Para 2.3 — NONCONSULT_MANUAL

a) To provide sufficient information on the quantum, scope, duration/ frequency and timelines of Services to be performed to enable bids to be prepared efficiently and accurately; and b) When a Contract has been entered into, to provide a priced Services and Activities Schedule for use in the periodic valuation of Services executed.

2. Besides detailing the activities, quantum and time frame, the Services and Activities Schedule should contain the following sections also:

i) Procuring Entity’s organisation and Project background; ii) Purpose and Service Outcomes Statement (refer to Chapter 1) iii) Short Description and Scope of Services (including any incidental works/ goods) that would help the bidders understand the service requirement. iv) Contract period (and provision of extension, if any), duration/ frequency/ timeline of outcomes/ deliverables;

2.3. Preparation of Services and Activities Schedules 2.3.1. Services and Activities Schedule 1. Services and Activities Schedule is akin to Description, Quantity and Technical Specification in Procurement of Goods. This is the first step in the selection of the Service Provider once a need has been identified. It explains the background and context, purpose/ objectives of the services, scope, quantum, duration/ frequency of activities/ tasks to be performed, respective responsibilities of the Procuring Entity and service provider, expected outcomes, and deliverables of the Service. Services and Activities Schedule is important for an understanding of the service requirement and its correct execution to ensure that the outcomes of the service are achieved. It reduces the risk for the Procuring Entity of unnecessary extra work, delays, and additional expenses. In addition, it helps reduce for the bidders the risk of ambiguities during the preparation of bidder’s proposals and contract execution. Hence, the Services and Activities Schedule should be comprehensive and unambiguous. The objectives of the Services and Activities Schedule are:

Manual for Procurement of Non-Consultancy Services, 2025 v) Type of Contract/ BOQ (Time-based, Unit-Rate, Indefinite delivery, Lumpsum or Percentage-Based) vi) Expected requirement of resources: Man-power, Materials, Equipment; vii) Facilities such as office space, office machines, utilities, local services, etc., which would be provided to the Service Provider by the Procuring Entity; viii)Insurances required, if any; ix) Statutory and Contractual obligations to be complied with by the Service Providers x) Institutional and organisational arrangement for Services (Counterpart Contract Management Team, Chain of Command, Interim/ ultimate beneficiaries/ stakeholders of Services, and xi) Procedure for review of the Service delivery after award of contract, including Service Level Agreement, if any b) Description of Services: A brief description of the service required is important information that would help the bidders understand the service requirement. It should cover background about the Procuring Entity’s organisation and about the project/ service. The Purpose and Service Outcome statement should be included in the description of services (as finalised for initiating the procurement - Para 2.2.1 above) to help the service providers understand the requirement.

c) Services and Activities Schedule: In order to attain the objectives of the Services and Activities Schedule, Services should be itemised in sufficient detail to distinguish between the different classes of Services or between Services of the same nature carried out in different locations or in other circumstances which may give rise to different considerations of cost. There may be more than one Schedule of Services based on grouping similar services in one Schedule. Each Service should be described and broken down into discrete activities required to deliver the service. The description/ Scope of Service and Activities should indicate what is (and more important – what is not) included in the scope and conditions under which Services are to be performed. Consistent with these requirements, the layout and content of the Services and Activities Schedule should be as simple and brief as possible. All information relevant for the bidder to quote a price may be included, e.g., the location, frequency/ shifts/ length and quantum and time-frame/ duration of completion of activities to be performed. In the Services and Activities Schedule containing scores of items, evaluation can be simplified if the system used in Works contracts is borrowed, if feasible, where the Schedule of rates (SoR) for each activity is specified in the bid documents by the Procuring Entity and only percentage +/- above the SoR (separately for different Schedules or combined) is asked to be quoted by the bidders.

d) Performance Standards and Quality Assurance: Performance standards/ Service Levels; functional/ materials/ technical specifications (indicate quantitative and qualitative parameters/ limits/ thresholds for performance) should be specified overall for the Service and for each activity, materials, tools and machines to be used in the activity. It should also include:

i) Any reporting requirement, periodic meetings or other submissions ii) Any Service Level Agreement, if required, say for the outsourcing of services iii) Key Performance Indicators indicating how measurement, reporting, and tracking of performance parameters would be done for Quality Assurance and

Chapter 2: Need assessment and Procurement Planning Monitoring of Service (Indicate procedure for quality assurance and monitoring of services, including institutional or third-party arrangements for this purpose) iv) Procedure for resolution and escalation procedures in case of deficiency in performance/ quality/ service levels. v) Method Statement (Sequencing and inter-dependencies of activities), methodology, Service Level Agreement, arrangements to ensure environmental, social, gender, health, and safety requirements if relevant. Method Statement must be supplemented by information in sub-schedules for Work Plan and vi) Schedule for Forms of BOQ/ Contract based on input-admeasurement, Key Inputs deployments (Personnel Deployment, Critical Equipment Deployment and Critical Materials Deployment) may not be essential – but list these if required to achieve the performance standards and quality. If the service is not dependent on any of the key inputs, that may be omitted. e) Labour/ Personnel Schedule: If labour/ personnel are used in the activity, these may be quantified specifying place, shifts and frequency of utilization in the Services and Activities Schedule. In case any key professionals or Project Manager is required, their qualification and experience required may also be mentioned. Any relievers and leave reserve for deploying the personnel should be included in the rate for such personnel and would not be separately payable. f) Critical Material Schedule: In case any Materials/ Consumables/ tools of trade are to be consumed/ deployed, a Separate Materials Schedule should be included, indicating the specification and quantity of such materials/ consumables/ tools to be consumed/ deployed per unit activity/ day/ location/ per manpower deployed. Price of all these materials/ tools etc is to be shown as a separate lump-sum cost in the financial bid by the bidder. g) Critical Equipment Schedule: Any essential equipment, machinery (Trucks, Cranes, Washing Machines, Vessels/ crafts, plant, and machinery, etc) that the service provider must have and should deploy as a qualifying requirement must be mentioned along with specifications, capacity, age of equipment etc. It should be ensured that operators for such equipment must be mentioned in the Labour/ Personnel Schedule. In case of input Admeasurement, indicate only Critical Equipment (not others) required to carry out the Services to required standards and quality. Categorise the equipment – IT Equipment/ Motor Vehicles, Cranes, Washing Machines, vessels/ crafts, plant & machinery etc. Give estimated number location-wise, category wise. This schedule may not be essential for output-admeasurement BOQ/ Contracts, but list these if required. If the service is not dependent on Critical Equipment, this may be omitted.) h) Statutory and contractual obligations to be complied with by the contractor: The service provider mostly works within the premises of the Procuring Entity, along with a staff of the Procuring Entity. Many services are subject to various statutory provisions relating to labour, taxation, Workmen's Safety, Child and Women Labour, Private Security Agencies, Environmental Protection, Mining, Forest clearance, Employment reservations, etc. The bidder must have a Service Tax Number, ESI, EPF Registration Certificate, Registration Declaration of ownership under the Indian Registration Act 1908 and Labour License and PAN (Income Tax). Moreover, the Procuring Entity itself may have its own regulations about safety, security, confidentiality, etc. All such statutory and contractual obligations must be listed so that price implications and compliance are taken care of by the bidder. In the case of security services contracts, the bidder must have a valid license to run the business of a Private Security Agency in the state issued by the appropriate authority for operating Security Services. i) Facilities and Utilities to be provided by the Procuring Entity to the service provider at the Site: It should be mentioned if any facility/ utility (IT/ Communication Services, Emergency Medical, Room, Furniture, Electricity connection, Water connection) etc would be made available to the successful bidder to carry out the service. In case it is proposed to charge the Electricity/ Water supplied to the service provider, the same may be mentioned, including the rate of charges. This aspect has a great bearing on the cost that will be quoted by the bidders. This can have implications in vitiating the selection process either way – a facility to be provided may not get declared, or a declared facility may not be provided ultimately. So great care and reality check is necessary, while preparing this Statement. Specially mention facilities and utilities which will not be provided, or the facilities which would be provided on a chargeable basis. It should be clearly mentioned that the service provider will not be allowed to use any of Procuring Entity’s facility/ area which are not listed in this section. j) Institutional Arrangements and Procedure for Review of Work of Service Provider after the Award of Contract: Institutional arrangements like the placement in a Department, name of project manager and chain of command for reporting may be specified. Process of Review of Service Outcomes and deployment of personnel and resources should be Cleary brought out.

3. A template for the Services and Activities Schedule is given in Annexure 4.