Your Ultimate Guide to the East Central Railway Project Management Consultancy RFP (2025)
East Central Railway (ECR) has unveiled a significant infrastructure opportunity. A new tender invites bids for a large-scale project on the Garhwa-Sonnagar Section. This project is crucial for enhancing India’s railway network. The ECR has issued a detailed Railway Project Management Consultancy RFP for this purpose. It seeks an expert Project Management Consultancy (PMC) to oversee the entire lifecycle of this critical venture. The project aims to increase the line’s loading capacity to an impressive 3000MT.
This article provides a comprehensive analysis of the tender. We will break down the complex requirements into simple, actionable insights. You will find everything from the project scope and key dates to the intricate eligibility and evaluation criteria. This guide is designed for consultancy firms aiming to secure this prestigious contract. It will help you understand every facet of the tender. Therefore, you can prepare a competitive and winning bid. Let’s dive into the details.
Tender Overview: Key Details at a Glance
Before delving into the specifics, it’s essential to grasp the fundamental details of this tender. Understanding these key figures and dates is the first step in planning your bid submission.
- Work Name: RFP for PMC for Design, Supply, Erection, Testing & Commissioning of a 132/2×25 KV Traction sub-station and associated SP/SSPs between Garhwa-Sonnagar Section.
- Client: East Central Railway
- Advertised Value: ₹4,69,47,934.55
- Earnest Money Deposit (EMD): ₹3,84,700.00
- Tender Closing Date & Time: 05/08/2025 at 15:00
- Pre-Bid Conference Date & Time: 08/07/2025 at 12:00
- Bidding System: Two Packet System (Technical and Financial)
- Period of Completion: 18 Months
- Offer Validity: 180 Days
- Joint Ventures (JV): Allowed (Up to 3 members)
- Consortiums: Allowed (Up to 3 members)
Project Scope: Powering the Future of East Central Railway
The core objective of this project is ambitious yet vital. It aims to significantly upgrade the railway infrastructure on the Garhwa-Sonnagar section. The primary goal is to increase the freight loading capacity to 3000MT. This enhancement will boost efficiency and support economic growth in the region.
The appointed PMC will oversee a complex array of tasks. These include:
- Design: Creating detailed plans for the new infrastructure.
- Supply: Procuring all necessary materials and equipment.
- Erection: The physical construction and installation work.
- Testing & Commissioning: Ensuring the new systems are fully functional and safe.
The centerpiece of this project is the 132/2×25 KV Traction sub-station. This high-capacity station, along with associated Switching Posts (SP) and Sub-Sectioning Posts (SSP), will form the backbone of the upgraded electrical network. It is a comprehensive, end-to-end responsibility that demands a high level of expertise.
Detailed Scope of Services for the PMC
The Request for Proposal meticulously outlines the responsibilities of the Project Management Consultancy. The work is broken down into nine distinct schedules. Each schedule details the required manpower, resources, and services. A thorough understanding of these is critical for accurate financial bidding.
Schedule 1 & 2: Assembling the Expert Team (Personnel)
The success of this project hinges on the quality of the team. The RFP specifies a robust structure of key and professional personnel.
Schedule 1: Key Personnel
This forms the leadership core of the PMC team.
- Team Leader: 18 man-months of dedicated leadership. This role is central to project success.
- Resident Engineer (Electrical): 18 man-months of on-site electrical expertise.
Schedule 2: Other Professional Personnel
This group provides specialized expertise across various domains.
- Sector Expert/Electrical (TRD)/PSI: 54 man-months
- Sector Expert/Civil: 18 man-months
- Sector Expert/S&T: 18 man-months
- Quality Control Expert: 18 man-months
- Railway Operation & Safety Expert: 18 man-months
- Section Engineer (Electrical): A significant deployment of 162 man-months.
- Design Engineer (Electrical): 18 man-months
- Section Engineer (Works): 36 man-months
- Supervisor S&T: 36 man-months
- Site Surveyor: 18 man-months
Schedule 3: Essential Support Infrastructure (Support Personnel)
A project of this magnitude requires a strong administrative backbone. The PMC must provide a team of support staff.
- Computer Operator cum Stenographer: 72 man-months
- Clerk cum Record cum Storekeeper: 18 man-months
- Office Attendant (MTS): 108 man-months
- Accountant: 18 man-months
- Draftsman (Electrical cum Auto CAD Operator): 36 man-months
Schedule 4 & 5: Logistics and Mobility (Site Office & Vehicles)
The PMC is responsible for setting up and managing the physical workspace and transportation.
- Hiring of Temporary Site Office (Schedule 4): This involves leasing a well-equipped office of approximately 3,600 sq. feet for 18 months.
- Hiring of Vehicles (Schedule 5): The plan requires hiring non-AC vehicles for key personnel and supervisors. This includes a base running limit of 2,000 km per month and provisions for additional kilometers.
Schedule 6-9: Operational Needs and Supplies
The remaining schedules cover the day-to-day operational costs and capital supplies needed for the site office.
- Meeting Attendance (Schedule 6): Payments are allocated for key personnel to attend meetings at Railway Headquarters.
- Office Consumables (Schedule 7): A monthly budget covers electricity, stationery, printing, and other miscellaneous charges.
- Furniture Supply (Schedule 8): The PMC must procure specific office furniture, from tables and chairs to steel storage units.
- Computer Setup Supply (Schedule 9): This schedule details the supply of high-specification desktop computers, laser printers, UPS systems, and a heavy-duty photocopier.
Unlocking the Opportunity: Eligibility Criteria for this Railway Project Management Consultancy RFP
Meeting the eligibility criteria is non-negotiable. The Authority has set forth stringent conditions to ensure only capable firms proceed. Bidders must carefully evaluate their qualifications against these benchmarks. The criteria are divided into three main pillars.
Technical Capacity: Proving Your Track Record
This criterion assesses your firm’s relevant experience.
- Core Requirement: You must have completed or substantially completed at least one “Eligible Assignment.”
- Value Threshold: This assignment must be valued at 35% or more of the estimated project cost.
- Timeframe: The experience must be from the last five financial years, including the current one.
- Definition of ‘Substantially Completed’: This means receiving at least 90% of the professional fees for the assignment.
- Consortiums: The experience of the consortium as a whole or any of its members will be considered.
Financial Capacity: Demonstrating Financial Stability
Your firm’s financial health is under scrutiny.
- Income Requirement: Bidders must have a total income from professional (consultancy) fees equal to 150% of the estimated project cost.
- Timeframe: This income must have been received in the three financial years preceding the bid due date.
- Consortiums (Lead Member): For a consortium, only the Financial Capacity of the Lead Member is considered for the 150% threshold.
- Consortiums (Other Members): However, each member of the consortium must individually demonstrate at least 25% of the required Financial Capacity.
Manpower Matters: Key Personnel Eligibility
The proposed team is a critical component of the bid.
- Requirement: All Key Personnel proposed must meet the specific requirements outlined in the RFP’s Terms of Reference.
- Failure Threshold: If more than 25% of your proposed Key Personnel fail to meet the eligibility criteria, your entire bid may be disqualified.
- Grace Period: For failure rates up to 25%, the Authority will grant three days to replace the ineligible personnel. Failure to do so can lead to rejection.
- Team Leader Clause: This is the most critical point. Failure of the proposed Team Leader to meet the eligibility criteria will result in a summary rejection of your offer.
What Counts as an “Eligible Assignment”?
Not all projects are considered equal. For an assignment to be “eligible” for technical evaluation, it must meet two conditions:
- Client Type: The project must have been directly awarded by a Government Department, a Public Sector Undertaking (PSU), or a major public listed company (with an average annual turnover of ₹500 crore). For foreign assignments, only work for government bodies is considered.
- Project Nature: The project itself must fall into one of these categories:
- Railway, Metro, DFCCIL, Airport, RRTS, High-Speed Rail.
- Airport terminals, ports, integrated check posts, bus terminals.
- National or State Highways or Expressways.
- Commercial or Residential real estate projects.
Important Notes for Bidders:
- Sub-consultancy work does not count as eligible experience.
- All experience claims must be backed by valid proof, including certificates from Statutory Auditors with a UDIN number.
- Experience in a JV/Consortium is counted based on your firm’s share of the fee.
- Foreign experience certificates must be attested by the Indian Embassy in the respective country.
The Evaluation Gauntlet: How Bids Will Be Assessed
The ECR will use a Quality and Cost Based Selection (QCBS) method. This two-stage process ensures that the selected PMC is not only cost-effective but also technically superior.
Stage 1: The Technical Bid Evaluation (70% Weightage)
Your technical bid is the first hurdle. It will be evaluated out of a total of 700 marks, which is then scaled down to a score out of 70 (ST). A minimum score of 49 out of 70 is required to qualify for the next stage.
The scoring criteria are broken down as follows:
| Parameter | Maximum Marks | Key Evaluation Points |
| Relevant Experience of the Bidder | 150 | 10 marks for each completed Eligible Assignment, 8 for each substantially completed one. |
| Average Annual Revenue (from professional fees) | 150 | 2.5 marks for each crore of revenue in the last 3 financial years. |
| Relevant Experience of Key Personnel | 270 | Marks are allocated for the Team Leader (70), Resident Engineer (50), and Sector Experts (50 each for Electrical, Civil & S&T). Experience as a Railway/PSU employee is also considered. |
| Quality of Proposed Technical Approach, Methodology, and Work Plan | 180 | This is based on a 15-minute presentation followed by a 15-minute Q&A session with your proposed team. |
| Grand Total | 700 | Technical Score (ST) = Grand Total / 10 |
Critical Evaluation Notes:
- Team Leader on Payroll: The proposed Team Leader must be on the bidder’s payroll before the bid due date.
- No CV Duplication: If two or more bidders propose the same CV for a key personnel role, all those bidders will receive zero marks for that specific role.
- Vigilance Clearance: All proposed key personnel must have a clean professional record, free from major penalties or convictions.
- Presentation is Key: A significant portion of your score depends on your technical presentation. Your proposed methodology and team’s interaction will be closely judged.
Stage 2: The Financial Bid Opening (Top 6 Bidders)
This stage is exclusive. Only the financial bids of the top six technically scored bidders (T1 to T6) will be opened.
- The bids are ranked from lowest to highest (L1, L2, L3, etc.).
- The lowest financial bid (L1) is assigned the maximum financial score (SF) of 30 points.
Final Selection: The QCBS Method
The final selection combines both technical prowess and financial competitiveness. The financial scores (SF) for other bidders are calculated relative to the lowest bid using the formula:
SF = 30 x (L1 / Ln)
(Where Ln is the financial bid of the bidder being scored)
The final combined score (S) for each of the top six bidders is calculated as:
S = ST (Technical Score) + SF (Financial Score)
The bidder with the highest combined score (H1) will be awarded the contract. This method ensures that while price is important, technical quality and experience carry more weight in the final decision.
Frequently Asked Questions (FAQ)
Q1: What is a railway PMC contract?
A railway Project Management Consultancy (PMC) contract is an agreement where a specialized firm is hired to manage a railway project from start to finish. This includes planning, design, execution, monitoring, and commissioning, ensuring the project meets its quality, time, and budget goals.
Q2: Can a Joint Venture (JV) bid for this tender?
Yes, the RFP explicitly allows Joint Ventures to bid. A JV can have a maximum of three members. The eligibility criteria have specific clauses for how a JV’s technical and financial capacity will be evaluated.
Q3: What is the deadline for this East Central Railway tender?
The closing date and time for bid submission is August 5, 2025, at 15:00. All proposals must be uploaded before this deadline.
Q4: What are the main eligibility criteria for this PMC RFP?
The three main criteria are Technical Capacity (having relevant project experience), Financial Capacity (meeting a minimum income threshold from consultancy fees), and Key Personnel Availability (proposing a qualified team that meets all requirements).
Q5: How is the technical score calculated?
The technical score is based on a 700-point system evaluating the firm’s experience, revenue, key personnel’s experience, and the quality of the proposed work plan. This total is then divided by 10 to get a score out of 70 (ST). A minimum score of 49 is needed to qualify.
Q6: What does QCBS mean in tendering?
QCBS stands for Quality and Cost Based Selection. It is a procurement method that evaluates bids based on both the technical quality of the proposal and the cost of the services. In this tender, the technical score has a 70% weightage, and the financial score has a 30% weightage.
Conclusion and Your Next Steps
The East Central Railway’s Railway Project Management Consultancy RFP for the Garhwa-Sonnagar section upgrade represents a landmark opportunity. It is a complex but rewarding project that promises to make a lasting impact on India’s freight corridor. The detailed schedules, stringent eligibility criteria, and a robust QCBS evaluation process all point to the client’s commitment to quality and excellence.
For prospective bidders, the path forward requires meticulous preparation. A deep dive into each clause of the RFP, a realistic assessment of your firm’s capabilities, and the assembly of a stellar team are the cornerstones of a successful bid. The emphasis on the technical presentation means that your ability to communicate your vision is just as important as your documented experience.
Are you ready to take on this challenge and lead a transformative railway project? Begin your preparation now.
We encourage you to share this detailed analysis with your business development and technical teams. If you have questions or insights to share about this tender, please leave a comment below. Let’s start a conversation!
