Request For Proposal (RFP) : Prayagraj Mela Pradhikaran, Prayagraj Government of Uttar Pradesh Sep 2023

Request for Proposal (RFP)
Selection of Consultant for
Enhancing Pilgrim Experience, Digital Enablement and

Monitoring of Maha Kumbh 2025
Prayagraj Mela Pradhikaran, Prayagraj
Government of Uttar Pradesh
Sep 2023
Selection of Consultant for enhancing Pilgrim experience, digital enablement and monitoring of Maha Kumbh 2025
Disclaimer
This Request for Proposal (RFP) document for Selection of Consultant for enhancing Pilgrim experience, digital
enablement and monitoring of Maha Kumbh 2025(hereinafter referred to as the “Consultant”) contains brief
information about the scope of work and qualification process for the successful applicant. The purpose of the
RFP Document is to provide the applicants (hereinafter referred to as “Applicant/s”) with information to assist the
formulation of their proposals (hereinafter referred to as the “Proposal/s”).
While all efforts have been made to ensure the accuracy of information contained in this RFP Document, this
document does not purport to contain all the information required by the Applicants. The Applicants should
conduct their own independent assessment, investigations and analysis and should check the reliability, accuracy
and completeness of the information at their end and obtain independent advice from relevant sources as
required before submission of their Proposal. Prayagraj Mela Pradikaran Allahabad (hereinafter referred to as
“Client” or the “Authority”) or any of its employees or existing advisors shall incur no liability under any law,
statute, rules or regulations as to the accuracy or completeness of the RFP Document.
The Authority reserves the right to change any or all conditions/ information set in this RFP Document by way of
revision, deletion, updating or annulment through issuance of appropriate addendum as the Authority may deem
fit without assigning any reason thereof.
The Authority reserves the right to accept or reject any or all Proposals without giving any reasons thereof. The
Authority will not entertain or be liable for any claim for costs and expenses in relation to the preparation of the
Proposals to be submitted in response to this RFP Document.
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Contents
1 Data Sheet 3
2 Terms of reference 4
2.1 Scope of services 4
2.2 Proposed Team 9
2.3 Payment schedule and timelines 15
2.4 Review and monitoring of the Consultant’s work 16
2.5 Support from the Authority 16
3 Eligibility and Evaluation criteria 17
3.1 Eligibility criteria 17
3.2 Technical evaluation criteria 18
3.3 Technical Evaluation 20
3.4 Financial Evaluation 20
4 Instructions to Applicants 22
A. General instructions 22
B. Preparation and submission of Proposals 23
C. Proposal opening 24
5 General Conditions (GC) of Contract 26
6 Technical Proposal - Standard Forms 33
6.1 Form TECH-1: Technical Proposal Submission Form 34
6.2 Form TECH-2: Applicant’s Organization and Experience 35
6.2.1 A - Applicant’s Organization 35
6.2.2 B - Applicant’s Experience 35
6.3 Form TECH-3: Description of Approach, Methodology and Work Plan 36
6.4 Form TECH-4: Team composition and task assignments 37
6.5 Form TECH-5: Curriculum Vitae (CV) for Proposed Professional Staff 38
7 Financial Proposal - Standard Forms 39
8 Annexures 40
8.1 Annexure I: Mela Layouts and plans 40
8.2 Annexure II: Tentage and other temporary works 42
8.3 Annexure III: Digital Technology Enablement 43
8.4 Annexure IV: Sanitation 44
8.5 Annexure V: Additional activities 45
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1 Data Sheet
1. Name of the RFP Request for Proposal (RFP) for Selection of Consultant for enhancing
Pilgrim experience, digital enablement and monitoring of Maha Kumbh
2025
2. Time Period of project 24 months
3. Method of selection Combined Quality Cum Cost Based Selection (CQCCBS) (80% technical
and 20% financial)
4. Performance Guarantee 5% of the Contract Value valid for 2 months post expiry of the Contract
Period
5. Earnest Money Deposit Refundable amount of INR 5,00,000/- (can be submitted through RTGS or
(EMD) in the form of Bank Guarantee)
Bidders who submitted EMD as part of bid submission in the original

tender call shall not re-deposit the EMD amount, but they have to provide
the transaction details in the response. Same EMD amount shall be
considered.
6. Name of the Authority and Meladhikari, Kumbh Mela
address for clarification Prayagraj Mela Pradhikaran,
Triveni Bandh, Daraganj, Prayagraj -211006,
Uttar Pradesh
Telephone No./Mobile: +91 5322500775
7. Account Details For EMD

Bank Name: Indian Bank, Civil Lines, Prayagraj
Beneficiary Name: Prayagraj Mela Pradhikaran, Allahabad
A/c No - 50434426422
IFS code - IDIB000C629
8. Proposal Validity Period 180 days from Bid Due Date
9. Proposal Currency INR
10. Proposal language English
11. Bid Upload date 08 September 2023
12. Last Date of receiving 12 September 2023, 1700 hrs (IST)
queries through E-mail pmamahakumbh2025@gmail.com – All bidders who
submit their queries shall receive a link for online pre bid meeting.
13. Bid start date 08 September 2023, 2000 hrs (IST)
14. Online Pre-Bid 13 September 2023 1700 hrs (IST)
Conference
15. Bid Due date 18 September 2023,2100 hrs (IST)
16. Opening of Technical Bids 18 September 2023,2130 hrs (IST)
17. Date of Technical To be communicated
Presentation
18. Opening of Financial Bids To be communicated
19. Issuance of Letter of To be communicated
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Award (LoA)
20. Consortium/JV Not allowed
21. Sub-contracting Not allowed
2 Terms of reference
The Kumbh Mela is held (every six years) in the floodplains on confluence of rivers Ganga, Yamuna and mystical
Saraswati. The river Ganga changes its course every year during monsoon (July-September) floods and water
recedes by end of October. Thereafter the Mela grounds are made ready to host the largest congregation of
humans to be held during January to March.
The Prayagraj Mela Pradhikaran Allahabad is responsible for planning and enabling execution across all key
domains of the Mela i.e. layouts, service plans, sanstha registration, land allotment, tentage, sanitation, waste
management, transportation, accommodation, security, crowd management, partnerships, identity, events, city
beautification, etc.; with a consistent focus on innovation and ensuring a memorable experience for the pilgrims.
The tentative notified area for Kumbh Mela shall be greater than 3200 Ha.
The 2019 Kumbh Mela was landmark in the history of Mela organisation and saw achievements of many firsts.
Amenities and infrastructure in the pop-up city rivalled that of many permanent cities. To list a few- 20,000
bedded free public accommodation; >100,000 toilets with every 10th toilet being accessible for People with
disabilities; 20,000 dustbins; >40,000 LED lights; 6000 public buses; 1,137 CCTV cameras; 1,300 hectares of
parking space; 250 kilometres of chequered plate (temporary) roads on sand banks of rivers; 22 pontoon
(floating) bridges; 40 police stations; nine bus depots; a hospital and much more.
Along with planning & executing works in Mela grounds, development of city infrastructure is undertaken by the
two key city level agencies which are the Prayagraj Municipal Corporation (PMC) and Prayagraj Development
Authority (PDA). These projects have an implication on the experience of pilgrims visiting the city during Mela and
hence it is also essential for these works to be monitored by the Authority.
Hence with the Kumbh 2025 approaching close, the administration intends to deploy a multidisciplinary team of
consultants that would work in close coordination with the Mela Authority and 34 State implementation
departments to plan for Magh 2024 and Kumbh 2025.
2.1 Scope of services
The primary objective of this project is to improve the pilgrim experience by effective planning, enabling execution
and monitoring works for timely delivery. The overall work requirements of Mela have been divided into 5 work
tracks as below:
Tentage & other Digital Monitoring and
Layouts & plans Sanitation
temporary works interventions documentation
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Tentage & other Digital Monitoring and

Layouts & plans Sanitation
temporary works interventions documentation
 Operational plans  Overlays (tentage)  Solid Waste  Security &  Project
for Line department  Events Management Surveillance coordination
 Drone survey  Land Levelling  Liquid Waste  Land & Suvidha  Documentation
through third party  Amusement Management allotment  Presentations
 Mela area plan with  Vending zones  Temporary toilets  Establishment of  Project progress
plot identification & (formal & informal)  Movement of waste COW towers tracking
marking  Exhibitions & & sanitary vehicles  Digital Lost & &reporting
 Layouts for all Convention from Mela to final found centres  Vendor
services  Public disposal sites  ICCC management
 Sanstha accommodation  Sanitary workers Augmentation  Bid process
identification and  Roads, water, &  Trainings  IT interventions management
reconciliation electricity (co-  Grey water in tracks:  Contract
ordination)  Monitoring (may be Sanitation, management
 Departments tech based) F&CS,  Volunteer training
 Catering  Volunteer group  AR/VR kiosks programs and
 VIP & VVIP visits creation &  Wifi & OFC management
 City beautification Management  Unified

initiatives like Paint communications
my City
Note: For further details on tasks as per the five work tracks, please refer annexures
The Consultant is expected to provide support in all the above 5 work tracks that touch the journey of a pilgrim.
The tasks for the consultant will include:
I. Defining and designing ‘better pilgrim experiences’
II. Implementing the design interventions
III. Project monitoring &contract management
IV. Project documentation and closure
The detailed scope of services in each of the tasks is as follows:
Task I: Defining and designing ‘better pilgrim experiences’
A memorable pilgrim experience comprises of many touch points in the journey of a pilgrim from the time he/she
thinks of taking up the journey to the time he reaches safely home. In each phase of thinking to maturing the idea
and taking the journey, various mediums ensure engagement of the citizen to the Mela and each segment of the
journey has to be identified and curated for a best-in-class experience. Hence in the first 6 months of the project,
the focus will be on identifying the key initiatives, creating concept papers, defining intervention guidelines and
estimate high level cost requirements to take administrative approvals. A large list of identified interventions will
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be undertaken by Line departments and hence extensive coordination will be necessary to finalise the shelf of
projects.
The key activities and deliverable in this phase would include the following:
(i) Understanding pilgrim expectations, experiences and challenges. The Consultant may conduct limited
surveys, assessments, and investigations to identify needs of different categories of pilgrims, and
internal/external stakeholders
(ii) Define pilgrim-centred innovative ideas that will tie in with the overall Government vision and plan for
implementing the Mela and respective service plans for specified areas
(iii) The initiatives shall include (but not be limited to): improving venue layouts for pilgrims, reducing
travel/walking time, improving the tentage structures, providing improved residential facilities, provision of
basic services, cleanliness and sanitation, hygienic food options, entertainment and vending options,
better experiences around religious rituals, efficient movement plans, effective surveillance, and
response, efficient service/utility provisioning, effective placement/coordination/utilisation of volunteers,
medical services, use of technologies and communication channels for tourist experience personalisation,
aesthetics, accessibility, technology interventions, lost & found, signage, spot-fixing (beautification, paint
my city), informal and formal vending etc. Wherever the task involves extensive deployment of human
resources like deployment of sanitary staff, innovative ways should be identified to bring efficiencies and
ensure quality in delivery of work.
(iv) Identify solutions, implementing line departments, funding requirements, funding sources, and vendors
from across the country that can implement the ideas identified above.
(v) Create a framework for shortlisting and prioritisation of the initiatives largely with the aim to identify
initiatives which high a high pilgrim visibility, usage and experience and can be completed in a stipulated
timeframe.
(vi) Assist the Authority in preparation proposal/concept notes/ presentations for approval of interventions
identified from the competent body/committee
(vii) Coordinate with the Line departments to finalise a list of initiatives relevant to the department and support
them in preparing an operational plan for the identified initiatives. The consultants will create a format for
line departments to prepare the plan and support them in filling the formats.
(viii) Create an operational plan for the Mela administration which will largely be for the initiatives that have to
be undertaken by the Mela Authority. Along with the other details, the operations plan shall identify the
various methods through which implementation will be undertaken and the funding sources from the
various channels of the government schemes/programs to augment the available resource pool.
(ix) Compile inputs from the documents submitted by all line departments and create the overall estimations
for approvals.
(x) Conducting secondary study: collating and understanding data available from Kumbh 2019 - “Making of
Kumbh” report, layout plan, land allocation listing, RFP for hiring implementation partners, photographs
etc
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(xi) Preparation of geo-referenced Draft Mela notified area map, the base map for which shall be provided by
the Authority.
(xii) Prepare Layout plans for all services with the aim to ensure availability at a convenient distance
(xiii) All approved initiatives/projects shall be plotted on the geo referenced Layout maps
Task II: Implementation of design interventions
Implementation of the identified interventions would involve onboarding of multiple implementing partners. This
task involves meticulous planning with strict delivery timelines to ensure timely completion
(i) Based on the approved Operations plan, compile a comprehensive list of initiatives that are being
implemented directly by Mela administration or by the Line Departments. Many of the interventions
identified will also need internal transformations to be undertaken within the mela management
structures. These may include the processes like the land allotment process, the suvidha parchi allotment
process, training and coordination of SDMs and tehsildars, parking, shuttle services, COWs, site
verification & reporting by the SDMs and field staff, store management systems etc. As per the need of
the department, the consultants shall map the existing processes and prepare to-be process maps which
will also include formats for recording and reporting.
(ii) Inother instances where the interventions have to be implemented through third party agencies, the
consultants shall draw out detailed documents for engaging/partnering. These may include (but not be
limited to) event agencies, temporary infrastructure contractors, technology/solution partners, the formal
and informal retail sector, medium and small-scale suppliers etc.
(iii) Identify private sector partners that may engage with the Kumbh Mela to provide solution/services in
whole/part on no-cost/cost+ models
(iv) Identify mechanisms of engaging with the vendors through both formal and informal medium (like
contracting, sub-contracting, leasing etc) specially the informal/formal retail vendors
(v) Prepare requisite documentation with detailed terms for engagement with individuals/ organisations
(vi) Prepare consolidated bid documents including selection criteria, general contract conditions, technical
specifications and undertake standard bid process management. The bid documents should be in
accordance with the Government of India/ State Government’s guidelines. Ensure that BOQs and KPIs
are well entrenched in the fabric of the Bid documents and these can be effectively monitored over the
delivery period of the contract.
Task III: Project management/monitoring &contract management
The consultant is expected to understand the landscape of projects being undertaken and planned by the
administration and ensure that all projects are tracked regularly, issues flagged and real time information is made
available for reviews. The activities to be undertaken are as follows:
(i) Identify vendors for all Goods & Services contracts that have been engaged or shall be engaged by the
Administration which may include contractors, consultants, technology/solution partners, the formal and
informal retail sector, medium and small scale suppliers etc.
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(ii) Identify mechanisms through which administration has been engaged or will be engaged with the vendors
through contracts, MOUs, lease agreements, rents, service contracts etc.
(iii) Develop project WBS and a program level master schedule (including a comprehensive approval tracking
plan) for the entire portfolio of projects comprising all high-level activities with tasks. Map major
milestones and maintain a tracker for all this information
(iv) Collect and collate all data and information regarding the projects through a Project Management
Information Systems (PMIS) tool. The PMIS tool shall be procured by the Authority separately and made
available to the consultants.
(v) Review and analyse the project information using inputs from the tool and relevant methods and
undertake due diligence of projects to access their relevance to the Kumbh Mela. Each project should
clearly articulate the reason for being proposed under the Mela budgets.
(vi) Devise ways and coordinate with various vendors, stakeholders, departments etc. to generate records
across the project lifecycle i.e. through the stages of planning, implementation, operations, and closure.
The data shall be entered directly by the line department and their vendors/contractors into the PMIS tool.
(vii) Regularly track& report on various fronts including spending against budgets, performance against
contract milestones, compliance against contract conditions, payouts made against budgets & as per
agreements, compliance to shortfalls as identified by TPIA etc.
(viii) Develop a process& report to provide visibility to the administration in the following areas: procurement,
changes in contracts, invoicing, claims, payments, compliances, insurances, warranties, collaterals etc.
(ix) Regularly identify bottlenecks and update the Mela Adhikari of any potential risks & major time defaults.
For minor time variations etc, undertake a discussion with the vendors to smoothen work progress and
provide a resolution for smooth execution of the project.
(x) Prepare requisite reportsfor defaults & penalties (if identified) with detailed in consonance with terms of
their engagement with individuals/ organisations
(xi) For new projects, prepare standardised and consolidated documents including complete selection
criteria, general contract conditions, technical specifications, Service Level Agreements (SLAs) and any
other necessary information required for successful tendering and implementation of contracts. The bid
documents should be in accordance with the Government of India / State Government guidelines.
Technical BoQs where necessary shall be sourced from the relevant technically qualified agencies.
(xii) Assist administration in achieving compliance with regulatory and statutory requirements associated with
all projects (infra and non-infra), through interactions with the legal teams when necessary.
(xiii) Conduct periodic stakeholder workshop/meetings so that all the stakeholders are on the same page and
there is minimal disruption in the project implementation
(xiv) Provide time to time support to the administration in managing internal processes required for project
approval/ monitoring/ coordination/ compliances as per requirement of Government of India/ any other
Authorities. Prepare various technical and commercial presentation to be demonstrated and discussed
with various govt. authorities such as review meetings at the central or state Ministry level, Financial
Institutes, any other large group forums etc.
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Task IV: Project documentation& closure
Documentation is crucial for this project at every stage of the Mela. This shall be an integral task of all team
members working on the project across workstreams. The tasks include the following:
(i) Prepare concept notes for improvement in your respective work tracks
(ii) Document the minutes of all meetings held w.r.t the work track
(iii) Document all inputs received from various line departments in written or verbally through minutes
(iv) Arrange all files date-wise for respective tracks
(v) Prepare concept notes, presentations, brief reports etc. on specific aspects of Kumbh 2025.
(vi) Prepare of documents for various high-level review meetings to be held during the planning and
execution of Kumbh 2025.
(vii) Collate data, secondary and primary research, and data storage in a digital format for the above-
mentioned responsibilities.
(viii) Prepare necessary notes for inclusion in the Commissioner’s report at the end of Kumbh 2025
(ix) Assistance in coordination for review meetings: preparation of presentation/ concept note sought by the
committee/ competent department for review, from time to time
(x) Incase the Authority desires, team members may also help in closure of works post event and help
respond to Audit queries.
2.2 Proposed Team
The Consultant shall propose a team that works at three levels as follows:
i. Level 1: Leadership team
ii. Level 2: Fulltime onsite implementation support
iii. Level 3: Part time experts deployed as per project requirements
Level 1: Leadership team
The level one team would comprise people who are leaders/experts in their domain of work and have extensive
experience of working with the Government. Each domain expert proposed by the Consultant should be a full-
time staff of the bidding firm. The candidate should be fluent in English and Hindi and prior experience of large
scale events like Kumbh shall be an added advantage.
- Project Director: At the overall level, the project will be led by a Project Director, who should be in a
Leadership role in the bidding firm and should have spent atleast 1 year with the organisation. S/He should
have a minimum fifteen (15) years of work experience, having led large scale government projects. S/he
should have demonstrable experience of undertaking customer centric and user experience projects in India
and should also have demonstrable experience in Program management/monitoring in complex multi
stakeholder environments. S/he should be well versed with complexities of a religious congregations and
should have undertaken at least one project involving pilgrims/ devotees/ religious visitors. Project Director
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will be required to spend 20% of his/her time onsite and for periodic status update/brainstorming meetings
with the officials.
- Team Leader: The team leader shall be positioned fulltime onsite in Prayagraj. S/He shall be a post-
graduate with minimum 8 years of work experience coordinating diverse teams as proposed in this RFP and
projects where multilevel stakeholder interactions are involved. H/He should have experience in
management and monitoring of projects of similar nature and managing teams.
- Domain Expert: The consultant is required to propose domain expert for each of the 5 worktracks that have
been identified in the clause2.1 of the RFP. Each expert shall be a post-graduate in relevant field and shall
have a minimum8 years of work experience in their respective workstreams. S/he shall be a full time staff at
the bidding organisation. Onsite supervisory time of the domain expert is minimum 25% of the project
duration (24 months)and may increase subject to project requirements and client need. One domain exert
shall be proposed against each position given below:
o Layouts and Planning
o Tentage/Overlays and temporary infrastructure
o Sanitation
o Digital/IT and e-governance
o Project monitoring and contracts
Level 2: Full-time onsite implementation team
The members would comprise of people who have extensive experience of working with the Government and
should be fluent in English and Hindi. The implementation team should collectively demonstrate experience of
working in the domain of user experience, project monitoring, overlays, operations planning, contract
management, performance improvement, enhancing operational efficiency, monitoring and evaluation, SOP
development, government/ public procurement, data collection, analysis and representation preparation and
review of project reports, presentations, and other documentation. Each team member deployed shall have a
degree in relevant field and experience of executing tasks for which S/He has been deployed e.g. urban planners
shall have experience of undertaking planning drawings on Auto-Cad, project management resource should have
experience of monitoring projects etc.
A 13 member full-time team will be deployed by the Consultant on-site for the project duration as specifies in table
below. The team shall be further be managed by an onsite Team Leader as per details given above.
The team members proposed for the project should have minimum four (4) years of work experience in their
respective work tracks. The Consultant team shall be balanced in terms of experience of the team members
being proposed and shall comprise of a mix of senior and junior resources. Relevant experience of team
members in respective domains in large scale events shall be an added advantage. All team members should
have good written and spoken skills in English and Hindi.
Key qualification and

S.No Position Number Task allocation
experience
1. Urban 02 Should have a bachelors Prepare layout plan as per details given in
Planning in architecture/planning Annexure I
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experience
preferably with Masters in
Plot allocation and preparation of digital
Urban Planning/ Urban
database linked to layout plan.
Design.
Comparative assessment Layout plan and
Should be proficient with
plot allocation of Kumbh 2019.
CAD drawings and should
Zoning plans; temporary vs permanent
have experience of
establishment, sector divisions, parking
undertaking drawings of
zones etc.
similar scale in an urban
or event context. Setting out plans of temporary establishment
in each sector.
Should have undertaken
consultancy/planning Undertake activities mentioned in Task I-VI
projects for cities/similar (as relevant) in Section 3.1 for this domain.
events.
Preparation of concept notes, presentations,
brief reports etc. on specific aspects related
to layout planning of Kumbh 2025.
Preparation of documents/presentations for

various high-level review meetings to be held
during the planning and execution of Kumbh
2025.
Any other tasks relevant to the position and

deemed necessary by the Authority/Client for
successful completion of Kumbh 2025.
MOM & documentation of all meetings held

regarding the workstream
2. Digital 02 Should have a Bachelor’s As-Is Assessment of the existing

Solutions degree in Computer digital/technology initiatives
Science/IT/Electronics &
Conducting workshops with stakeholder
Communication
departments including but not limited to
Engineering/MCA.
Authority, Police, Municipal Corporation,
Should have experience
District Administration etc. for requirement
of e-Governance projects
elicitation
and/or implementing
Undertaking gap analysis / improvement
technology/digital
areas, best practices study
solutions in similar areas.
Identification and evaluation of emerging tech
Certifications such as
solutions
TOGAF, ITIL, CCNA, or
any other industry Preparation of concept notes / presentations
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experience
accepted certifications
Assist in preparation of tender documents
would be preferred.
and undertaking bid process management for
vendor onboarding
3. Tentage 01 Bachelor’s and preferably Estimate all requirements for temporary

with a Master’s degree in infrastructure including infra coming from line
relevant field. He/she departments like chequered plates, hospitals,
should have experience fire brigade offices etc
of undertaking
Identify innovative ideas and new
overlays/temporary infra
technologies for temporary infra that can
works for events.
improve the pilgrim experience - the ideas
Experience of undertaking revolving around Tentage, Tin Structures,
project of similar nature Barricading, Land levelling, Centralised and
shall be an added Standalone Public Address Systems, Hutting
advantage. Material, furniture, vending zones, aesthetics,
accessibility, lost & found, signage, etc.
Support in Identification of vendors and

private sector partners that may engage with
the client to provide solutions/services
including price discovery.
Assist in revision and conceptualization of

other incremental interventions that will
improve the experience of pilgrims.
Support in cost benefit analysis including cost

optimisation and improving overall temporary
infra at the Mela.
Facilitate bid process management including

document preparation, detailed BOQ,
technical evaluation etc
Assist in devising a plan for distribution of

facilities incl. Tentage, Furniture etc. as per
the land allotted to Private/Govt Institutions.
Coordinate with the line departments like

police, Health, fire, works etc for their
requirements and getting that incorporated
into the Mela plans & requirement analysis
Assist in supervision of works on ground for
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experience
VIP.VVIP and special structures like public
accommodation, kala kendra, convention
halls etc
4. Sanitation 01 Bachelors degree in Assist in revision and conceptualization of

planning/engineering/envi other incremental interventions that will
ronment improve the experience of pilgrims.
management/water
Support Mela Authority in Open Defecation
resources
Free (ODF) and odour free with adequate
management/planning/sci
toilet facilities
ence, preferably with a
Support in financial sustainability, including
Master’s degree in
cost optimisation and improving overall
relevant field.
performance of the Client.
Assist in sector-wise citing of toilets in Mela
of working in sanitation
area.
projects. Herein sanitation
will include both solid & Drafting SOPs for installation, Operation and
liquid waste management. maintenance of multiple inventory of toilets
like FRP (Fiber-Reinforced Plastic) toilets,
Stainless Steel toilets, Kannath Toilets,
Mobile Toilets, Tin toilets, Urinals etc.
ensuring compliance to NGT guidelines.
Capacity building of the Swacchagrahis

(Sanitation Volunteers) through regular
trainings and orientations for Clean, Open
Defecation Free and odour free Mela.
5. Project 02 Bachelors in Coordinate with appointed specialist

Monitoring architecture/planning/engi consultants/service providers to deliver the
neering preferably with specific project/task/activity as per the
Masters in relevant field. timeline.
Should have experience Monitor Agencies/Resource Persons as

of undertaking required for implementation/completion of
project/progress projects/studies/process/specific activity
monitoring works in RFP/EoI/Bid Preparation, contract execution
similar context wherein and project closure etc.
projects of multiple
Preparation of concept notes, presentations,
sectors are being
brief reports etc. on specific aspects of
executed with
Kumbh 2025.
involvement of multiple
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experience
implementation agencies
Review the contracts prepared by the
One team member may technical teams in all workstreams, provide
have experience in inputs
temporary infrastructure/
Identify the milestones for monitoring and
tentage/overlays.
ensure that these are captured in the
6. Contract & 02 Bachelors in planning/ monitoring sheet
vendor engineering/management/
Interact with vendors to facilitate the officials
management or other relevant degree
like SDMs to ensure that the project delivery
and preferably with
is as per contract conditions
Masters in relevant field
Preparation of documents for various high-
level review meetings to be held during the
of undertaking similar
planning and execution of Kumbh 2025.
works wherein projects of
multiple sectors are being Prepare minutes of all key meetings that are
executed with between Mela Authority & State/central
involvement of multiple departments
implementation agencies.
Coordinate and ensure completion of MOMs
One team member may by Line departments & respective work
have experience in streams for their respective meetings
temporary infrastructure/
tentage/ overlays
7. Event 02 Bachelor’s and preferably Planning & onsite management of event

Management a Masters degree with related activities as identified by the Authority
experience of working in
Coordination with institutional stakeholders
events
Site visits and ensuring that the work is
executed ontime by the vendors
of operations of large
Facilitate compliance to protocol
scale government events
requirements
like PM event, events
involving international Response to immediate requirements that
dignitaries etc emerge out of VIP/VVIP visits
8. Documentati 01 Bachelors with good Preparation of concept notes, presentations,

on documentation skills brief reports etc. on specific aspects of
Kumbh 2025.
Preparation of documents for various high-

level review meetings to be held during the
planning and execution of Kumbh 2025.
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experience
Collation of data, secondary and primary
research, and data storage in a digital format
for the above-mentioned responsibilities.
Note: All team members from point no 1 to 6 shall be deployed for 24 months starting with the beginning of
contract and their CVs will be evaluated. Team members listed in point no 7 & 8 shall be deployed for 12 months
starting March 2024.
Level 3: Part time deployment as per requirement

Additional resources may also be required during the project specifically for Kumbh Mela organisational phase,
Magh Mela organisation, specific implementation requirements, technical inputs or for staffing certain functions
such as VVIP events, records, sanitation monitoring, filed monitoring for tentage etc. Such requirements shall be
fulfilled by the Consultants under this same contract. Authority will raise requirement and intimate the consultants
for the same and invoicing for such deployment team members will be done on basis of the financial quote
(person-month rate) agreed under this contract on a pro-rata basis. An intimation of ~30days shall be given to the
consultant for the deployment of resources.
2.3 Payment schedule and timelines
The overall period of the engagement of the Consultant shall be twenty four(24) months from the date of
signing the contract, with the provision for extension based on requirement and mutual agreement (including
duration, team-size, composition, price escalation etc.).
In response to the RFP, the Applicant shall provide financial quote in the form of person-month rate. GST/taxes
as per applicable rates shall be paid by the Authority as extra. The person-month rate, i.e. the financial quote,
shall be inclusive of the following:
● All Out-of-Pocket Expenses (OPE)
o Travel, boarding and lodging at Prayagraj
o Equipment to be used by the Consultant like laptop, internet dongle etc.
o Digital tools/ collaboration platforms deployed by the Consultant
o Stationery
o Admin expenses
● Supervisory time of domain experts and project director as per requirements
● Provisioning for leadership and guidance, as necessary
● Mandatory guest house cum office set-up cost (including space renting, furnishing, equipment, regular
maintenance etc.). All team members working at the project shall be provided with a guest house.
The person-month rate, i.e. the financial quote, shall be exclusive of any third-party software/license costs.
The payments terms shall be as follows

● Payments will be made to the Consultant on a Quarterly basis based on the actual deployment of billable
resources and achievement of allocated tasks.
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● Last week of every month, tasks/KPIs shall be allocated to each team member in discussion with the
Mela Adhikari and shall be accepted by the team member and Team Leader.
● KPIs set shall be objective, measurable and achievable in given timelines.
● Achieving the KPIs is the responsibility of the team member including necessary coordination with line
departments.
● In case the team member foresees a challenge in achieving the KPIs, S/he shall intimate the same
immediately to Team Leader and the Mela Adhikari, who may intervene for resolving the issues. Active
interaction and dialogue will be critical to ensuring KPI achievements are ontime.
● The next month’s work allocation shall be based on successful completion of tasks allocated in previous
month.
● In case of non-achievement of tasks/KPIs due to non-performance of the deployed resource, the
Authority shall intimate the Team Leader in advance and after allocating reasonable time for correction, is
authorised to make proportionate deduction in billing for corresponding work.
● In case of deployment of additional resources, invoicing will be done on basis of the financial quote
(applicable person-month rate) on a pro-rata basis.
2.4 Review and monitoring of the Consultant’s work

The Consultant’s work will be monitored by the Mela Adhikari and his team of officials.
2.5 Support from the Authority

During the Project, the Consultant shall work in close co-ordination with the Authority and the Authority shall
provide (or cause others to provide) the following support to the Consultant and its permanent team members:
1. Regular review and approval of all the documents submitted by the Consultant to the Authority
2. Co-ordination support from respective government agencies and other stakeholders
3. Information, resources and assistance (including access to records, systems, and people) required to
perform the Services
4. Dedicated office support and assistance (for Hindi-typing, Hindi-to-English and vice-versa translation,
preparation of Government-file noting etc.), on a dedicated basis/on-need basis
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3 Eligibility and Evaluation criteria
3.1 Eligibility criteria
The Applicants should meet all the criteria provided below:
a) The Applicant shall be a Company registered under the Companies Act or Partnership firm registered under
the Partnership Act of 1932 or registered (converted to) under the Indian Limited Liability Partnership Act,
2008. The legal status shall be demonstrated through a copy of registration certificate issued by registrar of
companies/firms.
b) The Applicant must have experience in providing consultancy services in India to the Government
organizations/ departments.
c) The Applicant must have a minimum average annual turnover of INR 300 crore from India operations for the
last three (3) years ending 31st March 2022. The same shall be demonstrated by submitting audited financial
statements for the last three (3) years. In case Audited statements for FY2021-22 are not available,
provisional financial statements can be provided
d) The Applicant should have completed at least two (2) consulting projects for State/local government in India,
in the areas of pilgrim experience, temporary infrastructure, crowd management, performance improvement,
project monitoring with outcomes similar to the current tender during the past five (5) years, and with
minimum consulting fee of at least INR 1 crore.
e) The Applicant should have ISO 9001 certification
f) The Bid document fee and EMD as specified in the Data Sheet must be submitted.
g) The Bidder should not have been barred by the Central Government, any State Government, a statutory
Authority or a public sector undertaking, as the case may be, from participating in any project, and the bar
subsists as on the date of the Proposal. An undertaking shall be submitted by the bidder for the same.
Note
Note: Bidder fulfilling all the eligibility criteria on their own shall be eligible for technical evaluation, and hereinafter
referred to as Eligible Bidders
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3.2 Technical evaluation criteria
The Technical Bid will be evaluated as per the criteria defined below and the ranking will be done from highest
technical score to lowest technical score for only Eligible Bidders as per the eligibility criteria specified in clause
3.1
The technical score shall be calculated based on evaluation of the proposals on the following parameters:
# Criteria Marks
A Financial Capability
Average annual turnover from India operations for the last three (3) years ending 31st 10
March 2022:
Bidders shall be awarded marks as per the below mentioned table:

Bidder Avg. Annual Turnover (of last 3 years) Marks assigned
U 300 cr to 400 cr 6 marks
V >400 cr to 500 cr 7 marks
W >500 cr to 600 cr 8 marks
X >600 cr to 700 cr 9 marks
Y >700 cr 10 marks
.
Audited financial statements to be submitted In case Audited statements for FY2021-22
are not available, provisional financial statements can be provided.
B Technical Capability 50
B.1 Experience of end-to-end planning and managing large scale Government 30
events, spaces and programs in India. The experiences must be of mega events
or public spaces (defined as minimum 5,00,000 participants/visitors per
month).
In case of events, the duration of event shall span at least Fifteen days and shall
be owned/organized by governments such as a large religious/spiritual
congregation, sports event, industrial exhibition, etc. Conferences, workshops,
seminars and roadshows will not be accounted for this experience requirement.
In case of public spaces, the space should be owned/managed by Government

organisations or religious/spiritual trusts/boards etc.
The scope of work shall include operational planning, process & user experience
design, project monitoring, performance improvement, operational efficiency
improvement, accessibility and stakeholder management and documentation,
well established through the scope of work written in work order/contract.
Six (06) completed projects/events with a minimum consulting fee of INR 50

Lakh each during past five (5) years.
5 marks per project/event
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# Criteria Marks
B.2 Experience of providing consultancy services for project management/project 10
monitoring and improving operational efficiencies in government organisations

working for infrastructure development.
Two (02) completed projects during past five (5) years with min value of INR 50
Lakh
Five (5) marks per project
B.3 Experience of completed consulting projects in India in areas of urban planning 10
and development, temporary infrastructure, operational efficiency, user

experience, sanitation, project management, operations management,
performance improvement, contract management, government process re-
engineering, tourism enhancement, security & surveillance, crowd management,
emergency response, and/or accessibility improvement in the past five (05)
years with min value of INR 50 Lakh.
2 marks for each government/public sector project in India
C Team 32
Project Director – 8 marks
Domain Experts – 10 marks (2 mark per expert)
Team Leader– 4 marks
Team member – 10 members (1 mark per team member)
[Detailed qualification and experience as per Section 2.2]
D Approach & Methodology 8
Applicant’s capability, understanding, approach, proposed solutions, appreciation of

requirements, and suggestions
Total 100
Minimum overall technical score required: 50 marks
Note:
 Minimum technical score of 50 marks in the technical evaluation process is required to be considered as
a Technically Qualified Bidder. Only Technically Qualified bids (having the minimum required score)
would be eligible for opening of financial bids.
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 Applicants will be required to provide work orders (or award letters or letters of intent) /extension
orders/contracts/agreements/ client certificate/ completion certificates as documentary evidence of
experience.
 Extension work orders on an existing project will not be counted as separate projects but may be counted
towards monetary value of total project, except in case of events wherein every event will be counted as
separate event. However, the bidder shall have to furnish extension work order separately for each event.
 If the project is renewed/extended by the issuing authority, it shall be counted as a completed project (for
the duration mentioned in the initial contract) against the experiences mentioned in the Eligibility and
Technical evaluation criteria. In such cases, the value/cumulative value shall also be considered only of
the contract/work order that has been completed.
 The (project) experiences that would be claimed by the Applicant against any criteria both for eligibility as
well as for technical evaluation must have been executed as the primary/ lead consultant by the
Applicant’s legal entity submitting the bid for this RFP.
 Experiences mentioned in B.1 through B.3 of this section should be mutually exclusive.
 Project values mentioned in the Tech form 6.2.2 B shall be exclusive of GST.
 Evaluations will be based on documentary evidence submitted by the Applicants and presentation before
the Client with respect to evaluation/selection criteria.
 All experiences should be from India.
3.3 Technical Evaluation
Highest Technical scoring proposal (Tm) shall be given a technical score (St) of 100 points. The technical score
of the other proposals (To) shall be computed as follows.
St = 100 x To (Other Technical proposal)
Tm (Highest Technical proposal)
3.4 Financial Evaluation
The financial proposals of only Technically Qualified Applicants will be opened in the presence of the Applicants
representatives who choose to attend.
Lowest financial proposal (Fm) shall be given a financial score (Sf) of 100 points. The financial score of the other
financial proposals (Fo) shall be computed as follows.
Sf = 100 x FM (Lowest Financial proposal)
FO (Other Financial proposal)
Bids determined to be responsive (see instructions to Applicants) will be checked by the Client for any
arithmetical errors in computation and summation. Errors will be dealt by the Client as follows: Where there is
discrepancy between rates indicated in figures and in words, rates in words will govern. The bid shall contain no
overwriting except as necessary to correct errors made by the Applicant themselves. Any such correction shall be
initialed by the authorized person.
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Final Bid Evaluation
The Applicant shall be selected under the Combined Quality-cum-Cost Based System (CQCCBS) with
weightages of 80:20 (80% for technical proposal and 20% for financial proposal) and procedures described in this
RFP. Proposals shall finally be ranked according to their combined technical (St) and Financial (Sf) scores using
the weights (T=the weight given to the technical proposal; F=the weight given to the financial proposal; T+F =
100) indicated below.
S = St x (T=80%) + Sf x (F=20%)
In case of a tie, Applicant with higher technical score will be considered for award of work. The Successful
Applicant would be notified in writing by the Authority by issuing the Letter of Award (LOA) in favour of the
Applicant.
The Authority reserves the right to accept any proposal or reject any or all the proposals without assigning any
reasons and any liability whatsoever including financial liability. The Authority also reserves the right to close or
cancel the entire process of appointment at any point without assigning any reasons whatsoever and without any
liability whatsoever.
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4 Instructions to Applicants
A. General instructions
1. Number of Proposals and respondents
1.1. No Applicant shall submit more than one (1) Proposal, in response to this RFP.
1.2. The RFP is non-transferable and Proposals shall be submitted only by the respective Applicants to whom
the RFP has been issued by Authority.
1.3. Joint venture, Consortium and subcontracting are not allowed under this RFP.
2. Proposal preparation cost
2.1. The Applicants shall bear all costs associated with the preparation and submission of the Proposal.
Authority will not be responsible and liable for any costs, regardless of the conduct or outcome of the
Proposal/process.
2.2. All papers submitted with the Proposal are neither returnable nor claimable.
3. Right to accept and reject any or all the Proposals
3.1. Notwithstanding anything contained in this RFP, Authority reserves the right to accept or reject any
Proposal and to annul the bidding process and reject all the Proposals, at any time without any liability or
any obligation for such acceptance, rejection or annulment, without assigning any reason.
3.2. Authority reserves the right to reject any Proposal if:
3.2.1. At any time, a material misrepresentation is made or discovered, or
3.2.2. The Applicant/s do/does not respond promptly and diligently to requests for supplemental
information required for the evaluation of Proposals, or
3.2.3. The Applicant does not adhere to the formats provided in the Annexures to the RFP while
furnishing the required information/details.
4. Amendment of the RFP
4.1. At any time prior to the Proposal Due Date, the Authority, for any reason, whether at its own initiative or in
response to a clarification requested by eligible Applicant/s, may modify the RFP by issuance of an
addendum. Such amendments shall be uploaded on the procurement website http://gem.gov.in. through a
corrigendum and form an integral part of the Proposal document. The relevant clauses of the bid/Proposal
document shall be treated as amended accordingly. It shall be the sole responsibility of the prospective
Applicant to check the above mentioned website from time to time for any amendment in the RFP
document/s. In case of failure to get the amendments, if any, the Authority shall not be responsible for it.
4.2. In order to provide the Applicants a reasonable time to examine the addendum, or for any other reason,
Authority may, at its own discretion, extend the Proposal Due Date.
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5. Data identification and collection
5.1. It is desirable that the Applicants submit their Proposal/s after verifying the availability of the data,
information and/or any other matter considered relevant.
5.2. It would be deemed that by submitting the Proposal, the Applicant has:
5.2.1. Made a complete and careful examination and accepted the RFP in totality;
5.2.2. Received all relevant information requested from Authority and:
5.2.3. Made a complete and careful examination of the various aspects of the Scope of Work.
5.3. Authority shall not be liable for any mistake or error on the part of the Applicant in respect of the above.
B. Preparation and submission of Proposals
6. Language and currency
6.1. The Proposal and all related correspondence and documents should be written in the English language.
Supporting documents and printed literature furnished by the Applicants with the Proposal may be in any
other language provided that they are accompanied by appropriate translations of the pertinent passages in
the English language. Supporting materials, which are not translated into English, may not be considered
for evaluation. For the purpose of interpretation and evaluation of the Proposal, the English language
translation shall prevail.
6.2. The currency for the purpose of the Proposal shall be the Indian National Rupee (INR).
7. Proposal validity period and extension
7.1. Proposals shall remain valid for a period of 180 days from the Proposal Due Date ("Proposal Validity
Period") and Authority may solicit the Applicant’s consent for extension of the period of validity, if required.
Authority reserves the right to reject any Proposal, which does not meet this requirement.
7.2. In exceptional circumstances, prior to expiry of the original Proposal Validity Period, Authority may request
Applicants to extend the validity period for specified additional period. Applicants, who may not extend the
validity period, will deem to have withdrawn their Proposal at the expiry of validity period.
8. Format and signing of Proposals
8.1. Applicants should provide all the information as per the RFP and in the specified formats. Authority
reserves the right to reject any Proposal that is not in the specified formats.
8.2. In case the Applicants intends to provide additional information for which specified space in the given
format is not sufficient, it can be furnished in duly stamped and signed PDFs.
9. Deadline for submission
9.1. Proposal (technical and financial) must be submitted by the Applicant at procurement website
http://gem.gov.in. no later than the time specified on the Proposal Due Date. The Authority may, at its
discretion, extend this deadline for submission of Proposal by amending the RFP document, in which
case all rights and obligations of the Authority and Applicants previously subject to the deadline will
thereafter be subject to the deadline, as extended.
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10. Late submission
10.1. The server time indicated in the bid management window on the procurement website http://gem.gov.in..
will be the time by which the Proposal submission activity will be allowed till the permissible date and
time scheduled in the tender. Once the Proposal submission date and time is over, the Applicant cannot
submit his/her Proposal. Applicant has to start the bid submission well in advance so that the submission
process passes off smoothly. The Applicant will only be held responsible if his/her Proposal is not
submitted in time due to any of his/her problems/faults, for whatsoever reason, during the Proposal
submission process.
11. Withdrawal and resubmission of Proposal
11.1. The products/services offered in e-Bidding / RA cannot be withdrawn by the Sellers from GeM during the
bid validity period. The Buyer reserves the right to postpone/cancel the bidding and intimation thereof will
be sent by e-mail / GeM to the Bidders. Any amendment / corrigendum to the bid invitation issued by the
Buyer will be made online and shall be uploaded on the GeM. The participation by the Seller in bidding
shall be construed as his / her acceptance for all the Terms and Conditions as outlined in the bidding
including GTC, STC and ATC.
12. Selection of the Consultant
12.1. From the time the Proposals are opened to the time the contract is awarded, if any Applicant wishes to
contact the Authority, on any matter related to their Proposal it should do so in writing. Any effort by the
Applicants to influence any officer or bearer of the Authority in the Proposal evaluation or contract award
decisions may result in the rejection of the Applicant’s Proposal.
C. Proposal opening
13. Opening of Proposals
13.1. Authority will open all technical Proposals, in the presence of Applicant`s representatives who choose to
attend on the prescribed date of opening at the Authority office.
13.2. The Applicant’s representatives who are present shall sign a register evidencing their attendance. In the
event of the specified date Proposal opening being declared a holiday for the Authority, the bids shall be
opened at the appointed time and place on the next working day.
13.3. The Applicants names and the presence or absence of requisite Proposal security and such other details
as the Authority at its discretion may consider appropriate, will be announced at the opening. The names
of such Applicants not meeting the technical specifications and qualification requirement shall be notified
subsequently.
13.4. The Authority will prepare minutes of Proposal opening.
14. Confidentiality
14.1. Information relating to the examination, clarification, evaluation and recommendation for the short-listed
Consultant shall not be disclosed to any person not officially concerned with the process.
14.2. After opening of the Proposals, no information relating to the examination, clarification, evaluation and
comparison of Proposals and recommendations concerning the award of contract shall be disclosed to
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Applicants or their representatives, if any. Any effort by an Applicant to exert undue or unfair influence in
the process of examination, clarification, evaluation and comparison of Proposal/s shall result in outright
rejection of the offer, made by the said Applicant.
15. Tests of responsiveness
15.1. Prior to evaluation of the Proposals, Authority will determine whether each Proposal is responsive to the
requirements of the RFP. The Proposals shall be considered responsive if:
15.1.1. It is received or deemed to be received by the due date and time including any extension
thereof pursuant to Clause 11.
15.1.2. It is signed, sealed and marked as stipulated in Clause 8 and Clause 9.
15.1.3. It contains all information as desired in this RFP.
15.1.4. Information is provided as per the formats specified in the RFP.
15.1.5. It mentions the validity period as set out in Clause 7.
15.1.6. Bids are accompanied with EMD in the form of RTGS/Bank Guarantee as specified in the Date
Sheet of this RFP.
15.1.7. The selected Applicant has furnished a Performance Guarantee as outlined in the Data Sheet of
this document at the time of contract signing. The Performance Guarantee shall be returned or
extended after the expiry of the project period as the case may be. The Bank Guarantee
(submitted as a Performance Guarantee) can be from any Nationalised or Scheduled bank.
15.2. Authority reserves the right to reject any Proposal which is non-responsive and no request for alteration,
modification, substitution or withdrawal shall be entertained by Authority in respect of such Proposal.
16. Clarifications sought by Authority
16.1. To assist in the process of evaluation of Proposals, Authority may, at its sole discretion, ask any Applicant
for clarification on its Proposal. The request for clarification and the response shall be in writing. No
change in the substance of the Proposal would be permitted by way of such clarifications.
17. Proposal evaluation
17.1. Submissions from Applicants would first be checked for responsiveness as set out in Clause 15. All
Proposals found to be substantially responsive shall be evaluated as per the Technical/Evaluation Criteria
set out in this RFP.
17.2. The envelopes containing the Technical Proposal of the Applicant/s who do not meet the Technical
Criteria shall not be considered for further process.
18. Notifications
18.1. Authority will notify the successful Applicant by letter.
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5 General Conditions (GC) of Contract
1. General Provisions
1.1. Definitions
Unless the context otherwise requires, the following terms whenever used in this Contract have the following
meanings:
a) “Consultant” means any private or public entity that will provide the Services to the Authority (“the
Client”) under the Contract.
b) “Client” means the agency with which the Consultant signs the Contract for the Services i.e. Prayagraj
Mela Authority
c) “Contract” means the Contract signed by the Parties and all the attached documents, if any
d) “Government” means the Government of the Client’s country/state
e) “Party” means the Client or the Consultant, as the case may be, and “Parties” means both of them
f) “Personnel” means professionals and support staff provided by the Consultant assigned to perform the
Services or any part thereof
g) “Services” means the work to be performed by the Consultant pursuant to the Contract.
1.2. Law Governing Contract
This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the
Applicable Law.
1.3. Notices
1.3.1. Any notice, request or consent required or permitted to be given or made pursuant to this Contract shall
be in writing. Any such notice, request or consent shall be deemed to have been given or made when
delivered in person to an authorized representative of the Party to whom the communication is
addressed.
1.3.2. A Party may change its address for notice hereunder by giving the other Party notice in writing of such
change to the address.
1.4. Authorized Representatives
Any action required or permitted to be taken, and any document required or permitted to be executed under this
Contract by the Client or the Consultant may be taken or executed by the officials specified in the Contract or any
other authorized representative as decided by Authority and communicated to the Consultant.
1.5. Taxes and Duties
GST/other applicable taxes shall be paid by the Authority additionally on the professional fee agreed and
mentioned in this Contract.
1.6. Fraud and Corruption
1.6.1. Definitions: defines, for the purpose of this provision, the terms set forth below as follows:
26
a) “corrupt practice” means the offering, receiving, or soliciting, directly or indirectly, of anything of value
to influence the action of a public official in the selection process or in contract execution;
b) “fraudulent practice” means a misrepresentation or omission of facts in order to influence a selection

process or the execution of a contract;
c) “collusive practices” means a scheme or arrangement between two or more Applicants, with or
without the knowledge of the Client, designed to establish prices at artificial, non-competitive levels;
d) “coercive practices” means harming or threatening to harm, directly or indirectly, persons or their
property to influence their participation in a procurement process, or affect the execution of a
contract.
1.6.2. Measures to be taken
The Client will cancel the contract if representatives of the Consultant are engaged in corrupt, fraudulent,
collusive or coercive practices during the selection process or the execution of the contract;
The Client will sanction the Consultant, including declaring the Consultant ineligible, either indefinitely or for a
stated period of time, to be awarded a contract if it at any time determines that the Consultant has, directly or
through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for, or in executing,
the said contract.
2. Commencement, Completion, Modification and Termination of Contract
2.1. Effectiveness of Contract
This Contract shall come into effect from the date the Contract is signed by both Parties. The date the Contract
comes into effect is defined as the Effective Date.
2.2. Commencement of Services
The Consultant shall begin carrying out the Services not later than 15 days after the Effective Date specified in
the RFP or the Contract.
2.3. Expiration of Contract
Unless terminated earlier pursuant to GC Clause 2.6 hereof, this Contract shall expire at the end of such time
period after the Effective Date as specified in the RFP or the Contract and subsequent extensions provided
thereoff.
2.4. Modifications or Variations
Any modification or variation of the terms and conditions of this Contract, including any modification or variation of
the scope of the Services, may only be made by written agreement between the Parties.
2.5. Force Majeure
2.5.1. Definition
For the purposes of this Contract, “Force Majeure” means an event which is beyond the reasonable control of a
Party and which makes a Party’s performance of its obligations under the Contract impossible or so impractical as
27
to be considered impossible under the circumstances. For aforementioned purpose, the definition or interpretation
of the client regarding such event and/or regarding reasonable control of a party shall be final.
2.5.2. No Breach of Contract
The failure of a Party to fulfil any of its obligations under the Contract shall not be considered to be a breach of, or
default, under this Contract insofar as such inability arises from an event of Force Majeure, provided that the
Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable alternative
measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as
soon as possible about the occurrence of such an event to which the other party has agreed in writing.
To the extent that the provision of the Services is impacted by a pandemic (including COVID-19) and any
reasonable concerns or measures taken to protect the health and safety interests of either Party's personnel, the
Parties will work together to amend the Agreement to provide for the Services to be delivered in an appropriate
manner, including any resulting modifications with respect to the timelines, location, or manner of the delivery of
Services. The Consultant will use reasonable efforts to provide the Services on-site at the Client’s offices,
provided that, in light of a pandemic the parties agree to cooperate to allow for remote working and/or an
extended timeframe to the extent (i) any government or similar entity implements restrictions that may interfere
with provision of onsite Services; (ii) either party implements voluntary limitations on travel or meetings that could
interfere with provision of onsite Services, or (iii) any of the Consultant’s resource determines that he or she is
unable or unwilling to travel in light of a pandemic-related risk. For pandemic related risks, the parties may
mutually agree to suspend the Contract for a mutually agreed period and the same shall be resumed after the
mutually agreed timeframe.
2.5.3. Extension of Time
Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for
a period equal to the time during which such Party was unable to perform such action as a result of Force
Majeure.
2.6. Termination
Either Party may terminate this Agreement with immediate effect by serving prior written notice to the other party
if services are not possible to be rendered as per applicable laws or professional obligations.
2.6.1. By the Client
The Client may terminate this Contract in case of the occurrence of any of the events specified in paragraphs (a)
through (f) of this GC Clause 2.6.1. In such an occurrence the Client shall give a not less than twenty-one (21)
days’ written notice of termination to the Consultant, and thirty (30) days’ in the case of the event referred to in
(e).
a) If the Consultant does not remedy a failure in the performance of their obligations under the Contract,
within twenty (21) days after being notified or within any further period as the Client may have
subsequently approved in writing.
b) If the Consultant becomes insolvent or bankrupt, to be certified by the competent court.
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c) If the Consultant, in the judgment of the Client has engaged in corrupt or fraudulent practices in
competing for or in executing the Contract or the Consultant is not performing as per the terms and
conditions of this contract.
d) If, as the result of Force Majeure, the Consultant are unable to perform a material portion of the
Services for a period of not less than sixty (60) days.
e) If the Client, in its sole discretion and for any reason whatsoever, decides to terminate this Contract.
f) If the Consultant fails to comply with any final decision reached as a result of arbitration proceedings
pursuant to GC Clause 7 hereof.
2.6.2. By the Consultant
The Consultant may terminate this Contract, by not less than thirty (30) days’ written notice to the Client, such
notice to be given after the occurrence of any of the events specified in paragraphs (a) through (c) of this GC
Clause 2.6.2:
a) If the Client fails to pay any money due to the Consultant pursuant to this Contract and not subject to
dispute pursuant to GC Clause 6 hereof within forty-five (45) days after receiving written notice from
the Consultant that such payment is overdue.
a) If, as the result of Force Majeure, the Consultant is unable to perform a material portion of the
Services for a period of not less than sixty (60) days.
b) If the Client fails to comply with any final decision reached as a result of arbitration pursuant to GC
Clause 7 hereof.
2.6.3. Payment upon Termination
Upon termination of this Contract pursuant to GC Clauses 2.6.1 or 2.6.2, the Client shall make the following
payments to the Consultant:
a) payment pursuant to GC Clause 5 for Services satisfactorily performed prior to the effective date of
termination;
b) except in the case of termination pursuant to paragraphs (a) through (c), and (f) of GC Clause 2.6.1,
reimbursement of any reasonable cost incident to the prompt and orderly termination of the Contract,
including the cost if the client is so satisfied incident to the prompt and orderly termination of the
Contract.
3. Obligations of the Consultant
3.1. Standard of Performance
The Consultant shall perform the Services and carry out their obligations hereunder with all due diligence,
efficiency and economy, in accordance with generally accepted professional standards and practices, and shall
observe sound management practices, and employ appropriate technology and safe and effective equipment,
machinery, materials and methods. The Consultant shall always act, in respect of any matter relating to this
Contract or to the Services, as faithful advisers to the Client, and shall at all times support and safeguard the
Client’s legitimate interests in any dealings with third Parties.
29
3.2. Confidentiality
Except with the prior written consent of the Client, the Consultant and the Personnel shall not at any time
communicate to any person or entity any confidential information acquired in the course of the Services, nor shall
the Consultant and the Personnel make public the recommendations formulated in the course of, or as a result of,
the Services. Except as otherwise permitted by this Agreement, neither of the parties may disclose to third parties
the contents of this Agreement or any information/report/advice provided by or on behalf of the other that ought
reasonably to be treated as confidential and/or proprietary. Parties may, however, disclose such confidential
information to the extent that it: (a) is or becomes public other than through a breach of this Agreement, (b) is
subsequently received by the receiving party from a third party who, to the receiving party’s knowledge, owes no
obligation of confidentiality to the disclosing party with respect to that information, (c) was known to the receiving
party at the time of disclosure or is thereafter created independently, (d) is disclosed as necessary to enforce the
receiving party’s rights under this Agreement, or (e) must be disclosed under applicable law, legal process or
professional regulations. These obligations shall be valid for a period of 1 year from the date of termination of this
Agreement.
3.3. Documents prepared by the Consultant
a) All deliverable to be developed and submitted by the Consultant under this Contract shall be in
English/Hindi language.
b) The Consultant may use data, software, designs, utilities, tools, models, systems and other
methodologies and know-how (“Materials”) that the Consultant own in performing the Services.
Notwithstanding the delivery of any Reports, the Consultant shall retain all intellectual property rights in
the Materials (including any improvements or knowledge developed while performing the Services), and
in any working papers that the Consultant compiles and retains in connection with the Services (but not
Client Information reflected in them).Upon payment for the Services, Client may use any Materials
included in the Reports, as well as the Reports themselves as permitted by this Agreement.
c) All deliverables in the form of data, software, designs, utilities, tools, models, systems and other
methodologies and know-how (“Materials”) submitted by the Consultant under this Contract shall, not
later than upon termination or expiration of this Contract, be delivered to the Client, together with a
detailed inventory thereof.
d) Except as otherwise permitted by this Agreement, neither of the parties may disclose to third parties the
contents of this Agreement or any information/report/advice provided by or on behalf of the other that
ought reasonably to be treated as confidential and/or proprietary. Parties may, however, disclose such
confidential information to the extent that it: (a) is or becomes public other than through a breach of this
Agreement, (b) is subsequently received by the receiving party from a third party who, to the receiving
party’s knowledge, owes no obligation of confidentiality to the disclosing party with respect to that
information, (c) was known to the receiving party at the time of disclosure or is thereafter created
independently, (d) is disclosed as necessary to enforce the receiving party’s rights under this
Agreement, or (e) must be disclosed under applicable law, legal process or professional regulations.
These obligations shall be valid for a period of 2 years from the date of termination of this Agreement.
30
3.4. Accounting
The Consultant shall keep accurate and systematic accounts and records in respect of the Services hereunder, in
accordance with internationally accepted accounting principles and in such form and detail as will clearly identify
all relevant time changes and costs, and the bases thereof.
4. Obligations of the Authority
4.1. Assistance and Exemptions
The Client shall use its best efforts to ensure that the Government shall provide the Consultant such assistance
and exemptions as specified in the Contract.
4.2. Change in the Applicable Law Related to Taxes and Duties
If, after the date of this Contract, there is any change in the Applicable Law with respect to taxes and duties, then
the remuneration and reimbursable expenses payable to the Consultant under this Contract shall be increased or
decreased accordingly under this Contract.
5. Payments to the Consultant
5.1. Professional fee and Payments
The total payment due to the Consultant shall be governed by the Contract Price (as determined by the financial
quote in the RFP stage). In addition to the consultancy fee, reimbursable expenses shall only be paid for
expenses incurred to travel outside of Prayagraj (domestic or international) on actual basis. Any such travel and
expenses shall be incurred with prior approval of the Authority/Client.
5.2. Terms and Conditions of Payment
Payments will be made to the account of the Consultant and according to the payment schedule stated in Section
2.3. The Professional Fee shall be exclusive of taxes or similar charges, as well as customs, duties or tariffs
imposed in respect of the Services, all of which the Client shall pay (other than taxes imposed on Consultant’s
income generally). Unless otherwise set forth in the Contract, payment is due within thirty days following receipt
of each invoice.
6. Good Faith and Indemnity
6.1. The Parties undertake to act in good faith with respect to each other’s rights under this Contract and to
adopt all reasonable measures to ensure the realization of the objectives of this Contract.
6.2. To the fullest extent permitted by applicable law and professional regulations, both the parties indemnify
each otherand their associates affiliates and employees against all claims by third parties (including each
other’s) and resulting liabilities, losses, damages, costs and expenses (including reasonable external and
internal legal costs) arising out of the third party’s use of or reliance on any report, deliverable, etc.
disclosed to it by or through the partiesas part of the regular interactions or for project/s purposes.
31
7. Settlement of Disputes
7.1. This Contract shall be governed by, and construed in accordance with, the laws of India.
7.2. Amicable Settlement
The Parties agree that the avoidance or early resolution of disputes is crucial for a smooth execution of the
Contract and the success of the assignment. The Parties shall use their best efforts to settle amicably all
disputes arising out of or in connection with this Contract or its interpretation.
In the event any dispute between the Parties arising out of or in connection with this Agreement, including the
validity thereof, the Parties hereto shall endeavour to settle such dispute amicably in the first instance. The
attempt to bring about an amicable settlement shall be treated as having failed as soon as one of the Parties
hereto, after reasonable attempts, which shall continue for not less than 30 (thirty) days, gives a notice to this
effect, to the other party in writing.
7.3. Arbitration
In case of such failure, the dispute shall be referred to a sole Arbitrator, who shall be appointed by the Parties by
mutual consent, failing which each party shall appoint one Arbitrator each and together the two Arbitrators shall
appoint an umpire. The Arbitration proceedings shall be governed by the (Indian) Arbitration and Conciliation Act,
1996 and shall be held in Prayagraj, India. The language of arbitration shall be English.
This Agreement and the rights and obligations of the Parties shall remain in full force and effect, pending the
award in any arbitration proceedings hereunder.
7.4. Jurisdiction
Any dispute relating to this Contract or the Services shall be subject to the exclusive jurisdiction of the courts in
Prayagraj or Hon’ble High Court of Allahabad at Prayagraj, to which both the parties agree to submit for these
purposes.
8. Limitation of Liability
8.1. The Client shall not recover from the Consultant, in contract or tort, under statute or otherwise, any amount
with respect to loss of profit, data or goodwill, or any other consequential, incidental, indirect, punitive or
special damages in connection with claims arising out of this Agreement or otherwise relating to the
Services, whether or not the likelihood of such loss or damage was contemplated.
8.2. The Client shall not recover from the Consultant, in contract or tort, under statute or otherwise, aggregate
damages in excess of the fees actually paid for the Services that directly caused the loss in connection with
claims arising out of this Agreement or otherwise relating to the Services.
32
6 Technical Proposal - Standard Forms
TECH-1 Technical Proposal Submission Form
TECH-2 Applicant’s Organization and Experience
A Applicant’s Organization
B Applicant’s Experience
TECH-3 Description of the Approach, Methodology and Work Plan for performing the assignment
TECH-4 Team Composition and Task Assignments
TECH-5 Curriculum Vitae (CV) for Proposed Professional Staff
TECH-6 Format for presentation
33
6.1 Form TECH-1: Technical Proposal Submission Form
[Location, Date]
To: [Name and address of Client]
Dear Sirs:
We, the undersigned, offer to provide the consulting services for [Insert title of project] in accordance with your
Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which
includes this a Technical Proposal, and a Financial Proposal.
We hereby declare that all the information and statements made in this Proposal are true and accept that any
misinterpretation contained in it may lead to our disqualification.
If negotiations are held during the Proposal Validity Period, we undertake to negotiate on the basis of the
proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract
negotiations.
We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment at a date
mutually agreed between us.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Address:
Phone:
34
6.2 Form TECH-2: Applicant’s Organization and Experience
6.2.1 A - Applicant’s Organization

[Provide here a brief (two pages) description of the background and organization of your firm/entity]
6.2.2 B - Applicant’s Experience
[Using the format below, provide information on each assignment for which your firm, and each associate for this
assignment, was legally contracted individually as a corporate entity, for carrying out consulting services similar to
the ones requested under this assignment]
Assignment name:
Country: Duration of assignment (months):

Location within country:
Name of Client: Total No of person-months of the assignment:
Address: Amount of consulting fee received by your firm

(INR)
Start date (month/year): Completion date (month/year):
Name of associated Consultants, if any: No.of professional person-months provided by

associated Consultants:
Narrative description of Project
Description of actual services provided by your staff within the assignment:
Firm’s Name:
35
6.3 Form TECH-3: Description of Approach, Methodology and Work Plan
Technical approach, methodology and work plan are key components of the Technical Proposal. You are
suggested to present your Technical Proposal (Maximum 30 pages, inclusive of charts and diagrams) divided into
the following three chapters:
a) Technical Approach and Methodology,

b) Organization and Staffing,
a) Technical Approach and Methodology. In this chapter you should explain your understanding of the
objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining
the expected output, and the degree of detail of such output. You should highlight the problems being addressed
and their importance, and explain the technical approach you would adopt to address them. You should also
explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the
proposed approach.
b) Organization and Staffing. In this chapter you should propose the structure and composition of your team.
You should list the main disciplines of the assignment, the key experts responsible, and proposed technical and
support staff.
36
6.4 Form TECH-4: Team composition and task assignments

Name of staff Proposed position Task assigned
37
6.5 Form TECH-5: Curriculum Vitae (CV) for Proposed Professional Staff
1. Proposed position [only one candidate shall be nominated for each position]:
2. Name of staff [Insert full name]:
3. Date of Birth: Nationality:
4. Education [Indicate college/university and other specialized education of staff member, giving names of
institutions, degrees obtained, and dates of obtainment]:
.5 Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing
6. Employment record [Starting with present position, list in reverse order every employment held by staff
member since graduation, giving for each employment (see format here below): dates of employment, name
of employing organization, positions held.]:
From [Year]: To [Year]:
Employer:
Positions held:
7. Work undertaken that best illustrates capability to handle the tasks assigned
[Among theassignments in which the staff has been involved, indicate the following information forthose
assignments that best illustrate staff capability to handle the tasks listed under point 11.]
Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed: _________________________
38
7 Financial Proposal - Standard Forms
[Date]
To: [Name and address of Authority as per data sheet]
Subject: Financial proposal
Reference: (Insert title of project)
Dear Sirs,
We have read and examined the RFP document complete with the Terms of reference, Instructions to Applicants
and General Conditions of Contract.
We hereby quote for the Prayagraj Mela Authority of the consultancy specified in the RFP at a person-month rate
specified on the GEM portal.
The financial proposal submitted is unconditional and fulfils all the requirements of the RFP document. Provisions
for GST and reimbursable expenses shall be as per the terms stated in Section 2.3 and Section 5 of the RFP
document.
Our Financial Proposal shall be binding upon us up to expiration of the validity period of the proposal. We
understand the Authority is not bound to accept any proposal that is received.
____________________________________
Signature and Name of the Authorised Person
_______________________
NAME OF THE APPLICANT AND SEAL
39
8 Annexures
8.1 Annexure I: Mela Layouts and plans
The team in Kumbh 2019 enabled accomplishment of following tasks, that will assist in effective planning and
implementation of the urban planning domain of the forthcoming Kumbh in Prayagraj:
 mapping process of land allotment, layout planning and transport planning

 identifying key stakeholder for land allotment, layout planning and transport planning
 data collection (details of allotment of land - name/type/hierarchy of institutions/visitor/sanstha, area of land,
services requirement, location of land, route maps, mode of transport, entry/exit points)
 data structuring and compilation (digitization)
 drafting design guidelines for layout planning
 drafting design guidelines for transport planning
 identification of nature and quantity of ancillary support activities/zones to be proposed in the mela area
 preparation of base map for layout planning
 preparation of movement plan in the mela area
 preparation of sector wise detailed layout plan
 preparation of setting out plan
 conducting workshops with key stakeholders for on-site implementation of the approved layout plan
The task of layout planning comprises of detailing out various aspects of the Kumbh. The layout plan is the core
reference for the mammoth activity of setting up the entire mela area. Preparation of following (but not limited to)
layers of the layout plan, allows various departments to work collaboratively for effective implementation of all the
facilities related to the Kumbh:
Core facilities:
1. Layout Plan (Pre-Monsoon)
2. Layout Plan (Post-Monsoon)
3. Setting out plan (Pre-Monsoon)
4. Setting out plan (Post-Monsoon)
5. Road Hierarchy (Pre-Monsoon)
6. Road Hierarchy (Post-Monsoon)
7. Solid Waste Management Plan: Location of Toilet blocks, transfer stations, location of dustbins, sanitation
workers colony etc
8. Location of Vidyut stations, electric poles, sub-stations etc
9. Mobile Network Management Plan: Location of Telephone towers etc
10. Signage Plan (digital/ print media, led screen, lost/found screens)
11. Water ATMs location
12. Water supply pipeline network
13. Drainage: Waste water (ponding sites), head to STP
14. Security: Police Stations and Fire station Plan, camera
15. Plot allocation map
40
Amenities:
12. Location of Medical facilities
13. Location of Diary, Civil supplies and Storage/Godowns
14. Location of Bank/Branches/ATMs
15. Location of Vending zones, food courts, seating areas
16. Location of Public accommodations, free accommodations (Rain Basera)
17. Tourist attraction map: location of convention centres, tent city, exhibition area, amusement zone
18. Location of Diary, Civil supplies and Storage/Godowns
Administrative facilities
19. Location of Sector offices
20. Location of Police Chowkis
21. Location of Jal Nigam Offices
22. Location of Irrigation department Offices
23. Location of Forest Corporation Offices
24. Internal Layout planning of all Sector Offices, other administrative buildings
25. Mapping and internal layout plan
26. Residential areas for all Line departments
Notes:
a. The proposed layers/facilities will be required to be updated, post-monsoon, as required as per the then
prevailing river profile in consultation with the Authority
b. The above-mentioned facilities are required to be planned for the total notified mela area and to be
proposed with the understanding of the plot/sanstha level requirement.
c. Various layout plan shall be required to be prepared as per the immediate need of the mela. These may
include (but not be limited to)
 for the purpose of branding/marketing map
 VIP Circuit map
 Hoardings of layout Map for Hoardings
 Map for display in the city – “hoardings of layout Map” may be required
d. Layout plan at various scales shall be made available at short notice, which may include (but not be limited
to)
 Sector wise map (Your are here map)
 Zone wise map – jhunsi, arail
 Sangam map
 Road wise plot allocation map
 Sanstha wise map: Prayagwal, Khalsa, Mahamandaleshwar
e. Post completion of Mela, based on the Verification report (satyapan report) of the mela team updated AS-
IS Layout plan will be required to be prepared by the consultant
41
8.2 Annexure II: Tentage and other temporary works

Overlays or tentage plays a pivotal role in ensuring pilgrim experience at the Mela. Tentage requirements have to
be estimated well in advance and accordingly vendors have to be empanelled.
Overlays, as a separate work track, includes multiple sub-tracks for establishments of different types of facilities
for better pilgrim experience which include:
 Public Accommodation
 Convention Halls
 Pravachan Pandals
 Tent City
 Thematic Gates
 General Tentage
 Tin Structures
 Furniture
 Barricading
 Hutting Materials
 Land Levelling
 Centralised and Standalone Public Address Systems.
The overall work includes the supply and installation of different types of basic as well as luxury accommodation
that will eventually be allocated to the institutions or serve as lodging facilities or functional office spaces (Sector
Offices) for various executing departments. Additionally, it will include all other support structures/materials such
as coloured cloths, canvas, pole covers, carpeting etc. The different categories of general tentage include but are
not limited to:
 EP Tent
 Family Tent
 Store Tent
 Darbari Tent
 Swiss/Deluxe Tent
 Maharaja Tent
 Choldari Tent
 German Pagoda
 German Hanger
 Pre-fabricated rooms
 Box Truss Pandals
 Kabuli Tent
 Shamiana
In addition, general tentage also includes all furniture and furnishings provided as part of the tents to the
institutions concerned.
42
8.3 Annexure III: Digital Technology Enablement

Digital interventions have to be brought in the following areas:
- Land allotment system
- Suvidha Allotment & tracking (includes movement through stores)
- Establishment of COW towers
- Digital Lost & found centres
- ICCC Augmentation
- Security & Surveillance
- Crowd management (AI)
- IT interventions in tracks: Sanitation, F&CS,
- ARVR kiosks
- Wifi & OFC
- Unified communications
Key tasks to be undertaken are as follows:
a. Study of existing IT systems, services, and resources in consultation with the stakeholders.
b. Undertaking gap analysis, identification of improvement areas and leading practices in digital domain to
enhance pilgrim experience.
c. Identify digital/innovative solutions in the areas of safety and security, sanitation, urban mobility, pilgrim
experience etc.
d. Prepare concept notes/presentations for the identified digital interventions.
e. Ensure that the technology standards, guidelines & frameworks are adhered to during implementation.
f. Assist the authority in identification of departmental users to undertake the user acceptance testing.
g. Assist the authority in identifying the process to be adopted by the department to monitor the service level
agreements for digital/technology solutions.
h. Coordinate with digital solution vendors for development and implementation of SOPs for digital solutions.
43
8.4 Annexure IV: Sanitation
For effective functioning of the temporary city hosting enormous floating population on a daily basis waste
management becomes one of the determining parameters of its success. An event of such a scale and
significance demands strategic waste management plan. Action plan for enabling effective management of the
overall solid and liquid waste generated in the entire mela area on daily basis needs to be in place well in
advance. The waste management plan with three levels of operation starting from primary collection to secondary
collection and finally transportation/disposal of the waste, needs to be comprehensively designed.
Following key tasks shall be taken into consideration for preparation of effective waste management plan for solid
and liquid waste (but not limited to):
 Mapping end to end process for waste disposal (solid/liquid)
 Give inputs for planning alignment of pipes for seamless and efficient waste evacuation
 Assistance in planning location of various components related to waste management: toilets, urinals,
transfer stations, ponding sites etc. in consultation with the layout planning team and key stakeholders
 Planning number of Municipal Solid Waste (MSW) vehicles required the Mela area &city.
 Plan for vehicular movement for liquid & solid waste collection during peak & non-peak days
 Planning for septage management through setting up of temporary STPs in the Mela area
 Round-the-clock smart monitoring of service delivery, loaning for development of sanitation facilities such
as toilets, urinals, transfer stations for garbage waste disposal, sanitation workers’ colonies etc
 Action plan for adoption of environment-friendly odour management strategy
 Large-scale training and sensitization workshops to for encourage participation of the volunteers as
Swachhagrahis
 Explore new technologies to address the challenge of providing septic tank containments at locations with
water level as high as 1 ft. from the surface
 To assist in selection of user-friendly toilet designs and sewage disposal shall be provisioned through
environment-friendly disposal facilities that already exist or specially arranged for the Mela.
 Prepare a plan to ensure adequate deployment of MSW Vehicles like Compactors, Tippers, Road
Sweeper machines, Suction Machines etc.
 Assistance in formulating strategy to hire partners for supply and installation of various components
required for execution of the waste management plan.
 Assistance in preparation of detailed specifications and finalisation of quantities of various components
the waste management plan
 Assist in onboarding private partners for supply and installation of the components of the waste
management plan
 Monitoring and contract management for works
Sanitation and waste management initiatives during the Kumbh Mela are closely monitored by a National Green
Tribunal (NGT) appointed monitoring and supervisory committee. The committee monitors various aspects of
Sanitation before, during, and post-Kumbh about septage management, waste water treatment, sludge disposal,
bio-medical waste management and solid waste management initiatives for the Mela. Thus, it is mandatory to
ensure compliance of NGT guidelines in Sanitation Sector.
44
8.5 Annexure V: Additional activities
 Volunteers management and sensitisation towards user experiences – Accreditation through RFID
identification of every volunteer and resource of the Mela Administration; develop roles and responsibilities
and deployment schedules; benefits mechanism
 Capacity Building (plans) along with workshops for key stakeholders e.g. boatsman, swachhagrahis
 Planning and execution of VVIP visits – e.g., Head of Missions, Prawasi Bhartiye Diwas, Hon. PM visit,
Hon. President visit
 Creating and improvising interfaces and touch points with the pilgrims and other users – Development of
mobile app to create user-interface for the Mela Administration, assimilating and overlaying of the
services/facilities for easy access; touch points should also be through conventional modes (non-
technology based) such prints and signage Master Schedule for ceremonies and events to actively
engage of pilgrims
 Preparation of Master Schedule for ceremonies and cultural events/fairs to actively engage pilgrims
 Planning and conducting workshops for social issues such as child labour, sanitation, environment, water,
etc.
 Branding and Promotion activities related to Kumbh 2025
 Planning for products and services related to merchandising of Kumbh 2025
 Planning and execution of citizen engagement campaigns – e.g. nukkad natak, logo designs, painting
competitions
 Planning, execution and monitoring of city beautification campaigns e.g. Paint my city, sculpture designs
 Coffee table books – e-version
45

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Request For Proposal (RFP) : Prayagraj Mela Pradhikaran, Prayagraj Government of Uttar Pradesh Sep 2023

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Request for Proposal (RFP)

Selection of Consultant for

Enhancing Pilgrim Experience, Digital Enablement and

Prayagraj Mela Pradhikaran, Prayagraj

Government of Uttar Pradesh

Bidders who submitted EMD as part of bid submission in the original

7. Account Details For EMD

21. Sub-contracting Not allowed

2.1 Scope of services

Tentage & other Digital Monitoring and

 City beautification Management  Unified

I. Defining and designing ‘better pilgrim experiences’

II. Implementing the design interventions

III. Project monitoring &contract management

IV. Project documentation and closure

The detailed scope of services in each of the tasks is as follows:

Task I: Defining and designing ‘better pilgrim experiences’

Task II: Implementation of design interventions

Task III: Project management/monitoring &contract management

Task IV: Project documentation& closure

(iv) Arrange all files date-wise for respective tracks

2.2 Proposed Team

i. Level 1: Leadership team

ii. Level 2: Fulltime onsite implementation support

iii. Level 3: Part time experts deployed as per project requirements

Level 1: Leadership team

o Layouts and Planning

o Tentage/Overlays and temporary infrastructure

o Digital/IT and e-governance

o Project monitoring and contracts

Level 2: Full-time onsite implementation team

Key qualification and

Key qualification and

Preparation of documents/presentations for

Any other tasks relevant to the position and

MOM & documentation of all meetings held

2. Digital 02 Should have a Bachelor’s As-Is Assessment of the existing

Key qualification and

3. Tentage 01 Bachelor’s and preferably Estimate all requirements for temporary

Support in Identification of vendors and

Assist in revision and conceptualization of

Support in cost benefit analysis including cost

Facilitate bid process management including

Assist in devising a plan for distribution of

Coordinate with the line departments like

Assist in supervision of works on ground for

Key qualification and

4. Sanitation 01 Bachelors degree in Assist in revision and conceptualization of

Capacity building of the Swacchagrahis

5. Project 02 Bachelors in Coordinate with appointed specialist

Should have experience Monitor Agencies/Resource Persons as

Key qualification and

7. Event 02 Bachelor’s and preferably Planning & onsite management of event

8. Documentati 01 Bachelors with good Preparation of concept notes, presentations,

Preparation of documents for various high-

Key qualification and

Level 3: Part time deployment as per requirement

2.3 Payment schedule and timelines