request for proposal (rfp) document for · request for proposal 1 ... iii sample forms of...

RFP for PMC for proposed Multi-storied Office Complex Building at Karkardooma Institutional Area Shahdara (South) Zone Delhi

Request for proposal 1

EAST DELHI MUNICIPAL CORPORATION

REQUEST FOR PROPOSAL (RFP) DOCUMENT

FOR

PROJECT MANAGEMENT CONSULTANCY

FOR PROPOSED MULTI-STORIED OFFICE COMPLEX BUILDING

AT KARKARDOOMA INSTITUTIONAL AREA

SHAHDARA (SOUTH) ZONE DELHI

OFFICE OF EXECUTIVE ENGINEER (PROJECT)

SHAHDARA SOUTH ZONE



TABLE OF CONTENTS

Section Title

PART A

I INVITATION FOR BIDS (IFB)

II INSTRUCTIONS TO CONSULTANTS

III SAMPLE FORMS OF ACCEPTANCE, CONTRACT

PART B

IV GENERAL CONDITIONS OF CONTRACT, ADDITIONAL

CONDITIONS & SCOPE OF WORK

V TECHNICAL BID FORMAT

VI FINANCIAL BID FORMAT



Part A



SECTION I

EAST DELHI MUNICIPAL CORPORATIOON

ENGINEERING DEPARTMMENT

OFFICE OF EXECUTIVE ENGINEER (PROJ.) SHAHDARA (SOUTH)

Notice Inviting Tender (NIT)

No. EE(Pr.)Shah.(S)/2012-13/TC/D-30 Dated : 28.12.2012


FOR

PROPOSED MULTI-STORIED OFFICE COMPLEX BUILDING

AT

KARKARDOOMA INSTITUTIONAL AREA SHAHDARA (SOUTH) ZONE

DELHI

1. The EAST DELHI MUNICIPAL CORPORATION (EDMC) invites sealed Proposals

from the eligible Consultants for Project Management consultancy for proposed Multi-

Storied Office Complex Building at Karkardooma Institutional area, Shahdara (South)

Zone. Delhi.

2. Interested eligible Consultants may obtain the Request for Proposal document from the

office of:

“Executive Engineer (Project) Shah. (South)

East Delhi Municipal Corporation

E-1/12, Krishna Nagar,

Delhi-110051”

Phone: 011-22092309

against bid document fee of Rs. 1000/- to be deposited in the shape of pay

order/demand draft in favour of Commissioner, EDMC. The RFP document can be

obtained on any working day from 01.01.13 to 15.01.13.

3. RFP document can also be downloaded from Municipal website

www.mcdonline.gov.in. However bid fee of Rs. 1000/- have to be deposited in the

shape of pay order/demand draft in favour of Commissioner EDMC along with the

tender bid document at time of submission.

4. Two sets (one marked "Original", and other marked "Duplicate") of the sealed

Proposals must be received at the above mentioned office only and accompanied by a

Earnest Money Deposit (EMD) of Rs 1,00,000/- ( Rs. One lacs only) to be deposited in

the shape of pay order/demand draft in favour of Commissioner EDMC so as to reach

before 03.00 P.M on [21.01.13] by post or by dropping in the Office of SE (Project),

Shah. (South) A1-104, Ist Floor, Udyog Sadan, Plot No. 419, Patparganj Industrial

Area, Delhi-110092.

http://www.mcdonline.gov.in/



5. The Technical and Financial Proposals shall be submitted in two separate covers

(clearly marked “Technical bid” and “Financial bid”).

6. Cover-A (technical bid) will be opened on 21.01.13 in the presence of Consultant's

representatives who choose to attend at 4 p.m. in the Office of SE (Project), Shah.

(South) A1-104, Ist Floor, Udyog Sadan, Plot No. 419, Patparganj Industrial Area,

Delhi-110092. Bids not accompanied by EMD will be considered non- responsive.

7. Cover-B (financial bid) of only those Consultants who are found substantially suitable

in the technical bid on evaluation will be opened. Cover-B of those Consultants not

substantially responsive shall be returned to the Consultants unopened.

All the proposals will be assessed in accordance with good professional practice and will

involve both technical as well as financial evaluation. The weightages and associated

specific technical evaluation criteria are given as under:

Technical Bid

Experience in similar works (last seven years)

Annual turn over (last three years)

Key personnel proposed for the assignment – general qualifications,

appropriate experience and track record, experience in the region/state

20%

20%

20%

Financial Bid 40%

8. The successful Consultant will be chosen from the group of qualifying Consultants

(“eligible Consultants for financial bid”) achieving benchmark score after technical bid

evaluation as per the criteria set out by the evaluation committee as mentioned in

section 8 above. The final qualifying Consultant for the assignment will be the one

who scores highest cumulative marks from technical and financial evaluation.

All information contained in this package should be treated as confidential and you are

required to limit dissemination on a need-to-know basis.

Executive Engineer (Proj.) Shah. (South)

Engineering Department




SECTION II

INSTRUCTIONS TO CONSULTANTS

1. General

These instructions set out the requirements for the production of a proposal in a

form acceptable to the East Delhi Municipal Corporation (hereinafter referred to as

“EDMC”).

The consultants are invited to submit a technical and a financial proposal for

consulting services required for Project Management consultancy for proposed

Multi-Storied Office Complex Building at Karkardooma Institutional area,

Shahdara (South) Zone. Delhi. The EDMC will select a firm/ consortium from

among shortlisted firms in accordance with the method of selection indicated in

this Request for Proposal (RFP). The proposal will be the basis for contract

negotiations and ultimately signing the contract with selected firm/consortium.

2. Invitation to Submit a Proposal

This "Request for Proposal" comprises:

- Covering Letter

- Instructions to Consultants

- Standard Form of Contract

- Terms of Reference

- Forms of Proposal

3. Clarifications

A prospective Consultant requiring any clarification on the RFP document may

notify EDMC in writing or by facsimile within 7 days of close of date for obtaining

the RFP document. At its sole discretion, EDMC may forward to each Consultant,

a copy of EDMC response, including a description of the enquiry but without

identifying its source.

All correspondence / enquiries should be submitted to the following in writing by

fax/ registered post / courier:

SUPERINTENDING ENGINEER (Projects),

A1-104, Ist Floor, Udyog Sadan,

Plot No. 419, Patparganj Industrial Area,

Delhi-110092

4. Language and Currency

4.1 The Proposal and all related correspondence and documents shall be written in

the English language.



4.2 The currency for the purpose of the Proposal shall be the Indian Rupee (INR).

4.3 The rates must be quoted in figures and words both. In case of any discrepancy in

rates quoted under words and figures, the rates quoted in words will prevail.

5. Validity of Proposal

5.1 The Proposal shall indicate that it would remain valid for a period not less than

ninety days (90) days from the Proposal Due Date. EDMC reserves the right to

reject any proposal that does not meet this requirement.

5.2 Prior to expiry of the Proposal Validity Period, EDMC may request the

Consultants to extend the period of validity for a specified additional period.

5.3 The Successful Consultant shall, where required, extend the Proposal Validity

Period till the date of execution of the consulting contract.

6 Site Visit

6.1 Consultants may carry out site visit at any time at their cost prior to preparation of

proposal.

6.2 The Consultant would be granted permission by EDMC for visit to the site on

receipt of a formal written request, reasonably in advance of the proposed date of

visit.

7. Preparation of Technical Proposal

While preparing the technical proposal, the consultant must give particular

attention to the following:

a. If a firm considers that it does not have all the expertise for the assignment, it

may obtain a full range of expertise by associating with any other individual

consultants and/or firms

b. If named personnel are not employees of the lead firm, or if the lead firm

intends to sub-contract some or all of the services, it must also include with its

proposal a letter from each such individual or sub-contractor confirming that

they have agreed in principle to do the job should the lead firm organisation

win the contract

c. The proposal should be based on the number of professional staff-days

estimated by the firm

d. It is desirable that the majority of key professional staff proposed be permanent

employees of the lead firm



The technical proposal must provide the following information:

i. Structure and organization of the firm with complete details as per Annexure-

A.

ii. Details of all building works completed in the last seven years as Project

Management Consultants as per Annexure-B.

iii. Details of all projects underway or awarded as Project Management

Consultants as per Annexure-C.

iv. Details of Technical and Administrative / Management Personnel as per

Annexure-D

v. Any additional information requested in this document

The technical proposal shall not include any financial information.

8. Preparation of Financial Proposal

In preparing the financial proposal, consultants are expected to take into account

the requirements and conditions of the RFP. The financial proposal shall include

all costs associated with the assignment.

Costs must be expressed (and will be paid) only in Indian Rupees (INR).

9. Submission of Proposal

9.1 Consultants would provide all the information as per this RFP and in the specified

format. EDMC reserves the right to reject any Proposal that is not in the specified

format.

9.2 The Proposal should be submitted in two covers:

Part I – Technical Bid

Technical Bid as per the format described in Section V, along with relevant

supporting documents

Part II - Financial Bid

Financial Submission as per the financial submission format described in Section

VI

9.3 The Consultant shall prepare one original copy of the Proposal, clearly marked

"ORIGINAL". In addition, the Consultant shall make one (1) copy of the Proposal,

clearly marked "DUPLICATE". In the event of any discrepancy between the

original and the copy, the original shall prevail.

9.4 If the proposal consists of more than one volume, Consultant must clearly number

the volumes and provide an indexed table of contents.



9.5 The Proposal and its copy shall be typed or printed. All the alterations, omissions,

additions, or any other amendments made to the Proposal shall be initialed by the

person(s) signing the Proposal.

9.6 An authorized representative of the lead firm should initial all pages of the

proposal.

10 Sealing and Marking of Proposals

10.1 The Consultant shall seal the Part I and Part II of the Proposal in separate

envelopes, duly marking the envelopes as "PART I: TECHNICAL BID" and

"PART II: FINANCIAL BID".

10.2 The original and duplicate of the Proposal shall be provided in separate envelopes,

duly marking the outer envelopes as "ORIGINAL" and "DUPLICATE".

10.3 The original and duplicate of the Proposal should then be sealed in one common

envelope.

10.4 All the envelopes shall indicate the Name and Address of the Consultant.

10.5 All the envelopes shall clearly bear the following identification:

“Proposal for consulting services required for Project Management

consultancy for proposed Multi-Storied Office Complex Building at

Karkardooma Institutional area, Shahdara (South) Zone. Delhi”.

10.6 All the envelopes shall be addressed to:

SUPERINTENDING ENGINEER (Projects),

A1-104, Ist Floor, Udyog Sadan,

Plot No. 419, Patparganj Industrial Area,

Delhi-110092

10.7 If the envelopes are not sealed and marked as instructed above, the Proposal may

be deemed to be non-responsive and liable for rejection. EDMC assumes no

responsibility for the misplacement or premature opening of the Proposal submitted

if the same is not in accordance with the prescribed format.

11 Proposal Due Date

11.1 Proposals should be submitted before 03:00 PM on or before 21.01.13, at the

address provided in Clause 10.6, Section II in the manner and form as detailed in

this RFP. Proposals submitted by either facsimile transmission or telex or e-mail

will not be accepted.



11.2 EDMC, at its sole discretion, may extend the Proposal Due Date by issuing an

Addendum.

12 Late Proposals

Any Proposal received by EDMC after the Proposal Due Date will be returned

unopened to the Consultant.

13 Modification and Withdrawal of Proposals

13.1 The Consultant may modify or withdraw its Proposal after submission, provided

that written notice of the modification or withdrawal is received by EDMC before

the Proposal Due Date. No Proposal shall be modified or withdrawn by the

Consultant after the Proposal Due Date.

13.2 The Consultant's modification or withdrawal notice shall be prepared, sealed,

marked and delivered in accordance with the provisions of Clause 10 with

envelopes additionally marked "MODIFICATION" or "WITHDRAWAL" and also

"PART I: TECHNICAL BID" or "PART II: FINANCIAL BID" as appropriate.

14 Bid Security/EMD

14.1 Each Project Proposal submitted by the Consultant shall be accompanied by Bid

Security of Rs.1,00,000/- (Rupees one lacs only) to be deposited in the shape of

pay order/demand draft in favour of Commissioner EDMC.

14.2 The Bid Security shall be kept valid throughout the Proposal Validity Period and

would need to be extended, if so required by EDMC, for any extension in Proposal

Validity Period.

14.3 The Bid Security shall be in the form of a DD/Cheque in favour of Commissioner

EDMC payable at Delhi.

14.4 The Bid Security of the selected applicant will be refunded/adjusted in final bill on

completion of the project.

14.5 The Bid Security of every unsuccessful Consultant would be returned within a

period of three (3) weeks from the date of announcement of the Successful

Consultant.

14.6 The Bid Security shall be forfeited in the following cases:

1. If the Consultant modifies/ withdraws its Proposal except as provided in

Clause 13;

2. If the Consultant withdraws its Proposal during the interval between the

Proposal Due Date and expiration of the Proposal Validity Period;



3. If any information or document furnished by the Consultant turns out to be

misleading or untrue in any material respect

15 Evaluation of Proposal

Proposals will be assessed in accordance with good practices and will involve

evaluation of both technical and financial submissions.

The specific evaluation criteria is given in para 8 Section 1.

Financial submission of only those consultants who achieve the Benchmark Score

for their technical proposal would be opened and ranked on pro rata basis as

defined in “financial bid evaluation” of clause 16.2.

16 Evaluation Methodology (100 marks)

16.1 Technical Bid Evaluation (60 marks)

a. This score shall be based on an assessment of the Technical Submission of the

consultant. The total maximum points under this evaluation of Technical

Proposal are 60 marks.

b. The computation of the Technical Status of Consultant Assessment would be

based on the details provided in Technical Bid.

c. The bidder should have an average turnover of Rs. 50 lacs. During the last 3

financial years (2008-09, 2009-10 & 2010-11). The turnover should not

include transactions with its subsidiary.

d. The bidder should have completed or currently executing at least one project of

similar nature of project management consulting value of not less than 2.5

crores or two similar projects for project management consulting value of not

less than Rs. 1.5 crores each or three similar projects for project management

consulting value of not less than Rs. 1.00 crores each in the last seven years.

e. The evaluation on the Present Technical Proposal would be qualitative & to the

best judgment & discretion of EDMC evaluation committee. The marks so

assigned by EDMC or its Consultant(s) or Advisor(s) would be final and

binding on the Consultant.

f. The composite score under the Technical Proposal would be the arithmetic

sum of the marks assigned to the Consultants under each of the parameters

listed above in clause 16.1.



g. The Benchmark Score to be achieved for technical submissions will be

decided by the EDMC evaluation committee.

16.2 Financial Bid Evaluation - ( 40 marks)

a. Financial proposals shall be opened for only those consultants who would have

obtained benchmark (as per clause 16.1 of RFP) score in technical bid section.

b. EDMC shall notify in writing to the consultants that pass the minimum

technical score, and indicate the date and time for opening the financial

proposals. On opening the financial proposals, the EDMC will notify the

concerned consultants.

c. This score shall be based on an assessment of the Financial Submission of the

Consultant. The total maximum points under this evaluation of Financial

Submission are 40 marks.

d. The lowest financial quotation will be given a score of maximum 40 marks and

highest quotation will be given a score of 10 marks. The financial scores of the

other proposals will be computed on a pro-rata basis.

16.3 The scores assigned for each of the parameters would be rounded off to two

decimal places.

16.4 Proposals will be finally ranked according to their composite technical and

financial scores. The firm achieving the highest combined technical/financial score

will be invited for negotiation.

17 Negotiations

17.1 The objective of negotiations is to reach an agreement on all points and sign a

contract. The negotiations shall be held with the firm achieving the highest

combined technical/financial score.

17.2 Negotiations will include discussions on technical proposal, work plan, staffing

and on the financial bid.

17.3 In the event the negotiations fail with the firm achieving the highest composit

technical and financial score, EDMC will have liberty to negotiate with the second

ranked consultant.

18. Confidentiality

Information relating to the examination, clarification, evaluation and

recommendation for the short-listed Consultants would not be disclosed to any

person not officially concerned with the process. EDMC would treat all

information submitted as part of the Proposal in confidence and will ensure that all

who have access to such material treat it in confidence. EDMC would not divulge



any such information unless ordered to do so by any Government authority that has

the power under law to require its disclosure.

SECTION III

LETTER OF ACCEPTANCE

(Letterhead paper of Employer)

No. ___________ Date: ________________

To:

________________________

________________________

________________________

Dear Sirs,

1. This is to notify you that your bid dated for Carrying out

Project Management consultancy for proposed Multi-Storied Office Complex

Building at Karkardooma Institutional area, Shahdara (South) Zone. Delhi. for the

Contract Price of Rs __________ (Rupees amount in number and words), is hereby accepted by East Delhi Municipal Corporation.

We request that, within 15 days of the date ISSUE of this Letter of Acceptance, you

prepare the Advisory Services Agreement, in duplicate, on Government Stamp Paper and

meet with the undersigned at the address provided during normal office hours on any

working day to sign the said Agreement.

One copy of the signed Agreement will be provided to you for your files, while the

original copy will remain with us.

Yours faithfully,

Executive Engineer (Proj.), Shah. (South)



(STAMP TO BE INSERTED HERE)

AGREEMENT

PROJECT MANAGEMENT CONSULTANCY FOR PROPOSED MULTI-STORIED OFFICE

COMPLEX BUILDING AT KARKARDOOMA INSTITUTIONAL AREA, SHAHDARA (SOUTH)

ZONE. DELHI.

Contract Number:

This Agreement made this day of 20 between Executive

Engineer (Proj.) Shah. (South) on behalf of Commissioner EDMC (hereinafter called the

Employer) of the one part and ______________________________________________

(hereinafter called the Consultant) of the other part.

Whereas the Employer is desirous to hire Consulting services for Carrying out Project

Management consultancy for proposed Multi-Storied Office Complex Building at

Karkardooma Institutional area, Shahdara (South) Zone. Delhi. and has accepted a Bid by

the Consultant for the execution and completion of such works and the remedying of any

defects therein.

Now this Agreement witnesseth as follows:

1. The following documents shall be deemed to form and be read and construed as

part of this Agreement, viz.:

(a) The Letter of Acceptance;

(b) The Instruction to Consultants;

(c) The Technical Bid;

(e) General Conditions of the Contract & Schedule of Payment; and

(f) The Financial Bid

2. In consideration of the payments to be made by the Employer to the Consultant as

hereinafter mentioned, the Consultant hereby covenants with the Employer to carry



out the works and remedy any defects therein in conformity in all respects with the

provisions of the Contract.

3. The Employer hereby covenants to pay the Consultant in consideration of the

execution and completion of the works and the remedying of defects therein the

Contract Price or such other sum as may become payable under the provisions of

the Contract at the times and in the manner prescribed by the Contract.

In Witness whereof the parties hereto have caused this Agreement to be executed

on______ day of ___________month and year___________.

Signed, Sealed and Delivered in the presence of:

Binding Signature of Employer

Binding Signature of Consultant



PART B



SECTION IV

General Conditions of the Contract

1 LANGUAGE AND LAW

1.1 The language of the contract is English and the law governing the contract is that in force in

the State of Delhi, India.

2 DEFINITIONS

2.1 “EDMC” means the East Delhi Municipal Corporation

2.2 "the Consultants" means the firm or company with whom the Contract is placed.

2.3 "the Contract" means the contract between EDMC and the Consultants consisting of this

Contract and the documents listed therein.

2.4 "the Services" means those activities more particularly defined in Section IV (Terms of

Reference/Scope of Work) as referred to RfP document.

2.5 "the Contract Price" means the total Contract price to be paid by EDMC to the Consultants

for the performance of their obligations under this contract.

3 PREVIOUS COMMUNICATIONS

3.1 This Contract constitutes the entire agreement and supersedes all previous

communications between the parties.

4 NOTICE

4.1 Any notification under this Contract shall be served on the party concerned when

received by hand delivery, courier delivery, or registered letter at the addresses given

below:




Delhi-110051”

Phone: 011-22092309



5 DELEGATION

5.1 The Executive Engineer (Proj.) Shah. (South) of the Engineering Department of

EDMC or any other competent person appointed by the Employer and notified to the

Consultant, to act in replacement of the Executive Engineer (Proj.) Shah. (South), is

designated by the Employer to represent the Employer in all dealings with the Consultant

concerning the work, including administering the Contract, certifying payments due to the

Consultant, issuing and valuing variations to the Contract, awarding extensions of time,

and valuing the compensation Events.

5.2 The Consultant shall designate in writing to the Employer a representative, to be its

authorised representative in all dealings with the Employer concerning the work.

6 COMMUNICATIONS

6.1 Communications between parties, which are referred to in the conditions, are effective

only when in writing.

7 TIME PERIOD

7.1 The project is scheduled to be completed within a period of 36 months from the effective

date of construction contract. In case of delay not attributable to the consultant, the

completion period shall stand extended. However, the delay caused by consultant shall

qualify for penal action.

7.2 When there is an upward revision of time schedule of the project, the consultant shall seek

extension of time, well in advance from EDMC, bringing out reasons for the revision.

EDMC has the sole authority to accord extension of time, with or without compensation in

favour of EDMC or the consultant.

8 FEES

8.1 Payment shall be made in Indian Rupees.

9 ACKNOWLEDGEMENT

9.1 The Consultants shall confirm acceptance of the terms of this Contract by signing and

returning the duplicate copy enclosed herewith within a period of 15 days.

10 PERSONNEL

10.1 The Consultant shall employ the key personnel to carry out the assigned job as stated in

the Terms of Reference or such other personnel approved by the Employer. The Employer



will approve proposed replacement of key personnel only if their qualifications, abilities,

and relevant experience are equal or better than those of the personnel proposed to be

replaced.

10.2 If the Employer asks the Consultant to remove any of its or its Subcontractor's

personnel and states his reasons, the Consultant is to ensure that such personnel leaves the

Site and has no further connection with the work.

10.3 The Consultants are responsible for all acts and omissions of persons engaged by the

Consultants whether or not in the course of performing the services and for the health, safety

and security of such persons and their property and the Consultant shall indemnify EDMC in

respect of any claim (including legal costs incurred by EDMC in defending such claim)

made against EDMC.

11 SUBCONTRACTING

11.1 If the Consultant causes any part of the Work to be performed by a Subcontractor,

the provisions of this Contract shall apply to such Subcontractor or his employees as if he

or it were employees of the Consultant and the Consultant shall be liable for the work of

the Subcontractor. No subcontract shall be made without the prior written approval of the

EDMC.

12 INVOICING INSTRUCTIONS

12.1 Invoices for work undertaken by Consultants in respect of the Services must be presented in

duplicate.

12.2 Invoices should bear the Contract reference, be numbered sequentially and dated, and

marked "For the attention of the Executive Engineer (Proj.) Shah. (South)" named in Section

1 Clause 4 of the RFP.

12.3 All invoices should be signed by the Partner or Director in charge of the Consultants' team

or by the Project Leader.

12.4 Any invoice not presented in accordance with the above may be rejected and in any event

shall be liable to query and delay in payment.

13 CONTRACTOR'S RISKS

Except as in section 15 of this contract, consultant shall be solely responsible for all risks

of loss of or damage to physical property and of personal injury and death which arise

during and in consequence of its performance of the Contract.



14 EMPLOYER'S RISKS

The Employer shall be responsible for excepted risks which are (a) insofar as they directly

affect the execution of the work in the Employer's country, the risks of war, hostilities,

invasion, act of foreign enemies, rebellion, revolution, insurrection or military or usurped

power, civil war, riot, commotion or disorder (unless restricted to the Contractor's

employees), and contamination from any nuclear fuel or nuclear waste or radioactive toxic

explosive.

15 INDEMNITIES

15.1 Each party shall be liable for and indemnify the other Party against losses,

expenses and claims for loss or damage to physical property, personal injury, and death

caused by his own acts or omissions

15.2 Notwithstanding Clause 16.1 above, the Consultant shall be solely responsible for

and shall indemnify and hold harmless the Employer from and against all claims,

liabilities and costs of action in respect of injury to or death of any person in the

employment of the Consultant or any of its Subcontractors.

15.3 The Consultant shall indemnify and hold the Employer harmless against all third-

party claims of infringement of industrial design or intellectual property rights arising

from the use or provision of the works, including any Plant, Construction Documents or

Materials, or any part thereof.

16 TERMINATION AND DISPUTE RESOLUTION

16.1 Each of the parties shall be entitled to terminate this assignment after providing

written notice of 30 days to the other party. In the event of such termination, the

Consultant shall be entitled to receive payment from EDMC in respect of all Services

performed up to the date of such termination, including payment for deliverables which

have been performed in part at the time of such termination and EDMC will be at liberty

to deduct all costs incurred by EDMC as a result of such termination.

16.2 The Employer and the Consultants shall make every effort to resolve amicably by

direct informal negotiation any disagreement or dispute arising between them under or in

connection with the Contract.

16.3 If the parties fail to resolve such a dispute or difference by mutual consultation

within twenty-eight (28) days from the commencement of such consultation, either party

may require that the dispute be referred to adjudication /arbitration in accordance with the

laws of land.



17 CONFIDENTIALITY

The Consultant hereby undertakes to maintain secrecy and confidentiality of the

information / documents received by it and knowledge acquired by it from EDMC, in the

course of performance of the Services. This obligation shall not apply to information in the

public domain, already known/deemed to be known to the public or information acquired

from a third party or information required to be disclosed to a court or government agency

or pursuant to any statute. The Consultant shall wherever possible, inform EDMC before

submission of any information to a court or government agency pursuant to such statutory

obligation.

The Consultant and EDMC hereby agree and undertake to treat all correspondence

exchanged between the Consultant and EDMC with regard to the Services as confidential

and privileged, unless otherwise agreed to by the Parties.

18 Performance Guarantee Deposit (PGD)

The successful applicant shall deposit a bank guarantee issued from any

nationalized/scheduled bank to the tune of 5% of his quoted price (including earnest

money deposited) taking initial cost of the project as Rs. 87.00 crore in favour of

Commissioner, EDMC valid initially for a period of 3 years which can be extended

upto the completion of the project. In case of requirement of extension of bank

guarantee such extension will have to be submitted before one month of expiry of the

existing validity. This performance guarantee will have to be a submitted/deposited

within 14 days of issue of letter of award.

19 Terms of Payment

No advance payment of fee shall be made. Payment schedule will be as follows:-

Payment Stages and milestones Payment in percentage of total awarded

consultancy value

(1) Pre-construction stage 5%

-Checking of design, specifications,

analysis and justification. Bid evaluation

and selection of vendor

5%

(2) During Construction Stage

In proportion to accepted financial progress

70%

(3) Post Construction Stage 25%

On completion & commissioning of project

and certification of satisfactory defect

removal

15%

On submission of As-built drawings and

SMB and maintenance manual

10%



10% of the passed bill for consultancy fee will be deducted upto the extent of 5% of total

consultancy fee as security which will be released after completion of defect liability

period along with performance guarantee.

At pre construction stage the consultancy fee will be derived taking the estimated project

cost as Rs. 87.00 crore. During construction stage the contractual value of the execution

contract will be considered as project cost. During post construction stage the actual

completion contractual cost will be taken as reference for deriving consultancy fee.

However, the completion cost will not include any cost/compensation arising out of any

litigation or escalation as per clause 10-C and its sub clause i.e. 10-CA, 10-CC etc.

Excess or less already paid or to be paid in any stage will be adjusted in next stage in five

consecutive bill.



Additional Conditions

1. Contractor shall and will well and truly execute and perform the contract

under the terms applicable to the satisfaction of EDMC and shall promptly

make payment to each and every person or partly entitled thereto of all the

schemes for work or labour performed and materials furnished in the

performance of this Contract.

2. The award of contract by EDMC does not grant permission to commercially

advertise such award unless specific authority is granted by EDMC

3. If Contractor shall fail to fully and completely performed the contract within

the time limited for the performance thereof, Contractor shall and will pay

the EDMC as liquidated damages for such default, the amount as indicated

in the RFP as an assessment for delay. In completing the said contract,

after the expiration of time limited for its completion.

4. Non discrimination:- In performing in accordance with the terms of the RFP

the Contractor agrees not to discriminate against any qualified employee or

qualified application for employment because of sex, race, religion, colour

and national origin etc.

5. Licenses and Permits:- Proposers shall have any and all licenses and

permits required to perform the work specified and furnish proof of such

licensing authorization and permits in their proposals, if required.



SCOPE OF WORK

The Project Management Consultant shall provide services in a phased manner as under:

a) Pre-construction phase

b) Construction phase

c) Post construction phase

Pre-construction phase

During this phase the consultant shall provide services as under:

The consultant will be part of the bidding process facilitating the EDMC to decide

upon the best contractor for the project.

On receipt of architectural, structural, utility services and all other drawings the Consultant shall carry out proof checking to all drawings to ensure their soundness, completeness and correctness.

Phasing of finance requirement

Construction phase

The various responsibilities under the above job to be undertaken by PMC shall cover the following,

1. Scrutiny of the construction programme submitted by the contractors including offering comments on the same, and further recommendations to the employer for his approval.

2. Receive drawings from the design consultant and further distribution to the contractors for their usage.

3. Interaction /Coordination with the Architect/Design Consultant for timely receipt of drawings and other inputs, give clarifications on contractor’s queries pertaining to the interpretation of drawings, specifications and other contractual matters.

4. Day to day supervision of the contractor’s works to be in accordance with the drawings, specifications, scope etc as regards to quantity and quality and take suitable actions as deemed necessary for effecting the same including rejection of the various elements of work found wanting in the above and their consequent failure to meet the contractual requirements.



5. Day to day monitoring of materials procured for works by the contractors, check for their conformity to meet the contractual requirements including directing for testing the same at required intervals of time by the contractor and take actions as required in accordance with the contract regarding their acceptance on works.

6. Ensure contractor’s conformance to the set out construction procedures, safety norms and practices, Statutory obligations, and every other obligation to be met by him under the contract for it’s proper fulfillment.

7. Maintain regular correspondence with all the contractors in the project on all matters for achieving proper contract management practices and appraise the EDMC on all such matters.

8. Interpretation and evaluation of contractor’s claims towards extra items of works and other contractual matters including forwarding the recommendations to EDMC, issuing of variation orders on quantities of work with EDMC’s approval.

9. Evaluation of the causes for delays in the completion of works if any, assign the reason, source of responsibility for the same including the quantum of such delays and forwarding the recommendation to EDMC for it’s implementation.

10. Scrutinizing and checking the detailed measurements, monthly bills of the contractors, certifying and giving recommendations to EDMC for payments as stipulated in the contract including quantitative and qualitative analysis.

11. Evaluate the progress of the contractor’s works with respect to the milestones set in the contract and give recommendations to EDMC on penalty as applicable to be levied.

12. Coordinate the activities of the various agencies in the project to ensure proper availability of scope and fronts to them in accordance with the approved construction schedule.

13. Coordinate with the architect/design consultant for according approvals for materials, technical competency of workmen and others in time and in accordance with the construction schedule/contract.

14. Convene weekly progress review meetings with the contractors and EDMC, review the progress, decide on action plans as required including circulating the minutes to all the participants.



15. Submit detailed monthly progress reports of the works of various agencies to EDMC including remarks on the same.

16. Assisting EDMC in respect of all matters concerning resolution of disputes between EDMC and the contractor either through dispute resolution board or arbitration, including participating in such proceedings as and when called upon to do so.

17. Ensure and check the “As built ” drawings submitted by the contractors for their correctness and accuracy.

18. Conveying approvals for sub letting of any part of the works with prior approval from EDMC.

19. Assist EDMC in providing clarifications/explanations to observations made, from time to time by the auditors.

20. Ordering conductance of necessary tests on works during execution or on completion including uncovering of the same as required and give further instructions as per the terms of the contract.

21. Direct the contractors to carryout all such works or to do all such things as may be necessary in his opinion to avoid or reduce the risk in case of any emergency affecting the safety of life or of the works or of adjoining property and to advise EDMC thereof as soon thereafter as is reasonably practicable.

22. Maintenance of project diary containing all the details/events pertaining to the administration of the contract, requests forms and orders given to the contractors and any other information which may at a later date be of assistance in resolving queries/disputes which may arise then.

23. Submission of cash flow statement to EDMC based on the agreed construction schedule and progress of works.

24. Complete construction management services including day-to-day supervision, management of overall and intermediate schedules, weekly, monthly meetings, physical inspection, day-to-day approvals and certification of invoices.



Post-construction phase

1. Issuing virtual completion certificates for the various buildings components and recommending for release of the contractor’s money held as per the contractual provisions to EDMC.

2. Rendering assistance to EDMC during the defects liability period as and when required, directing the contractors to undertake remedial measures as required on defective portions of work found and recommend for issue of defects liability certificate upon satisfactory performance by the contractor.

3. Organising as built drawings for the purpose of the records

4. Preparation of all operation and maintenance manual.

5. Preparation of final report which shall contain all technical and financial information of the project.

6. Assisting EDMC for settling the Audit observation and Arbitration cases.

7. Submitting all guarantees for performance from vendors /contractors to EDMC.



SECTION –V

Technical Submission Format

The technical bid shall consist of the following documents:-

1. Structure and organization of the firm with complete details as per Annexure-A.

2. Details of all building works completed in the last seven years as Project

Management Consultants as per Annexure-B.

3. Details of Technical and Administrative / Management Personnel as per

Annexure-C

4. CVs of Technical and Administrative / Management Personnel (listed in

Annexure C) as per Annexure-D

5. Covering letter from tenderer detailing various considerations in the tender

without disclosing financial bid.

6. Registration of the Firm

7. Duly executed copy power of attorney in original along with its two certified copy

in the name of tenderer authorized representative to act on behalf of tenderer in

case of firm or partnership etc.

8. Document in support of payment of bid security.

9. Reference to or copy of detailed text/ literature if any which might have been

followed by the tenderer while making his proposal.



SECTION –VI

Financial Submission Format

The Financial bid shall consist of the following documents:

1. Letter of Acknowledgement for receiving the tender document

2. Price schedule for the Project Management Consultancy.

3. Price break-up for the Project Management Consultancy



TENDER FORM PRICE SCHEDULE AND PRICE BREAKUP

Date :

Contract No. :

TO:




Delhi-110051”

Phone: 011-22092309

Sir,

Having examined the Request for Proposal, the receipt of which is hereby duly

acknowledged, I/we the undersigned, offer to carry out Project Management consultancy for

proposed Multi-Storied Office Complex Building at Karkardooma Institutional area,

Shahdara (South) Zone. Delhi as per the financial bid attached.

I/We undertake, if our Tender is accepted, to commence the operation within ____ days

calculated from the date of receipt of your Letter of Intent/Notification of Award of Contract.

I/We agree to abide by this proposal for a period of 90 day from the date fixed for Tender

opening under (Clause 12 of the Instructions to Consultants) and it shall remain binding upon

us and may be accepted at any time before the expiration of the period.

Until a formal contract is prepared and executed, this proposal, together with your written

acceptance thereof and your notification of award, shall constitute a binding contract between

us.

Dated this ………………………………. day of ……………………………. 200………

SEAL OF COMPANY .……………………………

Signature

.……………………………

(in the Capacity of)

Duly Authorized to Sign bid for and on behalf of



PRICE SCHEDULE


FOR

PROPOSED MULTI-STORIED OFFICE COMPLEX BUILDING

AT

KARKARDOOMA INSTITUTIONAL AREA SHAHDARA (SOUTH) ZONE

DELHI

a. Preliminary estimated Cost = Rs. 87.00 crore

b. Offered bid for Project Management Consultancy inclusive of all taxes, levies etc. in %

of Cost = .............. % (in figure)/ ........................... (in words)

c. Total consultancy fee inclusive of all taxes, levies etc. = ....... % × 87.00 crore =

................................. (in figure)/ ......................... (in words).

Signature .……………………………

Designation.…………………………

Date………………………………….



PRICE BREAKUP

Sr.

No

Description Man

hours

Amount

payable

(In Rs.)

1

Professional Staff

2. Supporting Staff

3. Collection of samples and

analysis

Lump sum

3. Report preparation and

Documentation

Lump sum

4. Conveyance and other

miscellaneous expenses

Lump sum

Signature .……………………………

Designation.…………………………

Date………………………………….



STAFF INPUTS AND FEE RATES

Name Description No. of

Days

Per Diem Cost in Rs.

Total



Annexure “A”

GENERAL INFORMATION

1. Name of the firm: …………………………………………………………

(Attach an attested photocopy of Certificate of Registration.) 2. Legal Status of the Firm: Individual/Association/Joint Venture/ 3. Registered Address, telephone, Tele-fax.

………………………………………………………………

………………………………………………………………

………………………………………………………………. 4. Contact Person, Designation and Address including email ID

…………………………………………………………………

………………………………………………………………….

………………………………………………………………….

5. Length of experience in the field of conducting concurrent evaluation

of schemes/projects

6. Names and Addresses of Associated Companies to be involved in the Project and whether Parent/Subsidiary/others. (The relationship to be indicated)

7. In case the company is subsidiary, the involvement, if any, of the Parent Company in

the project:

8. State whether the in-house expertise is available for all services/sub-systems. If not,

details of sub-consultants to be involved in the project.

9. Was the applicant ever required to suspend a project for a period of more than six months continuously after commencement?

10. Has the applicant or any constituent partner in case of partnership firm, ever been debarred/black listed for competing in any organization at any time? If so, give details

11. Has the applicant or any constituent partner in case of partnership firm, ever been

convicted?

Signature of the Bidder/Authorized representative



Annexure “B”

NUMBER AND DETAILS OF PROJECTS OF ALL BUILDING WORKS FOR WHICH COMPREHENSIVE CONSULTANCY WAS PROVIDED IN

THE LAST SEVEN YEARS

A) General Projects:

Sl. Name Name Details of the Nature of Year of Litigation/

No. and and Project consultancy Start & Arbitration, if any

location Address work with Completion with details

of the of the Specific of the

Project Client Area Project

highlighted

Built Cost*

up

area

*Value of the work for which services were provided by the consultant only need

to be provided.

The applicants are required to provide Proof of award of work & completion

certificate.

B) Institutions under Government

Sl. Name Name Details of the Nature of Year of Litigation/

No. and and Project consultancy Start & Arbitration, if any

location Address work with Completion with details

of the of the Specific of the

Project Client Area Project

highlighted

Built Cost*

up

area

Value of the work for which services were provided by the consultant only need to be provided.

The applicants are required to provide Proof of award of work & completion certificate.



Annexure “C”

S. No

Name of the Staff

Designation

Presently employed, if any

Years with the firm

describe degree of responsibility also

Qualifications

Membership in professional bodies Experience and Training

Relevant in the context of assignment

Employment record



Annexure “D”

CVs OF KEY STAFF

1. Name of the Staff :

2. Designation :

3.

Name and address of the firm

Presently employed, if any : :

4. Years with the firm :

5.

Position in the Proposed project

(describe degree of responsibility also) :

6. Qualifications (Technical and General) :

7. Membership in professional bodies :

8.

Experience and Training

(Relevant in the context of assignment) :

9. Employment record :

Name of the Firm Position Held Year of Employment