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CLIENT:
AUTHORISED BY Mr
CHECKED BY MR.R.SRINIVASAN
PREPARED BY MR.R.SRINIVASAN
Request For Proposal For Structural Consultant Date:12th sept 2011
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TABLE OF CONTENTS
1. SECTION1:INTRODUCTION ....................................................................................... 5
1.1 General........................................................................................................................ 5
1.2 Programme .................................................................................................................. 5
1.3 Request for Proposal ..................................................................................................... 5
1.4 Project Details .............................................................................................................. 6
1.5 Scope of Services .......................................................................................................... 6
1.6 The Client .................................................................................................................... 6
1.7 Project Managers .......................................................................................................... 6
1.8 The Concept Architects .................................................................................................. 6
2. SECTION 2: INSTRUCTIONS TO BIDDERS .................................................................... 7
2.1 Definitions ................................................................................................................... 7
2.2 Notice of Receipt of Enquiry Document ............................................................................ 7
2.3 Ownership of Request for Proposal .................................................................................. 7
2.4 Examination of Request for Proposal ............................................................................... 7
2.5 Interpretation of Request for Proposal ............................................................................. 8
2.6 Preparation and Content of Proposal ............................................................................... 8
2.7 Authentication of Proposals ............................................................................................ 8
2.8 Submission of Proposal .................................................................................................. 8
2.9 The Award of Consultancy Contract ................................................................................. 8
3. SECTION 3: FORMAT FOR FEE PROPOSAL .................................................................... 9
3.1 Fee Provision ................................................................................................................ 9
3.2 Manpower Provision ...................................................................................................... 9
4. SECTION 4: TECHNICAL SUBMITTALS ....................................................................... 11
4.1 General...................................................................................................................... 11
4.2 Letter of Transmittal ................................................................................................... 11
4.3 Professional Indemnity and Public Liability Insurances .................................................... 11
4.4 Quality Assurance Accreditation .................................................................................... 11
4.5 Project Team .............................................................................................................. 11
4.6 Office Responsible for Carrying Out the Works ................................................................ 12
4.7 Programme ................................................................................................................ 12
4.8 Authenticated Resolution / Power of Attorney ................................................................ 12
APPENDICES ............................................................................................................... 13
SCHEDULE 1 ................................................................................................................ 14
Project Details ..................................................................................................................... 14
1.0 Overall Project Scope .................................................................................................. 15
Schedule 2 .................................................................................................................. 17
Consultant’s Scope of Services ............................................................................................... 17
2.0 Consultant Scope of Services ........................................................................................ 18
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Schedule 3 .................................................................................................................. 24
Remuneration Terms ............................................................................................................ 24
Schedule 4 .................................................................................................................. 26
Insurance ........................................................................................................................... 26
SCHEDULE 5 ................................................................................................................ 28
Programme Milestone Dates .................................................................................................. 28
SCHEDULE 6 ................................................................................................................ 31
Format of the Power of Attorney of the Person Signing on behalf of the Consultant ...................... 31
SCHEDULE 7 ................................................................................................................ 33
Terms & Conditions .............................................................................................................. 33
SCHEDULE 8 ................................................................................................................ 34
Other Documents ................................................................................................................. 34
8.0 OTHER DOCUMENTS .................................................................................................... 35
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1. SECTION1:INTRODUCTION
1.1 General
The client ) (hereinafter referred to as “the Client”) is desirous of entering into a direct
Consultancy Agreement, in accordance with the terms and provisions incorporated in this
Request for Proposal, with a selected Consultant for the provision of Structural
Consultancy services to assist in analysis and study of the neighbourhood
redevelopment project called ‘----------------------------------------- (), located at ---------------
Village Road, Thane-W, India.
This Request for Proposal (RFP) describes the project background and objectives, the
required Scope of Service, consultant qualifications and experience requirements and the
requirement for the submission of proposals.
1.2 Programme
The following programme is anticipated:
Consultants are referred to the attached Schedule 2 and 5 for a more comprehensive
programme of the services and execution dates to be achieved.
1.3 Request for Proposal
For the purpose referred to in part 1.1 of this Section, this Request for Proposal has been
prepared on behalf of ---------------------------------to invite proposals from suitable
Consultants able to provide Structural Consultancy services. This Request for Proposal
comprises the following Sections:
Section 1 Introduction
Section 2 Instructions to Bidders
Section 3 Fee Schedule Format
Section 4 Technical Submittals
Appendices Schedules 1 to 8
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The Urban Planning Consultants for the development are --------------------- consisting of
M====================== are assigned as the Concept Architects for the
Project.
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2.1 Definitions
The terms “Bidder” and “Consultant”, as used in this Request for Proposal, means the
person(s) or firm(s) to whom the Proposal Invitation letter is addressed.
The term “Proposal” as used in this Request for Proposal means the actual submission of
the Bid, which shall include the Fee Proposal of the Bidder outlined in Section 3 hereof, the
complete Request for Proposal and all other technical submittals detailed in Section 4
hereof.
Bidders shall acknowledge receipt of this Request for Proposal immediately upon receiving
them. Notification of receipt shall be by email directly to the Project’s Co-ordinator:-
Attention: R.SRINIVASAN-(COO)
Email:
The Request for Proposal is and shall remain the property of the ---------- and is
transmitted to the Bidder solely for the purpose of preparing and submitting a Proposal in
accordance therewith. Bidders shall maintain total confidentiality of the Request for
Proposal and shall not release either the document or any details included in the
information package to any third party.
The Bidder shall be solely responsible for examining, with appropriate care, the Request for
Proposal. The Bidder shall familiarise himself with respect to any and all detailed
requirements and/or conditions, which may in any way affect the amount or nature of the
Bidder's Proposal, or the performance of the Services.
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Consultants may request clarification and/or interpretation of any aspect of the Enquiry
Document by addressing written queries to the following email address:
Attention: R.SRINIVASAN
The final date for receipt of queries from Consultant’s is 2 calendar days prior to the date
advised in the Letter of Invitation for submitting Proposals. No queries will be responded to
after this date.
Consultants shall complete the Fee Schedule included in Section 3 of the Enquiry
Document. The Fee Schedule shall be executed by an authorised signatory as described in
part 2.8 of this Section.
The Consultant shall include with the Fee Schedule all Technical Submissions stipulated in
Section 4.
2.6 Authentication of Proposals
All Proposals shall be executed by the Consultant. The Bidder shall provide evidence in the
form of an authenticated resolution of the Board of Directors/Partnership and a Power of
Attorney of the capacity of the person or persons signing the Proposal to bind the Bidder to
same and to any Agreement arising there from.
2.7 Submission of Proposal
The Consultant’s Proposal is to be enclosed in a sealed envelope in hard and soft copy
format and couriered to:-
Attention: R.SRINIVASAN.(C00)
The successful Bidder will be notified of acceptance of his Proposal, following further
negotiations as necessary, by the issue of a Letter of Award. The Project Co-ordinator will
advise the successful Bidder of a proposed date and time for discussion and execution of
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The Proposal shall include the Bidders Fee Proposal for performing the Services in
accordance with the Request for Proposal in the form described below.
Taxation Applicable
i. Senior Consultant
*Consultants are requested to fill in the potential designates to be deployed (in the above
format).
:
Name of Signatory [__________]
:
Position in Company [__________]
:
Date [__________]
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4.1 General
In order for the Client to review and consider the Bidder, he shall prepare and return the
listed Submittals.
The Bidder acknowledges that the information provided hereto forms an integral part of his
Proposal and such information shall be used in the preparation thereof.
The Bidder shall submit a Letter of Transmittal [maximum 2 (two) pages]. The letter shall
include:-
The Bidder shall submit a copy of his current Professional Indemnity and Public Liability
Insurance Certificates.
The Bidder shall submit details of any Quality Assurance Accreditation. (But not QA/QC
Procedures).
The Consultant shall submit the names of his proposed project team together with their
professional or technical qualifications.
The Consultant’s Project Leader shall be identified.
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4.7 Programme
The Consultant shall confirm his ability to achieve the overall milestone dates noted in
Section 5. Should the Bidder disagree with the programme, specific alternative durations
are to be advised with due regard to the overall timescale for Project delivery, namely:-
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APPENDICES
SCHEDULES
Schedule 4 Insurance
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SCHEDULE 1
Project Details
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The Project works are entirely located within the Municipal LIMITOf Thae, India.
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The Whole project has been divided into 5 nos. of Construction Phases. Pls. refer to
the project schedule for the same.
The ground/plot level is uniform and it is aprxomatly 300 mm higher than the
adjoining road level.
1.8 Infrastructure
The site area has been purchased by ----------------------L and access to the site
is, therefore, unrestricted.
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Schedule 2
Consultant’s Scope of Services
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Provide Design services for structural and civil works for Rehab buildings and
sale towers, external landscape, roads and all foundations of Services &
Engineering Equipment and landscape features.
Prepare design development drawings based on Concept Presentation as
approved by owner.
To study, prepare and suggest alternative scheme designs highlighting merits
and demerits, considering the criteria provided by the design Architects and all
feasible factors. The comparison shall be based on phase wise execution,
construction time and cost trade-off, considering alternative materials and
method of construction, life span and future expansion facilities, if required.
At the end of the Schematic Design Stage Structural Consultant shall make
submission of Design Report and basic drawings that shall include plans
(Showing Column Grid), sections (showing clear ceiling heights), etc. Design
report to be approved by client and PM; and duly updated in case of any design
changes.
Provide suitably formatted documentation to the EIA Consultant for
Environmental Approval from MOEF.
Support Project Managers with timely delivery of information in the form of
drawings and documents, make themselves available or meetings called by
Project Managers
Prepare, submit and modify all drawings and documents, as required by relevant
authorities for pre-construction, during construction and post-construction
statutory approvals. Effecting revisions in drawings as per briefs of Architects,
Engineering consultants, Project Managers/ Client's representative
Participate in Design review meetings and Value Engineering exercises when
called for by the Project Managers
2.2.2 Detailed Structural Analysis and Design Drawing Preparation
Provide design methodology statement for excavation on site.
At the end of the Design Development stage Structural Consultant shall obtain
consent from client on Structural Design Development and approval on the type
structure, materials and method of construction, specifications and cost
estimates prior to proceeding with Construction stage.
Provide Detailed Construction drawings and details required at site
Review shop / fabrication drawings, comment on and approve.
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2.4 Participants
Be aware of the work which other Consultants are carrying out and advise on
any apparent omissions or scope incompatibility.
Co-ordinate design work with all other designers and maintain drawings and
other documents up to date.
2.5 Processes
Provide a management plan indicating the structure of intended design team
and resources to be committed at each stage to achieve the Project Design
Schedule.
Participate in value management/engineering exercises as the design develops in
order to optimise the Project’s construction costs.
Implement and adhere to the requirements of any design change control
procedures developed for the Project by the COO.
Adhere to the requirements of the Project Management Plan issued by the COO.
Execute services in accordance with agreed Project Master Schedule and provide
a detailed ‘Deliverables’ listing documenting when sections or stages of the
detailed design will be provided either for approval or release to the Contractor.
Regularly mark up the Design Deliverables Programme to shown progress and
submit with regular written progress reports (not less than fortnightly)
Participate in the preparation of the ‘Risk Register’ for the Project and reviewing
strategies for minimising the same.
Familiarize/formulate the design standards applicable to this commission and
adhere to these in carrying out the services
Liaise with the Project Management Company in regard to the overall
requirements of the Project and any day to day information/procedural
requirements.
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Schedule 3
Remuneration Terms
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3.1 INVOICES
3.1.1 After the end of each milestone the Consultant has performed as defined above, the
Consultant shall calculate the remuneration to which he entitled in respect of that
month and shall submit to the Client an invoice and payment certificate (the form of
payment certificate shall be advised by the Client) for the same.
3.1.2 Invoices shall be in such form and with such details as the Client may from time to
time require.
3.2 PAYMENT
3.2.1 The Client shall within thirty days (30) of receipt of an approved invoice, pay to the
Consultant at such bank as the Consultant may from time to time specify in writing
to the Client, the full amount due. If any item on any such invoice is disputed or
subject to question by the Client, this shall not entitle the Client to delay payment of
the remainder of other invoices or the undisputed amounts.
3.2.2 There will be no payment of fees to the Consultant until the Consultant provides
evidence that the Insurances as described within Schedule 4 of this Agreement are in
place.
3.3 CURRENCY
3.3.1 Invoices submitted by the Consultant shall in the case of fees be in INR. All
payments by the Client shall be in INR.
3.4 RECORDS
3.4.1 The Consultant shall maintain up-to-date records, which clearly identify all, time and
expenses relevant to this Agreement.
3.4.2 Where the Consultants staff are employed on a daily or weekly basis (i.e for the Post
Contract Works activities), daily time sheets, signed by the Consultant’s principal,
shall be provided together with the Consultant’s invoice.
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Schedule 4
Insurance
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4.1 INSURANCE
4.1.1 Without in any way limiting or detracting from the Consultant's liabilities under any
other provisions of this Agreement, the Consultant shall at its own cost take out and
maintain during the continuance of this Agreement the following insurances with
insurers acceptable to the Client. The policy or policies of such insurance shall be
subject to the approval of the Client:
(b) Without prejudice to its obligations under this Agreement or otherwise at law
the Consultant shall maintain Professional Indemnity Insurance covering
its liability in respect of the performance of the Services under this
Agreement in an amount of not less than five times of the contract value for
any one occurrence or series of occurrences arising out of any one event.
4.1.3 The Consultant shall also give an assurance in writing to the Client undertaking to
the best of ability to continue to effect the Professional Indemnity Insurance
Policy, stipulated in the Agreement for a period of three years after the date of the
issuance of the Final Taking-Over Certificate for the whole of the Project and in
terms not less favourable to the Client than those approved by the Client for the
Consultancy Services.
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SCHEDULE 5
Programme Milestone Dates
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Note:
The durations noted within the Milestone Schedule are indicative and will
be amended to actual calendar milestone dates following confirmation of
the Consultant’s NTP date.
Each period below shall be inclusive of any period required by the Consultant to re-
submit any such deliverables to the extent that the same did not comply fully with
the requirements set out in Schedule 2.
The Client shall give his written acceptance and written approval to each of the
submission documents within 7 days of submission.
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PERIOD INDICATIVE
SCOPE OF SERVICES (Calendar Weeks DATE
from NTP)
ACTIVITY
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SCHEDULE 6
Format of the Power of Attorney of the Person Signing on behalf of the
Consultant
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The undersigned being all the Directors of [Consultant], pursuant to the provisions of the
[governing legislation of the India] hereby adopt the following resolution by
anonymous consent as if such action had been taken at a meeting duly called and held.
NOW THEREFORE, be it
Name Title
DIRECTORS:
Note:
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SCHEDULE 7
Terms & Conditions
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SCHEDULE 8
Other Documents
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