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HINDUSTAN PREFAB LIMITED (A Govt. of India Enterprise)

JANGPURA, NEW DELHI-110014

TECHNICAL BID

Selection of Architect for Architectural & Engineering Consultancy

Services for Preparation of Campus Master Plan and Design of Phase-I

Construction of New Campus of

Indian Institute of Information Technology, Guwahati.

NIT No : HPL/DGM/TC/IIITG/2014-15/35 Dated : 11/12/2014

ISSUED TO M/s_________________________ _________________________

Ph- (011) 43149800-899, Fax: - (011) 26340365 E-mail:- [email protected]

Website:www.hindprefab.org

mailto:[email protected]

http://www.hindprefab.org/

Seal & Signature of the tenderer 2 DGM (C)-TC, HPL



NOTICE INVITING TENDER

N.I.T. No : HPL/DGM/TC/IIITG/2014-15/35 Dated : 11/12/2014

IIIT Guwahati has been established by MHRD, GOI, the Govt. of Assam and a few private parties in PPP

mode in 2013. The Institute has been allotted a plot of land of about 70 acres in village Sontola about 5 km

from the Guwahati airport for its permanent campus. The Institute proposes to construct a modern state-of-

the-art campus to accommodate all its requirements in such a manner that logistics are minimized while the

built structures are also in harmony with the surroundings. It plans to select an Architectural Consultancy

Firm for the Preparation of Campus Master Plan and Design of its Phase-I Constructions. The selected firm

will initially prepare a Master Plan for its permanent campus. This will include placement of buildings of

various types that a campus of the nature of an IIIT is expected to have; the roads & drainage network,

water supply system, sewerage system, the layout of the electric, telecom & computer network cabling, rain

water harvesting system and landscaping etc. The design & estimates of buildings and other support

systems of Phase-I will also be carried out by the selected Architectural Consultant. The Phase-I of

constructions, targeted to be completed by May 2017.

The Indian Institute of Information Technology, Guwahati (IIIT, Guwahati) has entrusted Hindustan Prefab

Limited (HPL), Jangpura, New Delhi - 110014 the work for “CONSTRUCTION OF PHASE-I OF NEW

CAMPUS OF INDIAN INSTITUTE OF INFORMATION TECHNOLOGY, GUWAHATI”.

On behalf of IIIT, Guwahati, sealed offers are invited by HPL in two bid system from eligible and reputed

Architectural / Individual firms for providing comprehensive Architectural Consultancy Services from

preliminary stage / inception to completion for the work given below:

Sl.

No.

Name of Work EMD

(In Rs.)

Cost of

tender

(in Rs. )

No. of job

1 Architectural & Engineering

Consultancy Services for Preparation of Campus Master Plan

and Design of Phase-I Construction of

New Campus of Indian Institute of

Information Technology, Guwahati.

Rs 2.56 lacs

Rs 5000/-

(Non

Refundable)

One job


The tender documents can be had from the office of DGM (C) - TC, Hindustan Prefab Limited,

Jangpura, New Delhi – 110 014 from 12/12/2014 to 19/12/2014 up to 4.00 PM on furnishing Demand

Draft in favour of “Hindustan Prefab Limited” payable at New Delhi for Rs. 5000/- as tender cost

(non refundable). The tenders shall be submitted in the office of IIIT, Guwahati, Gopinath Bordoloi

(G.N.B.) Road, Ambari, Guwahati, Assam 781001 by 22/12/2014 up to 3.00 PM and will be opened

on the same day/same place at 3:30 PM.

Tender documents can also be downloaded from HPL’s website i.e. www.hindprefab.org and CPP

portal of the Government of India i.e. www.eprocure.gov.in . However, cost of tender documents as

aforesaid shall be payable in addition to EMD at the time of tender submission.

Earnest Money amounting to Rs 2.56 lacs shall be furnished along with the tender in the form of

Demand Draft drawn in favour of “Hindustan Prefab Limited” payable at New Delhi.

Hindustan Prefab Limited (HPL) and Indian Institute of Information Technology (IIIT), Guwahati

reserves the right to accept or reject all tenders in part or full without assigning any reason thereof. HPL

and IIIT Guwahati also reserve the right to award the work amongst more than one bidder at L-1s‟s

accepted rates terms and conditions, if required.

TENDER SUMMARY

Tender Fee : Rs.5000/- Earnest Money Deposit (EMD) : Rs. 2.56 lacs

Date of commencement of sale of Tender Document : 12/12/2014

Last date of sale of Tender Document : upto 1600 Hrs dt. 19/12/2014 at HPL, Jangpura, New Delhi

– 110 014.

Description Date Time Venue for

submission &

opening of bids

Last date of submission of tenders 22/12/2014 upto 1500 hrs.

IIIT Guwahati,

Gopinath Bordoloi

(G.N.B.) Road,

Ambari, Guwahati,

Assam 781001

Technical Bid (Part-I) Opening 22/12/2014 upto 1530 hrs.

Financial Bid (Part-2) Opening To be informed later


http://www.eprocure.gov.in/


VERY IMPORTANT NOTICE

1. Corrigendum, if any issued, for the tender, shall form part of the Tender Document.

2. Corrigendum will be posted ONLY on HPL‟s website (www.hindprefab.org ). Bidders/Tenderers

are requested to visit HPL‟s website regularly and note the corrigendum / amendments to the tender

without fail and submit the offer accordingly.

3. HPL will not be responsible for ignorance of corrigendum.

4. After last date of receipt of Tender Documents, no interim query will be entertained.

DGM (C) – TC

HPL



HINDUSTAN PREFAB LIMITED JANGPURA, NEW DELHI-110014

INSTRUCTIONS TO TENDERERS

1.0 Hindustan Prefab Limited (HPL), an ISO-9001:2008 certified company, is a Government of

India Enterprise under the aegis of Ministry of Housing and Urban Poverty Alleviation and a

pioneer in Prefab Construction Technology. The Indian Institute of Information Technology

(IIIT), Guwahati (the Client) has appointed HPL as the Project Management Consultant (PMC)

and to achieve the objectives, IIIT-Guwahati proposes to engage an Architect Consultant having

required potential and experience of handling Technical Academic Institutions projects

successfully in India or abroad during the last five year as per the prequalification criteria mentioned

in this bid document for project planning and design services. The Architect Consultants shall

associate, as required, other consultants in the field of Technical Academic Institute construction and

research laboratories including their commissioning, operation, interiors, HVAC, fire fighting,

electrical, structural engineering, public health engineering & building automation.

2.0 The tender documents can be had from the office of DGM (C)- TC, Hindustan Prefab Ltd.,

Jangpura, New Delhi - 110014 from 12/12/2014 to 19/12/2014 upto 4.00 PM on any

working day on payment of ` 5000/- being the cost of tender (Non Refundable) in the

shape of Demand Draft in favour of “Hindustan Prefab Ltd.,” payable at New Delhi. The tenders

can also be downloaded from our Website www.hindprefab.org, in which case, the tenderers

shall deposit the cost of the Tender in the form of a separate Demand Draft as mentioned above.

3.0 The tenders should reach the office of the IIIT Guwahati, Gopinath Bordoloi

(G.N.B.) Road, Ambari, Guwahati, Assam 781001, on or 22/12/2014 up to 3.00 PM. The

tenders shall be opened on the same day at 3:30 PM in the office of IIIT Guwahati,

Gopinath Bordoloi (G.N.B.) Road, Ambari, Guwahati, Assam 781001 in the presence of

duly authorized representatives of the Tenderers, who may wish to be present.

4.0 The tenderers shall be required to deposit an Earnest Money of ` 2.56 lacs by means of

Demand Draft in favour of “Hindustan Prefab Ltd.,” payable at New Delhi. The tenders received

without required Earnest Money and Tender Cost as mentioned above shall be summarily

rejected. In case, the date of opening of tenders happens to be a holiday, the tenders would be

received and opened on the next working day at the same time.

5.0 The Architect Consultant who wishes to participate shall read all the instructions laid down in

NIT / Tender Document before submitting the bid.



6.0 Mode of Submission :

The tender is to be submitted in Three Separate Sealed Covers as under:-

a) Envelope – I (EMD, Cost of tender documents and Unconditional Acceptance Letter)

This Envelope shall contain the following :

i) Requisite EMD as specified in the NIT.

ii) Cost of Tender documents, (if downloaded from Website) as specified in the NIT. Copy of

cash receipt to be enclosed (if purchased from HPL‟s office).

iii) Letter of Integrity pact on letter head of party.

iv) Letter of Unconditional Acceptance of tender conditions as per proforma Annexure-I.

This envelope shall be properly sealed and superscribed as “Envelope – I”, indicating the NIT No.,

Due date, Name of work and Name of the tenderer/ Contractor.

b) Envelope – II ( Technical Bid)

This envelope shall contain the following:-

i) Application form for prequalification, initial criteria for eligibility for prequalification,

evaluation criteria, letter of transmittal etc. as per proforma given in Technical Bid.

ii) NIT, General Conditions of Contract, Special Conditions of Contract, Corrigendum/

Addendum, if any and Technical Specifications.

iii) Copy of Power of Attorney / Partnership Deed duly self attested by the owner of the firm.

iv) Any other information required to be submitted along with the tender.

v) The enlisted contractor of HPL will be exempted from Technical bid (PQ procedures) and

need not to submit the envelope –II for Technical bid. Copy of valid certificate issued by

the HPL will have to be enclosed along with the technical bid documents.

This envelope shall be properly sealed and superscribed as “Envelop–II (Technical Bid)” indicating

NIT No., Due date, Name of Work, Name of tender/ Contractor.

c) Envelope – III (Financial Bid)

This envelope shall be properly sealed and superscribed as “Envelope – III Financial Bid”,

indicating the NIT No., Due date, Name of work, Name of tender/ Contractor. This Envelope shall

contain the BOQ/ Schedule of Quantities (duly filled in).

All the three sealed envelopes shall be wrapped in an outer envelope which should also be

properly sealed super-scribing the NIT No., Due date, Name of work, Name of tenderer/

contractor. The tenders will be received in the office of IIIT Guwahati, Gopinath Bordoloi (G.N.B.)

Road, Ambari, Guwahati, Assam 781001 by 22/12/2014 upto 3:00 PM and will be opened on the

same day at 3:30 PM in the presence of representatives of tenderers/ contractors who may wish to

be present there. In case, the date of opening of tenders, happens to be Holiday then the tenders

would be received and opened on the next working day at the same place and time.

The tenders received after the due date & time of submission shall not be entertained, and shall be

returned to the tenderer unopened. HPL shall not be responsible for any postal delays. Tenderer

shall take care to ensure the submission of tender at place of receipt of tender before due date and

time.


7.0 (a) First, Envelope – I Containing the Requisite EMD, the cost of tender documents (if down

loaded from Website) and Letter of Unconditional Acceptance of tender conditions shall be opened.

Once the tenderer has given unconditional acceptance to the tender conditions in its entirety, he is

not permitted to put any remark(s) / condition(s) (except unconditional rebate on price if any)

in/along with tender. Tenders not accompanied with prescribed EMD and letter of unconditional

acceptance of tender shall be summarily rejected and such Tenderers shall not be allowed to attend

the Opening of Technical & Financial Bids.

b) Envelope – II Containing Technical Bids shall be opened of only those tenderers who have

complied with the requirement of Envelope – I.

c) Envelope – III Containing the Financial Bid of those tenderers shall be opened who are

technically qualified. Date for opening of Financial Bids shall be intimated to the tenderers, who are

found to be technically qualified after evaluation in accordance with the prescribed criteria.

8.0 If any information furnished by any applicant is found incorrect at a later stage, he shall be

debarred from tendering/taking up of work in HPL. Joint ventures are not acceptable. HPL

reserves the right to verify the particulars furnished by the applicant independently.

9.0 In case the offer is withdrawn before validity period, the earnest money so deposited shall be

forfeited.

10.0 The tenders shall be strictly as per the conditions of NIT. Tenders with any additional

condition(s) / modifications shall be rejected.

11.0 The acceptance of tender will rest with the HPL, who does not bind itself to accept the lowest

tender and reserves the right to reject any or all the tenders received without assigning any reason

thereof. Incomplete Tenders or tenders not fulfilling the prescribed conditions are liable to be

rejected.

12.0 Canvassing whether directly or indirectly in connection with tenders is strictly prohibited and the

tenders submitted by the Tenderers / firms who resort to canvassing will be liable for rejection.

13.0 On acceptance of tender, the name of the accredited representative(s) of the Tenderers/ firm who

would be responsible for taking instructions from Engineer-in-Charge or its authorized

representative shall be intimated by the Tenderers/agency within 07 (Seven) days of the issue date

of email/letter/fax or Letter of Intent/ Award by HPL.

14.0 The time of completion of the entire work, as stipulated in the NIT, shall be reckoned from the

7th day after issue of the letter/email/fax of Intent by the HPL.

15.0 The work award and completion of work shall be governed by tender documents, consisting of

(but not limited to) Letter of Intent/ Work Order, Scope of work, General Conditions of Contract

etc. The Tenderers shall be deemed to have gone through the various conditions and clauses of

the tender or any other condition which in the opinion of tenderer will affect his price/rates before

quoting their rates. No claim, whatsoever, against the foregoing shall be entertained.


16.0 In case the conditions mentioned above are found violated at any time before opening of tenders

the tender shall be summarily rejected and HPL shall without prejudice to any other right or

remedy be at liberty to forfeit the full Earnest Money absolutely.

17.0 If any information furnished by the Applicant Firm is found incorrect at a later stage, such firms shall

be liable to be debarred from biding/taking up of work with forfeiture of all their assets at site and

levying penalty, as deemed fit, besides recovery of damages of any sort, if any. HPL reserves the right

to verify the particulars furnished by the Applicant Firm independently.

18.0 TRANSFER OF BID DOCUMENTS

Transfer of bid documents purchased by one intending bidder to another is not permissible.

DGM (C) – TC

Issued to:

M/s. ________________________

________________________

________________________


ANNEXURE – 1

UNDERTAKING

(To be enclosed along with EMD in Envelope-I)

I/We of M/s. _____________________________ bidder for the work “Architectural & Engineering

Consultancy Services for CONSTRUCTION OF PHASE-I OF NEW CAMPUS OF INDIAN

INSTITUTE OF INFORMATION TECHNOLOGY, GUWAHATI” with M/s Hindustan Prefab Limited

do hereby undertake that I/We agree to unconditionally accept all the terms and conditions mentioned in

the tender documents including corrigendums.

Further, we have noted that after unconditionally accepting the tender conditions in its entirety, it is not

permissible to put any remarks/conditions in the Price Bid enclosed in Envelope-II and the same has been

followed in the present case. In case this provision of the tender is found violated at any time after

opening of Envelope-II, we agree that the tender shall be summarily rejected and HPL shall without

prejudice to any other right or remedy be at liberty to forfeit the full said earnest money absolutely.

Signature of the Bidder

or Authorised Person ________________________________

Name of the Firm _______________________________

Seal of the Firm


GENERAL CONDITIONS OF CONTRACT FOR Architectural Consultancy Services

Construction of Phase-I of New Campus of Indian Institute of Information

Technology, Guwahati.

1. SCOPE OF WORK :

The site for construction of the above work is located in Guwahati. The locations of the buildings

are to be identified in the Campus of IIIT, Guwahati near Borjhar under Palasbari Revenue

Circle, Dist. Kamrup (Assam). The Project Management of the said work will be managed by

Hindustan Prefab Limited and therefore, not to be part of services to be rendered by the Architect

firm. The preparation of BOQ and specifications for tender documents with Market Rate

Justifications of each & every item shall be included in the Scope of Work. The Institute (IIIT,

Guwahati, henceforth called “Client”) has planned to construct the following buildings in 1st

Phase:-

A. Buildings

i. 10,000 sqm academic and administrative buildings

ii. Boys hostel for a capacity of 400

iii. Girls hostel and Guest House for a capacity of 100 + 25

iv. Staff and Faculty Flat complex of 50 flats

B. Utilities

i. Power sub-station

ii. Water supply, Sewerage and pipe network

iii. Roads and drains for Phase-I

iv. Basic landscaping for Phase-I

C. The estimated expenditure in this phase is about Rs. 120 crores.

The Consultant shall faithfully, expeditiously, economically and honestly provide the following services:-

i. Undertaking site visits to collect details/ data/ information required for planning purpose, holding necessary

discussions with HPL and the Client and obtaining requirement of project and attending meetings as and

when required by HPL or the client.

ii. To prepare necessary documents to enable HPL to arrange detailed soil investigation of the project as per

requirement.

iii. Preparation and submission of Layout Plan for 1st phase of construction indicating thereon futuristic

provisions, preparation and submission of detailed Master plan of campus and obtaining necessary approval

from clients including preparation, submission of models, photographs in 3-D and other documents as

required in connection with approval from HPL. This will include placement of buildings of various types

that a campus of the nature of an IIIT is expected to have, the road & drainage network, water supply system,

sewerage system, the layout of the electric, telecom & computer network cabling, rain water harvesting

system and landscaping etc.


iv. Preparation and submission of preliminary drawings, designs, specifications for each and every

buildings/structures including internal services complete and including getting necessary approval from

HPL.

v. Preparation and submission of detailed Architectural drawings, designs, specification for various buildings/

structures complete suitable for construction and release to site including getting approvals from HPL.

vi. Preparation and submission of detailed structural designs, drawings based on approved architectural

drawings for various buildings/ structures complete & suitable for construction and release to site including

getting approval from any Govt. recognized engineering institution and local statutory bodies as per

requirement.

vii. Preparation and submission of detailed designs, drawings and documents for all internal utility services like

plumbing and any other specialized services as per requirements of the project suitable for construction and

release to site including getting necessary approval from HPL.

viii. Preparation and submission of detailed designs, drawings and documents pertaining to external utility

services like water supply, rain water harvesting, sewerage, storm water drainage, roads, substations, pump

house and any other related schemes, boundary wall and any other specialized services as per requirements

of the project suitable for construction and release to site including getting necessary approval from HPL.

ix. Preparation and submission of detailed bill of quantity, detailed estimates including preparation and

submission of detailed take-off calculation sheets, analysis of rates for all works covered under clause V to

VIII.

2. Details of Services (Specific work wise)

i. Urban Design & Master plan:

i. Study of the site and preparation of the layout of 1st phase of constructions along with utilities and

cost.

ii. Zoning and land use plan indicating clearly first phase constructions and future expansion provisions.

iii. Circulation plan showing roads, parking lots and road sections.

iv. Concept plan for Services, Water Supply, Sewerage and Drainage.

v. Concept plan for Landscape.

vi. Graphic and signage concept designs.

vii. Report- Giving total scheme of plinth area based on the projected requirements of the Institute and

future area requirements as per Master Plan approved.

ii. Housing Buildings including structural design work: i. Architectural work for Original Block

ii. Structural Analysis / Engineering including frame analysis for Original block and drawings.

iii. Analysis & Design of Foundations and drawings.

iv. Sanitary, plumbing, drainage, water supply and sewerage work.

v. Detailed Estimate including detailed take-off calculation sheets, analysis of rates

vi. Electrical work.

vii. Interior designing.

iii. Other Institutional Buildings & Hostel Buildings including Structural Design Work: i. Architectural work for Original Block.

ii. Structural Analysis including 2-D/3-D Frame analysis considering static and dynamic (seismic) loads.

iii. Design of foundations and super-structure based on analysis.

iv. Structural drawings for foundations up to plinth level

v. Structural drawings for Super Structure.


vi. Sanitary, plumbing, drainage, water supply and sewerage work.

vii. Detailed Estimate including detailed take-off calculation sheets, analysis of rates.

viii. Electrical, electronic, communication systems and design.

ix. Heating, Ventilation and Air-conditioning work (HVAC).

x. Fire detection, Fire protection and Security systems.

xi. Elevators, escalators etc. if required.

xii. Acoustic Work.

xiii. Interior designing.

3. Schedule of Services in General

i. Prepare conceptual plan with reference to the requirement given by the Institute and prepare preliminary

estimate of cost for facilities for 1st phase.

ii. Modify the conceptual plan incorporating required changes and prepare preliminary drawings for the

Institute‟s approval along with revised preliminary estimate.

iii. Prepare and Submit 1st phase construction layout plan along with cost estimate.

iv. Prepare drawings necessary for submission to the statutory body, if required/ Institute records etc.

v. Prepare drawings, specifications, Bill of Quantities sufficient to prepare schedule of quantities and

estimates of cost and Tender Documents by HPL.

vi. Prepare drawings and specifications for services.

vii. Prepare and issue working drawings and details for proper execution of works during construction including

checking and approving shop drawings submitted by the contractor/vendors.

viii. Visit site of work, to inspect and evaluate the construction works and where necessary clarify the drawings

and specifications.

ix. Prepare and submit completion reports and drawings for the project as required and assist the client in

obtaining “Completion/Occupancy Certificate” from statutory authorities, whenever required. Issue four sets

of as built drawings including services along with a soft copy.

x. Periodic visit to the site of work as and when necessary to clarify any decision or interpretation of the

drawings and specifications that may be necessary and attend meetings, as and when required.

xi. Local Architect Representative of the Architect to be available to clarify any decision or interpretation

of the

drawings and specifications requiring immediate attention and to attend meetings, as and when required.

4. Submission of stage-wise drawings & details:

i. Master Plan

The proposed Master plan indicating the location of the buildings, inter modal transport facilities, surface

parking, approach facilities, roads, drainage network, water supply system, sewerage, layout of the electric,

telecom & computer network cabling, rain water harvesting system and landscaping etc. in two sets for approval

of the Institute. This will include placement of buildings of various types that a campus of the nature of an IIIT

is expected to have. Layout Plan for 1st phase of constructions and futuristic provisions shall be clearly

indicated in the drawings. The Architect will need to submit a Layout plan for 1st phase of construction along

with necessary utility services and the cost estimate immediately after selection as per the detailed working

schedule mentioned in this bid as per institute‟s exigency.

ii. Conceptual plan for buildings

Notwithstanding the above, based on the requirements furnished by the Client through HPL, the conceptual plan

with two/ three alternative proposal with necessary plans, sections and elevations, perspective views with their

merits and demerits and preliminary estimate based on plinth area rate to be submitted in 2 (two) sets for

approval.


iii. Modified conceptual drawing

Modified conceptual drawings after incorporating the changes, alterations, additions, modifications suggested

by the Institute shall be submitted in 4 (four) sets along with modified preliminary estimate for approval.

iv. Tender drawings and documents

On getting approval of the conceptual drawings, the consultant shall submit the detailed estimate for the civil

and electrical works, tender drawings and other relevant details required by HPL, to facilitate for inviting

tenders for works on priority basis in 12 (twelve) sets.

v. Statutory drawings

Taking into account the modifications suggested on the conceptual drawings, the consultant shall submit

necessary drawings in 4 (four) sets at 1:100 scale or any other scale as per the requirement of the statutory

bodies showing details (i.e. Plan, section, elevation and site plan etc.) required for submission to statutory

authorities as required.

vi. Working drawings & Structural design

Working drawings shall be submitted in 1:100, 1:50, 1:25 or any other large scale as required. The working

drawings shall contain all the details required for the construction. Any suggestions/ changes proposed by the

client during construction shall be incorporated in the drawings free of cost. In addition to structural,

architectural drawings all other working drawings shall be submitted in six copies. All the working drawings

shall be marked “GOOD FOR CONSTRUCTION”.

viii. As built drawings and design

Prepare and submit four sets of as built drawings of the building along with the structural design and layout of

services in hard and soft copy.

5. SCHEDULE OF WORKS:

The Consultant will be required to give a 'Time Schedule' in consultation with HPL for timely completion of

consultancy works as per SCOPE OF WORK and the same shall be deemed to form part of the Agreement. The

Time Schedule must meet the limits given in the Time Schedule in Annexure I. The Consultant shall complete the

said work and any variations that may be ordered by HPL. Time shall be the essence of the contract and no extension

of time for completing the same shall be made owing to any variations made in the works by the orders of HPL.

Periodic supervision

1.01 Periodic supervision of works to ensure adherence on the part of the contractor‟s execution of

work as per detailed drawings and specifications, including sorting out problems and issue of

necessary clarifications at site including preparation of additional drawings and details for

proper execution of work at site. The visit to the site at Construction stages will be as and

when required by HPL or the Client in the exigencies of work but the consultant on a

minimum will have to visit the project site, as per the schedule given below. After each and

every visit the consultant will provide the site visit report to HPL.

i) At the starting of the project

ii) At 15% completion of work

iii) At 30% completion of work

iv) At 45% completion of work

v) At 60% completion of work


vi) At 75% completion of work

vii) At 90% completion of work

viii) At 100% completion of work

1.02 Preparation and submission of completion reports, completion drawings and documents for

the project as required and acceptable to HPL including getting necessary completion

certificates, from Municipality/ statutory bodies.

6.0 PAYMENT OF CONSULTANCY FEES

The rate of consultancy fee, quoted on the consultancy Percentage (%) of the completion cost of

works shall be firm, fixed and final and inclusive of all taxes except the Service Tax ( Service Tax

to be reimbursed on actual on production of documentary evidence) and valid till completion of

the project. The details of Service Tax shall be provided in each running bill /final bill submitted

by the Architect Consultant. The completion cost shall exclude the following:-

a) Cost of Land.

b) Plan approval and service connection deposits and fees to local and /or statutory bodies/

State/Central Govt., paid/payable by the Client/HPL.

c) Any other services, fittings and fixtures which are not designed and planned by the

Consultant.

d) Cost of demolition of the existing building or its portion. Any infructuous expenditure as a

result of demolition etc. and cost of any rejected work.

e) Cost of supervisory and other establishment employed on work by Consultant or the

Client/HPL.

f) Other contingent expenditure like press advertisement, publicity, cost of foundation stone,

inauguration ceremonies of building etc.

g) Escalation in the cost of work due to increase in rates of materials, labour etc. after award

of work.

h) Any deviation in the items of work not authorized by the Client/HPL prior to its

execution.

i) Cost of any equipment which does not come under the scope of works of consultant.

j) Expenses relating to all legal fees and taxes etc. payable to various statutory and local

authorities paid by Client/HPL.

k) Any payment towards reimbursement of taxes and duties, levies, cess etc.

l) Agency charges of HPL.


7. STAGES OF PAYMENT:

A. Urban Design and Master Plan (Total fee to be @ 5% of quoted percentage of Architect

assuming total cost to be Rs. 120 crores)

Stage of Work % of

Total Fees

A.1 On Acceptance of Conceptual Master plan by HPL 20

A.2 Zoning and land use plan 10

A.3 Circulation plan with roads, Parking lots & road sections 10

A.4 Concept plan Services, Water, Sewerage and drainage 15

A.5 Concept plan– Landscape 15

A.6 Graphics and signage concept designs 10

A.7 Report– giving total scheme of plinth area based on the projected

requirements of the Institute and future area requirements.

20

Total = 100

Note 1: Progressive ad-hoc payments may be made to the architect in any of the above stages

based on the quantum of work done in that stage.

Note 2: Preparation of the model for the layout– payment for the model will be included in the rate.

Note 3: The fees paid will be adjusted against the final payment to the Consultant of the first tender

that is completed.

B. Other Institutional Buildings, Hostel Buildings & Housing Buildings including Structural

Design Work: (Payment per tender that is floated)

Sl.

No.

Stages of Work Percentage

of total

consultancy

fees

1 Submission of conceptual drawings and drawings with reference to

requirements given and approximate preliminary estimated cost on plinth

area rate basis (in 2 sets)

5%

2 Submission of the modified conceptual designs and drawings incorporating

required changes suggested for the Institute‟s approval along with revised

preliminary estimate cost. (in 4 sets)

15%

3 Submission of presentation drawings necessary for statutory bodies, if

required/ Institute records etc. (in 4 sets)

5%

4 Submission of tender drawings, schedule of item with quantities and

specifications to prepare detailed estimate and tender document by Institute

(in 12 sets).

20%

5 Submission of “Good for Construction” drawings in standard size in 6

sets including structural design calculations with detailed specifications in

phase-wise.

30%

6 Submission of detail drawings of services with specifications (in 6 sets). 5%

7 On acceptance of all documents and submission of completion drawing as

built (in 4 sets) and after successful handing over of the project to the

client.

20%

Total (Consultancy Fees) 100%


Note:

1. The payment will be made on executed value.

2. The payment for item no.1 to 4 will be made on estimated value and the same will be adjusted in

subsequent bills based on executed value. For item no. 5 to 6 payment will be made on executed

value. The final payment will be paid based on the completion cost as specified in para 6.0 after

adjusting the payments already made.

3. Payment will be released on pro-rate basis.

8. EXECUTION OF THE ASSIGNMENT / Terms & Conditions :

i. For each executed work, 10% of the fees payable to the Consultant shall, be retained from the

Running bills as 'Retention money', performance security and security deposit and the same shall be

released to the Consultant six months after completion of Consultancy work of the whole Phase I of

the Project. The Consultant is required to submit all reports, drawings, documents and certificate

before releasing the retention money, performance security and security deposit.

ii. Service Tax as per actual shall reimbursed on production of documentary evidence. The statutory

deduction of income tax, or other taxes, duties, levies, cess etc. as applicable shall be made from the

payment released to Architect Consultant from time to time and same are deemed to be included in

the Architect Consultants fees and nothing extra shall be payable to Architect Consultant in this

regard.

iii. The Consultant shall appoint, with the approval of HPL, a local Architect representative at site who

will be available to explain and interpret the drawings and specifications, sort out minor difficulties

/details at site and also ensure the execution of the work according to the design. He will also attend

meetings as and when required and give periodic visit to the site of work as and when necessary. In

case the Consultant fails to depute an Architect after starting of the work, a sum of Rs. 30,000 per

month will be deducted from the consultancy bills for the period the consultant fails to depute the

Architect.

iv. All expenses for visits to the site will be borne by the Architect Consultant.

v. For the building projects presentation models will be prepared by the Architect Consultant, in line

with the scope of work in para C iii and cost of additional models, if required will be re-imbursed by

the Client.

vi. All the stages of work shall be completed by the Consultant and the necessary approval given by

HPL according to the time schedule mutually agreed upon. If the consultant fails to complete any

stage of work in time due to no fault of HPL or the Client, penalty will be imposed @1% per week

on value of consultancy fees for that particular stage of work subject to maximum of 10% the

consultancy fees of that stage.

vii. Any extra payment made to contractors of works due to delay in submission of drawings will be

recovered from Architect.

viii. In the event the Consultant fails to perform their assignment, HPL shall have the power to engage

another Architect firm to complete the work at the risk and cost of the Architects.

ix. The Consultant shall prepare drawings, designs, outline specifications and preliminary estimate of

costs based on CPWD plinth area rates with current costs index for Guwahati, Assam and premium

for escalation per year of construction period as specified by CPWD. In the absence of rates in the


aforesaid schedule, the same shall be arrived at by actual analysis. The Consultant has also to prepare

schedule of item with quantities and specifications and detailed estimate based on CPWD schedule.

x. The Consultant shall assume full responsibility for the design and specification for items defined in

the scope of work. “The Institute” will have full access to the details of the calculation and the

structural designs for purpose of scrutiny for satisfying themselves as to their correctness.

xi. The Consultant shall not make any major deviation, alternation or omission from the approved

drawings without prior approval.

xii. The Consultant shall exercise all reasonable skill, care and diligence in the discharge of the duties

and shall exercise such general superintendence and inspection in regard to such work as may be

necessary to ensure that works are being executed in accordance with their drawings.

xiii. The Consultant shall make necessary revisions as may be required by HPL in the drawings and other

documents submitted by him/her at the draft stage. Any subsequent revisions required to be made by

HPL in drawings and documents once approved shall be made by the Consultant without any

additional payment.

xiv. HPL shall have the liberty to postpone or not to execute any work and the Consultant shall not be

entitled to any compensation for non-execution of the work except the fees which are payable to the

Architect inclusive of the current stage of services of progress.

xv. The Architect Consultant shall be fully responsible for evolving safe, economic, technically sound

and correct design and shall ensure that the planning and designing of the work is carried out based

on the tender documents and specifications of clients, latest ISI codes of practices, legislation, other

relevant bye-laws and good engineering practices and Architect Consultant shall guarantee the

performance of all the structures, conveyances system and services after completion. The bill of

quantities and specifications shall be as per CPWD, BIS, MOST, HPL norms as desired by HPL and

/ or clients.

xvi. The Architect Consultant shall ensure at detailed design stage that the project is completed within

approved project cost and the actual quantities of works executed at site based on details / drawings

given by the Architect Consultant, should not exceed by 3% (three percent) of the quantities given by

him at stage 4 of the schedule of payments mentioned in 7B. In case the Client has to incur extra

expenses due to execution of extra quantities / additional work to complete the project, the same

shall be recovered from the Architect Consultant upto the extent of maximum 15% (fifteen percent)

of total consultancy fees.

xvii. While providing consultancy services, the Architect Consultant shall ensure that there is no

infringement of any patent or design rights and he shall be fully responsible for consequence / any

actions due to any such infringement. Architect Consultant shall keep HPL/the Client indemnified

all the times and shall bear the losses suffered by HPL/the Client in this regard.

xviii. Scope of work covered in the General Condition of Contract herein may vary depending upon the

requirement and the Architect consultant will be liable to execute the work as directed at the quoted

rates.

9. PAYMENT TOWARDS VISITS

All expenses for visits to the sites by the Architect Consultant in connection with planning,

designing, detailing, obtaining approval from the Client/ HPL / Statutory bodies and during

construction and completion stage of work shall be borne by the Architect Consultant and deemed

to be included in his quoted fees.


10. If at any time after award/ start of work, the client decides to abandon or reduce the scope of work

for any reason whatsoever and hence not require the whole or any part of the works to be carried

out, the HPL shall give notice in writing to this effect to the Architect Consultant and the

Architect Consultant shall have no claim for any payment of compensation, or otherwise

whatsoever, on account of any profit or advance which he might have derived from the execution

of the works in full but which he did not derive in consequence of the foreclosure of the whole or

part of the work.

11. The Architect Consultant shall provide the documents, drawings, design, details as required for

timely completion of works within the time period mentioned against each activity as per the

agreement to be signed. The consultant shall complete the said works within this agreed time

schedule. No extension of time for completing the same shall be made owing to any variations

made in the works by the orders of HPL, unless the Client in consequences of such variations

extends the time allowed to HPL for the completion of the works, in which case HPL may extend

the time for completion under this agreement for a proportionate period but not greater than the

time allowed to HPL for the completion of the whole works.

12. All designs and drawings shall be the property of the Client & HPL and the name of IIIT-

Guwahati & HPL shall be predominantly displayed on all the drawings and documents as

Owners. The originals of approved completion drawings shall be on good quality re-producible

on tracing paper. The proprietary rights of design shall remain with Architect Consultant.

13. The Architect Consultant shall be fully responsible for evolving safe, economic, technically sound

and correct design and shall ensure that the planning and designing of the work is carried out based

on the tender documents and specifications of clients, latest ISI codes of practices, legislation,

other relevant bye-laws and good engineering practices and Architect Consultant shall guarantee

the performance of all the structures, conveyances system and services after completion. The bill

of quantities and specifications shall be as per CPWD, BIS, MOST, HPL norms as desired by HPL.

14. The Architect Consultant will give undertaking that all drawings, design, specifications, plans,

estimates and other documents will be prepared and furnished to suit the particular local

conditions of the site in the most economical manner. The Architect Consultant will work out

economic design and adopt specification so as to ensure that the estimate approved by clients at

initial stages are not exceeded on completion of work. At any stage. during the progress of

execution of the work, if any defect is noticed in the drawings, designs, specifications, plans,

estimates or other documents, the consultant shall provide free of cost to HPL fresh designs /

drawings / specifications / estimates and other documents within a period of the seven days from

the date of notice issued by HPL in this regard. The consultant shall also indemnify the

HPL/Client due to such defective drawings/ designs/ specifications / estimates / other documents

supplied by the consultant subject to a maximum of the consultancy fees.

15. PROFESSIONAL LIABILITIES: Professionals are required to discharge their obligations and

commitments diligently and befitting with quality and standards of services. The laws of the land

mandate that the professionals should provide services to the consumers in a required manner

exercising duty of care and while doing so they should not commit any negligent act. In order to

protect the interest of the consumers against the breach of duty, the deficient services have been

defined by the statute and legal actions have been initiated on the erring professionals. The

services rendered by architects have also been covered by the relevant laws of the country.


The professional liability of architects for the buildings which have been designed and its

construction and completion is supervised by them and thereafter, remain under the control and

management of owners/ occupants, and not under the superintendence of an architect who was

originally engaged for the design and supervision of construction. In reality, the longevity and

stability of the building are dependent upon the observance of safety and maintenance norms.

The document as approved by the Council of Architecture at its 40th

meeting held on 12th

& 13th

April, 2002, vide Resolution No.302, as guidelines to the Architects and user organizations /

individual clients.

16. Professional Duties of Architect:

Service: "Service", as defined under Section 2 (1) (o) of the Consumer Protection Act, 1986, means

service of any description which is made available to potential users and includes the provision of

facilities in connection with banking, financing insurance, transport, processing, supply of electrical

or other energy, board or lodging or both, housing construction, entertainment, amusement or the

purveying of news or other information, but does not include the rendering of any service free of

charge or under a contract of personal service. In other words, rendering professional service by an

architect for "consideration" falls within the ambit of "service". The relationship between the Client

and the Architect is that of recipient and provider of service. The professional services rendered by

the architect mean the services rendered pursuant to the Conditions of Engagement and Scale of

Charges, entered into between the Client and the Architect.

Competence: An architect, being a professional, shall possess the required qualifications,

knowledge, experience and skill i.e. proficiency and competence for discharging his professional

duties and functions, as specifically required for the given project. These are governed under the

provisions of the Architects Act, 1972 and the Architects (Professional Conduct) Regulations, 1989,

framed there under.

Duty of care: It means duty to exercise utmost skill and care. When an architect offers professional

advice/architectural services, implicitly undertakes that he is possessed of the knowledge and skill

for the purpose. Thus, an architect shall bring to his task a reasonable degree of knowledge and skill

and must exercise a reasonable degree of care.

Duties: The duties that are required to be performed by an architect for various types of projects have

been prescribed by the Council of Architecture under the Conditions of Engagement and Scale of

Charges for respective areas in the field of architecture. The documents stipulate the parameters

within which the Architect is required to function. However, the Conditions of Engagement and

matters related therewith for a given project shall be carried out in accordance with the terms and

Conditions of Agreement executed between the Client and the Architect.

Professional Conduct: An architect shall be required to comply with the standards of professional

conduct and etiquette and a code of ethics set out in clauses (i) to (xxv), read with exceptions covered by

sub-clauses (a) to (h) of sub-regulation (1) of Regulation 2 of the Architects (Professional Conduct)

Regulations, 1989. Violation of any of the provisions of sub-regulation (1) shall constitute a

professional misconduct.

Client's and HPL’s duties and responsibilities: The Client and HPL shall discharge all their

obligations connected with the project and engagement of the Architect in accordance with the

Conditions of Agreement as agreed upon. Further, the Client, upon completion of the building shall

maintain it properly to safeguard and preserve the longevity of the building.


17. Professional Negligence:

Negligence: "Negligence" of an architect means failure to take reasonable degree of care in the course

of his engagement for rendering professional services.

Deficient Service: "Deficiency", as defined under Section 2(1)(g) of the Consumer Protection Act,

1986, means any fault, imperfection, shortcoming or inadequacy in the quality, nature and manner of

performance which is required to be maintained by or under any law for the time being in force or has

been undertaken to be performed by a person in pursuance of a contract or otherwise in relation to any

service.

An architect is required to observe and uphold the Council's Conditions of Engagement and Scale of

Charges while rendering architectural services in terms of Regulation 2 (1) (xii) of the Architects

(Professional Conduct) Regulations, 1989. Thus, failure to provide any service/services that is/are

necessary for discharge of his duties and functions for the project for which he has been engaged,

amount to deficient service.

Exceptions: An architect is generally not liable for any liability, if the damage to the building has

occasioned in the following circumstances:

a) Use of building for the purposes other than for which it has been designed.

b) Any changes/ modifications to the building carried out by the owner(s)/occupant(s) without the

consent or approval of the architect who designed and/ or supervised the construction of the building.

c) Any changes/alterations/modifications carried out by consulting another architect without the

knowledge and consent of erstwhile architect or without obtaining No Objection Certificate from him.

d) Illegal/unauthorised changes/alteration/ renovations / modifications carried out by the

owner(s)/occupant(s).

e) Any compromise with the safety norms by the owner(s)/ occupant(s).

f) Distress due to leakage from terrace, toilets, water logging within the vicinity of the building and that

would affect the strength/stability of the structure or general well-being.

g) Lack of periodical maintenance or inadequate maintenance by the owner(s)/occupant(s).

h) Damages caused due to any reasons arising out of `specialised consultants' deficient services with

regard to design and supervision of the work entrusted to them, who were appointed/ engaged in

consultation with the Client.

i) Damages caused to the building for the reasons beyond the control of the architect.

18. Professional Negligence and Deficiency in Services - Professional Misconduct :

Any person aggrieved by the professional negligence and/ or deficiency in services provided by the

architect, the matter shall be referred to the Council of Architecture under Rule 35 of the Council of

Architecture Rules, 1973, to adjudicate whether the architect is guilty of professional misconduct or not.


19. Professional Liabilities:

(i) Indemnity Insurance: The architect is required to indemnify the client against losses and damages

incurred by the client through the acts of the Architect and shall take out and maintain a Professional

Indemnity Insurance Policy, as may be mutually agreed between the Architect and the Client, with a

Nationalised Insurance Company or any other recognized Insurance Company by paying a requisite

premium.

(ii) Maintenance of Record: The architect is required to maintain all records related to the project for a

minimum period of 4 years after the issuance of Certificate of Virtual Completion.

(iii) Duration: The architect's liability shall be limited to a maximum period of three years after the

building is handed over to / occupied by the owner, whichever is earlier.

20. Nature of Liability: An architect is liable for the negligent act which he committed in the performance

of his duties. The action against an architect can be initiated by the Client on satisfying the following

conditions:

a) There must exist a duty to take care, which is owed by an architect to his client.

b) There must be failure on the part of an architect to attain that standard of care prescribed by law,

thereby committed breach of such duty;

and

c) The client must have suffered damage due to such breach of duty.

(i) Disciplinary action under the Architects Act, 1972

If an architect is found guilty of professional misconduct, he is liable for disciplinary action by the

Council of Architecture under Section 30 of the Architects Act, 1972.

(ii) Civil and Criminal action in the Courts of Law

The disciplinary action taken by the Council of Architecture against the architect who has been found

guilty of professional misconduct does not absolve him of his liabilities under the Code of Civil

Procedure,1908 and the Code of Criminal Procedure,1973, if any.

21. The Selection Committee formed for evaluating bids may disqualify bids on account of, but not

limited to, the following reasons:

a) If received after the last date and time.

b) If the bidder disregards any of the terms & conditions of the bid and/or leaves any ambiguity in

calculation of the consultancy fee

c) If the participants attempts to influence any member of the selection committee.

d) In case of the applications containing false and/or incomplete information.

e) Receipt of Conditional bids.

The decision of the selection committee in the matter of disqualification shall be final and binding and

no further correspondence shall be entertained from the disqualified firm thereafter.

22. Against all expectations entertained by HPL, if none of the participating firms could be declared by the

selection committee as the winner of the bid, the bidding will be regarded as terminated. HPL reserves

right to accept or reject any/ all bidders without assigning any reason(s) thereof.

23. The decision of the HPL shall be final & binding on participating firms.


24. TERMINATION OF WORK

The work may be terminated at any time by HPL upon one month‟s notice in writing being given

to Architect Consultant, if the Architect Consultant‟s work is not found to be satisfactory

according to the terms of the agreement. In case the agreement is terminated on account of

Architect Consultant‟s work not being satisfactory. HPL will get the work done at the risk and

cost of the consultant.

25. DETERMINATION OR RESCINDING OF AGREEMENT:

The employer without any prejudice to its right against the consultant in respect of any delay by

notice in writing absolutely determine the contract in any of the following cases.

a) If the consultant being a firm/company shall pass a resolution or the court shall make any order

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

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

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

b) If the consultant commits breach of any terms of agreement.

When the consultant has made himself liable for action under any of the case as aforesaid, the

employer shall have powers:

(i) To determine or rescind the agreement (ii) To engage any other consultant to carry out the left over work, debiting the consultant the excess

amount, if any, so spent. The next consultant in the empanelment may be requested to do the needful

and agreement shall be executed with him after the codal formalities.

26. LIQUIDATED DAMAGES

In case the Architect Consultant fails to complete the work within the contract period or extended

period mentioned in clause 5 and 11 above owing to reasons attributable to Architect Consultant,

liquidated damages @ 1% per week of the total fees subject to a maximum of 10% of the total

fees payable shall be levied on the Architect Consultant. HPL shall be entitled to deduct such

damages from the dues that may be payable to the Architect Consultant.

27. FORCE MAJEURE CLAUSE The HPL will not be responsible for any delay / stoppage of work due to force majeure conditions

like natural calamities, civil disturbances, strikes, war etc. and losses suffered, if any, by the

consultant on this account. The HPL shall not be liable in any way to bear such losses and no

compensation of any kind whatsoever will be payable by the HPL to the Architect Consultant.

28. JURISDICTION

All legal disputes if any, will be subjected to the courts under the jurisdiction of the Gauhati High

Court.

29. ARBITRATION CLAUSE : "Except where otherwise provided for in the contract, all questions and disputes relating to the

meaning of specifications, design, drawings and instructions herein before mentioned and as to

the quality of workmanship materials used in the work or as to any way arising out or relating to

the contract design, drawings, specifications, estimate, instructions order or these conditions or

otherwise concerning the work or the execution or failure to execute the same whether arising


after award of work or during the progress of the work or after the completion of work or

abandonment thereof shall be referred to Director, IIIT, Guwahati / CMD, HPL, who will jointly

appoint the Sole Arbitrator or re-appointment another person on transfer or vacation of office or

unable to act as Arbitrator in place of the original Arbitrator.

Subject as aforesaid the provisions of the Arbitration and Conciliation Act. 1996, or any statutory

modification or re-enactment thereof and the rules made hereunder and for the time being in force

shall apply to the arbitration. The venue of arbitration shall be such place as may be fixed by the

arbitrator in his sole discretion."

The cost of arbitration shall be totally borne by the Consultant.

30. GENERAL: The consultant shall be fully responsible for the technical soundness of the work

including those of specialists engaged, if any, by him and also ensure that the work is carried out

generally in accordance with drawings, specifications and his conception. The employer will have

the work of consultant and/or his sub-consultants/associates supervised/inspected at any time by

any officer nominated by him who shall be at liberty to examine the records, check estimates and

designs. The appointment of employer‟s own supervisory staff, if any does not absolve the

consultant of his responsibility of general supervision. The consultant shall be responsible for

designs of structures and all provisions/services of the work entrusted to him so as to satisfy their

requirement.

The consultant hereby agrees that the fees to be paid as provided will be in full discharge of

functions to be performed by him and no claim whatsoever shall be admissible against the employer

in respect of any proprietary rights of copyright on the part of any other relating to the plans,

models and drawings.

The consultant shall indemnify and keep indemnified the employer against any such claims and

against all costs and expenses paid by the employer in defending himself against such claims.

It is hereby further agreed between the parties that the stamp duty payable under the law in respect

of this agreement shall be borne by the consultant.

In witness whereof the parties here-unto have set their hands and seals the day and year first above

written.

I/We have read the various terms and conditions and the same are acceptable to me/us.

Date

Place

Signature of the Architect with full address


ANNEXURE I

TIME SCHEDULE FOR PROVIDING ARCHITECTURAL CONSULTANCY

The Consultant shall adhere to the following time schedule:

I) Undertaking site visit to collect details /data

/ information. :

Within 07 days from date of start

II) To carry out detail survey (topographic

survey including contouring will be provided

by HPL) for preparation of Layout Plan for

1st phase of constructions and for preparing

detailed “Master Plan”, obtained necessary

approval from the client and statutory bodies

and carry out/recommend soil investigation

/ geo-tech survey wherever necessary.

:


III) Preparation and submission of Layout Plan

for 1st phase of Constructions including

associated utilities and indicating futuristic

provisions to HPL and Client with necessary

correction if any pointed out.

:


IV) Preparation and submission of Detailed

Master Plan showing 1st phase of

Constructions and indicating futuristic

provisions, along with detailed utilities

layout etc. including the cost to HPL with

necessary correction if any pointed out.

: Within 35 days from date of start

IV) Preparation & submission of detailed design

drawing of the buildings including internal

& external utility along with development of

the campus and get necessary approval from

HPL.


V) Preparation & submission of detailed BoQ

of all buildings along with Market Rate

Justification for all schedule & non-schedule

items involved in the project.


VI) Preparation of “Good for Construction”

drawings

: Within 15 days of award of

Contract for works.




PRE-QUALIFICATION

ARCHITECTURAL & ENGINEERING CONSULTANCY SERVICES FOR

PREPARATION OF CAMPUS MASTER PLAN AND DESIGN OF PHASE-I

CONSTRUCTION OF NEW CAMPUS OF

INDIAN INSTITUTE OF INFORMATION TECHNOLOGY, GUWAHATI.

NIT NO: HPL/DGM/TC/IIITG/2014-15/35 Dated : 11/12/2014 Last date for Submission of Tender : 22/12/2014

Cost of Tender : ` 5000/-

EMD : : ` 2.56 lacs

ISSUED TO M/s_________________________ _________________________






HINDUSTAN PREFAB LIMITED

NEW DELHI - 110 014

Prequalification Criteria

NATURE OF WORK : ARCHITECTURAL & ENGINEERING CONSULTANCY SERVICES FOR PREPARATION OF

CAMPUS MASTER PLAN AND DESIGN OF PHASE-I CONSTRUCTION OF NEW CAMPUS OF

INDIAN INSTITUTE OF INFORMATION TECHNOLOGY, GUWAHATI.

1. The firm should have minimum 10 years experience in the field of Architecture and Engineering

consultancy.

2. The AGENCY should have experience of rendering consultancy services of having satisfactorily

completed during the last 5 years ending 31st

March 2014 (Project cost) as given in Schedule –I.

The Certificate of proof shall be enclosed duly self attested.

3. The Agency should have an average annual turnover not less than Rs.1.50 crores for Consultancy

service during the last five financial years ending 31st March 2014. (Attested copies of audited

balance sheet along with Income Tax Return filed with IT Deptt. To be enclosed duly attested by

Notary Public)

4. (i) Successful Completion of three works each of similar nature (Institutional Building/ Office

Building/ Campus Development/ Residential Complex/ Hospital building) costing not less than Rs.40

Cr. of estimated cost (excluding cost of land) or two works each of Rs.50 Cr. estimated cost (excluding

cost of land) or one work of Rs.80 Cr. estimated cost (excluding cost of land) in the last seven years

ending last day of the month previous to the month in which tenders are invited.

(ii) The Consultant/Agency should have an experience of Designing at least one Similar Project

(Building and Development Work) for Govt./ Public Sector Organization/ Autonomous Body for

cost not less than Rs 50 Crores (excluding cost of land) and one another project cost not less than Rs.40

crores (excluding cost of land) with other reputed organisations. Since last five years ending November,

2014 (attested photocopies of original documents should be enclosed) for the field experiences of

successfully executing institutional/campus project in India and/ or neighboring countries.

(iii) Experience of executing at least one Master Plan Project of a campus /township covering at least

50 acres within the last five years.

5. The applicant should have a solvency of Rs 50 lacs certified by his Bankers. The solvency should be issued

in the name of HPL or to whom so it may concern & it should not be older than 6 months as on last date of

receipt of tenders.

6. AGENCY should have valid registration with Council of Architecture. Details of registration with

Indian Institute of Architects and other professional bodies and Authorities should also be provided.


7. AGENCY should have at least five architects working full time and sufficient number of technical

personnel.

8. The AGENCY with work experience in North Eastern Zone/Heavy Rain fall Areas shall be

preferred.

9. The Firm should not have been black listed by any Indian or International client, an affidavit in this

regard is required to be submitted along with the NIT.

10. The technical proposal should be provided with the information using the formats of this NIT in

sections “Schedule-I to V”.

11. The applicant should have valid Service Tax Number / PAN/ Sales Tax/ WCT / TAN/ VAT/EPF

Code No. (Attested photocopies to be attached).

12. The applicant should have sufficient manpower and resources to carry out such works. (Details of

key personnel on roll and their qualification and experiences to be furnished).

In addition following needs to be furnished: i) Information on any litigation in which the AGENCY was involved during the last seven years

including any current litigation.

ii) Complete Name and mailing address of the Bidder/Firm along with telephone numbers, Fax Nos.,

Mobile Nos., Email address.

iii) Other relevant details, if any.

13. The bid document of the participating Architects will be evaluated by a duly

constituted/authorized committee of Client and HPL based on the following criteria for

Technical Bid (based on information provided by the bidders). Therefore the bidders are

requested to provide authenticate, updated documentary evidential information along with

their bid. No request for subsequent production of documents will be allowed.

14. Technical Evaluation Methodology : Eligible bidders shall be evaluated for a score (A) to short list the qualified bidders for financial bid on the

basis of project experience, manpower & infrastructure as follow:

Items Marks

Master Plan/ Town Planning Projects Executed 8

Each Master Plan project of campus/ township covering at least 50 acres within the

last 5(five) years will carry 4 marks (subject to maximum 8 marks)

Large Building Projects Designed 12

RCC multistoried structures of value (within the last 5 years) (subject to maximum

12 marks)

(a) Rs. 40 crores will carry 2½ marks each for a maximum of 7.5 marks

(b) Rs. 50 crores and above will carry 2.5 marks each

Education Sector Projects Executed 5

Educational Institution projects of total value (within the last 5 years)

(a) Rs. 50 crores will carry 2 marks per project for a maximum of 4 marks.


(b) Rs. 100 crores and above shall carry 5 marks each but maximum limit will be 5

itself.

Handling Building Projects in any of the Eight NE States or Kerala

(within the last 5 years) 5

(a) Each project valued Rs.40 crores shall carry 4 marks.

(b) Projects valued above Rs.50 crores shall carry 1 additional mark for every Rs.

20 crore in excess of Rs. 50 crores.

Completion Certificates and Client Testimonials of last 5(five) years 10

(a) Each certificate of value Rs. 40 crores shall carry 2 mark for a maximum

of 6 marks.

(b) Each certificate of value above Rs. 40 crores shall carry ½ additional mark for

every Rs. 10 crore in excess of Rs. 10 crores.

Turnover in Consultancy Fees 8

Average Annual Turnover of the consultant during last 5 (five) years shall be considered

for evaluation.

(a) Average Annual Turnover of Rs.150.00 lacs shall carry 5 marks

(b) For each additional Average Annual Turnover of Rs.50 lacs beyond Rs. 150

lacs shall carry 1 marks.

Technical Manpower & In-house Infrastructures 8

(a) The Technical Staff with the consultant on full time basis (5 marks)

i. For each graduate Architect/ Engineer with at least 2 yrs. service with the

firm, 1mark

ii. For each post graduate Architect/ Engineer in Structural, Electrical,

PHE, Air-conditioning etc. with at least 2 yrs. service with the firm,

1½ marks

(b) Computing Facility (3 marks)

i. 1 mark for having a colour plotter

ii. Software

- Licensed Architectural package- 1 marks

- Licensed Structural package- 1 marks

Quality of the Concept Plan Submitted 8

Quality of Previous Work 16

Total – (Score A) 80

The markings shall be based on the supporting documents submitted along with the Technical Bid. The bidders

are also required to submit a self evaluation sheet along with the Technical Bid. The supporting documents

should be numbered and referred in the self evaluation sheet to support the self marking.

Quality of Planning & Design Works:

The Selection Committee shall also evaluate the Quality of Planning & Design Works Done by the bidders

(Based on Photographs, Drawings etc. of Completed Projects submitted and inspection of project sites, where

necessary). Therefore, bidders are requested to submit and present their documentations in the most diligent

manner. The Final Selection shall be made by the Selection Committee based on the above scores A, and, B,

from the Prices Quoted in the Financial Bid.

The financial bids of only those Architects will be opened who score more than equal to 56 out of 80

in the above rating points in the above mentioned Technical Evaluation. The Bidders(s) may please

note that 80% weightage will be given to the Technical Bid i.e. Technical Evaluation and 20%

weightage will be given to the financial bid (Rates quoted in the enclosed proforma) and of the

Architect/ bidder scoring highest combined rating points will be selected.


As per the example below, the weightage of 80% on Technical Bid and 20% on Financial Bid will be

applied.

Let us assume the 3 participating Architects scoring more than or equal to 56 out of 80 scoring points in the

technical evaluation (technical bid) and their quoted fee is as under:

S. No Description Scoring Points Quoted Fee

(in %)

1 Architect A 60 1.50

2 Architect B 70 2.00

3 Architect C 75 2.50

Since the technical scoring points is out of 80 and the weightage in technical bid is also 80%, therefore

percentage wise the technical scores will remain as it is i.e. for Architect A scoring points will be 60

(60/80*80%=60%) and similarly for Architects B & C it will be 70 and 75 respectively.

For the financial bid the minimum fee i.e. 1.50% will be given 100 percentage and percentage of the other

Architects will be worked out on proportionate basis and thereafter weightage of 20% will be applied on

marks so obtained. The marks so obtained by all the Architects will be added to the technical bid marks and

the Architect scoring maximum marks will be considered for appointment.

Marks obtained by Architect A: 60 + 1.50/1.50 x 20 = 80 marks

Marks obtained by Architect B : 70 + 1.50/ 2.00 x 20 = 85 marks

Marks obtained by Architect C : 75 + 1.50 / 2.50 x 20 = 87 marks

As per the combined scoring, the Architect C gets the maximum overall marks and will be considered for

appointment.

Note: - Even though the applicant may satisfy the above requirements, he/she

would be liable to disqualification, if he/she has made misleading or false

representation or deliberately suppressed the information in the forms,

statements and enclosures.

DGM (C)-TC


Following proforma documents will form part of Pre-qualification bid, i.e., Technical Bid.

No document in support of minimum eligibility criteria will be accepted after opening of tender:

Schedule-I GENERAL INFORMATION OF THE ARCHITECT(S)

Schedule- II LIST OF COMPLETED SIMILAR PROJECTS HANDLED BY THE

FIRM

Schedule- III LIST OF ONGOING SIMILAR PROJECTS BY THE FIRM

Schedule- IV FINANCIAL INFORMATION

Schedule-V LIST OF TECHNICAL PERSONNEL GIVING THEIR TECHNICAL

QUALIFICATIONS, EXPERIENCE INCLUDING THAT IN THE

PRESENT ORGANIZATION

Schedule-VI DETAILED WRITE-UP OF SIMILAR NATURE OF WORK AND

METHODOLOGY

Schedule-VII DETAILS OF INFRASTRUCTURE FACILITIES AVAILABLE WITH

THE FIRM FOR ARCHITECTURAL CONSULTANCY

Schedule-VIII AFFIDAVIT REGARDING BLACKLISTING/ NON-BLACKLISTING


HINDUSTAN PREFAB LIMITED (A GOVT. OF INDIA ENTERPRISE)

JANGPURA, NEW DELHI : 110 014. SCHEDULE-I

APPLICATION FORM FOR : Architectural & Engineering Consultancy Services for CONSTRUCTION

OF PHASE-I OF NEW CAMPUS OF INDIAN INSTITUTE OF INFORMATION TECHNOLOGY, GUWAHATI.

1. Name, Nationality and address of the applicant

Telephone

Fax

2 Date of commencement of Business

3 Whether the firm is a Private or Public Ltd.

concern or undivided Hindu family, individual

or a registered partnership firm (Copies of

Partnership Deeds or Articles of Association to

be enclosed).

4. Name of person holding the power of Attorney

and his present nationality (Copy of Power of

Attorney to be enclosed).

5. Name of Banker‟s full address with Banker‟s

Report (Solvency

Certificate to be enclosed).

6. Name of Contact Person with Telephone & Fax

No.

7. Details of Experience :

(Please fill in the separate Schedule I to II enclosed)

8.

a)

Technical Resources :

List of Technical /Administrative Personnel available with their qualification (Please fill in the separate

Schedule V enclosed).

b) List of Infrastructure /Equipment such as computers, Software packages, Scanners, Printers, Plotter,

Total station etc. available with the applicant.

c) Details of Collaboration agreements for Foreign Technology/ Knowhow, if any.

9. Whether the applicant has Graduate

Engineer/Architects Registered with Council of

Engineer/ Architecture under his employment

(Copy of Registration to be enclosed.

10 Whether the applicant is already enlisted in

Govt. /Semi Govt. enclosed organization, if so,

enclosed the copy of Registration.

11 Latest Income Tax Clearance Certificate to be

enclosed.

12 Whether the applicant or any of his partners or

shareholders is/are members) of the Indian

Parliament or my State Legislature.


13 Whether the applicant or any of his partners or

shareholders is/are dismissed Govt. Servant(s).

14 Has the applicant or shareholders been

blacklisted or removed from the approved list of

Architect, or demoted to lower class or orders

passed banning/ suspending business with the

applicant etc. by any Deptt. in the past.

15 Has the applicant or any of his partners/

shareholders in the firm worked in HPL as an

employee. Give details.

16 Does the Architect Consultant have in-house

facility for preparation of Architectural and

other drawings.

17 I/We certify that I/We have not got myself / ourselves registered as Consultant/ Architect in HPL under

more than one name.

18 We certify that I/We did not retire as an Engineer of Gazetted rank or as any Gazetted Officer

employed in Engineering or Administrative duties in the Engineering Departments of the Govt. of India

during the last two years. I also certify that I have neither such as person under my employment nor

shall I employ any such person within two years of his retirement except with the prior permission of

the Government. (For individual seeking assignment in their own name).

(Signature of Applicant with seal)

Date :

Place :


SCHEDULE – II

Applicant shall give information of Providing : Architectural & Engineering Consultancy Services for

CONSTRUCTION OF PHASE-I OF NEW CAMPUS OF INDIAN INSTITUTE OF INFORMATION

TECHNOLOGY, GUWAHATI.

Completed similar nature of work :

S.

No.

Full particulars of similar

works carried out by the

Consultant

Total cost of the

Project

Name of Clients Year of

Completion

AGENCY/Consultant shall submit the certificate of satisfactory completion of the work from the respective clients along with

copy of award letter / work order.

Certified that the above information is correct.

Signature of Applicant /

Authorised Representative with Seal


SCHEDULE – III

Detail of present commitment for similar nature of work for “Architectural & Engineering Consultancy Services for

CONSTRUCTION OF PHASE-I OF NEW CAMPUS OF INDIAN INSTITUTE OF INFORMATION

TECHNOLOGY, GUWAHATI”.

S.

No.

Full particulars of similar in

hand

Total cost of the

Project

Name of Client Date of

commencement

of work

Year of

Completion

Consultant shall submit the copy of the work order for the present commitments.

Certified that the above information is correct.

Signature of Applicant / Authorised

Representative with Seal


SCHEDULE – IV

FINANCIAL INFORMATION

Financial Analysis - Details to be furnished duly supported by figures in balance sheet/ profit & loss account for the

last five years duly certified by the Chartered Accountant, as submitted by the applicant to the Income Tax

Department (Copies to be attached)

YEARS

I.

i) Gross Annual Turnover

on construction works

ii) Profit/ Loss

II. Financial arrangement with the Financial Institution like over drafts/loan, Bank Guarantee Limit etc. for

carrying out the proposed work

III The following certificates are enclosed:

a) Solvency Certificate (not older than six month) from Bankers of Applicant.

b) Current Income Tax Return filed with Income Tax Dept. duly acknowledged (with seal).

Signature of Applicant(s)

Signature of Chartered Accountant with Seal

2009-10 2010-11 2011-12 2012-13 2013-14


SCHEDULE – V

Key- personnel on permanent rolls of the Company as on date

S.No. Name Present

Designation

Age Qualification Architectural

Consultancy

Experience

Date from

which employed

in the present

organization

Indicate

special

experience, if

any.

Certified that the above information is correct

Signature of Applicant / Authorized



SCHEDULE – VI

A. Detailed write up w.r.t. similar nature of work and Methodology (Not more than 2 pages).

Signature of Applicant / Authorised



SCHEDULE – VII

Details of Infrastructure facilities available with the firm for Architectural Consultancy

(To be put in Envelope-I of Technical Bid on the letter head of the bidder)

(The information should include details of office space, in-house computer aided design facilities etc. available with the

firm)

Signature of Applicant /

Authorised Representative with Seal


SCHEDULE – VIII

AFFIDAVIT REGARDING BLACKLISTING/ NON-BLACKLISTING

(To be executed on Rs.10/- Stamp paper & attested by Public Notary/Executive Magistrate by the bidder)

I / We Proprietor/ Partner(s)/ Director(s) of M/S. --------------------------------------- hereby declare that the

firm/company namely M/S.----------------------------------------------------------------------------has not been blacklisted

or debarred in the past by HPL/ NITs/ IITs/IIITs/ Central Universities/ IISERs/CSIR labs etc. or any other

Government organization from taking part in Government tenders.

Or

I / We Proprietor/ Partner(s)/ Director(s) of M/S. ---------------------------------------- hereby declare that the

firm/company namely M/S.-------------------------------------- ---------------------------------------was blacklisted or

debarred by -------------- Name of Organization or Government Department ----------------------------- from taking part

in Government tenders for a period of ---------------- years w. e. f.--------- --------.

The period is over on--------------and now the firm/company is entitled to take part in Government tenders. In case

the above information found false I/We are fully aware that the tender/ contract will be rejected/cancelled by HPL,

and EMD/SD shall be forfeited. In addition to the above HPL, will not be responsible to pay the bills for any

completed/ partially completed work.

Signature ………………………………………………………………….……

Name………………………………………………………………………….….

Capacity in which assigned: ………………………………………………..

Name & address of the firm: ………………………………………………...

Date:

Signature of Bidder with seal.


LIST OF ENCLOSURES

(To be submitted by the Applicant)

1. Constitution of Firm :

2. Power of Attorney :

3. Last five years audited balance sheets and annual turnover.

4. Latest Income Tax Clearance Certificate and Trade License Certificate.

5. Financial capacity and credit facilities available to the firm / company as certified by their Bankers (Banker‟s certificates

in original or duly attested showing present cash credit limits & guarantee limits).

6. Details of work executed during the preceding 5 years (Refer Schedule –II)

7. List of present commitment (Refer Schedule –III).

8. Financial Information (Refer Schedule –IV.).

9. Organization structure, manpower resources, technical staff, their qualification

(Refer Schedule –V).

10. Detailed write up w.r.t. similar nature of work and Methodology, not more than 2 pages

(Refer Schedule –VI).

.

11. Certificates received from clients.

12. MoU or agreement with collaborators, if any.

13. A list of those persons who are working with the applicant in any capacity and who are near relatives to any HPL

employee.

14. Affidavit regarding blacklisting/non-blacklisting (Refer Schedule-VIII)

NOTE : By the term near relative is meant wife, husband, parents and grandparents, children and grand

children, brothers and sisters, uncles, aunts and cousins and their corresponding in-laws.

Signature of Applicant / Authorized



ARCHITECTURAL & ENGINEERING CONSULTANCY SERVICES FOR

CONSTRUCTION OF PHASE-I OF NEW CAMPUS OF INDIAN

INSTITUTE OF INFORMATION TECHNOLOGY, GUWAHATI.

NIT NO: HPL/DGM/TC/IIITG/2014-15/35 Dated : 11/12/2014 Last date for Submission of Tender : 22/12/2014 upto 3pm

Cost of Tender : ` 5000/-

EMD : : ` 2.56 lacs

ISSUED TO M/s_________________________



HINDUSTAN PREFAB LIMITED

(A Govt. of India Enterprise) JANGPURA, NEW DELHI-110014

FINANCIAL BID




FINANCIAL BID

For Detailed Architectural Consultancy work.

Sl.

No

Description To be quoted in percentage (%)

1.

Architectural & Engineering

Consultancy Services for Preparation

of Campus Master Plan and Design of

Phase-I Construction of New Campus

of Indian Institute of Information

Technology, Guwahati.

@ …………..% (in figures)

Percentage (in words)

____________________________

_____________________________

Note

1. One block of housing built contiguously will be taken as Original Building.

2. For repetition of housing, hostels or other buildings, where a repetition of an original block is carried out, the

fees shall be 50% of the quoted value of the executed value of the original block. In case of change in

foundation due to soil parameters, the design and drawings of the foundation has to be done by the consultant,

for which no additional payment will be admissible.

3. In case of difference in „words‟ and „figure‟ rate quoted in words will prevail.

Signature of Bidder