Telecommunications Consultants India Limited (A Government of India Enterprise) e-bid DOCUMENT FOR SELECTION OF SPECIALTY CONSULTANT

Transcription

1 Telecommunications Consultants India Limited (A Government of India Enterprise) e-bid DOCUMENT FOR SELECTION OF SPECIALTY CONSULTANT FOR Specialty for Providing Consultancy Services for Signage and way finding for Entire REC HQ. office complex and Departments in the proposed REC world HQ building at Gurgaon NIT NO. : e.nit /TCIL/05/527/313/2016/ACD ISSUED ON : LAST DATE OF SUBMISSION : UPTO 15:00 hrs. Group General Manager (Civil) Telecommunications Consultants India Limited Room No 308,3 rd Floor,TCIL Bhawan Greater Kailash-1,New Delhi, Tel: (Direct)/2308(Extn) Fax: ak.kataria@tcil-india.com Visit us on Web: http// Page 1 of 47

2 TABLE OF CONTENTS SECTION TITLE Part-1: Technical Part 1. Notice Inviting Offer 2. Instructions to Bidders 3. General Conditions of Contract (GCC) 4. Special Conditions of Contract (SCC) 5. Annexures: Annexure-1 Annexure-2 Annexure-3 Annexure-4 Annexure-5 Details of the Applicant Financial Information Details of Similar Services completed Projects / Services in Progress Details of Man Power Available Part-2: Price Part 6. Financial Offer Page 2 of 47

3 INVITATION FOR BID (IFB) Page 3 of 47

4 SECTION-1 e.nit /TCIL/05/527/313/2016/ACD Dated: 01/04/2016 NOTICE INVITING OFFERS Rural Electrification Corporation (REC), a Schedule A Public Sector Undertaking under Ministry of Power with Navratana status is presently functioning from its office located in Core-4, Scope Complex, Lodhi Road, New Delhi. To meet its future aspiration and growing requirement, REC intends to have green, barrier free, intelligent and state-of-the-art Corporate Office Building at 4.2 Acre plot in Gurgaon.REC, for its Corporate Office Building is looking for the following aspects in the design: Creating a landmark building which reflects the values, ethics and message of the brand REC. Creating a sustainable, energy efficient, eco and environment friendly building system, integrating the built and unbuilt. Creating a built form with state of the art technology which matches international standards. Creating GRIHA, Five star rating compliance building With the above objective REC had organized Global Architect Design Competition (GADC) and selected M/s Chelsea West Architects (CWA), 514 West, 25 th Street, New York (USA) and appointed M/s CWA to provide various architectural services for the building. M/s CWA has established its office at J-1961,2 nd Floor, C.R. Park, New Delhi PIN India to facilitate the services required. The drawings has been completed and submitted to local municipal Authority (HUDA)and approval of HUDA is expected to be received shortly. M/s TCIL (a Government of India Undertaking) having its office at Greater Kailash-1, New Delhi has been appointed by REC as Project Management Consultant (PMC) to manage the project. M/s TERI has been appointed as Sustainability Consultant for GRIHA-5star compliance Building and Renewable Energy Consultants. For special services REC intends to retain specialty consultants viz. Electro Acoustic/sound and Noise Control Engineering etc, food services for various eating and dining facilities and staff canteen, curtain wall/façade/ window washing services, illumination for façade elements, auditorium and solar pergola consultants, data & communication services, signage & way finding. Page 4 of 47

5 For appointing specialty consultant for Providing Consultancy Services for Signage and way finding for entire RECHQ. office complex and departments in the proposed REC world HQ building at Gurgaon sealed offers are invited from eligible bidders on behalf of REC Ltd. 1 Name of the work Specialty for Providing Consultancy Services for Signage and way finding for Entire REC HQ. office complex and Departments in the proposed REC world HQ building at Gurgaon 2 Owner/ Client Rural Electrification Corporation 3 Architect M/s Chelsea West Architects, 514 West, 25 th Street, New York (USA) and Address in India: J-1961,2 nd Floor, C.R. Park, New Delhi PIN India. 4 Project Management Consultant Telecommunication Consultants India Limited, TCIL Bhawan, Greater Kailash-1, New Delhi Location I-4, Sector-29, Gurgaon, Haryana 6 Plot Area Sq. Mtr. (4.2 acre) 7 Built Up Area of the Proposed building Project including basement area 8 Cost of Tender Documents 9 Earnest Money Deposit Sq. Mtr. Rs 400/- (Four Hundred Rupees) by DD in favour of Telecommunications Consultants India Limited payable at New Delhi. (Non Refundable) Rs25,000/- (Twenty Five Thousand Rupees) by DD issued by any Nationalized/Scheduled bank in favour of Telecommunications Consultants India Limited payable at New Delhi). 10 Scope of Work As per Clause Stipulated period of completion of services Three Years plus defect liability period of one year. 12 Validity of offer 120 days from the last date of receipt of offer. Page 5 of 47

6 13 Date, time and place of submission of offers 14 Date of opening of technicalpart of the offer Up To 3.00pm In The Office Of Group General Manager, Civil, TCIL, New Delhi at 3.30pm 15 Date of opening of Financial Part of the offer 16 Officer to be contacted (Name and Address) To be notified separately to technically qualified parties. 1. Sh. P.K. Singhal, AGM (Estates), REC Ltd, Core-4, SCOPE Complex, 7-Lodhi Road, New Delhi-3. Ph Sh. A.K. Kataria, GGM(Civil), TCIL, TCIL Bhawan, GK-I, New Delhi-48, Ph Sh Vishva Priya, Architect, M/s Chelsea West Architect, J-1961,2 nd Floor, C.R. Park New Delhi Design Documents Drawings can be seen in the O/o GGM (C) TCIL,Room No 308,3 rd Floor, TCIL Bhawan, Greater Kailash 1, New Delhi 18 Receipt of the Bids Bids shall be received at the following address: Sh.A.K. Kataria Group General Manager (Civil) 3 rd Floor, TCIL, TCIL Bhawan Greater Kailash 1, New Delhi Fax : +91 (11) Tel : +91 (11) / ak.katariya@tcil-india.com 1. Minimum Eligibility Criteria: Bidder must provide necessary supporting documents as proof in respect of the eligibility criteria mentioned below: 1. Average Annual Financial Turnover Turn-over during last three years ending 31 st March 2015 should not be less than Rs8.50 Lakhs i.e. 50% of value of work. 2. Experience of having successfully completed, similar works during last 7 years should be either of the following: Designing of One Similar works having Building Area SqMtr including basement. OR Designing of Two Similar works each having Building Area of SqMtr including basement. Page 6 of 47

7 OR Designing of Three Similar works each having Building Area of SqMtr including basement. Similar work means "Consultancy services for Signage and way finding works for a large building" similar to REC project. (Please submit copy (ies) of completion certificates / Letter of Award/ Payment certificate or any other relevant document from client mentioning the nature of work, value of work and time period. a) Bidder should have documentary evidence in support of this period of along with Bid. b) The bidder should possess PAN, Service Tax registration number and any other statutory requirements as applicable. 3. Cost Evaluation under Combined Quality Cum Cost Based System CQCCBS) 3.1 Under CQCCBS, the technical proposals will be allotted weightage of 70% while the financial proposals will be allotted weightages of 30%. 3.2 Proposal with the lowest cost may be given a financial score of 100 and other proposals given financial scores that are inversely proportional to their prices. 3.3 The total score, both technical and financial, shall be obtained by weighing the quality and cost scores and adding the mup. The proposed weightages for quality and cost shall be specified in the RFP. 3.4 Highest points basis: On the basis of the combined weighted score for quality and cost, the consultant shall be ranked in terms of the total score obtained. The proposal obtaining the highest total combined score in evaluation of quality and cost will be ranked as H-1 followed by the proposals securing lesser marks as H-2,H-3 etc. The proposal securing the highest combined marks and ranked H-1 will be invited for negotiations, if required and shall be recommended for award of contract. Asan example, the following procedure can be followed. Ina particular case of selection of consultant, It was decided to have minimum qualifying marks for technically qualifications as 75and the weightage of the technical bids and financial bids was kept as 70:30. In response to the RFP, 3 proposals, A, B &C were received. The technical evaluation committee awarded them75, 80 and 90 marks respectively. Page 7 of 47

8 The minimum qualifying marks were75. All the 3 proposals were, therefore, found technically suitable and their financial proposals were opened after notifying the date and time of bid opening to the successful participants. The price evaluation committee examined the financial proposals and evaluated the quoted prices as under: Proposal A B C Evaluated cost Rs.120. Rs.100. Rs.110. Using the formula LEC/ EC, where LEC stands for lowest evaluated cost and EC stands for evaluated cost, the committee gave them the following points for financial proposals: A:100/120 = 83Points B:100/100 = 100Points C:100/110 = 91points In the combined evaluation, thereafter, the evaluation committee calculated the combined technical and financial score as under: Proposal A: Proposal B: Proposal C: 75x x0.30=77.4points. 80x x0.30=86points 90x x0.30=90.3points. The three proposals in the combined technical and financial evaluation were ranked as under: Proposal A: Proposal B: Proposal C: 77.4points:H3 86points:H2 90.3points:H1 Proposal C at the evaluated cost of Rs.110was,therefore, declared as winner and recommended for negotiations/approval, to the competent authority. 3.5 Under QBS method, the consultant who has secured first rank in technical evaluation shall be called for further negotiation after opening and evaluation of its financial proposals. 3.6 The Name of the successful bidder along with details of cost etc. shall be posted on the departmental website after the award to the successful bidder has been made and communicated to him in writing. The details given by the specialty consultants in the Technical Bid documents will be evaluated by scoring method. In case any information is not supported Page 8 of 47

9 with documentary proof it will be presumed that the bidder does not have that the bidder does not have that particular facility/performance. Marking shall be done for each component based on documentary evidence wherever called for. The technical bids shall be evaluated for a maximum 100 marks. The overall Technical score for various criteria for the purpose of this evaluation shall be as follows: Technical Evaluation as Combined Quality cum Cost Based System (CQCCBS) Sr. Description Max Marks No 1. Past Experience of The firm 30 Marks i) Number of years experience 05 Marks a) 7 Years Experience 02 Marks b) 8-15Years Experience 3.5 Marks c) More Than 16Years Experience 05 Marks ii) Past Experience of work of similar nature 15 Marks a) Designing of One Similar works having Building Area SqMtr including basement. OR Designing of Two Similar works each having Building Area of SqMtr including basement. OR Designing of Three Similar works each having Building Area of SqMtr including basement. 7.5 Marks b) Designing of Similar works each having Building Area SqMtr SqMtr including basement. iii) Ongoing work of similar nature a) Designing of Signage for a project having minimum area twice times of SqMtr. b) Designing of Signage for a project having minimum area four times of SqMtr. c) Designing of Signage for a project having minimum area more than six times of SqMtr. 15 Marks 10Marks 03 Marks 05 Marks 10 Marks 2. Experience of Key Personnel. 45 Marks i) Qualifications 20 Marks a) Team Leader 06 Marks i) B.Arch/ M. Arch 02 Marks Page 9 of 47

10 ii) Additional Certification from International reputed Institute/ Governing Bodies for Signage. 04 Marks b) Project Manager 06 Marks i) B.Arch/ M. Arch 02 Marks ii) Additional Certification from International reputed 04 Marks Institute/ Governing Bodies for Signage. c) Interior Designer & 3 D Designer ( 3 D Animation) 08 Marks 02 Mark per person maximum Marks -08 ii) Relevant Experience 25 Marks a) Team Leader 10 Marks I) Minimum 15 Years Experience 05 Marks ii) 25 Years Experience or More 10 Marks b) Project Manager/Architect & Interior Designer & 3 D Designer- 01 Mark/Trade for experience more than 5 years & 3 years respectively. 15 Marks 3. FinancialStrengthoftheConsultant. 10 Marks i) Turnover figure for Last three Years 05 Marks a) Average Turn-over during last three years ending 31 st March 2015 Rs 9.0 Lakhs 02 Marks b) Average Turn-over during last three years ending 31 st 03 Marks March 2015 Rs 12.0 Lakhs-25.0 Lakhs c) Average Turn-over during last three years ending 31 st March 2015 More than Rs25.0 Lakhs 05 Marks ii) NetProfitFigureforLastthreeyears 05 Marks a) NetProfit2.0 lakh per year for Last three years 02 Marks b) NetProfit6.0 lakh per year for Last three years 03 Marks c) NetProfit10.0 lakh & above per year for last three years. 05 Marks 4. Methodology, Work Plan and Understanding of (Terms of Reference)TOR.* 15 Marks * The consultant will be required to make a detailed presentation of their organization strength/ weakness, experience, understanding the REC/TCIL/ Architect requirement and their concept and methodology for completion of the work before the committee. Note: 1. Total Marks for above (1) to (4) sections-100 Marks: Minimum Qualifying marks for any Bidder to be eligible for opening of financial Bid-75 Marks. 2. List of available man power is required to be provided along with the technical bid. Bidder shall be required to submit an undertaking that all the required technical manpower key personnel shall be provided by the firm in accordance to the directions of engineer in charge-project Architect/PMC/Client for proper completion of work as per Annexure Any change in the manpower during the execution shall be with the approval of Engineer In-charge. Page 10 of 47

11 4. Bid Evaluation: Two-part bid system shall be adopted i.e. Technical Offer and Price Offer. The technical evaluation of bid will be done on the basis of credential submitted by the bidders as per eligibility criteria mentioned above. The Price bids of only technically qualified bidders shall be opened at time and date to be notified separately. TCIL reserves the right to accept or reject any or all the tenders without assigning any reason. 5. Integrity Pact Programme 1. As a part of implementation of Integrity Pact Programme (IPP) in TCIL, all tenders with the estimated value equal to or exceeding the threshold value will be covered under the Integrity Pact Programme (IPP) and the vendors are required to sign the IP document and submit the same to TCIL before or along with the bids. The present threshold value is Rs. Twenty Five Lakhs (Rs.25 Lakhs). 2. Even in case of tenders with the estimated value less than the threshold value, the vendors would be required to sign the IP document if the total value of the Purchase Orders (POs) exceeds the threshold value in respect of : - Multiple/repeat POs on single vendor against a tender - POs placed on multiple vendors against a tender 3. Only those vendors who have purchased the tender document and signed the IP document can send their grievances, if any, to the Independent External Monitors (IEMs) through the nodal officer, i.e. Chief Vigilance Officer (CVO), TCIL in the prescribed proforma. Name of IEMs with their contact Details: i) Sh. N.P. GUPTA, Independent External Monitor ID: enpeeg33@hotmail.com ii) Sh. Samir Kumar Singh, Independent External Monitor ID: Samir_k_singh@yahoo.com Name & contact details of Nodal Officer (IP) in TCIL: Smt. Neelam Gupta, Chief Vigilance Officer ID: neelamg@tcil-india.com 4. If the Order, with total value equal to or more than the threshold value, is split to more than one vendor and even if the value of PO placed on any/ each vendor(s) is less than the threshold value, IP document having been signed by the vendors at bid stage itself, the Pact shall continue to be applicable. Page 11 of 47

12 5. In respect of tenders for Pre-bid tie up/ Expression of Interest (EoI) : In case of TCIL getting the Order from the client, before placement of Purchase Order/ Work Order on technically & commercially qualified vendor, the selected vendor is required to sign the IP document. Bidders are advised to take note of it and view the complete documents as well as all corrigenda carefully. All corrigenda shall form the part of pre-qualification documents and shall be taken in to consideration while submitting the bid for the reference work. All other terms and conditions of NIT will be remaining the same. Please note that incomplete submission of Integrity Pact document may run the rejection of submitted application. Further details/ corrigendum/ addendum shall be displayed at our web site only. It is requested to kindly visit our site regularly for further information in this regard. 6. Electronic tenders are invited from eligible bidders in two bid systems (Technical & Financial) for Specialty for Providing Consultancy Services for Signage and way finding for Entire REC HQ. office complex and Departments in the proposed REC world HQ building at Gurgaon. Submission of Online Bids is mandatory for this Tender. Detailed instructions are given of this Tender Document. 7. Important Dates: Date of Posting of NIT on TCIL s e-tendering Portal : Start Date & Time of Procurement of tender documents : , Hrs Last date & time for seeking clarification, if any Last Date of request for Training Date of Training to Bidders Last date & time of procurement/downloading Of tender documents Last date & time for online submission of Bids Online Opening of Technical Part (Part-I) Online Opening of Financial Part (Part-II) : , Hrs : , Hrs : , Hrs : , Hrs : , Hrs : , Hrs : To be notified later Training is optional. However, it is recommended that bidders participating for the first time in e-tender should undergo the training conducted at TCIL Bhawan by paying the requisite fee). Intending bidders may send their request for training to IDs: ak.katariya@tcil-india.com. Page 12 of 47

13 Bidders are advised to visit the TCIL s e-tendering (ETS) portal ( regularly for updates/amendments, if any. 8. Evaluation Criteria The Evaluation will be done on the Total rate quoted by the agency. Earnest Money amounting to Rs. 25,000/- (Rs. Twenty Five Thousand only) by Demand Draft in favour of Telecommunications Consultants India Limited payable at New Delhi. or Bank Guarantee in the prescribed format from a Scheduled Bank shall be submitted along with the tender. Tenders received without EMD/inadequate EMD, and without the requisite Tender Fee of Rs. 400/- (Rs. Four Hundred only) in favor of Telecommunications Consultants India Ltd. payable at New Delhi, shall be summarily rejected. The bidder must officially procure/download the tender documents from the ETS portal of TCIL before the last date and time of sale of tender document in order to bid for this tender. Micro and Small Enterprises registered with the NSIC/MSME etc. are exempted from submission of Tender document fee on production of requisite proof in the form of valid certification from NSIC/MSME etc. for the tendered item/services. Please note that official procurement/downloading of Tender document from ETS portal of TCIL is mandatory and that the bidder will in no case be able to participate in the tender without having procured/downloaded the official copy of the tender from ETS portal of TCIL before the due date and time for the same. 9. Contact Information: 1. Sh. P.K.Singhal, AGM(Estates), REC Ltd, Core-4, SCOPE Complex, 7-Lodhi Road, New Delhi-3. Tel: Sh. A.K.Kataria,GGM(Civil), TCIL, TCIL Bhawan, Greater Kailash-I, New Delhi Tel: Sh. Vishva Priya, Architect, M/s Chelsea West Architect, J-1961,2 nd Floor, C.R. Park New Delhi E-Tendering Telephone: , Helpdesk Emergency Mob.: , ID: ets_support@tcil-india.com The price Offers of only those parties who qualify in the first stage shall be opened at time and date to be notified separately. 10. Submission of Bids: Only the following shall be accepted in physical form: Tender Fee in the form of Demand Draft EMD in the form of Demand Draft/Bank Guarantee. Page 13 of 47

14 Integrity Pact Agreement duly signed and stamped by Authorized Signatory and Witnesses. Entire Tender documents, un priced Bill of quantities duly stamped and signed. All other documents shall have to be submitted in Electronic/Soft form and shall not be accepted in physical form. 11. Opening of price bid: Price offers of only those bidders whose Techno-Commercial offers are found to be responsive and acceptable to TCIL will qualify to be opened online. The qualified parties shall be notified with the date and time of the opening of the Price Offer in advance. Representative of the qualified parties may attend the Online Price Bid opening. In case of any conflict in any of the terms mentioned at Section 4, the same shall prevail over the terms mentioned in other sections. 12. Submission of Online Bids is mandatory for this Tender: Part I Technical Bid: (a) EMD for an amount specified in the IFB (b) Entire bidding document downloaded from website duly signed & stamped. (c) Information as specified in Clause 3.3 & 3.4. (d) Any other material information required to be submitted in accordance with these Instructions to bidders. (e) DD for Tender cost if the documents are downloaded from Website. Part II Financial Bid: On line submission of Priced bill of quantities. Bidding Methodology: Single-stage Two-Bid System (Technical Part and Financial Part to be submitted at the same time) shall be followed. 13. Broad outline of activities from Bidders prespective: i) Procure Digital Signature Certificates (DSC) for users of the organization (if not procured earlier) ii) Register your organization on Electronic Tendering System (ETS) Portal of TCIL ( not already registered iii) Create Users and assign roles on ETS iv) Assign Tender to a department of your organization on ETS v) Download Official Copy of Tender Documents from ETS vi) Clarification to Tender Documents on ETS Post query to TCIL (Optional) View response to queries posted by TCIL vii) Online Bid-Submission on ETS viii) Attend Online Public Tender Opening Event (TOE) for Techno- Commercial Bid on ETS Opening of Technical-Part ix) Post-TOE Clarification on ETS (Optional) Respond to TCIL s Post-TOE technical queries Page 14 of 47

15 x) Attend Public Online Tender Opening Event (TOE) for Financial Bid on ETS Opening of Financial-Part (Only for Technically Responsive Bidders) 14. Digital Certificates: For integrity of data and its authenticity/ non-repudiation of electronic records, and to become compliant with IT Act 2000, it is necessary for each user to have a Digital Certificate (DC). also referred to as Digital Signature Certificate (DSC), of Class 2 or above, issued by a Certifying Authority (CA) licensed by Controller of Certifying Authorities (CCA) [refer Registration: To use the Electronic Tender portal ( the Bidder need to register on the portal. Registration of bidders organization is to be done by one of its senior persons who will be the main person coordinating for the e-tendering activities. In ETS terminology, this person will be referred to as the Super User (SU) of that organization. For further details, please visit the website/portal, and click on the Supplier Organization link under Registration (on the Home Page), and follow further instructions as given on the site. Pay Annual Registration Fee as applicable. Note: After successful submission of Registration details online and Annual Registration Fee (Rs. 6,000/- + Service %) physically to TCIL, please contact e-tendering Helpdesk (as given in Section 1), to get your registration accepted/activated. The Annual Registration Fee can be submitted by the following modes: DD in favour of Telecommunications Consultants India Limited is to be submitted to Sr. Manager (F&A-IT), TCIL, TCIL Bhawan, 6 th Floor, G.K.-I, New Delhi Or i) Fee Amount can be deposited in TCIL s Bank Account No in ICICI Bank, Connaught Place Branch, IFSC Code: ICIC by electronic transfer and Transaction Details to be ed to ets_support@tcil-india.com 16. On-Line Submission: The On Line Submission will have the following activities: i) Submission of digitally signed copy of Tender Documents/ Addendum ii) Submission of Acceptance/Rejection of General Terms & Conditions iii) Submission of Acceptance/Rejection of Special Terms & Conditions iv) Submission of particulars of EMD v) Submission of Technical Part as under: - Submission of Electronic Form - Submission of Main Bid - Submission of Bid Annexure Page 15 of 47

16 Technical Part must contain the following which is required to be submitted in the Main Bid/Bid Annexure: a) Duly filled in Bid Submission Form as per Section 5. b) Statement showing Clause by Clause Compliance to all Terms & Conditions of all the Sections of the Tender. c) Scanned copy of Documentary Evidence of Eligibility Criteria d) Un-priced Bid Schedule as per Section-6 e) Any other supporting documents the bidder wishes to submit as a part of Technical Offer vi) Submission of Financial Part as under: - Submission of Electronic Form - Submission of Main Bid - Submission of Bid Annexure Financial Part must contain the Price Bid Schedule as per Section-6. The entire bid-submission as above would be online on ETS. 17. Offline Submissions: The bidder is requested to submit the following documents offline (i.e. physically) either in the Tender Box kept in the o/o Group General Manager (Civil) TCIL, Room no 308,3 rd Floor TCIL Bhawan Greater Kailash I New Delhi or by post to as reach o/o Group General Manager( Civil), TCIL before the due date & time of submission in a Sealed Envelope, the envelope shall bear, the Tender No. & Description and the words DO NOT OPEN BEFORE (due date & time): i) EMD/Bid Security (Original) as stated above ii) Tender Fee as stated above ii) Integrity Pact Agreement duly signed and stamped by Authorized Signatory and Witnesses. iii) Entire Tender documents, un priced Bill of quantities duly stamped and signed. 18. Special Note on Security of Bids: Security related functionality has been rigorously implemented in ETS in a multidimensional manner. Starting with 'Acceptance of Registration by the Service Provider', provision for security has been made at various stages in Electronic Tender's software. Specifically for Bid Submission, some security related aspects are outlined below: As part of the Electronic Encrypter functionality, the contents of both the Electronic Forms and the Main-Bid are securely encrypted using a Pass-Phrase created by the Bidder himself. Unlike a password, a Pass-Phrase can be a multi- Page 16 of 47

17 word sentence with spaces between words (eg I love this World). A Pass-Phrase is easier to remember, and more difficult to break. It is recommended that a separate Pass-Phrase be created for each Bid-Part. Typically, Pass-Phrase of the Bid-Part to be opened during a particular Online Public Tender Opening Event (TOE) is furnished online by each bidder during the TOE itself, when demanded by the concerned Tender Opening Officer. A bid cannot be opened without a correct Pass-Phrase. It may also be noted that if a bidder fails to furnish the correct Pass- Phrase during the TOE of Technical Part, the bid shall be rejected. If the bidder fails to furnish the correct Pass-Phrase during the TOE of Financial Part, not only shall the bid be rejected but also the EMD shall be forfeited. There is an additional protection with SSL Encryption during transit from the client-end computer of a Supplier organization to the e-tendering server/ portal. 19. Online Public Tender Opening Event (TOE): ETS offers a unique facility for Online Public Tender Opening Event (TOE). Tender Opening Officers as well as authorized representatives of bidders can attend the Online Public Tender Opening Event (TOE) from the comfort of their offices. For this purpose, representatives of bidders (i.e. Supplier organization) dully authorized are requested to carry a Laptop and Wireless Connectivity to Internet. Every legal requirement for a transparent and secure Online Public Tender Opening Event (TOE) has been implemented on ETS. As soon as a Bid is decrypted with the corresponding Pass-Phrase as submitted online by the bidder himself (during the TOE itself), salient points of the Bids are simultaneously made available for downloading by all participating bidders. The tedium of taking notes during a manual Tender Opening Event is therefore replaced with this superior and convenient form of Online Public Tender Opening Event (TOE). ETS has a unique facility of Online Comparison Chart which is dynamically updated as each online bid is opened. The format of the chart is based on inputs provided by TCIL for each Tender. The information in the Comparison Chart is based on the data submitted by the Bidders. A detailed Technical and/ or Financial Comparison Chart enhances Transparency. Detailed instructions are given on relevant screens. ETS has a unique facility of a detailed report titled Minutes of Online Tender Opening Event (TOE) covering all important activities of Online Tender Opening Event (TOE). This is available to all participating bidders for Viewing/ Downloading. Page 17 of 47

18 20. Other Instructions: For further instructions, the Bidder should visit the home-page of the portal ( and go to the User-Guidance Center The help information provided through ETS User-Guidance Center is available in three categories Users intending to Register / First-Time Users, Logged-in users of Buyer organizations, and Logged-in users of Supplier organizations. Various links are provided under each of the three categories. Important Note: It is strongly recommended that all authorized users of Supplier organizations should thoroughly peruse the information provided under the relevant links, and take appropriate action. This will prevent hiccups, and minimize teething problems during the use of ETS. The following FOUR KEY INSTRUCTIONS for BIDDERS must be assiduously adhered to: i) Obtain individual Digital Signature Certificate (DSC or DC) well in advance of tender submission deadline on ETS ii) Register your organization on ETS well in advance of tender submission deadline on ETS iii) Get your organization s concerned executives trained on ETS well in advance of tender submission deadline on ETS iv) Submit your bids well in advance of tender submission deadline on ETS (There could be last minute problems due to internet timeout, breakdown, etc.) While the first three instructions mentioned above are especially relevant to first-time users of ETS, the fourth instruction is relevant at all times. 21. Minimum Requirements at Bidders end Computer System with good configuration (Min P IV, 1 GB RAM, Windows XP SP3) Broadband Internet Connectivity. Microsoft Internet Explorer 6.0 or above Digital Certificate(s) 22. Bidders Training Program: One day training (10:00 hrs. to 17:00 hrs.) as per schedule given at Section-1 is arranged on payment basis at TCIL Bhawan, Greater Kailash-I, New Delhi Training is optional. Bidders opting for Training shall have to pay Rs. 2,500 + Service by Demand Draft in favour of Telecommunications Consultants India Limited payable at New Delhi and are required to carry a Laptop with device for Wireless Connectivity to Internet as TCIL will not provide Internet connectivity to the trainees. Bidders are required to inform number of participants from their organization latest by date & time mentioned at Section-1 to IDs: ak.katariya@tcil-india.com. Group General Manager (Civil) Page 18 of 47

19 END OF SECTION-1 Page 19 of 47

20 SECTION-2 e.nit /TCIL/05/527/313/2016/ACD Dated: 01/04/ Scope of Bid INSTRUCTIONS TO BIDDERS The Rural Electrification Corporation Limited (REC), hereinafter referred to as the Owner/Client, invites Bids for Services as defined in these documents and referred to as the services. The successful bidder is expected to complete the Services within the stipulated period of completion of the Services, reckoned after considering the mobilization period as mentioned in the referenced clause. Throughout these bidding documents, the terms Bid and Tender and their derivatives (Bid / tender, bidder / tenderer, bidding/tendering, etc) are Synonymous. 2.2 Cost of Bidding The bidder shall bear all costs associated with the preparation and submission of his Bid, and the Owner/Client will in no case be responsible and liable for those costs regardless of the conduct or outcome of the bidding process. 2.3 Site Visit The Bidder, at his own cost, responsibility and risk, is encouraged to visit, examine and familiarize himself with the Project Site and its surroundings and obtain all information that may be necessary for preparing the Bid and entering into a contract for taking up the referenced job. The costs of visiting the Site shall be at the Bidder's own expense. He may contact the person whose contact details are given in the annexure Content of Bidding Documents The bidding documents are those stated below and should be read in conjunction with any Addenda, if issued. i. Notice Inviting Tender ii. Instructions to Bidders iii. General (Commercial) Conditions of Contract iv. Special Conditions of Contract v. Price Offer vi. Annexures Annexure-1 Details of the Applicant Page 20 of 47

21 Annexure-2 Annexure-3 Annexure-4 Annexure-5 Financial Information Details of Similar Services completed Project / Work in progress Details of Key Personnel Available The bidder is expected to examine carefully the contents of all the above documents. Failure to comply with the requirements of Bid submission will be at the bidder s own risk. Bids, which are not complete as per the requirements of the bidding documents, will be rejected. 2.5 Clarification of Bidding Documents A prospective bidder requiring any clarification of the bidding documents may notify the Owner/Client in writing or by fax to the Owner/Client through its authorized representative as indicated in the annexure- 1. The Owner/Client will respond to any request for clarification, which he receives at least five working days prior to the deadline for submission of Bids. Copies of the Owner/Client s response will be forwarded to all the bidders, including a description of the enquiry, but without identifying its source. 2.6 Amendment of Bidding Documents At any time prior to the deadline for submission of Bids, the Owner/Client may, for any reason, whether at his own initiative or in response to a clarification requested by a prospective bidder, modify the bidding documents by issuing Addenda. To give prospective bidders reasonable time in which to take Addenda into account in Preparing their Bids, the Owner/Client shall extend if necessary the deadline for submission of Bids. 2.7 Language of Bid All documents relating to the Bid shall be in English language only. 2.8 Documents Comprising the Bid The Bid submitted by the bidder shall comprise the following: - Bid Form - Price Bid - Any other document required to be submitted by the bidders in accordance with these Instructions to bidders. 2.9 BID PRICES The Bidder shall be required to quote a fixed amount in INR as consultancy Page 21 of 47

22 fee inclusive of all levies, site expenses, travelling and staying charges, site visit expenses during the stipulated and extended period of contract, stationary charges etc whatsoever required for proper completion of work in a composite manner. Service Tax shall be paid extra as applicable. Any alteration in any of the clauses/drawings/documents forming part of the tender shall make the tenderer disqualified. The rates and prices quoted by the Bidder shall be fixed for the Duration of the Contract and shall not be subject to adjustment. Conditional tenders shall be summarily rejected Bid Validity Bids shall remain valid for a period of 120 days (one hundred twenty days) after the deadline for Bid submission as specified in Annexure-I. Bid valid for a shorter period may be rejected by the Owner/Client as non-responsive. In exceptional circumstances, prior to the expiry of the original time limit, the Owner/Client may request the bidders to extend the period of validity for a specified additional period. The request and the bidder s responses shall be made in writing. A bidder agreeing to the request will not be required or permitted to modify his bid Format and Signing of Bid The bidder shall submit original copy of the documents comprising the Bid as described. Each page of the documents being submitted should be duly stamped and signed by the authorised person. A notarised power of attorney shall be required to be submitted along with the technical bid in favour of the authorised signatory, in case of bidder be a legal entity other than a sole propriety firm. The Bid shall be typed or written in indelible ink and shall be signed by a person or persons duly authorised to sign on behalf of the bidder Sealing and Marking of Bids 1. The bidder shall seal the technical bid, financial bid in separate envelopes. All two envelopes shall be placed in a cover envelope, duly marking the envelopes accordingly.. Technical bid envelope will comprise the following: a. Original tender document except price bid duly signed and stamped by the Authorized Signatory as a token of acceptance of all the terms Page 22 of 47

23 &conditions of the tender with duly filled in Annexure No.1 to Annexure No.5 b. Copies of proof supporting similar works experience criteria duly signed by the bidder c. Copies of audited financial reports/results for last three years duly signed by the bidder d. Undertaking about non-blacklisting of bidder e. Copies of other certificates, as required and considered to be necessary to assess the technical capabilities of the bidder. f. List of available man power along with their experiences g. Copy of PAN and Service Tax Number h. Any other document(s) as required Price bid envelope will consist of the price bid duly filled& singed. 2. The inner envelopes and outer envelope shall be addressed to Group General Manager (Civil), TCIL,TCIL Bhawan,3 rd Floor Room No 308, Greater Kailash-1 New Delhi, and Super scribed as Bid for Selection of Specialty Consultant for Acoustic, Electro Acoustic and Noise Control Engineering Services for the Auditorium in the proposed REC world HQ building at Gurgaon 3. The inner envelope for Technical Bid and outer envelope shall besuper scribed as DO NOT OPEN BEFORE hrs on The inner envelopes shall indicate the name and address of the bidder to enable the Bid to be returned unopened in case either it is declared late pursuant to reference clause, or for any other reason. 5. If the outer envelope is not sealed and marked as above, the Owner/Client will assume no responsibility for the misplacement or premature opening of the Bid. 6. Tenders may be sent by tenderers by courier/ speed post, with the envelope marked as mentioned above. Alternatively, tenders may also be deposited by the tenderers in the tender box placed at the address given in Section-I Deadline for Submission of the Bid Bids shall be received at the address and before the last date and time of the receipt of bid mentioned in Section-I of this bid document. In the event of the specified date for the submission of Bids being declared a holiday, the Bids will be received up to the appointed time on the next working day. The Owner/Client may extend the deadline for submission of Bids by issuing an amendment, in which case all rights and obligations of the Owner/Client and Page 23 of 47

24 the bidders previously subject to the original deadline will then be subjected to the new deadline Late Bids Any Bid received after the deadline prescribed for what so ever reason will be summarily rejected and returned unopened to the bidder Bid Opening All technical bids including modification made shall be opened in the presence of the bidders or their representatives who choose to attend at the time given in Section-I of this document. In the event of the specified date for the opening of Bids being declared a holiday, the Bids will be opened at the appointed time and location on the next working day. On the basis of submitted credentials/ documents/ information, technical bid will be evaluated in accordance to the minimum eligible criteria and will select technically qualified bidders. The price bids of the technically qualified bidders shall be opened at a later date, to be notified separately to only technically qualified bidders Process to be Confidential Information relating to the examination, clarification, evaluation, and comparison of Bid and recommendations for the award of Contract shall not be disclosed to bidders or any other persons not officially concerned with such process until the award to the successful bidder has been announced. Any effort by bidder to influence the processing of Bids or award decisions may result in the rejection of his Bid Clarification of Bids To assist in the examination, evaluation and comparison of Bids, the Owner/Client may, at his discretion, ask any bidder for clarification of bidder s Bid, including breakdown of unit rates. The request for clarification and the response shall be in writing but no change in the price or substance of the Bid shall be sought, offered, or permitted except as required to confirm the correction of arithmetic errors discovered by the Owner/Client in the evaluation of the Bids Examination of Bids and Determination of Responsiveness Complete Bid is one, which conforms to all the terms, conditions and specifications of the bidding documents, without material deviation or reservation. A material deviation or reservation is one (a) which affects in any Page 24 of 47

25 substantial way the scope, quality, or performance of the Services; (b) which limits in any substantial way, inconsistent with bidding documents, the Owner/Client s rights or the bidder s obligations under the Contract; or (c) whose rectification would affect unfairly the competitive position of other bidders presenting substantially responsive Bids. If a bid is not complete, it will be rejected and may not subsequently be made responsive/complete by correction or withdrawal of the non-conforming deviation or reservation Correction of Errors Where there is a discrepancy between the amounts in figures and in words the amount in words will govern Evaluation and Comparison of Bids The Owner/Client shall evaluate and compare the Bids which are determined to be substantially responsive Award of Contract The Owner/Client will award the Contract to the bidder whose Bid has been determined to be substantially responsive to the bidding documents and who has offered the lowest evaluated Bid Price OWNER/CLIENTS Right to Accept Any Bid and Reject Any or All Bids The Owner/Client does not bind himself to accept the lowest tender and reserves the right to accept or reject any Bid and to cancel the bidding process and reject all Bids, at any time prior to the award of Contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for the Owner/Client s action Notification of Award and Signing of Agreement The bidder whose Bid has been accepted will be notified of the award by the Owner/Client, prior to expiry of the Bid Validity period by facsimile, confirmed by registered letter. This letter (hereinafter and in the General Conditions of Contract called the Letter of Acceptance ) will specify the sum that the Owner/Client will pay for the completion of the Services by the Consultant as prescribed by the Contract (hereinafter and in the Contract called the Contract Price ). The notification of award will constitute the formation of the Contract. Page 25 of 47

26 On acceptance of the tender, the successful tenderer shall inform the Engineerin-Charge/Owner/Client, the name of the person/representative responsible for taking the instructions from the Engineer-in-Charge or his authorized representative. The Agreement will incorporate all agreements between the Owner/Client and the successful bidder. It will be signed by the Owner/Client and sent to the successful bidder within 10 days (ten) but not later than release on any payment following the notification of award along with the Letter of Acceptance. Within 10 days (ten) of receipt, the successful bidder will sign the Agreement and complete all the related formalities & deliver it to the Owner/Client. END OF SECTION 2 Group General Manager (Civil) Page 26 of 47

27 SECTION - 3 NITNo e.nit /TCIL/05/527/313/2016/ACD Dated: 01/04/2016 GENERAL CONDITIONS OF THE CONTRACT 3.1 Definitions and Interpretations Definitions In the Contract (as hereinafter defined) the following words and expressions shall have the meanings hereby assigned to them except where the Contract otherwise requires: (a) (b) (c) (d) (e) (f) (g) (h) Owner shall be the Rural Electrification Corporation Ltd (REC Ltd.) under Ministry of Power, Govt. of India Project Management Consultant (PMC) shall mean Telecommunication Consultants India Limited i.e. TCIL appointed by REC for this project. Architect shall mean M/s Chelsea West Associates New Delhi appointed by REC for development of this project will be the Engineerin-Charge for this service under the contract. Consultant / Agency shall mean the tenderer selected by the Owner/Client for the performance of the work and shall include the successors and permitted assigns of the Consultant. Contract means the Conditions i.e General and special conditions, the Drawings,, the Bid, the Letter of Acceptance, the Contract Agreement and such further documents as may be expressly incorporated in the Letter of Acceptance or Contract Agreement. Specifications means the relevant specification of the Services included in the Contract and any modification thereof or addition thereto as approved by the Owner/Client on behalf of owner. Drawings means all Drawings, calculations and technical information provided by the Owner/Client to the Consultant under the Contract and all Drawings, calculations, samples, patterns, models, operation and maintenance manuals and other technical information of a like nature submitted by the consultant and approved by the Owner/Client on behalf of the Owner. Tender/Bid means the Consultant s priced offer to the Owner/Client for the performance and completion of the Services and remedying of any defects therein in accordance with the provisions of the Contract, as Page 27 of 47

28 accepted by the Letter of Acceptance. The word Tender is synonymous with Bid and the words Tender Documents with Bidding Documents. (i) (j) Services means the Permanent Services and the Temporary Services or either of them as appropriate. Letter of Intent shall mean intimation by a letter/fax of intent that the tender has been accepted in accordance with the provisions contained in the said letter/fax. (k) Letter of Acceptance means the formal acceptance by the Owner/Client. (l) (m) (n) Contract Price means the sum stated in the Letter of Acceptance as payable to the Consultant for performance and completion of the Services and remedying of any defects therein in accordance with the provision of the Contract. Writing means any hand - written, or printed / typed communication, including fax. Headings in the clauses/conditions of tender document is for the convenience only and shall not be used for interpretation of the clause/condition. Language for all the Drawings, titles, notes, communications, instructions, dimensions etc. shall be English only. 3.2 Notices, Consents, Approvals, Certificates and Determinations Wherever in the Contract, provision is made for giving or issue of any notice, consent, certificate or determination by any person, unless otherwise specified such notice, consent, approval, certificate or determination shall be in writing and the words notify, certify or determine shall be construed accordingly. 3.3 Scope of Work: Scope of Work of the Consultant shall be to provide consultancy services for Signage and way finding for Entire REC HQ office complex and departments in the proposed REC world HQ building at Gurgaon and The Scope of work will involve: A) Planning and Designing Stage: 1. Broad Description of Signage Locations: a) Branding Signage: Page 28 of 47

29 - Branding on Façade - Branding at the Campus Entrance - Entrance Branding at the Building Entry. b) Infra/External/Landscape: Signage outside the towers at ground level: - Way finding Signage for directing parking drop off exit etc - Tower Destination Signage at Drop off Tower - Destination Signage for the Landscape Amenities - Fire & Caution Related Signage. c) Internal Signage: - All the Signage required for Main Building-A& B Block - All the signage required for Auditorium Building - All the Signage required for all remaining office area. d) Parking Signage for Both Basement: - Parking Destination, Direction Way finding & Instructional Signage across all levels - Lobbies-FOH & BOH - Fire & Caution Related Signage. 2.0 Planning/ Pre Design StageFor Signage: a. Site survey to understand operational requirements and other demands b. Understand the project, its master plan, programming, phasing & nuances in depth, from the core design team d. Review architectural plans and analyze circulation patterns e. Study the landscape, interior, exterior scheme provided by the Client. f. Download/ Brainstorming session with marketing, interior design and architectural team g. Based on the study prepare a list of elements to be designed for this environment. 3.0 Development Visual Language: a. Developing a visual language of the project b. Create a unique, property specific visual language that respects & leverages the current visual aesthetics c. Develop colour& material palette, brand graphic/ pattern for the project. Page 29 of 47