Selection of Architectural Firms for Architectural ... · and Preparation of Detailed Project reports for Srinivasa Ramanujan Institute for Basic Sciences. Having been prequalified

GOVERNMENT OF KERALA, DEPARTMENT OF SCIENCE & TECHNOLOGY

Kerala State Council for Science, Technology & Environment

(Sasthra Bhavan, Pattom, Thiruvananthapuram – 695004)

NOTICE INVITING REQUEST FOR PROPOSALS

Selection of Architectural Firms for Architectural Consultancy with

Specified Project Management Activities and Preparation of

Detailed Project Report for Srinivasa Ramanujan Institute of Basic Sciences

at Pampady, Kottayam District

Last date of receipt of Request for Proposals : 3.00 pm on 10-10-2014

Issued to :

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TABLE OF CONTENTS

Chapter Description Page No.

Notice Inviting Request for Proposal 3

I Information and Instruction to Architects/Consultants 4 – 10

II Conditions of Assignment 11

III Scope of Services 12-23

Schedule - I

List of Services to be rendered under Design Consultancy and Project Management

24-27

IV Data Sheet 28-30

V Application for RFP

Schedule B – Financial Statement

Schedule C – Additional Information

Schedule D – Detailed description of the design concept

Schedule E – Contour plan of Site

31

32

33

34

35

VI Financial proposal (To be submitted in separate cover)

Financial proposal form Schedule for fee for consultancy services

36

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Government of Kerala, Department of Science & Technology

Kerala State Council for Science, Technology and Environment, Sasthra Bhavan

Srinivasa Ramanujan Institute of Basic Sciences, Pampady (SRIBS)

REQUEST FOR PROPOSAL

No. 05/SRIBS-DPR/2014/KSCSTE Date : 9-9-2014

Sub : Selection of Architectural Firms for Architectural Consultancy with specified Project Management Activities and Preparation of Detailed Project reports for Srinivasa Ramanujan Institute for Basic Sciences.

Having been prequalified by the Building Committee of the, SRIBS based on your Expression of Interest submitted, the following four Architectural firms are hereby invited for submitting the Request for Proposals for the subject work.

1. M/s.R.K.Ramesh Architects Corporation Office Road Calicut-673032

2. M/s.Pithavadian and Partners

Architects, Engineers and Planners 14, College Road, Chennai – 600006

3. M/s.Vasthusilpalaya Consultancy Pvt. Ltd.,

T.C.4/1994-2, Kowdiar.P.O., Thiruvananthapuram – 695 003

4. M/s.Wadia Techno Engineering Services Ltd.,

Flat No.4-B, 81, Valluvarkottam High Road Nungambakkam, Chennai – 600 034

RFP documents can be downloaded from websites www.sribs.kerala.gov.in and www.kscste.kerala.gov.in from 10-9-2014 on words. Last date for submission of RFP : 10-10-2014 upto 3.00 PM Opening of RFP : 10-10-2014 at 3.30 PM at Sastra Bhavan, Pattom P O Thiruvananthapuram, Kerala (Technical proposal only) The financial proposal will be opened on a predetermined date and time after due intimation to all bidders.

Cost of RFP documents (non refundable) shall be `. 1,560/- cost (`. 1500/-+VAT4%) to be paid in the form of

demand draft payable at State Bank of Travancore, Pampady, Kottayam drawn in favour of Finance Officer SRIBS to be submitted at the time of submission of R F P. Applications without this demand draft shall not be considered. For details/information, kindly visit our website. You are requested to submit the RFP in the prescribed format along with all documents/credentials within the stipulated date and time. M. Rajan Panicker Special Officer, SRIBS Sastra Bhavan, Pattom P O Thiruvananthapuram – 695 006 Kerala

Signature of the Bidder with name Office seal and Date

http://www.sribs.kerala.gov.in/

http://www.kscste.kerala.gov.in/

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CHAPTER – I

INFORMATION AND INSTRUCTIONS TO ARCHITECTS / CONSULTANTS

1. Introduction

1.1 Request for proposal is for the Stage. II of selection process of consultants.

1.2 SRIBS is in possession of land of nearly 10 acres at Pampady in Kottayam district. This land is

proposed to be developed into the campus of Sreenivasa Ramanujan Institute for Basic Sciences

by constructing multistoried buildings to accommodate Administrative Block, Library,

Auditorium, Seminar rooms, Cafeteria, Labs (6 Nos.), Hostel, Dormitory, Employee quarters,

Guest house etc. to begin with. The approximate area for the above facilities is estimated to be

1,55,000 sq.ft. Besides civil works, the scope of consultancy extends to areas of Electrification,

Air conditioning, Solar energy, Rainwater Harvesting, Landscaping and gardening, Interiors,

Campus roads, Lighting, water purification plant, Sewage treatment plant and Signages. The

desire of the SRIBS is to have the building constructed with maximum possible Green standards

to save power and water.

1.2 The SRIBS proposes to get the services, of Architects/Architectural Firms/Consortiums for

taking up the total consultancy for the project implementation.

1.4 For this purpose the Client namely the SRIBS have already called for Expression of Interest and

prequalified suitable agencies. Now an Architect/Firm or Consortium from among the pre

qualified agencies will be selected in accordance with QCBS method of selection as indicated in

the Data Sheet.

1.5 The Consultants are invited to submit the RFP document duly filled up and signed by the

authorized signatory of the firm on all pages of the bid document and submitted along with

relevant document, as specified in the Data Sheet (the Proposal) for consulting services required

for the Assignment named in the Data Sheet. The Proposal will be the basis for contract

negotiations and ultimately signing of a contract with the selected Architect/Firm/Consortium.

1.6 The Assignment shall be carried out and completed as indicated in the Data Sheet.

1.7 The Consultants may further familiarize with local conditions and take them into account in

preparing their Proposal.

1.8 The Client will only sign the applications and remit the fees for obtaining licenses and permits

needed to carry out the services, from Government Departments and Local Self Government

Bodies. The follow up and obtaining of all such licenses and permits will be the responsibility of

the Architect/Firm/Consortium.

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1.9 Please note that the costs of preparing the proposals and of negotiating the contract, including

visit to the project site, are not reimbursable as a direct cost of the Assignment.

1.10 Government policy requires that Consultants provide professional, objective, and impartial

advice and at all times hold the Client's interest paramount, without any consideration for future

work, and strictly avoid conflicts with other assignments or their own corporate interests.

Consultants shall not be hired for any assignment that would be in conflict with their prior or

current obligations to other clients, or that may place them in a position of not being able to

carry out the assignment in the best interest of the Client.

1.11 It is the policy of the Government & the SRIBS that consultants under contract observe the

highest standard of ethics during the selection process and execution of such contracts. In

pursuance of this policy the Government & SRIBS desire that the agency may refrain from any

corrupt or fraudulent practices.

(a) Defines for the purposes of this provision, the terms set forth below as follows:

(i) "Corrupt Practice" means the offering, giving, receiving or soliciting of anything of value to

influence the action of a public official in the selection process in contract execution: and

(ii) "Fraudulent Practice" means a misrepresentation of facts in order to influence a selection

process of the execution of a contract, and includes collusive practices among consultant

(prior to or after submission of proposals) designed to establish prices at artificial, non-

competitive levels and to deprive other competing firms of the benefits of free and

open competition.

2. Document Comprising the Bid document (Request for Proposal)

2.1 Consultants may request a clarification on any of the bid documents up to the number of days

indicated in the Data Sheet before the Proposal submission date. Any request for clarification

must be sent in writing by paper-mail (through Courier) or electronic mail to The Special

Officer, SRIBS at the address indicated in the Data Sheet. The Special Officer will respond by

paper-mail (through Courier) or electronic mail to such requests and will send copies of the

response to all invited consultants who intend to submit proposals.

2.2 At any time before the submission of Proposals, The Special Officer, SRIBS may, for any

reason, whether at its/his own initiative or in response to a clarification request by an invited

firm, modify the bid documents, (RFP) by amendment. The amendment will be sent in writing

by paper-mail (through Courier), facsimile, or electronic mail to all invited consultants and will

be binding on them. The Special Officer, SRIBS may, at his discretion, extend the deadline for

the submission of Proposals.

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3. Preparation of Proposal

3.1 Consultants are requested to submit the Proposal written in English.

Technical Proposal (Cover. 1)

3.2 In preparing the Technical proposal Architects/Firms/Consortium are expected to examine the

documents comprising this bid document (Request for Proposal) in detail. Material deficiencies

in providing the information requested may result in rejection of Proposal.

3.3 While preparing the Technical proposal, consultants must give particular attention to

the following:

(i) If the Architect or firm considers that he/it does not have all the expertise for the

Assignment, he/it may obtain a full range of expertise by associating with more individual

consultants and/or other firms or entities in an expanded joint venture or sub consultancy

as appropriate. Consultants may not associate with the other consultants invited for

this Assignment.

(ii) Names of the key professional staffs as per the requirement given in the data sheet may

please be given along with C Vs in the format given below.

Format of Curriculum Vitae (CV) for proposed Professional Staff

(Key professionals only)

Name of Staff :

Proposed Position :

Years with the firm (if a permanent employee) :

Association with the firm :

(a) In what capacity ? :

(b) Since when ? :

(c) Whether association is for this project alone ? :

Date of Birth :

Nationality :

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Key Educational Qualifications :

Degree/ Diploma, Subject of Specialization, University/ Institution/ State or Country/Year of

obtaining the Degree or Diploma

Papers presented/ research carried out/ books published/ awards received / honours conferred,

if any

Key Experiences gained :

[Give an outline of staff member’s experience and training most pertinent to tasks on assignment.

Describe degree of responsibility held by staff member on relevant previous assignments and give dates

and locations. Use about half a page.]

3.4 Evaluation of Technical Proposal

40% of the marks obtained in the prequalification bid shall be reckoned with in computing the

technical scores. 10% of marks will be for experience and competency of key personnel’s. The

balance 50% will be given evaluating the presentation of the design concept and methodology

adopted for the project making the maximum Technical Score as 100.

Incentive for preparation of good concept drawings.

As an incentive for preparation of excellent Architectural concepts and design an amount of

`. 25,000/- (Rupees Twenty five thousand only) will be paid to those Architects/Consultants who

have put in substantial effort and produced standard design concepts. The decision of the

committee is final in this matter.

Financial Proposal (Cover. 2)

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

and conditions of the RFP document. The financial proposal should follow Standard Forms

(Schedule).

3.6 The financial proposal should clearly identify a percentage on the approximate cost of the work

specified as the total fees. The evaluation will be made taking into consideration the anticipated

cost of the project as `. 25.00 crores.

3.7 The Data Sheet shows for how many days after the submission date the proposals must remain

valid. During this period, the Consultants are expected to keep available the professional staff

proposed for the assignment. The Special Officer, SRIBS will make its/his best effort to complete

negotiations within this period. If the Proposal validity period is extended, the consultants have

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the right not to maintain their Proposals.

4. Submission, Receipt and opening of Proposals

4.1 The original Proposal (Technical proposal and financial proposal) shall be prepared in indelible

ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by

the firm itself. Any such corrections must be initialed by the person or persons who sign(s)

the Proposals.

4.2 An authorized representative of the firm initials all pages of the Proposal including the drawings.

The representative's authorization is confirmed by a written power of attorney accompanying

the Proposal.

4.3 Soft copy of the proposal and drawings should be given in a C D.

4.4 The technical proposal shall be placed in a sealed envelope clearly marked "Technical Proposal"

and the financial proposal in another sealed envelope clearly marked "Financial Proposal" and

warning. "Do not open with Technical Proposal". Both envelopes shall be placed into an outer

sealed envelope bearing the submission address and other information indicated in the Data

Sheet and clearly marked "DO NOT OPEN, EXCEPT IN THE PRESENCE OF THE

SPECIAL OFFICER, SRIBS, PATTOM, THIRUVANANTHAPURAM - 4".

4.5 The completed Technical and Financial proposal must be delivered at the submission address on

or before the time and date stated in the Data Sheet. Any proposal received after the closing time

for submission of proposals shall be returned unopened.

4.6 The Technical proposal shall be opened immediately by SRIBS, after the closing time for

submission of proposals. The Financial proposal shall remain sealed until they are opened publicly

by SRIBS official(s).

5. Proposal Evaluation

General

5.1 Consultants shall not contact SRIBS or its officers for any matter relating to their Proposal from

the time of the opening of the R F P to the time the contract is awarded. If a firm wishes to bring

additional information to the notice of the client, it should do so in writing to the Special Officer,

SRIBS at the address indicated in the Data Sheet. Any effort by the firm to influence in proposal

evaluation, proposal comparison or contract award decisions may result in the rejection of the

consultant's proposal.

5.2 The principle of Evaluation will be QCBS (Quality and Cost Based Selection) based on

evaluation of criteria indicated in the data sheet and weightage will be given as Technical 70%

and Financial 30%.

Evaluation of Technical Proposals

5.4. The short listed agencies will be asked for making a presentation of the proposed concept design

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along with the green standard techniques adopted. The special features of the building design can

be highlighted in the presentation. The agencies can also include important projects of similar

nature, executed by them in the presentation. The presentation will have to be made before the

Building Committee. The SRIBS/Building Committee will evaluate the proposals on the basis of

the quality of the Architectural concept design and give Technical score. 40% of the marks

obtained in the prequalification process will be considered along with 10% marks for Experience

and competency of key personnel and 50% marks for quality of concept presented. The quality of

the concept proposed for the building as presented and the green standards adopted in the design

will be given due weightage by the Selection Committee and marks given. The total of the three

segments as above will be the Technical score (St.) of the Agency.

Minimum Technical Score for consideration in the Financial bid opening stage is 75. Only the

Financial bids of agencies who obtain Technical Score (St.) of more than 75 will be opened

and evaluated.

Opening and Evaluation of Financial Proposals

5.5 After the evaluation of the Technical proposal and Presentation, the SRIBS shall notify those

consultants whose proposals did not meet the minimum qualifying mark or were considered non-

responsive to the Request for Proposal and Terms of Reference, indicating their failure to make

the grade. The SRIBS shall simultaneously notify the qualified Architects/Firms/Consortiums

who achieved Technical Score of more the 75 to witness the Financial bid opening, indicating time

and place of opening.

5.6 The Financial Proposal shall be opened publicly in the presence of the Architects/Firms/

Consortiums or their representatives who chose to attend. The name of the consultant and the

proposed prices shall be read aloud and recorded when the Financial Proposals are opened. The

Client shall prepare minutes of the public meeting.

5.7 The Consultancy cost shall be determined by taking the project cost as `. 25.00 crores. The

percentage of fees quoted shall be applied on the cost of `. 25.00 crores and the financial proposal

arrived. Of this the lowest cost will be given a financial score of 100 and other proposals given

Financial scores that are inversely proportional to their prices.

The formula for this will be as follows.

Sf = 100 x Fm F Where Sf is the financial score, Fm is the lowest price and F is the price of the proposal

under consideration.

Final Evaluation

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5.8 The final evaluation will be done by giving weightage for Technical and Financial proposals as

70 and 30. The technical score and financial score will be given weightage as above and added

together to get the final score of the agency. The agencies will be ranked with the agency getting

the maximum marks as first.

6. Negotiations

6.1 Negotiations will be held at the address indicated in the Data Sheets. The aim is to reach an

agreement on all points and sign a contact.

6.2 Negotiations will include a discussion of the Technical proposal, the proposed methodology

(work plan), Programme of implementation, staffing etc. The client and the firm will then work

out agreed final terms of reference, staffing and bar charts indicating activities, staff and periods

etc. The agreed work plan and final terms of reference will then be incorporated in the

"Description of Services" and form part of the Contract.

6.3 The financial negotiations will include a clarification (if any) of the firm's tax liability in our State/

Country (if any), and the manner in which it will be reflected in the contract. However the Income

Tax will be an inbuilt component of the fee to be quoted. All the negotiations will be within the

financial proposal submitted. However the SRIBS can ask for a reduction of fees if it is felt high.

6.4 The firm has to retain the same staff named in the R F P.

6.5 The negotiations will conclude with a review of the draft form of the contract. To complete

negotiations, the SRIBS and the firm will initial the agreed contract. If negotiations fail, the

SRIBS will invite the Architect/Firm/Consortium who has been ranked next in the final

ranking. This process will continue till a contract is agreed upon or all the bidders who have been

finally ranked are negotiated.

7. Award of Contract

7.1 The contract will be awarded following negotiations with the successful Architect/Firm/

Consortium. After negotiations are successfully completed, the contract will be signed in the

standard form of contract in Kerala Stamp paper of required value.

7.2 The Architect/Firm/Consortium is expected to commence the Assignment on the date and at the

location specified in the Data Sheet. .

8. Confidentiality

8.1 Information relating to evaluation of proposals and recommendations concerning award: shall not

be disclosed to the consultants who submitted the proposals or to other persons not officially

concerned with the process, until the award of contract is notified to the successful agency.

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CHAPTER – II

CONDITIONS OF ASSIGNMENT

1. No cost incurred by the BIDDER in visiting this office for seeking clarification or discussion,

conferences or site visits will be reimbursed by the SRIBS.

2. Incomplete offers are liable to be rejected

3. The language for submission of bid should be English

4. In the event of BIDDER wishing to withdraw from pre qualification, the BIDDER must return the

document with an explanatory letter to the SRIBS.

5. The attached schedule should be filled in completely and all questions should be answered. If any

particular query is not relevant, should be answered “Not Applicable”

6. Financial data, project cost, value of works etc. should be given in equivalent Indian rupees only.

7. If the application is made by a firm in partnership, it shall be signed by all the partners of the firm

above the full name and current addresses, or by a partner holding the power of attorney of the firm

by signing the application in which case a certified copy of the power of attorney shall accompany

the application. A certified copy of the partnership deed, current address of the firm and the full

names, should also accompany the application.

8. If a limited company or a limited corporation makes the application, it should be signed by duly

authorized person holding the power of attorney and the power of attorney shall accompany the

application of such limited company or corporation.

9. The applicant is expected to have visited the project site before submitting this bid.

10. The SRIBS reserves the right to reject any or all the bids without assigning any reason whatsoever

and the decision shall be final and binding.

11. The bidders may ensure whether the bids

1. Have been properly prepared and signed

2. Contain all the details called for and are in proper format

3. Are accompanied by required authorization and

4. Are otherwise generally in order.

12. For any other clarifications, intending agencies may contact the office of the Special Officer, SRIBS,

Sastra Bhavan, Pattom, Thiruvananthapuram – 695004, Kerala, Phone : 0471–2548401 before the

last date of submission.

13. Incomplete applications and applications not filled properly with requisite details are liable for

rejection and SRIBS will not entertain any further communication in such cases.

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CHAPTER - III

SCOPE OF SERVICES

The Srinivasa Ramanujan Institute of Basic Sciences (SRIBS) has decided to establish Campus Buildings

at Pampady, Kottayam district. The requirement is to construct these buildings with high technical

standards and maximum Green standards. It is proposed to develop the building for accommodating

Administrative block, Laboratories, Conference hall, Library, Auditorium, Hostel block, Quarters for

staff etc. at the first instance and other such facilities. The proposal is to entrust the complete design,

project management and supervision of construction of the building and services to a Architect/

Firm/Consortium selected for this purpose. The scope of this total consultancy assignment covers the

following areas.

1. The Architect/Firm/Consortium shall execute an agreement with SRIBS within Fourteen (14)

days from the date of intimation of appointment.

2. Immediately after signing the agreement, the Architect/Firm/Consortium shall get in touch with

SRIBS, for obtaining the site plan and details of requirements of accommodation and facilities to

be provided in the project and shall prepare preliminary conceptual drawing or models etc., for

the said project giving due consideration to all statutory rules and regulations for such buildings.

3. The preliminary conceptual plans, elevations etc. prepared by the Architect/Firm/Consortium

shall be shown to the employer for their approval and the Architect/Firm/Consortium shall

modify the same if desired by SRIBS without any additional cost till the concept drawings are

accepted by SRIBS.

4. After obtaining the written approval of SRIBS three copies of the approved preliminary design

and drawings (also referred to as revised or design development) including plans, elevation,

perspective drawings etc. shall be furnished to SRIBS along with brief specifications and

preliminary project estimate on square meter basis supported with details of rates and quantities

to the satisfaction of SRIBS. It is also essential to give a note of Green standards

achieved/obtained in the design. The project estimate should contain provision for all services

and allied items that are required for the completion of the whole project.

5. After the written approval of the sketch designs and preliminary estimate has been

communicated to the Architect/Firm/Consortium by SRIBS, the architect shall prepare detailed

working drawings including necessary 1:100, 1:50, 1:20 and 1:10 and full size Architectural and

structural details and schedules of specifications. The Architects/Firm/Consultants shall also

furnish detailed estimate on the basis of the latest specifications (wherever applicable) and

schedule of rates adopted by the State PWD in the region. All analysis of rates in the case of non

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– schedule items and all details of quantities shall be furnished with the item rated detailed

estimate. The detailed estimate shall embody provisions in respect of all services, eg. water

supply, including hot and cold water systems, sanitary installations, Electric supply Drainage,

Sewerage, Air–conditioning, Fire fighting, etc.

6. The Architect/Firm/Consortium shall indicate on his drawings and report the manner in which

it is proposed to deal with all services, eg. Electrical, Water Supply, Sanitary, Drainage, Sewerage,

Air–conditioning, Fire- Fighting, Lightning Arrestor system, Telephone and other services.

7. The Architect/Firm/Consortium shall assist SRIBS in getting the Architectural plans, blue

prints, etc. of the buildings approved by, and obtain written approval from the Municipal

Corporation and other local bodies including concerned Development Authority (hereinafter

referred to as “the competent Authority”) and make necessary modifications as may be required

by the competent authority in consultation with SRIBS without any extra charge. Fees for

submission of plans if any, will be payable by SRIBS. Follow-up action to obtain the licenses

and permits will be the responsibility of the Architect/Firm/Consortium.

8. The Architect/Firm/Consortium shall prepare tender documents for pre–qualification of

contractors in the standard format and evaluate them on receipt from the Contractor’s, a list

recommending competent contractors shall be prepared and given to SRIBS for acceptance.

9. The Architect/Firm/Consortium shall after the SRIBS getting the plans approved by the

competent authority, and the pre-qualification process completed, prepare a Draft Tender

Document for approval of the employer and revise the same, if necessary. The SRIBS will invite

tenders from contractors who have been pre – qualified. Sufficient No. of tender documents and

drawings will be prepared by the Architect/Firm/Consortium – tenders will be received by

SRIBS and opened by them in the presence of the Architect/Firm/Consortium or his

representative and the contractors or their representatives. The Architect/Firm/Consortium

shall advise SRIBS within two weeks of handing over of tenders as regard the selection of

Contractor, but the final choice will rest with SRIBS. The Architect/Firm/Consortium will assist

in the execution of the Contract (agreement) by the contractor, if required on a form drafted by

the Architect/Firm but approved by SRIBS, who may at their discretion, adopt a new form

altogether. The issue of Tender forms shall be the responsibility of SRIBS and the Architects/

Firm/Consortium will prepare and hand over sufficient No. of bid documents for issue to the

pre-qualified contractors.

10. The Architect/Firm/Consortium shall prepare for the use of the SRIBS and the Contractor six

copies of the drawings of various trades and items or any other particulars. The Architects/

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Firm/Consortium shall also provide further details and drawings as are necessary for the proper

execution of the works.

10.1 The Architect/Firm/Consortium shall make necessary revisions and changes that may be

required by the user up to this stage. Any subsequent revisions and changes of substantial nature

on these drawings once approved made as per the order of the user shall be compensated as

additional services rendered by the Architects/Firm/Consortium on mutually agreed terms.

11. The Architect/Firm/Consortium shall not make any deviation, alteration, additions or omission

from the approved drawings without the knowledge and prior written consent of the SRIBS.

SRIBS will retain the right to omit or postpone any work or part thereof at their discretion.

12. The Architect/Firm/Consortium will get the work executed as per approved plans,

specifications and as per terms and conditions of the agreement executed with the contractor by

rendering total and complete supervision of the work and his DUTIES AND

RESPONSIBILITIES on account of this shall be as specified here in.

12.1 The Architect/Firm/Consortium shall provide sufficient site supervisory staff, give periodical

supervision and inspection and such other services as may be necessary to ensure that the works

are being carried out in accordance with the contract and be responsible for such services.

Advise SRIBS on the progress and quality of the work and furnish daily site reports.

Advise SRIBS on such measures as may be deemed necessary in respect of progress and quality

of work.

Advise SRIBS on expenditure, cost control and give advance intimation if the total authorized

expenditure is likely to be exceeded. Provide report of extra items in the work with rate analysis

as per terms of contract for approval by SRIBS.

Advise SRIBS if the contract time is likely to be varied.

Issue variation orders as deemed necessary by him on behalf of SRIBS within the scope of

the contract.

Measure, verify and approve contractor’s measurements of work, conduct checking and issue

certificates authorizing payment including final payment along with certificate that the work has

been carried out in accordance with the specifications.

Shall deposit all measurement books and level field books duly certified for accuracy and

correctness with the SRIBS after obtaining the acceptance of the contractor at the time of the

final bill for record.

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Furnish such information to the SRIBS and advise them regarding fulfillment of contractor’s

obligations in respect of the contract such as reports, progress charts etc.

Furnish such other technical data as required and used on various materials involved in the

construction of works etc.

Arrange to conduct the required tests for the construction materials and instruct the contractor

for the removal of materials which does not satisfy specified quality.

12.2 He shall be conferred the following ‘POWERS’ by the SRIBS.

In order to enable the Architect/Firm/Consortium to carry out his functions, the SRIBS shall

authorize him in writing with such powers of SRIBS as deemed necessary from time to time and

afford him such facilities for discharge of duties.

Necessary letters of authority, notice to other concerned parties etc., shall be issued by the

SRIBS wherever necessary under advise from the Architect/Firm/Consortium.

12.3 Normally the Architect/Firm/Consortium shall not make any deviation, alterations or additions

to the scope of the contract but shall accommodate, any such items ordered in writing by the

SRIBS. However, this shall be subject to any adjustments in the terms and conditions entered in

between the SRIBS and Architect/Firm/Consortium by this contract. He shall prepare

and forward the final deviation statement before the passing of the final bill to the SRIBS

for approval.

12.4. LIABILITIES

The Architect/Firm/Consortium shall perform his duties and assume such responsibilities

unreservedly in the best of spirits and faith in the interest and for the sole benefit of the

employer. If in the course of his functions, he involves himself in risks, liabilities, litigations,

disputes, acts of violence, revolts, damages suffered in the performance of his duties – natural or

otherwise, the Employer shall absolve himself fully.

12.5. LIMITATIONS

The Architect’s/Firm responsibility shall be expressly for effecting complete quality control for

the work leaving no part of the work done with out proper supervision. He/It shall render

advisory services on technical, non-technical related matters affecting progress, expenditure and

in respect of the contract and as detailed above, while every effort shall be made by him/it in

due time to set right any deficiency coming to his notice, and should the importance of such

event so warrants, then to inform the SRIBS of the deficiency being serious to engage a more

16

direct attention by the SRIBS, it shall be clearly understood that the Architect shall not be

responsible for the deficiency itself, caused by another agency.

12.6. The Architect/Firm/Consortium shall be issuing such directions and instructions on behalf of

the SRIBS to the contractor. For any delay, lapse or negligence on the part of the contractor, the

Architect shall not be responsible, and he shall under the express consent of the SRIBS, make

attempts to prevail upon the contractor to make good such delay, lapse or negligence. All such

actions shall be subject to the risk and responsibility of the SRIBS.

12.7. The Architect/Firm/Consortium shall employ necessary supervisory staff and perform his

consultancy and advisory services incurring the required expenditure towards their salary,

traveling for routine attendance to normal place of work, stationery for correspondence etc.

should additional expenditure be involved for any special journey to be undertaken outside the

normal place of work or towards a special service connected with the conduct of the work, such

as for stationery, printing, transmittal or records, materials, etc., tests to be carried out for

determination of quality of materials, works, workmanship etc., such expenditure shall be

reimbursed by the SRIBS.

12.8. Nominee of employer to transact with Architect/Firm/Consortium.

The Special Officer will fulfill the employer’s obligations in respect of the work and will deal

with the Consultant. The Architect/Firm/Consortium shall be addressing this officer for all

matters dealing with the work. Any decision or opinion expressed by such officer shall be

deemed to be the opinion of the SRIBS.

13. In the event of the failure of the Architect/Firm/Consortium to completely do his/its work

within a reasonable time and in a satisfactory manner or in the event of the Architect

committing a breach of any one or more of the terms and conditions of the Agreement, the

SRIBS shall be entitled to rescind this Agreement without prejudice to their rights to claim

damages or other rights or remedies under the law. Further if the work is delayed due to the

failure of the Architect/Firm/Consortium on account of non-issuance of instructions,

drawings and approvals in time, SRIBS will be at liberty to fix a penalty and recover the

same from the fees.

14. The Architect / Firm / Consortium shall prepare working drawings and details sufficient for the

proper execution of the works on the following also.

(a) Typical bathroom layouts with all waste and water services indicated, including sections,

elevations as necessary.

(b) Diagrammatic and isometric layout of cold and hot water services throughout the building.

17

(c) Detailed plan and section showing the connection between pumps and storage tanks.

(d) Detailed plan and section showing sewerage connections.

(e) Detailed requirements of auxiliary services such as fire prevention installations.

15. The Architect/Firm/Consortium shall prepare all necessary load calculations and design the

complete electrical installations, Air-conditioning installations, Telephone wiring, public address

system etc. He shall prepare all documents and drawing for presentation for approval of

Electrical Inspectorate and Kerala State Electricity Board.

16. The Architect/Firm/Consortium shall also supply to the SRIBS free of cost two copies of 1:100

or appropriate scale drawings (one of which shall be a reproducible print), two complete sets of

structural drawings and two sets of drawings sufficient to show the main lines of drainage,

electrical installation and other essential services. The Architect/Firm/Consortium shall, if so

required by the SRIBS supply extra copies of all such drawings free of cost whenever such

copies are required for obtaining license/permits etc. from the local authorities. He shall also

make changes required by the Electrical Inspectorate, Kerala State Electricity Board and assist

the SRIBS in getting the sanctions.

17. Further details of service to be rendered are given in schedule I and this schedule forms part and

parcel of the Agreement.

18. The Architect/Firm/Consortium shall also render any other services connected with the said

works usually and normally rendered by Architects/Firm/Consortium and not referred to in any

of the above sub clauses, but shall be paid for the services rendered as such at mutually

agreed rates.

II. CONDITIONS OF ENGAGEMENT

(1) The Architect/Firm/Consortium shall submit to the SRIBS all the necessary sketch plans,

tender documents for pre-qualification and for actual tender as and when required by the

SRIBS and as per time schedule agreed. If the Architect/Firm/Consortium fail to adhere to

the time schedule or the extended time which may be granted by the SRIBS in his sole

discretion, the SRIBS shall be entitled to terminate this agreement and entrust the work to

some other Architect/Firm/Consortium and in the case, the Architect/Firm/Consortium

shall be entitled to fees or compensation only upto the stage of work carried out by him. In

the event of the Architect/Firm/Consortium being not in a position to fulfill his works on

design and drawing in such a way that the construction work cannot be carried out as per

time schedule, the SRIBS will be free to get the design and drawings prepared by other

agencies at the risk and cost of the Architect/Firm/Consortium.

18

(2) The Architect/Firm/Consortium shall exercise all reasonable skill, care and diligence in the

discharge of duties hereby covenanted to be performed by him/it and shall exercise

inspection in regard to the said works, as may be necessary to ensure that the work is being

executed in accordance with the working drawings and specifications aforesaid and approved

by the SRIBS. The Architect/Firm/Consortium shall also conduct full supervision of the

work to ensure complete quality control, structural safety, proper finish and accuracy of

measurement and bills.

III. TIME REQUIRED FOR THE WORK

The Architect/Firm/Consortium shall undertake to complete this work as per a time schedule,

which will be worked out on mutual consultation within 15 days from the date of execution of

the consultancy agreement. However, the total time of 18 months will remain unaltered.

IV. TERMINATION OF ASSIGNMENT

(1) The Assignment given may be terminated at any time on 3 months notice on either side. In

the event of the termination by the SRIBS, the Architect/Firm/Consortium shall not be

entitled to any compensation or damage by reason of such termination, but only to the fees

for the services actually rendered upto the time of such termination.

(2) If Architect/Firm/Consortium shall close his business or die or become incapacitated for

acting as such Architect/Firm/Consortium as aforesaid, or if this Assignment is terminated

the SRIBS may make use of all or any drawings, estimates or other documents prepared by

the Architect/Firm/Consortium after payment for the same, as provided herein.

V. TRANSFER OF INTERESTS

The Architect/Firm/Consortium shall not assign, sub-let or transfer their interest without the

written consent of SRIBS.

VI. SCALE OF CHARGES

1. In consideration of the services to be rendered by the Architect/Firm/Consortium the

SRIBS shall pay a fee as agreed upon. This fee shall not be payable on the cost of the items

listed below.

A. LAND

B. Any other service, fittings or fixtures which are not provided, planned or executed by the

Architect/Firm/Consortium without SRIBS’s written approval.

C. Any in fructuous work of demolition etc. ordered by the Architect/Firm/Consortium

without the SRIBS’s written approval.

D. Payments to local authorities for approval of plans sanction of electrical load, soil-testing

fees, etc.

E. Installation of Telephones, exchanges (PABX) etc, except wiring.

19

F. Electrical fittings, tube lights and fans if supplied by the organization.

G. Cost of special finishes and special furniture designed and executed by SRIBS.

2. The fees are payable to the Architect/Firm by the SRIBS at the following rates.

I. Architectural and Services Consultancy

A. Civil construction

a) Stage I On completion of initial site evaluation project study with references to users requirement; Preparation of detailed site survey, preparation of sketch designs, layout, conceptual drawings and models. After discussion with SRIBS and user Scientists, revise design and make modified drawings and sketches and summit to SRIBS.

Up to 10%

b) Stage II Prepare drawings and plinth area estimates for getting approval from all statutory government department and local body’s and for financial sanction for the project. Completion of soil investigation (cost being met by SRIBS) and getting statutory license and permit for the project.

Up to 25%

c) Stage III On completion of preparation of detailed architectural drawings with plans, elevations, sufficient number of sections layouts etc, details of joinery, plumbing and sanitary layout and detailed electrical drawings and layouts etc, structural designs with calculations and structural drawings, detailed fabrication drawings, landscape designs including road formations, arboriculture, detailed specifications for plant & machinery, interior design work, etc. prepare detailed estimate based on current CPWD schedule of rates for approval by SRIBS Prepare tender papers and assist in tender process and give recommendation of award in the contract.

Up to 55%

d) Stage IV On award of contract, execution of agreement, completion of setting out and commencement of foundation work.

Up to 80%

e) Stage V On completion of issue of all Architectural and structural drawing, additional drawing for execution and construction reaches two floor heights.

Up to 90%

f) Stage VI On completion of entire structure of the building and furnishing all drawing and specification for finishing work.

Up to 95%

g) Stage VII On completion of building and issue of virtual completion certificate and handing over the project.

Up to 98%

h) Stage VIII After defect liability period of two years.

Up to 100%

Note : The payment to the Architect/Firm/Consortium during various stage will be fixed on

cost worked out on the following basis.

20

1) Stage

(a) Based on plinth area cost on concept design

(b) Based on revised plinth area cost as per drawing prepared for obtaining license.

(c) To (f) Contract value fixed as per tender.

(g) and (h) actual executed cost of the project.

B. Services

Electrical (H.T & L.T.), A.C., Firefighting, Plumbing, Telephone and similar works.

a) Stage I Preparation of concept and rough cost estimate and discuses with SRIBS Get feedback and modify.

Up to 20%

b)

Stage II Prepare detailed estimate tender documents and drawings. Assist in tender process and give recommendation for award of work .

Up to 55%

c) Stage III Supervision of work till the work is complete up to half stage.

Up to 75%

d) Stage IV On completion of all works upto completion of civil structure.

Up to 85%

e) Stage V On completion of all systems, testing and handing over.

Up to 95%

f) Stage VI Settlement of final bill and issue of virtual completion statement.

Up to 98%

g) Stage VII On completion of defect liability period of two years.

Up to 100%

Stages

(a) Based on rough cost estimate.

(b) Based on detailed estimate.

(c) to (e) Based on contract value.

(f) & (g) Based on completion cost.

II. Supervision and Project Management

1.0 The CONSULTANTS shall under take the supervision and management of the work

for which qualified and experienced team of engineers are to be posted.

1.1 Prepare program schedule for the work

1.2 Setting out of the lay out plan on the site

1.3 Full time supervision and inspection of all works executed

1.4 Prepare weekly progress reports and its submission to client

1.5 Inform short falls in the program

1.6 Inform the client if the contract time is likely to vary

21

1.7 Inform the client if the total expenditure is likely to vary.

1.8 Maintenance of “Measurement Books”

The ARCHITECT shall record the pre-measurement in “Measurement Books”

and conduct due check measurement from time to time. The measurements will be

recorded by the site supervisors and check measured by the Project Engineer of the

Architects/Firm/Consortium

1.9 Check CONTRACTOR’s Bills for interim payments and make recommendations to

the SRIBS.

1.10 Check CONTRACTOR’s final bills and settlement of the same.

2.0 Time Management

The Consultant is responsible for the Systematic management of available time for the

satisfactory completion of the project.

2.1 Prepare Master construction programme and submit for the SRIBS’s acceptance

2.2 Obtain Contractor’s preliminary construction programme and check against the Master

programme and incorporate necessary modifications if any jointly.

2.3 Establish and implement effective monitoring and control systems.

2.4 Arrange for daily/weekly progress review meetings and analyse the program and progress

in line with the master programme.

2.5 Submission of reports.

3.0 Cost Management

3.1 Advise on management of cash flow.

3.2 Receive, scrutinize, certify and make recommendations to the SRIBS on the

CONTRACTOR’s bills including statutory tax deduction observing all codal formalities.

3.3 Assess and issue authorized change orders.

3.4 Reconcile all the materials supplied by client, if any.

3.5 Submit weekly cost reports including variation in cost, reasons for variation and the

projected total cost.

3.6 Verify final bills and advise on issuance of completion certificates.

4.0 Quality Management

The consultant shall take all possible effective steps to maintain excellent quality for all works

subject to the approved specifications.

4.1 Ensure all works are carried out based on the approved and agreed specifications and if

any deviation found it should be brought to the notice of the SRIBS.

22

4.2 Enforce quality control procedures by way of checklist for concrete, steel and all other

materials used for construction.

4.3 Initiate regular checks during progress of works on materials and workmanship

4.4 All materials used at site shall have the approval of the FIRM/ARCHITECT/

CONSORTIUM through the Project Engineer.

4.5 The ARCHITECT/FIRM/CONSORTIUM shall check that all the products used at site

shall be of approved quality. To ensure the quality of products received, the

CONSULTANT shall furnish details, which are in conformity with the specifications. In

other words the products should not be specified or recommended by brand name.

4.6 The ARCHITECT/FIRM/CONSORTIUM shall ensure and certify the structural stability

of all the works designed and executed and communicate to the SRIBS before the final

settlement of the bills.

Scale of Fees

C. Supervision and Project management Scale of fees

a) Stage I On completion of preliminary works and starting of foundation.

Up to 15%

b) Stage II On structure reaching first floor level

Up to 45%

c) Stage III On the completion of work of structure up to 50%

Up to 60%

d) Stage IV On completion of entire structure

Up to 75%

e) Stage V On completion of 50% of finishing works

Up to 80%

f) Stage VI Completion of finishing work.

Up to 90%

g) Stage VII All virtual completion

Up to 95%

h) Stage VIII On settlement of final bill

Up to 98%

i) Stage IX After defect liability period of two years

Up to 100%

Payment for stage (a) will be based on contract value. For all other stages payment will be based

on actual executed cost at each stage.

In case only a part of the project is continued beyond any stage the deduction for payments

made against earlier stages shall only be in respect of proportionate cost of the said part of

the project.

23

ABSTRACT OF FEES

Sl. No.

Descriptions Rate (Percentage)

Figures Words

1. A. Civil Construction (Architectural Consultancy Services) (All items of works described under Chapter – III Scope of Services of bid document) The fees should be expressed as a percentage on project cost of relevant portion as included in the accepted schedule above)

2. B. Services (Engineering Services Consultancy) (All items of works described under Chapter – III Scope of Services of bid document) The fees should be expressed as a percentage on project cost of relevant portion as indicated in the accepted schedule above)

3. C. Supervision and Project Management (All items of works described under Chapter – III Scope of services of bid document) The fees should be expressed as a percentage on project cost of relevant portion as indicated in the accepted schedule above)

VII. TAXES

The applicable taxes like Service tax and Education cess at the prevailing rates as on date of billing will

be paid extra. All other taxes are considered as included in the above rates.

The tax will be calculated after effecting the discount if any.

Income tax will be deducted at prevailing rates and remitted to Central Government.

VIII. PERIOD OF CONTRACT

The consultancy and supervision contract awarded is for a period of 18 months from the date of signing

the agreement. Out of this, 2 months will be for the design, estimate and tender, 14 months for

construction and 2 months for settlement of all final bills. If supervision of work is extended beyond

this for no fault of Architect/Firm/Consortium then a monthly charge equal to the amount actually paid

to the supervisory staff limited to the maximum of `. 15,000/- (Rupees Fifteen thousand only) per

month will be paid additionally for a further period agreed upon mutually. However, the Architect/

Firm/Consortium will conduct periodical inspections at suitable intervals during the defect liability

period of 24 months without any extra payment.

IX. JURISDICTION OF COURTS

In all regular issues the decisions of SRIBS is binding on the Architect/Firm/Consortium. How ever, if

any reference to a court of law is required to settle a dispute, then courts having jurisdiction over

Thiruvananthapuram alone shall be approached.

Special Officer

SRIBS

24

SCHEDULE - I

LIST OF SERVICES TO BE RENDERED UNDER DESIGN CONSULTANTCY

AND PROJECT MANAGEMENT

I. ARCHITECTURAL WORK

1. Visit site and take SRIBS’s instructions, prepare sketch designs to comply with

their requirements and in consultation with them, indicate the Architect’s/Firm/

Consortium interpretation.

2. On approval of the sketch design by the SRIBS prepare rough estimate of cost of plinth

area basis.

3. Prepare necessary drawings of the sketch designs approved by the SRIBS and forms for

submission to the local authorities to obtain approvals.

4. Prepare Architectural working drawings and details sufficient for the proper execution of the

work and supply to the contractor’s sufficient copies of working drawings, schedules,

specifications and other contract documents to enable them properly to fulfill their

obligations under conditions of contract.

5. Prepare a compete project report for establishing the institute at Pampady with all furniture,

vehicle, library racks and books etc. in consultation with the Special Officer, SRIBS.

6. Call for pre-qualification tenders in consultation with the SRIBS and assist in preparing a list

of pre-qualified contractors.

7. a) Prepare detailed cost estimate of the general building work on the basis of the schedule

of quantities and specifications and rate adopting current PWD schedule of rates and on

approval supply enough copies of tender documents for sale.

b) Prepare detailed cost estimate of the general building work on the basis of the schedule

of quantities and specifications.

c) Assist the SRIBS to invite tenders, advise the SRIBS on the selection of contractor and

prepare draft contract documents.

8. Supervise the work to ensure quality, accuracy and finish assuming full responsibility for

the same.

9. Measure, check – measure and record in standard measurement Books and field books all

the work done by the contractor, prepare interim and final certificate of payments to the

contractor, issue virtual completion certificate, certify on quality and safety consideration and

hand over the project to the SRIBS.

10. Inspect periodically the building and other services for the defect liability period of

24 months and issue final recommendation for release of security of the contractor.

25

II. STRUCTURAL ENGINEERING WORKS

1. Prepare preliminary structural drawings on the basis of preliminary sketch designs

approved by the SRIBS.

2. Determine economics and modules, prepare detailed analysis and design of structure

and prepare RCC Drawings and specifications and other details relating to planning of

the structure.

3. Supply to the contractors sufficient number of copies of working drawings, schedules,

specifications and other contract documents to enable them properly to fulfill their

obligations under conditions of contract.

4. Prepare schedule of quantities and general specifications for structural work.

5. Prepare detailed cost estimate of the structural work on the basis of the schedule of

quantities, specifications and structural design.

III. DRAINAGE, PLUMBING AND FIRE FIGHTING WORK

6. Take SRIBS’s instructions and prepare preliminary report and rough indication of

estimated cost.

7. On approval of the preliminary estimate, prepare preliminary drawings indicating drainage,

water supply and plumbing work.

8. Prepare working drawings and details sufficient for the proper execution of the works

as follows.

Typical bathroom layouts with all waste and water services indicated, including sections,

elevations etc, as necessary.

9. Prepare schedule of quantities, general specifications based on the approved designs and

prepare tender documents.

10. Call for pre-qualification tenders in consultation with the SRIBS and assist in preparing a

list of pre-qualified contractors.

11. a) Prepare detailed cost estimate of the Drainage and Plumbing work on the basis of the

schedule of quantities and specifications and on approval supply enough copies of

tender documents for sale.

b) Prepare detailed cost estimate of the work on the basis of the schedule of quantities

and specifications.

26



d) Submit drawing and get clearance from fire safety department.


the same.

13. Measure, check measure and record in standard measurement Books and field books all

the work done by the contractor, prepare interim and final certificate of payments to the

contractor, issue virtual completion certificate, certify on quality and safety consideration

and hand over the project to the SRIBS.



IV. AIR-CONDITIONING

15. Take SRIBS’s instructions and prepare preliminary report and rough indication of

estimated cost.

16. On the basis of the preliminary report and estimated cost approved by the SRIBS, prepare

the preliminary design drawings on the project for approval of the organization.

17. Prepare design drawings for inviting tenders.

18. a) Prepare detailed cost estimate of the A C work on the basis of the schedule of

quantities and specifications and on approval supply enough copies of tender

documents for sale.


and specifications.



19. Supervise the work to ensure quality accuracy and finish assuming full responsibility for

the same.

20. Measure, check – measure and record in standard measurement books all the work done

by the contractor, prepare interim and final certificate of payments to the contractor, issue

virtual completion certificate, certify on quality and safety consideration and hand over the

project to the SRIBS.



27

V. ELECTRICAL WORK

These services will include electrical, telephone wiring, public address system, thermal

installations etc.

1. Prepare all the preliminary load calculations and design the complete electrical installations.

2. Prepare necessary drawings and other details of the system and get it approved by the

SRIBS for submission to the local authorities and obtain their approval.

3. Prepare schedule of quantities, specifications and draft tender documents.

4. a) Prepare detailed cost estimate of the electrical works on the basis of the schedule of

quantities and specifications and on approval supply enough copies of tender

documents for sale.


and specifications.

c) Assist the SRIBS to invite tenders, advise the SRIBS on the selection of contractor

and prepare draft contract documents.


the same.

6. Measure, check measure and record in standard measurement books all the work done by

the contractor, prepare interiors and final certificate of payments to the contractor, issue

virtual completion certificate, certify on quality and safety consideration and hand over the

project to the SRIBS.



VI. MISCELLANEOUS WORKS

1. Advise the SRIBS if the total of authorized expenditure is likely to be exceeded..

2. Advise the SRIBS if the contract time is likely to be exceeded.

3. Obtain the SRIBS’s approval for any material deviation in design or cost or working

drawings, schedule and specifications, certify accounts.

28

CHAPTER – IV

DATA SHEET

Information to Consultants

1.1 The Name of the Client is : Special Officer, SRIBS

1.2 The method of selection is : Technical and Financial Proposals and QCBS Principle

1.3 Pre-qualification and financial

proposals are requested : Yes

1.4 The name, objective and : Total Consultancy for Design, Project Management

description and Construction, Supervision of Buildings for

Srinivasa Ramanujan Institute of Basic Sciences

(SRIBS) at Pampady, Kottayam District

1.5 Terms of Payment : Given under scope of work

1.6 The number of days before

the submission to request a

clarification in proposal : 5 days before the last date of Submission of date

The address for last date of : The Special Officer

requesting clarification is SRIBS

Sastra Bhavan, Pattom P O

Thiruvananthapuram – 695004

KERALA

Tel. : 0471 - 2548401

Fax : 0471 - 2540085

E-Mail : [email protected]

Websites : www.sribs.kerala.gov.in and

www.kscste.kerala.gov.in

1.7 The language(s) to submit

proposals is : English

1.8 The duration of the project is scheduled to be : Eighteen months for planning, design and construction

1.9 Taxes - Consultants are requested to contact Tax Consultants for details.

1.9.1 The Consultants to state total cost in Indian Rupees.

Proposal must remain valid for 180 days after the submission date

mailto:[email protected]

http://www.sribs.kerala.gov.in/

http://www.kscste.kerala.gov.in/

29

A set of key experts / professional staff with minimum professional experience required are listed

below. Please examine the T.O.R and add more experts as required for the proper completion of

the assignment.

Sl. No

Position Qualification and

Professional Experience Specific experience

1. Chief Architect Degree in Architecture

Should be a member of

Council of Architecture

(India). Should be

registered with the

Council of Architecture.

15 years experience

Should be head of the Architectural

firm, having worked as a total

consultant for at least 5 major works.

Should be capable of coordinating all

the agencies involved in the work.

Should be able to design and execute

multi-storied buildings to meet high

standards. Should be capable of

designing Green buildings.

2. Project Manager/

Project Engineer

Degree in Civil

Engineering

5 years experience

Proficient in managing major works

costing more than `. 3.00 crores.

Experience in coordinating different

agencies.

3. Structural

Consultant

Post graduate degree in

structural Engineering

7 years experience

Should have designed multi-storied

buildings including foundation, water

retaining structures and storage

structures.

4. Electrical / Air-

conditioning /

Fire Consultant

Degree in Electrical /

Mechanical Engineering

5 years experience

Should have designed and executed

similar projects costing more than

`. 50.00 lakhs (Electrical / Air-

conditioning part) should be able to

design services with lesser, power and

water consumption adopting Green

building techniques.

5. Quantity

Surveyor

Degree / Diploma in Civil

Engineering

5 years experience

Should have experience in quantifying

multi storied buildings, taking

measurements, preparation of

bills etc.

C Vs may be given in standard format given in clause. 3.3 of

30

Chapter. I. Information and Instructions to Architects/Consultants.

The information on: : Proposal for the total consultancy service for design, project the outer envelope is management & construction, supervision of Building for

Srinivasa Ramanujan Institute for Basic Science (SRIBS) at Pampady, Kottayam district.

The proposal submission address is : The Special Officer, SRIBS, Sastra Bhavan, Pattom P O Thiruvananthapuram - 695004

Tel. : 0471 - 2548401 Fax : 0471 - 2540085

1.10 Proposals must be submitted not later than the following date and time : 10-10.-2014, 3.00 P.M.

1.11 Evaluation criteria

Marks obtained in prequalification evaluation - 40% - 40 points Experience and competency of the key personnel - 10% - 10 points Concept and Architectural design presented - 50% - 50 points Total 100 points 75% marks is the cutoff level for technical proposal. The financial bid of only those agencies who score more than 75% will be opened and evaluated. Experience and competency of the key personnel (10 points) i. Chief Architect - 4 points ii. Project Manager/Project Engineer - 2 points iii. Structural Engineer / Design Consultant - 2 points iv. Quantity Surveyor - 2 points

Sub criteria for Evaluation of Experience and competency of the key personnel

Points given to evaluation of sub-criteria for qualification of staff are : (a) Educational Qualifications : 35 points (b) Experience in similar tasks : 30 points (c) Competency of the key professional staff for the assignment : 35 points

Total : 100 points 1.12 The date, time and address of the proposal opening are :

Technical Bid - 3.30 PM on 10-10-2014

Financial Bid - will be informed separately

1.13 The final selection will be done by the SRIBS after presentation on concept & methodology.

1.14 The consultancy cost shall be determined by taking the project cost of `. 25.00 crores with

`. 20.00 crores for Civil works and `. 5.00 crores for services. The percentage fees quoted shall

be applied on the cost of `. 25.00 crores as stated above and financial proposal valued. Of this

the lowest cost will be given a score of 100 and all other Financial bids will be given scores

inversely proportional to the amounts quoted, as detailed else where in the document.

1.15 The address for negotiations is : The Special Officer, SRIBS, Sasthra Bhavan, Pattom P O

Thiruvananthapuram - 04

1.16 The Assignment is expected to commence by October 2014.

31

Special Officer

SRIBS

CHAPTER - V

APPLICATION

Architectural Consultancy Services with Specified Project Management Activities

and Preparation of Detailed Project Report for Srinivasa Ramanujan Institute of

Basic Science at Pampady, Kottayam District

To Date : ….-…..-…….

The Special Officer

SRIBS

Sastra Bhavan, Pattom P O

Thiruvananthapuram – 695004

Dear Sir, Having examined the bid document indicating scope of works and time framed of the work I / We

hereby submit all the necessary information and relevant documents for selecting me / us for the above-

mentioned work. The application is made by me / us on behalf of ………...………………………………….………..

……………………………………………………………………………..……………………………

(Group firms) in the capacity of ……………………………………………….. duly authorized to

submit the offer. The necessary evidence admissible in law in respect of authority to me/us on behalf of

the group of firms for applying and for completion of the contract document is attached herewith. I / We understand the SRIBS reserves the right to reject any application without assigning any reason. I / we undertake that all the information furnished by me/us in the Technical bids are true to the best

of my / our knowledge and belief. If any of the information are found to be false on subsequent

verification, I / We undertake that I / We may be excluded from the list of pre-qualified bidders and not

to consider my / our bids for the work.

SIGNATURE OF THE APPLICANT

(Name in brackets, including title and

32

capacity in which application is made)

Encl : 1. RFP document (Sealed Cover)

2. Evidence of authority to sign

SCHEDULE – B

FINANCIAL STATEMENT

1. Name of Architect / firm (Partner in case of joint venture / consortium)

2.

Capital

a. Authorized

b. Issued and paid up

3. Attach audited balance sheets and profit and loss statement for the past three years.

4. Annual value of works, undertaken for each of the last three years and projected for the

current year.

Year Current One year before Two years before Three years before

Home

Abroad

SIGNATURE WITH SEAL

5. Approximate value of works in hand ……………………………………….

6. Value of anticipated orders for next two Financial years.

……………………………………….

33

SCHEDULE – C

Additional Information

(The applicant can add here any further information relevant to the valuation of their Technical bid)

34

SCHEDULE - D

Detailed description of the design concept stipulated

(A set of concept plan, sections and elevations to be enclosed)

FACILITIES NEEDED FOR SRIBS OFFICE AT PAMPADY, KOTTAYAM

TOTAL LAND AREA AVAILABLE -ACRES

Sl.No. Sq.ft.

1. Administrative block including Security, Reception, Store, Visitors, Lounge

25,000 Sq.ft.

2. Library etc. 5,000 Sq.ft.

3. Auditorium 500 capacity 10,000 Sq.ft.

4. Seminar Rooms (6 Nos.) Each with 100 capacity 24,000 Sq.ft.

5. Cafeteria 8,000 Sq.ft.

6. Labs (6 Nos. - including Scientists cabins, lab stores)

9,000 Sq.ft.

7. Hostel 50 Single rooms - 10x10 - 5,000 Sq.ft. 50 Double rooms - 15x10 - 7,500 Sq.ft.

12,500 Sq.ft.

8. Dormitory (2 Nos.) 5,000 Sq.ft.

9. Employee quarters 3 bed - 1500 Sq.ft. - 5 Nos. - 7,500 Sq.ft. 2 bed - 1000 Sq.ft. - 30 Nos. - 30,000 Sq.ft. 1 bed - 600 Sq.ft - 15 Nos. - 9,000 Sq.ft.

46,500 Sq.ft.

10. Recreation Facility 5,000 Sq.ft.

11. Guest House 10 Double Rooms 5,000 Sq.ft.

Total 1,55,000 Sq.ft. (Approximately)

The following facilities also have to be provided. 1. Solar Energy 2. Rain Water Harvesting 3. Security Cameras 4. Car Parking facilities for 50 cars 5. Two wheeler parking – 100 Nos. 6. Landscaping & Gardening 7. Electrical Room, Pump House etc. 8. Generator room 9. Water Storage Tanks 10. Inside Roads 11. Compound Wall & Gate 12. Sewage disposal plant 13. Water purification plant 14. Tube wells Since the land is limited buildings may be designed in multiple storeys of 3 floors. Kerala Architectural style and Green House Technology may be adopted.

35

36

(To be submitted in separate cover)

CHAPTER - VI

FINANCIAL PROPOSAL

FINANCIAL PROPOSAL SUBMISSION FORM

(Location, Date) From : (Name of Firm): To : (Name and Address of Client)

Ladies/ Gentleman :

Subject : Bid for Architectural Consultancy Services with Specified Project Management

Activities and Preparation of Detailed Project Report for Srinivasa Ramanujan

Institute of Basic Sciences at Pampady, Kottayam District.

Financial Proposal.

We, the undersigned offer to provide the consultancy services for the above in accordance with

your request for proposal dated …………………. and our proposal (Technical and Financial

proposals). Our financial proposal entered in the schedule is enclosed. This fee is inclusive of

income tax liability but is exclusive of other local taxes which we have estimated and given in

the schedule.

Our financial proposal shall be binding upon us subject to the modifications resulting from contract

negotiation, up to the validity period of the proposal, 180 days from the date of submission.

We undertake that, in competing for (and if the award is made to us, executing) the above contract, we

will strictly observe the laws against fraud and corruption in force in India namely “Prevention of

Corruption Act 1988”.

I / We understand you are not bound to accept any proposal you receive.

I / We remain,

Yours sincerely

Authorized signature :

Name and Title of Signatory :

Name of Firm :

Address :

37

SCHEDULE FOR FEE FOR CONSULTANCY SERVICES

Sl. No.

Description

Rate (% of appd. Estimated cost/ Completion cost)

Figures Words

1. ARCHITECTURAL CONSULTANCY SERVICE

(All items of work described under chapter – III Scope of

Work and specifically listed under item I & II Architectural

Work under schedule–I viz., “List of Services to be

rendered”)

The fees should be expressed as a percentage on project

cost for civil and allied works.

2. SERVICES (Engineering Services Consultancy)

(All items of work described under chapter – III Scope of

Work and specifically listed under item III, IV, & V viz.,

“List of Services to be rendered”)


cost for all services.

3. SUPERVISION AND MANAGEMENT

(All items of work covered under supervision and project

management as listed under Chapter III Scope of Work and

specifically listed under the respective item)


cost for all items of works.

TAXES

The applicable taxes on the above mentioned fees are given below.

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We accept the stages of payment and the amounts applicable at various stages as given in the scope of

work. The above percentages are quoted based on the above terms of payment.

SIGNATURE OF THE BIDDER …………………………………………

Name and Address : ………………………………………………….

………………………………………………….

………………………………………………….

Selection of Architectural Firms for Architectural ... · and Preparation of Detailed Project reports for Srinivasa Ramanujan Institute for Basic Sciences. Having been prequalified

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