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Index
Sl. No. Particulars Page No. 1. Notice – Inviting EOI 3
2 Letter of invitation 4
3 Important instructions for the applicants 5
4 Eligibility Criteria 7
5 List of documents to be attached with EOI 8
6 Submission, Opening, Evaluation of Bids & Award of Contract 9
7 Covering letter for bid submission (Format-I) 13
8 Terms of Reference (TOR) (Format-II) 14
9 Technical Bid ( Format-III) 18
10 Key Personnel Details ( format-IV)
19
11 Schedule of Price Bid (Format-V) 20
12 Project Specific Conditions of the contract 21
13 General Conditions of the Contract 23
14 Earnest Money 26
15 Validity of EOI/Withdrawal of EOI 27
16 Stages of work activities 28
17 Variation for quoted price 30
18 Agreement of the contract 31
19 Termination of contract 32
20 Form of Agreement (Annexure-I) 33
Page 3
NOTICE INVITING EOI
Ref .No. CMA/ADMIN/DELHI/2015 10thDecember 2015
The Institute of Cost Accountants of India (ICAI) invites EOI inprescribed formatsfrom bona-fide
Architectural firms/consultantfirms having requisite experience and
financialcapacityforexecutionofthefollowingworks :-
Sl. No.
Description Time of signing of Agreement
EMD (Rs.)
Tender fee (Rs.)
The last date of submission of Tender
Time and date of Opening
1 Selection of
Architectural ConsultantFirms asprojects consultantfor
preparation ofConceptualPlan, Drawings&Design, Estimation,DPR/Bid Documents/ Tendering/ FinalizationofBiddocument for the HVAC. Stage Craft, Stage Light, SoundSystem,Proje
ct System, e t c . of ICAI at
Sitapur,Jaipur.
Agreement shall be signed within 05 from date of issue of award letter.
Rs 30,000/-
Rs 2,500/-
_31st December 2015 Upto 3.00 pm
_31st December 2015 at 4.30 pm
EOIdocumentsshouldbesubmitted inseparatesealedenvelopealongwiththe costof tender
documentsand Earnest Money as mentioned abovethrough ademand draft drawn in favor of “The
Institute of Cost Accountants of India , New Delhi” from any Nationalized Bank .
Detailed notice with terms &conditions may beseen at our web site www.icmai.in
Page 4
Letter of invitation
Architectural Firms/Consultant Firms are hereby invited to submit technical and financial
bids for Consultancy services required for Construction of Office Complex at
Sitapura,Jaipur for The Institute of Cost Accountants of India, which could form the basis
for future negotiations and conclusion of agreement of contract between the firm and the
Director (Administration), The Institute of Cost Accountants of India.
The purpose of this assignment is to obtain Architectural and Engineering services for
Layout preparation and Architectural Drawings for a structure of office space, to be located
in the city of Jaipur, covering plinth area of approx. 10,000sq. ft. including plans and
elevations,Structural Designs, Working drawings(civil, electrical, sanitary and water
supply),landscaping and the Estimates (detailed and Abstract). The Terms of Reference
(TOR) is enclosed in (format-I).
A pre-bid meeting will be held on 23rdDecember 2015 at 3.00PM in the Chamber of
Director (Administration), The Institute of Cost Accountants of India, CMA Bhawan , 3,
Institutional Area, Lodhi Road, New Delhi 110 003
Date and time for submission of sealed bids is 31stDecember 2015 (upto3.00 pm)
Sealed envelope bid super scribed with “Ref .No. CMA/ADMIN/DELHI/2015”
must be dropped in the tender box at the address mentioned below:
The Convener, Tender Committee The Institute of Cost Accountants of India CMA Bhawan, 3rd floor, 3, Institutional Area,
Lodhi Road, New Delhi – 110003
Sd/-
Director (Administration),
The Institute of Cost Accountants of India,
CMA Bhavan , 3, Institutional Area,
Lodhi Road, New Delhi 110 003
Page 5
IMPORTANT INSTRUCTIONS FOR THE APPLICANTS
Unless the context otherwise requires, the term ‘Institute’wherever used in this
document, shall mean ‘The Institute of Cost Accountants of India’ or ‘ICAI’.
1. Proposed Institutional Building of ICAI (10,000 sq. ft.approx) at Jaipur.
2. The application form, the eligibility criteria and the detailed time schedule is available in the “Tender/EOI” section on ICAI’s web site www.icmai.in
3. Intending applicants are required to submit in duplicate their full bio-data giving details about their organization, experience, technical personnel in their organization, spare capacity, proven competence to handle major works, in-house computer aided design facilities etc. in the enclosed Formats.
4. The tender fee is Rs. 2,500/- non-refundable through a Demand Draft in favour of “The Institute of Cost Accountants of India, New Delhi” along with application form. Without tender fee, the application form will not be considered.
5. The ICAI reserves the right to accept any or reject all the applications without assigning any reasons whatsoever.
6. It is not obligatory on the part of management to accept the lowest offer. The ICAI may summarily reject any or all the offers against tender without
assigning any reason to the bidders participating in the tender.
7. As time is the essence of a contract, the ability and competence of the
applicants to render required services within the specified time frame, will be a major factor while deciding the selection of the Architects.
8. The application shall be signed by the person(s) on behalf of the organization having necessary Authorization/ Power of Attorney to do so. Each page of the application shall be signed.
9. If the space in the proforma is insufficient for furnishing full details, such information may be supplemented on separate sheet stating therein the part of the proforma and serial number. Separate sheets shall be used for each
part of the application.
10. Both the forms of applications (original and duplicate copy) shall contain copies of all the enclosures separately. In case of discrepancy between original & duplicate, the contents of the original shall be treated as correct.
Page 6
The application forms issued by the ICAI/ downloaded from the website only shall be used for signature
11. The scale of fees payable for Comprehensive Architectural services shall include all the works i.e. Architectural Services including PMC, site development, Interior Architecture, Landscape Architecture, Graphic design & signage etc.
12. The Architect shall visit the site as and when required to inspect and render
necessary advice for the ongoing works. The fee payable to architect shall include charges for the visit to the site of the Project and / or for any meetings at branches/Regional Councils/Offices of ICAI, all travelling expenses, lodging & boarding expenses, local travel / transport charges up to the extent of minimum two visits per fortnight by architect.
13. Applications containing false and/or incomplete information are liable for rejection. The ICAI shall obtain the Confidential Reports from the clients of the applicants and inspect the works to verify the various details and the credentials.
14. Decision of the ICAI in regard to selection of the Architect shall be final. The ICAI is not bound to assign any reasons therefore.
15. Pre-qualified Architects will be allowed to participate in the commercial offers/bids for the proposed office Building work as per the instructions and brief to be issued subsequently. Selection of Architect for the project will be based on the evaluation criteria fixed by the ICAI.
16. Quotation/Bids must be valid till 90 days from last date of receipt of application forms i.e. 31st December 2015.
17. The Institute has right to increase/decrease the scope and size of work.
18. For any queries, the applicants may contact with Mr. S. C. Gupta, Director (Administration), Phone 011-24666108 or e-mail [email protected]
Page 7
ELIGIBILITY CRITERIA The firms satisfying the following requirements only shall become eligible to bid the assignment. Clear evidences like photographs, certificates, documents should be submitted along with this bid. 1. Experience of consultancy services in Architectural drawings, structural designs and preparation of estimates for Building Complex of not less than 10,000 sq. ft. of plinth area in India 2. Positioning of Company/Firm with in India.
a) The Architect should have been registered and a Member of Council of Architects.
b) Income Tax returns for last 3 years
c) The firm should submit the evidence of employing at least the following personnel in last 2 years with specified qualifications.
i. One Senior Architect (B.Arch) having experience of not less than 5 years ii. One Junior Architect (B. Arch)–1
d) Should have an office ( branch/HQ) in Jaipur
3. The firm should have a minimum annual turnover of Rs. 30 lakhs.
Page 8
List of documents to be attached with EOI
1.Firm/OrganizationInformation
a.FirmsLegalEntityandName
b.TypeofOrganization(Individual/Partnership/Pvt.Ltd./Limited/Corporation/
other[Pl.Specify(EnclosecopyofMemorandumandArticleofAssociation/Partnership
Deed, ifapplicable].
c.CountryofIncorporation/Registration
d.DateofIncorporation/Registration
e. Incorporation document orRegistration Number (Enclose copy of Registration
Document).
2. AnnualTurnoverduringeachofthelastthreeyearswithsupporting documents.
3. RegistrationofCompany.
4. Partnership deed/MemorandumandArticlesofAssociationofthefirmand theirdetails.
5.ServiceTaxRegistrationCertificate.
6. ISO9001-2000certificate(ifany).
7. OriginalPowerofAttorneyofthe personsigningthe EOIdocumentsorphotocopyduly
attestedbyNotaryPublic.
8. Details of similar works completed in last 5 years as per Format - III.
9.Detailsofon-goingworks.
10.CompleteEOIdocumentsincluding Formof bid etc.Duly stampedandsignedby
theConsultantoneachpage.
N.B:-Tenderingfirmswhichfailstosatisfythee ligibility criteriawill
bedisqualified for opening of their Price Bid.
Submission of Bids
Page 9
a) The Proposal shall be in two parts i.e Technical Bid (Format-III) in cover-A and
Financial Bid (Format-V) in cover-B shall be submitted in two separate wax sealed
envelopes (with respective marking in bold letters) in the formats.
b) A demand draft for Rs.30,000 drawn in favor of The Institute of Cost Accountants of
India , New Delhi from any Nationalized Bank towards E M D shall be enclosed to
the Technical bid alognwith Demand Draft of Rs.2500/- on account of tender fee.
c) Both the sealed envelopes cover-A and cover-B should again be placed in a cover-
C and the same shall be sealed with wax and dropped in tender box at the Institute
of Cost Accountants of India, CMA Bhavan, 3rd Floor, 3, Institutional Area, Lodhi
Road, New Delhi 110 003 before 3.00 pm of 31st December 2015
d) The documents as mentioned earlier, shall be furnished along with the technical
bid.
e) The formats I, II, III, IV duly signed by the firm with stamp, shall be furnished in
Cover-A.
Opening of Bids
The Cover-A containing Technical Bid will be opened by the Director (Administration),
ICAI,4.30 pm on 31stDecember 2015 in presence of all bidders who ever participated in
bidding or their authorized representatives having brought proper letters of authorization to
participate in the bid opening event.
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10
Evaluation of Bids
The evaluation will be done on the basis of 100 points each for Technical bid and
Financial bid.
The following is the breakup of 100 points in respect of technical evaluation :
i) 10 points per project will be assigned for completed Projects (subject to maximum of 50
points).
The project is defined as the office building having not less than Built up area of 10,000sq.ft.
ii) 30 points will be assigned for creativity (the firms shall produce the creative drawings
they have generated so far) .The buildings having 10000 sq. ft.will be evaluated by a
senior of the Department and the Evaluation Committee will assign the points as per the
actual photographs.
iii) 3 points for each Architect (B.Arch.) employed by the firm (subject to maximum of 15
points).
iv) 5 points will be assigned for Location of office at the place of work / project site.
QualifyingMarks :
TheConsultantfirmwhichshallsecureminimum50marks outof100marksasfixedfor
qualificationin"Technical evaluation"willbeconsideredeligible.However,forthepurposeof
openingoffinancialbidtherewillbeashortlistingofqualifyingfirmstoatleastthreeorany
numberdeemedsuitablebytheinstitute'sauthority.
The financial bids of the technically qualified bidders will be opened after intimating
to all the qualified bidders.The first lowest (L1) will be assigned 30 points (i.e., the
highest points allocated to price bid) , and the other bidders will be assigned marks
on pro-rata /percentile basis.
Basedon the combinedTechnical&Financialscores( i.e. 70 % of Technical score & 30 % of Financial score) finalselectionwillbe made.
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11
For example, five consultant firms A, B, C, D & E are technically qualified and out of 100
pointsof technical bid, they have obtained 70, 75, 80, 85 & 90 marks respectively.
Now, they have quoted their price bids5%, 6%, 7%, 8% & 9% respectively for their
consultancy charges.
Out of 100 points of price bid, marks of the consultants will be ascertained as under :
Sl. No. Name of the Consultants Rate quoted Marks obtained
1 A 5% 100 X 5/5 = 100.00
2 B 6% 100 X 5/6 = 83.33
3 C 7% 100 X 5/7 = 71.43
4 D 8% 100 X 5/8 = 62.50
5 E 9% 100 X 5/9 = 55.56
Total marks will be calculated as under : Sl. No. Name of the
Consultants
Technical marks (a) Financial marks (b) Total marks (a+b)
1 A 70.00 X 70% = 49.00 100.00 X 30% = 30.00 79.00
2 B 75.00 X 70% = 52.50 83.33 X 30% = 25.00 77.50
3 C 80.00 X 70% = 56.00 71.43 X 30% = 21.43 77.43
4 D 85.00 X 70% = 59.50 62.50 X 30% = 18.75 78.25
5 E 90.00 X 70% = 63.00 55.56 X 30% = 16.67 79.67
As per the above table, Consultant E will get the final order, being the highest
scorer.
Note :In case of any tie in the score ( Technical + Financial ) the higher
technical scorer of the among will be selected.
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12
Award of Contract The firm which gets highest points (Both points obtained in technical and commercial bid put together) will be decided as the prospective bidder for further decision on awarding of contract. The Director (Administration), ICAI may reject any / all of the bids received without assigning any reasons whatsoever. Validity period of Bid and of Agreement :
• 90 days shall be the validity period of bid from the date of opening of the technical bid.
• 14 months shall be the validity period of agreement from the date of concluding agreement.
On award of the contract, the Firm will be expected to take up/commence the assignment within 5 days.
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13
Covering letter for bid submission (Format-I)
Ref. No._______________________
From
To
The Director (Administration),
The Institute of Cost Accountants of India,
CMA Bhavan , 3, Institutional Area, Lodhi Road, New Delhi 110 003
Sir,
Sub:- Architectural and Engineering Consultancy Services- forthe Construction of
Office Complex for The Institute of Cost Accountants of India at Jaipur
tender submission –Reg
Ref : Notice No. _______________________________________
I / We _______________________________________ Consultant /Consultancy firm /
organization herewith enclose technical & financial bids of my/ our firm as Architectural
and Engineering consultant for the Construction of Office Complex at Jaipur
Yours faithfully,
Signature
Full Name
Rubber stamp
Address with contact no:
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14
TERMS OF REFERENCE (TOR) (Format-II) Sealed tenders are invited for the work “ Providing architectural andengineering services to
Construction of Office Complex at Jaipur for The Institute of Cost Accountants of India
1. Background:
The Institute of Cost Accountants of India has a land parcel of 1500 sq. mt. land for
construction of the office of The Institute of Cost Accountants of India. 10000
square feetapprox Built Up Area and the project shall be completed within 12
Months. The Institute of Cost Accountants ofIndiaintends to engage consultants
forrendering Architectural and Engineering Services.
2. Scope of work :
a) The Consultant is required to prepare detailed plans followingprinciples of building
science , working drawings forconstruction, fire fighting details, estimates, and
structural designsand drawings for all civil, electrical, water supply and
sanitaryarrangements and site development plans for the sites including landscaping .
b) The plans shall include Eco-friendly, Green Buildings, costeffective, fast constructive
technology concepts and it shall satisfy theN B C and all relevant IS codes.
c) Preparation of sketch plans:
i) Take details from The Institute of Cost Accountants of India
ii) Prepare Architectural sketches within the zone / area limitationsprescribed and
also prepare notes sufficient to explain theArchitects general understanding of
the requirements furnished tothem so as to ensure economical, functional,
unique and eco-friendlygreen buildings.
iii) Discuss the draft sketches with the departmentand make such modifications as
suggested.
e) Preliminary drawings:
i) Prepare a detailed plan showing contours, invert levels wherevernecessary and
roads proposed. The detailed plan shall include allnecessary data relating to the
existing public utility services,streets, pavements, adjoining properties and
boundaries.
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15
ii) Prepare preliminary architectural designs for the proposed newconstruction.
iii) Participate in the discussions for clearing the preliminary designsand carry out
the modifications required .
f) Working drawings:
i) Architectural drawings: After obtaining clearance from The Institute of Cost Accountants
of India for the preliminary designs,theconsultant shall submit the detailed Architectural
drawings withelevations, sections and all the relevant details necessary forexecution of
work.
ii) Municipal Drawings: The Consultant shall also prepare theMunicipal Corporation
drawings for obtaining permissions from theconcerned Municipality.
iii) Electrical layout: Preparation of electrical layouts showing theentire distribution system
including internal and externalelectrification details and designs of substation etc.
iv) Sanitation and water supply layouts: preparation and Supplyof layout plans of internal
and externalwater supply and sanitary arrangements.
v) Fire Fighting: Preparation of schematic proposals showingprovision to meet
requirements for the fire fighting regulations andobtain permission from the competent
authority.
vi)Land use Drawings: Drawings showing areas to be landscaped,water bodies, buildings
etc., shall be indicated. All the requireddetails should be shown in the site development
plans / land usedrawings, water harvesting, soil conservation.
3. Schedule for Completion of Works:
i) Entering into Agreement: The selected Firm shall enter into contractwith The Institute of
Cost Accountants of India within 5 days from the dateof award of assignment
ii) Survey, Net levelling 7 days from the date of award ofincluding contour plan:
consultancy.
iii) Preliminary Design: 10 days from the date of obtainingclearance for the sketch plans.
iv) Working Drawings, 10 days from the date of approval andEstimates final drawings: of
preliminary drawings
iv) After the preliminary designs have been evolved, the same will bediscussed with the
Municipal Corporation/Rural Development Department in respect offunctional
requirements and aesthetical requirements of theproposed structure.
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16
v) The consultants should revise the preliminary designs dulyincorporating any
suggestions/ modifications made in the meeting.
4. Deliverables :
The following final outputs shall be furnished to The Institute of Cost Accountants of India.
i) A concise design report duly mentioning the arrangement ofvarious rooms,
office rooms, toilets, conference halls, staircaseetc., HVAC, firefighting,
Engineering Services, site developmentworks including internal and external
amenities such as watersupply and sanitary arrangements and sewerage, Air
conditionsand garbage disposal and electrical services provided,underground
drainage system and Earthing etc.
ii) Preparation of preliminary drawings, initial site visits before start ofwork, site
survey, preparation of site plan, net levels, contourmaps, discussions with user
group, preparation of detail finalArchitectural, structural, water supply and
sanitary arrangement(internal & external) drawings.
iii) Minimum of 20site visits works during assignment and theexecution of works at
appropriate intervals and as and whenrequested by The Institute of Cost
Accountants of India. The site visits mentioned aboveare minimum and
consultant is expected to visit to give clearanceto all structural foundation
problems which cannot anticipatedin advance and all major RCC items such as
beams, slabs,footings and porticos.
iv) Five sets of approved preliminary drawings showing the layoutsand floor plans
along with a site development plan showing thelayout of building, internal
roads, electrical, water supply sanitaryand drainage lines etc.which shall be
used for execution of work
5. Review Meetings:
The consultant shall attend Review meetings that will be conductedperiodically by the
Department in the present office of the Director (Administration), ICAI or at the worksite.
6. Penalty for delay:
For any delays in completing the tasks statedin para( 3) – Schedule for completion of work
above by the consultant, a penalty of Rs. 500/- perday shall be levied.
7. Terms of Payment:
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i) 5% of total fee: On submission of preliminary architectural drawings. indicating
the outlines of the existing site includingstructures
ii) 10% of total fee: On approval of the preliminary architecturaldesigns by the RDD
and on submission of final architecturaldrawings, site development plan and
architectural design report.
iii) 30% of total fee: On approval of final architectural drawing andon submission of
final architectural working drawings along withthe water supply and sanitary, Air
conditioning, fire fighting,electrical and municipal drawings.
iv) 30% of total fee: On submission of detailed structural analysis,designs, drawings
along with water supply and sanitary design calculations and on approval of
drawing & designs and on submission of detailed estimates for civil, electrical,
water supply and sanitary arrangements (Internal & external) fire fighting and
other developments work.
v) 25% of total fee: On completion of the entire work. This part payment will be
made only when the building gets completed in all respects.
vi) All payments shall be made on furnishing of invoices by the consultant in
duplicate for respective stages.
Technical Bid ( Format-III)
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Ref.No. _______________
Details of Assignments of 10,000 Sq. ft. Building complexes successfully Completed
During Last 5 Years
Note: 1) Please attach certificates issued by the client and the photographs of each
assignment with this format.
Signature
Full Name
Rubber stamp
Address with contact no:
Sl.
No
Name of
the
Assign
ment
Location
of the
Assign
ment
Total cost
of
Assignme
nt
Type of
services
rendered
Name,
address
&
contract
nos. of
clients
Date of
commenc
ement of
the
project
Date of
completion
of the
project
Remarks
Page
19
Key Personnel Details ( format-IV)
(This shall be enclosed to Technical Bid)
Ref .No._________________________
1) Brief Description of the Firm:
2) Technical Staff :
Sl. No. Full Name Designation/
Position
Age Educational
qualifications
Contact
number
Remarks
Signature
Full Name
Rubber stamp
Address with contact no:
Page
20
SCHEDULE OF PRICE BID (Format-V)
Ref. No._______________________
Name of work: Providing Architectural/ Engineering Consultancy services for
The Office Complex of The Institute of Cost Accountants of India at Jaipur
Sl. No
Assignment/task Amount quoted for consultancy services ( in Rs)________________ ( in
Figures) per square feet Area
Amount quoted for consultancy services (in Rs.)
______________________________________________________ in words per square
feet Area
1 Providing architectural and Engineering services for Layout preparation and Architectural
Drawings for the Office Complex of The Institute of Cost Accountants of India at Jaipur
with a Built Up Area of 10000sq. ft. approx. including plansand elevations , Structural
Designs, structural drawings and Working drawings (civil, electrical, sanitary and water
supply),landscaping and the Estimates (detailed and Abstract)including preparation of
Municipal plans, all site visits prior to commencement of work and during execution of work
and all tasks, deliverables mentioned inThe terms of reference (TOR) etc. complete.
Signature
Full Name
Rubber stamp
Address with contact no:
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PROJECT SPECIFICCONDITIONSOFTHE CONTRACT
1.TheConsultantshallprepareapreliminary planwhichshall befurther modifiedondiscussion
withICAI.Concept ProjectReport(CPR) shallenvisagetheconceptual requirements
oftheProject in totality. Consultant shall prepare Concept Project Report(CPR)
comprising of conceptual plan/designbasis.Takingcareofamalgamating
withexistingfacility,ifrequired.
2.PreparationofPlanforvariousfacilitiesasperdiscussion withtheofficialsofICAIin connection
with the HVAC,StageCraft, StageLight, SoundSystem,ProjectSystem.
3. The Detailed Project Report (DPR)willcomprise of all the elements covered under
approved CPR, and would be detailedtothemicrolevel.Anyadditions
requiredintheapprovedCPR,wouldalsobetakencareof intheDPR.
4.Preparationofdetailed design,detailed drawings forapproval ofICAI andworking drawings
for execution. All the design, details forseminar hall- architectural designing, services
scheme forfinishesetc.,shall beprovided withdetailed calculations intherequired
mode,inboth hardandsoftcopies.
5.Acomprehensive BillofQuantities (BOQ)including measurementscontaining the
description of item,referencetoscheduleofrate,unit,quantity, rateanalysisfornew
items,ifanyfordetailedexecution shallbeformulated forimplementation.Tenderdocument
inone set (one hardcopy duly signed and one soft copy in reproducible form) shall be
prepared and submitted inconsultation withICAI.
6. Onetracing ofeach drawing withsix whitecopies/blueprintsofeach drawing and Billof
Quantities, detailed specifications&relevant documentswithtworeproduciblesoft copies
shall be supplied bytheconsultant.
7.Theconsultant shall submit three hardcopies of the Final design calculationsandtwo
soft copiesintheCD-R.
8.The number of copies and the style/modusin which the drawings &documentsshall be
providedaredetailedhereininthedocumentforcompliance.
9.Theconsultantshallprovideinputsforchanges ifanyorderedduring thesequence
ofworkand other relateddetails toICAIwithout any additional fee. project workindicating
start and completionoftheworkshallalsobeprovidedanditsrevision ifrequired.Timely
releaseofdrawings aspersequenceincludingthosenotspecifically mentioned
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butrequiredforthecompletionofJoband alliedspecialized services, shallbeensured
bytheConsultant.Allcoordination,insertion, approvalfordata,drawingsubmitted
byvendorsofHVAC,StageCraft,StageLight,SoundSystem,Project
System,SittingArrangementshallalsobeaccomplishedbytheconsultant.
10.TheConsultant shallmake periodic visits.at leastf o u r t i m e s ineach month athiscost
during the workoraspermutually agreedschedule ofvisitsduring
theperiodofworkandanyvisitthereafter.Heshallalsodepute aexperienced
Architect/Engineerhaving seven yearexperienceinthefieldof
projectdevelopmentandshall bewellversedwithautocadandcomputersandshall
bestationed at ICAIduringthe periodofwork tointeract with ICAIofficials orotheragency
deployed by ICAIondaytoday basisathisowncost.In case the Architect deployed remains
absent for more than 15 days from site of work , a penalty of Rs. 2000 per day shall be
levied and which will be adjusted from the payment due.
11.These periodic visits exclude the visits required during preparation &approval stages
of CPR/DPR andpreparation ofcompletion report/drawings.Nothing extrashall
bepaidforanyvisits andICAIwillintimatethescheduleofvisitsfromtimeto time.Forco-
ordination/clarification/meetingsatworksites,ICAIoffice,nothingextrashallbepaid.
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23
GENERALCONDITIONSOFTHE CONTRACT
1.TheConsultant shallberesponsible forthecollection ofrequired
data,normsfortheworkfrom allconcernedsourcesasmaybeneededforsatisfactory
accomplishmentoftheproject.Consultant i s required todecide
necessarymodificationinthedesign &drawings.Consultantshall takethis into account
whilequotingtheirrates.
2.IncaseICAIdesirestocarryoutcertainstudies/modificationsforimproving thesystem,
economy andoptimizationetc.,theseshallbedeemed tobeincluded within
thescopeofConsultant withoutanyadditional fee.
3.TheConsultant shalltakeintoaccount andkeepallprovisions
forfutureexpansionasproposed by ICAI.
4.TheConsultantshallbefullyresponsibleforadequacy,accuracy,qualityandsafetyofentire
professionalservicesperformedandendorsesnecessarycertificationondrawingsandd
ocumentsthat allrequirementshave beenmetwith.
5.Allthestagesoftheconsultancy workshall becompleted bytheConsultant including its
approval bytheClientsaccordingtothetime schedulemutuallyagreed
upon.Consultancywork tillcompletion
shallbeaccomplishedasperscheduletreatingtimeasessenceofthe contract.
6.TheConsultantwilladvise ICAIonany changeneeded inthetimescheduleforworks as
preparedbytheexecutingagencyforthecompletionofthework,soastoachievethetargetsetfor
completion.
7.TheConsultantshallassumefull responsibilityforthedesign/drawingandtechnical
specification/BOOascoveredintheirscopeofwork.ICAIshallreservetherighttohave
accesstothecalculationsanddesigns pertainingto ElectricaloftheConsultant shall renderall
possibleassistance/accessto the ICAIinthis regardandendorse necessary certificates
specifyingtherelevantcodethatthesehavebeenmetwith.
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24
8.TheConsultantshalladviseICAIregardingtheworkunderexecutionduringvisits tothe
siteandsubmitperiodicreports.
9.TheConsultantshallnotmakeanydeviation,alterationoromissionfromthe
approveddrawings, involvingfinancialimplicationswithoutpriorconsentofICAI.
10.TheConsultantshallexerciseallreasonableexpertise,careanddiligenceinthedischargeofh
is
dutiesandshallexercisesuchgeneralsuperintendenceandinspectioninregardtosuchworksas
may be necessary to ensure that works are being executed in
accordance with drawings/designs/documentation.
11.TheConsultantshall makenecessaryrevisionsasmayberequired byICAIand/or
requiredduetositeconditions,inthedrawingsandotherdocumentssubmittedbyhimatthedraft
stage.Anysubsequentrevisionsinthedrawingsanddocumentsetc.onceapprovedbutrequired
tobe madebyICAIshallbeundertakenbytheConsultantwithoutanyadditionalfees/claims.
12.ICAIshall havetherightto postponeorabandonexecution ofany workandthe
consultantshallnotbeentitledtoanycompensationagainstitexceptthefeeswhicharepayableto
theConsultantuptothestageofservicesalreadyaccomplishedandcertifiedbyICAI.
13.ICAIhas therighttogetthedesignapproved/checkedbyreputedindependentagencies
atitsowncost.Inthatcase,itwillbe theresponsibilityoftheConsultanttodeputetheirexecutive
andfurnishnecessary
clarifications/calculation/assistancefortheapprovalofthedrawings/design
calculationsandnoextrapaymentshallbepayableonthisaccount.
14.AnymodificationasrequiredbyICAIinthebasemodelandconceptdesignshallbe
carriedoutbyConsultantandnoextrapaymentshallbe admissibleonthisaccount. Engineerin
charge of ICAIshall have powers to make any alterations, omission, addition to or
substitution from the original work and no claims whatsoever on account of above shall
be entertained,exceptthepaymentfortheworkdonedulyacceptedandcertifiedbyICAI.
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15.ObtainingapprovaloftheplansfromtheconcernedLocalAuthorities.ICAIshallpay
statutoryfeesonproductionofthedocumentfromrelevantauthorities;howeverobtainingapprov
al fromtheauthorityremainstheresponsibilityoftheConsultant,ifrequired.
16.TheConsultantshallprovidereviseddrawingsasandwhenrequired.
17.TheConsultantshallprovideliaisonwithconcernedstatutoryauthorities&gettingapproval,if
requiredfor
18. TheConsultantshouldbewellconversantwithCPWDSpecifications/Tender
procedures.The
Consultantshallobtainallstatutoryapproval,sanctionsetc.,asandwhenrequired/directedbyIC
AIwithoutcausinganydelaytothesmoothprogressofthework.Drawingspreparedbythe
Consultantshallshowallnecessarydetailssothatnothingislefttothediscretionoftheworking
contractor.
19.TheConsultantshallsubmitthelist andCVsoftheirEngineers/stafftobeposted/proposedfor
thework.Thestaffsoproposedshallcontinuetillthecompletionofwork.Changes/Replacement
due toResignation/RetirementonsuperannuationetcshouldbeintimatedtoICAIwellintime.
Competentand
experiencedpersonsshouldbeassignedfortheproposedjobafterobtainingapproval
inwritingfromICAI.
20.The
Consultantshallprepare/submitalltherelevantdrawingsateachstageofworkinrespectof
HVAC,Stage Craft,Stage
Light,SoundSystem,ProjectSystem,SittingArrangementasand whendesiredbyICAI.
21.Consultantshallattendat worksite/ICAIall meetingsasshall benotified
byICAIandincorporatetheamendmentsthereof.Priceisinclusiveoftheaboveandnothingextra
willbepayable.
22.Consultantshall ensurewhiledesigning thecampus to protectthe existing treesas far as
possible.
EarnestMoney
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TheConsultant mustfurnish the Earnest Moneyasspecified,failingwhichtheEOIshallbe
rejected.
NointerestshallbepaidonEarnestMoneyDeposit.
ForfeitureofEarnestMoney:
Earnest MoneyoftheConsultant shall beforfeited ifhewithdraws his EOIduring the
periodofEOI validityperiodasperappendixorextended validityperiodasagreedtoin writing
bytheConsultant.
TheEarnestMoneyofthesuccessfulConsultantisliabletobeforfeitedifhefailsto
signtheContractAgreementinaccordancewiththetermsoftheEOI
or
doesnotcommencetheworkwithinthetimeperiodstipulatedintheEOI.
IncaseofforfeitureofEMD,theConsultantfirmsshallbedebarredfrombiddingincaseofre-
invitationoftheEOIs.
ReturnofEarnestMoney:
TheEarnestMoneyoftheunsuccessfulConsultantsshallbereturnedaspromptlyaspossible.
TheEarnestMoneyDepositofthesuccessfulConsultantshallbedealtasunder:-
TheEarnest Moneyafter acceptance ofthe EOIshall beconverted inRetention
Money.EMDconverted into
Retentionmoneyshallberetainedtill12monthsbeyondthecompletiondateofthiswork
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Validityof EOI
IthastobekeptopenasperappendixtoEOlafterdateofopeningofEOI.notwithstandingthe
aboveclause,ICAImaysolicittheConsultant's consent toanextension ofthevalidity
periodoftheEOI.Therequestandtheresponseshallbemadeinwriting.
Work,Job,Consultantwork,issynonymous.
Withdrawalof EOI
NoEOIshallbewithdrawn bytheconsulting firmafter submission andduring EOIvalidity
period.
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STAGESOFWORK ACTIVITIES
1. PreparationandFinalizationoftheProjectsinconsultationwithICAI.
2.Toobtaincompletebriefregardingthedetailsofrequirementandsiteconditionsthrough
discussionwithICAIincludingsitesurveyetc.(where necessary), planning,designingand
preparationofthelayoutplanforArchitecturalworksincludingnecessaryrevision(s)tillthelayout
is finallyapprovedbytheClientand/orLocalStatutoryAuthorities.
3.Preparationofpreliminaryestimatebasedontheconceptualdrawingsonthebasisofplinth
arearatesavailablewithCPWDupdatedbyappropriatecostindexforthesaidarea.
4.PreparationofdrawingsforobtainingtheLocalAuthoritiesapproval,if required.
5. ICAIcan appoint an expert to check the design and allied services of the
consultantandany
variationsduetothishastobeincorporatedbyconsultantwithoutanyadditional
cost.Thedecision ofICAIauthorityshallbefinalandbindingontheconsultant.
6. Planning designingand preparation of workingdrawing for all worksfor
unhindered executionofproject after itsaward
totheContractorsforexecutingtheworks.
7.Planning designingand preparationofworkingdrawingsforall
worksincludingplanningoftheprotectionserviceswhereverrequired.
8. Issuing sixsets ofgood for working/detaileddrawingsforall works and
servicesand one setofdrawingsontracingpaperalong withthedesign
calculationsforthese works.
9.Anyotherdocument/drawingrequiredforexecutionandcompletionofwork.
10.Preparationofcompletetender documentand supply ofdraft tender
documentboth inhard andsoft reproduciblecopy.
11.The Consultantshall submit adetailedtechnicalreport for the scrutinyby
ICAIalong with preparationof conceptschemesof all the servicesto be
submittedin stagesat least 4 weeks in advance of concerned activity. In
thisreport, basis for adoption of various norms, calculationsheets etc.,shall
beenclosed.Atnostage,theexecutionofthework shouldbeheld
upforwantofdrawingsfrom theConsultant.
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12.Preparation of completion drawings for all the works completed (as built)
as above and submissionof03copiesofsuch drawingsand one transparency.
One soft copy of all the drawings should also besubmittedonCD-R foroffice
records.
13.Alldrawingsshall beprepared onupdated version ofauto-CADand
structuraldesigningbedone on computeralong with hand calculations. A
softcopy of the same shall be provided to ICAI.
14.Obtaining allthestatutoryclearanceorotherwiserequiredforexecutionofthe
proposedworks or foroccupationaftercompletionofworkshall
bethedutyoftheConsultant,ifrequire.
VARIATION INQUOTED PRICE
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1. The paymentshall be made to theconsultantinitiallybased on the estimatedcost
of works on percentagerate basis. This will beadjusted(+/-) based on awarded
value of work. The finalpaymentwillbeagain adjustedbasedoncompletedvalue
ofbuilding(withoutanyescalation).
2.TheConsultantshall bepaidonly theamountadjustedasperthe payment terms, as mentionedabove.
3.RATESTOBEALLINCLUSIVE: Theratesquoted bytheConsultant shall befinalandremained fixtillcompletion ofthe work.
Anydescription Ielaboration of itemof work not included inthescope ofworkor in
describing theBOQitemshall notbeaground foranyextra payment. TheConsultant
shouldnotethisaspectandquotetheirrateaccordingly.Payment shall strictly be made as
per the terms and beyond that nothing extra shall be paid.
Theratesquotedshallalsobeinclusiveofalltypesofdirectandindirecttaxes
imposedbyCentral/StateGovt.andlocalbodies.
However.anystatutory variation inand/orfresh impositionofsuchlevies/taxes relevant
tothiscontractshall bepaidonactual basisbyICAIaftersubmission ofdocumentary
proofsbytheconsultantandverificationofthesamebyICAI/Engineer in charge.
4. Nopricevariationwillbeadmissible
AGREEMENT
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TheConsultantshallenterintoandexecutetheagreement intheformofagreementas perAnnexure-
Iwithin 5days from thedate of issueof award Letter.The
stamppapersoftherequisitevalueaspertheprevailinglawsshallbeprovidedbytheConsultantathis
owncost.Original agreementshall beretained bytheICAI/Engineer inchargeanda
certifiedcopyshallbemadeavailableto theConsultant.
TERMINATION OF THE CONTRACT
Conditions leadingtotermination ofcontract :-
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32
IftheConsultant
a.Becomesbankruptorinsolvent,or,
b.Makesarrangements withorassignment infavour of hiscreditor, oragrees tocarry outthe
contract underacommitteeofinspectionofhiscreditorsor
c.Beingacompanyorcorporation goesintoliquidation byaresolution passed bytheBoardof
Directors/General Bodyoftheshare-holdersorasaresultofcourt order(other than voluntary
liquidation forthepurposeofamalgamation orreconstruction);or
d.Hasexecution leviedonhisgoodsorpropertyortheworks,or
e. Assigns or sublets the contract or any part thereof otherwise than as provided for under
conditions ofthiscontract,or
f.Abandonsthecontract,or
g. Persistentlydisregards instructions of the Engineer/ICAIor contravenesany provisionsof
the contract,or
h.Failstoadheretotheagreed programmeofworkorfailstocomplete theworksorpartsofthe
works within thestipulated or extended period of completion,or isunlikely tocomplete the
wholeworkorpartthereofwithintimebecauseofpoorrecordofprogress;or
i.Failstotakestepstoemploycompetent and/oradditional staffandlabour,or
j.Promises,offersorgivesany bribe,commission, giftoradvantage,eitherhimself orthrough
hispartners,agentsorservants toanyofficer oremployeeoftheEngineer ortheICAI,
ortoanypersonontheirbehalf,inrelationtoobtaining orexecution ofthisoranyothercontract
withtheICAI,or
k. Suppressesor gives wrong information while submitting the EOI. In any such case the
EngineeronbehalfoftheICAImayservetheConsultantwithanoticeinwritingtothat
effectandiftheConsultant doesnot,within7daysafterdelivery tohimofsuchnotice,proceed
tomakegoodhisdefault insofarasthesame iscapable ofbeing madegood,andcarryonthe
workorcomplywithsuchinstructionsasaforesaid
totheentiresatisfactionoftheEngineer,ICAIshall beentitled aftergiving48hours
noticeinwriting toterminatethecontract, asa wholeorinpartorparts(asmaybespecified
insuchnotice).
Annexure –I
FORMOFAGREEMENT (Tobe executedonrequisite valueofstamp papers)
AGREEMENT
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THISAGREEMENTmadeon dayof (Month/year)between,ICAI oftheonepartand_______________(nameandaddressoftheConsultant) (hereinafter called"theConsultant")oftheotherpart. WHEREASICAIisdesirousthatcertainworksshouldbeexecuted bytheConsultantviz. ContractNo. (hereinaftercalled"theWorks",andhasacceptedaBidby the Consultantfor theexecution and completion of such Works and the remedying of any defects therein. NOWTHISAGREEMENTWITNESSETH asfollows: 1. Inthis Agreement, words and expressions shall have the same meaning as are respectively assignedtothemintheConditionsofContracthereinafterreferredto. 2.Thefollowingdocumentsshall bedeemed toformand bereadandconstrued as partofthisAgreement: a)LetterofAcceptanceofEOI b)NoticeInviting EOI c)InstructionstotheConsultants d)Formsofbids d)ConditionsoftheContract e)BillofQuantities 3. InconsiderationofthepaymentstobemadebytheICAItotheConsultantashereinafter mentioned,theConsultant herebycovenants withtheICAItoexecute andcomplete the Worksand remedyany defects therein inconformity inall respects with the provisionsofthe Contract. 4. TheICAIherebycovenantstopaytheConsultantinconsiderationoftheexecutionand completionoftheWorksandtheremedyingofdefectsthereintheContractPriceorsuchothersum as may become payable under the provisionsof the Contract at the times and in the manner prescribedbytheContract. INWITNESSwhereofthe partieshereto havecaused this Agreementexecutedthedayandyearfirstbeforewritten. (Name,Designationandaddress(Name,Designationand address oftheauthorizedsignatory) oftheauthorizedsignatory)
Signedforand onbehalfofthe Signedforand onbehalfofthe Consultantinthepresenceof: ICAI in the presence of Witness: Witness:
1. 1.
2. 2.
