HINDUSTAN PREFAB LIMITED JANGPURA, NEW DELHI : 110 014.

TENDER DOCUMENT FOR CONSULTANCY SERVICES FOR SETTING UP OF SEVOTTAM KENDRAS FOR INCOME TAX DEPTT. & OTHER INTERIOR WORKS

NIT No. HPL/Addl. G.M(E)/I.T.ASK/2011-12/16, DT 26-08-2011

Issued to : ____________________ ______________________________ ______________________________

INDEX

S. No.

Description of work

Page No.

1.

Notice Inviting Tender

1

2.

Terms & Conditions (Annexure – A)

2 to 7

3.

Technical Bid

8 to 14

4.

Financial Bid

15

HINDUSTAN PREFAB LIMITED JANGPURA, NEW DELHI : 14. NOTICE INVITING TENDER Dated: 26-08-2011 Sealed tenders are invited in two bid system for the following works form experienced individual Consultants/ Architectural firms to render their professional services for the following works in two bid systems. The date and time of issue /submission/ opening of tender documents are given below. Tender cost (in Rs.)

S. No.

Name of work

E.M.D. (in Rs.)

A.

CONSULTANCY SERVICES FOR SETTING UP OF SEVOTTAM KENDRAS FOR INCOME TAX DEPTT. ACROSS THE COUNTRY.

Rs. Rs. 500/25000/-

B.

CONSULTANCY SERVICES INTERIOR WORKS.

Time / Date of Sale

Time /Date of Submission

09.09.2011 10.09.2011 Upto 5:00 pm upto 3:00 pm

Time/ Date of Opening

10.09.2011 at 3:30 pm

FOR

NIT No. HPL/Addl. G.M(E)/I.T.ASK/2011-12/16, DT 26-08-2011

Tender form for the above work can be had from the office of Addl. General Manager ( Engg.) HPL, Jangpura, New Delhi : 110 014 on request and payment of tender cost (Non-refundable) in cash/ Demand Draft / Pay Order in favour of HINDUSTAN PREFAB LIMITED payable at NEW DELHI as mentioned above. Alternatively tender document can be downloaded from HPL’s website www.hindprefab.org & the cost of tender document shall be submitted by the bidders along with the tender in the form of Demand Draft / Pay Order in favour of HINDUSTAN PREFAB LIMITED payable at NEW DELHI. The tender document along with earnest money deposit above, shall reach the office of the undersigned by the date and time as mentioned above. The earnest money is required to be deposited for individual work along with tender in the form of demand draft / pay order in favour of “HINDUSTAN PREFAB LIMITED”. Payable at New Delhi. The tender received without earnest money will be summarily rejected.

Envelope 1. “EARNEST MONEY, TENDER COST, UNCONDITIONAL ACCEPTANCE OF TENDER AND SIGNED TENDER DOCUMENT WITH SEAL” AND REQUIRED TECHNICAL DETAILS

Envelope 2. FINANCIAL BID Both envelopes shall be properly sealed and put together in a single envelope sealed properly and super-scribed Name of the work with due date of opening. Envelop I will be opened first and Financial bid shall only be opened of those parties who have deposited/provided EMD, tender cost & unconditional acceptance of the tender document & will fulfill the other Technical requirement as described in schedule I to IV. HPL reserve the right to accept or reject any or all tenders without assigning any reason whatsoever. Addl. General Manager ( Engg.)

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ANNEXURE - A

TERMS AND CONDITIONS 1. DEFINITIONS:For the purpose of the Agreement, the following words and expression shall have the meaning hereby assigned to them except the context otherwise requires. I. 'Approved' means approved by Employer's representative in writing including subsequent confirmation of previous approval and 'Approval' means approval by Employer's representative in writing as aforesaid. II. ‘Employer’ means the Hindustan Prefab Limited, which expression shall unless excluded by or repugnant to the context include Employer's representative. III. 'Employer's Representative' means the Chairman & Managing Director, Hindustan Prefab Limited or any person authorized by him/her who would be in charge of the work and would sign the agreement on behalf of the Chairman & Managing Director, Hindustan Prefab Limited, Jangpura, New Delhi. IV.

'Consultant' means the architect who has quoted against this work/ project.

V. 'Contractor' means the person, firm and/or company whose tender/tenders for the work or any services connected with the work is/are accepted by the Employer and includes the Contractor's legal representative, successor and permitted assign. VI.

'Engineer-in-charge' means the In charge of the Site, authorized/nominated by CMD, HPL, New Delhi for execution of the work

VII. Client shall mean Income Tax Deptt. 2. SCOPE OF WORK I. PRELIMINARY STAGE: The consultant has to visit the concern Income Tax Deptt. /Client. Office to discuss the requirement & prepare a preliminary plans of the Sevottam Kendra./other if any, the same shall be got approved by the competent authority of Income Tax Deptt./Client. Preparation of working drawings in accordance to the approved plan . Preparation of BOQ, along-with justification of rates and other required details. The work also includes the complete design of all type of electrical, air-conditioning and computer works including preparation of required drawings. II CONSTRUCTION STAGE The Consultant Would: a) Supply Architectural drawings, specifications and details which may be required for proper execution of the work. -2-

b) Obtain Employer’s approval for any material deviation in design or cost of the working drawing, schedules and specifications from the approved scheme. III CONSTRUCTION MANAGEMENT SERVICES TO BE PROVIDED BY THE CONSULTANT: The Consultant Would: a) Check and approve shop drawing submitted by the Contractors if any. b) Give necessary periodic supervision and inspection as and when required by the Employer to verify that the works are being executed generally in accordance with the working drawings and as per architectural concept. c) Suggest Employer on changes, if necessary, for technical reasons. d) Suggest Employer on the progress of the work and its conformity with drawings issued for the work. e) Prepare as built completion drawings including indicating details of buildings and all services and supply 4 sets of completions drawings to the employer including one reproducible in same size. These are in addition to drawings and details mentioned in above clauses. 3. PAYMENT OF REMUNERATION: The Employer agrees to pay to the Consultant for the professional services to be rendered by him herein above described at clause 2(I,II,III & IV) the following fees: a) For all works fee calculated at the awarded rate decided by the Competent Authority of the actual cost of construction of the work including entrusted services on admissible items (Clause 5.0) subject to a ceiling of cost of corresponding items as per approved preliminary estimate or the approved revised preliminary estimate where such revision was considered necessary (Clause 2(I-a). In the event of authorized changes in the scope of work leading to recasting of the said estimate the ceiling shall be based on cost including such extra cost of the approved modification or the actual cost of construction of such work including modifications, whichever is lower. b) The above fees at clause 3.0-(a) are inclusive of fees payable by the Consultant to any other subConsultants and associates and nothing extra shall be payable by the Employer. c) The Employer shall not pay expenditure on any outstation visit for the purpose of the project, if so desired specially by the Employer. d) The amount of fees will be paid in installments as specified below, subject to recovery of security deposit as per clause 6.0 below. e) Service Tax as applicable shall be reimbursed to Architect after submission of the documentary evidence to the employer. -3-

4. FEES STRUCTURE: The fee payable to the consultant will be as under S. No. Mode of Payment

Percentage Fees.

1

On approval of the estimates, after getting initial advance 50% of the total fees payment to HPL from the client and after supplying detailed working drawings , tender document & BOQ with justification

2

After handing over the work to the client

25% of the total fees

3

After getting final payment from the client

25% of the total fees

NOTE: 1. For payment stage at Sr. No. 1 & 2 the approved estimated cost of the work shall be considered for payment calculation. 2. For final payment , final cost of the work executed at site will be consider for calculation of fee. 5. COST OF WORK: The cost of the following items shall not be included in the cost of construction for purpose of working out of Consultant’s Fees:a) b) c) d) e) f) g)

Land including its development charges but excluding the cost of path way, landscaping and compound lighting etc. and other development work if designed by the Consultant. Plan approval and service connection deposits and fees payable to local and/or statutory bodies by the Employer. Any other services, fittings and fixtures which are not designed and planned by the Consultants. Cost of supervisory and other establishment employed on work by the Consultant or the Employer. Other contingent expenditure like press advertisement, publicity, cost of foundation stone, inauguration ceremonies of building etc. Escalation in the cost of work due to increase in rates of materials labour etc. after award of work. Any deviation in the items of work not authorized by the Employer prior to its execution.

6. SECURITY DEPOSIT: I. An amount equivalent to 5% of the total fee amount subject to a ceiling of Rs.1,00,000.00 (Rupees One lac) shall be deducted progressively from each bill towards security deposit. EMD deposited shall be adjusted towards security deposit. The security deposit will be refunded after getting completion certificate from concerned authorities. II. In addition to the (i), the party shall furnish an unconditional and irrevocable performance bank guarantee (PBG) of 5% of total consultancy fee. The PBG shall have to be issued by a schedule bank on the proforma prescribed by HPL. This bank Guarantee shall remain valid till 12 months after completion and handing over of project to client. -4-

7.0 TIME SCHEDULE : The consultants shall adhere to the time schedule mentioned below: a) Within 7 days of written instructions for particular of work, the consultant shall submit at least three different concepts plans, elevations, perspectives of each concept alongwith the anticipated cost based on CPWD rates/approved notes. In case more concepts are required they shall be completed within one week of receipt of observation in writing. Within 15 days of written order for work preliminary drawings shall be got finalized from Owner. Within 7 days from the finalization of concept drawings by owner, the Consultants shall prepare building plans, BOQ & other details and shall submit required sets of prints of these drawings /documents to HPL. b) During progress of work any clarification in drawings/provided details/approvals/observations – within 24 hours. 8.0

The time allowed for carrying out the work as specified in clause 7.0 shall be strictly observed by the Consultant and shall be deemed to be the essence of the contract on the part of the Consultant. The work shall (throughout the stipulated period of the contract) be processed with all diligence and in the event of failure of the Consultant to complete the work within time schedule as specified above or subsequently notified to him, the Consultant shall pay as compensation amount equal to 1% (one) percent of the total fee payable to the Consultant, per week as the work remains unfinished after the specific date subject to a maximum of 5% (Five percent) of total fees.

9. ABANDONMENT OF WORK: That if the Consultant abandons the work for any reason whatsoever or becomes incapacitated from acting as Consultant as aforesaid, the Employer may make full use of all or any of the drawings prepared by the Consultant and that the Consultant shall be liable to pay such damages as may be assessed by the Employer subject to a maximum of 10% (Ten percent) of the total fee payable to the Consultant on estimated cost under this agreement. Provided, however, that in the event of the termination of the agreement being under proper notice as provided in the clause hereinafter, the Consultant shall be entitled to all such fee for the services rendered and liable to refund any excess payment made to him over/and above which is due to him in accordance with the terms of this agreement, for the service rendered by him till the date of termination of agreement. 10. TERMINATION: By giving one month notice, this agreement may be terminated at any time by HPL and in the event of such termination; the Architects shall not be entitled for any compensation on any account. Decision of termination by Chairman and Managing Director of HPL shall be final and binding on the Architects. HPL can make full use of the details prepared by the Architects for which the Architects have been paid. 11. ARBITRATION: Except where otherwise provided for in the contract, all questions relating to the meaning of specifications, design, drawings and instruction herein before mentioned & as to the quality of workmanship materials used on the works or as to any way arising out of or relating to the contract design, drawings, specifications, estimate, instructions order or these conditions or otherwise concerning the work, or the execution or failure to execute the same whether arising during the -5-

progress of the work or after the completion or abandonment thereof shall be referred to the sole arbitration of the person appointed by the CMD, HPL. There will be no objection if the arbitrator so appointed is an employee of the HPL & he had to deal with matters to which the contract relates and that in the course of his duties as such he had expressed views on all or any of the matters in dispute or difference. The arbitrator to whom the matters, is originally referred being transferred or vacating his office or being unable to act for any such reason, the CMD, HPL at the time of such transfer, vacation of office or inability to act shall appoint another person to act as arbitrator in accordance with the terms of the contract. Such person shall be entitled to proceed with the reference from the stage at which it was left by his predecessor. The Arbitrator shall give reasoned award. Subject as aforesaid the provision of the Arbitration and Conciliation Act 1996, or any statutory modification or re-anactment thereof & rules made there under and for the time being inforced shall apply to the arbitration. 12. NUMBER OF DRAWING SETS ETC. AND COPY RIGHT: All the estimates, bill of quantities with detailed measurement of details of quantities, detailed designs with calculation reports and any other details envisaged under this agreement shall be supplied in triplicate and all drawings architectural, or other services/utilities (Internal and External) would be supplied by the Consultant as required for submission to all the local bodies and other authorities in Caluse 2(II-e) plus sets required by the Employer itself being no less than six sets of prints and one reproducible copy in same size. If there is any revision of any detail in any drawing for any reason same number of drawings shall be reissued without any extra charge. All the drawings will become the property of the Employer and he will have the right to use the same any where else but only at his own risk and responsibility. In that event, the Employer will pay a royalty to the Consultant on mutually acceptable basis. The drawings cannot be issued to any other person, firm or authority, except to the associates and sub-consultants of the Consultant, or used by the Consultant for any other project. No copies of any drawings or documents shall be issued to anyone except the Employer and/or his authorized representative. 13. DETERMINATION OR RECISSION OF AGREEMENT: The Employer without any prejudice to its right against the Consultant in respect of any delay by notice in writing absolutely determine the contract in any of the following cases: I. If the Consultant being a firm/company shall pass a resolution or the court shall make any other order that the firm/company shall be wound up or if a receiver or a manager on behalf of the creditor shall be appointed or if circumstances shall arise which entitle the court or creditor to appoint a receiver or a manager or which entitles the court to make up a winding order. II. If the Consultant is in breach of any of terms of agreement. When the Consultant has made himself liable for action under any of the cases aforesaid the Employer shall have powers: a)

To determine or rescind the agreement.

b)

To engage another Consultant to carry out the balance work debiting the Consultant the excess amount if any so spent.

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14. GENERAL: I. The Consultant shall be fully responsible for the technical soundness of the work including those of specialists engaged. If any, by him and also ensure that the work is carried out generally in accordance with drawings, specifications and his conception. II. The Employer will have the work of Consultant and/or is sub-consultants supervised/inspected at any time by any officer nominated by him who shall be at liberty to examine the records, check estimates and designs. III. The appointment of Employer's own supervisory staff, if any, does not absolve the Consultant of his responsibility of general supervision. The Consultant shall be responsible for designs of structures and all provisions/services of the work entrusted to him so as to satisfy their requirement. IV. The Consultant hereby agrees that the fees to be paid as provided herein (Clause-3) will be in full discharge of functions to be performed by him and no claim whatsoever shall be against the Employer in respect of any proprietary rights or copy right on the part of any other party relating to the plans, models and drawings. (v)

The Consultant shall indemnify and keep indemnified the Employer against any such claims and against all cost and expenses paid by the Employer in defending himself against such claims.

(vi) It is hereby further agreed between the parties that the stamp duty payable under the law in respect of this agreement shall be borne by the Consultant. (vii) Any allied works such as visit to site, amendment, changes, modifications, additions etc. shall be Considered as having been included in the fees to be charged by the Architect. No additional payment of any nature shall be admissible to the Architectural Agency. (viii) Architect shall not be allowed to engage a third party for getting structural drawings/ design, sanitary drawing/ design, plumbing drawings/ designs, electrical drawings/ designs etc. done for the project without prior approval of HPL in writing. In case of breach of any of the above of the above clause/ sub-clause HPL shall be at liberty to take suitable action involving penalty as may be deemed fit or withdrawal of contract without any liability to HPL.

Signature of Bidder

Addl. General Manager ( Engg.)

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TECHNICAL BID HINDUSTAN PREFAB LIMITED NEW DELHI - 110 014 Prequalification Criteria 1.0

The tenderer should have experience of rendering consultancy services of having satisfactorily for interior work completed during the last 5 years ending 31st March 2011 (Project cost) as given below in the tabular form : S. No.

Quantum of work

1

Upto Rs. Crores

One work

similar Two work

2.0 Rs. 1.20 Crores

similar Three work

Rs.90.00 Lacs

similar

Rs.60.00 Lacs

The Certificate of proof shall be enclosed. 2.0

The tenderer should have an average annual turnover of not less than (as given below) for the Consultancy service during the last three years ending (Attested copies of audited balance sheet alongwith Income Tax Return filed with IT Deptt. to be enclosed : S. No.

Project Cost

1

Upto Rs. 5.0 Crores

Amount of Consultancy Services (Turnover) Rs. 10.00 Lacs

3.0

The tenderer should be in the field since last five years. (Attested photo copies of original documents showing the legal status, place of registration should be enclosed).

4.0

The proposal shall be based on the number of professional staff members estimated by the firm.

4.1

It is desirable that minimum 50% of the key professional staff proposed by permanent employees of the consulting firm.

4.2

Proposed professional staff must have at least the experience indicated in the data sheet, preferable under condition similar to these prevailing in India.

4.3

Alternative professional staff shall not be proposed and only one Curriculum vitae (CV) be submitted for each key staff position. Except as the Client may otherwise agree, no changes shall be made in the Key personnel. If, for any reason beyond the reasonable control of the Consultants, it becomes necessary to replace any of the Key personnel, the Consultants shall forthwith provide as a replacement a person of equivalent or better qualifications with prior written approval form the client.

5.0

The technical proposal should be provided with the information using the forms in sections “”Schedule-I to IV” and give the following. A brief description of the firm/ organization and a list of present commitments of similar nature. -8-

5.1

The minimum required experience of proposed key staff.

S.No.

Name of the officials

Upto Rs. 2.0 Crores

1

Team Leader

2 3

Other Key personnel’s Other professional supporting staff

M.E./B.E./ B.Arch. 5 years exp. 5 years exp. 5 years exp.

6.0

Entering into a subcontract for the performance of any part of the Services, it being understood (i) that the selection of the Sub-consultant and the terms and conditions of the subcontract shall have been approved in writing by the Client prior to the execution of the subcontract, and (ii) that the Consultants shall remain fully liable for the performance of the Services by the Sub-consultant and it Personnel pursuant to this Contract.

7.0

The applicant should have valid Service Tax Number / PAN/ Sales Tax/ WCT / TAN/ VAT/ EPF Code No. (Attested photocopies to be attached).

8.0

The applicant should have sufficient manpower and resources to carry out such works. (Details of key personnel on roll and their qualification and experiences to be furnished). In addition to the above, the tenderer has to submit the following documents / informations. i)

Information on any litigation in which the tenderer was involved during the last seven years including any current litigation.

ii)

Copies of registration with other organizations

iii)

Complete Name and mailing address of the Bidder/Firm alongwith telephone numbers, Fax Nos., Mobile Nos., Email address.

iv)

Other relevant details, if any.

Note: -

Even though the applicant may satisfy the above requirements, he would be liable to disqualification, if he has:-

a)

Made misleading or false representation or deliberately suppressed the information in the forms, statements and enclosures.

b)

Record of poor performance such as abandoning the work, not properly completing the contract or financial failures/ weaknesses etc.

Addl. General Manager(Engg.) -9-

SCHEDULE – I

Applicant shall give information of Providing CONSULTANCY SERVICES FOR INTERIOR WORKS upto Rs. 2.00 Crores, executed during past five years ending March , 2011as per the Performa given below : S. No.

Full particulars of similar works carried out by the Consultant

Total cost of the Project

Name of Client

Year of Completion

Consultant shall submit the certificate of satisfactory completion of the work from the respective client alongwith copy of award letter / work order. Certified that the above information is correct.

Signature of Applicant / Authorised Representative with Seal

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SCHEDULE – II Detail of present commitment of CONSULTANCY SERVICES FOR INTERIOR WORKS upto Rs. 2.00 Crores, S. No.

Full particulars of similar in hand

Total cost of the Project

Name of Client

Date of Year of commencement Completion of work

Consultant shall submit the copy of the work order for the present commitments. Certified that the above information is correct.

Signature of Applicant / Authorised Representative with Seal -11-

SCHEDULE – III Key- personnel on permanent rolls of the Company as on date S.No.

Name

Qualification

Year of Passing Experience

Experience in their organization

Certified that the above information is correct Signature of Applicant / Authorised Representative with Seal -12-

SCHEDULE – IV

A.

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

Signature of Applicant / Authorised Representative with Seal -13-

LIST OF ENCLOSURES (To be submitted by the Applicant) 1.

Constitution of Firm :

2.

Power of Attorney

3.

Last seven years audited balance sheets and annual turnover.

4.

Latest Income Tax Clearance Certificate and Trade License Certificate.

5.

i)

Plumbing license

ii)

Elect. License.

iii)

Fire fighting/ Fire protection licence

iv)

Air conditioning licence.

:

6.

Financial capacity and credit facilities available to the firm / company as certified by their Bankers (Banker’s certificates in original or duly attested showing present cash credit limits & guarantee limits).

7.

Details of work executed during the preceding 5 years (Refer Schedule –I)

8.

List of present commitment (Refer Schedule –II).

9.

Organisation structure, manpower resources, technical staff, their qualification (Refer Schedule –III).

10.

Certificates received from clients.

11.

MOU or agreement with collaborators, if any.

12.

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

NOTE : By the term near relative is meant wife, husband, parents and grand parents, children and grand Children, brothers and sisters, uncles, aunts and cousins and their corresponding in-laws.

Signature of Applicant / Authorised Representative with Seal

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FINANCIAL

NAME OF FIRM / BIDDER

:

BID

_________________________________________________

________________________________________________

________________________________________________

NAME OF WORK

NIT No.

Consultancy Charges -

:

SETTING UP OF SEVOTTAM KENDRAS FOR INCOME TAX DEPTT. ACROSS THE COUNTRY & OTHER INTERIOR WORKS.

:

NIT No. HPL/Addl. G.M(E)/I.T.ASK/2011-12/16, DT 26-08-2011

: A.

CONSULTANCY SERVICES FOR SETTING UP OF SEVOTTAM KENDRAS FOR INCOME TAX DEPTT. ACROSS THE COUNTRY,

We shall charge a consultancy fees equivalent to ________ % on actual cost of work as stipulated in the N.I.T. B.

CONSULTANCY SERVICES FOR INTERIOR WORKS, we shall

charge a consultancy fees equivalent to ________ % on actual cost of work as stipulated in the N.I.T.

Also all the terms & conditions of the N.I.T. are acceptable to us.

SIGNATURE OF BIDDER Along with stamp -15-