international exhibition cum convention centre (iecc)...

International Exhibition cum Convention Centre (IECC)

Kakkanad, Kochi, Kerala

Request For Proposal

For The Selection of Project Management Consultant (PMC)

Issued On: 06th AUGUST 2015

2 | P a g e R F P : - I N T E R N A T I O N A L E X H I B I T I O N C U M C O N V E N T I O N C E N T R E ( I E C C ) A T

K O C H I , K E R A L A

Table of Contents

Sl. No Description Page No

1 Disclaimer 3

2 Definitions 4

3 Schedule of Selection Process 5

4 Introduction 6

4.1 Background 6

4.2 Project Details 7

4.2.1 IECC Kochi 7

5 Terms of Reference 9

5.1 Objective of the Assignment 9

5.2 Scope of Work 10

6 Directives to Bidders 18

7 Evaluation of Proposal and Process of Selection 26

7.1 General 26

7.2 Eligibility Criteria 27

7.3 Project Team 27

7.4 Evaluation Parameter for Technical Score 29

7.5 Project Concept Score 32

7.6 Technical Score (TS) 32

7.7 Financial Score (FS) 32

7.8 Final Weighted Score (S) 32

8 Submission of Technical Bid and Financial Bid 33

9 Implementation Schedule 36

Annexure A- Attendance at Pre-Bid meeting 37

Annexure B- Covering Letter of Technical Bid 38

Annexure C- Technical Bid format 40

Annexure D- Financial Bid format 46

Annexure E- Format for Power point presentation 47

Annexure F- Affidavit 48

Annexure G- Contract Agreement 49



1. Disclaimer

a. This RFP is not an agreement and is neither an offer nor invitation by Client (KINFRA)

to the prospective applicant (Bidder) or any other person. The purpose of this RFP is

to provide interested applicants with information that may be useful in the

formulation of proposal pursuant to this RFP. The information is not intended to be

exhaustive. Bidders are required to make their own inquiries and satisfy themselves

regarding the completeness and reliability of the informations and not to rely solely

on the information in this document.

b. Neither KINFRA nor their employees, consultants, advisors or agencies make any

representation or warranty as to the accuracy, adequacy, correctness, completeness

or reliability of the RFP and any assessment, assumption, statement or information

contained therein or deemed to form part of this RFP. Each prospective applicant

should conduct its own investigations and analysis and check the accuracy, adequacy,

correctness, completeness or reliability of the information in this RFP document and

obtain independent advice from appropriate source before submission of the

proposal against this RFP.

c. KINFRA may, in its absolute discretion but without being under any obligation to do

so, update, amend or supplement the information, assessment or assumptions

contained in this RFP.

d. Neither KINFRA nor their employees, consultants, advisors or agencies will have any

liability to any prospective bidder or any other person under the law of contract, for

any loss, expense or damage which may arise from or be incurred or suffered in

connection with anything contained in this RFP document.

e. KINFRA reserves the right to reject any or all of the proposals submitted in response

to this RFP document at any stage without assigning any reason whatsoever. KINFRA



also reserves the right to hold, withdraw or cancel the process at any stage under

intimation to the applicants who submit the proposal against this RFP.

f. KINFRA reserves the right to modify or amend or add to any or all of the provisions of

this RFP document or cancel the present invitation and call for fresh invitations.

g. Neither KINFRA nor their employees, consultants, advisors or agencies will have any

liability in case of non receipt of any correspondence from them to the applicants due

to postal delays.

h. The applicable laws for the purpose are the laws of INDIA. Courts of Kerala will have

the jurisdiction concerning or arising out of this RFP document.

i. The applicants are expected to know the relevant rules and regulations of the

respective local authorities concerning the site, master plan and the construction

works.

2. Definitions

Application/Bid shall mean the response to this RFP with all documents as specified.

Client shall mean KINFRA, its authorized agencies and assignees.

Applicant(s)/Bidder(s) shall mean all Companies/Firms who respond against this RFP.

KINFRA shall mean Kerala Industrial Infrastructure Development Corporation, a

statutory body formed by the Government of Kerala (GoK), represented by its

Managing Director which expression unless it be repugnant to the context or

meaning thereof, deemed to mean and include its successors and assignees.

PMC (Project Management Consultant) shall have the same meaning as successful

applicant and with whom the contract agreement would be signed.

LOA (Letter of Award) shall mean the letter issued by KINFRA to the successful

applicant inviting him to sign the contract agreement.



Contract Agreement shall mean the agreement to be signed between the PMC and

KINFRA for the execution of the project.

Site shall mean the place where the location of the IECC for which the services as

mentioned under the scope of work for the project are to be carried out.

Bid Evaluation Committee (BEC) shall mean a team of Technical/Financial/Legal or

any other expert constituted by KINFRA for evaluation of documents /presentations

submitted by the applicants in response to the RFP.

IECC - International Exhibition cum Convention Centre

The Project means development of International Exhibition cum Convention Centre

with all enabling facilities.

3. Schedule of Selection Process

Sl.No ACTIVITY LAST DATE

1 Date of issue of RFP document 6st AUGUST 2015

2 Last date of receipt of queries by email/post 20th AUGUST 2015(15:00HRS)

3 Pre- Bid Meeting 21st AUGUST 2015(14:00HRS)

4 Last date for Uploading the answers/clarifications to

the queries on KINFRA website

25th AUGUST 2015 (15:00 HRS)

5 Last date of issue of RFP document 2nd SEPTEMBER 2015(15:00HRS)

6 Due date for Submission of Application

(Technical Bid & Financial Bid).

3rd SEPTEMBER 2015(14:00HRS)

7 Opening of Technical Bid 3rd SEPTEMBER 2015(15.00HRS)

8 Presentation by qualified bidders

(Qualified bidders will be intimated the exact time and

date.)

17th SEPTEMBER2015(11:00HRS)

(Tentative)

9 Opening of financial bid.

(Qualified bidders will be intimated the exact time and

date)

18th SEPTEMBER2015(11:00HRS)

(Tentative)

Note: If any of the above mentioned dates happens to be a holiday, the activity schedule for

that day would be held on the next working date at the same time and venue.



4. INTRODUCTION

4.1 Background

Kerala Industrial Infrastructure Development Corporation (KINFRA) is a statutory body formed

by the Government of Kerala in 1993, by an act of State Legislature for facilitating the

development of industrial infrastructure in the State. KINFRA has played a pioneer role in

developing industrial infrastructure in the State of Kerala.

KINFRA has a very successful track record in setting up 22 industrial parks across Kerala for

facilitating development of the industry in the State.

KINFRA has taken the initiative of promoting the concept of ‘Theme Based Parks’ since its

inception in 1993. After understanding the needs of a particular industry, KINFRA identifies

common needs and accordingly provide common facilities to promote the concept of ‘shared

infrastructure’ as a facilitating measure to attract investors of that particular industry. Examples

of Theme Based Parks already commissioned by KINFRA include Industrial Parks for Garments,

Entertainment, Exports based industry, Bio-technology, Food processing and SME industrial

sector etc.

KINFRA also provides exclusive single window clearance facility for units in its Parks for

obtaining regulatory licenses and clearances.

KINFRA is the nodal agency of GOK for setting up of the International Exhibition cum

Convention Centre (IECC) at Kochi in Kerala with the association of ITPO (Indian Trade

Promotion Organization) for the promotion of International Trade and Export.

KINFRA envisions this IECC project, on completion, to be world class in architecture, layout,

interior design, acoustics, visual effects, general ambiance etc. with state of the art facilities,

making the IECC an attractive destination for public gatherings/congregations, meetings,

incentives, conventions and exhibitions (MICE), Industrial promotions, art and craft, trade fairs,

etc. IECC Kochi is visualized to be the best (SMART) in its class with all modern facilities.



4.2 PROJECT DETAILS

4.2.1 IECC KOCHI

IECC Kochi is proposed to be set up at 20 acres of land earmarked by KINFRA at Kakkanad,

Kochi, Kerala close to the Info Park, Smart City and the KINFRA Export Promotion Industrial

Park.

The proposed site is located about 20 KM from the Cochin International Airport

(Nedumbassery), about 12KM from the Railway station and about 15 KM from Kochi Port.

This Project is proposed to be executed directly by KINFRA in association with ITPO/Commodity

Boards.

This Project is proposed to have the following facilities (indicative);

Core facilities

a) .Covered exhibition halls (Approx 1, 00,000 Sqft)

b).Convention centre with a seating capacity of 5000 persons (2000+2000+1000)

c).Mini conference hall with a seating capacity of 1500 persons (500+500+500)

d).Open exhibition space(Approx 1,00,000 Sqft)

e).Five star category hotel

f).Food court

The facilities at the IECC shall be of world class (SMART) and at the same time suiting to the

Kerala climate and weather conditions. Care may be taken to ensure that the entire lay out and

construction merges with the Kerala ambiance. The main components of the Centre are the

Exhibition Halls and the Convention Centre. The other components are the supporting facilities

for the events taking place in the Centre and for the Management of the centre.



The covered exhibition halls shall of varying dimensions offering the flexibility to hold large,

medium or even small exhibitions. Internal partitions will be provided to offer modules with

provision for air-conditioning few of the halls. The layout of the halls is in such a way that

smooth traffic of visitors is ensured. Wide internal roads, ample parking space , two gates for

visitors and a separate entrance for staff and another for service facilities and large service

yards for cargo and material handling etc. are some of the special features .Other infrastructure

components like Power, Water supply, sewage and solid waste disposal etc, will be adequately

taken care in the design aspects. Dedicated power feeders should be planned to ensure un

interrupted supply. Necessary backup system will also be considered for emergency supply

during power failure. The design of the IECC shall be compliant with Green Building norms.

Other enabling facilities may include:

Land development

Infrastructure facilities

Boundary Wall

Internal roads

Street lighting

Rainwater harvesting

Water supply

STP/ETP

Non conventional energy utilization

restrooms

toilets

material storage and handling space



security

bank/ATM

post office

communication centre

warehouse with container handling facility

2000+ car parking facilities etc

The Project is proposed to be completed in phases, commensurate with the utilization and

demand. It is proposed to use around 10 acres for the exhibition activities in the Phase 1 and

the balance land will be developed in the ensuing Phases and part of it through Private

participation for setting up Hotels, Multiplex, Restaurants, Paid Parking etc.

The approximate cost of the project in Phase 1 is Rs 100 crores.

5. TERMS OF REFERENCE

5.1 Objective of the Assignment

KINFRA on behalf of Government of Kerala (GoK) proposes to develop an International

Exhibition cum Convention Centre (IECC) at Kochi for carrying out trade promotion and related

activities in the state of Kerala. The project is envisaged to be a destination for Public gatherings

/ congregations, Meetings, Incentives, Conventions and Exhibitions (MICE), Industrial

promotions, Art & Crafts, Trade Fairs, Conferences etc

The proposed IECC shall be comparable to global exhibition centers with respect to operational

efficiency, energy efficiency, architecture, layout, interior design, acoustics, visual effects, and

other supporting facilities. Likewise, the convention centre is envisaged to be a facility for high-

end Government-to-Government, business-to-business and business-to-customer meetings,

exhibitions and events.



The nature of services to be provided by Project Management Consultant shall include but not

limited to preparing site Master Plan, Architectural Design, Layout plan and Concept Design,

Schematic Design, Structural Design, Detailed Design for the IECC, components, preparation of

BOQ, tender documents, work supervision, quality assurance etc. The PMC shall prepare a

Detailed Project Report and Business Plan (with revenue models) for the project. The PMC shall

provide assistance for meeting requirements of bank/financial institutions for providing term

loan for the project, if required.

5.2 Scope of Work

The scope of work includes but not limited to providing comprehensive Project Management

Consultancy including Architectural, Structural and Detailed Design Consultancy Services for the

proposed IECC which includes the Master Planning of entire site and Concept Design, Schematic

Design, Detailed Design for the IECC components, preparation and submission of DPR, NIT

documents for the selection of Contractors, Site Supervision, Quality Assurance etc. A broad

frame work on the scope of work is listed below;

Stage 1 – Preliminary stage

Understanding the project vision, project cost budget, phasing strategy etc.

Visiting the site, discussing details with KINFRA and to carry out site survey, soil

investigation, as specified in IS:1892-1979 and its latest version and preparation of

surveyed site plan showing all existing buildings, other structures and service, tree with

girth , species local name , land related features like terrain, soil conditions, HT lines,

topography, vegetation, climatic conditions, etc.

Preparing and submitting concept drawings and designs conforming to prevailing

national standards, local bye laws as well as compliant to Green Building norms, i.e.

developing lay out plan of the complex; complete preliminary drawings/ preliminary

sketches, plans, elevations, sections / perspectives of various proposed blocks of

buildings all required to present the general view of the proposed IECC with basic



dimensions and building layouts for obtaining approval of the

KINFRA/SPV/Government/Public including all necessary modifications based on

interactive evaluation by the KINFRA up till finalization of concept designs. The PMC

shall also prepare and present alternative design concepts based on the assembled data

to include site use plans showing circulation plans, pedestrian and vehicular traffic

patterns, utility locations, building locations and open areas.

Study of all applicable regulations / development guidelines – FSI (Floor Space Index)

applicability, ground coverage, set-backs, building design standards, building heights,

development constraints, etc.

Preliminary planning of all internal and external services like power supply, water

supply, sewerage, storm water drainage, acoustics, landscaping, development plans

showing internal roads, paths, parking lots, paved areas, drains, culverts, compound

walls, external lighting, indicating position of lifts, AC ducts and other conduits for

services, firefighting arrangements etc. complete.

Preparation of preliminary Architectural drawings, general specifications for the work.

Preparation of a detailed master plan and concept design for the entire 20 acres plot.

The PMC may propose the development of the project in a phase manner.

Preparation and submission of Detailed Project Report (DPR) including preliminary

estimates of cost on area basis, and on accepted norms of Government of India i.e.

latest CPWD Plinth Area Rates (PAR) updated with latest Cost Index of the city/ location

as approved by the CPWD and supported with quantities, details of measurements and

rates along with the drawings, HVAC load, Electric power load, demand for water

supply, lift requirements, firefighting and detection system, mechanical ventilation

where required, including modifications in the designs and estimates on the basis of

time to time interactions with KINFRA regarding the drawings, designs and specifications

of the work. For any components of the estimate for which CPWD-PAR are not available,



prevailing market rates supported by quotations shall be used / provided by the

consultant.

Obtain prior approval from KINFRA for the above mentioned works. And for any

subsequent changes the PMC should obtain approval from KINFRA.

Computations of designs including structural designs, drawings and services design shall

be in accordance with all the relevant BIS codes of practice. This may include discussions

with and incorporation of requirements of KINFRA.

The Consultant shall indicate the name of his /their team members for various services

like architectural design, structural designs, interior design, acoustics, visual effects,

Utility services, Quantity Survey etc. with their details. The Sub-consultant if any shall be

associated from the preliminary drawing stage to the final stage of work. However, the

PMC shall be fully responsible for the correctness and accuracy of services; design

prepared by such sub-consultants & shall indemnify KINFRA for damage or loss caused

due to negligence of sub-consultant (s).

Approvals /NOCs:-

Obtaining approval of all the competent authorities and other statutory bodies like

Ministry of Environment and forests (including EIA study), State Pollution Control

Board, civil aviation, railways and local development bodies, fire and safety

departments etc. as applicable/ necessary according to the local Acts, Laws,

Regulations, etc. and make any changes desired by such authorities at no extra cost.

The original documents of approval shall be submitted to KINFRA.

Obtaining approval of the Architectural drawings from relevant local statutory body &

obtain Commencement Certificate from local bodies leading to commencement of

construction of the project.

Obtaining approval of electrical drawings from Central / State Electrical Inspectorate,

as applicable.



Obtaining “Single Window Clearance” authorization for the IECC from competent

authorities.

Deliverables

Concept master plans (on a scale not higher than 1:1000)

Detailed master plan (scale 1:200)

Circulation and transportation plan (scale 1:200) with detail of parking

Utilities and support infrastructure plan (scale 1:200)

Landscaping plan (on a scale not higher than 1:1000)

Furniture, street lights, Signages, etc (scale 1:50 / 1:10 / 1:2 depending on the category)

Preparation of area statement of each component of the development mix

Detailed site model of 1:500 scale of the finalized master plan

Preliminary financial model

3 D drawings and 3 D walk through of the finalized master plan

Detailed Project Report(DPR)

Sufficient soft copies in form of DVD’s and hard copies of all the Deliverables prepared are to

be submitted to KINFRA, as and when required.

Stage 2 – Working drawings stage

The PMC shall be responsible for Preparation of detailed architectural drawings (hereinafter

called Working drawings), structural drawings, service drawings including drawings showing the

details of all the utility services such as water supply, sanitary, electrical installations, acoustics,

air-conditioning, firefighting, etc, internal and external, including details of specifications of all

items of work. All the drawings and design calculations shall be made available by the PMC to

the KINFRA in duplicate along with the soft copy thereof in DVD/pen drive for checking and

approval. However, the responsibility for the correctness and accuracy of the structural design

and safety of structure shall be entirely that of PMC. This activity may necessitate the PMC to

interact with KINFRA or any authority /institution appointed by KINFRA for Proof Checking of

structural design & drawings. (Cost of such proof checking shall be borne by KINFRA where the



designs and drawings are acceptable. In case their design requires revision on proof checking,

the cost of such revision/correction including that of proof checking shall be met by the PMC).

Obtaining approval of KINFRA in respect of items mentioned in above clause and modifying

them, if considered necessary by KINFRA.

If required, obtaining the approval of local and other authorities and making any changes

required by them.

Preparation of complete working details, schedules, specifications and bill of quantities,

including detailed estimate as per latest CPWD SR, to describe the part/whole project

adequately and supplying details of calculations of such bill of quantities to enable KINFRA

to check them before issue of tender documents.

Bid Document

Preparation and submission of NIT documents for the selection of

contractor for the construction of the IECC. The document should include

BOQ, GCC (General Conditions of Contract), SCC (Special Conditions of

Contract), implementation schedule etc as per KINFRA requirements. The

consultant shall also assist KINFRA in the selection of contractor(s) for

award of construction work.

Assist KINFRA in bid evaluation by providing/supplying market rate

analysis and quotations whatever required for schedule (As per CPWD

DSR) and non-schedule items (Non DSR) of the work in prescribed

manner as per directions of KINFRA.

Deliverables:

Detailed project data sheet with design criteria, space allocation sheet, area allocation,

building efficiency calculations.

Schematic site plan (1:1000 scale)



Building plans, Elevations, section (scale 1:200 or 1:100)

Circulation and Transportation plan (scale 1:200 or 1:100)

Utilities and Support Infrastructure Plan (scale 1:200 or 1:100)

Working Drawings of all the elements (structure, civil, MEP, HVAC, fire, rain water

harvesting, etc)

Detailed building specifications including civil utility specifications, structural design,

demand estimation & load calculations for power.

3 D drawings for the finalized master plan along with 3 D walk through (both external

and internal)

Detailed site model (1:100 or 1:200 scale as applicable) to best show details of the site

NIT documents for the selection of Contractor

All 2D drawings shall be prepared and soft copies be submitted in AutoCAD

Sufficient soft copies and hard copies of all the deliverables prepared, are to be submitted as

and when required by KINFRA

Stage 3:-Execution/Completion stage

The PMC shall:

Supply all the approved & duly marked “Good for Construction” (GFC) working drawings

and Structural drawings, specifications and details in the manner required by KINFRA for

proper execution of the work. (Required sets of approved drawings shall be supplied

free of charge to KINFRA)

Make scrutiny of any shop drawings required in connection with work and incorporation

of the same in the working drawings and release the duly vetted drawings for

construction.



Obtain KINFRA’s approval for any material deviation in design or specifications before

any revision of Drawings already approved by them.

Obtain Green certification for the proposed IECC from recognized accreditation agency.

Shall inspect during progress of work & certify correctness of the physical execution of

work layout at site as per approved drawings/ plans.

PMC should take original measurements/check measurements and verification of the

bills related to construction and supply of materials as required by KINFRA.

Shall undertake site supervision and inspection to ensure execution of works in

accordance with working drawings and specifications of contract.

Shall organize and attend the weekly site meetings and monthly review meetings in

connection with the work, without any additional cost or DA/TA.

Shall obtain commencement certificates at various stages according to local bodies' bye

laws during execution from the local bodies in such a manner that the work’s progress

should continue unhindered.

Shall obtain approval / sanctions and drainage completion certificate for sewerage

connection, water supply, electric supply, occupancy certificate (part / full) as may be

required by KINFRA and also to obtain necessary water supply connection.

Shall obtain all the required completion certificates / NOCs from the various local

authorities and furnish to KINFRA the building completion certificate along with four

sets of completion plans/drawings (As Built Drawings) and one set of reproducible

drawings in A-1 size, and other connected documents. These drawings will be in

addition to drawings and details mentioned in above clauses.

Provide necessary drawings for electrical works for final approval of Electrical

Inspectorate.



The PMC should provide complete assistance in monitoring and overseeing the work

output of the contractors in compliance of the terms and conditions of the

contracts/appointments with the objective of ensuring quality, completeness and

compatibility of the work carried out in relation to the project.

The PMC should prepare the documents related to statutory approvals for the IECC

project.

The PMC should provide assistance in achieving financial closure of the project.

The PMC should provide assistance in working out the implementation schedule

meeting KINFRA’s requirements and ensure conformance with the implementation

schedule.

The PMC shall prepare all necessary documentation including Fund Utilization

Certificate in the prescribed format for submission to Ministry in order to facilitate

release of funds sanctioned under the scheme.

The PMC shall provide periodic reports and Monthly Status Reports to Ministry in the

prescribed formats of the Ministry and it should be presented whenever KINFRA desires.

The key professionals with the specified qualification earmarked for KINFRA’s project

should be retained throughout the project period. Only in case of any contingency, the

PMC can replace a person with an equally qualified one.

The PMC should keep apart experienced experts as specified exclusively for KINFRA’s

project and PMC should also state the details about the number of personnel it

proposes to be deployed in Kerala on a full time basis during the project period.

No work shall be outsourced except for highly specialized work, for which assistance is

required. And in such cases prior approval from KINFRA is required.



If KINFRA requests that PMC should replace team member/s in case any team

member/s are found not meeting performance standards, the same should be effected

by PMC to KINFRA’s satisfaction.

Any other or all services not specifically mentioned herein but required for the proper

and successful completion of the project in accordance with international standards or

Bureau of Indian Standards (BIS) including National Building Code.

All the documents prepared by the PMC shall be the property of KINFRA.

6. DIRECTIVES TO BIDDERS

6.1 The document can be downloaded from our website at www.kinfra.org. A non refundable

Bid Document fee of Rs 25,000/- + 14%VAT ( Rupees Twenty Eight Thousand Five Hundred

only) should be enclosed with the application by DD, in favour of The Managing Director,

KINFRA, payable at Trivandrum, in a cover super scribed “ Bid Document Fee for IECC

Kochi”. Applications not accompanied with Bid Document fees shall be summarily rejected.

6.2 The application (Technical and Financial Bid) shall be submitted only as per the enclosed

format (s) given at Annexure B to D, Self-attested documentary proof(s) in respect of the

details furnished in the application form shall be submitted along with the application.

6.3 The intending firms shall also submit the list of such projects, where, due to any disputes

litigation/arbitration was invoked and/or the consultancy services were

abandoned/suspended by the Consultant(s). Suppression of any information in this regard

may lead to disqualification of the Applicant(s) concerned, if such information comes to the

notice of KINFRA. Incomplete applications will be summarily rejected. Applicants should

give an undertaking certifying that the firm has not been blacklisted or debarred by any

Govt / Local Bodies/ PSU’s.

6.4 The Bidders for PMC have to submit their Technical Bid and Financial Bid in the prescribed

format as per this RFP. The cost of preparation of bids and related expenses has to be borne



by the Bidder. The bidders will not be eligible for reimbursement of any travel expenses for

attending meetings for making presentation or any other purposes.

6.5 Any addendum/corrigendum/clarification to this RFP document shall only be uploaded on

the website of KINFRA and may not be communicated otherwise. Prospective bidders are

therefore advised to visit KINFRA website and get updated on the latest status.

6.6 Earnest Money Deposit (EMD)

6.6.1 The Bidder shall furnish an Earnest Money Deposit (EMD) of Rupees One Lakh only

(Rs.1,00,000/-) by way of Demand Draft, drawn in favour of The Managing Director,

KINFRA payable at Trivandrum along with the Technical Bid in a cover super scribed

“Earnest Money Deposit for IECC KOCHI”.

6.6.2 The EMD of all unsuccessful bidders will be returned within a period of thirty (30) days

from the date of signing of the agreement with the successful bidder. The EMD of any

bidder, whose bid is rejected on account of being non-responsive or non-reasonable in

accordance with the RFP, will be returned within a period of thirty (30) days from the date

of intimating the rejection of bid by KINFRA to the bidder.

6.7 The application against this RFP containing the Technical Bid and Financial Bid in the

prescribed formats along with supporting documents and the EMD & Bid Document Fee

should be submitted to Managing Director, KINFRA latest by 14.00 hrs on 3rd SEPTEMBER

2015. The date of presentation of the project vision, concept design, methodology, work

plan, master plan etc is tentatively scheduled for 17th September 2015 at 11:00 am which

will be intimated to the eligible applicants after evaluation of the Technical Bid documents

by a Bid Evaluation Committee constituted by KINFRA.



6.8 Pre-Bid Meeting

6.8.1 In order to clarify and discuss the issues with respect to the Project, a pre-bid meeting

shall be held with the bidders on 21st August 2015 at 14.00 hrs, at the conference hall of

KINFRA HOUSE.

6.8.2 The bidders who intend to attend the pre-bid meeting, should fill, duly sign and return to

KINFRA by letter or telefax, the “Attendance at pre-bid meeting” form, attached as

Annexure B in advance of the pre bid conference. Those who attend the pre bid meeting

should bring letter of authorization.

6.8.3 The answers/clarifications to the queries raised in the pre-id meeting will be uploaded on

KINFRA website immediately after the pre-bid meeting, but not later than 25th August

2015 (15.00 hrs).

6.8.4 Bids not in the format as prescribed in this RFP document and not accompanied by EMD

and Bid Document Fee shall be summarily rejected. Bids shall be declared non responsive

if the bid submitted is conditional.

6.8.5 The Bidders shall be deemed to have conducted a due diligence exercise and satisfied

themselves with respect to all aspects of the project, including site visit, when they

submit the bids. Interested parties shall visit and inspect the site at their own expense.

Failure to investigate fully the site or subsurface conditions shall not be a valid ground for

the bidder to subsequently alter the terms of his bid nor shall it relieve the Bidder from

any responsibility for successfully completing the PMC assignment.

6.8.6 All enquiries should be submitted on the following address in writing, by letter or e-mail

or facsimile transmission;

ADDRESS: Managing Director,

KINFRA,

KINFRA house, 31/2312,

Sasthamangalam,



Thiruvananthapuram- 10 ,

Kerala

Tel : 0471 2726585

Fax : 0471 2724773

Email : [email protected]

6.9 Bid Validity

6.9.1Each bid shall indicate that it will remain valid for a period not less than 120 days from the

due date of the submission of the bid (Bid due date). KINFRA reserves the right to reject

any bid, which does not meet this bid validity requirement.

6.10 Format and Signing of Bids

The authorized signatory of the applicant shall sign each page of the document. The

Technical Bids and Financial Bids are to be submitted as per the prescribed formats in

Annexure C and D respectively. The proposal shall be typed and printed in indelible ink

and shall be signed by the Bidder or a person duly authorized to bind the applicant

organization to the contract. All pages of the proposal including all Photostat copies shall

be initialed by the person signing the proposal. Any interlineations, erasures or

overwriting shall be valid only if they are initialed by the person signing the proposal.

6.11 Changes to Submitted bids

Any material change to a submitted bid, must be received before the bid due date.

Material changes in the bid will not be permitted after the bid due date.

6.12 Sealing and Marking of Bids

The bidder would provide all the information as per this RFP, and KINFRA would evaluate

only the bids received in the required format. The Technical Bids and Financial Bids should

be separately submitted in sealed envelopes, super scribed “Technical Bid” and “Financial

Bid” respectively in separate envelopes. In the envelope super scribed ‘Technical Bid’, the



Bidder should enclose the envelopes containing the EMD and Bid Document fee along

with the Technical Bid. Both these envelopes (envelope super scribed ‘Technical Bid’ and

envelope super scribed Financial Bid’) should be enclosed in another envelope super

scribed “Application for Selection of PMC for IECC KOCHI”.

6.12.1 The envelope shall be addressed to:

ADDRESS: The Managing Director,

KINFRA, KINFRA house, 31/2312

Sasthamangalam, Thiruvananthapuram-10

Kerala, India.

Tel No: 0471 2726585

6.12.2 KINFRA assumes no responsibility for the misplacement or premature opening of the

bids submitted not in accordance with the prescribed procedure as above. KINFRA will

not be responsible for any postal delays or delay in transit for submitting the Bids.

6.13 Right to accept any Bid and to reject any or all bids

Notwithstanding anything contained in this RFP, KINFRA reserves the right to accept or

reject any Bid/ Bids and to annul the bidding process and reject all bids, at any time

prior to the signing of the agreement without incurring any liability to the rejected

Bidder/ Bidders or any obligation to inform the affected Bidder/ Bidders of the grounds

for rejection. The evaluation of the applications submitted by the firms shall be

undertaken based on details submitted by them as per the requirement of this RFP

document. No clarification/additional information in this regard will be sought from the

applicants. Applicants shall not be required to submit on their own, additional

information or material subsequent to the date of submission and such material, if

submitted, will be disregarded. It is there for essential that all the details are submitted

by the applicants accurately and specifically as per the requirement of this RFP.

However KINFRA reserves the right to ask any clarification from the applicant for details

submitted, if it so desires during evaluation.



6.14 Successful Bidder

6.14.1 The successful bidder shall be selected based on the evaluation and scoring of the bid

and presentation.

6.14.2 Letter of Award (LOA) will be issued to the successful bidder informing the award of the

work and the bidder would be required to come for signing of the agreement with

KINFRA.

6.15 Default and forfeiture of EMD

6.15.1 The EMD will be forfeited under the following circumstances:

(a) If the successful bidder does not sign the agreement as intimated by KINFRA

(b) If the bidder withdraws his offer during the validity period as mentioned in clause 6.9.

6.16 The payment schedule will be as follows –

10% of the agreed consultancy fee as initial payment on execution of agreement against

Bank Guarantee for equivalent amount from a nationalized/scheduled bank, valid for a

period of 30 months from the date of agreement.

5% of the agreed consultancy fee on submission and acceptance of the finally approved

Master Plan

10% of the agreed consultancy fee on submission and acceptance of the approved DPR

20% of the agreed consultancy fee on submission and acceptance of engineering

designs, drawings, plans, estimates, detailed BOQs and tender documents.

45% of the agreed consultancy fee on construction supervision based on progress of

work completion as given below



45% based on progress of work

completion.

5% on execution of 20% of project work.




10% on execution of 100% of project

work.

10% of the agreed consultancy fee on submission of as built drawings including all

clearances, approvals , Occupancy Certificate and Green Certificate, against a Bank

Guarantee for equivalent amount from a Nationalised/Scheduled bank, valid for a

period of 2 years (Defect Liability Period) from the date of completion.

6.17 Liquidated Damages

6.17.1 In the event of a delay in completion of project work as per the implementation

Schedule for which PMC is solely responsible, PMC shall pay Liquidated Damages to

KINFRA at a rate of a quarter of a percent (0.25%) per day of delay, subject to a maximum

of ten percent (10%) of the PMC fees.

6.17.2 Such Liquidated Damages shall be deemed to be a genuine pre-estimate of the

foreseeable damages incurred by KINFRA due to delay and shall be KINFRA's sole recourse

for late performance by PMC under the agreement.

6.18Signing of the Agreement and Consultancy Fee:

KINFRA shall prepare the agreement in the proforma (Annexure G) included in this

document duly incorporating all the terms and conditions of agreement between KINFRA

and successful bidder. The successful bidder will be required to execute the contract

Agreement within 7 days from the date of issue of the Letter of Award. One copy of the

agreement duly signed by KINFRA and the consultant through their authorized signatories

will be supplied by KINFRA to the consultant.



The consultant shall be paid the agreed consultancy fees as per the payment schedule

given at the clause 6.16. The consultancy fee, quoted shall be inclusive of all taxes.

6. 19 Conflict of Interest

KINFRA requires that consultants should provide professional, objective and impartial advice

and at all times hold the client’s interest paramount, strictly avoid conflicts with other

Assignment/jobs or their own corporate interests and act without any consideration for future

work. The consultant and any of their affiliates shall be considered to have a conflict of interest

and shall not be hired under any of the circumstances given below:

(a) Conflicting activities or assignment i.e. providing goods or works or assignment other than

consulting assignment

(b) Conflicting relationship i.e. business/relationship with a member of client’s staff involved in

the job.

(c) The consultants shall be required to observe the highest standard of ethics during rendering

of professional services.

6.20 Fraud and Corruption

6.20.1 KINFRA requires that the bidders against this RFP shall observe the highest standard of

ethics. In pursuit of this policy, the following are defined:

Corrupt practice means the offering, giving, receiving or soliciting, directly or indirectly,

of anything of value to influence the action of a public official in the bidding process or

in contract execution.

Fraudulent practice means a misrepresentation or omission of facts in order to influence

the bidding process or the execution of contract.

Collusive practice means a scheme or arrangement between two or more bidders, with

or without the knowledge of the client/KINFRA, designed to establish bid prices at

artificial, non-competitive levels and Coercive practice means harming or threatening to

harm, directly or indirectly, persons or their property to influence their participation in

the bidding process or affect the execution of contract.



6.20.2 KINFRA will reject the proposal if it determines that the bidder has directly or through an

agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for

the contract in question.

6.20.3 KINFRA will declare a bidder ineligible, either indefinitely or for a stated period of time to

be awarded contract/contracts, if it, at any time, determines that the bidder has engaged

in corrupt or fraudulent practices in competing for, or in executing the consultancy

contract.

7. EVALUATION OF PROPOSALS AND PROCESS OF SELECTION.

The selection process would be a Quality and Cost Based Selection process spread over three

stages. Technical and Financial documents submitted by the Applicant shall be evaluated by a

Bid Evaluation Committee (BEC) that shall be constituted by KINFRA

7.1 General

• The Applicants may be a single entity or a group of entities joined together to

undertake this assignment

• However, no applicant applying individually or as a member of a consortium, as

the case may be, can be member of another applicant consortium. The term

applicant used herein would apply to both a single entity and a Consortium

• In case of an individual applicant/ a consortium, details shall be furnished as per

Annexure C

• The applicant should be a Professional Firm in Project Management Consultancy

business having a minimum of five years of continuous existence as a legal entity

as on 31st March, 2015.

• The applicants should have experience as Project Management consultants in

implementing International Exhibition/ Convention Centre Projects

• The applicant/s, if selected should be willing to set up local office in Kerala/site



7.2 Eligibility Criteria

The Technical bids of Bidders will be evaluated based on

• Bidder’s experience as a Project Management Consultant

(i) In the implementation of large scale projects of Rs 80 crore and above (other

than experience as PMC for Convention Centre);

(ii) Experience as PMC in fully implemented International Exhibition cum

Convention Centre with Project Cost of Rs 80 crore and above.

(iii) Experience as PMC in fully implemented International Exhibition cum

Convention Centre Project with more than 4,000 persons plenary hall capacity.

• The ‘Project Team’ proposed by the Bidder for execution of KINFRA’s International

exhibition cum Convention Centres (IECC) at Kochi.

• Projects/Assignments undertaken in Govt. Sector.

• Satisfactory financial performance through profit generation in each of the last

three years from 2012-13 onwards.

• Whether Bidder has attained Quality Management System Certification (ISO) or

not.

• Whether the firm has experience in designing as per Green Building norms

• Presentation on Project vision, Concept design, Methodology and Work Plan,

Implementation Schedule, and the ‘Deployment of Project Team’ being proposed.

7.3 Project Team

7.3.1 Bidder should have a minimum ‘Project Core Team’ comprising of the following

qualified professionals having requisite experience;

• Team Leader:- Qualification-Graduate Engineer in Civil/Arch with at least 20 years

of relevant experience, and should have planned and designed minimum three

Eligible Projects, out of which at least 1is a Convention/Exhibition Centre.

Team members

1. Urban Designer/Urban Planner: - Qualification-Professional Degree in Urban

Design/Urban Planning/Architecture with at least 8 years of relevant



experience, and should have undertaken Master Planning of at least 3

eligible projects

2. Structural Engineer: Masters Structural/ Civil with at least 8 years of relevant

experience, and should have undertaken structural design for at least 3

eligible projects.

3. Design Architect: B. Arch with at least 8 years of relevant experience and

should have undertaken detail designing and execution of eligible projects,

out of which at least 1 is a Convention /Exhibition Centre.

4. Quantity Surveyor :- B.E in Civil with at least 8 years of relevant experience,

and should have undertaken design, estimation, bill of quantities,

specifications for at least 3 eligible projects

5. Interior Designer: - A qualified professional in Interior designing with at least 8

years of relevant experience in interior design of 3 eligible projects out of

which at least one should be a convention centre project.

6. Acoustics Expert: - A sound engineer with at least 8 years of relevant

experience in similar projects.

7.3.2 The Project Site Team should include the following personal at each site:

Project Manager (1 no) : BE in Civil/Equivalent with at least 5 years of relevant

experience in eligible projects.

Project Engineers (2 nos): BE (Civil- 1 no, Electrical- 1no) with minimum 3 years of

relevant experience in similar projects.

Site supervisors (4 nos) : Diploma (Civil -3 nos, Electrical- 1no) with minimum 3 years

of experience as site supervisors in similar projects.



7.4 Evaluation Parameters for Technical Score (TS)

The technical evaluation applying criteria mentioned above and corresponding points rating are

listed as below:

Evaluation Parameters for Technical Score (TS) Max Marks

Allocated

Experience in providing Project Management Consultancy services in the

implementation of at least one large project of Rs 80 crs and above (other than

experience as PMC for Convention Centre).

• 5 marks for completed project above Rs.100 Crores

4 marks for completed project between Rs.80-100 Crores

5

Experience as PMC in fully implemented International Exhibition cum Convention

Centre with Project Cost of Rs 80.00 crore and above.

• 12 marks for completed project above Rs.100 Crores

• 10 marks for completed project between Rs.80-100 Crores

12

Experience as PMC in fully implemented Exhibition & Convention Centre Project

with more than 4,000 persons plenary hall capacity.

10 Marks for executed project above 5,000 persons plenary hall capacity

8 Marks for executed Project between 4000- 5000 persons plenary hall

capacity

10

Experience in undertaking projects as a Project Management Consultant under

ITPO

• 2 marks for each Project

4

Experience in designing as per Green Building norms

One Project – 1.0 marks each

2

Key professional staff qualifications and experience specifically assigned for

KINFRA Project in Kerala.

Team Leader – (5Marks - Experience + No of projects done)

20



a1. Total Experience - above 25 years – 3Marks OR

a2. Total Experience - 20- 25 years - 2 Marks.

b1. Planning & Design of Eligible International Exhibition & Convention

Centre projects -2 Marks (Maximum of 2 marks).

b2. Planning & Design of eligible projects other than Exhibition and

Convention Centres- 0.50 marks per project (Maximum of 1 mark).

Team Members- (15 Marks)

Urban Designer/Urban Planner – (3 Marks - Experience + No of projects done)

a1. Total Experience - above 12 years - 2Marks. OR

a2. Total Experience – 8 -12 years -1 Mark.

b1. For preparation of master plans of eligible Projects– 0.5

mark/project (Maximum 1 marks)

Structural Engineer- (3 Marks- Experience +No of projects done)

a1. Total Experience- above 12years- 2marks

a2. Total Experience- 8-12 years- 1mark.

b1. Structural Design of Eligible projects- 0.5mark/project. (Maximum of

1 marks)

Design Architect: (3 Marks)

a1. Total Experience- above 10years-2 marks


b1. Design of Eligible International Exhibition & Convention Centre

projects- 1 mark/project. (Maximum of 1 marks)

OR

b2 .Design of eligible projects other than Exhibition and Convention

Centres- 0.5mark/project (Maximum of 1 mark)

Quantity Surveyor- (2 Marks)

a1. Total Experience- above 10years- 2marks


Interior Designer- 2 Marks for qualified Professional with minimum 8



years relevant experience

Acoustics Expert-2 Marks for qualified Professional with minimum 8 years

relevant experience

(Note: Complete details of the teams should be submitted)

Consultancy projects/assignments directly undertaken for various Government

sectors with a minimum consultancy charge of Rs.1 lakh.

02

Quality Management System Certification 02

Annual Profit in each of the preceding 3 years starting from 2012-2013onwards. 03

Credential score 60

Presentation on Project Vision, Concept Design ,Methodology, Work Plan,

Master plan, Implementation schedule and deployment of ‘Project Team’.

• Project Vision, Concept Design – 10 Marks.

• Methodology and Work Plan - 10Marks

• Master plan and Implementation schedule – 10 Marks.

• Deployment of Project Team – 10Marks.

40

Project concept score 40

Grand Total 100

Note: Cancelled International Exhibition & Convention Centre Project/ projects or any other

cancelled/failed projects will not be considered for the evaluation

The credential score will be worked out as above from the details furnished by the

bidders in the technical bid document submitted against this RFP. Only those who get a

minimum of 45 marks in the Credential score will qualify for the next stage. The Financial

bid and the EMD will be returned to the unsuccessful bidders within one month of

completing the selection process



7.5 Project concept score

The successful bidders in the credential evaluation will be invited to make their project concept

presentation on a specified date. Based on the presentation evaluation will be made by the BEC

and the maximum score allotted for the project concept presentation is40 marks. Those who

get a minimum of 30 marks will qualify for the next stage.

7.6 Technical score (TS)

The total of credential score and project concept score earned by a bidder is the technical

score. Those who get a minimum of 75 in the technical score only will qualify for opening of the

financial bid. The EMD and financial bid of those who do not qualify at this stage will be

returned within one month from the date of finalization of the selection process.

7.7 Financial score (FS)

The financial bids of those who qualify as above will be opened on a date which will be

informed to all the eligible bidders. After opening the financial bid the financial score will be

arrived at as follows

The lowest bidder (L1) will get the maximum financial score (FS) of 100

The financial score (FS) of other bidders (FB) will be calculated as follows

FS = (L1/FB) X100

7.8 The Final Weighted Score (S)

The final evaluation of combined Technical and Financial bid shall be based on the final

weighted score. In order to arrive at the final weighted score, a weightage of 80% will be

assigned for the Technical Score (marks/points scored in the Technical Bid Evaluation, TS)

and a weightage of 20% will be assigned for Financial Score (FS)

The final weightage score (S) will be

S= 0.8 x TS + 0.2 x FS

7.9 The bidder scoring the highest final Weighted score shall be awarded the project.



7.10 KINFRA however reserves the right to reject any or all bids received, without assigning any

reasons and any liability to KINFRA.

8. SUBMISSION OF TECHNICAL BID AND FINANCIAL BID

8.1Technical Bid should have a covering letter as per the format given at Annexure B

The Technical Bid shall include:

8.2 Experience in providing Project Management consultancy services in the implementation of

large projects of Rs 80.00 crs and above (other than experience as PMC for Convention

Centre). Signed, dated and sealed copies of work orders and the work completion

certificate/client certificate shall be submitted. Projects mentioned without supporting

documents will not be considered.

8.3 Experience as PMC in fully implemented International Exhibition & Convention Centre with

Project Cost of Rs 80.00 crore and above. Signed, dated and sealed copies of work orders

and the work completion certificate/client certificate shall be submitted. Projects

mentioned without supporting documents will not be considered.

8.4 Experience as PMC in fully implemented International Exhibition & Convention Centre

Project with more than 4,000 persons plenary hall capacity, Signed, dated and sealed copies

of work orders and the work completion certificate/client certificate shall be submitted.

Projects mentioned without supporting documents will not be considered.

8.5 Experience in undertaking projects as a Project Management Consultant under ITPO. Only

projects which have secured Final Approval from the Ministry will be considered for

evaluation. The projects mentioned by the Bidder should be covered under a valid

agreement between the PMC and the Promoters of the project.

8.6 The Bidder shall make a presentation on Project Vision, Concept Design ,Methodology,

Work Plan, Master plan, Implementation schedule and deployment of Project Team

earmarked for the KINFRA’s International Exhibition & Convention Centre Project in

Kerala. The presentation on Methodology and Work Plan shall include various aspects of



DPR preparation as well as implementation of the project till its completion. The

presentation should illustrate the proposed methodology to be adopted by the Bidder and

should cover all aspects under ‘terms of reference ‘including:

• Structuring of business plan for International Exhibition cum Convention

Centre as a whole and for individual components(Support facilities)

• Designing and laying out of the master plans

• Planning of various contract works

• Obtaining mandatory licenses and clearances

• Implementation Schedule

The proposed Work Plan should cover (i) plan for various aspects of DPR preparation up to

the stage of issue of Final Approval by the Ministry (to provide implementation schedule in

MS Project Format); and(ii) plan that covers the entire execution of the project till its

operationalization (to provide implementation schedule in MS Project Format).

8.7 The Bidder shall indicate clearly the ‘Proposed Team’ earmarked for implementation of the

KINFRA International Exhibition & Convention Centre Project in Kochi, Kerala. The Proposed

Team in Kerala would include personnel at following levels (A). A Team Leader, (B). Team

members such as (i) Design Architect (ii) Urban Planner, and (iii)Structural Engineer (iv)

Quantity Surveyor (v) Interior Designer (vi) Acoustics Expert. If any additional personnel

are envisaged by the Bidder for the project, the same may be specified. The C.V.s of each

personnel should be submitted. It should include full details of (i) qualification (what

degree, which university, which period) and (ii) experience (year-wise, organization-wise,

project-wise). The CVs of existing personnel shall be provided and proposed qualification of

to-be-recruited personnel, if proposed, may be provided. For the purpose of evaluation,

only details of existing personnel will be taken into consideration. The total number of key

personnel required for implementation of the International Exhibition & Convention

Centre Project shall be indicated specifying separately the personnel to be stationed in

Kerala exclusively for the project and personnel exclusively stationed at the site.

8.8 The Bidder shall provide information on projects undertaken for Govt. of Kerala /Govt.

Dept/Govt. Bodies. The assignments may be in the nature of consultancy projects for pre-



feasibility reports, detailed project reports or similar activities with a minimum consultancy

fee of Rs1 lakh. Copy of work orders to be submitted.

8.9 The Bidder shall provide details of existing local offices in Kerala, if any. The details such as

contact address details, number of staff, and office hierarchy structure may be provided.

Those bidders who are presently not having an office in Kerala should be willing to setup

their local office in Kerala and at site on award of work pursuant to emerging as successful

bidder.

8.10 The Bidder shall provide copies of Audited Statement of Accounts (Annual Report) for the

following periods:

• 2012-13

• 2013-14

• 2014-15

The details of annual turnover and annual profits may be separately provided. Copies of

PAN card, Income Tax Returns related documents; Service Tax returns filed shall also be

enclosed. [In case audited statement of accounts for the year 2014-15 is not available, a

Chartered Accountant certified statement of accounts shall be provided].

8.11 The Bidder shall provide details of certifications of Quality Management System (ISO),

attained by them. Copy of the certificates to be enclosed showing validity dates.

8.12 The Bidder shall provide details of experience in designing as per Green Building norms.

The Financial Bid shall include:

8.13 The Bidder should submit the quotations of professional fees in Indian Rupees. The

Financial Bid should have the Total Price of the bid inclusive of all taxes.

8.14 No subjective condition will be accepted in the Financial Bid

8.15 The formats for Technical Bid and Financial Bid as well as the format in which

presentations are to be made are enclosed at Annexure C, D and E respectively. The

Bidders will strictly adhere to the presentation formats provided and no. of slides for

presentation shall not exceed 12 numbers.



9. Implementation Schedule

The bidder should complete the assignment within 24 months from the date of signing the

agreement. The bidder is required to provide detailed implementation schedule (including

implementation of various project components in MS project format) in their presentation

made before the selection committee. During presentation higher weightage would be given

for the proposed methodology and work plan that can ensure earlier completion of the project,

than what mentioned above. However the activities up to awarding of work for construction of

the proposed IECC have to be completed within 4 months. A format of the Implementation

schedule showing major events is given below for the information of the bidders:

Note: The events can be split up further based on the work plan proposed by the bidders.

Particular Time Period

(No of days from kickoff

date)

Issue of work order to PMC Kick off date

Preparation and approval of site Master Plan 30 Days

Submission of Draft DPR 45 Days

Submission of Final DPR (approved) 60 Days

Preparation and submission of NIT documents for floating

tenders for construction work

90 Days

Preparation and submission of Working drawings 90 Days

Awarding contracts & commencement of work at site 120 Days

Completion of Enabling facilities 360 Days

Completion of Exhibition Hall and Convention centre 700 Days

Total completion of Project 720 Days



ANNEXURE A

ATTENDANCE AT PRE-BID MEETING

The undersigned hereby confirms that the Bidder will/ will not attend the Pre-Bid Conference

scheduled on …… 2015, …… hrs at the conference hall of KINFRA HOUSE.

The number of representatives expected to attend the Pre-Bid conference is [ ]. The name(s) of

person(s) likely to attend/ represent the Bidder is/are as follows:

• .................................................

• .................................................

• .................................................

(Please note that all attendees should carry an authorization by the bidder)

Note: This form should be duly signed and returned to KINFRA by letter or Tele Fax to the

address for correspondence given in the Bid.

..........................................

...........................................

Name (Company) Signature

...........................................

...........................................

Name of Signatory (Printed) Title of Signatory (Printed)

.............................................................

Date of transmittal of this form



ANNEXURE B

Covering Letter of Technical Bid- Format

[On the letter head of the organization]

To

The Managing Director

KINFRA

Trivandrum

Sub: Technical Bid for “Selection of Project Management Consultant for the setting up of

IECC at Kochi”

Sir,

1. Having examined the tender documents, annexures and corrigenda/addenda numbers- thereto.

We, the undersigned in conformity with the said document, offer to provide the said services

on terms of reference to be signed upon the award of contract for the sum indicated as per

financial bid.

2. We acknowledge having received the following addenda to the bid document:

Addendum/Corrigendum No Dated

3. We have read the provision of the RFP and confirm that these are acceptable to us. We further

declare that additional conditions, variations, assumptions, deviations, if any, formed in our

proposal shall not be given effect to.

4. We undertake, if our proposal is accepted, to provide the services comprised in the contract

within timeframe specified starting from the date of receipt of notification of award from

KINFRA.

5. We agree to abide by this proposal for the period of 120 days from the date of submission of

the bid and it shall remain binding upon us and may be accepted any time before the

expiration of that period.

6. We agree to execute an agreement in the form (given at Annexure G) of the RFP

incorporating all terms and conditions within prescribed time after notification of the

acceptance of this proposal.



7. We hereby confirm that we do not have any conflict of interest in accordance with Section

6.19 of the RFP document.

We understand that if the details given in support of claims made above are found to be

untenable or unverifiable, or both, our bid may be rejected without any reference to us.

We further clearly understand that KINFRA is not obliged to inform us of the reasons of

rejection of our bid.

Dated this……..day of……2015

Signature

(Bidder Seal)

---------------------

In the capacity of

-------------------------------

Only authorized to sign bids and on behalf of…………..



ANNEXURE C

Technical Bid Format

A. Applicants details;

Sl No Details

1 Name and address of the applicant with Telephone No/Fax

No/Email

2 a) Year of Establishment

b) Date & Year of Commencement

3 Legal Status of the applicant (attach copies of original

document defining legal status)

a) A proprietary firm

b) A firm in Partnership

c) A Limited company or Corporation/Joint

Venture/Consortia

d) State Owned

4 Place of Registration and Principal places of business

5 Name & Title of Directors and Key officers to be

concerned with the project, with designation of individuals

authorized to act for the organization

6 Copies of Last Three Years Annual Report

7 Any other information considered necessary, but not

included above

Note: In case of Consortia the above details shall be furnished by each member of the

consortium.

B. Experience of organization in providing Project Management Consultancy (PMC) in

the implementation of large projects of Rupees 80 Cores and above.

• Name of Client(Promoters)

• Location of Project (also include District/

State)

• Project Cost

• Project Details (Descriptions)

• Date of Work Order issued

• Date of Completion of Project

• Documents Submitted

• Work Order

• Client Certificate/ Completion

Certificate

YES/NO

YES/NO

[Note: Repeat above data for each project]



B. Experience of organization in providing PMC in completed International Exhibition

cum Convention Centre Projects with Project Cost of Rs.80 crores and above:

Name of Client(Promoters)


State)

• Project Cost



• Date of Completion of Project


• Work Order


Certificate

YES/NO

YES/NO

[Note: Repeat above data for each project

C. Experience of organization in undertaking assignments as a Project Management

Consultant (PMC) in completed International Exhibition cum Convention Centre

Projects with above 4000 persons seating capacity



State)

• Project Cost


• Project Implementation Status

(Descriptions)


• Date of Completion of Project/Scheduled

Date of Completion


• Work Order


Certificate

YES/NO

YES/NO

YES/NO




E. Experience of organization in undertaking assignments as a Project Management

Consultant (PMC) under ITPO



State)

• Project Cost


• Project Implementation Status

(Descriptions)


• Date of Completion of Project/Scheduled

Date of Completion


• Work Order


Certificate

YES/NO

YES/NO

YES/NO


F. Key Professional staff proposed to be dedicated for the project:

A. Team Leader

(i) Qualification

(ii) Experience

(Year-wise, Organization-wise, Assignment-

wise)

(iii) CV Submitted YES/NO

B. Team Members

B1. Urban Designer

(i) Qualification

(ii) Experience


wise)


B2. Design Architect

(i) Qualification

(ii) Experience


wise)


B3. Structural Engineer

(i)Qualification



(ii) Experience


wise)


B4. Quantity Surveyor

(i)Qualification

(ii) Experience


wise)


B5. Interior Designer

(i)Qualification

(ii) Experience


wise)


B6. Acoustics Expert

(i)Qualification

(ii) Experience


wise)


[Note: Repeat above data for additional personnel]

G. Assignments undertaken for Government Sectors.

Name of Govt.

Department/ Govt. Body

Project

Name

Project

Description

Period Copy of

Work

Order and

Client

Certificate

Enclosed YES/NO

YES/NO

YES/NO

YES/NO



H. Office Infrastructure in Kerala

(i) Existing office locations

with contact details

(ii) No. of Staff

(iii) Hierarchy

Proposed Team earmarked for KINFRA International Exhibition cum

Convention Centre Project

Total Number (Provide details

separately)

In Kerala (Provide details

separately)

At Site (Provide details

separately)

I. Financial Details

Year Annual Turnover Annual Profit Copy of Annual

Report/Audited

Report Enclosed

2012-13 YES/NO

2013-14 YES/NO

2014-15 YES/NO

J. Quality Management Certifications

Type of Quality

Management

Certification

Certificating

Body Certification

validity

From … To …

Copy

Enclosed

1. YES/NO

2. YES/NO

3. YES/NO



K. Works for which Ratings Earned for compliance of Green Buildings Design Norm

Name of the Client Project

Name Project

Description Period Copy of

Work

Order and

Client

Certificate

Enclosed YES/NO

YES/NO

YES/NO

YES/NO

Name of the organization

Signed by

Seal of the organization Designation

Date:



Annexure D

Financial Bid Format

A. Name of the organization :

Address with contact details :

B.

Quoted Amount

Rs.

(In words)

• The amount quoted shall be a fixed lump sum inclusive of all taxes

• No subjective condition will be accepted in the financial bid.

Name of the organization Signed by

Seal of the organization Designation

Date:



ANNEXURE E

Format for Power Point Presentation.

Presentation should include these mandatory details in the slide without fail.

Note: Total number of slides to be restricted to 10 -12nos

(Time allotted is 15 Minutes).

Methodology Concept Design Project Vision

Master plan Implementation

schedule

Work Plan

Deployment of

‘Project Team’

Unique Selling

Proposition(USP)

Firm’s Experience in

undertaking similar

Projects



ANNEXURE F

AFFIDAVIT

(TO BE SUBMITTED ON NON-JUDICIAL STAMP PAPER OF MINIMUM RS.10/-)

Affidavit of Mr. …………………………….S/o …………………………………..

R/o……………………………………..………

The deponent above named to hereby solemnly affirm and declare as under:

1. That I am the Proprietor / Authorized signatory of M/s. ……………………having its Head

Office /Regd. Office at ……………………………

2. That the information / documents / Experience certificate submitted by M/s…………..along

with this ‘RFP to KINFRA are genuine and nothing has been concealed.

3. I shall have no objection incase KINFRA verifies them from issuing authority (ies). I shall

also have no objection in providing the original copy of the document(s), in case KINFRA

demand so for verification.

4. I hereby confirm that in case, any document, information & /or certificate submitted by me

found to be incorrect/false/fabricated, KINFRA at its discretion may disqualify / reject my

application for pre-qualification out rightly and also debar me / M/s. ……………….from

participating in any future tenders/PQ.

5. I hereby confirm that my Firm….M/s…. has not been debarred/blacklisted by any Govt

Department/ Govt Body/PSU’s.

Deponent

I, ……………., the Proprietor / Authorized signatory of M/s. ………………, do herby confirm

that the contents of the above Affidavit are true to my knowledge and nothing has been

concealed there from and that no part of it is false.

Verified at ………………this ………….day of ………………..

Deponent



ANNEXURE G

CONTRACT AGREEMENT This agreement made on this __________________________ day of ________ Two

Thousand Fifteen between KINFRA which expression unless excluded by or repugnant to

the context shall include their successors and assignees of the part and

M/s._________________________________________________ having their Registered

Office at ________________________________________ (Hereinafter referred to as

Consultant) which expression unless excluded by or repugnant to the context, shall include

their successors and assignees of the other part.

Whereas KINFRA is desirous of undertaking “__________________

_____________________________________________________” in accordance with the

general requirements and conditions hereinafter appearing and whereas the Consultant

has agreed to perform the same.

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS

TERMS AND CONDITIONS OF AGREEMENT

1. DEFINITIONS:

For the purpose of this agreement, the following words and expressions shall have the meaning

hereby assigned to them except where the context otherwise requires:-

i) "Approved" means approved by KINFRA’s representative in writing including subsequent

confirmation of previous approval.

ii) " KINFRA” means the Kerala Industrial Infrastructure Development Corporation, which

expression shall unless excluded by or repugnant to the context include its representative.

iii) "Consultant" means ________ (Successful applicant)



2. SCOPE OF WORK:-

2.1 The scope of work relates to providing comprehensive Project Management Consultancy

services for the International Exhibition cum Convention Centre (IECC) at Kochi.

2.2 Stage 1

The services to be provided by the Consultants shall include the following:-

a. Visiting the site, discussing details with KINFRA / Client and to carry out site survey, soil

investigation, as specified in IS:1892-1979 and its latest version and preparation of surveyed

site plan of plot of land showing all existing buildings, other structures and service, tree with

girth and species local name etc. .

b. Preparing and submitting concept drawings and designs conforming to prevailing national

standards, local bye laws as well as compliant to Green Building norms, i.e. developing lay out

plan of the complex; complete preliminary drawings/ preliminary sketches, plans, elevations,

sections / perspectives of various proposed blocks of buildings all required to present the

general view of the proposed buildings with basic dimensions and building layouts for obtaining

approval of KINFRA/SPV/Government/Public including all necessary modifications based on

interactive evaluation by KINFRA up till finalization of concept designs.

c. Preliminary planning of all internal and external services like power supply, water supply,

sewerage, storm water drainage, acoustics, landscaping, development plans showing internal

roads, paths, parking lots, paved areas, drains, culverts, compound walls, external lighting,

indicating position of lifts, AC ducts and other conduits for services, firefighting arrangements

etc. complete.

d. Preparation of preliminary Architectural drawings, general specifications for the work.

e. Preparation and submission of Detailed Project Report (DPR) including preliminary estimates

of cost on area basis, and on accepted norms of Government of India i.e. latest CPWD Plinth

Area Rates (PAR) updated with latest Cost Index of the city/ location as approved by the CPWD



and supported with quantities, details of measurements and rates along with the drawings,

HVAC load, Electric power load, demand for water supply, lift requirements, firefighting and

detection system, mechanical ventilation where required, including modifications in the designs

and estimates on the basis of time to time interactions with KINFRA regarding the drawings,

designs and specifications of the work. For any components of the estimate for which CPWD-

PAR are not available, prevailing market rates supported by quotations shall be used / provided

by the consultant.

f. Obtaining the approval of the Client/ KINFRA to the above and to any subsequent changes

which the consultant will carry out on the advice of KINFRA, and to computations of designs

including structural designs, drawings and services design which shall be in accordance with all

the relevant BIS codes of practice. This may include discussions with and incorporation of

requirements of KINFRA.

g. The Consultant shall indicate the name of his/their team members for various services like

architectural design, structural designs, interior design, acoustics, visual effects, utility services,

Quantity survey etc. with their details. The Sub-consultant if any shall be associated from the

preliminary drawing stage to the final stage of work. However, he shall be fully responsible for

the correctness and accuracy of services design prepared by such sub-consultants & shall

indemnify KINFRA for damage or loss caused due to negligence of sub-consultant (s).

h. Approvals/NOCs:-

i. Obtaining approval of all the competent authorities and other statutory bodies like Ministry

of Environment and forests (including EIA study), State Pollution Control Board, civil aviation,

railways and local development bodies, Fire and Safety departments etc. as applicable/

necessary according to the local Acts, Laws, Regulations, etc. and make any changes desired by

such authorities at no extra cost. The original documents of approval shall be submitted to

KINFRA.



ii. Obtaining approval of the Architectural drawings from relevant local statutory body & obtain

Commencement Certificate from local bodies leading to commencement of construction of the

project.

iii. Obtaining approval of electrical drawings from Central / State Electrical Inspectorate, as

applicable.

iv. Obtaining “Single Window Clearance” authorization for the IECC from competent authorities

2.3 Stage 2:-

Consultant shall be responsible for Preparation of detailed architectural drawings (hereinafter

called Working drawings), structural drawings, service drawings including drawings showing the

details of all the utility services such as water supply, sanitary, electrical installations, acoustics,

air-conditioning, firefighting, etc, internal and external, including details of specifications of all

items of work. All the drawings and design calculations shall be made available by the

consultant to KINFRA in duplicate along with the soft copy thereof in DVD/pen drive for

checking and approval. However, the responsibility for the correctness and accuracy of the

structural design and safety of structure shall be entirely that of consultant. This activity may

necessitate the Consultant to interact with KINFRA or any authority /institution appointed by

KINFRA for Proof Checking of structural design & drawings. (Cost of such proof checking shall be

borne by KINFRA where the designs and drawings are acceptable. In case their design requires

revision on proof checking, cost of such correction including proof checking shall be met by the

consultant).

a. Obtaining approval of KINFRA in respect of items mentioned in above clause and modifying

them, if considered necessary by KINFRA.

b. If required, obtaining the approval of local and other authorities and making any changes

required by them



c. Preparation of complete working details, schedules, specifications and bill of quantities,

including detailed estimates as per latest CPWD SR, to describe the part/whole project

adequately and supplying details of calculations of such bill of quantities to enable the KINFRA

to check them before issue of tender documents.

d. Bid Document

i. Preparation and submission of NIT documents for the selection of Contractor for the

construction of the IECC. The documents should include BOQ, General conditions of contract

(GCC), Special Conditions of Contract (SCC), implementation schedule etc as per KINFRA

requirements. The Consultant shall assist KINFRA in the selection of contractor(s) for award of

construction work.

ii. Assist KINFRA in bid evaluation by providing/supplying market rate analysis and quotations

whatever required for schedule (As per CPWD DSR) and non-schedule items (Non DSR) of the

work in prescribed manner as per directions of KINFRA.

2.4 Stage 3

The Consultant shall:

a. Supply all the approved & duly marked “Good for Construction” (GFC) working drawings and

Structural drawings, specifications and details in the manner required by KINFRA for proper

execution of the work. (Required sets of approved drawings shall be supplied free of charge to

KINFRA)

b. Make scrutiny of any shop drawings required in connection with work and incorporating the

same and release the duly vetted drawings for construction.

c. Obtain KINFRA’s approval for any material deviation in design or specifications before any

revision of Drawings already approved by them.



d. Shall inspect during progress of work & certify correctness of the physical execution of work

layout at site as per approved drawings/ plans.

e. The Consultant shall take original measurements/ check measurements and shall do the

verification of the bills related to construction and supply of materials as required by KINFRA.

f. Shall undertake site supervision and inspection to ensure execution of works in accordance

with working drawings and specifications. Shall organize and attend the weekly site meetings

and monthly review meetings in connection with the work, without any additional cost or

DA/TA

g. Shall obtain commencement certificates at various stages according to local bodies' bye laws

during execution from the local bodies in such a manner that the work’s progress should

continue unhindered.

h. Shall obtain approval / sanctions and drainage completion certificate for sewerage

connection, water supply, electric supply, occupancy certificate (part / full) as may be required

by KINFRA and also to obtain necessary water supply connection.

i. Shall obtain all the required completion certificates / NOCs from the various local authorities

and furnish to KINFRA the building completion certificate along with four sets of completion

plans/drawings (As Built Drawings) and one set of reproducible drawings in A-1 size, and other

connected documents. These drawings will be in addition to drawings and details mentioned in

above clauses.

j. Provide necessary drawings for electrical works for final approval of Electrical Inspectorate.

k. Obtain Green certification for the proposed IECC from recognized accreditation agency



3. PAYMENT OF REMUNERATION

3.1 Fee payable to Consultant

KINFRA shall pay for the scope of work as above, the Consultant Total Fixed Consultancy Fee

(inclusive of all taxes)for consultancy, as a lump sum amount of Rs………. (Rs….only) as per

Payment Schedule (Clause 4 given below).

The intermediate payments shall however be made on the basis of estimated cost of

component works. The payments made to the consultants shall be subject to deductions as per

Indian Tax Laws

The above fees shall be deemed to be inclusive of fees payable by the Consultant to his any

other sub-consultant and associates, needed to accomplish the job and nothing extra,

whatsoever, shall be payable.

The above fee excludes fee for proof checking of structural designs and drawings from the

institute as approved by KINFRA and any other statutory charges incurred by the Consultant on

behalf of KINFRA for obtaining approvals etc. The statutory expenses paid to statutory bodies

for the Project for obtaining approvals and fee for proof checking of structural designs shall be

reimbursed by the KINFRA over and above the Consultancy Fees. No reimbursement(s) shall be

made by the KINFRA until the Consultant has submitted a written claim for the same and has

attached sufficient documentary evidence. However if the design requires revision on proof

checking, the cost of proof checking has to be borne by the consultant.

Unless otherwise explicitly stated in the Contract, the payment shall be as per accepted

schedule of payment mentioned in Agreement. The payment shall be subject to deductions as

per Indian income tax laws and other relevant laws.



4. PAYMENTS TERMS

The payment schedule will be as follows –

10% of the agreed consultancy fee as initial payment on execution of agreement against

Bank Guarantee for equivalent amount from a nationalized/scheduled bank, valid for a

period of 30 months from the date of agreement.

5% of the agreed consultancy fee on final approval of the Master Plan

10% of the agreed consultancy fee on submission and acceptance of approved DPR

20% of the agreed consultancy fee on submission and acceptance of engineering

designs, drawings, plans, estimates, detailed BOQs and tender documents.

45% of the agreed consultancy fee on construction supervision based on progress of

work completion as given below

45% based on progress of work

completion.






10% of the agreed consultancy fee on submission of as built drawings including all

clearances, approvals , Occupancy Certificate and Green Certificate, against a Bank

Guarantee for equivalent amount from a Nationalised/Scheduled bank, valid for a

period of 2 years (Defect Liability Period) from the date of completion.

The fees will be paid in installments as specified above. On completion of the work of any stage,

the consultant shall submit his gross bill to the Project-in-charge in Triplicate. Admissible

amounts, as assessed by the Project-in-charge, against invoice raised by the consultant on

completion of various stages of the work shall as far as possible be paid within 30th working day

after the day of presentation of the invoice by the consultant to the Project-in-charge or his

authorized Engineer.



5. TIME SCHEDULE AND MILESTONES

5.1 Time Schedule

Stage Milestones Time from the date of Award of

Work

1 Understanding the project vision,

project cost budget, phasing strategy

etc.

1 Week

Visiting the site, discussing details

with KINFRA / Client and to carry out

site survey, soil investigation, as

specified in IS:1892-1979 and its

latest version and preparation of

surveyed site plan of plot of land

showing all existing buildings, other

structures and service, tree with girth

and species local name etc.

2 Week

Preparing and submitting concept

drawings and designs conforming to

prevailing national standards, local

bye laws as well as compliant to

Green Building norms.

Preliminary planning of all internal

and external services like power

supply, water supply, sewerage,

storm water drainage, acoustics,

landscaping, development plans

showing internal roads, paths,

parking lots, paved areas, drains,

3 Week



culverts, Compound walls, external

lighting, indicating position of lifts, AC

ducts and other conduits for services,

firefighting arrangements.

Preparation and submission of

preliminary Architectural drawings,

general specifications for the work,

DPR, obtaining approval of KINFRA for

the changes to above said, if any.

8 Week

2 Preparation of detailed architectural

drawings (hereinafter called Working

drawings), structural drawings,

service drawings including drawings

showing the details of all the utility

services such as water supply,

sanitary, electrical installations,

acoustics, air-conditioning,

firefighting, etc, internal and

external, including details of

specifications of all items of work.

8 Week

Obtaining approval of KINFRA in

respect of items mentioned in above

clause and modifying them, if

considered necessary by KINFRA.

10 Week



Preparation of complete working

details, schedules, specifications and

bill of quantities, including detailed

estimates as per latest CPWD SR, to

describe the part/whole project

adequately and supplying details of

calculations of such bill of quantities

to enable the KINFRA to check them

before issue of tender documents.

11 Week

Preparation and submission of NIT

documents for the selection of

Contractor for the construction of

the IECC. The documents should

include BOQ, General conditions of

contract (GCC), special conditions of

contract(SCC), implementation

schedule etc as per KINFRA

requirements.

12 Week

Finalising the contract for various

construction works of the IECC.

16 Week



3 Supply all the approved & duly

marked “Good for Construction”

(GFC) working drawings and

Structural drawings, specifications

and details in the manner required by

KINFRA for proper execution of the

work. (Required sets of approved

drawings shall be supplied free of

charge to KINFRA).

Make scrutiny of any shop drawings

required in connection with work and

incorporation in the same and release

the duly vetted drawings for

construction.

The Consultant shall take original

measurements/ check measurements

and shall do the verification of the

bills related to construction and

supply of materials as required by

KINFRA.

Obtain commencement certificates at

various stages according to local

bodies’ bye laws during execution

from the local bodies in such a

manner that the work’s progress

should continue unhindered.

obtain approval / sanctions and

drainage completion certificate for

24 Months



sewerage connection, water supply,

electric supply, occupancy certificate

(part / full) as may be required by

KINFRA and also to obtain necessary

water supply connection.

Obtain all the required completion

certificates / NOCs from the various

local authorities and furnish to

KINFRA the building completion

certificate along with four sets of

completion plans/drawings and one

set of reproducible drawings in A-1

size, and other connected

documents. These drawings will be in

addition to drawings and details

mentioned in above clauses.

5.2 Deliverables to be submitted to KINFRA:

Sl. No Deliverables Max Time from the date of

award of work

1 Concept drawings including the details of the

proposed IECC components, its elevations and

sketches, preliminary estimates etc.

4 weeks

2 Submission of all the preliminary drawings for

obtaining local bodies approval and concerned

drawings to be submitted in proper formats for

obtaining NOC/sanctions/approval for construction.

4 weeks

3 Pursuing & Liaison with various authorities for 6 weeks



obtaining approval of municipal drawings.

4 Submission of the detailed cost estimates based on

the CPWD regulations and it’s latest versions, the

current market rate analysis and the approved cost

index; details of measurements, technical

specifications, detailed architectural drawings and

all other related documents.

8 Weeks

5 All the deliverables mentioned in the Stage 1 of

Scope of Work(Clause 5.2 of RFP)

8 Weeks

6 Submission of Final Bill of Quantiities, tender and

bid documents for inviting bids for construction and

obtaining approval from KINFRA

11 Weeks

7 Submission of sufficient sets of all detailed &

working architectural and structural drawings (duly

proof checked from agency nominated by KINFRA).

12 weeks

8 All the deliverables mentioned in the Stage 2 of

Scope of Work(Clause 5.2 of RFP)

12 Weeks

9 Site visits as per the requirement by KINFRA during

progress of the work to ensure the sufficiency of

drawings and details issued by consultant for the

work and to issue revised/modified /additional

drawings/details , as and when required as per site

conditions for smooth progress of the work.

During the entire

construction period

including extended

period of

construction, if any

10 Approval of shop drawings for

proprietary/specialized items of work, if any within

one week from the date of submission by the

construction agency/firm.

During construction

period

11 Scrutiny of as built drawings and approval thereof During construction



within two weeks from submission period

12 Obtaining completion/ occupancy certificates from

the concerned civic authorities and other statutory

bodies including submission of revised plans/details

if required.

Four weeks after

completion of work

13 Green Certificate for the IECC Kochi from a

recognized accreditation agency

Four weeks after

completion of work

6. EXTENSION OF TIME:

6.1 The time allowed for performance of the Works as specified in the contract or the extended

time in accordance with these conditions shall be the essence of the Contract. The performance

of the works shall commence from such time period as mentioned in contract. The consultant

shall be provided on demand necessary required documents/ information and

certificates/undertakings by KINFRA.

6.2 Request for rescheduling of Mile stones and extension of time, to be eligible for

consideration, shall be made by the Consultant in writing within fourteen days of the happening

of the event causing delay on the prescribed form to the authority as indicated in the contract.

The Consultant may also, if practicable, indicate in such a request the period for which

extension is desired.

KINFRA after satisfying itself about the reasonableness of grounds, may grant extension of time

as in his opinion be justified and communicate the same in writing. Whenever such extension of

time is granted, it would be without prejudice to the rights of KINFRA to recover the liquidated

damages from the consultant. Any extension of time granted as stated above shall neither

entitle the Consultant to any claim for increase in their fees nor shall it release him from any of

the obligations under the said agreement.

6.3 If the work(s) be delayed by:-



a) force majeure, or

b) serious loss or damage by fire, or

c) civil commotion, local commotion of workmen, strike or lockout, affecting any of the trades

employed on the work, or

d) Any delay in supplying the requisite documents and delay due to any cause beyond the

control of the Consultant, or

e) Any other cause which, in the absolute discretion of KINFRA is beyond the Consultants’

control. Then upon the happening of any such event causing delay, the Consultant shall

immediately give notice thereof in writing to the authority as indicated in the contract but shall

nevertheless use constantly his best endeavors to prevent or make good the delay and shall do

all that may be reasonably required to the satisfaction of KINFRA to proceed with the works.

6.4 Force Majeure

i. War, invasion, revolution, riots, sabotage, lockouts, strikes, work shut-down imposed by

Government Acts or legislature or other authorities, stoppage in supply of materials, fuel or

electricity, breakdowns of machinery, act of God, epidemics, fires, earthquakes, floods,

explosions, accidents, sea navigation blockades or any other acts or events whatsoever which

are beyond reasonable control and which shall directly or indirectly prevent completion of the

project within the time specified in the agreement, will be considered Force Majeure. The

Consultants shall be granted necessary extension of time to cover the delay as caused by Force

Majeure without any financial repercussions.

ii. Should one or both parties be prevented from fulfillment of the contractual obligations by a

state of force majeure, the two parties shall consult each other and decide regarding the future

execution of the contract.



6.5 Governing Law and Jurisdiction Clause

This Agreement will be governed by the Laws of India and any disputes arising herein shall be

subject to the exclusive jurisdiction of the Courts at Ernakulum.

6.6 Confidentiality:

Each party shall treat as confidential this Agreement and all information obtained from the

other pursuant to the Agreement and shall not divulge such information to any person (except

only to those representatives/employees who need to know the same in due course of its

business or required to be disclosed legally) without the other party’s prior written consent

provided that this clause shall not extend to information which was rightfully in the possession

of such party prior to the commencement of the negotiations leading to the Agreement, which

is already public knowledge or becomes so at a future date (otherwise than as a result of a

breach of this clause).

6.7 Amendment and Assignment

This Agreement may not be amended or modified except by a written agreement executed by

both parties. This Agreement may not be assigned by either party without the other party’s

prior written consent.

6.8 Severability

If any provision of this Agreement shall be held or made invalid by a statute, rule, regulation,

decision or a tribunal or otherwise, the remainder of this Agreement shall not be affected

thereby and, to this extent, the provision of this Agreement shall be deemed to be several.

7. LIQUIDATED DAMAGES FOR DELAYS

If the consultant fails to maintain the required progress or to complete the work and obtains

completion certificate(s) from statutory authorities on or before the contract or extended date

of completion, he shall, without prejudice to any other right or remedy available under the law

to KINFRA on account of such breach, pay as agreed compensation the amount calculated at



the rates stipulated below as the authority specified (whose decision in writing shall be final

and binding) may decide on the amount of contract value of the work for every completed

day/month (as applicable) that the progress remains below or that the work remains

incomplete.

This will also apply to items or group of items for which a separate period of completion has

been specified.

(i) Compensation for delay of work @ 0.25 % per day of delay

Provided always that the total amount of compensation for delay to be paid under this

Condition shall not exceed 10% of the gross consultancy Fee or of the corresponding

consultancy Fee of the item or group of items of work for which a separate period of

completion is originally given.

The amount of compensation may be adjusted or set-off against any sum payable to the

consultant under this or any other contract with KINFRA.

8. DETERMINATION AND RESCISSION OF AGREEMENT

8.1 KINFRA without any prejudice to their right against the Consultant in respect of any delay by

notice in writing, may absolutely determine the contract in any of the following conditions:-

i) If the Consultant, being a firm/company shall pass a resolution or the court shall make any

order that the firm/company shall be wound up or if a receiver or a manager on behalf of the

creditor shall be appointed or if circumstances shall arise which entitle the court to appoint a

receiver or a manager or which entitles the court to make up a winding order.

ii) If the Consultant commits breach of any of the terms of agreement.

8.2 When the Consultant has made himself liable for action under any of the clauses aforesaid,

KINFRA shall have power:



a) To engage another Consultant to carry out the balance work debiting the Consultant the

extra amount, if any, so spent for getting the balance work done. This amount would be in

addition to the recovery of liquidated damages.

8.3 In any case in which any of the powers conferred upon KINFRA under this clause, shall have

become exercisable and the same are not exercised, the non-exercise thereof shall not

constitute a waiver of any of the conditions hereof and such powers shall notwithstanding be

exercisable in the event of any future case of default by the Consultant and the liability of the

Consultant for compensation shall remain unaffected.

9. SUB-CONTRACTING & SUB-CONSULTANT

9.1 The Consultant shall not subcontract whole of the work. The Consultant shall not

subcontract any part of the work without notifying and obtaining prior approval from KINFRA.

9.2 The Consultant shall indicate the name of sub- consultants if any for any services with their

organization details, qualification and experience of the main personnel and shall obtain prior

approval of KINFRA before their engagement for the consultancy. Such Sub consultant

approved by KINFRA shall be associated from the preliminary drawing stage to the final design

work. However, the consultant shall be fully responsible for the correctness and accuracy of the

designs prepared by sub-consultants and shall indemnify KINFRA for damage or loss caused due

to any negligence of sub-consultant(s). The copy of the agreement between sub-consultant and

the consultant shall be submitted to KINFRA and in case the fees agreed between consultant

and sub consultant are not paid to the sub-consultant in time as per agreement between them,

KINFRA shall have a right to recover the disputed amount payable to the sub-consultant from

the consultant’s bills and shall keep the disputed amount in deposit till such time the dispute is

resolved.



10. PROOF CHECKING OF STRUCTURAL DESIGNS

The Consultant shall get the design proof checked through any IIT/NIT or any agency nominated

by KINFRA. The Consultant shall carry out any correction/ modifications as suggested by the

said agency. The suggestions of the proof checking agency shall be binding on the Consultant.

11. PROJECT MONITORING COMMITTEE

The progress of the assignment shall be reviewed by a Project Monitoring Committee

constituted by KINFRA. The Project Monitoring Committee shall be responsible for day to day

monitoring of the Project. The Project Monitoring Committee shall conduct monthly periodic

reviews for the performance of the Consultant and report the same to KINFRA. The Consultant

shall comply with the instructions of the committee and the same shall be bound on him.

KINFRA has the right to inspect the accounts and records and get the same audited by the

auditors appointed by KINFRA. The Consultant shall provide all assistance to KINFRA, the

Committee and any authorized representative of KINFRA in this regard.

12. CONSULTANTS SITE VISITS/SITE SUPERVISION DURING PLANNING,

EXECUTION/COMPLETION STAGE

The Consultant shall maintain a “Project Core Team” consisting of adequate key personnel

during the planning and construction phase.

During planning (pre-construction) the Consultant and his core team shall visit the site as per

requirements at his own cost.

During the construction phase the consultant shall maintain their site team consisting of project

manager, project engineers and site supervisors for the effective implementation of the

project.

During the construction phase the project core team has to render advice to their site team,

implementing agency and KINFRA as and when called upon.



During execution and post construction, the consultant and his team shall visit as and when

required depending upon the execution of works, at his own cost.

13. QUALITY ASSURANCE

The Consultant shall ensure quality in his work as well as the construction work of the

contractor(s). The documents and design/ drawings prepared by the Consultant shall

correspond to the best practices w.r.t the required consultancy services.

14. OWNERSHIP OF THE DESIGNS AND DRAWINGS

All copyright and other proprietary rights in the Works shall vest and stand assigned to KINFRA

and KINFRA shall consequently own, absolutely and exclusively on a worldwide basis, the whole

of property, rights, title and interest including all copyright in the Works, present or future,

vested or contingent, generally and without limitation, for the whole term of the copyright,

including the right to modify and/or make any alterations to the Works and all the above rights

shall not lapse even if such rights are not exercised by KINFRA during the terms of the copyright

and the Consultant shall be required/ obliged to execute any deeds/documents, as may be

required or considered necessary, by KINFRA to give effect to and secure the abovementioned

rights of KINFRA in the Works. For the purpose of this clause, the term “Works” shall include all

“works” covered by the copyright 1957 including the design, DPR or documents prepared by

the Consultant at the inception of, during the course of and until the completion of the Project

and also includes any work created directly or indirectly in the performance of the obligations

of the Consultant in connection with the Project.

The Consultant shall not use or allow anyone to use these drawings, designs, documents and

software without the prior written permission of KINFRA and any such act without the

permission of KINFRA shall constitute violation of Intellectual Property Rights.

All these drawings shall become the property of KINFRA and he shall have the right to use the

same anywhere else. In that event, KINFRA shall pay a royalty to the Consultant on mutually

acceptable basis. Such drawings and designs shall not be issued to any other person firm or



authority or used by the Consultant for any other project. No copies of any drawings or

documents shall be issued to anyone except KINFRA and/or his authorized representatives.

15. ADDITIONS AND ALTERATIONS

a. KINFRA shall have the right to request in writing for changes, additions, modifications or

deletions in the design and drawings or any part of the work and to request in writing

additional work in connection therewith and the consultant shall comply with such request.

b. In the event of changes, alterations are due to Consultant’s own commission and/or

discrepancies including changes required for meeting the requirements of bye laws & BIS codes

and specifications for design of buildings and their services and due changes required by

consultants of all internal, external utilities and services, the Consultant shall not be

compensated for such changes / alterations etc. The decision of KINFRA shall be final on

whether the deviations and additions are substantial as requiring any compensation to be paid

to the Consultant. However, for the minor modification or alteration which does not affect the

entire design/planning etc., no amount will be payable.

c. If it is found after call of tenders that the acceptable tender is not within the amount

sanctioned, the Consultant may be required, if so desired by KINFRA, to make suitable

alternative specifications for certain items of work to bring down the costs so that expenditure

do not exceed the Preliminary Estimate by more than 5%. The consultant shall not be paid

anything extra for such modification. If KINFRA is convinced that the trend of market rates is

such that work cannot be done within the amount of approved estimate, the Consultant shall

submit a revised estimate expeditiously for obtaining revised approval.

d. The consultant shall not make any deviations, alterations, additions, to or omissions from the

work shown/described and awarded to the contractor except through and with proper

approval of the KINFRA in writing.



16. ABANDONMENT OF WORK

That if the consultant abandons the work for any reason whatsoever or becomes incapacitated

from acting as Consultant as aforesaid, KINFRA shall forfeit any payment due to the

consultants/encash the Bank Guarantee against the advance paid to them.

KINFRA shall be at liberty to make full use of all or any of the drawings prepared by the

Consultant The Consultant shall also be liable to refund all the fees paid to him up to date plus

such damages as may be assessed by KINFRA ,subject to a maximum of 10% of the total fee

payable to the consultant under this agreement including the recovery of liquidated damages.

Provided, however, that in the event of the termination of the agreement under proper notice

as provided in the contract agreement, the Consultant shall be liable to refund any excess

payment made to him over and above which is due to him in accordance with the terms of this

agreement, for the services rendered by him till the date of termination of contract agreement.

17. GUARANTEE

a. Consultant shall guarantee that the Services as specified/described under the scope of work

in this Agreement, and technical documents to be developed by Consultant shall be in

accordance with sound and established engineering practices, using Indian Codes and

Regulations and wherever applicable, International Standards, for the purpose(s) specified, free

from defects and suitable for respective uses intended.

b. The Consultant shall be liable to KINFRA for the performance of services in accordance with

the provision of this Agreement and for loss suffered by KINFRA as a result of default of the

Consultant in such performance.

c. The consultant shall agree to redesign at his cost any portion of his engineering and design

work, which due to his failure to use a reasonable degree of skill shall be found defective within

two years from the date of start of regular use of the portion of the work affected. KINFRA shall



grant right of access to the consultant, of this portion of the work claimed to be defective for

inspection.

d. KINFRA may make good the loss by recovery from the dues of the consultant/invoking of

Bank Guarantee, in case of failure to comply with the above clause.

18. GENERAL

i. The Consultant shall be fully responsible for the technical soundness of the work including

those of specialists engaged if any, by him and also ensure that the work is carried out generally

in accordance with drawings, specifications and his conception. Any deviations, if noticed by the

consultant, should be brought to the notice of the Project-in-Charge immediately.

ii. KINFRA will have the work of Consultant and/or his sub-consultants supervised/inspected at

any time by any officer, check estimates and designs.

iii. The Consultant shall be responsible for designs of structures and all provisions/ services of

the work entrusted to him so as to satisfy the BIS & other Design standards/ requirements.

iv. The Consultant hereby agrees that the fee to be paid as provided herein, in the contract

agreement, will be in full discharge of functions to be performed by him and no claim

whatsoever shall be made against the KINFRA in respect of any proprietary rights or copy right

on the part of any other party relating to plans, models and drawings.

v. The consultants shall indemnify and keep indemnified, KINFRA against any such claims and

against all costs and expenses paid by the KINFRA in defending himself against such claims.

vi. The consultant hereby agrees that the KINFRA shall have the right to take out any of the

activities, which in the opinion of the KINFRA is not being performed by the consultant with due

diligence, and within the agreed time schedule, and which can be performed independently.

The fees or the expenses incurred shall be debited to the consultant.

vii. Maintenance of Record: The consultant is required to maintain all records related to the

project for a minimum period of 4 years after the issuance of Certificate of Virtual Completion.



19. AMENDMENTS/CLARIFICATIONS

Any clarifications, amendments issued before the last date of submission of the bids by the

Company/firms, letters of negotiations with successful bidder and the LOA, etc. shall form the

part of this agreement

In witness whereof the parties hereto have set their hands and seals the----------- day of ----------

------------------------ above written.

For and on behalf of the Consultant

For and on behalf of KINFRA

Signature of the authorized official

Signature of the authorized official

Name of the official

Name of the official

Stamp/Seal of the Consultant

Stamp/Seal

SIGNED, SEALED AND DELIVERED