMA, Kunchanapalli, Tadepalli (M), Guntur District,
Andhra Pradesh by 5.30 PM on any working day up to 13.11.2024 and 14.11.2024
@ 3.00 PM (Envelopes /documents received after the stated time and date will be
rejected.
D) Preparation of RFP Document

Technical Bid
1) The technical proposal will have the detailed design of the State DM Plan as per the TOR
already stated at 1a and 1b of the document.
2) The approach and methodology for the preparation of SDMP and One (1) DDMP should
be detailed which will showcase the understanding of the tenderer on the requirements
of the Authority
3) In the technical bid, the tenderer is required to provide details of the key personnel (who
are proposed to be deployed on Project) and clearly & identify the competencies that
they bring with them on the project/work
4) Details of the Team structure should be laid out in the technical bid with the CVs of all
the listed personnel in a summary table
5) The tenderer is also expected to showcase their past experience in the preparation of
State Disaster Management Plans/District Disaster Management Plans/Departmental
DM Plans
6) The copy of work orders/ contracts/ agreements issued by/ signed with State
Governments/Central Government agencies executed by the bidders in last three years
shall be enclosed.
Forms for Technical Bid is given at Annexures B, C, D & F
Financial Bid
1) The Financial bid will be the cost of preparation of the Plans only as per the scope of
work as laid down in the Terms of Reference (TOR).

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 2) All the charges to be paid to external agencies for acquiring any required
information/data should be borne by the tenderer only and it should be included in
the financial bid.
3) Tenderer should provide all prices as per the prescribed format under this Form.
4) Tenderer should not leave any field blank. In case the field is not applicable, Tenderer
must indicate "0" (Zero) in all such fields.
5) All the prices are to be entered in Indian Rupees INR (% age values are not allowed).
6) It is mandatory to provide breakup of all Taxes, Duties and Levies wherever
applicable and/ or payable.
7) The final Financial Bid of the Tenderer shall be inclusive of all taxes, Duties and
Levies including GST, etc. prevailing on the date of tender.
8) Authority shall take into account all Taxes, Duties & Levies for
the purpose of Evaluation.

The Financial Bid Summary Form is given at Annexure E

E) Period of Validity

Proposals must remain open for acceptance for a minimum of 60 days.

4. EVALUATION OF PROPOSAL
1) To meet the Authority’s requirements, as spelt out in the Tender, the selected Tenderer
must have the requisite experience in providing services in the relevant fields specified
for the entire period of the contract.
2) Evaluation criteria proposed to be adopted will be based on the Quality and superiority
of the Technical Bid of the Tenderer. The evaluation would consist of following phases

Phase I: Evaluation of Technical Bids

Phase II: Evaluation of Financial Bids

Phase I: Evaluation of Technical Bids

1) In this part, the technical bid will be reviewed for compliance of the bids with the
necessary technical requirements and scope of work of this Tender and bid will be
analyzed and evaluated based on specific experience of the tenderer, competence of
key personnel, adequacy of the proposed approach and methodology and
understanding the requirements of the Authority and prior credentials of the
Tenderer as per the following matrix:

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 Sl No Bid Weightage in
Component Technical
Score
1 Financial Capacity/Bid capacity of the 10
applicant. Annual Financial statements for
last 5 years
2 Understanding of the requirements of the 20
Authority and proposed Approach &
Methodology
3 Project Team and experience of personnel 30
deployed
4 Prior experience in preparing a Disaster 20
Management Plan
5 Timely Completion of past projects of 20
similar nature

2) The Technical bids receiving marks greater than 70 marks will be eligible for
consideration of opening of financial bids.

3) and only those Technical Bids receiving marks greater than or equal to cut-off marks
in each competency group will be eligible for consideration in financial bids.

4) The Authority reserves the right to modify the evaluation process at any time during
the RFP process, without assigning any reason, whatsoever, and without any
requirement of intimating the Bidder of any such change. At any time during the
process of evaluation the Authority may seek specific clarifications from any or all
Bidder
Phase II: Evaluation of Financial Bids
1) In this phase, the Financial Bids of the Bidder, who are technically qualified in
Phase I, shall be opened. The lowest quotation of the bidder shall be considered
and will be rated as the best bid. Beyond that, Authority will decide the matter in
its full discretion.

2) The Authority will award the contract to the successful bidder whose bid has been
determined to be substantially responsive and has been determined as the best
bid, provided further that the bidder is determined to be qualified to perform the
contract satisfactorily. The Authority shall however not bind itself to accept the
best bid or any bid and reserves the right to accept any bid, wholly or in part
5. Right to Vary Scope of work at the time of Award:

The Authority may at any time, by a written order given to the Tenderer, make changes
within the general scope of the work. If any such change causes an increase or decrease

16
 in the cost of, or the time required for, the Tenderer’s performance of any part of the
work, whether changed or not changed by the order, an equitable adjustment shall be
made in the agreed Price or delivery schedule, or both, and the work order shall
accordingly be amended. Any claims by the Tenderer for adjustment under this clause
must be asserted within thirty (30) days from the date of the Tenderer’s receipt of the
Authority’s changed order.

6. Right to accept any Bid and to reject any or all Bids:

The Authority reserves the right to accept any bid, and to annul the tender process and
reject any or all bids at any time prior to award of work, without thereby incurring any
liability to the affected Tenderer or Tenderer or any obligation to inform the affected
Tenderer or Tenderer of the grounds for the Authority’s action.
7. Notification of Award:
Prior to the expiration of the period of bid validity, the Authority will notify the
successful Bidder by e-mail or in writing, by registered letter that its bid has been
accepted.
8. Issuing the Work Order:
At the same time as the Authority notifies the successful Bidder that its bid has been
accepted, the Authority will send the work order, incorporating its requirements
including the conditions laid down in the RFP. Within 7 days of receipt of the work order,
the successful Bidder shall sign and date the work order and return a copy to the
Authority as a token of acceptance of the requirements laid down.
9. Earnest Money Deposit:
The bidders should be submit Earnest Money Deposit (EMD) of Rs.130,000/- by way
of Demand Draft drawn from any Nationalized or scheduled Bank in favor of “Managing
Director, A P State Disaster Management Authority” payable at Tadepalli, Guntur
District. The EMD shall not carry any interest. Tenders received without EMD’s will be
summarily rejected. The unguessable bidder EMD will be return after selection of L1
bidder. The EMD of Successful bidder will be returned after completion of assigned
tasks of the project.
10. Confidentiality of the Document:
This Tender is confidential and anything contained in this Tender shall not be disclosed
in any manner, whatsoever.
11. Rejection Criteria:
Besides other conditions and terms highlighted in the Tender document, bids may be
17
 rejected under following circumstances:
a. Incomplete bids that do not quote for the complete scope of work as indicated
in the bidding documents, addendum (if any) and any subsequent
information given to the Tenderer
b. Bids providing information that are found to be incorrect/ misleading at any
stage / time during the Tendering Process
c. Technical Bid containing financial details
d. Bids that reveal prices in any form or by any reason before opening the
Financial Bid
e. Bids not submitted in Two Bid systems in separate envelopes.

f. Bids in which the total lump sum price quoted by the Tenderer is not
inclusive of all taxes, duties, fees, levies, works contract tax and other charges
g. Bids made through Telex /Telegraphic / Fax/E. Mail
h. Bids which do not confirm unconditional validity of the bid for 90 days from
the date of opening of bid
i. Bids where prices are not firm during the entire duration of the contract and /
or with any qualifications
j. Bids that do not confirm unconditional acceptance of full responsibility of
executing the ‘Scope of Work' of this Tender
k. Bids in which the Tenderer seeks to influence the Authority’s bid evaluation,
bid comparison or contract award decisions
12. Special Technical Committee:
a. For monitoring the progress and evaluation of the activity the authority shall
constitute a Special Technical Committee (STC) the STC will periodically
review progress of the activities as per the specified quality standards and
recommended for payments. Based on the performance certified by the STC
payment will be made.
13. Payment Terms:
Payment terms will be as follows;
Sl.No Description of Deliverables Mile Stone from Payment (% of
the date of the total contract
Agreement value)
Inception report with complete
collection of data and information
1 30 days 25%
from all the districts as well as Sate
Plan
Submission of Draft Plans (SDMP
2 120 days 25%
and 26 DDMPs)

18
 Submission of Final DM plans for
3 180 days 50%
approval of DDMA and SDMA
14. Key Personnel:
Following Key Personnel Should be deployed in this activity.

No Of
S.NO Position Minimum Qualifications
Positions
TEAM Lead Team Lead with minimum of 10 years’ experience in
preparation, coordination and submission of such plans.
The candidate should be a Graduate in any of the following
disciplines Disaster Management/ Envi. Sciences/ Social
1 1
work/ Public administration/Urban planning/Economics/
Geography/Civil engineering or a related discipline and
experience in DM projects/schemes in Government or any
UN agencies/NGOs
GIS Expert Graduate in Engineering/Sciences/Geography or related
discipline with specialisation in GIS and minimum of 5
2 years’ experience in the field of Urban/Rural resources 2
mapping, Expertise in working with Spatial Data etc
DM Expert Graduate in Disaster Management Civil
Engineering/Urban Planning/Social work/Envi.
Sciences/Public Administration or related discipline with
minimum of 5 years’ experience in the field of handling
3 2
Disaster Management/Rescue Rehabilitation/ Community
Based Risk Management or consultancy services etc.
And experience in DM projects/schemes in Government or
any UN agencies/NGOs
Data Graduate in Mathematics/Statistics with additional
Sciences specialisation in Data processing/ Data sciences/
Expert Engineering with graphic designing with minimum of 5
4 years’ experience in preparation of Urban plans/ Disaster 2
plans of Government agencies/Urban facilities/Sea
ports/Airports etc.,
Social Expert Graduate in Social work/Sociology with minimum of 5
years’ experience in the field of disaster Management/IEC
5 activities and other such consultancy services., etc And 2
Experience in UN Agencies/ NGOs

a. Quality in consultancy contracts is largely dependent upon deployment and

performance of key personnel, during execution of the contract.
b. Substitution of key personnel can be allowed in compelling or unavoidable
situations only and the substitute shall be of equivalent or higher credentials.
Such substitution may ordinarily be limited to not more than 30% of total key
personnel, subject to equally, or better, qualified and experienced personnel

19
 being provided to the satisfaction of the procuring entity.
c. Replacement of first 10% of key personnel will be subject to reduction of
remuneration. The remuneration is to be reduced, say, by 5% of the
remuneration which would have been paid to the original personnel, from the
date of the replacement till completion of contract.
d. In case of the next 10% replacement, the reduction in remuneration may be
equal to (say) 10% (ten per cent) and for the third 10% replacement such
reduction may be equal to (say) 15% (fifteen per cent). In case such percentages
are not relevant, or for some other practical considerations, for a particular
contract, the procuring entity may formulate a suitable mechanism following
the above logic, which should be specified in the tender documents.
15. Arbitration:
a. During operation of the contract, issues and disputes arising will be addressed
by the committee appointed by the authority. This authority will try to avoid
litigations, adverse implications on the timelines and overall cost of the activity.
b. Before resorting to arbitration/ litigation, the parties may opt for mutual
discussion, mediation, and conciliation for the resolution of disputes.
16. General terms and conditions

1) Tenderer shall not make any alteration / changes in the bid after the closing time
and date. Unsolicited correspondences from Tenderer will not be considered.

2) If at any stage of Tendering process or during the Work, any suppression /

falsification of such information is brought to the knowledge of the Authority, the
Authority shall have the right to reject the bid or cancel the work order, as the case
may be, without any compensation to the Tenderer.

3) The Tenderer shall be deemed to have complied with all clauses in the Tender
under all the sections/chapters of the Bidding document, unless otherwise stated
in the deviation statement. Evaluation will be carried out on the available
information in the bid.

4) Any other point, which may arise at the time of evaluation, will be decided by
Authority for assessment of the bids.

20
17. Other important Information

1) The Authority is not bound to accept the lowest or any tender or to assign any
reason for non- acceptance. The Authority reserves its right to accept the RFP
either in full or in part. conditional Bids will be rejected outright

2) The Authority reserves the right to cancel the work order of any agency/agencies
in case of change in the procedures or unsatisfactory services
3) In the event of any dispute, the tribunals and courts in Andhra Pradesh will have
the exclusive jurisdiction in respect of all matters pertaining to the agreement
between the Organization/ Institute/Agency and the Authority.
4) It is the responsibility of the Tenderer that all factors have properly been
investigated and considered while submitting the bid proposals and that no claim
whatsoever including those for financial adjustment to the contract awarded
under the bidding documents will be entertained by the Authority and that neither
any change in the time schedule of the contract nor any financial adjustments
arising thereof shall be permitted by the Purchaser on account of failure of the
Tenderer to apprise themselves of local laws / conditions.

21
 Annexure A
UNDERTAKING

To
The Managing Director
A P Disaster Management Authority,
Tadepalli, Guntur District
Andhra Pradesh

I/We

Of (insert business address)

Hereby submit our proposal in response to the Request for Proposal (RFP) for preparation
of SDMP and 26 new DDMPs for the State of Andhra Pradesh and undertake to execute and
complete the services as we will be reasonably required to be performed, in accordance with
our proposal, the RFP requirements of Authority
This RFP shall remain valid to be accepted by the Authority and shall not be withdrawn for
a period of 60 days from ... 2024.

I/We understand that the Authority reserves the right to accept / reject any application and
the selection is at their sole discretion.

Authorized
Signature
Name in full :
Agency Name:
Date
:

22
 Annexure B

TECHNICAL
BID

Form 1 Technical Bid - Bidder Services Spectrum

1) In this section, the Tenderer is required to provide attested copies of the credentials:

2) To showcase understanding of the requirements standard approach / methodology

to be followed for preparation of SDMP and DDMPs
3) Any value-added service provided by the Tenderer (Specify the value-added services
such as follow up service provided, assistance in evaluation of SDMP and DDMPs for
the State of Andhra Pradesh, refresher session, etc.) that the agency would offer to the
Authority.
4) Format for experiences as per the certificates enclosed by the applicant.

Value of Penalty
Contact details duly Contract
Stipulated work imposed
mentioning Name of Value Actual Date
SI.No Date of Done if any
client Agreement (Rs. in of Completion
Completion (Rs. in (Rs. in
Number & date lakhs)
Lakhs) Lakhs)

1 2 3 4 5 6 7

23
 Annexure C

Form 2: Technical Bid - Project Team and experience of personnel deployed

1) In this section, the Tenderer is required to provide details of the key personnel
(who are proposed to be deployed on Project) and clearly & identify the
competencies that they bring with them on the project.
2) Provide the details of the Team structure – Team lead, technical staff etc.,
3) Tenderer should provide detailed CVs of all personnel/experts as listed in the
summary table

i. Detailed Team Structure

ii. Summary Table for Key Personnel

SI No Name Nationality Position Area of Tasks to be

Expertise assigned

iii. CVs of Key Personnel/Experts (attachments should be as per SI. No of above

table)

24
 Annexure D

Form 3: Technical Bid – Prior Experience in Preparation of a Disaster

Management Plan
In this section the Tenderer is expected to showcase experience and credentials in
making Disaster Management Plans

25
 Annexure E
Financial Bid for Preparation of SDMP and 26 DDMPs for the State of
Andhra Pradesh

SI. Description Amount (in Rs.)

No

1 Professional fee for preparation of SDMP

GST @ %
Total (A)
3 Professional fee for
preparation of 26 DDMPs
GST @ %

Total (B)
Grand Total (A + B)

Total (In Figures)

Total (In Words)

26
 Annexure – F
Bidder Information Sheet

1 Name of the organization

2 Year of establishment

3 Registered Office Address

4 PAN No

5 GST No

6 Name & Designation of Authorized person:

7 Phone No.

8 Fax No.

9 Email-ID

Nature of the firm/Agency

10
(Proprietary/partnership/etc…)

Bank Details of the Agency:

Bank Name

11 Bank Address

Bank Account Number

IFSC Code
Amount Rs.:
Bid Document Fee DD No. :
14
(Non-refundable) DD Date:
Issuing Bank & Branch:
Amount Rs.:
Payment Id :
15 EMD
Date :
Issuing Bank & Branch:

27
 Annexure – G
Technical Bid Check list
Submitted/Not
S.No. Description Submitted Page No.
(Yes/No)

Bid Processing Fee of Rs.5,000/- by way of DD

1
from any nationalized Bank

2 Earnest Money Deposit (EMD)

3 Bidder Information Sheet (Annex -F)

Tender document, duly signed and stamped in token
4 of acceptance of all the terms and conditions of the
tender schedule.
5 Certificate of GST, PAN of firm/Individual

Annual financial Statement for last 5 years certified

6
by CA

IT returns for any two years out of last three financial

7
years 2021-22, 2022-23, 2023-24.

8 Bidder under taking latter (Annex -A)

9 Bidder services spectrum (Annex- B)

10 Project team (Annex -C)

11 Prior experience (Annex D)

Self-declaration stating that “Firm has not been

12 barred/ blacklisted by any organization in doing
business with them

28
RFP Data Sheet
S.No. Item Description
1. Tender reference no:
2. Activity title Selection of an agency for conducting hazard vulnerability study,
resource mapping, integration and preparation of detailed Andhra
Pradesh State Disaster Management Plan and District Disaster
Management Plans of 26 Districts as per the guidelines stipulated by
the APSDMA/Government and NDMA, printing of required
quality and quantity”.
3. Contact person for Ch. Thirumala Kumar, Project Manager(T)
Tender related queries Mobile: 9849187446
E-mail: ed-apsdma@ap.gov.in
4. Issue of RFP Document 01.11.2024
from website
5. Pre-Bid meeting 08.11.2024@ 11.00 AM in the office Authority. Prospective bidders
may request for link to attend the pre bid meeting on online by
sending a mail ed-apsdma@ap.gov.in.on or before 07.11.2024@3.00
PM The link will be shared
6. Deadline for receipt of 14.11.2024, 3.00 PM
Proposal in sealed covers
7. Bid opening date and 14.11.2024, 3.30 PM
time
8. Technical Bid opening 14.11.2024, 4.00 PM
date and time
9. Financial Bid opening Will be informed to the bidders
date and time
10. Selection criteria L1- Quality-cum-Cost based Selection (QCBS)
11. Bid document can be www.apsdma.ap.gov.in.
downloaded from:
12. Document Fee Rs.5000/-(Rupees five thousands only) (DD, in favour of Managing
Director, AP SDMA payable at Tadepalli, Guntur District)
13. EMD Rs.130,000/- (Rupees One lakh thirty thousand only) by way of
Demand Draft drawn from any Nationalized or scheduled Bank in
favor of “Managing Director, A P State Disaster Management
Authority” payable at Tadepalli, Guntur District.
14. Acceptable EMD DD only
Payment Modes
15. Bid Validity Period 90 days from the date of opening of bids
16. Period for furnishing Within 10 days from date of receipt of Notification of Award
performance security
17. Performance Security 2.5% of the total value of the contract in favor of “The Managing Director,
APSDMA, Tadepalli, Guntur District” from any Nationalized/ Scheduled
Bank.

29
18. Performance security 60 days beyond contract period.
validity period

19. Period for signing Within 10 days from date of receipt of Notification of Award
contract
20. Contract period 6 months from the date of entering the Contract Agreement.
21. Conditional bids Not acceptable and liable for rejection
22. Procedure for Bid 11) Applicant will submit their proposal in two parts. The first
Submission
part will contain the Technical Proposal. The second part
will contain the Financial Proposal.
12) The Technical Proposal should be submitted in a sealed
envelope marked "Technical Proposal". The Financial
Proposal should be submitted in a separate, sealed envelope
marked "Financial Proposal". The DD of EMD should be
enclosed in the technical proposal.
13) The two sealed envelopes should then be submitted in one
sealed envelope
RFP Document:

The bidder is requested to download the RFP document from the

websitewww.apsdma.ap.gov.in. and read all the terms and conditions
mentioned in the tender document and seek clarification for any doubt
from the Tender Inviting Authority. The bidder must keep track of any
changes by viewing the addendum / Corrigenda issued by the Tender
Inviting Authority on time-to- time basis in thewww.apsdma.ap.gov.in..
The Department shall not be responsible for any claims/problems arising
out of this.

30