INDUSTRIAL EXTENSION BUREAU (A Government of Gujarat Undertaking)

Transcription

1 INDUSTRIAL EXTENSION BUREAU (A Government of Gujarat Undertaking) REQUEST FOR PROPOSALS FOR PROJECT MANAGEMENT CONSULTANCY FOR EPC OF MAHATMA MANDIR CONVENTION CENTER PHASE 1 B AT, GANDHINAGAR - PHASE 1 B WORKS BID DOWNLOADING 28/02/2012 TO 20/03/2012 UP TO 4:00 PM PRE BID MEETING 07/03/2012 AT AM LAST DATE OF ONLINE BID SUBMISSION 20/03/2012 up to 5 PM LAST DATE OF PHYSICAL DOCUMENT SUBMISSION 20/03/2012 UP TO 5:30 PM DATE OF TECHNICAL BID OPENING 20/03/2012 AT 5:35PM Onwards PRESENTATION PLACE AND TIME SHALL BE INTIMATED SEPARATELY RFP/iNDEXTb/Mahatma Mandir/2012/01 INDUSTRIAL EXTENSION BUREAU (A Govt. of Gujarat Organization) Block No. 18, 2 nd Floor, Udyog Bhavan, Sector - 11, Gandhinagar Phone: /93, Fax: , indextb@indextb.com, Website: -

2 TABLE OF CONTENTS Sr. No. Description Page No. 1. Expression of Interest and Introduction to project Section 1-Letter of Invitation 8 3. Section 2-Instruction to PMC including Data Sheet and Evaluation 9-23 Criteria of Technical Proposal 4. Section 3 Technical Proposal Standard Forms Section 4 Financial Proposal Standard Forms Section 5 Terms of Reference Section 6 Draft Form of Contract Agreement and General Condition of Contract 8. Annexure I & IV indextb. 2

3 INVITATION FOR EXPRESSION OF INTEREST PMC FOR EPC PROJECT ON CONSTRUCTION OF MAHATMA MANDIR CONVENTION CENTER, GANDHINAGAR, GUJARAT. indextb. 3 INDUSTRIAL EXTENSION BUREAU (A Government of Gujarat Undertaking) Subject: Online bids are invited for Project Management Consultant for EPC PROJECT ON CONSTRUCTION OF MAHATMA MANDIR CONVENTION CENTER AT, GANDHINAGAR - PHASE 1 B WORKS. Dear Sir(s), Online Bids are invited from PMCs or firms having experience of minimum Seven years in handling Projects and having permanent qualified Engineers in related fields for Development and Construction of Mahatma Mandir Convention Centre at Gandhinagar - PHASE 1 B WORKS. The bidder will be required to provide sufficient technically qualified and experienced staff at site for providing the required level of service. Based on the information supplied in the RFP, firms would be short-listed and only the short listed (Technically Qualified) firms would be invited to be present at the time of opening of financial proposal. The final selection of the firm would be based on the Quality and Cost Based Selection (QCBS) procedure described in the RFP. The weightage given to Technical Proposal and Financial Proposal would be 70 % and 30 % respectively Joint Venture/Association is not allowed. Tender document can be downloaded up to 28/2/2012 to 20/3/2012 up to 4:00 pm from Demand Draft for EMD of Rs. 16,00,000/- (Sixteen Lacs only ) and Tender fee of Rs. 10,000 (Ten Thousand only) (Non Refundable) shall be submitted in electronic format only through online (by scanning) while up loading the bid. This submission shall mean that EMD and tender fees are received, accordingly offer to those shall be opened whose EMD and tender fees is received electronically. However for the purpose of realization of DD, PMC shall send the DD in original through RPAD or hand delivery so as to reach to The Managing Director, indextb on or before 20/03/2012 up to 5:00 pm of Technical submission online. Penetrative action as per government circular 10/2008/5/S/Part file dated 27/11/08 for not submitting EMD and by bidder shall be invited. PMC has to submit the Entire Technical bid (Scanned and Submitted online only) in hard copy which includes the Prequalification documents mandatory to qualify in separate envelop on or before the online submission date and time. Spiral bound form, loose form, etc. will be not accepted. In the event, any of the instructions mentioned herein have not been adhered to, Employer will reject the proposal. For online submission of the bids, prospector bidders may need to have valid digital signatures/keys. For more details on the same, please visit or contact on phone number The Employer will not be responsible for any delay, loss or non-receipt of RFP document sent by post/courier. Further, the Employer shall not be responsible for any delay in receiving the Proposal and reserves the right to accept/reject any or all applications without assigning any reason thereof. The firm(s) must include in their RFP the following information:

4 The overall and similar type of experience of the firm. Bidder should provide evidence having one work completed of supervision, monitoring & certification as PMC as a prime consultant should have covered and completed minimum value of a single work not less than 50 Crore INR. Satisfactory Completion Certificate by Owner or Employer or Employer shall have to be furnished as a documentary proof. Experience of the firm(s) in the required area of consultancy (minimum Seven years experience essential). Summary of permanent professional employees and/or resource persons indicating the nature of specialization, qualifications and experience considering requirements specified in earlier paragraph. The CVs of key personnel proposed to be deployed on this assignment along with documentary proof of qualification and experience; their written consent and availability shall also be furnished. The key personnel for this consultancy are the Team Leader preferably MBA with Civil Engineering having minimum 20 years experience in relevant field, the Civil Engineers, the Quality Engineer-Civil and relevant field, Structural Engineer, Mechanical Engineer, Electrical Engineer, HVAC Engineers, Acoustic/Sound Engineer, Safety Officer, Environmental Engineer and B.Sc Agriculture/Horticulture Engineer. Bidders should ensure submission of complete information/ documentation in the first instance itself. Short listing may be completed based on the details so furnished without seeking any subsequent additional information. The Managing Director INDUSTRIAL EXTENSION BUREAU Block No. 18, 2 nd floor, Udyog Bhavan, Sector - 11, Gandhinagar Phone: , /93 md@indextb.com, Website: - Yours Sincerely, (Authorized Signatory) indextb. 4

5 Introduction of project. 1. Source of funds Project will be funded by Government of Gujarat and its Nodal Organization. 2. Brief Description of Project indextb has already Selected Agency for EPC work on turnkey basis for Mahatma Mandir Convention Center Phase 1 B works at, Gandhinagar. Selection Procedure for bidders would be based on Quality Cost Based System. Detailed Technical Presentation will have to be made by prequalified bidders. The Presently Stipulated time limit for completion of concerned Mahatma Mandir Convention Center (Phase 1 B) works is December, Proposed Project Requirements for Phase -1 B Works under EPC Scope AREA STATEMENT Sr.No Project Components Nos. Area (Sq.Mt.) 1 Food Court 1 Ground Floor 3066 First Floor 2996 Mezzanine Level Infotainment Center 1 Ground Floor 929 First Floor Photo Gallery 1 Ground Floor 3521 First Floor 3109 Mezzanine Level Office Area 1 Ground Floor 762 First Floor Public Area Food Court Mezzanine Level 115 Photo Gallery Mezzanine Level Central Plaza 1 Ground Floor First Floor Total Built Up Area Roof Area indextb. 5

6 JUST FOR REFERENCE The above Scope of Works generally includes: The EPC Contractor s scope of services shall also include the following: Civil Works Mechanical and HVAC Works Electrical Works Interior, Ambience and Furniture Works Water Supply and Drainage System Infrastructural Developments. Landscape and Beautification Works Audio Visual and Acoustic Works Safety Operations like Fire Fighting Systems Development and related all statutory compliance Environmental Aspects and social safeguards Green Building requirements and its compliance 3. The objective and description of the Assignment- The main objective of this assignment is implementation, project monitoring and supervision of Execution of work for Mahatma Mandir Convention Center Phase 1 B Works at Gandhinagar. The detailed description of services is mentioned in Terms of Reference. The main objective of the indextb. 6

7 assignment is to achieve high quality construction works to be carried out in full compliance of approved design, specifications and other stipulations of the EPC contract documents within the specified time demonstrating the efficiency of supervision by External agency as detailed out in TOR. 4. Project Implementing Agency The Industrial Extension Bureau which has been set up as a Government Organization shall be the Nodal agency on behalf of Government of Gujarat for the project. It has appointed Professional Advisor /Engineer In Charge and will now appoint Project Management Consultant with related stipulated scope for day to day supervision, coordination, quality assurance, project monitoring and Third Party Inspection, and bill payments. indextb. 7

8 1. SECTION I Letter of Invitation For Technical Proposals and Financial Proposals Ref. No.: Dated: / /.. [Contact Person & Designation].. [Name of Firm & Address] Dear Mr. /Ms. Project I.D.NO /INDIA/ PMC FOR EPC PROJECT ON CONSTRUCTION OF MAHATMA MANDIR CONVENTION CENTER PHASE 1 B WORKS. 1. Industrial Extension Bureau. (indextb) - herein after referred to as the Employer invites Proposals for the PMC Services. 2. The background information and Terms of Reference for the Consulting services are provided in Section 5 of the Request for Proposal (RFP). 3. This RFP has been addressed to the PMCs by Employer. It is not permissible for you to transfer this invitation to any other consulting firm. 4. The RFP includes the following documents: Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Letter of Invitation Instructions to bidders including Data Sheet and Evaluation Criteria of Technical Proposal Technical Proposal Standard Forms Financial Proposal Standard Forms Terms of Reference [TOR] Draft Form of Contract Agreement and General Conditions of Contract. 5. You are requested to acknowledge receipt of this letter of invitation within seven days of receipt to the undersigned by facsimile with clear indication whether you intend to submit a proposal. indextb. 8

9 SECTION- 2 INSTRUCTIONS TO PMC CONTENTS A -Instructions to PMC B -Data Sheet C -Evaluation for Technical Proposal indextb. 9

10 2. SECTION A. INSTRUCTIONS TO PMC 2.1. INTRODUCTION Definitions (a) Employer means Nodal Agency/ Client i.e INDUSTRIAL EXTENSION BUREAU (indextb). Undertaking the task of development of such project for strengthening and enchancing the overall related infrastructure of Gujarat (b) Consultant means any entity or person that may provide or provides the Services to the Employer under the Contract. (c) Contract means the Contract signed by the Parties and all the attached documents listed in its Clause 1 that is the General Conditions (GC), the Special Conditions (SC) and the Appendices. (d) Professional Advisor shall mean the agency appointed by the Govt. of Gujarat/Employer or its body to assist in preparing conceptual layout, tender preparation, evaluation of the agency, approval of all drawings and design, Site Inspection and assist in contractual matters related to appointing the Contractor & PMC for said project and assist in any other contractual matters arising during ongoing works as directed by Employer. (e) Data Sheet means such part of the Instructions to Consultants used to reflect specific assignment conditions. (f) Day means calendar day. (g) Government means the Government of Gujarat / India. (h) Instructions to PMC (Section 2 of the RFP) means the document which provides the interested PMC with all information needed to prepare their Proposals. (i) Personnel means professionals and support staff provided by the Consultant or by any Sub- Consultant and assigned to perform the Services or any part thereof; Foreign Personnel means such professionals and support staff who at the time of being so provided had their domicile outside the Government s country; Local Personnel means such professionals and support staff who at the time of being so provided had their domicile inside the Government s country. (j) Proposal means the Technical Proposal and the Financial Proposal. (k) RFP means the Request for Proposal prepared by the Employer for the selection of Consultants. (l) Services means the work to be performed by the Consultant pursuant to the Contract. (m) Sub-Consultant means any person or entity/ Experts with whom the Consultant subcontracts any part of the Services. (n) Terms of Reference (TOR) means the document included in the RFP as Section 5 which explains the objectives, of work, activities, tasks to be performed, respective responsibilities of the Employer and the Consultant, and expected results and deliverables of the assignment Bidder/s should familiarize themselves with local conditions and take them into account in preparing their Proposals. To have an idea of the assignment and local conditions, Bidders are encouraged to visit the site as well should have complete detailed review of stipulated works or requested to contact any of the following officers at the address given below: indextb. 10

11 Sr. Name Designation Address Phone No. 1. Shri Managing /93 Mukesh Kumar Director INDUSTRIAL EXTENSION BUREAU, Block No. 18, 2 nd floor, Udyog Bhavan Sector - 11, Gandhinagar (Fax) Shri Kalpesh Sheth Assistant General Manager -As above- -As above- kalpesh@indextb.c om 3. Mrs. Reshma Shah (Projects) Project Coordinator CEPT University, Kasturbhai Lalbhai Campus, University Road, Navrangpura, Ahmedabad (Fax) reshma.cept@gmail. com Bidder/s shall bear all costs associated with the preparation and submission of their Proposals. Costs might include site visit, collection of information, and if selected, attendance at contract negotiations The Employer is not bound to accept any Proposal and reserves the right to annul the selection process at any time prior to contract award, without thereby incurring any liability to the bidder/s In preparing their Proposals, Bidder/s is/are expected to examine in detail the documents comprising the RFP. Material deficiencies in providing the information requested may result in rejection of a Proposal The assignment mentioned herein is intended to be job and time oriented. The consultant shall not be entitled to claim any compensation in the event of the time estimated for the completion of the work being extended for any reason what so ever The Data Sheet indicates how long the Bidder/s Proposals must remain valid after the submission date. During this period, the Bidder/s shall maintain the availability of experts nominated in the Proposal. The Employer will make its best effort to complete negotiations within this period. In case of need, the Employer may request Bidder/s to extend the validity period of their Proposals. Bidder/s has the right to refuse to extend the validity period of their Proposals with valid reasons for which employer s decision shall be final & binding to contractor The Employer named in the Data Sheet will select a firm from those firms who submitted proposals, in accordance with the method of selection indicated in the Data Sheet The Employer requires that Consultants provide professional, objective and impartial advice and at all times hold the Employer s interest paramount, without any consideration for future work, and strictly avoid conflicts with other assignments or their own corporate interests indextb. 11

12 A Consultant (including its Personnel and Sub-Consultants) or any of its affiliates shall not be hired for any assignment that, by its nature, may be in conflict with another assignment of the Consultant to be executed for the same or for another Employer The EMD of Rs. 16,00,000/- (Rupees Sixteen Lacs Only) as a Lump sum in form of Demand Draft or Bank Guarantee of any Nationalized Bank or private banks namely IDBI, HDFC, ICICI and AXIS Bank having its office at Gandhinagar shall be furnished in favor of Industrial Extension Bureau payable at Gandhinagar which shall be converted into Security Deposit for successful bidder. EMD of the unsuccessful bidder shall be returned within 30 days of the day of contract awarded to the successful bidder The EMD is liable to be forfeited if successful Bidder fails to execute the agreement within 10 Days from the date of Letter of Acceptance PMC cannot include current employees of Central & State Government as their resource personnel/experts. If PMCs nominate any Government employee retired within last two years as experts in their Technical Proposal, such expert(s) must have written approval from their Government A Consultant (including its Personnel and Sub-Consultants) that has a business or family relationship with a member of the Employer s staff who is directly or indirectly involved in any part of (i) the preparation of the Terms of Reference of the assignment, (ii) the selection process for such assignment, or (iii) supervision of the Contract, may not be awarded a Contract, unless the conflict stemming from this relationship has been resolved in a manner acceptable to the Employer throughout the selection process and the execution of the Contract The Data Sheet indicates how long Consultants Proposals must remain valid after the submission date. During this period, Consultants shall maintain the availability of Professional staff nominated in the Proposal. The Employer will make its best effort to complete negotiations within this period. Should the need arise, however, the Employer may request Consultants to extend the validity period of their proposals. Consultants who agree to such extension shall confirm that they maintain the availability of the Professional staff nominated in the Proposal, or in their confirmation of extension of validity of the Proposal, Consultants could submit new staff in replacement, who would be considered in the final evaluation for contract award. Consultants who do not agree have the right to refuse to extend the validity of their Proposals, with valid reasons for which employer s decision shall be final & binding to the contractor CLARIFICATIONS AND AMENDMENTS TO RFP DOCUMENTS Bidder/s may request a clarification of any of the RFP documents prior to pre-bid meeting indicated in the Data Sheet. Any request for clarification must be sent in writing to the address indicated in the Data Sheet. These would be clarified at the pre-bid meeting without identifying its source A prospective bidder requiring any clarification of the bidding documents may notify the Employer in writing or by fax (hereinafter, the term "fax" is deemed to include electronic indextb. 12

13 transmission such as facsimile, cable and telex) at the Employer's address indicated in the Invitation for Bid. The Employer will respond to any request for clarification which he receives prior to holding of Pre-Bid Meeting Pre-bid meeting shall be convened on 07/03/ AM in the Conference Hall, indextb, 2 nd Floor-Block no.18, Udyog Bhavan, Gandhinagar. It will be essential for the Bidders to attend the Pre-Bid Meeting so as to understand and clarify any issues related to Bid and related works The purpose of the meeting shall be to clarify issues and to answer questions on any matter that may have been raised by the prospective bidders in writing and received by the Employer s office Non-attendance at the Pre-bid meeting will not be a cause for disqualification of the bidder. Amendment to RFP At any time before the submission of Proposals, the Employer may, whether at its own initiative, or in response to a clarification requested by a short listed firm, or in response to queries raised at the pre-bid meeting amend the RFP by issuing an addendum. The addendum shall be sent to all short listed Bidder/s and will be binding on them. To give Bidder/s reasonable time in which to take an amendment into account in their Proposals, the Employer may at its discretion, if the amendment is substantial, extend the deadline for the RFP submission PREPARATION OF THE PROPOSAL A Bidder s Proposal (the Proposal) will consist of two (2) components (i) (ii) The Technical Proposal, and The Financial Proposal All related correspondence exchanged by the Bidder/s would also form part of the Proposal The Technical & Financial Proposals should include separate cover letters signed by person(s) with full authorization to make legally binding contractual (including financial) commitments on behalf of the firm. The letter should specify all association arrangements, and certify that each associated firm will perform its designated tasks under the assignment The Technical Proposal should clearly demonstrate the Consultant s understanding of the assignment requirements and capability and approach for carrying out the tasks set forth in the TOR through the nominated experts ELIGIBILITY CRITERIA Bidders seeking pre-qualification shall meet the following minimum Eligibility & Prequalification Criteria The Bidder should be working as Project Management Consultant to Govt. /Semi Govt. indextb. 13

14 organization or MNC s for a period not less than 7 years Average Annual Turnover of last 3 years, for the similar works shall not be less than Rs Crores The Bidder shall have experience of working as PMC for single similar work amounting not less than Rs crores in last five years The Bidder should submit the certificates showing their satisfactory performance for at least five similar works as per stipulated scope of works enlisted in bid for completed works THE TECHNICAL PROPOSAL General The Technical Proposal shall not include any financial information and any Technical Proposals containing financial information shall be declared non-responsive. Technical Proposal Format and Content The Technical Proposal shall contain information indicated in the following paragraphs from (i) to (xi) using the Standard Technical Proposal Forms (Section 3). The bidder must provide such information. (i) (ii) (iii) (iv) (v) A brief description of the organization and outline of recent experience (last 7 years) of the PMCs on assignments of a similar nature as stipulated in bid is required in Form TECH-1. For each assignment, the outline should indicate inter alia, the assignment, Project Cost and the Consultant s involvement. Assignments completed by individual experts working privately or through other consulting firms cannot be claimed as the experience of the Consultant, or that of the Consultant s Associate(s), but can be claimed by the individuals themselves in their CVs. Bidder/s should be prepared to substantiate the claimed experience if so requested by the Agency. A concise, complete, and logical description of how the Consultant s team will carry out the services to meet all requirements of the TOR in form TECH-2 supported by form TECH-3.( Work plan time schedule in Form F-3 & approach or methodology proposed for carrying out the required work in TECH-2a) Comments, if any, on the TOR (to be given in Form TECH - 2) to improve performance in carrying out the assignment. Innovativeness will be appreciated, including workable suggestions that could improve the quality/effectiveness of the assignment. In this regard, unless the Consultant clearly states otherwise, it will be assumed by the Employer required to implement the work and any such improvements, are included in the inputs shown on the Consultant s Staffing Schedule (Form TECH- 2b). A work plan showing in graphical format (bar chart) the timing of major activities, anticipated coordination meetings, and deliverables such as reports required under the TOR (Section 5). A Staffing Schedule (Form TECH-2b) indicating clearly the estimated duration in terms of person-months (shown separately for work in the field and in the main office for each activity) and the proposed timing of each input for each nominated expert, including main office experts (if required) using the format shown in Form TECH 2b. The schedule shall also indicate when main office experts are working in the site office. indextb. 14

15 (vi) An organization chart indicating relationships amongst the Consultant and any Associate(s) involved in the assignment. Personnel (vii) The name, age, background employment record, and professional experience of each nominated expert, with particular reference to the type of experience required for the assignment should be presented in the CV format shown in Form TECH-4. A summary should be given in Form TECH 5. (viii) All nominated experts must be Indians Nationals. Only one CV may be submitted for each position. (ix) (x) The Employer requires that each expert confirm that the content of his/her Curriculum Vitae (CV) is correct and the experts themselves should sign the certification of the CV. However the employer may accept a senior officer of the Consultant signing the CVs on behalf of the experts. If, for valid reasons, the experts are unable to do so, and the Consultant s Proposal is ranked first, copy of the CVs signed in blue ink by the experts concerned must be submitted to the employer prior to commencement of contract negotiations. The majority of the key professional staff proposed must be permanent staff of the firm. Permanent Staff means the candidate had been employed with the Firm for a minimum period of 1 (One) year. More weightage shall be given to the personnel employed with more years with the firm. Photocopy Unsigned CV shall not be evaluated. All the personnel shall have working knowledge of English and all the reports etc shall be written in English These personnel will be rated in accordance with: (a) General qualifications (b) Adequacy for the project (suitability to perform the duties for this assignment. These include, length of experience on fields similar to those required as per terms of reference, type of positions held, time spent with the firm etc) (c) Their language and the experience in the Gujarat region (d) Involvement in skills transfer program. (xi) A zero rating will be given to a nominated expert if (a) The CV is not signed. (b) The expert is a current employee of Government of India/ any State Government / Union Territory. As a checklist to ensure all these requirements have been complied with, Bidder/s are required to complete the Summary of Information on Proposed Experts, Form TECH FINANCIAL PROPOSAL All information provided in the PMCs Financial Proposal will be treated as confidential unless otherwise specified. The Financial Proposal should list all costs associated with the assignment. These normally cover : Remuneration for staff (Main office and Site office), office accommodation, transportation (mobilization, demobilization, local), equipments (vehicles, office equipment, furniture and supplies), communication facilities and preparation of reports in requisite number of copies. indextb. 15

16 The Financial Proposal must be submitted in hard copy using the format shown in Section 4. The Financial Proposal requires completion of three forms namely FIN-1, FIN-2, FIN-3 (i) (ii) Forms FIN-1 and FIN-2 shown in Section 4 relate to the costs of consulting services under two distinct categories, namely: (a) Remuneration, and (b) Out-of-Pocket Expenditures. Remuneration is divided into billing rate estimates for expert of PMCs; out-of-pocket expenditures are divided costs for other out-of-pocket expenditure items required to perform the services Form FIN-3 summarizes the proposed cost(s) and the figures provided therein will be read out aloud at the opening of Financial Proposals The amounts stated under provisional sums in the Financial Proposal must be the exact figures as specified in the Data Sheet for these cost categories. Also, the list of experts, and their respective inputs, identified on Form FIN-1 must match the list of experts and their respective inputs shown in the Staffing Schedule in Form TECH-4 of the Bidder/s Technical Proposal. No proposed schedule of payments should be included in PMCs Financial Proposals. The payment schedule will be as per General Conditions of Agreement as finalized by indextb Amounts payable to the Consultant by the employer may be subject to local taxes. It is the responsibility of the Consultant to determine the estimated taxes payable and take such amounts into account, as appropriate. All such taxes shall be deemed to be included in the Bidder/s Financial Proposal. Please note that the cost of preparing a proposal and of negotiating a contract including visits to indextb, Gandhinagar, if any is not reimbursable as a direct cost of the assignment. indextb shall reimburse only Service Tax. Consultant has to assess all other Taxes and should inbuilt them in their financial proposal. These taxes (other than service tax) should not be provided separately. Please note that the remuneration, which you receive from the contract, will be subject to normal tax liability in India. Kindly contract the concerned tax authorities for further information in this regard if required The financial proposals shall be prepared to cover the tasks mentioned in the TOR and also the tasks required to be carried out in order to meet the objectives SUBMISSIONS, RECEIPT AND OPENING OF PROPOSALS The original proposal shall be prepared in indelible ink. The Proposal (both Technical and Financial Proposals) shall contain no interlineations or overwriting, except as necessary to correct errors made by Bidder/s. The person(s) who signed the Proposal must initial any such corrections, interlineations or overwriting An authorized representative of the Consultant shall initial all pages of the Technical & Financial Proposal. The letter of authorization must be confirmed by a written power of attorney accompanying the proposals The Technical Proposal to be sent to the employer shall be placed in a sealed envelope indextb. 16

17 clearly marked TECHNICAL PROPOSAL. Similarly, the Financial Proposal shall be placed in a sealed envelope clearly marked by red felt pen FINANCIAL PROPOSAL and with a warning DO NOT OPEN WITH THE TECHNICAL PROPOSAL. The envelopes shall be placed into an outer envelope and sealed. The outer envelope shall bear the submission address, reference number and title of the Project. The outer envelope shall also contain EMD as described. If the Financial Proposal is not submitted by the Bidder/s in a separate sealed envelope and duly marked as indicated above, this will constitute grounds for declaring both the Technical and Financial Proposals non-responsive The bids should be submitted in hard bound form with page numbering and index. Any additional information shall also be furnished by the bidder in hard bound form with proper indexing and page numbering. The details submitted in other forms like spiral bound form, loose form etc would be rejected Proposals must be delivered at the indicated Employer s submission addresses on or before the time and date stated in the Data Sheet or any new date established by the employer PROPOSAL EVALUATION General From the time the Proposals are opened to the time the contract is awarded, the Consultant should not contact the employer on any matter related to its Technical and/or Financial Proposal. Any effort by a Consultant to influence the employerin examination, evaluation, ranking of Proposals or recommendation for award of contract shall result in rejection of the Bidder/s Proposal. Evaluation of Technical Proposals A PMC s Selection Committee (SC)/ Professional Advisor constituted/appointed by indextb will be responsible for evaluation and ranking of Proposals received The SC/ Professional Advisor evaluates and ranks the Technical Proposals on the basis of Proposal s responsiveness to the TOR using the evaluation criteria and points system specified in the Data Sheet. Each Technical Proposal will receive a technical score. A Proposal shall be rejected if it does not achieve the minimum technical mark of 75% A Technical Proposal may not be considered for evaluation in any of the following cases: (i) (ii) (iii) The Technical Proposal was submitted in the wrong format; or The Technical Proposal included details of costs of the services; or The Technical Proposal reached the employer after the submission closing time and date specified in the Data Sheet After the technical evaluation is completed, the employer shall notify the bidders whose Proposals did not meet the minimum qualifying technical mark or the bidders whose Technical Proposals were considered non-responsive to the RFP requirements, indicating that their Financial Proposals will be returned unopened after completion of the selection process. The employer shall simultaneously notify, in writing the bidders whose Technical Proposals received a mark of 75% or higher, indicating the date, time, and location for conducting presentation and opening of Financial Proposals. indextb. 17

18 Qualified bidders are expected to make presentation on their proposed methodology and approach for overall execution of the concerned assignment before the Committee Constituted by Government of Gujarat for the final selection. The Committee will select the agency by giving 70% weight age on the technical/evaluation score and presentation score presented before it and 30% weight age to the price bid. Based on this exercise one bidder will be finally selected and the Committee if required will further negotiate and finalize the price. The bidder shall come with his laptop and a CD for presentation OPENING AND EVALUATION OF FINANCIAL PROPOSALS Opening of Online Financial Proposals Bidder s representative is encouraged to be present at the time of opening of Financial Proposal. At the opening of Financial Proposals, Consultant representatives, who choose to attend, will sign an Attendance Sheet. (i) The marks of each Technical Proposal that met the minimum marks of 75% will be read out aloud. Eligible bidders shall have to secure minimum 60% marks for qualification in technical Presentation. (ii) Financial Bid will be opened only for qualified bidder after evaluating Technical Presentations. (iii) The Employer s representative shall prepare minutes of the bid opening including the information disclosed to those present in accordance with this sub clause. Evaluation of Financial Proposals The Employer will subsequently review the detailed contents of each Financial Proposal during the examination of Financial Proposals, the employer staff / Professional Advisor and any others involved in the evaluation process will not be permitted to seek clarification or additional information from any Consultant who has submitted a Financial Proposal Financial Proposals will be reviewed to ensure that the figures provided therein are consistent with the details of the corresponding Technical Proposal (e.g. personnel schedule inputs, etc.) The commercial terms in each Financial Proposal will be checked for compliance with the requirements set forth in the Data Sheet. For instance the validity period of the employer s Proposals must accord with the validity period set down in the Data Sheet Financial Proposals will be checked for computational errors or material omissions, and prices will be corrected and adjusted as necessary The total price (TP) for each Technical and Financial Proposal will be determined The lowest Financial Proposal (Fm) will be given a financial Score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as follows: Sf = 100 x Fm / F (F is the amount of Financial Proposal). Where, indextb. 18

19 Sf is the financial score of the price proposal being evaluated. Fm is the TP of the lowest priced proposal F is the TP of the Price proposal under consideration. The lowest evaluated price proposal will receive the maximum score of 100 marks Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights, (T= the weight given to the Technical Proposal [Evaluation score and presentation score]; P = the weight given to the Financial Proposal; T + P = 1) indicated in the Data Sheet; S = St x T% + Sf x P%. The firm achieving the highest combined score (S) will be invited for negotiations NEGOTIATIONS Negotiations will be held at the address indicated in the Data Sheet. Representatives conducting negotiations on behalf of the Consultant must have written authority to negotiate technical, financial, and other terms and conclude a legally binding agreement The technical negotiations cover the Consultant s Technical Proposal, including the proposed technical approach and methodology, work plan, staffing schedule, organizational arrangements, and any suggestions made by the Consultant or the employer to improve the implementation of the assignment. Negotiations will not result in substantial modifications to either the Consultant s Technical Proposal or the TOR The financial negotiations will generally fine-tune duration of expert s inputs and quantities of out-of-pocket expenditure items may be increased or decreased from the relevant amounts shown or agreed otherwise, in the Financial Proposal. Unless exceptional circumstances exist, the details of experts remuneration and specified unit rates for out-ofpocket expenditures will not be subject to negotiations The consultant shall confirm the modifications made in his proposals in writing within three days of conclusion of negotiations If contract negotiations are unable to be concluded for any reason, the employer will, at its discretion, commence negotiations with the second lowest bidder During negotiations the PMCs must be prepared to furnish the detailed cost breakup and other clarifications to the proposals submitted by him, as may be required. If the negotiations with this consultant are successful, the award will be made to him and all other bidders shall be notified CONFIDENTIALITY Information relating to evaluation of Proposals and recommendations concerning contract award shall not be disclosed to bidders who submitted Proposals or to other persons not officially concerned with the recruitment process until the successful firm has been notified and contract awarded AWARD OF CONTRACT Award Criteria Following completion of evaluation of Technical proposal and Price proposals, final ranking of the proposals will be determined. This will be done by applying weight age of indextb. 19

20 0.70T [ or 70 percent] and 0.30P [or 30 percent] respectively to Technical Score, Technical Presentation and Financial score of each evaluated qualifying Technical and Financial Proposal and then computing the relevant combined total score for each bidder. Eligible bidders shall to secure minimum 60% marks for qualification in Technical presentation CONTRACT COMMENCEMENT DATE The Data Sheet indicates the anticipated date for the commencement of the contract services. indextb. 20

21 B. DATA SHEET Information to Consultant Package No: RFP/iNDEXTb/Mahatma Mandir/2012/01 State: Gujarat Sr. No. Name of work : Project Management Consultancy for EPC of Mahatma Mandir Convention Centre Phase-1 B works at, Gandhinagar. 1. Estimated Project Cost : Rs. 160,00,00, INR 2. Source of Funds : Government of Gujarat through its Nodal Agency 3. The Employer/ Nodal Agency : indextb 4. Representative/Contact Person and Address of the Employer/ Communication : The Managing Director INDUSTRIAL EXTENSION BUREAU Block No. 18, 2nd floor, Udyog Bhavan Sector - 11, Gandhinagar Ph: (079) , /93 md@indextb.com Website: Tender fee : Rs.10, (Rupees Ten Thousand only) by cash or by Demand Draft of Nationalized Bank or private banks namely IDBI, HDFC, ICICI and AXIS Bank payable at Gandhinagar in favour of Industrial Extension Bureau. 6. Earnest Money Deposit : Rs.16,00, (Rupees Sixteen Lacs only) by Demand Draft or Bank Guarantee of Nationalized Bank or private banks namely IDBI, HDFC, ICICI and AXIS Bank payable at Gandhinagar in favour of Industrial Extension Bureau. 7. Project Implementation Period : 15 th March, 2012 to March, Minimum 12 months from start of construction. 8. Consultancy period : Project Implementation period as mentioned above + Defects Liability period of 24 Months. 9. Issue of Bid documents : From 28/02/2012 to 20/03/2012 up to 4.00 PM 10. Place of issue of documents : As per 4 above 11. Bid Validity : Ninety (90) days from due date for submission of bid.(from Dt:20/03/2012) 12. Pre-bid meeting : 07/03/2012 at am in conference hall of indextb. 13. Submission of Bid : Up to Dt.20/03/2012 up to 5:30 PM At the above address mentioned in Sr.No:4 14. Opening of the Technical Bids (Date & time) : Dt. 20/03/2012 at 5:35 PM onwards 15. Place of Opening of Bids : As per above Sr.No Evaluation of Technical Bids : As per Evaluation criteria indextb. 21

22 17. Technical Presentation : To be finalized by indextb 18. Security Deposit : EMD shall be converted in to SD and retained as SD still submission of final report from PMC. 19. Performance Security : 5% of Accepted Consultancy cost in form of Bank Guarantee of any Nationalized Bank as per Clause No:5.9 indextb. 22

23 C. Evaluation for Technical Proposal The numbers of points to be given under each of the evaluation criteria are: Sr.No. Criteria Weightage (i) Qualification of the Proposer 35 (a) Overall Experience 10 (b) Experience in similar nature of works. 25 (ii) Approach and methodology (Understanding of Objective and Progress 15 monitoring, Quality of Methodology: proposed for supervision, testing of materials). Indicate Infrastructure support like equipments, available software etc. (iii) Personnel (Area of Expertise) 50 (a) Team Leader (MBA/M.E. preferably with B.E.Civil minimum 20 years 10 experience in relevant field) (1 No) ( 10 Marks/ 1 No) (b) Resident Civil Engineers (B.E.Civil with Minimum 15 years 10 experience in relevant field) (2 No s) At least One Resident Civil Engineer should have relevant Master s degree. ( 5 Marks/ 1 No) (c) Site Engineers ( B.E.Civil with Minimum 5 years experience) ( 3 No s) 09 ( 3 Marks/ 1 No) (d)mechanical Engineer (B.E.Mechanical with Minimum 10 years 03 experience in relevant field) (1 No) ( 3 Marks/ 1 No) (e) Electrical Engineer (B.E.Electrical with Minimum 10 years experience 03 in relevant field) (1 No) ( 3 Marks/ 1 No) (f) HVAC Engineers ( Graduate Engineer with Minimum 10 years 03 experience in relevant field) (1 No) ( 3 Marks/ 1 No) (g) Acoustic/Sound Engineer (Graduate Engineer with Minimum 10 years 03 experience in relevant field) (1 No) ( 3 Marks/ 1 No) (h) Safety Officer (Minimum 10 years experience in relevant field) (1 No) 03 ( 3 Marks/ 1 No) (i) Environmental Engineer (Graduate Engineer with Minimum 10 years experience in relevant field) (1 No) ( 3 Marks/ 1 No) 03 Total Points 100 The minimum Technical score required to qualify is: 75 Points indextb. 23

24 3. SECTION- 3. TECHNICAL PROPOSAL STANDARD FORMS CONTENTS FORM TITLE Annexure II : Format of Covering Letter Form TECH-1 : Major works during last five years Form TECH-1a : Additional attachment of details of each work. Form TECH-2a : Approach on Methodology for performing the assignment and comments on TOR Form TECH-2b : Work program and time schedule for key personnel/ staffing schedule Form TECH-2c : Work plan time schedule Form TECH-3 : Composition of Team Personnel and Task Assignment Form TECH-4 : Curriculum Vitae (CV) format to be submitted with the Proposal Form TECH-5 : Summary of information on proposed experts Form TECH-6 : Audited Turn over and other financial data of last five years indextb. 24

25 ANNEXURE -II FORMAT OF COVER LETTER TO TECHNICAL PROPOSAL: FROM: [Name & Address of the Consulting Firm] Sir, TO: [Name & Address of the Agency] Subject: PMC Engagement (PMC) for Development and Construction of Mahatma Mandir Convention Center Phase 1B Works at, Gandhinagar. Regarding Technical Proposal 1. I/We the undersigned, offer to provide the consulting services of the above Project I.D. No. [ ] in accordance with your request for proposal dated [ ]. I/We am/are hereby submitting my/our proposal, which includes this technical proposal, and a financial proposal sealed under separate envelopes. The EMD for Rs. [ ] furnished in the form of a DD or Bank Guarantee from the [Name of the bank, branch] is also enclosed. The EMD is valid up to [Date]. 2. I/We have submitted my/our offer for the following PMC in a participating Development and Construction of Mahatma Mandir Convention Center Phase 1 B works. 3. If negotiations are held during the period of validity of the proposal, i.e. before [Date], or extended date for valid reasons. I/We undertake to negotiate on the basis of the proposed staff. My/Our proposal is binding upon me/us and subject to modifications resulting from contract negotiations. 4. I/We understand that you are not bound to accept any proposal you receive. Yours Faithfully, Signature Full Name : Designation : Address : (Authorised Representative) indextb. 25

26 Form TECH-1 MAJOR WORKS DURING LAST FIVE YEARS PMC Engagement for Development and Construction of Mahatma Mandir Convention Center. Please provide information on each reference assignment for which the applicant under his supervision must have completed a single construction/epc project of same scope of work not less than Rs. 50 Crores in last Five years. Outline of recent experience on assignments of similar nature. Sr. No. Name of Assignment Name of Project Owner of sponsoring authority Cost of Assignment Date of Commencement Date of Completion Was Assignment satisfactorily completed Provide a copy of Satisfactory Completion Certificate from the Employer. Only those studies would be considered for the evaluation for which the documentary proof i.e. Employer Satisfactory Completion Certificate have been provided. Please provide additional Information in addition to the above information as per Form TECH-1a for each project. indextb. 26

27 Form TECH-1a MAJOR WORKS DURING LAST FIVE YEARS PMC Engagement for Development and Construction of Mahatma Mandir Convention Center. The following information should be provided in the format below for each reference assignment for which your firm, either individually as a corporate entity was legally contracted in addition to Form TECH-1. Assignment Name: Country: Location within Country : Professional Staff Provided by your firm: Name of Employer : No. of Staff : Address : No. of Staff Months, duration of assignments Start Date (Month / Year) Completion Date (Month / Year) Name of Associated Consultants, if any : Approx. Value of Services : (in Indian Rupees) : No. of months of Professional Staff, provided by Associated Consultants: Name of Senior Staff (Project Director / Coordinator, Team Leader) involved and functions performed: Narrative Description of Project : Description of Actual Services Provided by your Staff: (Consultancy for implementation and supervision of operations and maintenance works). indextb. 27

28 Form TECH-2a APPROACH ON METHODOLOGY PROPOSED FOR PERFORMING THE ASSIGNMENT AND COMMENTS ON TOR PMC Engagement for Development and Construction of Mahatma Mandir Convention Center. [Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (50 pages, inclusive of charts and diagrams) divided into the following three chapters: a) Technical Approach and Methodology, b) Work Plan, and c) Organization and Staffing, a) Technical Approach and Methodology. In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach. b) Work Plan. In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Employer), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-2b. c) Organization and Staffing. In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff. indextb. 28

29 Form TECH-2b WORK PROGRAM AND TIME SCHEDULE FOR KEY PERSONNEL/ STAFFING SCHEDULE Months Name Position Number of Months Activities and Duration Total Field Full Time: Report Due: Part Time: Activities Duration: indextb. 29