rfp-piecc v3 moshi e c

7/31/2019 RFP-PIECC v3 moshi e c

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REQUEST FOR PROPOSAL

Master planning and concept design for Pune International Exhibition & ConventionCentre, Moshi

Purpose of the Tender:

This tender is for the selection of Architect for the master planning and concept

design for Pune International Exhibition & Convention Centre on a land area of 200

acres at Moshi in PCNTDA (Pimpri Chinchwad New Town Development Authority)

jurisdiction.


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CONCEPT DESIGN FOR PIECC

Signature of the Authorised Signatory _________________ Request for Proposal 2

REQUEST FOR PROPOSAL


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TABLE OF CONTENTS

1 DISCLAIMER............................................................................................................................... 4

2 DEFINITIONS..............................................................................................................................5

3 PROJECT BACKGROUND ........................................................................................................63.1 THE PROJECT .........................................................................................................................63.2 OBJECTIVE OF THE RFP .........................................................................................................83.3 SCOPE OF WORK....................................................................................................................8

4 DESCRIPTION OF THE SELECTION PROCESS.................................................................... 10

4.1 SELECTION PROCESS ........................................................................................................... 104.2 STEP 1RESPONSIVENESS OF BID ......................................................................................... 104.3 STEP 2(COVER 1)EVALUATION OF TECHNICAL CAPABILITY...................................................104.4 STEP 3(COVER 2)EVALUATION OF TECHNO BUSINESS PROPOSAL ........................................114.5 STEP 4(COVER 3)EVALUATION OF COMMERCIAL PROPOSAL ................................................114.6 GENERAL COMPLIANCE CRITERIA ......................................................................................... 11

4.7 TIME TABLE AND MILESTONES .............................................................................................. 125 PROCEDURES TO BE FOLLOWED........................................................................................13

5.1 ENQUIRIES &CLARIFICATIONS .............................................................................................. 135.2 AMENDMENTS TO THE RFP ..................................................................................................... 135.3 SUBMISSION OF THE BID ....................................................................................................... 135.4 INITIALLING OF THE BIDS....................................................................................................... 155.5 INSTRUCTIONS TO BIDDERS................................................................................................... 155.6 BIDDERS RESPONSIBILITY.................................................................................................... 175.7 VALIDITY OF TERMS OF THE BID ............................................................................................ 175.8 FEES AND DEPOSITS TO BE PAID BY THE BIDDERS .................................................................175.9 NON ASSOCIATION WITH PROJECT ADVISORS .........................................................................185.10 CONSEQUENCES OF NOT ADHERING TO THE PROCESS.......................................................185.11 RIGHT TO REJECT THE PROPOSAL ..................................................................................... 18

6 COVER 1 TECHNICAL CAPABILITY EVALUATION............................................................ 19

6.1 MINIMUM ELIGIBILITY CRITERIA:TECHNICAL CAPABILITY .......................................................196.2 EVALUATION PROCESS ......................................................................................................... 19

7 COVER 2 TECHNO BUSINESS PROPOSAL .......................................................................20

7.1 CONTENTS OF THE TECHNO-BUSINESS PROPOSAL ................................................................207.2 EVALUATION OF TECHNO-BUSINESS PROPOSALS ..................................................................207.3 EVALUATION METHODOLOGY ................................................................................................ 20

8 COVER 3 COMMERCIAL PROPOSAL EVALUATION.........................................................21

8.1 COMMERCIAL PROPOSAL PARAMETERS ................................................................................. 218.2 EVALUATION OF COMMERCIAL PROPOSAL ............................................................................. 218.3 COMMERCIAL PROPOSAL:INFORMATION FORMATS................................................................21

9 ACKNOWLEDGEMENT OF RECEIPT OF RFP DOCUMENT AND NOTICE OF INTENT TOSUBMIT PROPOSALS.....................................................................................................................22

10 FORMAT OF THE COVERING LETTER .............................................................................. 23

11 FORMAT OF POWER OF ATTORNEY FOR AUTHORISED REPRESENTATIVE ............. 25

12 DESCRIPTION OF THE BIDDING COMPANY.....................................................................26

13 FORMAT FOR UNDERTAKING............................................................................................27

14 COMMERCIAL PROPOSAL FORMAT................................................................................. 28


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1 DISCLAIMER

Pune International Exhibition & Convention Centre, Moshi (PIECC) has taken adequate care in the

preparation of the Request for Proposal (RFP). Nevertheless the Bidder should satisfy itself that the

RFP is complete in all respects. Intimation of any discrepancy shall be given to this office

immediately. If no intimation is received by this office, from any Bidder within five days from the date

of issue of this Document, it shall be considered that the issued document complete in all respects

has been received by the Bidder.

Neither PIECC, nor its employees, consultants, advisors accept any liability or responsibility for the

accuracy or completeness of, nor make any representation or warranty - express or implied, with

respect to the information contained in the RFP, or on which the RFP is based, or any other

information or representations supplied or made in connection with the selection process.

Neither PIECC nor its employees or consultants will have any liability to any Bidder or any other

person under any law, statute, rules or regulations or otherwise for any loss, expense or damage

which may arise from or be incurred or suffered in connection with any information contained in thisRFP, any matter deemed to form part of this RFP, the award of the Project, the information and any

other information supplied by or on behalf of PIECC or their employees, any consultants or

otherwise arising in any way from the selection process for the Project.

The RFP does not address concerns relating to diverse investment objectives, financial situation

and particular needs of each party. The RFP is not intended to provide the basis for any investment

decision and each prospective Bidder must make its / their own independent assessment in respect

of various aspects of the techno-economic feasibilities of the Project. No person has been

authorized by PIECC to give any information or to make any representation not contained in the

RFP Document.

Nothing in the RFP is, or should be relied on, as a promise or representation as to the future. In

furnishing the RFP, neither PIECC, nor its employees, advisors undertake to provide the recipient

with access to any additional information or to update the RFP or to correct any perceived

inaccuracies therein.

PIECC or its authorized officers / representatives / advisors reserve the right, without prior notice, to

change the procedure for the selection of the Successful Bidder or terminate discussions and the

delivery of information at any time before the signing of any agreement for the Project, without

assigning reasons thereof.

PIECC reserves the right to reject any or all of the Bids submitted in response to the RFP at any

stage without assigning any reasons whatsoever.PIECC reserves the right to change any or all of the provisions of the RFP. Such changes will be

intimated to all the Bidders.

PIECC reserves the right to change, modify, add to or alter the selection process including of

additional evaluation criteria. Any change in the selection process shall be intimated to all Bidders.


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2 DEFINITIONS

Agreement shall mean the agreement executed between the Concept Architect and PIECC.

Architectural Fees shall mean the amount offered to be charged to PIECC for the services

rendered for the Project.

Bid/ Proposal shall mean the covers 1, 2 and 3 as defined in the Section 4.1 as submitted by the

Bidders in response to this RFP Document.

Bidder means a Bidding Company, as defined below that has submitted a Bid in response to this

Document.

Bidding Company shall mean a single entity or a firm or a partnership firm inclusive of its

associates.

Bid Validity Period shall mean a period of not less than 180 days from the last date for submission

of the Proposal.

Commercial Proposal shall mean the information submitted as per Section 8 of this Document.

Concept Architect shall mean the Successful Bidder with whom PIECC executes an agreement for

developing a concept for the Project.

Contract Period shall mean a period as mentioned in the Agreement within which the Concept

Architect is obliged to submit the final drawing for the Project in such format as mentioned in the

Agreement.

Document /Request for Proposal / RFP Document / RFP shall mean this Request for Proposal

document instructing the Bidders for bidding for the Project.

Letter of Allotment shall mean the letter issued by PIECC to the Successful Bidder and shall be as

per terms mentioned in Section 4.4.

Project shall mean the designing a development of an international exhibition and convention

centre along with other developments like hotel, retail, recreational and entertainment, on the

Project Site as per the conditions mentioned under the Agreement.

Bid Security shall have a meaning as referred in Section 5.8.1 of this Document.

Successful Bidder The Bidder who interalia meets the following requirements (a) meets the

Technical criteria; (b) whose Techno Business Proposal are acceptable to the evaluation committee

of PIECC and (c) who offers the least Architectural Fees and adheres / consents to adhere to all

other conditions laid by PIECC.

Techno-Business Proposal shall mean the techno business plan as submitted by the Bidder as

per the contents specified under Section 7 in the Request for Proposal.


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3 PROJECT BACKGROUND

3.1 THE PROJECT

Pimpri Chinchwad, a part of Pune Metropolitan Region (PMR), is one of the fastest growing urbanagglomerations of India. Pune International Exhibition & Convention Centre, Moshi (PIECC), to

sustain this rapid growth, is envisaging the development of an international exhibition and

convention centre at Moshi, Pimpri.

3.1.1 Location & immediate surroundings

The Moshi site, a plain land parcel without encumbrances, accessible from all four sides, in the

heart of Pimpri is within 30 minutes driving distance from the proposed International Airport at

Rajgurunagar and is situated within the automobile manufacturing and engineering industrial area of

the Pune Metropolitan Region.

The site is located on the Bus Rapid Transport System (BRTS) routes of Pimpri-Chinchwad and

Pune cities. Moshi, being a part of Pimpri, is primarily industrial in nature at present and also has

significant amount of upcoming residential and commercial development in the vicinity.

Moshi is also poised to benefit from the accelerated urban reforms that Pimpri and Chinchwad, the

twin cities, are currently undergoing. These reforms, comprise investments worth Rs. 9,500 crores

(USD 2 billion) in infrastructure projects of water supply, sewerage, solid waste management, slum

rehabilitation, housing for economically weaker sections, roads and Mass Rapid Transit System.

These investments are expected to further boost industrial development and consolidate its serviceeconomy. Pimpri will thus witness a gradual transformation as a commercial cum industrial city in

the near term. The figures below highlight the site layout and its immediate surroundings.

Keeping in mind the expected transformation of the area, PIECC envisions the development of a

facility on 200 acres of land being provided by the PCNTDA (Pimpri-Chinchwad New Town

Development Authority), called the Pune International Exhibition and Convention Centre. This

facility will be commensurate to hosting events, such as exhibitions, trade fairs, conventions and

social events at an international scale at Moshi in Pimpri.


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Figure 1: Site Layout

Source: Google maps

Figure 2: Site Neighbourhood

Source:

Googlemaps

Proposed Pune InternationalExhibition & Convention Centre

NH50-NashikPuneHighway

(BRTS

Corridor)


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Preparation of area statement of each component of the development mix and block cost

estimate of the Project.

Define output specifications of each structure in the master plan and concept design.

The exclusions from the scope of work are as follows:

The Bidder shall not prepare detailed engineering / structural drawings / construction drawings

for the Project.

The Bidder, apart from the output specifications, shall not draft any other detailed specifications

(like structural design specifications, detailed material specifications, electrical and mechanical

design specifications or specifications for construction processes) for the Project.


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4 DESCRIPTION OF THE SELECTION PROCESS

4.1 SELECTION PROCESS

The submission of Bids by interested parties in response to the RFP would be required to be in

three separate sealed covers as indicated below.

Cover 1: Technical Capability

Cover 2: Techno Business Proposal

Cover 3: Commercial Proposal

The Bids received would be subject to a prima-facie check for responsiveness followed by a step-

wise evaluation procedure as described below.

4.2 STEP 1 RESPONSIVENESS OF BID

The Bids submitted by Bidders shall be initially scrutinised to establish Responsiveness. A Bid

may be deemed Non-Responsive if it does not satisfy any of the following conditions:

a. Submission of Demand Draft of Rs. 2,500/- for the RFP Document procurement in electronic

form;

b. It is not received by the due time and date as specified;

c. It does not contain sufficient information for it to be evaluated and/or is not in the formats

specified;

d. It is not signed and /or sealed in the manner and to the extent indicated in Section 5 of this RFP

Document;

e. It is not accompanied by a valid Bid Security;

The Bid shall be considered to be substantially Responsive if it conforms to the preceding

requirements without material deviation or reservation. A material deviation or reservation is one

which,

a. Affects in any substantial way, the scope, quality, or performance of the Project, or

b. Limits in any substantial way, inconsistent with the RFP Document, PIECC's rights or the

Bidder's obligations under this Agreement, or

c. Unfairly affects the competitive position of other Bidders presenting substantially responsive

bids.

A Bid once declared as Non-Responsive and rejected, cannot be made responsive by the Bidder

having corrected or withdrawn the non-conforming deviation or reservation.

The Bids of Responsive Bidders shall be evaluated in the following steps.

4.3 STEP 2 (COVER 1) EVALUATION OF TECHNICAL CAPABILITY

In this stage the technical capability of the Bidder in undertaking the Project would be assessed.

The Bidders would be evaluated on parameters as defined in Section 6.1, (Criteria for evaluating

technical capability) and the Bidders found to be technically qualified would be eligible for the next

stage of the selection process. The Techno Business Proposal (Cover 2) and the Commercial

Proposal (Cover 3) of the Bidders not found to be technically qualified would be returned unopened.


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4.4 STEP 3 (COVER 2) EVALUATION OF TECHNO BUSINESS PROPOSAL

Evaluation of the Techno-Business Proposal would be undertaken as detailed in Section 7. The

Bidders whose Techno-Business Proposals are found acceptable shall be eligible for the next stage

of the selection process. The Commercial Proposal shall be returned unopened (Cover 3) to the

Bidders whose Techno-Business Proposals are found not acceptable.

4.5 STEP 4 (COVER 3) EVALUATION OF COMMERCIAL PROPOSAL

Evaluation of the commercial proposals would be undertaken as detailed in Section 8. A ranked list

(in the ascending order of the price quoted viz, L1, L2..Ln) of Bidders based on the results of the

evaluation would be prepared.

The selection of the Successful Bidder shall follow a weightage based selection as highlighted

under Section 8. The top three ranked Bidders shall be retained till the signing of the Agreement

with the Successful Bidder.

Subsequent to this process, the Letter of Allotment (LoA) would be issued to the Successful Bidder

by PIECC. Within 7 (seven) days from the date of issue of the LoA, the Successful Bidder shall

send an acknowledgement agreeing to comply with the conditions set out therein and for the

execution of the Agreement. PIECC will promptly notify other Bidders that their Proposals have

been unsuccessful and their Bid Security will be returned within 30 days without interest on the

signing of the Agreement with the Successful Bidder. The Successful Bidder shall have to enter into

an Agreement within 15 (fifteen) days from date of issue of the LoA.

Failure of the Successful Bidder to comply with the requirements mentioned in the above paragraph

shall constitute sufficient grounds for the annulment of the LoA, and forfeiture of the Bid Security. In

such an event, PIECC reserves the right to

a. either invite the next best Bidder for negotiations OR

b. call for fresh Bids OR

c. take any such measure as may be deemed fit in the sole discretion of PIECC, including

annulment of the bidding process.

4.6 GENERAL COMPLIANCE CRITERIA

1. Each Bidder shall submit a Power of Attorney as per the format enclosed in Section 11,

authorizing the signatory of the Proposals to commit the Bidder.

2. The Bidder shall also submit with the Proposal an undertaking in the requisite format specified in

Section 13 on an Indian non-judicial stamp paper of Rs. 100. This undertaking is an affirmation

from the Bidder with respect to the authenticity of information/ documents furnished along with

the Proposal. Any deviation in material facts in respect to information/ documents furnished by

the Bidder in this respect is noted at any point of time (i.e. at the time of submission or after

signing the Agreement) then the Bid can be disqualified or will make the Successful Bidder liable

for breach of contract in case the discrepancy is noted after the signing of Agreement.


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4.7 TIME TABLE AND MILESTONES

Date of issue of RFP Document 3rd

May 2010

Last date of sale of RFP Document 24th

May 2010

Last date for submission of RFP On the 31st

May 2010 at or before 3.00 P.M.In order to meet the above target dates, Bidders are expected to respond expeditiously to

clarifications, if any, requested during the evaluation process. PIECC shall adhere to the above

schedule to the extent possible. PIECC, however, reserves the right to modify the same and the

intimation to this effect shall be given to all the Bidders.


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5 PROCEDURES TO BE FOLLOWED

5.1 ENQUIRIES & CLARIFICATIONS

Enquiries, if any, can be addressed to:

To

The Director,

Pune International Exhibition and Convention Centre, Moshi,

Pimpri Chinchwad New Town Development Authority,

Sector 24, Nigdi,

Pune 411044, Maharashtra

Ph: 02027657645, Fax: 020-27653670

It may kindly be noted that all the clarifications should be faxed to 020 - 27653670 and the same

may kindly confirmed by making call to 020 27657645. Copy of the same may be emailed at

[email protected] or couriered to the above address.

Data to the extent available has been indicated in the RFP document and the Bidders are

suggested to make their own investigations and collect additional data for preparation of the

proposal.

PIECC shall aggregate all such clarifications, without specifying the source of clarifications, and

shall prepare a response, which shall be distributed to all parties who have procured the RFP

Document. It may be noted that queries in writing would be entertained only from those parties who

have been provided this Document.

5.2 AMENDMENTS TO THE RFP

At any time prior to the last date for Receipt of Bid as indicated in the RFP Time Schedule, PIECC

may, for any reason, whether at its own initiative or in response to clarifications requested by a

Bidder, amend the RFP by the issuance of Addenda.

Any Addendum thus issued would be in writing and sent to all the Bidders who have received and

acknowledged the RFP document and shall be binding upon them. Bidders shall promptly

acknowledge receipt thereof to PIECC.

In order to afford Bidders reasonable time to take the Addendum into account, or for any other

reason, PIECC may, at its discretion, change the last date for receipt of Bid.

5.3 SUBMISSION OF THE BID

5.3.1 Cover 1- Technical Capability

The Bidder shall place one (1) original + two (2) copies of the Technical Capability as described in

Section 6 in a sealed envelope, which shall be inscribed as under:

Cover 1 Technical Capability


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Submitted by: _________________________ (name of Bidder)

The Bidder shall clearly mark the original cover submission as ORIGINAL and the 2 copies as

COPY. In the event of discrepancy between the original and the copy, the original shall prevail.

The original and copy of the Bid should be sealed in one common envelope.

In addition to the information submitted on Technical Capability as per Section 6, this cover shallhave the following documents:

a. Receipt of Rs. 2,500/- against the payment made for the procurement of the RFP document if

procured in hard copy from PIECC.

b. Payment of Rs. 2500/- in form of a demand draft in favour of Pune International Exhibition &

Convention Centre, Moshi payable at Pimpri in case the RFP document has been downloaded

from the website.

c. Covering Letter as per Section 10

d. Power of Attorney for the authorised representative as per Section 11

e. Description of the Bidding Company as per Section 12

f. Undertaking as per Section 13

g. Bid Security in form of a demand draft in favour of Pune International Exhibition & Convention

Centre, Moshi payable at Pimpri.

5.3.2 Cover 2 Techno Business Proposal

The Bidder shall place one (1) original + two (2) copies of the Techno-Business Proposal as

described in Section 7 in a sealed envelope, which shall be inscribed as under:

Cover 2 Techno-Business Proposal

Submitted by: _________________________ (name of Bidder)




5.3.3 Cover 3 Commercial Proposal

The Bidder shall place one (1) original + two (2) copies of the Commercial Proposal in a sealed

envelope, which shall be inscribed as under:

Cover 2 Commercial Proposal

Submitted by: ________________________ (name of Bidder)

The Information to be submitted by the Bidders in the Commercial Proposal (Cover 3) is described

in Section 8. Bidders are required to submit the Commercial Proposal in the format as given in

Section 14. It may be noted that proposals of Bidders, which do not contain the Commercial

Proposal as specified above, would be considered invalid and liable for rejection.





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5.3.4 Submission of the Bid

The three covers of the Bid (i.e. Cover 1, 2 and 3) organised as above shall be placed in a sealed

outer envelope or a box, with the following inscription:

ToThe Director,



Sector 24, Nigdi,


Ph: 02027657645, Fax: 020-27653670

Proposal for the project, Concept Design for Pune International Exhibition & Convention

Centre at Moshi

Submitted by: Name, Address and Contact Phone Number(s) of the Bidder

If the envelopes are not sealed and marked as instructed above, the Bid may be deemed to be non-

responsive and liable for rejection. PIECC assumes no responsibility for the misplacement or

premature opening of the Proposal submitted if the same is not in accordance with the prescribed

format.

The Bidder can submit the Bid by registered post/ courier or submit the Bid in person, so as to

reach the under mentioned address on the date and time as communicated in the pre-bid meeting

as stipulated in Section 4.7 of the RFP document. PIECC shall not be responsible for any delay in

submission of the Bids. Any Bid received by PIECC after the deadline for submission of the Bids

stipulated in Section 4.7 shall not be opened.

5.4 INITIALLING OF THE BIDS

Each page of the Bid should be initialled by the Authorised Representative (as defined in Section

5.5), of the Bidding Company.

5.5 INSTRUCTIONS TO BIDDERS

All Bidders should note the following:

1. Bids that are incomplete in any respect or those that are not consistent with the requirements as

specified in this RFP or those that do not contain the Covering Letter as per the specified

formats may be considered non-responsive and may be liable for rejection.

2. Strict adherence to formats, wherever specified, is required. Non-adherence to formats may be a

ground for declaring the Bid non-responsive.

3. Bidders may note that PIECC will not entertain any deviations to the RFP at the time of

submission of the Bid or thereafter. The Bid to be submitted by the Bidders would have to be

unconditional and unqualified and the Bidders would be deemed to have accepted the terms and

conditions of the RFP with all its contents. Any conditional Bid shall be regarded as non-


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responsive and would be liable for rejection.

4. The Bid and all related correspondence and documents shall be written in the English language

only. Supporting documents and printed literature furnished by the Bidder along with the Bid may

be in any other language, provided that they are accompanied by an appropriate translation into

English. Supporting materials that are not translated into English will not be considered. For the

purpose of interpretation and evaluation of the Proposal, the English language translation shall

prevail. All communication and information provided should be legible, and wherever the

information is given in figures, the same should also be mentioned in words.

5. No change in, or supplementary information to a Bid shall be accepted once submitted.

However, PIECC reserves the right to seek additional information from the Bidders if found

necessary, during the course of evaluation of the Bid. Non-submission, incomplete submission

or delayed submission of such additional information or clarifications sought by PIECC, may be a

ground for rejecting the Bid.

6. The currency for the purpose of the Bid shall be the Indian Rupee (INR). The conversion to

Indian Rupees shall be based on the corresponding TT buying rate specified by the State Bank

of India, ten days before the Submission date of RFP. In all other cases where the original figure

is in foreign currency, such original figures in the relevant foreign currency and the INR

equivalent thereof must be given.

7. The Bids shall be evaluated as per the criteria specified in this RFP Document. However, within

the broad framework of the evaluation parameters as stated in the Request for Proposal, PIECC

reserves the right to make modifications to the stated evaluation criteria, which would be

uniformly applied to all the Bidders.

8. The Bidder should designate one person (Authorised Representative,) authorised to represent

the Bidder in its dealings with PIECC. The Acknowledgement of Receipt of Request for ProposalDocument shall be signed by the Authorised Representative. This designated person should

hold the Power of Attorney and be authorised to perform all tasks including but not limited to

providing information, responding to enquiries, entering into contractual commitments on behalf

of the Bidder etc. The Covering Letter submitted by the Bidder shall be signed by the Authorised

Signatory and shall bear the stamp of the entity thereof.

9. PIECC also reserves the overriding right to reject any Bid pursuant to any change in the

composition of the Bidding Company without ascribing any reasons whatsoever.

10. PIECC reserves the right to reject any or all of the Bids without assigning any reason

whatsoever.

11. PIECC reserves the right to invite revised Proposals from Bidders with or without amendment of

the RFP at any stage, without liability or any obligation for such invitation and without assigning

any reason.

12. Mere submission of information does not entitle the Bidder to meet an eligibility criterion. PIECC

reserves the right to vet and verify any or all information submitted by the Bidder. If any claim

made or information provided by the Bidder in the Bid or any information provided by the Bidder

in response to any subsequent query by PIECC, is found to be incorrect or is a material

misrepresentation of facts, then the Bid will be liable for rejection. Mere clerical errors or

bonafide mistakes may be treated as an exception at the sole discretion of PIECC and if PIECCis adequately satisfied.


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13. The Bidder shall be responsible for all the costs associated with the preparation of the Bid.

PIECC shall not be responsible in any way for such costs, regardless of the conduct or outcome

of this process.

14. The Bidder may carry out Project site visit at any time at their cost. The Bidder would be granted

permission by PIECC for visit of the Project site on receipt of a formal written request,

reasonably in advance of the proposed date of visit.

5.6 BIDDERS RESPONSIBILITY

The Bidder is expected to examine carefully the contents of all the documents provided. Failure to

comply with the requirements of RFP shall be at the Bidder's own risk. It shall be deemed that prior

to the submission of Proposals, the Bidder has:

1. Made a complete and careful examination of terms & conditions/ requirements, and other

information set forth in this RFP document

2. Received all such relevant information as it has requested from PIECC; and

3. Made a complete and careful examination of the various aspects of the Project including but not

limited to:

a. Bidders own validation of the project site, location of processing facilities and other existing

facilities and structures

b. Clearances obtained by PIECC for the Project; and

c. All other matters that might affect the Bidders performance under the terms of this RFP

document.

4. PIECC shall not be liable for any mistake or error or neglect by the Bidder in respect of theabove.

5.7 VALIDITY OF TERMS OF THE BID

Each Bid shall indicate that it is a firm and irrevocable offer, and shall remain valid and open for a

period of not less than 180 days from the last date for submission of the Bid. Non-adherence to this

requirement will be a ground for declaring the Bid as non-responsive. However, PIECC may solicit

the Bidders consent for extension of the period of validity. Such request for extension shall be

made by PIECC in writing. The Bidder agrees to reasonably consider such a request and shall send

its response in writing. A Bidder accepting PIECC request for extension of validity shall not be

permitted to modify his Bid in any other respect.

5.8 FEES AND DEPOSITS TO BE PAID BY THE BIDDERS

5.8.1 Bid Security

Bidders are required to submit a Bid Security for an amount equal to Rs. 5,000/- (Rupees Five

Thousand only). The Bid Security shall be in the form of a demand draft drawn in favour of, Pune

International Exhibition & Convention Centre, Moshi from a nationalised/ scheduled bank payable

at Pimpri.

Bids of Bidder(s), who fail to furnish the above bid security, shall be liable for rejection by PIECC asnon-responsive.


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Subject to the other clauses of this Section 5.8.1, PIECC shall reserve the right to forfeit the Bid

Security under the following circumstances:

a. If the Bidder withdraws his Bid at any time during the stipulated period of Bid validity as per

Section 5.7 (or as may be extended).

b. If the Bidder, for the period of Bid validity:

i. In PIECCs opinion, commits a material breach of any of the terms and / or conditions

contained in the RFP Document and / or subsequent communication from PIECC in this

regard.

ii. Refuses to accept the Letter of Allotment.

In the event that any Bidder is not found to be Technically Qualified (i.e. for Technical Capability) or

found to be Technically Non Responsive (i.e. Techno-Business Proposal), then the Bid Security of

such Bidders can cease to be in force upon return of the unopened Cover 3 of their Bid. The Bid

Security in such cases shall be returned to the respective Bidders within 30 days from such

cessation without interest.

The Bid Security of the unsuccessful Bidders (after opening of Cover 3) will be returned after 30

days without any interest, following the signing of the Agreement by the Successful Bidder.

The Bid Security of the Successful Bidder shall be required to be maintained till the signing of the

Agreement.

5.9 NON ASSOCIATION WITH PROJECT ADVISORS

PIECC has retained Project Advisors for assistance in the selection process. The Bidders are

required not to have any association with the members, or attempt to exercise undue influence on

the members, of the Project Advisory Team or to influence from the date of receipt of this document

till the completion of the selection process. Non-conformance with this requirement is a sufficient

condition for the disqualification of any Bidder from the selection process.

5.10 CONSEQUENCES OF NOT ADHERING TO THE PROCESS

The consequences of not adhering to the specific procedures laid hereinabove will lead to rejection

of the proposal.

5.11 RIGHT TO REJECT THE PROPOSAL

PIECC is not bound to accept any of the proposals submitted. PIECC reserves the right to reject

any or all of the Bids submitted in response to this Request for Proposal at any stage without

assigning any reasons whatsoever. Any Bidder shall have no cause of action or claim against

PIECC or its officers, employees, successors or assignees for rejection of their Bid.


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6 COVER 1 TECHNICAL CAPABILITY EVALUATION

Qualification will be based on the assessment of the Technical capability of the Bidders in

commissioning, operating and maintaining the project facilities. The Bidders would be evaluated on

eligibility criteria as defined in Section 6.1. The Bidders found to be technically capable (i.e. fulfil

both the technical eligibility criteria) would be eligible for the next stage of the selection process.

6.1 MINIMUM ELIGIBILITY CRITERIA: TECHNICAL CAPABILITY

The Bidder shall satisfy the following criteria to qualify for the Project.

Conceptualised a project worth Rs. 250 crores not earlier than 1st

April 2005.

Supporting documents

The Bidder shall submit as proof for the technical capability the following documents:

Copy of agreement with the client which clearly mentions the total area developed. OR

Completion certificate from the client for the submission of the design. AND

Certificate from client certifying the total area developed and the Project cost. AND

Photos of the concept plan approved by the client

The Bidder should provide details of only those projects undertaken by it under its own name.

Project experience of the Bidders parent company or its subsidiary or any associate company will

not be considered for computation of the experience. Alongwith the above-mentioned documents

the Bidder shall also submit photos of atleast three (3) completed projects inclusive of the project as

mentioned in the Technical Capability.

6.2 EVALUATION PROCESS

A Bidder qualifying on the Technical Capability criteria would be considered technically capable and

only those Bidders who are found to be technically capable would be considered for further

evaluation.


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7 COVER 2 TECHNO BUSINESS PROPOSALThe Cover 2 submission i.e. Techno-Business Proposal of the Bidder shall be assessed at this

stage. The objective of the Techno-Business Proposal is to assess the understanding and

appreciation of the Project by the Bidders. Marks would be provided to the Techno-Business

Proposal by the evaluation committee of PIECC. The Bidders would be notified by a written

communication on the date, time and venue of the presentation for the Techno Business Proposal.

7.1 CONTENTS OF THE TECHNO-BUSINESS PROPOSAL

The Bidders would have to present its view on the concept for the project. The concept to be

presented shall be in compliance with the Applicable Law. The Bidder should present the following:

A write up on the proposed concept for the project elaborating the architects views, themes

and ideas. This write up should highlight the uniqueness of the views, themes and ideas to

be proposed by the Bidder.

Sketches of the concept based on the views, themes and ideas proposed by the Bidder.

The presentation structure for the Techno Business Proposal shall be communicated to the

qualified Bidders prior to the date of the presentations.

7.2 EVALUATION OF TECHNO-BUSINESS PROPOSALSAn Evaluation Committee shall be constituted by PIECC in order to assess the technical

competence of the Bidder in implementation of the Project and the responsiveness of the Techno

Business Proposal in respect to practicality of implementation.

7.3 EVALUATION METHODOLOGYThe evaluation shall be done by the Evaluation Committee based on the proposal provided, which

will be followed by a presentation by the Bidder. Each of the pre-qualified Bidders would be

expected to make a presentation to the Evaluation Committee constituted for the purpose of this

project. The Bidder shall also have to cover details of their experience in similar projects undertaken

in India or/ and abroad.

The objective of the above assessment shall be to rank the bids based on their respective scores.

The maximum marks that can be obtained by a Bidder shall be 100. This stage shall carry a

weightage of 90% (T%) in the overall evaluation process. Bidders shall obtain atleast 70 marks for

qualification to the next stage of evaluation.

PIECC would, however, at all times also retain the right to reject Bid in cases where PIECC (in its

sole opinion), considers the bid materially inconsistent, deficient, technically unsound or

unacceptable in any other respect.


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8 COVER 3 COMMERCIAL PROPOSAL EVALUATION

The Commercial Proposal evaluation seeks to select the entity offering the best commercial terms.

8.1 COMMERCIAL PROPOSAL PARAMETERS

The Commercial Proposals of all the Bidders would be evaluated on the basis of the quoted

Architectural Fees payable by PIECC.

The information provided shall be evaluated as per the format detailed in Section 14. The Bidders

are requested to note that the Architectural Fees has to be quoted only in Indian rupees. Any bids

received with the Architectural Fees quoted in any other currency or any combination with any other

currency will be treated as non-responsive. The Architectural Fees quoted should be inclusive of all

taxes.

8.2 EVALUATION OF COMMERCIAL PROPOSAL

The Commercial Proposals would be ranked in ascending order of the quoted Architectural Fees,

with the Bidder quoting the lowest Architectural Fees being ranked first. This stage shall carry a

weightage of 10% (P%) in the overall evaluation.

The lowest evaluated Commercial Proposal (Fm) will be given the maximum financial score (Sf) of

100 points. The financial scores (Sf) of the other Commercial Proposals will be computed as: Sf =

100 x Fm / F, in which Sf is the financial score, Fm is the lowest price and F the price of the

proposal under consideration.

Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using

the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial

Proposal; T + P = 1): S = St x T% + Sf x P%. The firm achieving the highest combined technical and

financial score will be declared as Successful Bidder.

The Commercial Proposal quoted by the Bidder shall be paid in such form and such instalments as

mentioned in the Agreement.

Bidders are requested to note that the Architectural Fees quoted should not have any conditionality

attached as indicated in the RFP document. Bids with conditions attached may be treated as non-

responsive and liable for rejection at the discretion of PIECC.

In the event that two or more Bidders, have the same combined technical and financial score,

PIECC may invite fresh Commercial Proposals from such Bidders. This process shall be repeatedfor two times if similar situation arises. However, even after taking such repeated steps the situation

remains unchanged then the bid selection would be settled through drawing of lots among the tied

Bidders.

8.3 COMMERCIAL PROPOSAL: INFORMATION FORMATS

The information requirements and guidelines for submission of the Commercial Proposal are

detailed in Section 14.


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9 ACKNOWLEDGEMENT OF RECEIPT OF RFP DOCUMENT AND NOTICE OF INTENT TOSUBMIT PROPOSALS

(To be provided on the letterhead of the Bidder. The acknowledgment should be sent within one week ofreceipt of the RFP document)

Date:

Place:

To

The Director,



Sector 24, Nigdi,


Ph: 02027657645, Fax: 020-27653670

Dear Sir,

Sub: Concept Design for Pune International Exhibition & Convention Centre at Moshi

The undersigned hereby acknowledges and confirms receipt of the Request for Proposal (RFP)

document from PIECC and conveys its intention to submit Bids for the Concept Design for Pune

International Exhibition & Convention Centre at Moshi.

Thanking you,

Yours sincerely,

For and on behalf of : (here enter the name of the Bidder and the Company Seal)

Signature : (Authorised Representative and Signatory)

Name of the Person :

Designation :


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10 FORMAT OF THE COVERING LETTER

(The covering letter is to be submitted by the Bidding Company along with the Cover 1 of the Bid. To beprovided on the Companys letterhead)

Date:

Place:

To

The Director,



Sector 24, Nigdi,


Ph: 02027657645, Fax: 020-27653670

Dear Sir,


Please find enclosed one (1) original + two (2) copies of our Bid in respect of the project, Concept

Design for Pune International Exhibition & Convention Centre at Moshi in response to the

Request for Proposal(RFP) Document issued by the PIECCdated ----, 2010.

We hereby confirm the following:

1. The Bidis being submitted by (name of the Bidding Company) who is the

Bidding Company,in accordance with the conditions stipulated in the RFP.

2. We have examined in detail and have understood the terms and conditions stipulated in the

RFP Document issued by PIECC and in any subsequent communication sent by PIECC. We

agree and undertake to abide by all these terms and conditions. Our Bid is consistent with all

the requirements of submission as stated in the RFP or in any of the subsequent

communications from PIECC.

3. The information submitted in our Bid is complete, is strictly as per the requirements as

stipulated in the RFP, and is correct to the best of our knowledge and understanding. We

would be solely responsible for any errors or omissions in our Bid.

4. We confirm that our Commercial Proposal does not contain any Conditions.

5. The Bidding Company satisfies the legal requirements and meets all the eligibility criteria laid

down in the RFP.

6. A Power of Attorney from the Bidding Company authorising the undersigned as the Authorised

Representative who is authorised to perform all tasks including, but not limited to providing

information, responding to enquiries, entering into contractual commitments on behalf of the


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Bidder, etc., in respect of the Project is included as a part of the Proposal.

7. We confirm that our Bid is valid for a period of 180 days from the last date of submission of the

Bid.

For and on behalf of :

Signature :

(Authorised Representative and Signatory)


Designation :


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11 FORMAT OF POWER OF ATTORNEY FOR AUTHORISED REPRESENTATIVE

(To be executed on a Non-judicial Rs. 100 Stamp Paper as per the Stamp paper Act prevailing in the State ofMaharashtra)

Power of Attorney

Know all men by these presents, We.(name and address of the registered office)

do hereby constitute, appoint and authorise Mr / Ms(name and

residential address) who is presently employed with us and holding the position of

. as our attorney, to do in our name and on our behalf, all such acts, deeds and

things necessary in connection with or incidental to our proposal for the project Concept Design for

Pune International Exhibition & Convention Centre at Moshi, including signing and submission of all

documents and providing information / responses to Pune International Exhibition & Convention

Centre, Moshi ("PIECC"), representing us in all matters before PIECC, and generally dealing with

PIECC in all matters in connection with our Proposal for the said Project.

We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney pursuant to

this Power of Attorney and that all acts, deeds and things done by our aforesaid attorney shall and

shall always be deemed to have been done by us.

For ___________________________ (Signature)

(Name, Title and Address)

Accepted

.. (Signature)

(Name, Title and Address of the Attorney)

Note:

In case of Bidders who are not resident in India, the Power of Attorney may be submitted on plain paper

attested by any authorised officer of the Embassy of India and duly stamped by the Registration

Department of the Government of Maharashtra.

The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid

down by the applicable law and the charter documents of the executant (s) and when it is so required the

same should be under common seal affixed in accordance with the required procedure.

Also, wherever required, the Bidder should submit for verification the extract of the charter documents

and documents such as a resolution/ power of attorney in favour of the Person executing this Power of

Attorney for the delegation of power hereunder on behalf of the Bidder.

In case an authorised Director of the Bidder signs the Proposal, a certified copy of the appropriate

resolution conveying such authority may be enclosed in lieu of the Power of Attorney.


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12 DESCRIPTION OF THE BIDDING COMPANY

Details of Bidding Company:

Name of the Bidding Company

Address of the Registered/ Head

Office of the Bidding Company

Contact Number & E-mail id:

Name of the Authorised

Representative as per the Power of

Attorney and his Contact No. & E-mail

id.


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13 FORMAT FOR UNDERTAKING

(To be executed on a Non-judicial Rs. 100 Stamp Paper as per the Stamp paper Act prevailing in the State ofMaharashtra)

The information/ documents submitted by us are true to our knowledge and if the information/

documents so furnished shall be found to be untrue or false, the Bid shall be liable to be disqualified

and our Bid security accompanying the Bid will be forfeited.

Also we are aware that if the information/ document furnished is found to be untrue or false during

the currency of contract, then our contract is liable to be terminated.

We hereby declare that we have made ourselves thoroughly conversant with the specifications,

conditions laid by PIECC for this Bid and we have understood the same before submitting this Bid.

We hereby certify and confirm that in the preparation and submission of our Bid for the proposals

listed below, we have not acted in concert or in collusion with any other Bidder or other person(s)and also not done any act, deed or thing which is or could be regarded as anti-competitive.

We further confirm that we have not offered nor will offer any illegal gratification in cash or in kind to

any person or agency in connection with the instant proposals.

We agree that the amount of Bid security shall be liable to be forfeited by PIECC, should we fail to

abide by the stipulation to keep the offer open for a period of not less than 180 days from the date

fixed for opening the same and thereafter until it is withdrawn by us by the notice in writing duly

addressed to the authority opening the Bid.

Bidder _______________________

Address ________________________

________________________

Dated the ________ day of ______________ 2010 Signature of Bidder

Witness

Address ________________________

________________________

Dated ____ day of ________ 2010 Signature of Witness


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14 COMMERCIAL PROPOSAL FORMAT

(To be provided on the letterhead of the Bidding Company)

Date:Place:

To

The Director,



Sector 24, Nigdi,


Ph: 02027657645, Fax: 020-27653670

Dear Sir,


Please find enclosed our Commercial Proposal which PIECC shall pay for the Concept Design for

Pune International Exhibition & Convention Centre at Moshi in response to the Request for

Proposal (RFP) Document issued by the PIECC dated ___ 2010.

In FiguresOur complete offer of ArchitectFees in Indian Rupees chargeablefrom PIECC for the Project In Words

The above figures shall be inclusive of all taxes.

Thanking you,

Yours sincerely,

For and on behalf of : (here enter the name of the Bidder and the Company Seal)Signature : (Authorised Representative and Signatory)


Designation :

Note:

In case of a discrepancy between the Architect Fees expressed in figures vis--vis the Fees expressed in

words, the latter shall govern.

rfp-piecc v3 moshi e c

Documents