Karnataka Evaluation Authority KEA 109 EVN 2014 Date: 19-04-2014

Government of Karnataka
Karnataka Evaluation Authority
# 542, 5th Floor, 2nd Stage, MS Building,
Dr Ambedkar Veedhi, Bangalore – 560 001
Phone No: 080 22353938, 22032561; Fax: 22389874
E-mail: [email protected]
KEA 109 EVN 2014
Date: 19-04-2014
CALL FOR EXPRESSION OF INTEREST TO EMPANEL
CONSULTANT ORGANIZATIONS TO TAKE UP EVALUATION OF
SCHEMES INTRODUCED IN THE GOVERNMENT
DEPARTMENTS.
DEPARTMENTS
1. The Karnataka Evaluation Authority (KEA) is primarily responsible to supervise,
facilitate, build capacity and hand hold the Departments for effective planning
monitoring and fine tuning the policies, programmes and schemes for result
oriented and outcome based implementation. In order to take up effective
evaluations of different schemes introduced in various Government departments,
Boards, Corporations etc.., there is a necessity to empanel qualified and eligible
consultant organizations. The purpose of empanelment is to short list consultants
who can be awarded the work of evaluation where the provisions of the
Karnataka transparency in public procurement Act (KTPP Act) and rules does not
require the process of tendering to be followed mandatorily. Further it is used for
rating a consultant on the basis of well defined criteria.
2. Who can apply?
The following types of organizations are eligible for empanelment as
Evaluation Consultants, if they are otherwise qualified:
a) Organizations registered under due process of law based on Societies Act,
Trust Act, Indian Companies Act, Universities Act etc,
b) Government owned, quasi-governmental or autonomous academic and
research institutions recognized by University Grants Commission or any State
or the Central government,
c) Centres for excellence recognized by any State or Central Government,
d) Public sector undertakings, non-governmental or voluntary organizations
which have been associated with development, research, monitoring or
evaluation work.
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e) Any other institution or organization associated with the evaluation, research
or consulting work of any State or Central government department or
organization,
f) International
academic
and
research
institutions;
multinational
corporations/companies/ organizations/firms; institutions associated with the
evaluation work of bilateral and multi-lateral agencies, and,
g) Any other Consultant Organizations that may be deemed suitable by KEA
based on the information available in the application form.
In the case of academic institutions, (including universities), specific
department/unit/ division or centre of excellence should apply independently for
empanelment and NOT in the name of university/institution.
3. Essential eligibility criteria
The Consultant Organization should have:
a) Been formed/registered under a statute in India, and should have been in
existence for at least five years preceding the application year,
b) Minimum of five well qualified researchers capable of undertaking
independent research/ evaluation/consultancy work and at least two
supporting staff on its regular pay rolls for the last three years,
c) A
permanent
registered
office
in
India,
equipped
with
essential
communication facilities and an updated and functional website,
d) Conducted at least five evaluation/research or consultancy studies over the
past five years using its own research staff, and,
e) Financial net worth of at least Rs. 25 lakh in each of the preceding five
financial years as per the audited statement of accounts if it is a for-profit
organization. In the case of Non-Governmental/Not-for-profit organizations,
it should have had an average, annual turnover /grants-in-aid of at least Rs.
10 lakh in each of the preceding five years.
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4. Disqualifications
The following aspects will be considered as a disqualification and any
Consultant Organization facing such situation shall not be entitled to apply or be
empanelled if applied: a) The organization is political/denominational (affiliated to any political party or
religion) or is known to have been engaged in an activity that is prohibited by
law in India.
b) The organization or any of its research/development staff are blacklisted or
covered by a declaration of ineligibility for corrupt practices by any
government department/agency.
c) The organization is implicated in a criminal case before any court of law.
5. Mandatory documents to be enclosed to the application
a) Instructions to the empanelment applicants and the evaluation criteria are
given in the application forms in Annexure-I. The consultant organizations will
be evaluated based on the said criteria, hence they should be read carefully and
the details sought in these formats shall be furnished correctly based on the
documentary proof to be enclosed to facilitate the appraisal accordingly.
b) Check list of mandatory documents to be attached to the application form in
Annexure-II,
c) Covering letter to the application form in Annexure-III,
d) Application form to be submitted showing details of documents to be enclosed
in Annexure-IV,
e) Demand draft for Rs. 2000 towards the application processing fee and
f) Additional documents to support the claim made on the application forms.
6. Important instructions to applicant/consultant organisations
(1) All the details indicated on the application are important. Some of them
carry scores. Please furnish full details as required. Only completed
application forms will be processed.
(2) Unless indicated otherwise, application must be submitted in hard copy and
must be spiral bound along with all its enclosures except the demand draft.
List of documents to be submitted includes the following:
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i.
A covering letter to the application form in the format given in Annexure-III,
ii. Filled in application form as per the format prescribed in Annexure-I,
iii. Check list of Annexure as per the list given in Annexure-II,
iv. A demand draft for Rs. 2000 towards the application processing fee, and,
v. Any other documents that may be useful for appraisal. In addition the
applicant may attach any additional documents which they intend to submit
in support of the claims made in the application form.
(3) Should KEA need any further information, you will be asked. The same
should be submitted within 7 days of receipt of communication. Otherwise,
your application will not be processed.
(4) The decision of the Empanelment Committee of KEA about the selection
shall be final and binding on the applicants. Canvassing in any form will
attract disqualification.
(5) All the applicants will be informed of the outcome of empanelment process
in about 120 days from the date of application. Follow up queries on
empanelment status is discouraged.
(6) If any information furnished by the applicant has been found to be false at
any time during or after the empanelment process, the empanelment is liable
to be cancelled.
(7) Completed application forms should be mailed only by REGISTERED POST
to: The Chief Evaluation Officer, Karnataka Evaluation Authority, # 542, 5th
Floor, 2nd Stage, MS Building, Dr Ambedkar Veedhi, Bangalore – 560 001 so
as to reach on or before the close of office hours on 24-05-2014. Applications
received late will not be entertained.
7. Initial screening of applications
Empanelment applications received by KEA will be checked by the Member
Secretary of Empanelment Committee (The Administrative Officer, KEA) to see if all
the mandatory documents are enclosed. If any key documents are missing, an
opportunity would be given to the Applicant Consultant Organization to submit the
same within seven days of receipt of communication. If the Applicant Consultant
Organisation fails to submit required documents within the time, the application
shall be rejected. However, such organizations would be eligible to apply during the
subsequent years.
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8. Desk Appraisal
Applications of organizations that qualify in the screening would be eligible for
desk appraisal. Desk Appraisal will be based on the information provided in the
application form, the certificates and testimonials enclosed as per the scoring norms
prescribed.
The Chairperson of the Empanelment Committee (The Chief Evaluation
Officer, KEA) will get the desk appraisal done through a team of three officers. Desk
appraisal team should complete the appraisal work entrusted them on time and
return all the applications for the Chairperson along with detailed statement of
scores of all the applicants.
The Desk appraisals consist of three formats under (a) Organizational
Appraisal (b) Financial Appraisal (c) Technical Appraisal. To capture the required
data from the applicants these formats are furnished in Annexure-I, which must be
filled and submitted.
9. Field Appraisal
Field appraisal involves visiting the office of the Applicant Organizations with
the twin objectives of interacting with them for validating the information furnished
in the application form, and also collecting additional information for further
appraisal.
10. Classification of applications based on desk appraisal
Applications shortlisted after the desk appraisal should be arranged based on
the scores awarded. Anyone who secures less than 100 points in the desk appraisal
will be ineligible for empanelment. Such applications will be rejected and the rest
will be taken up for field appraisal.
11. Grouping shortlisted applications and assigning for field appraisal
The Chairperson of the Empanelment Committee will get the shortlisted
applications sorted out into different groups based on the geographical location of
the applicants, areas of specialization, or any other suitable criteria. He/she will then
constitute the required number of Field Appraisal Teams and assign the work to
them.
12. Submission of field appraisal reports
After completing the task, the Field Appraisal Team will submit their findings
and scores to the Chairperson of the Empanelment Committee. They should also
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render any further assistance that the Chairperson of the Empanelment Committee
or the Empanelment Committee may call for at the time of finalizing the
empanelment list.
13. Dropping ineligible cases and categorizing the rest
Any applicant who secured less than 150 points (50% of the total score) in the
final score shall NOT be eligible for empanelment. The Chairperson of the
Empanelment Committee will drop such cases from the list; rearrange the rest in the
descending order of the total score secured into five categories based on the
following criteria:
Scoring range
271-300
241-270
211-240
181-210
150-180
Empanelment Level
5
4
3
2
1
Level 5 is the highest and level 1 is the lowest empanelment ranks.
14. Approval by the Empanelment Committee
The Chairperson of the Empanelment Committee will prepare the category
wise list of qualified applicants and place it before the Empanelment Committee for
approval. The Empanelment Committee may approve the list with such
amendments as it may deem fit.
15. Notification of provisional empanelment list
The list approved by the Empanelment Committee shall be published by KEA
in alphabetical order within each category as the provisional list of new consultants.
A suitable notification should be issued and a copy of the same should be posted on
the KEA website.
16. Communicating the results to the successful applicants
All applicants should be informed of the final outcome of the empanelment
process within two week after the list is published.
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