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DELHI PUBLIC SCHOOL CO-OPERATIVE GROUP HOUSING SOCIETY PLOT: 16, SECTOR: 4, DWARKA, NEW DELHI: 110078. Phone: 42725347 Website- http://www.dpscghsdel.com. email: admin@dpscghsdel.com

REF: DPS CGHS/ 2019/20/45. 19 TH, MAY, 2019.

SU8BJECT: AGENDA POINTS FOR THE SPECIAL GENERAL BODY MEETING OF DPS CGHS LTD TO BE HELD ON 09th JUNE 2019

1. A Special General Body Meeting (SGBM) of the DPS CGHS Ltd , shall be held on Sunday, 09th June, 2019 , at 1100 A.M., at the premises of DPS CGH Society, Plot No -16, Sector - 4, Dwarka, New Delhi, as per the agenda pOints listed below. This SGBM will have points for discussion(s) from the members, if allowed by the chair, after deliberating on the published agenda pOints.

AGENDA POINTS

AGENDA POINT No 01: TO PASS THE MINUTES OF AGM HELD ON 03 RD MARCH 2019:

The minutes of last SGBM held on 03 rd March , 2019, was sent to all the members electronically and also had been put on the website . It is proposed that the mtnutes are passed after discussion .

AGENDA POINT No 02 : TO CONSIDER AND DECIDE ON THE RECOMMENDATIONS OF THE SPG AND Me REGARplNG SELECTION OF CONTRACTORS FOR REPAIR. STRENGTHENING AND EXTENSION:

1. The General Body during its meeting held ON 29 th July, 2018, had constituted a Strategic Planning Group (SPG) for selecting a vendor/ contractor for the envisaged work of repairs, strengthening of the existing structure/ building of the society and available FAR for extension . The members of SPG as decided in the aforesaid meeting comprised of 16 resident members with representation from all the four blocks (list given at Annexure - I) and MC consists of 7 members.

2. As per the mandate given to the SPG, tender documents were formulated.The salient features of the tender documents were as below :

a) The entire work had been segregated into two parts viz . Part - A: Repair and strengthening of the existing structure and, (ii) Part-B: extension of the Flats (FAR) as per the architectural drawing made available to the bidders. Further, the FAR extension did not cover those items which are based on the individual preference like flooring, bath room tiling, bath room fittings & accessories, internal wall pa inting etc.

Neeraj Kumar Vaish R.Balasubramanlan Leela Swami f'M1~~~ President Vice - President Treasurer Secretary

pAGE:2

b) The bidder has to Quote for both the parts by giving separate quotation of rates for the two works. The bid documents envisaged that Part - A (Repair) shall be Quoted in terms of per unit cost of the items envisaged for which the indicative Bill of Material (BOM) was appended with the bid documents. For the Part - B (FAR extension), prices shall be quoted at fixed rate for lump sum per Sqft against the estimated 44,500 Sqft area, as envisaged.

c) Two Stage bidding was envisaged in which Technical and Financial portions of the bids were to be submitted in two separate envelopes. The financial bids of only those bidders who are technically qualified were to be opened.

d) The bidder qualifying criteria required that he should had completed at least two works of similar nature with minimum covered area of 33,000 sqft and a cost of more than Part - A: 3 Crs ( Rupees Three Crores) and Part - B-3 Crs ( Rupees Three Crores). Of the above two works at least one must be in the NCT of Delhi. Further, on financial front the bidder should had Annual Average turnover of more than Rs. 7 Crs or more in the last three financial years. Additionally the bidders should have liquid assets of more than 60 Lakhs ( Rupees Sixty Lakhs ). The Bidders were mandatorily required to submit the audited financial Statements to support their qualification.

e) The type, make, brand of the major items had been specified in the bid and the bidders were required to consider only those while making the bids.

f) Bidders were required to submit Earnest Money in the form of DD or Banker's cheque of Rs. 20,00,000/ ( Rupees Twenty Lakhs ) drawn in favour DPS CGHS LTD .

. 3. The Notice Inviting tender (NIT) was published in two leading National Dailies on 28 th March 2019 (copy of the NIT is at Annexure - II) as per which bids were to be downloaded from our website or collected from our society office. As per the NIT the last date for submission of bids was 19 th April,2019. Further, pre bid meetings was also convened on 07th April 2019 and on 14 th April 2019 ..

4. After the elapsing of bid submission date, we had received bids from the following three bidders

a. M/s SP. Repcon Private Ltd,

b. M/s Omstar Construction Pvt Ltd,

c. M/s Aksh Construction Ltd,

5. The Technical bids were opened in presence of all the three bidders on 28 th April 2019.

Neeraj Kumar Vaish R.Balasubramanlan Leela Swami N.~kpath ~r President Vice - President Treasurer Secretary

PAGE ;3 6. The Technical evaluation of bids was tasked to our Architect and the financial portion

was entrusted to our auditor M/s: CA Dheeraj Chauhan. Both of them had submitted their findings, which were then deliberated by the SPG and MC and following two major decisions were taken in the interest of increasing the participation so as to arrive at a competitive price.

a. To accept the replacement of regular cheque by DD by one of the bidder against the EMD, considering that this is minor technical glitch as the purpose of the EMD is to secure bid and the same has been fulfilled . .

b. To seek additional documents/information if found to be deficient in the Technical bid.

7. Based on the original bid and the additional information submitted by the bidders, the SPG & MC on OSth May 2019 had deliberated the issue and following was decided

a. All the three bidders fulfilled as per qualifying criteria pertaining to experience.

b. M/s Aksh Constructions Ltd has not submitted the audited Financial documents of the last three years despite repeated reminders and the telephonic call during the meeting. These, as per the bid documents, were important information to assess the financial qualification of the bidders in terms of Minimum Average Annual Turnover and Liquid assets. M/s Aksh had submitted some Trading account details which as per M/s D. Chahuan & Co (our auditor) also did not qualify as financial statement.

c. Accordingly, the SPG and Me decided that out of the three bids received two bids viz. M/s S.P. Repcon Constructions and M/s Omstar Construction Pvt Ltd, qualify the Bidders Qualifying Criteria and hence decided to go ahead with the opening of their Price bid.

d. In terms of the bid documents, the prices were required to be quoted inclusive of all taxes and duties. Here, it is pointed out that M/s S.P. Repcon Construction Ltd have quoted only one price but M/s Omstar Construction Pvt Ltd had indicated both price and taxes separately. The quoted prices without taxes by the two bidders are as reproduced below: The comparison of the price quoted by the two bidders is as below :

Neeraj Kumar Valsh President

R.Balasubramanlan Vice - President

Leela Swami Treasurer

f:~f:::: Secretary

Part - A Part - B Grand Total

Part - A Part - B

PAGE: 4

MIs S.P. Repcon MIs Omstar Price WI 0 Tax Taxes Total Price WI 0 Tax Taxes Total

1,58,57,966 28,54,434 1,87,12,400 2,12,69,250 38,28,465 2,50,97,715 5,01,56,780 90,28,220 5,91,85,000 4,96,17,500 89,31,150 5,85,48,650

6,60,14,746 1,18,82,654 7,78,97,400 7,08,86,750 1,27,59,615 8,36,46,365

e. Analysis of the Price Bids:

In terms of the bid documents, the bid evaluation is to be carried out on the prices without taxes. The quoted prices without taxes by the two bidders are as reproduced below:

SP Repcon Omstar Difference

15857966 24% 21269250 30% 54,11,284

50156780 76% 49617500 70% -5,39,280

6,60,14,746 7,08,86,750

From the above it is seen that

A). M/s: Omstar Constructions Pvt Ltd has quoted about Rs. 48.72 Lakhs ( Rupees Forty Eight Lakhs and Seventy Two Thousand Only) more than the SP Repcon i.e. about 6.8%.

B). For the Part - B, the difference is minimal about Rs. 5.4 lakhs ( Rupees Five Lakhs Forty Thousand Only) in total work of about Rs. 7 Crs ( Rupees Seven crorers) (i.e. about 0.76%) and interestingly the price quoted by M/s : Omstar Construction Pvt Ltd is less than M/s: SP Repcon Construction Ltd.

C). The entire difference of Rs. 48.72 Lakhs (in fact additional Rs. 5.4 Lakhs) is observed in the Part - A (i.e. Repair). Further, the major difference of Rs. 38 Lakhs out of total Rs. 48.72 Lakhs has been observed in following two items

Neeraj Kumar Vaish President

o Providing and placing in position Micro-concrete with shear connector if applicable, which shall be cement based prepacked single component, chloride free, non-shrink, free flow, self­compacting, with ready to use after mixing water in specified proportion obtained from approved manufacturer as per specification and directions of Engineer in charge (Payment under this item shall be made only after proper wet curing has been done and surface has been satisfactorily evaluated by sounding/tapping with a blunt metal instrument).

R.Balasubramanian Vice - President

Leela Swami Treasurer Secretary

PAGE: 5

The unit rate quoted by Mis SP Repcon Constructions Ltd is Rs. 885 per Sqmtr against Rs. 4000 rate of Mis Omstar Constrictions Pvt Ltd resulting in total Diff of Rs. 22.80 Lakhs

o Providing, mixing and applying polymer modified cement mortar in layers with manufacturer proportion, each layer not exceeding 10mm thick in single layer initially by hand and finishing with towed carefully compacting the same around the rebar's and finishing to bring it in line with existing concrete surface with and average specified thickness of up to 40mm, including trowel ling with wooden tools etc. Complete as per specification and direction of Engineer in Charge. For payment purposes, pre-measurement of thickness shall be done just after the surface preparation is completed. (Payment under this item shall be made only after proper wet curing has been done and surface has been satisfactorily evaluated by sound/tapping with a blunt metal instrument. -

The unit rate quoted by Mis SP Repcon Mis SP Repcon Constructions Ltd is Rs. 47,200 per Sqmtr against Rs. 70,000 rate of Mis Omstar Constructions Pvt Ltd resulting in total Difference of Rs. 15.57 Lakhs

• It is to be noted here that the payment in the Part - A are to be made as per the actual work done, so it is clear that SP Repcon has quoted higher per unit rate of items indicated in the BOM .

f. Other Factors:

In the other factors, SPG and Me considered the satisfaction level of societies where both the bidders have carried out the work, wherein following has been noted

• Our Own Experience - M/s SP Repcon Constructions Ltd had earlier in the year 2010 was entrusted with repair work of building at a contract price of Rs. 20.50 Lakhs ( Rupees Twenty Lakhs and Fifty Thousand Only) . However, during the pendency of the contract the work got stalled for some time on account of dispute in the contract value vis-a-vis amount for which the bills were raised.

Neeraj Kumar Valsh President

R.Balasubramanian Vice - President

Leela Swami Treasurer

p--,kf.;;;::: Secretary

PAGE: 6

• PNB Housing Society Experience - It has been understood by the MIs SP Repcon Constructions Ltd had left the repair works of PNB Housing Society in Sector - 4 unfinished and had dispute with the Society Management. Further, the Management had got the left over work finished through some other contractor.

• Litigations - Further, on specific query MIs SP Repcon Constructions Ltd has communicated that at present they have on-going legal cases against as many as 4 no's clients. Against the same query Mis Omstar Constructions Pvt Ltd had categorically stated that they no legal battle with any of the Society.

g. The General body is requested to take calion the placement of award based on the above analysis.

5. Payment Schedule by Members.

Payment Required

The above prices by the two bidders indicate that as per the estimated work included in the BOM for Part - A and estimated FAR of 44,500 Sqft, the likely cost of both the parts shall be of following order

A). Part - A: Rs. 2.5 Crs to be paid by all the 90 members of the society i.e. about Rs. 2.78 Lakhs per member, excluding the cost of Roof Top Repairs and Driveway Repair, Cost of up gradation of Society Office, Security Guard Room, ATM,Milk Booth, Ladies TOilet, will cost additional. This will be a separate project.

B). Part - B: Rs. 6.0 Crs to be paid by 74 no's of members consenting for FAR extension (hereinafter called FAR members). Further, an additional expense of about Rs. 1.0 Crores is due on account of DDA fees, Architecture fees etc. Accordingly, each FAR member is to pay Rs. 9.45 Lakhs ( Rupees Nine Lakhs and Forty Five Thousand Only) per member. In other words, the FAR members shall require paying about Rs: 12.25 Lakhs ( Rupees Twelve Lakhs and Twenty Five Thousand Only) per member for both Part - A and Part - B together.

C). It would be pertinent to bring to the notice of FAR membershere that the above does not include cost of those items which are based on the individual preference like flooring, bath room tiling, fittings & accessories, internal wall painting etc, for which members shall have to incur additional cost.

Till date 60 no's of FAR members have already contributed Rs. 2.10 Lakhs (Rupees Two Lakhs and Ten Thousand Only) (in fact few members have paid more also). So it is of utmost importance that this initial amount of Rs. 2.10 Lakhs is paid by all the FAR members at once so to as bring all the FAR members at par.

NeeraJ Kumar Vaish President

Leela Swami Treasurer

~· M.:~~ Secretary

PAGE: 7

Payment Period

The work will extend over 24 months as per contract terms i.e. the work is schedule for completion by 30th June, 2021.

As per aboye,

Non FAR member shall require to pay Rs. 4.78 Lakhs ( Rupees Four Lakhs and Seventy eight Thousand Only) over a period of 12 months i.e. Rs. 40,000 /= ( Rupees

, Forty Thousand Only) , as repair works will finish in the first 12 months.

FAR member shall require to pay Rs. 12.25 Lakhs (Rupees Twelve Lakhs and Twenty Five Thousand Only) , of which initial deposit is Rs. 2.10 Lakhs so balance payment is Rs. 10.15 Lakhs (Rupees Ten Lakhs and Fifteen Thousand Only) over a period of 24 months i.e. Rs. 43,000 /= ( Rupees Forty three Thousand Only) per month.

6. Members who have not opted for Extension.

6.1. The present project has come to this stage only with the support and strength provided by the 54 no's esteemed members who have stood with management during the most testing times. However, it unequivocally stated that The FAR membershonour decision of the Non-FAR members.

6.2. The members joining after the cut-off date of 1st July, 2019 shall have to pay additional amount which shall be equally distributed to the accounts of FAR members available as on 01 st July 2019.

7. Me proposes following treatment for the Non-members who join the endeavour at date later than 1st July, 2019

a) All considerations to qualify as FAR member shall close on 01 July 2019 i.e. the balance 20 members who have consented for FAR extension but have not paid Rs. 2.10 Lakhs should thus pay the amount before qualifying date i.e. 1st July, 2019.

b) If Non-FAR members join the EXTENSION work with the present 74 members, then shall have to pay additional amount of Rs 10,000/- per month for the delayed period starting from 1st July, 2019. This is applicable for 12 months only, till 30th June 2020 i.e.upto one year before schedule completion date of 30th June, 2021.

c) After 1 stJuly 2020, an amount of Rs 8 lakhs shall be paid in addition to the cost share being paid by others in a similar flat.

d) After completion of the work, the notional value of flats will increase from 1.4 crores to nearly 2.0 crores, net increase of 60 lakhs in value. Any member selling his/her flat during this period shall pay 18 lakhs (30% of the notional increase in value) to the SOCiety for inclusion of extended portion for the buyers to use. ~ (~

NeeraJ Kumar Vaish R.Balasubramanlan Leela Swami k .N,sampath Kumar President Vice - President Treasurer Secretary

PAGE: 8

e) A board displaying all such flat numbers be made at all prominent places, advising prospective buyers to consult the management before buying these flats.

f) The above decision Of the GBM, only could be superseded by the GBM itself, not by the MC.

7. Supervision of Work and Payment.

MC proposes to constitute a new set of committee for monitoring work and payments to the contractor, other than MC.

8. Approval Required by the General Body

A. Selection of Contractor.

B. Sanction of cost of hiring services of professionals including cover for the project.

C. Payment Schedule for the Project.

D. Late admission of members and connected payments,

E. Display of signs warning buyers of flats, if being sold by Non-FAR members.

F. Rates of surcharges to be levied on members delaying decisions to join.

G, Selection of new committee for Monitoring and payments.

14, All members are requested to attend the meeting and seek all relevant details from the society office well before coming for the meeting. Those members, who have been expressing their views, recommendations, objections must attend the meet to satisfy other members of the society.

5 Lunch will be available for all the attendees. Kindly intimate about your attendance and strength of the family members attending by 01 June 2019 to Mr Pritam Sinha. ./

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iJ/. ':~' ... :::',~.~ ... Samparth Kumar ~~ , 't2'-:i.J,~ o1,l0ny Secretary

C "''''..:,, opy to :- -; '," ' \

AI embers ( electronically) . (.~ I '1 n "~: rJ!~ 1 '~-' \ ffice of the RCS, Parliament Street, New ~f i. Co 'a •

Society Office Notice Board. \~'J / 4. Web site dpscghs ltd \~~.:;,.. . / ,/

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ANNEXURE:I

LIST OF STRATEGY PLANNING GROUP NOMINATED BY THE GENERAL BODY

SN NAME OF THE MEMBER (SMT/SHRI) BLOCK REMARKS 01 Dilip Rozekar 01 02 Col:M.M.Shukla 01 03 C.B.Swami 01 04 Kulsheshtra 01 05 Ravinder Sharma 01 06 O.P.Khanduja 02 Voluntarily Withdrew 07 Manish Bisht 02

08 Kaushik Banerjee 02

09 Narender Kumar 02 10 L.S.Thakur 02 11 Gaurav Sood 02 12 Sunil Bansal 03 13 Dr.Alok Varshney 03 14 Vineet Dua 03 15 Kashmera Randhawa 04 16 Vikash Sharma 04

LIST OF MANAGEMENT COMMITTEE MEMBERS:

SN NAME OF THE MEMBER ( SMT /SHRI) REMARKS 01 Neeraj Kumar Vaish President 02 R.Balasubramanian Vice - President 03 Smt: Leela Swami Treasurer 04 M.N.Sampath Kumar Secretary 05 Mangu Ram Tyagi Member 06 Sandeep Taneja Member 07 Smt: Naseem Asfaque Member

• ./ --

tender & notices

DtIId PublIc 8chooI Co-OpntIve Group IfoUIIng IIocIIty lid.

PIot1I, -. DwIrtra, Now liliiii-71

IEHDE8 Sealed Tender', are Invtted for Execution 01 Repair, ~ existing Buildlng/$truoture and ExfanIicn 01 Flats. For _1liiis, Plea. vtttt IOCIeIy .... Ita: dpa ....... tcom The below ~ III8IIIlngI shill be h!JId at1he SocIety 0fII0I.

1 f'ra.8iddIng MealIng 07.04.2019 2 Tender SubmIssIon

baror8 (1800 1111) 18.04.2019

3 Tender~ 21.04.2019 (1100 hI'!

PREIIDENT Me