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TENDER DOCUMENT FOR
Appointment of Architect for providing Balance Architectural Services for “Construction of 3-star GRIHA rating Hostel to
Accommodate the Students from the State of Jammu & Kashmir at Jamia Millia Islamia, New Delhi”
January-2015
TENDER No: RITES/CP/TC/ JMI-J&K HOSTEL/New Delhi /Balance Arch. Services/2015
RITES LTD (A Govt. of India Enterprises)
CP DIVISION, 3rd Floor, RITES BHAWAN-II, Plot No.144, Sector-44 , Gurgaon,( Haryana).
Tel-(0124)-2728309, Fax-(0124) -2728371.
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No. : RITES /CP/TC/JMI-Hostel/ Arch. - Consultant /2015 Dated: ………. M/S _________________________________, ___________________________,______
Sub: - Appointment of Architect for providing Balance Architectural Services for “Construction of 3-star GRIHA rating Hostel to Accommodate the Students from the State of Jammu & Kashmir at Jamia Millia Islamia, New Delhi”.
Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015 1. M/S RITES Ltd. has been appointed as Project Management Consultant(PMC) by
Jamia Millia Islamia (JMI), New Delhi for the “Construction of Hostel to Accommodate the Students from the State of Jammu & Kashmir at Jamia Millia Islamia, New Delhi”.
2. Sealed Tender in Single packet system is invited by Joint General Manager (CP),
RITES Ltd. from reputed registered architects/ firms meeting the qualification criteria mentioned in Clause -3.3 of the technical bid.
3. i. Tender Document for the above works can be purchased from Joint General Manager (Tender Cell), RITES LTD., CP Division, 3rd Floor, RITES Bhawan-II, Plot No.144, Sector-44, Gurgaon–122 003, (Haryana) Tel No. 0124-2728309 on any working day (except Saturday and Sunday and Public Holidays) from 03.02.2015 to 13.02.2015 between 11.00 Hrs. and 16.00 Hrs. on Payment of a non-refundable amount of Rs.1500/- ( Rupees One thousand Five Hundred Only) in the form of Demand Draft/Pay Order of any Scheduled bank payable at Gurgaon or New Delhi in favour of RITES Ltd.
ii. The bidder has to submit the technical bid in one envelope along with requisite EMD in
the same envelop and the financial bids shall be submitted separately in different envelope. Sealed Envelope containing Financial/Price Bid and envelope containing EMD shall be put in the envelope containing Technical Bid.
iii. Tender Documents requested by mail will be dispatched by Courier/Speed Post/ Registered Post on payment of an extra amount of Rs.200/- .RITES Ltd. will not be held responsible for the delay, if any, in the delivery of the Documents or non-receipt of the same.
iv. Tender documents downloaded from RITES website, www.rites.com, shall also be considered valid for participating in the tender process. In such a case the bidder shall deposit cost of tender documents as described in Para 3.i.above with the technical bid. During the scrutiny of downloaded tender document, if any modification/correction etc. is noticed as compared to the original documents posted on the website, the bid submitted by such a bidder is liable to be rejected and EMD shall be forfeited. Further such bids if not accompanied with the cost of tender documents shall not be considered.
v. In case the bid of a bidder who has downloaded the document from website is accepted,
the contract shall be executed in the original/manual tender document issued by RITES Ltd.
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4. Bids duly completed in all respects along with the requisite amount of Earnest Money in the form of Demand Draft/ Pay Order/ Bankers Cheque shall be received upto 14.00 hrs on 16.02.2015 (the date of submission and opening) and will be opened at 14.30 hrs on the same date in the presence of the bidders or their authorized representatives, who choose to be present in the office of Joint General Manager (Tender Cell), CP Division, 3rd Floor, RITES Bhawan-II, RITES LTD., Plot No.144, Sector-44, Gurgaon–122 003, (Haryana).
5. All rates and amount, whether in figures or words, in Price/Financial Bid must be written
in indelible ink. Each correction, cutting, addition and overwriting should be initialed by the Bidder.
6. Bids must be accompanied by Earnest Money Deposit amounting to Rs.15400/-
(Rupees Fifteen Thousand Four Hundred only) along with Mandate Form as per Annexure-IV in favour of RITES Ltd., payable at New Delhi or Gurgaon. The bids not accompanied with Earnest Money Deposit in a separate envelope along with Technical Bid as described, shall not be opened and shall be rejected.
7. Bids shall remain valid for a period of 90 days from the date of opening of bid. In
exceptional circumstances, prior to expiry of the original time limit for tender validity, RITES Ltd. may request the bidders to extend the period of validity for a specified additional period. The request and the bidder's response shall be made in writing. A bidder may refuse the request without forfeiting his EMD. A bidder agreeing to the request will not be required or permitted to modify his financial bid.
8. Issue of Bid Documents to the firms will not automatically mean that the firm is qualified
for the Award of the Contract. The Bidders will be required to further fulfill the Qualification Criteria given in the Tender Documents before being considered eligible for the award of contract. No Condition / Deviation which is either additional or in modification of the bid conditions shall be included in the Bid submitted by the firm. If the bid contains any such condition or deviation from the bid conditions, the bid will be rejected.
9. In case of any discrepancies, the provisions of this Bid Notice shall take precedence
over all other bidding documents. 10. The bid documents are not transferable. The bidders are required to put the bid in Bid
box personally or through their authorized representative. However bid in sealed condition shall also be received by post/courier, provided that the bid is delivered before the stipulated Date and Time (As per Bid Conditions) in the office of Joint General Manager (Tender Cell), CP Division, 3rd Floor, RITES Bhawan-II, RITES LTD., Plot No.144, Sector-44, Gurgaon–122 003, (Haryana), RITES Ltd., shall not be held responsible for the delay, if any, in the non – receipt of the same.
11. The sealed envelopes shall be super scribed by the Tender Number and name of
work.
12. RITES Ltd does not bind itself to accept lowest or any other bid and reserve right to reject lowest or any other bid or the entire bid and accept any bid either in the whole or in part without assigning any reason whatsoever.
13. Envelope-1 containing EMD & Technical Bid shall be opened first and checked. If the
EMD furnished is not for the stipulated amount or is not in acceptable form and where applicable the cost of Tender document has not been furnished for the correct amount
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and in an acceptable form , the remaining envelopes will be returned to the tenderer concerned unopened at the time of opening of the Tender itself.
14. In case the date of opening of the bids as mentioned above is declared to be closed
holiday, the bids shall be received and opened on the next working day at the same time & venue.
15. Amendments/Corrigendum's, if any, would be hosted on the web site only.
Joint General Manager (Tender Cell), RITES Bhawan- II,
3rd Floor, Plot No.144, Sector-44, Gurgaon-122003, Haryana.
Tel No- 0124-2728309 for and behalf of
Jamia Millia Islamia, New Delhi
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Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015 Following document should invariably be enclosed with the bids. If requisite documents are not enclosed, the bid is liable to be rejected and no further chance be given to the bidders to submit the document and bids may be finalized on the basis of the documents submitted with the bid only on sole discretion of RITES Ltd.
Check List
S.No. Name of Documents Details
1. Cost of Tender Document as under 3(i) & (iv) in case tender document is downloaded.
(a) Submitted & Placed at -------- .
2. EMD deposited. (a) Submitted & Placed at -----------
3. Declaration by Bidder- Proforma-1 at Annexure-V.
(a) Submitted & Placed at -----
4. Acceptance letter at Annexure-II. (a) Submitted & Placed at ----
5. Attested copy of Similar work Experience documents based on which firm desires to be considered for qualification.-Proforma-2 placed at Annexure-VI.
(a) Submitted & Placed at -- ------
6. Self attested Copy of Office address in NCR.
(a) Submitted & Placed at ------
7. Self Attested Copy of Qualification and, registration with Council of Architecture with minimum experience of 10 years as Principal Consultant / Architect.
(a) Submitted & Placed at ----- ------
8. Self Attested copy of Affidavit for sole proprietorship/partnership deed/ Memorandum and Article of association.
(a) Submitted & Placed at -- ------
9. Self Attested copy of Power of Attorney on non – judicial stamp Paper of appropriate value of the signatory of bid on behalf of the Bidder.
(a) Submitted & Placed at ----------
10. All information given by Architect should be duly sealed & signed by authorized representative of architect.
(a) Submitted & Placed at ------
11. Tender document duly signed & sealed by authorized representative.
(a) Submitted & Placed at ------.
12. Brief Back ground of Firm (a) Submitted & Placed at -------- 13. Self attested copy of PAN / Service Tax
registration (a) Submitted & Placed at -----
14. Information about self consultant likely to be associated with architect for project. Sub consultant for work like structural design, electrical and sanitary & Plumbing.
(a) Submitted & Placed at ------
15. RTGS/NEFT mandate form( format placed at Annexure-IV.
(a) Submitted & Placed at -----
The above format should have to be completed and submitted by the bidders. Non filling or filling/furnishing of wrong information may lead to forfeiture of EMD without notice.
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Appointment of Architect for providing Balance Architectural Services for “Construction of 3-star GRIHA rating Hostel to Accommodate the Students from the State of Jammu & Kashmir at Jamia Millia Islamia, New Delhi”. (Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015) 1.0 Introduction
1.1 RITES Ltd. has been appointed as Project Management Consultant (PMC) by Jamia
Millia Islamia (A Central University created by an enactment of the Parliament of India ) for Construction of 3-star rating GRIHA rating Hostel to Accommodate the Students from the State of Jammu & Kashmir at JMI Campus, New Delhi. The proposed Hostel will be developed within the campus and will have Ground plus four stories( total floor area 7200 Sqm appx.), total height being limited to 15.00 meters, to house about 400 (four hundred) students within the estimated cost, which is Rs. 18.06 crores. The Hostel has to be certified as 3-star GRIHA rating Green Building.
1.2 The Architect shall be required to consider the existing site conditions, clients’
requirements and available concept plan, floor plans showing general arrangement of rooms, elevations, cost estimate while designing the Construction of 3-star rating GRIHA rating Hostel to Accommodate the Students from the State of Jammu & Kashmir at Jamia Millia Islamia, New Delhi. The building will be designed whenever/wherever taking the available concept plan, floor plans as made available by RITES and also keeping in view the requirements of National Building Code 2005, IS: 1893 (latest edition), Delhi Building Bye-laws (latest edition), 3 star GRIHA rating( Green Building) and other applicable standards. The environmental concerns, natural hazards, rain water harvesting, adequate parking, easy circulation and flexibility in terms of space utilization, sewerage, drainage, water supply, lift pit/well, Solar power, adequate fire fighting arrangement etc. will form the part of the proposed structures. It is mentioned here that concept plan, floor plans showing the general arrangement of rooms, elevations and detailed cost estimate for G+4 Stories, Geo-Tech Investigation report are available with RITES Ltd. which shall be made available, if required, to successful bidder/architectural firm whose offer is accepted by RITES competent authority. However structural design is to be done for G+6 Stories.
1.3 RITES Ltd. intends to appoint an Architectural firm/company to complete the
assignments the Architectural Planning and Detailed Engineering services as per Scope of Services at Clause – 4 below and getting the hostel certified from GRIHA for 3-Star rating.
Approximate Estimated cost of the project is Rs. 18.06 Crore (Rs. Eighteen Crore & Six Lacs) .
1.4 The designing should include the main building for the Hostel having triple-seated
rooms for 400 students, gym, reading room, dining hall, kitchen, reception/waiting, assembly hall for about 100 students, services like fire protection, landscaping, sanitary/water supply, tube well, sewerage, drainage, rain water harvesting, lifts-pits, IT works, furniture etc. and all other services required for proper functioning of the Hostel. RITES/Owner may suggest modifications in the drawings prepared by the Architect/owner and the suggestions will have to be implemented/incorporated by the Architect. Architect shall take all steps required for getting registered/certified 3- Star GRIHA rating Building. If any Sub consultant/3rd party shall required to be engaged in connection to registration/obtaining 3- Star GRIHA rating then it shall
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be engaged by Architect at its own cost and nothing shall be paid by Owner/Client to Architect either the cost of engagement of fees/charges payable to sub consultant/3rd party. However any charges, if required to be paid to GRIHA for registration/certification then same shall be paid by Owner.
2.0 Definitions
2.1 Owner:
Owner shall mean the Jamia Millia Islamia (JMI), New Delhi and shall be represented by their Registrar of Jamia Millia Islamia (JMI), New Delhi or his/her authorized representative.
2.2 Client
Client shall mean the RITES Ltd. and shall be represented by GM(CP) or his/her representative.
2.3 Architect/Sub-consultant
Architect shall mean the Architectural firm/company appointed in connection with the work to discharge its duty as per the scope of services. It shall be represented by their executors, administrators, successors and permitted assigns.
2.4 Engineer-in-Charge
The engineer-in-charge for this project shall be Additional General Manager (CP), RITES Ltd. or his representative.
2.5 Local/Statutory Bodies:
The DDA, MCD, DUAC, Forest deptt., DFS, AAI etc. shall come under the domain of local / statutory bodies which are related with approval and sanction of master/development plans, building plans, occupancy sanction etc.
2.6 Scheme/Services It shall cover all the Engineering services (internal and external).
2.7 Fee Payable to Architect:
Fee chargeable for scope of services under Tender document is to be quoted in Financial Bid (Annexure-I). Fee shall be quoted on percentage basis for the estimated cost of work i.e. Rs. 18.06 Crore keeping in view the scope of services as indicated in Clause 4 below and getting the hostel certified from GRIHA for 3-Star rating. However it is mentioned here that statutory fees payable to Local Statutory Bodies/Authorities and/or charges payable to GRIHA for registration/certification shall be borne by Owner and not by the Architect. However Architect shall quote as percentage basis for estimated cost of Rs.18.06 Crore but in the advent of change i.e. increase/decrease in scope of work in terms of actual construction cost, repetition of work etc., in that case Architect/Sub consultant’s fee shall be governed by the RITES Rule as in Annexure-III.
The fee quoted by the Architect shall be exclusive of service tax but inclusive of any other taxes (statutory or else).
The statutory deduction i.e., income tax or other applicable taxes shall be deducted from the Architect’s bill as per extant rules.
3.0 Submission and Validity of Bid:
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3.1 Instructions to Bidders
The Bid shall consist of two parts viz., Technical Bid and Financial Bid.
All rates and amount, whether in figures or words, in Financial Bid must be written in indelible ink. Each correction, cutting, addition and overwriting should be initialed by the Bidder.
3.2 Technical Bid
The technical bid envelope will consist complete information regarding prequalification and the EMD
3.3 Minimum Qualifying Criteria: - 3.3.1 Turnover criteria: Not applicable. 3.3.2 Work Experience:-
(a) Architectural consultant / firm should have provided architectural services for at least one similar work costing not less than Rs. 14.45 crore or at least two similar works costing not less than Rs.9.03 Crore each or at least three works costing not less than Rs. 7.23 Crore each in last five years. Here, similar work means Building Works.
Notes: Weight age of 7% (compounded annually from the date of completion of the work to the submission of the bid) shall be given for equating the works of the previous years to the current year.
3.3.3 The Architectural Consultant/Firms should have an established office in its name in
Delhi/ NCR area. The address of the office should be printed on the letter head and also certified on the letter head of the local office and furnished along with the bid.
3.3.4 Principal Architect should be a degree holder in Architecture and registered with
Council of Architecture with minimum experience of 10 years. 3.3.5 No Joint Ventures/Associate ship will be accepted. 3.3.6 Other Documents
The Bidders are required to submit the following documents/ enclosures / EMD etc.
alongwith Technical Bid:
a. The bidder should submit the details of completed works support of having completed the similar works required as per work experience criterion. The bidder should submit attested copies of the completion certificates from the owner companies indicating the name of work, the description of work done by the bidder, value of contract executed by the bidder, date of start, date of completion (contractual & actual) and value of the material supplied by the Client. The value of work executed should be inclusive of the value of free supply items. Proforma-2 placed at Annexure-VI.
c. The Earnest Money of Rs.15,400.00 (Rupees Fifteen Thousand Four Hundred
Only) along with Mandate form as per Annexure-IV in shape of Demand Draft /
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Bankers cheques / Pay Order drawn on any scheduled bank in favour of RITES Ltd. payable at Gurgaon / Delhi. The demand draft of unsuccessful bidders shall be refunded after the award of the work. The EMD of the successful bidder will be refunded after submission of the Bank Guarantee towards Performance Security as per Clause – 9. Bids not accompanied with EMD shall not be accepted and summarily rejected.
d. Attested copy of Affidavit for sole proprietorship/partnership deed/ memorandum and
Article of association.
e. Attested copy of power of Attorney on non – judicial stamp Paper of appropriate value of the signatory of bid on behalf of the Bidder.
f. Each pages of tender document shall be duly signed and sealed by bidders or its
authorized representative as a token of acceptance of terms & condition.
g. Other information as below duly sealed & signed by authorized representative of the bidder.
i. Company background. ii. Copy of registration with Council of Architecture. iii. Experience of building works iv. Other empanelment / sub consultant information. v. Financial Bid in separate envelope.
NOTE: Price Bid shall be considered for evaluation only of those bidders who shall meet the
qualifying criteria mentioned under Clause 3.3 above. It must be noted that bidders must submit all the documents mentioned in Check List along with their bid. Bidders who fail to submit the same are liable to be rejected at sole discretion of client without any further correspondence in this regard.
The last date of submission of Bids is up to 14.00 hours on 16/02/2015. The bids will be opened on the same day at 14.30 hours.
The validity of the bid should be for a period of 90 days from the last date of submission of bid.
3.4.1 Financial Bid
3.4.2 The financial bid shall include all the expenses for completing the assignment as per
Scope of Service under Clause 4 below. 3.4.3 Bidder shall quote the rate in the format of the financial bid. 3.4.4 The fee shall be quoted in the form of percentage of estimated cost of Rs.18.06 Crore in
figures and words. In case of discrepancy between the quoted rate in figure and words, the rate quoted in words shall be taken into account.
3.4.5 The fee quoted by the bidder shall be exclusive of service tax but inclusive of any other taxes (statutory or else).
3.4.6 Generally, the work will be awarded to lowest acceptable bidder. However, if there is any substantial difference between the rates quoted by the lowest acceptable bidder and the estimated rate of the Client, the lowest acceptable bidder may be called for negotiation to arrive at the reasonable rate.
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3.4.7 Forfeiture of Earnest Money Deposit (EMD):
i. If any bidder withdraws his tender within the validity period or makes any modifications in the terms & conditions of the tender which are not acceptable to client, the client shall without prejudice to any other right or remedy, be at liberty to forfeit of the EMD of the bidder.
ii. In case the Architect fails to commence the work specified in the tender document by the date mentioned in Letter of Award or any documents submitted by the bidder found false, RITES shall without prejudice to any other right or remedy be at liberty to forfeit whole of the EMD.
iii. If any document/information furnished by the bidder is found to be false, his bid will be summarily rejected and EMD will be forfeited in full.
iv. If any bidder submit the bids in a manner which jeopardizes the process of bidding or delay the finalisation of the bids his EMD will be forfeited.
3.5 Submission of Bid
3.5.1 Only one Technical bid shall be submitted in a separate envelope with EMD. The
Technical Bid” name of the work, tender no. and the last date of submission shall be superscripted on the envelope.
3.5.2 The earnest money shall be submitted with Technical Bid.
3.5.3 The Financial bid shall be submitted in separate envelopes. The “Financial
Bid”, name of the work, tender no. and the last date of submission shall be superscripted on the envelopes.
3.5.4 The Envelopes containing Technical bid & EMD , and separate envelope
containing Financial Bid shall be put in One bigger envelope and the same shall be superscripted with the name of the work, tender no. last date of submission on top of bigger envelope.
3.5.5 The last date of submission of Bid is upto 14.00 hours on 16.02.2015. 3.5.6 If the last date of submission happens to be a holiday, the bids shall be
submitted on the next working day upto 14.00 hours. The bid shall be opened on the same day at 14.30 hrs.
3.5.7 Client may extend the deadline for submission of tenders by issuing an
amendment in writing, in which case all rights and obligations of Client and the bidders previously subject to the original deadline will be subject to new deadline.
3.5.8 Any bids received by Client after the specified date and time of receipt of tender
will be returned unopened to the bidders.
3.5.9 The EMD of the unsuccessful bidders shall be refunded within 30 days from the date of award of work to successful bidder.
3.5.10 Tender documents are non – transferable.
3.5.11 Canvassing whether directly or indirectly, in connection with bids is strictly
prohibited and the bids submitted by the bidders who resort to canvassing will be liable to rejection.
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3.5.12 Conditional bids are liable to be rejected. Client reserves the right to accept / reject any or all of the bids without assigning any reasons whatsoever.
3.6 Enclosures to be submitted along with the Bid. : As mentioned under Clause 3.3
above.
3.7 Earnest Money Deposit (EMD). I. If any bidder withdraws his tender within the validity period or makes any modifications
in the terms & conditions of the tender which are not acceptable to client, the client shall without prejudice to any other right or remedy, be at liberty to forfeit of the EMD of the bidder.
II. The EMD of the unsuccessful bidder shall be refunded within 30 days from the date of award of work to the successful bidder. Earnest Money shall be refunded only through Electronic Fund Transfer. The Bidder shall submit RTGS/NEFT Mandate Form as per Proforma given in Annexure -IV, duly filled in.
III. Bids not accompanied with EMD shall not be accepted and summarily rejected. IV. In case the Architect fails to commence the work specified in the tender document by
the date mentioned in Letter of Award or any documents submitted by the bidder found false, RITES shall without prejudice to any other right or remedy be at liberty to forfeit whole of the EMD.
V. If any document/information furnished by the bidder is found to be false, his bid will be summarily rejected and EMD will be forfeited in full.
VI. If any bidder submits the bids in a manner which jeopardizes the process of bidding or delay the finalization of the bids his EMD will be forfeited.
4.0 Scope of Services
4.1 IT IS MENTIONED HERE THAT CONCEPT PLAN, FLOOR PLANS SHOWING THE
GENERAL ARRANGEMENT OF ROOMS, ELEVATIONS AND DETAILED COST ESTIMATE ( Soft Copy in PDF Format and hard copy) AND GEO-TECH INVESTIGATION REPORT ARE AVAILABLE WITH RITES WHICH SHALL BE MADE AVAILABLE, if required, TO SUCCESFUL BIDDER/ARCHITECTURAL FIRM WHOSE OFFER IS ACCEPTED BY RITES COMPETENT AUTHORITY.
The work consists of JMI-J&K Hostel building as described in clause No. 1.2 & 1.4 of Technical Bid. The Broad scope of services to be performed by the Architectural firm / company is detailed below: Activity No.
Activity of Services
1. Development of Concept Plan ( soft copy) from available Concept Plan( hard Copy to be made available to Architectural Firm/Company by JMI/RITES). This activity also includes study of plan made available by JMI/RITES, submission of report if in variance with Building Bye-laws of the local and statutory bodies, incorporation of such changes , Change of orientation of building/wing of building in whole or part as advised by JMI/RITES, submission of soft as well as hard copy of converted/developed plan to JMI/RITES for approval. Floor plans submitted by Architect based on soft copy given by RITES shall have the details of the area earmarked for Construction of Hostel to Accommodate the Students from the State of Jammu & Kashmir along with scheme details of drainage, sewerage, water supply, roads, horticulture, external electrification, Solar Power rainwater harvesting, lift pit/well, fire protection, I.T. related works etc.
2. Development of Building Plans along with necessary inputs for submission to
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statutory bodies/local bodies for taking Building Permit and submission to statutory bodies/local bodies.
3. Approval of Building Plan from statutory and local bodies. 4. Detailed Engineering viz. design of structures, preparation of drawings, etc. for
civil, electrical including all services all activities complete, drainage, sewerage , water supply, rain water harvesting, internal roads, horticulture, external electrification, Solar power, lift pit/well, furniture, fire protection, I.T. related works etc. taking into consideration 3 star GRIHA rating and its approval from the Client and Owner. All mandatory requirement of 3-star GRIHA rating to be earmarked on drawings.
5. Preparation of Good for Construction Drawing of each type as applicable (i.e., structural, architectural, conceptual etc.) of all type of works including civil, electrical, solar power drainage, sewerage , water supply, rain water harvesting, external electrification, internal roads, horticulture, lifts, fire protection, I.T. related works etc. Architect shall release six sets of drawings free of cost.
6. The clarifications, discussions, review site visits etc. in connection with the design and drawing and during the execution of the project as and when requested by client/owner irrespective of the number of office/site visits.
7. Registration process in GRIHA for 3- Star GRIHA rating, submission of all documents to GRIHA for taking certificate and taking 3 star GRIHA rating for the building.
8. Taking completion cum occupancy certificate from local / statutory bodies, for the occupancy of the building.
9. Submission of Project Report on completion to client/owner along with four sets of “As-built drawings” of the building and services on completion of work along with a soft copy on compact disk.
4.2 Incidental Services
4.2.1 The broad scope of services is classified in terms of activities at clause No. 4.1, the entire incidental services related with the activities shall be deemed included in the scope of services. No extra payment shall be made for the incidental services.
4.2.2 Revision of drawings, design as per the requirement of the authorities shall be made
as per requirement and no extra charges shall be payable on this account.
4.3 Deliverables by the Architect 4.3.1 All the approved drawings from local / statutory authorities shall be the property of the
client / owner. The same shall be submitted to the client / owner immediately after getting them approved.
4.3.2 The architect shall be required to submit 06 (six) copies of the approved conceptual plan
along with scheme for reference and record. 4.3.3 During execution phase, the architect shall supply 6 (six) sets of all good for
construction drawings (structural, architectural, services etc.) of all the structures i.e., buildings and services structures like drainage, sewerage, water supply, roads, horticulture, external Electrification, Solar power, AC, rainwater harvesting , furniture etc. to the client as per schedule.
4.3.4 The co-ordination drawing may also be required during execution of the work to ensure
integrated construction of all the components. It is the responsibility of the architect to
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prepare the additional drawings required for the proper execution of the work which may be visualized during construction work at no extra cost.
4.3.5 The client may review the work carried out by the architect at detailed engineering or at
any pre-constructional stage to get satisfied with the standards and procedures adopted by the architect. It shall be the responsibility of the architect to make available the concerned documents to the client on demand.
4.3.6 All structural drawings shall be got proof checked by the consultant from any IIT/NIT/JMI
or other institution of repute and no extra charges shall be paid to Architect on the account.
4.3.7 The selected architect shall be required to depute sufficient staff on the project up to
submission of “Good for Construction” Drawings exclusively for this work. 5.0 Time Schedule 5.1 The activities at clause no.-4 are basically divided in two phases viz. Pre – construction
phase and construction phase. The duration of pre & Post-constructional phase is 06 (six) months. The duration for construction phase is earmarked for 18 (Eighteen) months. The activities at clause no-4 are to be performed as per the following schedule:
Activity No.
Activity of Services Duration
1. Development of Concept Plan ( soft copy) from available Concept Plan( hard Copy to be made available to Architectural Firm/Company by JMI/RITES). This activity also includes study of plan made available by JMI/RITES, submission of report if in variance with Building Bye-laws of the local and statutory bodies, incorporation of such changes , Change of orientation of building/wing of building in whole or part as advised by JMI/RITES, submission of soft as well as hard copy of converted/developed plan to JMI/RITES for approval. Floor plans submitted by Architect based on soft copy given by RITES shall have the details of the area earmarked for Construction of Hostel to Accommodate the Students from the State of Jammu & Kashmir along with scheme details of drainage, sewerage, water supply, roads, horticulture, external electrification, Solar Power rainwater harvesting, lift pit/well, fire protection, I.T. related works etc.( Soft copy of Floor Plans showing general arrangement of rooms, elevation( soft copy in PDF format) shall be made available by RITES to architect. Detailed Cost estimate and Geo-Tech investigation report are available and architect and need not to be done by architect.
Within 15 days from the date of Letter of Acceptance (LOA) to the Architect
2. Development of Building Plans along with necessary inputs for submission to statutory bodies / local bodies for taking Building Permit and submission to statutory bodies / local bodies.
Within 30 days from the date of issuance Letter of Acceptance.
3. Approval from statutory and local bodies & registration in GRIHA for 3-Star rating as Green Building.
Within 30 days from the date of submission to local bodies
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4. Completion of Registration process in/with GRIHA Within 30 days from the date of issuance Letter of Acceptance.
5. Submission of Good for Construction Drawings including structural(bar bending schedule), , architectural etc of all type of works including civil, electrical, drainage, sewerage, water supply, furniture, rain water harvesting, internal roads, horticulture, external electrification, Solar Power lift pit/well, fire protection, I.T. related works etc.
Within 60 days from the date of issue of Notice Inviting Tender (NIT) for construction of building.
6. The clarifications, discussions, review etc. in connection with the design and drawing during the execution of the project.
During the construction phase.
7. Taking completion cum occupancy certificate from local / statutory bodies, for the occupancy of the building.
30 days prior to the completion of construction phase
8. Getting the building certified by GRIHA for 3 star rating. within 30 days of completion of work.
5.2 More than one activity shall be started concurrently as per the schedule of activities as
given in Clause No 4.0, so that the whole pre-constructional activities are performed within three months from the date of Letter of Acceptance (LOA) to the Architect.
5.3 Time has been allocated for approvals of Development Plans by local/statutory bodies,
Conceptual Plan by the Client and Building Plan by the local/statutory bodies respectively. If any delays are caused on account of approvals by the local/statutory bodies/client beyond the allocated time, the delay shall be considered, if the completed drawings along with documents are submitted to local/statutory bodies or the client in time for approval with evidence.
5.4 If the delay on account of approvals by local/statutory bodies is established after
submission of the development plan/building plan etc. in time, the reasonable extension of time may be granted to the Architect after discussion with the architect and the owner. However no extension of time is allowed for delays attributable to the architect.
6.0 Reference Standards for Services The architect is required to provide services based on extant rules, local bye-laws, applicable standards and sound engineering practices. The reference of standards is detailed below for application in services of architect. The architect shall refer the standard documents in case they are not mentioned below: 6.1 Development Plan, Architectural Plan, Building Plan and their approvals: 6.1.1 Delhi Building Bye – laws (with upto date addendum / corrigendum if any). 6.1.2 Applicable laws of DDA, MCD, DUAC, MoEF, DFS, and Forest Dept. and other
concerned agencies. 6.2 Design of structures, Preparation of drawings, detailed estimation etc: 6.2.1 National Building Code (latest edition) 6.2.2 IS: 1893 (latest edition) 6.2.3 IS: 13920 (latest edition) 6.2.4 IS: 13828 (latest edition) 6.2.5 Other applicable standards 6.2.6 Sound Engineering Practice for detailed estimation
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6.3 Preparation of Bill of Quantities etc. 6.3.1 Delhi Schedule of Rate, 2014. 6.3.2 CPWD Schedule of Rate for Electrical, Fire Fighting items 6.3.3 CPWD Schedule of Rate for HVAC Items (if any) 6.3.4 Additional Items based on Market Rate Analysis (Non – DSR Items) as per scope of
work for standard materials / items proposed to be used in this work for civil, electrical, fire fighting, furniture, internal roads, horticulture works etc.
6.4 Preparation of Bid Documents. 6.4.1 RITES Standard Bid Documents 6.4.2 Works Manual, 2012 of CPWD with latest revision/amendment. 6.4.4 CPWD Specifications, 2009 (updated) 6.4.5 Additional Specifications for Non-Schedule rate Items 7.0 Settlement of Disputes & Arbitration 7.1 If at any time, any question, dispute or differences whatsoever shall arise between RITES
and Architect with regard to or in relation to or in connection with the terms and conditions, whether during the progress of work or after its completion, Architect shall represent to AGM/GM RITES with all details/facts & figure for his decision. In case his decision is not acceptable the matter shall be referred to a sole arbitrator as per standard practice of RITES on the written request of the aggrieved party.
8.0 Force Majeure
If at any time, during the continuance of this contract, the performance in whole or in part by either party of any obligation under this contract is prevented or delayed by reason of any war, hostility, acts of public enemy, civil commotion, sabotage, serious loss or damage by fire, explosions, epidemics, strikes, lockouts or acts of God (hereinafter, referred to events') provided, notice of the happening of any such event is given by either party to the other within 10 days from the date of occurrence thereof, neither party shall by reason of such event, be entitled to terminate this contract nor shall either party have any claim for damages against the other in respect of such non-performance of delay in performance, and works under the contract shall be resumed as soon as practicable after such event has come to an end or ceased to exist, and the decision of the Client as to whether the works have been so resumed or not shall be final and conclusive, PROVIDED FURTHER that if the performance in whole or in part of any obligation under this contract is prevented or delayed by reason of any such event for a period exceeding 90 days, either party may at its option terminate the contract by giving notice to the other party.
9.0 Performance Security and Security Deposit The “Architect” shall be required to submit an acceptable Bank Guarantee issued by a scheduled bank for an amount equivalent to 5% (five percent only) of the accepted Professional Charges towards Performance Security within 28 days of issue of Letter of Acceptance( LOA). The estimated value of the work shall be taken into account for calculating the professional charges and amount of performance security. Initially validity of the Bank Guarantee(s) shall cover the entire duration of the completion period i.e. 24 (Twenty four) months from the date of its submission to RITES. However it shall be got re-validated as per the schedule for completion of the building works. The format of the Bank Guarantee(s) shall be got approved by the “Client”. The Bank Guarantee(s) shall be released after satisfactory completion of the
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activity no. 8 & 9 of clause 4.1 or after getting completion cum occupancy certificates from the local bodies whichever is later. In the event of the contract being determined or rescinded under provision of any clause / condition of the agreement or the performance of the Architect judged to be poor, the performance guarantee shall stand forfeited and the amount such received shall be absolutely at the disposal of Client. Security money shall be deducted @ 5% (Five Percent) from payments of the Architect till such time the total deposit along with Earnest Money Deposit equals 5% of the professional charges payable to the Architect. The security deposit shall be released along with performance guarantee. 10.0 Notice
Any notice to be given hereunder will be sent by registered post/courier/hand receipt at the last known head office address of the “Architect” and shall be deemed to have been served at the time at which the letter would be delivered in the ordinary course of post.
11.0 Liquidated Damage
11.1 “Architect” shall be liable to complete the work within stipulated time period as mentioned in Clause – 5.
11.2 Time is the essence of contract. In case of delay due to default on part of Architect for activity described in clause-5, Architect shall be liable to pay the “Client” compensation at the rate of 1 % (One percent only) of the total accepted fee of the architect as per LOA, per week of delay subject to maximum of 10% (Ten percent) of the total accepted fee of the architect as per LOA.
11.3 In case the designs prepared by the Consultants are found to be defective as per the standard engineering practices involving redoing of the work already executed.
i) A sum not exceeding 5% of the fees for that work will be levied on Architect as
liquidated damages. ii) The Architect shall prepare schemes for rectification and modification for redoing the work free of cost.
12.0 Insurance to be made by Architect
Professional Liability Insurance (PLI) including deficiencies / inadequacies in the design of structures and other components for the period of three years or as per applicable Law if specifies longer period with a minimum coverage equal to One fourth(1/4th) of Architect’s total quoted fee shall have to be obtained by the Architect and proof of obtaining such PLI insurance shall be submitted to the client within 15( fifteen) days of issue of letter of Acceptance for execution to the contractor.
Employers Liability and worker’s compensation Insurance in respect of the personnel of the Architect and any of its Sub – Consultants, in accordance with the relevant provisions of the agreement and of any such life, health, accident, level or other insurance as may be appropriate shall have to be taken by Architect.
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It should start within 15 (fifteen) days of issue of LOA & remain effective as per relevant requirements of Contract Agreement, or up to submission of as built drawings or completion cum occupancy certificates, whichever is later.
13. Mode of Payment Sl.No. Activity of Services Amount Payable 1. Activity No.1, 2 & 3 under no.4-Scope of services. 15%* (Fifteen
percent) of quoted fee.
2. Activity No.4 under no.4-Scope of services. 15% (Fifteen percent) of quoted fee.
3. Activity No.5 under no.4-Scope of services. 10% (Ten percent) of quoted fee.
4. Activity No.6 under no.4-Scope of services. 50% (Fifty percent) of quoted fee based on financial progress of work/s.
5. Activity No.7,8 & 9 under no.4-Scope of services 10%* (Ten percent) of quoted fee.
* Part payment may be released by Engineer-In-Charge to architect.
13.1 The estimated cost of the work shall be taken into account for calculating the stage payment to the architect on percentage basis. The fee shall be accounted for conclusively after the gross value of the work is established based on final bill to the contractors. In the advent of change i.e. increase/decrease in scope of work in terms of actual construction cost, repetition of work etc., in that case Architect/Sub consultant’s fee shall be governed by the RITES Rule as in Annexure-III.
However it is mentioned here that statutory fees payable to Local Statutory Bodies/Authorities and/ or charges payable to GRIHA for registration/certification shall be borne by Owner and not by the Architect.
13.2 Mandate form authorizing RITES Ltd. to make all payments through RTGS/NEFT as per
Annexure-IV, duly filled in, is enclosed. 13.2 The statutory deduction i.e., income tax or other applicable taxes shall be deducted from
the architect’s bill as per extant rules.
14.0 Obligation of Architect
14.1 It is the responsibility of the Architect to plan and design the building complex based on standard engineering practice. The architect shall be /stand guarantee for the performance of the system designed by them for a minimum period of 20 years.
14.2 Architect/Sub-consultant shall carry all modifications as desired by Client/Owner.
14.3 Architect/Sub-consultant shall supply detailed computations and back-up of design sheets to client/owner.
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14.4 Architect/Sub-consultant shall supply all drawings& designs on Auto CAD, Staad-Pro /or any relevant computer programmes. Copy of final design/drawings shall be made available to client/owner in soft copy also.
14.5 All structural designs shall be got proof checked by the Architect from IIT/JMI or any Central University at his own cost. Nothing extra shall be paid on this account. The structural drawings and the calculation sheets shall be signed and verified by the proof checking agency and the certificate regarding safety of structure as per Codal Provisions shall be submitted to the RITES.
15.0 Obligation of client
15.1 The client shall provide all required inputs about the utilities and functional
requirements of the buildings.
15.2 The client shall provide all possible assistance to the Architect in getting approval of buildings from local/statutory authorities.
16.0 General
16.1 Adequacy of Design The services to be rendered by Architect shall be based on National Building Code (latest edition), relevant applicable codes and sound engineering practices. Major decision and specification shall be reviewed by Client to the extent desired. Approval of any design / drawing by Client shall however not absolve the Architect of their responsibilities regarding the adequacy of design and proper functioning of the works. The Architect shall be fully responsible for the adequacy, accuracy and quality of entire services performed by them in accordance with accepted standards of safety, earthquake requirements, environment protection, rain water harvesting, public health and energy efficiency. 16.2 ADDITIONS AND ALTERATIONS The Client shall have the right to request in writing changes, additions, modifications or selections in the design and drawing of any part of the work and to request in writing additional work in connection therewith and the Architect shall comply with such request. The decision of Client shall be final on whether the deviations and additions are substantial as requiring any compensation to be paid to the Architect. However for the minor modification or alteration which does not affect the entire planning and design etc., no amount will be payable. 16.3 Foreclosure of contract RITES reserve the right for foreclosure of contract without assigning any reason whatsoever. The payments in the event of foreclosure of contract shall be restricted to the amount defined / stated for each activity independently and in the event of such termination the Architect shall be entitled to all such fee for the services rendered and liable to refund the excess payment if any made to him over and above what is due in terms of this agreement on the date of termination and the Owner/Client may make full use of all or any of the drawings prepared by the Architect.
16.4 Rescinding of contract In the event of failure on the part of the Architect to complete work in time or to the complete satisfaction of the Client or in the event of committing breach of any one or more of terms and conditions of the Agreement, Client shall be entitled to rescind this contract without prejudice to
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its right to claim damages or remedies under the law. The period of notice to be given to rescind the contract will be 30 days and in the event of such termination, Architect shall be liable to refund the excess payment if any made to him over and above due to him on the date of termination and Client will be entitled to make full use of all or any of the drawings / documents prepared by Architect. In such case RITES Ltd. shall have power to engage another Architect to carry out the balance work debiting the excess amount if any so paid to Architect. Architect shall pay to Client on demand, such excess expenditure within 30 days of issue of notice failing which Architect shall be debarred from consultancy jobs of Client in future besides taking other course of action under law to recover such amount. 16.5 Non submission/ submission of Deficient Documents Bidders shall ensure submission of all documents required / asked for in the bid document. Client shall not revert back for seeking deficient documents and may finalise the bids at its Sole discretion based on submission by bidders. The bids are liable to be rejected in case the required documents are not submitted along with the bid. 16.6 Copyright / proprietary right a) The Architect hereby agree that the fee to be paid as provided in this agreement will be
in full and final for functions to be performed by him and no claim whatsoever shall be made against Client in respect of any part relating to the plans , drawings, and other documents submitted by Architect.
b) The drawings, design plan, related details prepared and acquired by the Architect for the work entrusted to him under this agreement will become the property of Client The drawings, design, plan, related details can not be issued to any other person, firm or authority or used by the Architect for any other project without prior permission of Client. However the drawings and design can be utilized by Client for other works and Architect shall not have any objection whatsoever.
16.7 Contract Agreement After acceptance of bid a formal contract agreement shall be executed on a non judicial stamp paper of Rs. 100/- (Rupees One Hundred only), the cost of the same shall be borne by the Architect and is to be issued in name of Firm/Company of architect. 16.8 Site Meeting The site meetings shall be held during execution of the work with the architect to sort out any problems or to provide any missing information in connection with the work. The meeting may be convened by the client as per the need. There will be no limit on the number of meetings/site visits and nothing extra shall be payable on this account.
ANNEXURE-I
(FINANCIAL BID)
(Shall be submitted on the letter Head of the Firm & sealed in a separate envelope)
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Date: To Joint General Manager (Tender Cell),RITES Ltd. CP Division, 3rd Floor, RITES Bhawan-II, Plot No.144, Sector-44, Gurgaon–122 003,(Haryana), Sub: - Appointment of Architect for providing Balance Architectural Services for
“Construction of 3-star GRIHA rating Hostel to Accommodate the Students from the State of Jammu & Kashmir at Jamia Millia Islamia, New Delhi”.
Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015 Dear Sir, In response to Tender document for the above work, we hereby quote our professional Charges as under:
Sl. No. Description
Professional Charges excluding Service Tax
(As percentage of Project Cost of Rs.18.06 Crore)
In Figures In Words
1 Appointment of Architect for providing Balance Architectural Services for “Construction of 3-star GRIHA rating Hostel to Accommodate the Students from the State of Jammu & Kashmir at Jamia Millia Islamia, New Delhi”.
Certified that: 1. Service tax is not included in the fee quoted above. It shall be reimbursed by RITES on
production of proof of payment to the concerned authority. 2. Statutory taxes of any kind and its increase or decrease after submission /opening of
Tender shall deemed to be included in the fee quoted herein
Authorized Signatory
Architectural Firm/Company (With seal of Firm/Company
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ANNEXURE II
ACCEPTANCE LETTER Dated: To, The Joint General Manager (Tender Cell), RITES Ltd. CP Division, 3rd Floor, RITES Bhawan-II, Plot No.144, Sector-44, Gurgaon–122 003, (Haryana), Sub: - Appointment of Architect for providing Balance Architectural Services for
“Construction of 3-star GRIHA rating Hostel to Accommodate the Students from the State of Jammu & Kashmir at JAMIA MILLIA ISLAMIA, New Delhi”.
Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015 Dear Sir, 1) The tender document for the above mentioned sub-consultancy work have been
sold to me / us by RITES Ltd, and I / we hereby unconditionally accept all the conditions of the tender document for the above mentioned work.
2) This is to state and affirm that I /we shall not stake any claim in case the Client
changes / orders for foreclosure of the work at any of the stages subsequent to start of work for providing services based on this contract .
I, the undersigned am authorized to make this undertaking.
Yours Faithfully
(Signature of Bidder with stamp)
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ANNEXURE-III
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ANNEXURE-IV
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ANNEXURE-V
Proforma 1
DECLARATION BY THE BIDDER
(Affidavit on Non-Judicial Stamp Paper of Rs.10/- duly attested by Notary / Magistrate)
This is to certify that We, M/s. __________________________, in submission of this offer confirm that:-
i) We have not made any misleading or false representation in the forms, statements and
attachments in proof of the qualification requirements; ii) During the past three years prior to the deadline for submission of bids ,no contract
awarded to us has been determined.
iii) No Central / State Government Department/ Public Sector Undertaking or Enterprise of Central / State Government has banned/suspended business dealings with us as on date.
iv) We have submitted all the supporting documents and furnished the relevant details as per
prescribed format. v) List of Similar Works satisfying Qualification Criterion indicated in Proforma 2 does not
include any work which has been carried out by us through a Subcontractor on a back to back basis.
vi) The information and documents submitted with the Tender and those to be submitted
subsequently by way of clarifications / making good deficient documents are correct and we are fully responsible for the correctness of the information and documents submitted by us.
vii) We have not failed to service the principal amount or interest or both of a loan
account/credit limit from any Bank or Financial Institution during a period of one year prior to the deadline for submission of bids.
viii) We understand that in case any statement/information/document furnished by us or to be furnished by us in connection with this offer, is found to be incorrect or false, our EMD in full will be forfeited and business dealings will be banned.
SEAL, SIGNATURE & NAME OF THE BIDDER
Signing this document
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ANNEXURE-VI
Proforma-2
LIST OF SIMILAR WORKS SATISFYING QUALIFICATION CRITERION COMPLETED DURING THE LAST 5 YEARS
S. No.
Client's Name and
Address
Name of the Work &
Location
Scope of work
carried out by
the Bidder
Agreement / Letter of Award No.
and date
Contract Value Date of start Date of Completion Reasons for delay in
completion if any
Ref. of document (with page
no.) in support of meeting
Qualification Criterion
Awarded Actual on completion
As per LOA/ Agreement
Actual
SEAL AND SIGNATURE OF THE BIDDER Note : 1. In support of having completed above works, attach self attested copies of the
completion certificate from the owner/client or Executing Agency / Consultant appointed by owner / Client indicating the name of work, the description of work done by the Bidder, date of start, date of completion (contractual & actual) and contract value as awarded and as executed by the Bidder . “Contract Value” shall mean gross value of the completed work including cost of materials supplied by the owner/client but excluding those supplied free of cost.
2. Credential certificates issued by Govt. Organizations/ Semi Govt. Organizations / Public Sector Undertakings / Autonomous bodies of Central or State Government / Municipal Bodies / Public Ltd. Co. listed in Stock Exchange in India or abroad, shall only be accepted for assessing the eligibility of a Tenderer. In case of a Certificate from a Public Limited Co., the Bidder should also submit documentary proof that the Public Ltd. Co, was listed in Stock Exchange when the work was executed for it.
6. Only similar works completed during the last 5 years prior to the last stipulated date for
submission of Bid, which meet the Qualification Criterion need be included in this list.
