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Government of India
National Culture Fund (NCF)
‘Preparation of Detailed Project Report (DPR) and Supervision of Up-gradation of ASI Site Museums’

Notice Inviting Expression of Interest

1. Introduction

The National Culture Fund was established by the Ministry of Culture in 1996 as a Trust under the
Charitable Endowments Act. 1890. NCF’s primary mandate is to establish and nurture Public Private
Partnerships (PPP) in the field of heritage. NCF’s role is to catalyze relationships between private, public,
government, non-government agencies, private institutions and foundations and mobilize resources for
the restoration, conservation, protection and development of India’s rich, natural, tangible and intangible
heritage.

The National Culture Fund invites ‘Expressions of Interest’ (EOI) in a two bid format (Technical bid and
financial Bid) from Designers/ Design Firms/ Consortium of Allied professionals/Companies to be
engaged as Consultants to accomplish ‘Preparation of DPR and Supervision of Up-gradation of six
archaeological site Museums under Archaeological Survey of India (ASI)’ as decided by the Museum
Expert Committee constituted by the Ministry of Culture, Govt of India.

2. Overview of the project

The project aims to upgrade and modernize six archaeological site museums under ASI in order to bring
the display, storage and presentation of their collections to international standards.

S. No Name of Museum Tentative Estimated Total Project

Cost *
1. Archaeological Museum, Sarnath, Uttar Pradesh 3 Crores
2. Swatantrata Sangram Sangrahalaya, Red Fort, New 2.3 Crores
Delhi
3. Archaeological Museum, Amaravati, Andhra Pradesh 3 Crores
4. Archaeological Museum, Nagarjunakonda, Andhra 3 Crores
Pradesh
5. Archaeological Museum, Nalanda, Bihar 3 Crores
6. Taj Museum, Agra 2 Crores
*Tentative Estimated Total Project Cost includes ‘Cost of preparation of DPR’+ ‘Fee for Supervision’+
Cost of Implementation of DPR which may be tendered separately. This EOI is only for Cost of
Preparation of DPR and Fee for Supervision.
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The project of up-gradation will include but not be limited to all the tasks as follows:

2 a. Up-gradation of Museum Design

a.1 Museum Design including

- Redesigning of the Museum galleries based on a new narrative and storyline
connecting the site and the museum. This will engage the existing space to include
objects that are in the stores and enhancing the interpretation of each object. This
design will also be done keeping in mind the best visitor movement and number of
visitors coming to the museum.
- Re-designing of Museum Lighting
- Wall and floor finish
a.2 Re-designing Stores
a.3 Designing of a Souvenir/Museum Shop, Publication counter, lockers, Ticket Counters
etc.
a.4 Designing of a Museum Education Centre and Multimedia centre
a.5 Designing Publications and Merchandise: Museum Map, Museum Brochure and
Museum catalogue etc
a.6 Designing of Museum Education Programmes and kits including:
Public programmes and Outreach events
Audio-Visual Guides in 2 languages
a.7 Re-designing Access for the differently-abled.

2 b. Up-gradation of Museum Infrastructure

b.1 Up-gradation of Museum Galleries based on new Design

b.2 Up-gradation of Museum Environment-Centralized Air Conditioning and Preventive
conservation steps wherever necessary.
b.3. Up-gradation of Security System
b.4 Up-gradation of Museum Stores
b.5 Up-gradation of Visitor Facilities- Toilets, Café, Drinking water, Museum Shop, Ticket
Counter as per new design
b.6 Creation of Museum Education Centre and Multimedia Centre as per new design.
b.7 Modifications to landscape and garden in front of the museum building as per new design

2 C. Up-gradation of Collection Management

c.1 Up-gradation of Cataloguing, Documentation and Digitization of collections on display

and in stores wherever required
c.2 Creation of Digital Database of museum collections for internal referencing
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c.3 Up-gradation of Museum website

c.4 Creation of a Disaster Management Plan for the Museum

2 d. Maintenance and Training

d.1 Organization of Training sessions for ASI professionals for handling any equipment or
system installed as part of the up-gradation process.
d.2 Maintenance and Troubleshooting plan for systems and equipment installed as part of
the project.

2 e. Coordination and Approval

The DPR will be approved by Museum Expert Committee, constituted by the Ministry Of
Culture. The consultant will need to work in close coordination with NCF and ASI during
the development of the DPR and its implementation to supervise the work.

3. Scope of Work for Preparation of DPR

The task of Preparation of DPR for each of the site museums (listed in section 2 keeping in view the
overview of the larger project) may include but not be limited to the following:

3.a Total Station Survey of area and base map: The DPR should include a total station survey of the site-
a site plan keeping in consideration the museum & monument, and all existing physical features
(rocks, trees, bushes etc) such as roads pattern, drainage system, water supply system, electrification,
solid waste management and other salient features of the area as it is a historically protected site and
landscape etc.

3.b Museum Building and Landscape Plan: This will include a plan for repair and renovation of existing
structures of the museum wherever required, electrical wiring and lighting development of visitor
amenities and facilities such as parking, cafeteria, lawns, signage, visitor seating, wash rooms and
site interpretation centres within the museums and up-gradation of the reserve collection areas in a
manner that they can become visual stores for academicians and interested researchers. Here the
carrying capacities of each museum and its corresponding site should be kept in mind and site
development plan should also be suggested for the long run.

3.c Collection Management Plan: This will include a plan for up-gradation of the documentation and
cataloguing systems of the museums wherever required, establishment of preventive conservation
policy and training in object handling, packing and transit, disaster management plan, digitization
and 3D scanning of collections. While some of the site museums have digitized their collections, it
is necessary to ascertain that the digital photographs are of very high standard so as to qualify by a
large number of applications- for any display and interpretation related work, publication, banners,
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promotional posters etc. If any of the museums do not have high resolution photographs, this
should be undertaken under the up-gradation project. The collections should be made available
online for study and research.

3.d Concept and Museum Design: This will entail a good and thorough understanding of the collections
to create an overall concept and storyline for presenting the collections. This should further be
represented in the number and types of gallery divisions necessary coupled with a display plan,
designing of the gallery outlay, display cases, lighting design, museum shop, ticketing counter,
visitor facilities, museum merchandise, publications, brochures and printing collateral etc.

3.e Museum Education Plan: Tailor made educational programmes for target audiences, training to
museum staff for developing museum educational programmes, museum website, audio guide etc.

3.f Branding: To develop a branding style of ASI. In order to achieve this, some standardization in
signage, facilities and museum literature may be brought in. This would require designers of each
museum to interact with each other and arrive at a common decision regarding such design
elements.

4. Supervision

4. a) Assist ASI in purchase, supply and maintenance of specialized equipments/furtniture, etc.

for the purpose of up-gradation of ASI site museums which will be separately tendered by
ASI as per govt. norms based on the approved DPR for which all necessary assistance
would be provided by the consultant as and when desired by ASI / NCF. The consultant
or any of his / her team members, who is directly associated with this project cannot
participate in the tenders for the project.
4. b) Assist ASI in verification of equipment purchased to the satisfaction of ASI.
4. c) Oversee and supervise the installation as per the design concept and approved DPR plan.
4. d) Assist in training ASI personnel to enable long term maintenance of the equipments, etc.
with the help of the supplier.
4. e) Oversee trial runs and public inauguration of the up-graded museum.
4. f) Supervise troubleshooting in equipments, etc. installed for one (1) year after project
completion.
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5. Time Frame
The time frame for completion of the Detailed Project Report (DPR) for one museum will be 6
months. Time frame for implementation of the project per museum will be 28 months. Work on each
museum will need to be done simultaneously.

6. Locations of work
The location of work will be the respective site museums, vis-à-vis
i. Archaeological Museum, Sarnath, Uttar Pradesh
ii. Swatantrata Sangram Sangrahalaya, Red Fort, New Delhi
iii. Archaeological Museum, Amaravati, Andhra Pradesh
iv. Archaeological Museum, Nagarjunakonda, Andhra Pradesh
v. Archaeological Museum, Nalanda, Bihar
vi. Taj Museum, Agra, Uttar Pradesh

7. Submission of EOIs

EOIs may be submitted by Designers/Design Firms/Companies/ Consortium of Allied professionals

registered in India. It may be noted that separate applications will be made for each site museum. An
applicant may apply for all the site museums. Both the envelopes containing the Technical Bid and
Financial Bid separately should be kept in a single cover super-scribed with the following words:
‘Preparation of DPR and Supervision of Up-gradation of Name of the Museum’

The applicants may choose to visit the site museums at their own cost for a preliminary survey of
existing display system, collection and building details, in coordination with NCF and ASI, prior to
submitting the EOI, if they wish.

The Expression of Interest should be submitted on the applicant’s letterhead to the Chief Executive
Officer, NCF, 2nd Floor, New Admn. Wing, NGMA, Jaipur House, New Delhi-110003, not later than
20 October 2013, 5:00 pm from the date of advertisement in newspapers along with EMD of Rs.
40,000/- (Forty Thousand Only) by way of DD/Pay Order in favour of National Culture Fund.

7. A. The ‘Technical bid’ shall include the following documents along with an EMD of Rs. 40,000/-
(Forty Thousand Only) paid by DD/Pay Order favoring ‘National Culture Fund’.

1. Detailed profile of the organization (Designer/ Design Firm/ Consortium of Allied

professionals/Company) including proof of registration, etc.
2. Qualifications and experience of professionals in team and their envisaged role in the project;
3. Details of past experience of similar projects which shall include description of project, name of
employer, cost & period of project supported by completion certificate
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4. Proof of annual turnover and annual audited accounts for last 3 years, registration with service
tax.
5. Links to relevant projects.
6. Hard copy of samples of past work with other supporting documents;
7. Brief Work Plan on how the consultant will undertake the project of Preparation of DPR and
Supervision of Up-gradation of ASI Site Museums indicating tasks they will undertake,
requirements, technology and manpower they will engage for the job etc. Eligible Consultants
may be invited for a presentation in front of the Museum Expert Committee appointed by
Ministry of Culture.

All relevant documents (self attested) to be submitted in respect of each of sub class 7.A a standard
Performa as annexure may be provided.

7.B. ‘Financial Bid’ shall include Quotation for ‘Preparation of DPR and Supervision of Up-gradation
work of Name of the Museum’’ in the following format

S. No Details Quotation (In Rupees )

1. Cost for preparation of DPR for up-gradation of
Name of the Museum
2. Supervision fee for up-gradation of Name of the
Museum

The quotes as per table above shall be all inclusive. Taxes, if any may be included in the financial bid
as they will not be considered separately or at a later stage by NCF.

8. Eligibility Criteria for Applying

8 A. The applicant should be a registered Designer/Design firm/Company/Consortium of

allied professionals/organization registered in India. Appropriate documents supporting
their status must be submitted.

8 B. The applicant should have at least 10 years experience in the field and must have
accomplished at least five museums/exhibitions projects in total as detailed below.

B.1 At least 3 or more Projects related to Heritage/Historic /Antiquities/museum

exhibition/Art Treasures themes including designing/setting up/publication, etc. with
Govt./NGO/Institutions/private museums in India or abroad.

B.2 At least 2 Museum/Exhibition Design Projects in India or abroad

8 C. The applicant should have

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a) Tax registration number/PAN number and

b) Minimum turnover of at least Rs. 75 Lakh in each of the last 3 years.

8 D. Qualifications and Team

1. The principal applicant should have a recognized degree/diploma in
Design/Architecture
2. At least one member should be a Historian/Art Historian/Social Scientist
3. At least one member should have a degree/diploma in Archaeology/ Museology/
Museum Science or equivalent or have commensurate experience in the field.
4. At least one member should have a degree/diploma in Art Conservation or have
commensurate experience in the field.
All Relevant documents (self attested) to be submitted.

9. Selection Procedure

9.A Eligibility: Technical bids of all applicants will be opened by NCF and applications that are
complete in all regards as per criteria at 7 above will be declared Eligible.

9.B. Technical Scores: Eligible applicants may be invited for a detailed presentation of their
technical bid before Museum Expert Committee. They will be marked for Technical Competence by
the Museum Expert Committee on following criteria and based on marking system as mentioned in
Annexure 1.

9.B1 Years of Experience in the field of the principal applicant as mentioned in Technical Bid

9.B2 Number of Museum/Exhibition projects handled till date as mentioned in Technical Bid

9.B3 Nature of museum/exhibition projects undertaken in the past as mentioned in Technical Bid

9.B4 Total worth of projects handled in the past 3 years as mentioned in Technical Bid

9.B5 Presentation of ‘Brief Work Plan’ as mentioned in section 7A. 7 above. Duration of
presentation should not exceed 10 minutes.

9.C Financial Scores: Financial bids of eligible applicants will be opened and marked as per NCF
formula approved by Museum Expert Committee appointed by Ministry of Culture and at Annexure
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9.D Total Marks will be calculated as per formula below

Total Score = 75% of Technical Score + 25% of Financial Score
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9.E The candidate with highest score will be shortlisted to be considered for award of job . NCF is
not bound to award work to the lowest financial bidder.

10. EMD of Rs.40,000/- (Forty Thousand Only) of all the bidders except successful bidder would be
returned within 2 months after award of work.

11. The successful bidder has to provide a letter of acceptance to NCF within three days of receiving
communication about his/her selection from NCF.

12. The successful bidder will have to sign an agreement with payment schedule at the time of award
of the work.

13. The period of validity of expression of Interest would be 90 days after opening of Technical bid

14. The selected consultant will be required to furnish a Performance Security for an amount of 10% of
the amount quoted in their financial bids by way of bank guarantee issued by a scheduled
nationalized bank / TDR in favour of National Culture Fund which will be returned one year after
successful completion of the project.

15. NCF reserves all the rights to reject or accept any/all EOI applications, without assigning any reason,
whatsoever and is not bound to award the work to the lowest bidder. NCF takes no responsibility
for the delay, loss or non receipt of any submission or letter sent by post, within the prescribed time
period. For any further clarification the Project Coordinator, NCF may be contacted at 011-
23386869 from 11:30 am to 4:30 pm.

National Culture Fund

Date:
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Annexure 1
Technical Score: Marking for Technical Competence and Presentation
Each eligible applicant will be requested to make a presentation on the ‘Brief Work Plan’ as mentioned in section
7A. 7. Technical Bid and presentation will be given marks out of 100 based as per scheme below.

S. No Criteria Sub item Marks range

(out of 20 per criteria)

1. Years of Experience in the field Between 10-15 years 10 marks

of the principal applicant Between 15-20 years 20 marks

2. Number of Museum/Exhibition Between 4-10 10 marks

projects handled Over ten projects 20 marks

3. Nature of museum/exhibition Between 1-5 Govt projects 2 marks per project

projects undertaken in the past
Over 5 Govt projects 12 marks
Between 1-5 NGO projects 1 mark per project
Over 5 NGO projects 5 marks
Commercial projects 1 mark per project
Over 2 commercial projects 3 marks

4. Total worth of projects handled Between 1 -3 Crores 5 marks

in the past 3 years Between 3-6 Crores 10 marks
Between 6-10 Crores 15 marks
Between 10-15 Crores 20 marks

5. Presentation The expert committee will assess Any marks between 1-20 as
the Technical Bid and the Brief deemed appropriate by the
Work Plan for preparation of committee.
DPR and supervision of work
submitted by the consultant to
see if they have been able to
fulfill the criteria given in the
EOI, the plan put forward to
execute the proposal and the
capability of the applicant to
satisfy queries raised by the
committee during the
presentation.

Total Marks Obtained

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Annexure 2

Formula for Financial Score

For the evaluation of the financial proposal, the consultant (L1) who has quoted the lowest price will be given a
score of 100. The other consultants will be allotted score relative to the score of L1, which will be as follows:

Financial Score= 100 x PL/P

Where PL= Lowest price as offered by L1

P= Price of proposal being considered