ZONAL OFFICE, UJJAIN ZONE ARCHITECTS/ CONSULTANTS FOR Furnishing and renovation of Bank s branch premises Situated in various locations of Ujjain Zone Bank of India invites pre-qualification application and quotation from Architects / Consultants for renovation work of various branch premises of Ujjain zone comprising of 109 branches & 7 offices, in rural/semi urban and urban places of districts of Ujjain, Dewas, Shajapur, Agar Malwa, Ratlam, Mandsaur, Neemuch & Rajgarh.Bank intends to renovate / furnish branches as per requirement. Hence, work will be allotted to architect/s as per requirement on their quoted percentage of fees. Architects / Consultant are expected to make themselves fully aware with the site conditions and expected scope of work and agreement terms with Bank (as per attached draft copy of agreement) before quoting their fees. Last date of submission of application is 11 th September 2015. ZONAL MANAGER
To: The Zonal Manager Bank of India Ujjain Zonal Office Dear Sir, ARCHITECTS/ CONSULTANTS FOR Furnishing and renovation of Bank s branch premises Situated in various locations of Ujjain Zone I/We have read and understood the notice for pre-qualifications and instructions to the Applicants. I/We do hereby declare that the information furnished in the Performa and in the supplementary sheets is correct to the best of my/our knowledge and belief. Encl: Supplementary sheets Nos.: Yours faithfully, Signature of the applicant: Name: Designation: Address: //Seal//
INSTRUCTIONS TO APPLICANTS Intending Applicants are required to submit their applications in the prescribed format and with full particulars giving details about their organization, experience, technical personnel in their organization. The application is to be submitted in two envelopes namely Technical bid (Part A) & Financial bid (Part B) as detailed out below: 1. The Consultants' should provide proper documentary proof in support of satisfactory completion of similar works in terms of Letter of award, Completion certificate from the clients indicating the date of commencement, date of completion & estimated & actual cost of execution of the work, Qualification of Key person. Applicants have to produce original document to verify the same, failing which are liable to reject. 2. The Consultants have to submit the bid in two envelopes. Part A will be Technical bid, in which they should submit relevant documents in proof of their qualification, experience and completion certificates of similar work executed. Part B will be financial bid, in which, they should quote their fee. After technical qualification, the financial bid of only pre-qualified architects will be opened, and a general rate of fee (It may be mode of all fee rate quoted by all pre-qualified architects) will be decided and only those who agree to work in general accepted rate will be awarded work based on their proximity to area where branch is situated, nos of work already in their hand, competency, efficiency in getting work completed expeditiously, etc. 3. While deciding upon the prequalification of Architects / Consultants, emphasis will be given on the ability and competence of applicants to do good quality works within the specified time schedule and in close co-ordination with other agencies. 4. Each page of the application shall be signed by the Applicant. The application shall be signed by person / persons on behalf of the organization having necessary authorization / Power of Attorney to do so. 5. If the space in this form is insufficient for furnishing full details, such information may be continued on separate sheets of paper, stating therein the part of the form and serial number. Separate sheets shall be used for each part and a proper reference with page number must be indicated in the main form of application. 6. Applications containing false and/or inadequate information are liable for rejection. 7. Clarifications, if any required, may be obtained from Corporate Service Department, Ujjain ZO (Contact persons Shri R S Thakur / Shri R K Sirodiya 0734-4014806
)The minimum general Pre qualification criteria shall be as stipulated in this form of application. However, mere fulfillment of minimum eligibility criteria will not entitle for Pre-qualification as Prequalification will be done after taking into account various parameters including receipt of satisfactory reports from clients. The firms shall not have any discouraging / adverse report against their past performance. 8. Decision of the Bank in regard to pre-qualification of Architects shall be final. The Bank reserves the right to reject any or all applications without assigning any reason thereto. Minimum Pre-qualification Criteria a) The Architectural / Consultants' firm shall have minimum 3 years experience in the field of planning, design and periodical supervision of furnishing / renovation of commercial / institutional /residential premises with all services. b) The technical set up with adequate organizational structure shall consist of qualified Architects, skilled staff having knowledge and experience to plan / design / supervise Turnkey projects, Civil Engineers, Specialists, Air-conditioning engineers / specialists, consultants, Electrical Engineers / Consultants and staff along with associates, if any to execute work of such nature and magnitude. c)the firm must have minimum experience of having successfully completed during last 3 years i) at least 3 similar projects costing minimum Rs. 10.00 lakhs each, in and around Bhopal, Ujjain, Indore. ii) or at least 2 similar projects costing minimum Rs. 15.00 lakhs in and around Bhopal, Ujjain, Indore. or iii) at least one similar project costing minimum Rs. 25.00 lakhs. in and around Bhopal, Ujjain, Indore. The expression similar project shall mean the projects relating to institutional / commercial / residential premises where the Architectural duties comprised planning of the project and Architectural layout, design of structure and services, preparation of detailed estimates, tenders and periodic supervision of work for ensuring overall quality of work.
The Architects should provide proper documentary proof in support of satisfactory completion of similar works in terms of Letter of award, Completion certificate from the clients indicating the date of commencement, date of completion & estimated & actual cost of execution of the work. Applicants have to produce original document to verify the same, failing which are liable to reject. d)the firm shall have adequate organizational structure comprising of qualified Architects, engineers, specialists, other technical officers and staff along with associates if any to execute work of such nature and magnitude. e)the firm should preferably have experience in handling projects rendering Architectural consultancy for Govt. /Public Sector Undertakings/ Nationalized Banks. f) The firm should have a proper office infrastructure in Ujjain / Bhopal /Indore. (Compulsory). g) A committee comprising Bank s representative may visit the selected work executed by the firms. The visit is to ascertain quality, workmanship & ability of the firm. h) The terms & condition shall be as mentioned in the draft agreement (Copy enclosed). The selected Architect will have to enter into a formal Agreement on stamp paper as per the format within 15 days from the date of work order and he shall pay for all stamps and legal expenses incidental thereto. The Architects are requested to read all the conditions mentioned in the draft agreement.
PART A Part 1 : Basic Information a) Information has to be filled up specifically in this form only. Do not write remark As indicated in Brochure or as enclosed unless asked for by the Bank of India. b) Documentary evidence etc has to be enclosed. 1. Name of the Applicant and address of the Registered office. Phone No. : Fax. No. : E-mail address : Mobile No. : Website, if any : 2. (a) Year of establishment (Enclose documentary evidence) (b) No. of years of experience in the relevant field (Minimum experience required is 3 years in relevant field) 3 Type of the organization (Whether sole proprietorship, Partnership, Private Ltd. or Co-
operative body etc.) 4. Name of the Proprietor/Partners/Directors of Applicant with address and phone Numbers. (a) (b) (c) (d) 5. Details of registration Whether Partnership firm, Company, etc. Name of Registering Authority, Date and Registration number. 6. Details of Registrations with the council of Architecture, Registration No & Date (Copy of relevant document to be attached) 7. Name and Address of the Banker 8. Whether an assesses of Income Tax. If so mention Permanent Account Number. (Enclose documentary evidence) 9. Please mention Service Tax Registration No. (Enclose documentary evidence) 10. Furnish details of Consultant /Specialist whose services are generally availed by the applicant a) Electrical Consultant b) Air-Conditioning Consultant
c) Plumbing Consultant d) Fire Consultant 11. Furnish details of Office infrastructure at Main Office a) Carpet Area of office b) No. of Architects c) No. of Engineers of various Trades d) No. of Interior Designer e) No. of Draftsman. Signature of Applicant
Part 2 : Work capability and previous experience. List of important Projects executed under consultancy services of the Applicant during last 3 years each costing Rs. 10 lakhs and above. Sr. No. Name of the Project mentioning all features, scope of services and location Name & full postal address of the owner. and Phone No. Total Final value of work (Rs.) Completion period Scheduled duration of work with start & completion date Actual duration of work with start & completion date Nature of services rendered Only Architectural service (*) Both Architectural & PMC services 1. 2. 3. 4. 5. 6. 7. 8.
b) List of important Projects IN HAND each costing Rs. 10 lakhs and above : Sr. No. Name of the Project mentioning all features, scope of services and location Name & full postal address of the owner. Also indicate whether Govt. or Private body with full postal address and Phone No. Total Final value of work (Rs.) Completion period Total duration of work Date of actual completion Nature of services rendered Only Architectural service (*) Both Architectural & PMC services 1. 2. 3. 4. 5. 6. 7. 8. (*) Architectural service would include Planning of the project, preparation of Architectural layout & Design of structure and services, drawings, detailed estimate, preparation of tenders for various trades of works, periodic supervision of work.
Part 3 : Technical personnel and special experience. 1. List of technical personnel employed under Applicant s Firm, giving details about their technical qualifications & experience in the Applicant s establishment. Sr. No. Name Age Qualificatio ns Experience Nature of works handled No. of Indicate special years experience and in the achievement, if organi any s-ation 1. 2. 3. 4. 5. 6. 7. 8. 1. Main Office 2. Other Office, if any Signature of the Applicant with Seal
PART B Price bid/ Financial bid (To be kept in Separate sealed Cover) To, The Zonal Manager, Ujjain Zone. Date : Dear Sir, Furnishing and renovation of Bank s branch Premises At Ujjain Zone - Selection of Architects / Consultants ----------------------------------------------------------------------------- We refer to your website notification No. dated regarding the captioned subject. 2. We have read the requirement and have understood them fully. We quote our Professional fee as % ( ) (percent in words) of the approved estimated cost, tendered cost or actual cost whichever is less plus Service Tax extra for rendering the architectural services for the each renovation / furnishing work, assigned to me I will be paid actual travelling expenses, for making site visit for max four visits or Rs 10,000/-, whichever is minimum, for complete one project and no other allowance will be paid to me. 3. We understand that the cost of items, if any, to be directly purchased by the Bank will not be included in the cost of the project for the purpose of calculating professional fee. Thanking you,
Yours faithfully, (ARCHITECT / CONSULTANT A G R E E M E N T THIS AGREEMENT made at the day of BETWEEN BANK OF INDIA a body Corporate constituted under the Banking Companies Acquisition and Transfer of Undertaking Act. 1970 and having its Head Office at Star House, C-5, G-Block, Bandra Kurla Complex, Bandra (E), Mumbai-400 051 and its Ujjain Zonal Office at 18, Shanku Marg, Freeganj, Ujjain(hereinafter called The Employer ) of the ONE PART & M/s having their office at hereinafter called The Architects of the OTHER PART. WHEREAS the Employer intends to carry out Renovation of Bank s (hereinafter called The Project ) and WHEREAS the Employer is desirous of appointing the Architects for the purpose of supervision of abovementioned project work. NOW THIS DEED WITNESSETH and the parties hereto hereby agree as follows : (1) The Employer agrees to pay the Architects as remuneration for the professional services to be rendered by the Architects in relation to the said project particularly for the services hereinafter mentioned, a fee calculated at % ( Decimal Percent ) of the actual cost of work / accepted or approved estimated cost whichever is less. This fee is exclusive of service tax and nothing extra will be paid.the cost of items, if any, directly purchased by the Bank will not be included in the cost of the work for the purpose of calculating professional fees. The Architect will be paid actual travelling expenses, for making site visit for max four visits or Rs 10,000/-, whichever is minimum, for complete one project. (2.i) The Architects shall take the Employer s instruction, prepare 2-3 conceptual drawings, till finally approved by the Bank and other working details required for carrying out the work, required detailed drawings, and during execution of the work, time to time supervision of the work giving details to the Contractors along with required detailed drawings, and during execution of the work, time to time supervision of the work giving details to the Contractors along with required detailed drawing, certifying the bills of the Contractor after checking measurements, obtaining statutory permission (if required) and in case Contractors resorts to arbitration / litigation, to assist the Bank in dealing suitably.
The Architects shall also assist the Bank in case work is taken up for extensive examination by the CTE s organization, New Delhi. : 2 : (ii) (iii) (iv) The Architects shall also advise the employer separately the amount required to be paid or deposited with the local authorities as scrutiny fee, compounding fees, penalties, deposits, etc. to enable the Employer to make provisions in the sanctioned amount at the stage of \preliminary estimates and detail estimates. Any inadequacy in the estimates, specifications and drawings, delays in supply of working drawings / site instruction, lack of general / day-to-day supervision shall be viewed as Negligence on the part of Architects and they shall be held responsible to make good the loss suffered by the Employer due to the negligence or incompetency on the part of the Architects. The Architects duties will include supervision, measurement, quality control, variation management. When work is executed wholly or in part with old materials or where materials, labour or carriage is provided by the Employer, the percentage shall be calculated as if the work had been executed wholly by the Contractor supplying all labour and materials. However, the fittings and fixtures such as fans, light, fixtures, A.C. units, water coolers etc. directly purchased and supplied by the Employer shall not be included in the project cost for the purpose of calculating the fees. (v) No deduction will be made from the Architects fee on account of liquidated damages or such other sums withheld from the payments due to the Contractor. (3) Apart from such copies of drawings as are required for submission to the local authorities as provided in clause 2(i), the Architects will supply additional copies of drawings free of cost, as follows : (i) (ii) (iii) (iv) Two sets of all working drawings for Contractors. Two sets of all working drawings and one set of true copies of Municipal approved drawings for Clerk of Works / Site Engineer. One set of all drawings for Consultants, if any. Two sets of all drawings and one set of completion drawings on firm papers with all amendments incorporated to the Employer.
The cost of supplying copies of drawings over and above the sets mentioned above shall be reimbursed by the Employer to the Architects. : 3 :.3. (4) The Employer shall pay to the Architects their fee in the following manager: Stages of Payment : (i) On the acceptance of sketch design and - 10 % of total preliminary estimate by the Bank s authorities likely fees. (ii) On completion of sufficient drawings and particulars - 15% less for applications to be made to Town Planning/Local payment administrative approval and processing the same made earlier (iii) On completion of detailed Interior working - 35 % less drawings and preparing detailed estimates of cost payment made earlier (iv) Preparation of tender documents and advising on - 50% less tenders received. payment made earlier (v) For making periodic visits for inspection and - 95% less quality surveillance preparing other details and payment drawings as may be required during execution along made earlier with variation control and certification of various Bills for payment to the Contractors as per the contract provisions. (vi) Issue of completion certificate, completion drawings - 100% less and after Defect Liability period of contracts payment made earlier Note: (a) (b) The fees as stated hereinabove will be adjusted on the basis of the latest approved estimated cost. For stage (v) progressive payment will be made on the basis of cost of works done. The above installments of fees shall be adjusted on the basis of actual cost of works, subject to the stipulation and ceiling given in clause 1 hereinbefore.
...4 : 4 : 5(i) The Architects shall give total supervision with complete execution responsibility. He shall give such periodical supervision and inspection as may be necessary to ensure that the works are being executed, in accordance with the contract specifications. (ii) The Architects may not cause any extra items/deviation items or make any alteration, addition to or omission from the approved design and specifications without the knowledge and prior consent of the Employer. (iii) Copyright in all drawings and in the works executed from them will remain the property of the Architects. (iv) The fees and charges payable to the Architects shall be in accordance with the Scale of Charges (Clause 4). (6) The Architects shall engage qualified and competent reputed Structural, Electrical and Air-conditioning Consultants to assist them in the preparation of design and details for these services. The Consultants will be appointed with the approval of the Employer. The fees payable to these consultants shall be borne by the Architects out of the fees received by them. The Architects shall be fully responsible for the design and soundness of the works of such Consultants and shall also co-ordinate the activities of various Consultants. (7) In case where the Architects perform partial services for any reason, including the abandonment, deferment, substitution or omission of any project and / or works, or part thereof, and if the services of the Architects are terminated, the charges in respect of the services performed shall be as follows: Payment will be made in accordance with Clause 4 hereinabove written for the stages that have been completed. For the incomplete stage, payment may be made by the Employer on quantum-merit basis in which case assessment of fees will be made by the Employer with due regard to all relevant factors. (8) In case it is established that due to fault of Architects the Bank has to pay any extra amount due to over-run of the project, over measurements- faulty description of tender item or any other lapse or delays on the part of Architects, damages shall be recover/claimed from the Architects as per provision of Section 73 of Indian Contract
Act 1872 and under section 30 of Architects Act 1972 (Central Act No. 20 of1972). The decision given by the Bank shall be binding on the Architect. : 5 : (9) In the event of any dispute, difference or question arising out of or touching or concerning this agreement or the execution of the project, the same shall be referred, at the option of either party (Employer or the Interior Designer), to the arbitration of a Sole Arbitrator mutually agreed upon, and in default of such agreement to the arbitration of two arbitrators, one each appointed by the two parties; who in default of mutual agreement may in turn appoint an umpire. The arbitrator or arbitrators or umpire, as the case may be, will be Fellows of the Indian Institute of Architects or Fellow of Institute of Engineers (India). Such submission shall be deemed to be a submission to arbitration within the meaning of the Indian Arbitration Act. 1996 or any statutory modifications thereof. The award of the arbitrator(s) or umpire, as the case may be, shall be final and binding upon the parties. (10) This agreement can be terminated by either party on giving 3 months notice normally. However, in exigent circumstances, the services of the Architects can be terminated by giving notice of lesser period. IN WITNESS WHEREOF the parties hereto have hereunto set their hands the day and year first above written. Signed and delivered by Bank Of India ] by the Hands of Shri ] its Premises Department } ] and constituted attorney in the presence of ] 1. ] 2. ] Signed and delivered by the hands of ] Shri, ] of ].5
in the presence of ] 1. 2. ]