ICSI-CCGRT, Plot No. 101, Sector 15, Institutional Area ...

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Invitation for hiring of Architect for ICSI-CCGRT of 27

ICSI-CCGRT, Plot No. 101, Sector 15, Institutional Area,

CBD Belapur, Navi Mumbai – 400 614

ICSI/CCGRT/Building/2020 Date: 21st July, 2020

Invitation for Selection of Architect for Repairing, Structural Strengthening and Renovation

of ICSI - CCGRT building at

Plot No. 101, Sector 15, Institutional Area, CBD Belapur,

Navi Mumbai – 400 614”

INDEX

SR.NO. DESCRIPTION PAGES

TECHNICALBID (VOL I)

1 Section-I Details of tender 2-2

2 Section-II Summary of Salient Features 3-3

3 Section-III Notice to Architects 4-6

4 Section-IV Standard Tender Offer 7-8

5 Section-V Instruction to Tenderers 9-13

6 Section-VI Project Details 14-27

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SECTION- I: DETAILS OF TENDER

Introduction:

The Institute of Company Secretaries of India (ICSI), a statutory body set up under an Act of

Parliament i.e. the Company Secretaries Act, 1980 (Act No. 56 of 1980) is inviting applications from

the reputed Architectural firms/Architects to render professional services for “Repairing, Structural

Strengthening and Renovation of Institute’s CCGRT building at Plot No. 101, Sector 15, Institutional

Area, CBD Belapur, Navi Mumbai”.

1 Details of work to be done

To render professional Architectural

services for “Repairing, Structural

Strengthening and Renovation of

Institute’s CCGRT building at Plot No.

101, Sector 15, Institutional Area,

CBD Belapur, Navi Mumbai”.

2 Form of contract Professional Architectural Services on

% of the Total Project Value basis.

3 Period of contract / time of completion

Twelve (12) months from the date of

receipt of the Appointment Letter /

Letter of Intent (LOI), whichever is

early.

4 Last date and time for Receiving of sealed

tender

12th August, 2020 up to 3:00 PM

in the office of The Secretary, The

Institute of Company Secretaries of

India, “ICSI-CCGRT House”, Plot No.

101, Sector 15, Institutional Area,


5 Place and date of opening except financial

offer

Same as above

12th August, 2020 at 4.00 PM

6 Name and Phone number of Contract

person

Dr. Trupti Karkhanis;

Director (ICSI-CCGRT);

Mobile No.9004399134;

Email: [email protected]

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SECTION- II: SUMMARY OF SALIENT FEATURES

1 Type of Contract Professional Architectural Services on % of the

Total Project Value basis.

2 Validity of offer

45 days from the last date of submission of bid.

The same may be extended for a further period

with concurrence of the Tenderers.

3 Date of commencement of work

at site

Date of receipt of Engagement Letter / Letter of

Intent (LOI), either by post or e-mail, and

whichever is early.

4 Period of completion

Twelve (12) months from the date of receipt of

the Appointment Letter / Letter of Intent (LOI)

either by post or e-mail, whichever is early.

5 Interim Payments Once in Every Month

6 Period of honouring of certificates

(i.e. processing time of bill)

21 days from the date of receipt of bill with all

required supporting documents.

7 Compensation / Damages:

0.25% of the total fees/charges payable under the

Contract for delay of every week or part thereof,

subject to the maximum of 10% of accepted

contract price.

8 Language for communication English

9

Insurance, Custom Duties &

taxes, work contract tax, sales tax,

service tax/GST

To be provided and paid by Architect, if

applicable except GST applicable, which will be

paid extra over and above the quoted % of the

Total Project Value.

10 Assignment & Subletting Not allowed

11 Period of submitting final bill by

Architect

After 6 months of completion of the work and

handing over and taking over of the complete

work.

12 Signing of Agreement

Within seven days of the issue of Letter of Intent

(LOI). Not Applicable, if Engagement Letter is

issued.

13 Income tax /GST deduction At prevailing rate from each running bill/Final

bill.

Signed this _______________________ dated___________________2020

Signature of Architect with date and seal

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SECTION – III: NOTICE TO ARCHITECTS

M/s ---------------------------------

PROJECT: TO RENDER PROFESSIONAL ARCHITECTURAL SERVICES FOR

“REPAIRING, STRUCTURAL STRENGTHENING AND RENOVATION OF

INSTITUTE’S CCGRT BUILDING AT PLOT NO. 101, SECTOR 15, INSTITUTIONAL

AREA, CBD BELAPUR, NAVI MUMBAI”.

Dear Sir,

1. The ICSI-CCGRT, Navi-Mumbai takes the pleasure in inviting you to submit tender for the

aforesaid work.

2. Sealed tender should be addressed to The Secretary, The Institute of Company Secretaries of

India, “ICSI -CCGRT House”, Plot No. 101, Sector 15, Institutional Area, CBD Belapur, Navi

Mumbai – 400 614

3. The tenders are required to submit their offer in sealed packet.

4. The clarification on technical issue, if any, may be obtained from Sh. Bhubanananda Pradhan,

Director (Infrastructure & Building Maintenance) of the ICSI by phone on 91-8826778386; email

[email protected]; on any working day during normal working hours.

5. The tenderer must obtain for himself on his own responsibility and at his own expenses all the

information, which may be necessary for the purpose of filling this tender and for entering into

contract for the execution of the same and must examine everything and inspect the site of the

work to acquaint himself with all local conditions and matters pertaining thereto.

6. Each of the tender documents is required to be signed by the person or persons submitting the

tender in token of his/their having acquainted himself/themselves with all the

conditions/specifications, as laid down. Any tender with any of the document not so signed may

be rejected.

7. Any additions and alternations made in filling the tender must be attested by initial of the

tenderer/s. Over-writing of figures is not permitted. Failure to comply with either of these

conditions will render the tender void. No request, advice or any change in rates or conditions

after submission of the tender will be entertained. In case of confusion on any addition or

alteration, decision of ICSI shall be final and binding on the parties.

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8. Within 7 (working) days of the receipt of intimation from the ICSI (either through mail or by post,

whichever is early) of the acceptance of his/their tender through a Letter of Intent (LOI), the

successful tenderers shall be bound to implement the Contract by signing agreement in accordance

with the terms and conditions of the tender Further, the Work Order or Engagement Letter or the

written acceptance by the ICSI of tender shall also constitute a binding obligation on the Architect

so tendering in case such formal contract is or not subsequently entered into.

9. All compensations or other monies payable by the Architect to ICSI-CCGRT, Navi-Mumbai

under the terms of this contract may be deducted from the retention money or from any sum that

may be or may become due to the Architect on any account whatsoever and in the event of the

retention money being reduced by reason of any such deductions, the Architect shall within 7

days of being asked to do so make good in cash or cheque any sum or sums, which have been

deducted from his retention money.

10. Time is the essence of the Contract. The work should be completed in 12 months (Works to be

completed in phased manner) of receipt of Letter of Intent (LOI) OR Engagement Letter OR

Work Order to commence the work. Tenderers shall not claim any extension of time. However,

ICSI-CCGRT to its sole discretion may extend the time for completion of work.

11. If the Architect fails to complete the work by the schedule date of completion or within any

sanctioned extended time, he will have to pay compensation / damages for the period that work

remains incomplete as per “Compensation / Damages” clause mentioned in this tender.

12. Payment will be made to the Architect subject to the terms and conditions of the Contract.

13. Tender shall be valid for period of Forty-Five days (45 days) from the date of opening of

Technical bid to the ICSI. Validity Period may be extended with the consent of the bidder for

further period with the consent of the concerned bidder/ tenderer. However, ICSI-CCGRT is not

bound to accept the lowest or any tender and reserves the right to accept or reject any or all tenders

either in whole or in part, without assigning any reason for doing so.

14. Any tenderer who proposes alterations to any of the conditions, specifications laid down in the

tender documents or proposes any new conditions, whatsoever will be liable to be rejected.

15. In case any tenderers, in spite of clause 1.0 above proposes any new conditions or proposes

alteration to any condition / specifications, which will have financial effect if the

condition/alteration are not accepted then at the financial effect plus or minus shall be indicated

by the tenderer against each such condition/alteration proposed by the tendered for withdrawal of

the condition/alteration, along with his tender offer. No financial effect shall be considered after

opening of tender.

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16. ICSI reserves the absolute right to accept / reject any or all tenders without assigning any reason.

Dr. Trupti Karkhanis

Director (ICSI-CCGRT)

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SECTION – IV: STANDARD TENDER OFFER

To render professional Architectural services for “Repairing, Structural Strengthening and

Renovation of Institute’s CCGRT building at Plot No. 101, Sector 15, Institutional Area, CBD

Belapur, Navi Mumbai”.

To be submitted by __________________________between ___________ hrs. to

____________hrs.

Issued to: ________________________________________________________________

Signature of the person issuing the documents: _________________________________

Designation: ______________________________________________________________

Date of Issue: _____________________________________________________________

TENDER

1.0 I/We have read and examined the tender, Schedule, specifications applicable, Drawings &

Designs, General rules and Directions, Conditions of Contract, clauses of contract, , Schedule

of Quantities & other documents and Rules referred to in the conditions of contract and all

other contents in the tender document for the work. We have also visited/ acquired full

knowledge of the site and are familiar with the surroundings including applicable taxes/GST.

1.1 I/We hereby tender for the execution of the work specified for by Director, ICSI-CCGRT

within the time specified in the tender and in accordance in all respects with the specifications,

designs, drawings and instructions in writing referred to in General Rules and Directions and

the Conditions of contract and with such materials as are provided by and in respects in

accordance with, such conditions so far as applicable.

1.2 1/We agree to keep the tender open for Forty-Five days (45 days) from the last date of

submission of bid and not to make any modifications in its terms and conditions.

1.3 I/We hereby declare that I/we shall treat the tender documents drawings and other records

connected with the work as secret/confidential documents and shall not communicate

information derived there from to any person other than a person to whom I/we am/are

authorized to communicate the same or use the information in any manner prejudicial to the

safety of the ICSI.

1.4 Declaration –

i. I/We have read and understood the terms and conditions given in the Tender

Document;

ii. I/We are eligible for award of the contract as per the qualification criteria

mentioned in the Tender Document;

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iii. I/We have accept and agrees to all the terms and conditions of the Tender;

iv. I/We shall comply with all the terms and conditions of the Tender;

v. All the information / documents provided in this bid are true to the best of my/our

knowledge and belief. If at any stage, the information / documents are found to be

false, misleading or incorrect then all consequent communications, letters,

agreements including but not limited to Bid / Work Order / Engagement Letter /

Letter of Intent / Contract shall be cancelled at my/ our cost and risk and I/We shall

indemnify the ICSI for the loss caused due to the cancellation and I/We shall be

liable for penal / legal action including black listing.

vi. I/We understand that the Institute reserves the right to cancel the Tender at any

stage or to cancel / reject any one or more bid without incurring any liability and

without assigning any reason for the same

Dated……………………….

Sign. & Stamp of Architect

Postal Address

Witness:

Address:

Location:

Dated ……………………..

Signature/Designation………………………

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SECTION-V: INSTRUCTION TO TENDERERS

Sealed offers are invited from interested Architectural firms / Architects t o render professional

Architectural services for “Repairing, Structural Strengthening and Renovation of Institute’s CCGRT

building at Plot No. 101, Sector 15, Institutional Area, CBD Belapur, Navi Mumbai” having similar

work experience and credentials. The last date of receipt of the offer in a sealed envelope addressed

to

The Secretary,

The Institute of Company Secretaries of India,

“ICSI -CCGRT House”,

Plot No. 101, Sector 15, Institutional Area,


super scribing “Application for Selection of Architect for Repairing, Structural Strengthening and Renovation of ICSI - CCGRT building at Plot No. 101, Sector 15, Institutional Area, CBD Belapur, Navi Mumbai – 400 614” through Registered Post/Speed Post/courier on or before 12th August, 2020 at 3:00 PM and the same may be dropped before the aforesaid cut-off date & time in a sealed tender box kept at the above mentioned address as per the details mentioned in the tender documents.

The Sealed envelope (containing sealed envelope-1 and envelope-2) shall contain following

documents:

Envelope 1 – • Technical Bid (duly filled up, signed and stamped on each page). • Supporting Documents for Particulars mentioned in tender document. • Authorization Letter of Signatory, as and if applicable.

Envelope 2 – • Financial Bid – Duly filled up format as provided in the tender document

with sign and stamped on each page

1.0 The tenderer shall examine carefully all the tender documents consisting of:

TECHNICAL BID

• Invitation to Tenderers

• Instructions to Tenderers

FINANCIAL BID

• Format and Instructions

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Invitation for hiring of Architect for ICSI-CCGRT of

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(These shall form part of the agreement.)

1.1 The tenderer is advised to visit and inspect the site at his own cost and responsibility and to

secure all necessary information which may be required for completing the tender. Ignorance

of site conditions or local information shall not be considered as an excuse for non-

performance of the contract. All costs, charges and expenses that may be incurred by the

tenderer in connection with the preparation of his tender shall be borne by him and the ICSI

does not accept any liability whatsoever in this regard.

1.2 Time is the essence of the contract and the tenderers are required to complete the work in all

respects within the stipulated time of completion and hand over the same, complete in all

respects to the satisfaction of the ICSI. Tenderers shall not claim any extension of time.

However, the ICSI to its sole discretion may extend the time for completion of work.

1.3 The rates quoted by the tenderer should be expressed accurately both in words and figures to

avoid any discrepancy. All corrections in the tender shall be duly attested by initials of the

tenderers. Corrections if not attested, may entail rejection of tender. The rates quoted by the

tenderers as % of the Total Project value will be the basis (and not the amounts in case of

discrepancies) in finalizing the tender.

1.4 It shall be clearly understood that the rates quoted in the tender are to be for complete work at

site as per instructions to tenderers, conditions of contract, specifications and drawings, and

also for all such works as are necessary for the proper completion of the contract although

specific mention thereof may not have been made in the specifications or in drawings or in

tender documents. The rates shall be firm and shall not be subject to cost escalation on account

of labor and material and labor conditions or any other reason whatsoever.

1.5 The tenderers shall use only the form issued with this tender to fill the rates.

1.6 Every page of the tender shall be signed on the bottom of right hand side and any tender not

so completed is liable to be treated as defective and liable to be rejected.

1.7 The successful tenderer will be notified about the acceptance of his tender by the ICSI and he

will execute agreement within 7 (seven) days thereof, failing which his tender would be liable

to rejection and the Owner would be at Liberty to award it to another tenderer.

1.8 The contract will be governed by the Indian Contract Act, Indian Sale of goods Act and all

other relevant laws. All payments due to the Architect under the contract will be made in

Indian Rupees Currency.

1.9 The rates quoted shall be for complete work at site and should be inclusive of incidental

expenses necessary for carrying out the work. The rates shall be inclusive of all taxes except

GST as applicable, which will be paid extra. The rates shall be firm and shall not be subject

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to cost escalation of labor and material and exchange variations, labor conditions or any other

conditions whatsoever.

1.10 The ICSI does not bind itself to accept the lowest or any tender or to assign any reason thereof

and also reserves the right of accepting the whole or part of the tender. The part acceptance

will not violate the terms and conditions of the contract and will execute the work at the

specified rates without any extra charges or compensation.

1.11 Tax deductions will be made as per the prevailing rates from the Architect on account bills as

notified by the various govt. authorities.

2.0 LOCATION

The site is located in Plot No. 101, Sector 15, Institutional Area, CBD Belapur, Navi

Mumbai – 400 614. Tenderers must get acquainted with proposed work and study drawings,

designs, specifications, conditions of contract and other conditions carefully before tendering.

No request of any change in rates or conditions for want of information on any particular point

shall be entertained after receipt of the tenders.

3.0 SUBMISSION OF TENDER

3.1 You are requested to quote strictly as per the terms and conditions, specifications, standards

given in the tender document and not to stipulate any deviations.

3.2 Addenda/Corrigendum to this document if issued prior to submission of the tender must be

signed and submitted along with the tender document. The tenderer should write clearly

revised rate of Tender Document and should price the work based on the revised scope of

work when amendment for scope of work are issued in addenda.

3.3 Tenderers must return all the documents and drawings issued to them, while submission of

their tender duly stamped and signed.

4.0 RATES TO BE IN FIGURES AND WORD

The tenderer shall quote in English both in figures as well as in words the rates and amounts

tendered by him in the Financial Bid in such a way that interpolation is not possible. The

owner shall have the right to carry out arithmetical corrections and the unit rate quoted in

words shall be considered for calculations and arriving at the contract sum.

5.0 CORRECTIONS OF ERASURES

All corrections and alterations in the entries of tender papers should be signed in full by the

tenderers. Corrections with white fluid and overwriting are not permitted. ICSI reserves its

discretion to evaluate authenticity of any correction or overwriting in the tender.

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6.0 Any printing or typographical errors / omission in tender document shall be referred to the

competent authority in the Institute and their interpretations regarding correction shall be final

and binding on Architect.

7.0 TRANSFER OF TENDER DOCUMENTS

A transfer of tender document purchased by one intending tenderer to another is not permitted.

8.0 VALIDITY

Tenders submitted by tenderers shall be remained valid for period of Forty-Five days (45

days) from the last date of submission of bid to ICSI. The same may be extended for a further

period with concurrence of the Tenderers.

9.0 ADDENDA

Addenda to the tender documents may be issued prior to the date of opening of the tenders to

clarify documents or to reflect modifications to the design or contract terms or specifications

or quantities.

10.0 All addenda issued by the architect shall become part of the tender documents. Tenders shall

be opened at the fixed date & timings indicated in the tender forwarding letter, in presence of

those tenderers who have submitted tenders & may be present.

11.0 RIGHT TO ACCEPT OR REJECT TENDER

The acceptance of a tender will rest with ICSI who does not bind itself to accept the lowest

tender and reserve to the absolute authority to reject any or all the tender received without

assigning any reason reasons.

12.0 TIME SCHEDULE

The time allowed to the Architect for carrying out the job is Twelve (12) months to be

reckoned from the date of receipt of the Engagement Letter / Letter of Intent (LOI). The site

will be handed to the Contractor in phased manner as the building will remain operational

during the execution of work. The Contractor needs to complete the works in phased manner.

Only after completion of one phase, subsequent area/phase will be handed over to the

Contractor.

The drawings issued along with tender documents are to give fair idea of type of works and

for the purpose of bidding only. Working drawings for the purpose of execution of work at

site shall be issued to the successful tenderer only after issue of the work order.

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13.0 PRESENTATION

Architects may be invited for discussion and shall be required to make a presentation

regarding achieving quality, timely completion & other regulations.

14.0 SIGNING OF THE CONTRACT

The successful tenderer shall be required to execute agreement on stamp paper of appropriate

value in the Performa attached with this tender document within 7 (seven)days from the date

of receipt of the notice of acceptance of tender or letter of intent. All cost involved therein

shall be borne by the Architect. In the event of failure on the part of the successful tenderer

to sign the agreement within the above-stipulated period, acceptance of the tender shall be

considered as cancelled.

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SECTION-VI: PROJECT DETAILS

Project Brief: The Summary in brief of the Institute’s Premises at Plot No. 101, Sector 15,

Institutional Area, CBD Belapur, Navi Mumbai is as under:

Sl. No. Particulars Details

1. Plot Area 21,249 Sq. ft.

2 Details of Building G+2 Floors accommodating both

Academic & Hostel Block, CRZ

zone

3 Built-up area 21,000 Sq. ft. (approx.)

4. Type of Structure RCC Framed Structure

5. Year of Construction 1999

The Institute desires to execute the Repairing, Structural Strengthening and Renovation work in

phased manner as per the details given below:

Phase I:

1. Structural Strengthening, Restoration & Rehabilitation work.

2. Repair & Rectification of Civil, Electrical & Plumbing work.

3. Rain Water harvesting system.

4. Water-proofing work.

5. Providing durable solution for making seepage free premises.

6. Other General and Enabling Work

7. Some additional work (including work related to Chambers and Gully Traps)

Phase II:

1. Renovation work including plastering as per Institute’s Requirement.

2. Rectification of Fire-fighting System.

2. Interior & furnishing work.

3. Required lighting & electrification work.

4. Other allied works as per Institute’s Requirement.

Phase III:

1. Painting work (preferably through OEM of paints)

Information /Inputs required to be provided along with the application for Selection of Architect,

Selection Criteria and Steps to be followed are provided in Annexure - 1. Kindly also submit soft

copy of the information either in pen drive or CD along with hard copy. The information provided in

hard copy will be treated as final.

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Kindly submit Commercial / Financial offer towards professional fees for rendering Architectural

services as per the specified format in the separate sealed envelope.

The applications except the financial bids will be opened on 12th August, 2020 at 4:00 pm at Plot

No. 101, Sector 15, Institutional Area, CBD Belapur, Navi Mumbai – 400 614. The representative/s

of applicant, if wish, may remain present while opening of the same. The financial bids of the

shortlisted bidders after technical evaluation will be opened later with prior intimation. The ICSI

reserves the right to accept or reject any or all the applications or annul/ cancel this process at any

time without assigning any reason whatsoever. Further ICSI reserves the right to select either one or

two Architects for the above-mentioned job.

Various terms & conditions applicable to the tender, which shall be integral part of the Agreement to

be signed by the Selected Architect with the ICSI OR Engagement Letter to be issued to the Architect

by the ICSI are as under:

1. Scope of Work:

The Detailed Scope of services required from the Architect/Architectural firm in reference to above

mentioned work are as under

a) Site evaluation & assessment and giving suggestions to the Institute for under taking any

structural strengthening of the any structural members/ wall, water proofing of open terrace,

roof slab, walls, pit, canteen etc before execution of renovation work.

b) Suggesting architectural addition and alterations.

c) Preparation of the estimate for budgetary purpose.

d) Preparation of tender document(s) based on the drawings finalized and items to be executed

like structural strengthening, repairs, dismantling, water proofing, civil work, plumbing,

sanitary, electrical, data networking, UPS, Telephone, water harvesting, fire-fighting system,

front facade etc.

e) Providing necessary technical inputs to Infrastructure Committee for selection of

contractor(s) for execution of the project.

f) Preparation of detailed working drawings for various items/ services to be issued to the

executing agencies.

g) Periodical supervision of works and evaluation of works at site and to appraise the

Infrastructure Committee from time to time.

h) Preparation of detailed schedule of completion of work in consultation with the contractor(s)

and submission of weekly/ monthly progress report to Infrastructure Committee regarding

activities completed and behind schedule.

i) Certification of the bills/ R/A bills of the contractor(s) as per the approved/ item rates and

actual quantity of work executed and terms & conditions of the work order/ agreement

executed with the contractor(s).

j) Certification regarding quality of materials and workmanship of different items as per the

specification mentioned in the work order/ agreement executed.

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k) The architect shall be fully responsible to the Institute with regard to the design, specification,

quality of construction and timely completion of the project as time is the essence of the

contract. In the event of any defects and deficiencies noticed during inspections, the same

shall be reported in writing by Architect to the Institute for taking necessary action in

accordance with the terms of the Agreement.

l) Certification of completion of work by the contractor(s).

m) During defect liability period of the contractor(s), if any defects pointed out, architect shall

have to render services for providing the list of defects and assist the Institute for getting the

defects rectified through the Contractor(s).

n) Certification for release of retention money/ security deposit to the contractor(s) after expiry

of defect liability period.

o) After completion of work, shall provide one set of built up drawing for use and record of the

Institute. The Institute shall be entitled to make use of all the drawings for the maintenance,

repair and alteration of any building or part of the project at any future date.

2. Payment terms:

Payment towards professional fees will be made in the following stages:

Retainer

On appointment/ Signing of Agreement/ Acceptance of

offer.

Rs. 5,000/- as advance.

Stage 1

On submitting Detailed Project Report

(DPR)/various options for execution of Structural

Strengthening, Repairing, Water-proofing &

Renovation work after carrying out thorough

feasibility study of the Premises along with

schematic implementation plan/ conceptual

designs/details/ drawings (as applicable) after

incorporation of Institute’s suggestions and

preliminary estimate cost for Budgetary purpose.

10% of the total fees payable

less advance paid earlier.

Stage 2

Upon Institutes approval of DPR/Concept

Design/Details/drawings/ Preliminary Estimate/

statutory approval if any required and preparation of

working drawings, specifications and schedule of

quantities sufficient to prepare estimate of cost and

preparation of tender documents.

10% of the total fees

payable

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Stage 3

On inviting, receiving and analysing tenders; giving

necessary technical support/advice to Institute for

selection/ appointment of contractor(s).

10% of the total fees

payable.

Stage 4

a. On submitting working drawings and details

required for commencement of work at site.

b. On progress of work and certification of

running bills of the contractor(s).

c. On Virtual Completion and certification of final

bill of the Contractor(s)

10% of the total fees payable.

35% to be paid in instalments consistent with the value of work on prorate basis.

10% of total fees payable.

Stage 5

On submitting Completion Report and complete set of

built up drawings.

5% of the fees payable.

Stage-6

After completion of the work and handing over and taking over of the complete work, balance payment to be released within 6 months of completion of work.

10% of total fees payable thus making total 100% of the fees payable.

Payment to the Architect would be made on stage to stage basis as mentioned above. The

percentage of the total fee as given there would be calculated on the cost as per the estimates

prepared by the Architect and approved by Institute, till the tendered cost is known. As and

when the tender cost is known the payments made to the Architect based on estimates as

aforesaid would be appropriately adjusted.

3. Tenure / Completion Period:

The project is to be completed in all respect within twelve (12) months from the date of receipt

of the engagement letter. Out of the total completion period, not more than three (3) months is

towards planning and preparation of tender documents & selection of contractor and nine (9)

months for execution. Architect has to plan accordingly and intimate the target/ milestone dates

for different activities to Infrastructure Committee of ICSI for timely completion of the project.

4. Compensation / Damages:

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If the performance of work/services is delayed beyond time, the ARCHITECT shall pay the

damages to THE INSTITUTE, an amount calculated at the rate of 0.25% of the total fees/charges

payable under the Contract for delay of every week or part thereof, and the INSTITUTE shall be

at liberty to deduct the said amounts from any amount due to ARCHITECT from the

INSTITUTE. The total amount of such compensation for delay shall, however, be limited to a

maximum of 10% payable under the contract. This is without prejudice to any other remedy

available to the INSTITUTE under the agreement.

5. Termination of Agreement:

The ICSI without prejudice to any other remedy for breach of T & C agreed upon, contract or if

Architect fails to discharge its obligation under the Agreement without sufficient ground or found

guilty for breach of condition(s) of the contract due to negligence, carelessness, inefficiency,

fraud, mischief and misappropriation or due to any other type of misconduct by the Architect or

by its staff or agent, by giving written notice of default, sent to the Architect, terminate this

Agreement in whole or in part:

a. If the Architect fails to deliver any or all the services or completes the work up to the

satisfaction of the Institute, within the time period(s) specified it the contract, or any

extension thereof granted by the ICSI.

b. If the Architect fails to perform any other obligations under the Agreement and

c. If the Architect, in either of the above circumstances, does not remedy his failure within

a period of 15 days (or such longer period as the ICSI may authorize in writing) after

receipt of the default notice from the ICSI.

d. Without any notice or on a notice period of maximum of 15 days.

e. Any pending or unresolved operational issues, performance, unpaid fees and any other

remedies shall be continued by the Architect during the period of the termination notice

and the same must be satisfied / completed before the Agreement is terminated. The ICSI

may also put in place any other Architect for carrying out the remaining work and

expenditure incurred on same shall be recovered from the defaulting Architect.

6. Deviation/ Inclusion from the Agreed Scope of Work:

Notwithstanding anything contained hereinabove, it shall always be open to the INSTITUTE to

deviate/exclude from the scope of the work to be rendered by the ARCHITECT under this

Agreement.

If the INSTITUTE wants to make some changes, addition or inclusion to the original scheme,

which is necessary for its proper execution involving extra services, expenses and/or extra labour

on the part of the Architect for making such changes or additions to the drawings, specifications

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or other documents, the Architect shall be compensated for such extra services as may be

mutually agreed.

7. Compliance of Law/ Rules:

The Architect shall ensure that it holds all necessary copyrights, license rights and other

proprietary rights required in respect of any device or method used by it while providing the

Services. The Architect shall indemnify and hold ICSI harmless from and against any liability,

penalty, cost or expense suffered or incurred as a result of Architect failing to comply with his

obligation/ compliance of law under the Agreement.

8. Confidentiality of Information:

During the term of this Contract and thereafter, all Confidential Information of the INSTITUTE

shall be maintained in the strictest confidence and trust and shall not be disclosed to a third party

without the prior written consent of the INSTITUTE, unless such information is required to be

disclosed in pursuance of the order of a competent court, tribunal or other regulatory authority

exercising valid jurisdiction, in which case the party required to make the disclosure shall

promptly notify the other Party in writing of such disclosure. For purposes of this Contract,

"Confidential Information" means information that: (i) is sufficiently secret to derive economic

value, actual or potential, from not being generally known to other persons who can obtain

economic value from its disclosure or use; and / or (ii) is the subject of efforts that are reasonable

under the circumstances to maintain its secrecy or confidentiality.

9. Force majeure:

The Parties (both the INSTITUTE and the ARCHIECT) shall not be liable for any failure to

perform, any of its obligations under this Contract if the performance is prevented, hindered or

delayed by a Force Majeure event (defined below) and in such case its obligations shall be

suspended for so long as the Force Majeure Event continues. Each party shall promptly inform

the other of the existence of a Force Majeure Event and shall consult together to find a mutually

acceptable solution.

"Force Majeure Event" means any event due to any cause beyond the reasonable control of the

Party, including, without limitation, unavailability of any communication system, sabotage, fire,

flood, explosion, acts of God, civil commotion, riots, insurrection, war, pandemic or acts of

government

10. If the ARCHITECT abandons the work in whole or in part or becomes incapacitated from acting

as the ARCHITECT as aforesaid, the INSTITUTE may make full use of all or any drawings and

designs prepared by the ARCHITECT.

11. The ARCHITECT will exercise all reasonable skill, care and diligence in the discharge of the

duties hereby covenanted to be performed by them and shall give such superintendence &

inspection of the said work as may be called for by the INSTITUTE to ensure that the work is

being executed in accordance with the working drawings and specifications aforesaid. In the

event of any defects and deficiencies noticed during inspections, the same shall be reported in

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writing by ARCHITECT to the INSTITUTE for taking necessary action in accordance with the

terms of the Agreement. The ARCHITECT will maintain the records regarding the stock of

materials supplied by THE INSTITUTE, if any and laboratory testing report of materials and

progress report to be submitted to THE INSTITUTE, as and when required.

12. The INSTITUTE (OWNER) shall be entitled to make use of all the drawings for the maintenance,

repair and alteration of any building or part of the project at any future date strictly in compliance

with Rules/Regulations/Bye-laws of respective local Regulatory Authority.

13. Arbitration & Jurisdiction:

In case of any dispute or difference arising in relation to meaning or interpretation of this

Agreement, the authorised Official of the INSTITUTE and the ARCHITECT will address the

disputes/differences for mutual resolution and failing which the matter shall be referred to the

Sole Arbitrator appointed by the Secretary, The Institute of Company Secretaries of India or his

nominee. The provisions of the Arbitration and Conciliation Act, 1996 will be applicable to the

arbitration proceedings. The venue of the arbitration shall be in New Delhi. The cost of the

Arbitration proceedings shall be shared equally by both the parties. The decision/award of the

Arbitrator shall be final and binding.

All disputes arising out of this work order are subject to the jurisdiction of Courts in New Delhi.

14. Complete Agreement:

The Tender and Agreement and all of its Attachments [and Annexures] constitute the complete

Agreement between the Parties and replace any written or oral Agreement or understanding with

respect to the subject matter. Changes, amendments or interpretations of this Agreement shall be

valid only if they are in writing and signed by both parties, except that each Party may make a

change of domicile or change of the name of the person to whom notifications shall be sent. This

notification shall be made through a written document to the other Party to this Agreement. The

matters, which are not specifically spelt out in this document, the construction of meaning and

interpretation thereof shall be provided by the INSTITUTE.

15. Non-Waiver:

Failure to exercise by the INSTITUTE of any right under this Agreement in one or more instances

shall not constitute a waiver of those rights in another instance. Such waiver by the INSTITUTE

of any of the rights established herein shall not be considered as a waiver of another right

established herein.

16. Notifications:

All notifications or notices related to this Agreement shall be made in writing and shall be

effective when they are delivered personally or sent by registered post to the addresses indicated

in this Agreement. Any change of Address should be notified.

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17. Indemnity:

The ARCHITECT FURTHER COVENANTS AND AGREES to indemnify and keep at all times

indemnified the INSTITUTE against any loss or damage that the INSTITUTE may sustain as a

result of the direct or indirect failure or neglect of the ARCHITECT to faithfully carry out its

obligations under this agreement and further to pay for all loses, damages, costs, charges and

expenses which the INSTITUTE may reasonably incur or suffer and to indemnify and keep

indemnified the INSTITUTE in all respects.

18. The payments made to Architect shall be subjected to Tax Deducted at Source under the Income

Tax Act, 1961 and other such applicable laws.

19. Interested parties may visit ICSI-CCGRT premise on any working day from 10.30 - 17.00 and

meet Director, ICSI-CCGRT to understand the above work.

Thanking you;

Yours faithfully,

Dr. Trupti Karkhanis

Director (ICSI-CCGRT)

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Annexure- 1

Technical information / inputs required to be provided by the Architects / Architectural firms

along with their applications for selection of Architect for Repairing, Structural Strengthening

and Renovation of Institute’s CCGRT building at Plot No. 101, Sector 15, Institutional Area,

CBD Belapur, Navi Mumbai – 400 614 over a plot area 21,000 Sq. Feets

(A) PARTICULARS:

1. Name of the Organisation

2. Address of Head Office and other branches, if any

3. Office Contact Details

4. Contact Person Details

(i) Name

(ii) Phone no.

(iii) Mobile no.

(iv) Email id

5. Whether partnership, proprietorship, private limited, LLP or public limited

6. Names and qualifications of Directors

7. No. of full-time employees who are Architects/ Civil Engineers with names

8. No. of full-time employees with names who are qualified in other branches of construction and

engineering

9. No. of qualified personnel acting as consultants to the organization – their names, qualification,

and experience

10. Year of registration with the Council of Architecture, validity of registration and confirm that

your registration is valid

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11. No. of projects completed (name of the client along with telephone numbers, e-mail ID of the

concerned person, project duration, project cost)

(i) Only Architectural consultancy

(ii) Architectural consultancy and supervision

(iii) Architectural, structural, interior, electrical, sanitary, landscaping & other services

consultancy

(iv) Same as (iii) above and project management consultancy (PMC)

12. Names of major Institutional buildings completed (if only part of project complex executed, give

names of other consultants, executing firms involved)

(i) Only Architectural consultancy

(ii) Architectural consultancy and supervision

(iii) Architectural, structural, interior, electrical, sanitary, landscaping & other services

consultancy

(iv) Same as (iii) above and project management consultancy (PMC)

13. Annual turnover for the last three financial years including branches if any

(i.e. 2016-17, 2017-18 & 2018-19)

14. Competitions won, if any for Designs

15. Details of Projects in hand – give date of initiation and expected date of completion, with an idea

of the physical size of the project

16. Value of single largest order – give details of the project

17. Total staff strength of the organization

18. In house Infrastructure available including branches.

19. Name of activities/areas outsourced

20. Liaising with the Govt. Bodies /Local Statutory Authorities for obtaining necessary approval

certificate/NOCs related to the projects (Yes/No)

21. Uncompleted projects details with the reasons

22. Any ongoing disputes (court cases) with clients

23. PAN Details (No. and date of registration)

24. GSTIN Details (No. and date of registration)

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25. Any other relevant details

(B) SELECTION CRITERIA AND STEPS TO BE FOLLOWED:

1. Eligibility Criteria for making application is as under:

a) Architects /architectural firms should have their Head Office or branch office or tie-up

collaboration with local Architect at Mumbai/Navi Mumbai for effective coordination,

periodic site supervision and pursuing the matter related to the project for obtaining

necessary approval /NOCs /Certificates from local statutory authorities or govt. Offices (if

any required).

b) Architects /Architectural firms should have average minimum annual turnover of Rs.

Twenty-Five (25.00) Lakhs in the last three financial years

(i.e. 2016-17, 2017-18 & 2018-19).

2. Commercial Bid of only technically shortlisted bidders will be opened.

3. Selection will be done considering competency, reputation and interest & ability to undertake

the project of ICSI with reasonable price for Professional service. The selection of architect to

be done on Weightage basis i.e. 50% weightage on technical evaluation and 50% weightage

on commercial. The format of evaluation is placed as Annexure – 1.1.

The Final evaluation to be done based on the following formula:

Bm= 0.5 (Tm) + 0.5 (Fn)

Fn= (F min / F off) x 100

Where,

[Bm] is total marks of the BIDDER in consideration

[Tm] is Technical Marks of the BIDDER in consideration

[Fn] is Normalized financial score of the BIDDER in consideration

[F off] is the offered price of BIDDER under consideration

[F min] is Minimum offered price of any BIDDER.

4. Discussion /Power point presentation by the shortlisted architects, if desired by ICSI.

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(C) COMMERCIAL / FINANCIAL BID:

Commercial / Financial bid in a separate sealed envelope is to be submitted for the

Professional fees with percentage basis.

The bidder has to quote rate inclusive of all i.e. cost of manpower, tools and tackles,

consumables, enabling services or any other arrangement required to be available for

providing effective service as per terms of the contract, statutory benefits to its manpower

and statutory taxes and duties except GST which is to be shown separately as per the

financial bid format. TDS will be deducted at prevailing rate.

Providing Architect services to

ICSI-CCGRT

------% age of Total

Project Value

* GST applicable will be paid extra.

*****

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Annexure-1.1

TECHNICAL EVALUATION CRITERIA

S.No. Criteria Maximum

Marks

#Bidders

Self

Marks

##Page

No. of the

Bid

Submitted

1 Organizational and Professional Strength 40

1.1 Experience of the firm as Architect/Structural

Rehabilitation Works

a) Up to 5 years – 2

b) More than 5 years - 5

5

1.2 Professional Strength of the Architect &

Structural Engineer who are Principal

Owner/Partner of the Applicant firm

(Marks to be awarded based on the personal

CV and experience)

10

1.3 Professional strength – Architects/ Engineering

Experts In-house

Architects employed with the applicant firm:

Architects (with B Arch/ M Arch/ BE / B Tech

/ ME / M Tech. degree or equivalent)

Marks ‘per employee’ with minimum 3 years’

experience - 1 mark

10

1.4 Professional Strength – Civil, sanitary, HVAC,

ELECTRICAL and Structural Engineering,

landscaping, interior

5

1.5 Type of the set up

a) Proprietorship – 2

b) Partnership/ Pvt. Ltd/Ltd. - 5

5

1.6 Use of advance Technology & Software 5

2 Experience of work 40

2.1 Execution of similar work i.e. Similar work

(i.e. Structural Strengthening, Repairing &

20

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Renovation of building of more than 20,000

Sq. ft.) completed in last 10 years

a) Up to 2 nos. - 10

b) 2 to 5 Nos. - 15

c) More than 5 nos. – 20

2.2 Similar work (i.e. Structural Strengthening,

Repairing & Renovation of building of more

than 20,000 Sq. ft.) in hand

a) Up to 2 nos. - 10

b) 2 to 5 Nos. - 15

c) More than 5 nos. – 20

20

3 Understanding the scope of work/ approach for

execution/presentation through power point

20

Total 100

# Bidder has to give Self Marks against each parameter.

## Mention Page no. which supports the Self Marks given by bidder.

ICSI-CCGRT, Plot No. 101, Sector 15, Institutional Area ...

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