CORRIGENDUM 1mphousing.in/Services/FlashFile/RFP 300 Bedded...Bidder/s may also talk to Mr. Anuj Pratap Singh E.E. M.P. Housing & Infrastructure Development Board, Morena on mobile

M.P. HOUSING & INFRASTRUCTURE DEVELOPMENT BOARD CIRCLE-

GWALIOR

CORRIGENDUM 1

Inviting Request for Proposal (RFP) for “ele tion of Architect/Hospital Planner for Preparation of DPR, Document for

Bid Process, Architectural Services, Project Structuring Services and

PMC servi es for the proposed 300 edded hospital at Morena M.P

(1st Invite)

With reference to MPHIDB tender notice published in newspaper on

date

14-02-2017 for the following works, the corrigendum in special conditions and dates is read as below:

Important Dates

Purchase of Tender End Date:* 15-02-2017 to 25-02-2017 17:00

Bid Submission End Date:* 27-02-2017 17:00

Technical Proposal Open Date:* 03-03-2017 16:00

Pre-bid Meeting Date: 23-02-2017

Technical Presentation at MPHIDB head office Bhopal 01-03-2017

DHC - Gwalior

MPHIDB

Corrigendum 1- Page 1 of 1


GWALIOR

CORRIGENDUM 2

Inviting Request for Proposal (RFP) for “ele tion of Consultant

Hospital Planner for Preparation of DPR, Document for Bid Process,

Architectural Services, Project Structuring Services and PMC

servi es for the proposed 300 edded hospital at Morena M.P

(1st Invite)

With reference to MPHIDB tender notice published in newspaper on

date

14-02-2017 for the following works, the corrigendum in special conditions and dates is read as below:

Important Dates

Purchase of Tender End Date:* 15-02-2017 to 28-02-2017 17:00

Bid Submission End Date:* 06-03-2017 17:00

Technical Proposal Open Date:* 07-03-2017 16:00

Technical Presentation at MPHIDB head office Bhopal 20-03-2017

DHC - Gwalior

MPHIDB



GWALIOR

CORRIGENDUM 3 Inviting Request for Proposal (RFP) for “Selection of Consultant

Hospital Planner for Preparation of DPR, Document for Bid

Process, Architectural Services, Project Structuring Services and

PMC services for the proposed 300 bedded hospital at Morena M.P”

(1st Invite) With reference to MPHIDB tender notice published in newspaper on

date 14-02-2017 for the following works, the corrigendum in special

conditions and dates is read as below:

DHC - Gwalior

MPHIDB


Amendments

RFP clause no. /

Page no. As RFP Amendment

Bid Data sheet

13/ Pg. no. 06 Purchase of Tender End date 02-03-2017 17:00

Tech 5:

Financial

Capability of

Consultant

Page no. 26

Annual Turnover (from consultancy

services)

Annual Turnover (from consultancy

services of hospital project)

2012-13 2013-14 2014-15 2013-14 2014-15 2015-16

Expert and

Inputs

Page no. 45 S. no. Particulars

Total

Experience S. no. Particulars

Total

Experience

8

Fire

Fighting

Engineer Not required 8

Fire

Fighting

Engineer 5 years

Annexure D

Terms of

Reference

Page no. 30

Under re-densification policy 2016 of

Govt. of Madhya Pradesh. Deleted

Request for Proposal (RFP)

For

“Selection of Consultants Hospital Planner for

Construction and Upgradation of 300 beded hospital

&Preparation of DPR, Hospital Planning, designing,

PMC services for the proposed Hospital at Morena

M.P”

MADHYA PRADESH HOUSING AND

INFRASTRUCTURE DEVELOPMENT BOARD

February 2017

“Selection of Consultant as Hospital Planner for Construction and Upgradation of 300 bed hospital &Preparation of DPR, Hospital Planning, designing, PMC services, for the proposed Hospital at Morena M.P”

2

Table of Contents

Annexure A: Bid Data Sheet (BDS) and Instructions to Consultants ............................. 5

Bid Data Sheet ............................................................................................................................... 5

Instructions to Consultant ............................................................................................................ 10

Annexure B: Technical Proposal Submission Forms ..................................................... 22

Tech 1: Covering Letter ............................................................................................................... 22

Tech 2: Project Detail Sheet ......................................................................................................... 23

Tech 3: Curriculum Vitae (CV) for Proposed Experts ................................................................. 24

Tech 4: Expert Team and Summary Curriculum Vitae ............................................................... 25

Tech 5: Financial Capability of Consultant ................................................................................. 26

Tech 6: Activity (Work) Schedule ............................................................................................... 27

Annexure C: Financial Proposal Submission Forms ...................................................... 28

Fin 1: Confirmation of acceptance of Conditions of Contract ..................................................... 28

Fin 2: Financial Proposal Quote ................................................................................................... 29

Annexure D: Terms of reference ...................................................................................... 30

Annexure E: Standard Contract Document .................................................................... 47

Section1: Form of Contract .......................................................................................................... 47

Section 2: General Conditions of Contract .................................................................................. 49

Section 3: Special Conditions ...................................................................................................... 55

Section 4: Terms of Reference ..................................................................................................... 57

Section 5: Schedule of Payment ................................................................................................... 58

Section 6: Performance Guarantee ............................................................................................... 59

MADHYA PRADESH HOUSING AND INFRASTRUCTURE DEVELOPMENT BOARD

CIRCLE -GWALIOR


3

MADHYA PRADESH HOUSING AND INFRASTRUCTURE

DEVELOPMENT BOARD

MAHARANI LAXMIBAI COMPLEX SECTOR-G DEEN DAYAL NAGAR GWALIOR (M.P.)

PHONE: 07512470009 FAX: 07512477664

WEBSITE: www.mphousing.in

MADHYA PRADESH HOUSING AND INFRASTRUCTURE DEVELOPMENT BOARD CIRCLE -GWALIOR

“Selection of Consultant as Hospital Planner for Construction and Upgradation of 300 bed hospital &Preparation of DPR,

Hospital Planning, designing, PMC services, for the proposed Hospital at Morena M.P”

5

Annexure A:Bid Data Sheet (BDS) and Instructions

to Consultants

1 Name of the Client:Madhya Pradesh Housing and Infrastructure Development Board (MPH&IDB),

2 Method of selection:Quality and Cost Based Selection (QCBS)

Financial Proposal to be submitted together with Technical Proposal: Yes

3 Title of Consulting Service is:“Selection of Consultant as Hospital Planner for

Construction and Upgradation of 300 bed hospital &Preparation of DPR, Hospital Planning,

designing, PMC services, for the proposed Hospital at Morena M.P”

Client Representative :

OFFICE OF THE DY. HOUSING COMMISSIONER


4 CIRCLE :Gwalior

PHONE : 07512470009

FAX : 07512477664

EMAIL : [email protected]

WEB : www.mphousing.in

5 Proposals must remain valid for 180days after the submission date indicated in this Bid Data Sheet.

6 The Consultant is required to include with its Proposal written confirmation of authorization / Power of Attorney to sign on behalf of the Consultant: Yes

Joint Ventures or Consortia are permissible: Yes.

7 Joint Venture will be allowed by forming a consortium of maximum three (3)

consultants including the Principal Consultant.

Bidders Eligibility Criteria: Applicable

General Requirements

a. Lead firm should be Hospital Planning firms, empanelled or non-empanelled

with MPHIDB operating since last proceeding 10 financial years.

b. Lead firm can have consortium with Architect,Structural Engineer & MEP

8 Consultants.

c. Lead Firm The firm must have valid Service Tax registration (A copy shall be

attached).

Technical Requirements

a. Average annual receipt from professional fee in preceding three financial years

should be :-


mailto:[email protected]

http://www.mphousing.in/



Minimum Rs. 1Crs (only from hospital project) (Audited Balance sheet and CA certificate to be furnished)

6

b. The Consultancy firm must have successfully completed thesimilarnature

ofproject in last five years. The consultant must have executed minimum

works mentioned below:- 1. The consultant must have successfully completed, 3 Hospitals of 200 beds.

(Average Contract value of three (3), hospital should not be less

than 50 crs)2. The consultant must have successfully completed, 2 Hospitals of 300 beds.

(Average Contract value of two (2), hospital should not be less

than 50crs )3. The consultant must have successfully completed, 1 Hospital of 500 beds

(Contract value of hospital should not be less than 50 crs)

In addition to above minimum criteria, the consultant must have successfully

completed, various hospitals inclusive of 1 private hospital of 300 bed

private), with a proof of overall1000 beds hospital ,work completed within

last five years.

Consultants should submit copies of Certificates from client (Govt. Or Private)

as documentary evidence for Experience of undertaking assignments of each

project of work completed or under execution.

The Consultant must submit one original copy of the Technical Proposal and one 9 original copy of the Financial Proposal. Financial Proposal shall include a percentage

based Quote in the format provided under Annexure C Fin – 2.

a) In case the bidder is a consortium, the bidder must submit a binding agreement in

Triplicate form executed by all the members of the consortium agreeing to inter alia

the following terms-

i. That the firms/ agencies agree to form a consortium and work jointly for the assignment.

10 ii.That they agree to be Jointly and severally responsible/liable for assignment iii. The Lead Firm/ agency whether as a sole entity or a member of a consortium

should be in existence for min 10 years as on date

11 Financial and Technical Proposals are to be submitted in separate sealed envelopes and then enclosed in a single sealed envelope.

Financial and Technical Proposals should be clearly marked ‘FINANCIAL (or 12 TECHNICAL) PROPOSAL FOR [Title of Consulting Service] – DO NOT OPEN

EXCEPT IN THE PRESENCE OF THE EVALUATION COMMITTEE’.

Cost of Tender Form: RFP documents are available for download at web site http://

www.mphousing.in. The Cost of tender form is Rs.10000/- which shall be payable in

13 form of Demand Draft in favor of The Executive Engineer, Madhya Pradesh Housing and Infrastructure Development Board, Division Morena payable at Morena issued by any scheduled/nationalized bank in India. During office hours between 15.02.2017 till 25.02.2017 at 17:00 Hrs.

14 Earnest Money Deposit (EMD) must be submitted. The amount of the EMD is


CIRCLE -GWALIOR

http://www.mphousing.in/


7

Rs.100000/- (Rs. One Lakh only). The EMD must be in form of form of Bank Draft in

favor of The Executive Engineer, Madhya Pradesh Housing and Infrastructure

Development Board, Morena payable at Morena issued by any scheduled/nationalized

bank in India. The duration for validity of EMD shall be 180 days.

15 Offers of only those bidders shall be opened whose cost of tender forms and EMD are

received in proper format.

16 A Performance Security of 2.5% of accepted Consultancy cost in form of Bank

Guarantee of any Nationalized Bank. Performance Security will released after

completion of defect liability period.

17 A Pre-proposal Conference will be held at the office of the Addl. Housing

Commissioner 2, MPHIDB,HO Bhopal on Dated 23.02.2017 and time 3:00 PM,

Bidder/s may also talk to Mr. Anuj Pratap Singh E.E. M.P. Housing &

Infrastructure Development Board, Morena on mobile no 9406912003 or any of

clarification of RFP documents prior to Bid Submission. Any request for clarification

must be sent in writing or by Fax to the address indicated in the Data Sheet prior to 10

days of the bid submission. All related correspondence exchanged by the Bidder/s

would also form part of the Proposal.

18 Bidders have to give presentation at MPHIDB Head Office, Bhopal on 01.03.2017

19 Proposals must be submitted not later than

Date: 27/02/2017 up to

Time: 17.00hrs

20 Address for submission of Proposals and opening of

Bids: Office of the Dy. Housing Commissioner

Housing and Infrastructure Development Board,

Gwalior (M.P.)

Pin - 474011

Tele: +91-0751-2470009 FAX: +91-0751-2477664

Email: [email protected] 21 Expected date for public opening of Technical

Proposals: Date: 03/03/2017

Time: 16:00hrs

22 Expected date for public opening of Financial Proposals (if Applicable) : [To be Notified]

23 Expected date for commencement of consulting services: [To be Notified] 24 Evaluation of the proposal will be based on the marks given below.


CIRCLE -GWALIOR

mailto:[email protected]


Technical Marking Criteria

8

S.N Criteria Score

1 Average annual receipt from theConsultant’s from professional fee in preceding 20

three financial years for hospital projects only.

A UptoRs.1 crore 12

B Above Rs.1 crore and uptoRs. 2 crores 03

C Above Rs.2 crores and uptoRs. 3 crores 03

D Above Rs. 3 crores 02

2 Approach and Methodology 50

Technical presentation of the project inclusive of concept design, Work program/ 50

Methodology, Work Plan and Innovativeness. (Slide show should be presented).

3 Personnel (CVs)** 20

A Team Leader (Hospital Planner) 07

B Senior Architect 03

C Structural Designer 02

D MEP Consultant 02

E Civil Engineer 01

F Design Electrical Engineer and BMS Expert (MEP) 01

G Biomedical Engineer 01

H Fire Fighting engineer 01

I HVAC Expert 01

J Plumbing and Firefighting Consultant 01

4 Company Profile / Experience 10

A Minimum 1000 bed hospital 06

B More than 1000 bed and upto 1200 bed hospital 02

C More than 1200 bed hospital 02

Total 100


CIRCLE -GWALIOR


9

* 80% marks will be allotted to each personnel for fulfilling the minimum Qualification and

experience as mentioned in this RFP. Upto20% marks will be provided for additional

qualification and experience (relevant to project) as per the client’s discretion. *For Evaluation of Technical Markingin Average annual receipt from the Consultant’s professional fee in preceding three financial years for hospital projects only will be as follows:

a) Single Bidder- 100% marks (i.e. 20 marks) b) Joint Venture with oneConsultant-

Principal Consultant-51% marks (i.e. 10.2 marks)

Associate Consultant-49% marks (i.e. 9.8 marks)

c) Joint Venture with two (2) Bidders- Principal Consultant-51% marks (i.e. 10.2 marks)

Associate Consultant 1-26% marks (i.e. 5.2 marks)

Associate Consultant 2 -23% marks (i.e. 4.6 marks)

Note : In order for your bid to be considered “Responsive” you must fulfill all conditions

listed in Items No 5, 6,8,9,10,11,12,13,14,15,17 and 18, of Bid Data sheet, where

applicable. NOTE : The Consultants Submitting RFP will be Further evaluated on the basis of Face- to-face

Technical Presentation(in Power Point form) followed by question- answer round by the

Evaluation Committee. The Consultants are expected to Briefly present their Proposals

focusing on the PMC’s Experience, Brief Concept Plan( probably a walk through for the proposed project), Proposed Methodology and work plan in response to TOR, The Key

personnel to be appointed, use of new technology/ concepts/parameters, etc, that will lead

to a International standard Medical Hospital


CIRCLE -GWALIOR


Instructions to Consultant

10

1. Introduction 1.1. The Consultant is invited to submit a Technical Proposal and

a Financial Proposal, or a Technical Proposal only, or a

Financial Proposal only, as specified in the Bid Data Sheet.

The Proposal shall be the basis for contract negotiations and

ultimately for a signed Contract with the selected Consultant.

1.2. The Consultant shall bear all costs associated with the

preparation and Submission of its Proposal and contract

negotiation.

1.3. The Client is not bound to accept any Proposal, and reserves

the right to annul the selection process at any time prior to

award of Contract without thereby incurring any liability to

the Consultant.

Eligible Consultant 1.4. A Consultant may be a private/govt entity as Partnership,

Proprietary, or a Company incorporated under Indian

Companies Act 1956, which is eligible as per the eligibility

criteria’s specified in the Bid Data Sheet.

1.5. Government-owned enterprises in India may participate as a

bidder only if they can establish that they: a) are legally and

financially autonomous, b) operate under commercial law,

and c) are not dependent agencies of MPH&IDB, UDED,

GoMP, MoUD, GoI.

1.6. A firm or individual declared ineligible by the Government

of India or GoMP or MPH&IDBor its departments and

subsidiaries shall be ineligible to provide consulting services.

1.7. Consultant shall provide such evidence of their continued

eligibility satisfactory to the Client, as the Client shall

reasonably request.

Disclosure 1.8. Consultants have an obligation to disclose any actual or

potential conflict of interest. Failure to do so may lead to

disqualification of the Consultant or termination of its

Contract.

1.9. Consultant must disclose if they are or have been the

subject of any proceedings (such as blacklisting) or other

arrangements relating to bankruptcy, insolvency or the

financial standing of the Consultant, including but not

limited to appointment of any officer such as a receiver in

relation to the Consultant’s personal or business matters or

an arrangement with creditors, or of any other similar

proceedings.

1.10. Consultant’s must disclose if they have been convicted of

or are the subject of any proceedings relating to:


CIRCLE -GWALIOR



11

a) a criminal offence or other serious offence involving the

activities of a criminal organization, or where they have

been found by any regulator or professional body to

have committed professional misconduct;

b) corruption including the offer or receipt of an

inducement of any kind in relation to obtaining any

contract, with MPH&IDB or any other donor of

development funding, or any contracting authority;

c) Failure to fulfill any obligations in any jurisdiction

relating to the payment of taxes or social security

contributions.

Anticorruption 1.11. A recommendation for award of Contract will be rejected if it

is determined that the recommended Consultant has directly,

or through an agent, engaged in corrupt, fraudulent,

collusive, or coercive practices in competing for the contract

in question or have not declared the necessary information as

per above Clause Disclosure 1.8, 1.9 & 1.10; in such cases

MPH&IDB will declare the Consultant ineligible, either

indefinitely or for a stated period of time and Consultants

will be blacklisted

Only one Proposal 1.12. Consultants may only submit one proposal. If a Consultant

submits or participates in more than one proposal, such

proposals shall be disqualified. This also prohibits the

inclusion of an individual expert, in more than one proposal.

2. Clarification of 2.1. Consultants may request clarification of any of the RFP

documents up to a specified number of days before the

RFP Documents

submission date as indicated in the Bid Data Sheet. Any

request for clarification must be sent in writing, including by

standard electronic means, to the Client’s Representative

whose address is provided in the Bid Data Sheet. The Client

will respond by standard electronic means within the period

specified in the Bid Data Sheet, and will send written copies

of the response (including an explanation of the query,

without identifying the source of inquiry) to all Consultants

who have formally indicated that they intend to submit a

Proposal. Should the Client deem it necessary to amend the

RFP as a result of a clarification, it shall do so following the

procedure set out under Clause 2.2.

Amendment in RFP 2.2. At any time before / not less than 2 days before the

Documents submission of Proposals, the Client may amend the RFP by

issuing an addendum in writing, including by standard

electronic means.

2.3. Any addendum will be uploaded on the website and will

directly be sent to all Consultants who have formally

indicated that they intend to submit a Proposal and will be


CIRCLE -GWALIOR



binding on them.

12

2.4. To give Consultant reasonable time in which to take an

addendum into account in preparing their Proposals, the

Client may, at its discretion, extend the deadline for the

submission of the Proposals, pursuant to Clause 5.32 and

5.33

3. Preparation of 3.1. The Proposal and all related correspondence exchanged

Proposals between the Consultant and the Client shall be written in the

Language of English language. Supporting documents and printed

literature that are part of the Proposal may be in another

proposals

language provided they are accompanied by an accurate

translation of the relevant passages in English (if the

Language is other than Hindi), in which case, for the

purposes of interpretation of the Proposal, the translated

version shall govern.

Cost of Bidding 3.2. The Consultant shall bear all costs associated with the

preparation and submission of its Proposal. The Client shall

not be responsible or liable for those costs, regardless of the

conduct or outcome of the bidding process

3.3. Alternative experts shall not be proposed, and only one

curriculum vitae (CV) may be submitted for each position as

specified in the Annexure D – TOR and Bid Data Sheet.

4. Full- 4.1. It is desirable that the Team Leader or expert proposed as

Team Leader is a regular full-time employee of the firm on

timeemployee

the date of submission of the Consultant’s Proposal.

a) is currently employed under a contract or agreement of

employment with the Consultant;

b) Has been employed by the firm for last 1 year

immediately preceding the date of submission of the

Proposal.

c) is entitled to receive regular remuneration and benefits

from the Consultant; and

d) Is engaged to work for the Consultant for the number of

hours per day and days per year considered the norm in

the country of employment or in the country in which

the person is assigned.

5. Instructions for 5.1. These instructions should be read in conjunction with

information specific to the consulting services contained in

submission of

the Covering Letter, Bid Data Sheet and accompanying

Proposal

documents.

Proposals must be received before the deadline specified in the

Bid Data Sheet. Proposals must be submitted to the address

specified on the Bid Data Sheet and delivered on or before the



13

time specified in the Bid Data Sheet.

Documents 5.2. Consultant shall submit simultaneously two sealed

comprising the envelopes, one containing the Technical Proposal and other

Proposal Financial Proposal, unless otherwise specified in the Bid Data

Sheet enclosed together in an outer single envelope. The

Technical Proposals will be opened at the date and time

specified in the Bid Data Sheet. The Financial Proposal will

remain sealed and will be held in custody by the client.

5.3. The original Financial Proposals for all qualifying Technical

Proposals will be opened in public at a date and time

specified in the Bid Data Sheet.

Technical Proposal 5.4. The Technical Proposal shall contain the following:

(see Annexure B) Section 1: Covering Letter, (Form Tech1);

Section 2: Experience/ Capacity of Firm to undertake tasks

including Eligibility Fulfillment with documentary evidence,

Service Tax and Income Tax Registration, Certificate of

Financial Capability (in Form Tech 5),Audited Balance

sheets with Auditors Reports for last three years,

Empanelment’s and Registrations of Consultant etc.;

Section 3: Project Detail Sheets (PDS) outlining previous

experience of the firm in similar projects for each type of

category mentioned in Bid Data Sheet completed during the

last Fiveyears (In PDS, please include only those projects

which are most relevant to the current assignment) (Form

Tech 2);

Section 4: Technical Response including general approach,

methodology, work plan, personnel schedule, Activity

Schedule(Form Tech 6) and qualifications to TOR, including

charts and diagrams;

Section 5: CVs of personnel to work on this project (in the

CV please include only those projects which are most

relevant to the current assignment), (Form Tech 3);

Section 6: List of proposed expert team and summary of CV

(Form Tech 4);

Section 7: Matters not appropriate in any other section. This

includes:

written confirmation authorizing the signatory of the

Proposal to commit the Consultant;

Letter of Authorization, disclosures, if any

Declaration of conflict of interest, if any.

Copy of the RFP duly signed by Authorized Signatory

as token of acceptance of all the Conditions under the

RFP.

Section 7 should not include any promotional material,


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14

brochures, etc. An authorized representative of the

Consultant shall initial allpages of the Technical Proposal.

5.5. No mention of your commercial response should be made

anywhere in the Technical Proposal, unless specified in the

Bid Data Sheet; non-confirmation will result in automatic

disqualification of the Consultant’s Proposal.

Financial Proposal 5.6. The Financial Proposal shall contain the following:

(see Annexure C) Section 1: Confirmation of acceptance of Conditions of

Contract(Form Fin 1);

Section 2:Quote/Pricingas specified in Bid Data Sheet using

prescribed formats (Form Fin 2)

5.7. An authorized representative of the Consultant shall initial

all pages of the Financial Proposal.

5.8. All activities and items described in your Technical Proposal

must be priced. For non-material omissions, any activities or

items described in the Technical Proposal but not priced shall

be assumed included in the prices of other activities or items.

Submission 5.9. Consultants are expected to carefully review the contract

Instructions provisions attached in the RFP for preparation of their

Technical and Financial Proposals.

5.10. The Consultant shall submit both Technical and Financial

Proposals using the appropriate submission sheets provided

in Annexure B: Technical Proposal Submission Forms

and Annexure C: Financial Proposal Submission Forms.

These forms must be completed without any alteration to

their format, and no substitutes will be accepted. All fields

shall be completed with the information requested.

5.11. Consultants are required to submit their Technical and

Financial Proposals in hard copy, as specified in the Bid Data

Sheet. The number of hard copies to be submitted is


Taxes 5.12. The Consultant may be subject to taxes (such as: Income tax,

fringe benefit tax, value added tax, sales tax, duties, etc) on

amounts payable by the Client under the Contract. All such

taxes are to be included in the fees quoted by the consultant

except Service Tax which will be paid extra as applicable

time to time over and above the fees quoted.

Proposal prices 5.13. All prices should be valid for the duration specified in the

Bid Data Sheet.

5.14. All prices quoted should be inclusive of the price structure if


5.15. Prices quoted by the Consultant shall be fixed during the


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15

Consultant’s performance of the Contract and not subject to

variation on any account, unless otherwise specified in the

Bid Data Sheet or Standard Contract Document.

Currency of the 5.16. Proposal prices shall be quoted in Indian Rupees

Proposal

Proposal validity 5.17. Proposals shall remain valid for the period specified in the

Bid Data Sheet commencing with the deadline for

submission of Technical and Financial Proposals as

prescribed by the Client.

5.18. A Proposal valid for a shorter period shall be considered non-

responsive and will be rejected by the Client.

5.19. In exceptional circumstances, prior to the expiration of the

proposal validity period, the Client may request Consultant

to extend the period of validity of their Proposals. The

request and the responses shall be made in writing. A

Consultant may refuse the request. A Consultant granting the

request shall not be required or permitted to modify its

Proposal.

5.20. During the Proposal validity period, Consultant shall

maintain the availability of experts nominated in the

Proposal. The Client will make its best effort to complete

negotiations within this period.

Format and Signing 5.21. These instructions should be read in conjunction with

of Proposals information specific to the assignment contained in the Letter

of Invitation, Bid Data Sheet, Annexure D – Terms of

Reference, Annexure E – Standard Contract Documentsand

other accompanying documents.

5.22. Technical Proposals (as specified in the Bid Data Sheet)

shall be placed in an envelope clearly marked ‘TECHNICAL

PROPOSAL’.

5.23. The Technical Proposal and Financial Proposals shall be

submitted in Hard Copy only

5.24. The Financial Proposal shall be placed in an envelope clearly

marked‘FINANCIAL PROPOSAL’

5.25. These two envelopes should be sealed separately. If the

Financial Proposal is enclosed in the envelope marked

‘Technical Proposal’, and vice versa, or is not sealed as per Clause 5.30, the Proposal will be rejected.

5.26. The Technical and Financial Proposals shall be typed or

written in indelible ink and shall be signed by a person duly

authorized to sign on behalf of the Consultant. This

authorization shall consist of a written confirmation and shall

be attached to the Technical Proposal. The name and position



16

of each person signing the authorization must be typed or

printed below the signature. All pages of the Proposal, except

for non-amended printed literature, shall be signed or

initialed by the person signing the Proposal.

5.27. Any iterations, erasures, or overwriting shall be valid only if

signed or initialed by the person signing the Proposal.

5.28. All bids must contain original copies of the Technical and the

Financial Proposal as described in the Bid Data Sheet.

Sealing and marking 5.29. The Original EMD instrument, DD for Document fees,

ofProposals envelopes containing the Technical and Financial Proposal shall be sealed in an outer envelope. This outer envelope

shall be sealed, and signed over the seal, and will be clearly

labeled with and as per the instructions in Bid Data Sheet:

i. Title of Consulting Services;

ii. RFP Number;

iii. Deadline for Submission; and

iv. Address of the Consultant

In addition, envelopes shall bear the following directions:

v. Address for submission of Proposals as specified in the

Bid Data Sheet.

vi. On outer envelope containing Technical and Financial

Proposals: ‘DO NOT OPEN EXCEPT IN THE

PRESENCE OF THE EVALUATION COMMITTEE’. vii. On inner envelopes containing the Technical proposal:,

‘DO NOT OPEN BEFORE ________ (insert date and

time for the opening of Technical Proposals as specified

in the Bid Data Sheet)’; and

viii. On inner envelopes containing the Financial Proposal:

‘DO NOT OPEN UNTIL THE OPENING OF

FINANCIAL PROPOSALS’

5.30. If any envelope is not sealed and marked as instructed, the

Client will assume no responsibility for the misplacement or

premature opening of envelopes.

Deadline for 5.31. Proposals must be submitted to the address specified on the

submission Bid Data Sheet and delivered on or before the time specified

ofProposals in the Bid Data Sheet.

5.32. The Client may, at its discretion, extend the deadline for the

submission of Technical and Financial Proposals by

amending the RFP in accordance with Clause 2.2, in which

case all rights and obligations of the Client and Consultant

subject to the previous deadline shall thereafter be subject to

the deadline as extended.




17

5.33. From the time the Proposals are opened to the time the

Contract is awarded, the Consultant should not contact the

Client on any matter related to its Technical and/or Financial

Proposal. Any effort by Consultant to influence the Client in

the examination, evaluation and ranking of Proposals, and

recommendation for award of Contract, may result in the

rejection of the Proposal.

Late Proposals 5.34. The Client will not consider any Proposal that arrives after

the deadline prescribed by the Client for submission of

Proposals in the Bid Data Sheet. Any Proposal received after

the respective deadline for submission shall be declared late,

rejected, and returned unopened to the Consultant.

Withdrawal 5.35. A Consultant may withdraw its Proposal after it has been

Proposals submitted by sending a written Withdrawal Notice, duly

signed by an authorized representative, and including a copy

of the authorization document. The Withdrawal Notice must

be:

a) submitted in accordance with Clause 5.30 and the

respective envelopes shall be clearly marked

‘WITHDRAWAL’; and

b) Received by the Client prior to the deadline prescribed

by the Client for submission of Proposals.

5.36. Proposals that are withdrawn in accordance with Clause 5.36

shall be returned unopened to the Consultant.

5.37. No Proposal shall be withdrawn in the interval between the

deadline for submission of Proposals and the expiration of

the period of Proposal validity specified in the Bid Data

Sheet or any extension thereof, except in the case of a

request by the Client to extend the Proposal validity.

6. Opening 6.1. The Client will open Technical Proposals in the presence of

Consultant’s representatives who choose to attend, at the

Proposals

address, date and time specified in the Bid Data Sheet.

Opening of 6.2. First, envelopes marked ‘WITHDRAWAL’ will be opened,

Technical Proposals read out, and recorded, and the envelope containing the

corresponding Technical and Financial Proposals will not be

opened, and will be returned unopened to the Consultant. No

Proposal shall be withdrawn unless the corresponding

Withdrawal Notice contains a valid authorization to request

withdrawal and is read out and recorded at the opening of

Technical Proposals

6.3. All remaining envelopes holding the Technical Proposals

shall be opened one at a time, and the following read out and

recorded:

I. The name of the Consultant; and


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18

II. Any other details as the Client may consider

appropriate.

6.4. Only Technical Proposals read out and recorded at Proposal

opening shall be considered for evaluation. No Proposal shall

be rejected at the opening of Technical Proposals except for

late Proposals, in accordance with Clause 5.35.

6.5. The Client shall prepare a record of the opening of Technical

Proposals that shall include the name of Consultant and

indicate whether there is a withdrawal. The Consultant’s

representatives who are present will be requested to sign the

record. The omission of a Consultant’s signature on the

record shall not invalidate the contents or effect of the

record. A copy of the record will be distributed to all

Consultants in writing or through standard electronic means.

6.6. Technical Proposals which are rewarded the minimum

qualifying marks according to the evaluation criteria

provided in Clause 7.7 and 7.8 below shall qualify for

opening of Financial Proposals.

Opening of 6.7. The Financial Proposals of all non-qualifying Consultant will

FinancialProposals be returned unopened after signing of the Contract with the

winning Consultant.

6.8. Under QCBS, all Consultants with qualifying Technical

Proposals shall be informed in writing, or through standard

electronic means, of the date and place for public opening of

their Financial Proposals. Consultant’ attendance at the

opening of Financial Proposals is optional.

6.9. At the public opening of Financial Proposals, the Financial

Proposals of all qualifying Technical Proposals shall be

opened one at a time by the Client and the following read out

and recorded:

i. the name of the Consultant;

ii. Fees Quoted; and

iii. Any other details the Client may consider appropriate.

6.10. Only Financial Proposals read out and recorded at the

opening of Financial Proposals shall be considered for

evaluation. No Proposal shall be rejected at the Financial

Proposal opening.

6.11. The Client will prepare a record of the opening of Financial

Proposals. The Consultant’ representatives who are present will be requested to sign the record. The omission of a

Consultant’s signature on the record shall not invalidate the

contents or effect of the record. A copy of the record shall be

distributed to all Consultants in writing or through standard

electronic means.



19

6.12. All Financial Proposals shall be scrutinized for any non-

conformity, and modifications, if any, shall be made in

accordance with Clause 7.5.

7. Evaluation of 7.1. Information relating to the examination, evaluation,

comparison, and post qualification of Proposals, and

Proposals

recommendation of Contract award, shall not be disclosed to

Consultant or any other persons not officially concerned with

such processes until information on Contract award is

communicated to all Consultant.

Undue influence 7.2. Any attempt by a Consultant to influence the Client in the

examination, evaluation, comparison, and post-qualification

of the Proposals or Contract award decisions may result in

the rejection of its Proposal.

Clarification of 7.3. To assist in the examination, evaluation, comparison and

Proposals post-qualification of proposals, the Client may, at its

discretion, ask any Consultant for a clarification of its

Proposal. Any clarification submitted by a Consultant that is

not in response to a request by the Client shall not be

considered. The Client’s request for clarification, and the

response, shall be in writing. No change in the prices or

substance of the Proposal shall be sought, offered, or

permitted, after the opening of Financial Proposals, except to

confirm the correction of arithmetic errors discovered by the

Client in the evaluation of the Proposals, in accordance with

Clause 7.5, if required.

Non-conformities, 7.4. The Client may waive any non-conformity or omission in a

Errors and technically qualifying Proposal that does not constitute a

material deviation.

omissions

7.5. The Client will correct arithmetical errors during evaluation

of Financial Proposals on the following basis:

a. if there is a discrepancy between the unit price and the

total price that is obtained by multiplying the unit price

and quantity, the unit price shall prevail and the total price

shall be corrected, unless in the opinion of the Purchaser

there is an obvious misplacement of the decimal point in

the unit price, in which case the total price as quoted shall

govern and the unit price shall be

b. if there is an error in a total corresponding to theaddition

or subtraction of subtotals, the subtotals shallprevail and

the total shall be corrected; and

c. if there is a discrepancy between words and figures, the

amount in words shall prevail, unless the amount

expressed in words is related to an arithmetic error, in

which case the amount in figures shall prevail subject to

(a) and (b) above.


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20

7.6. If the winning Consultant does not accept the correction of

errors, its Proposal shall be disqualified

Evaluation of 7.7. The evaluation committee shall evaluate the Technical

Technical Proposals Proposals on the basis of pre-set criteria as outlined in the

Bid Data Sheet.

Qualification of 7.8. After the technical evaluation is completed, under QCBS the

Technical Proposals Client shall notify, in writing, Consultant whose Technical

Proposals receive a mark of 60%or higher, indicating the

date, time, and location for opening of Financial Proposals.

Evaluation of 7.9. Quality and Cost Based Selection (QCBS) method is used:

Financial Proposals a. To allow comparison on a common basis, each Financial

Proposal will be carefully scrutinized and an Estimated Total

Fees (ETF) will be determined.

The Financial Proposal with the lowest ETFwill receive the

maximum score of 100 marks. The score for each other

Financial Proposal will be inversely proportional to its ETF

and will be computed as follows:

Sf = 100 x Fm / F where:

Sf is the financial score of the Financial Proposalbeing

evaluated,

Fm is the ETF of the lowest priced Financial Proposal,

F is the ETF of the Financial Proposal under

consideration.

b. Following completion of the evaluation of Technical and

Financial Proposals, the final ranking of the Proposals will

be determined. This will be done by applying a weight of

0.80 (80%) and 0.20 (20%) respectively to the technical and

financial score of each evaluated qualifying Technical and

Financial Proposaland then computing the relevant combined

total score for each Consultant.

7.10. The highest ranked Consultantbased on the cumulative

technical and financial evaluation ranking will be invited for

negotiations.

7.11. Financial Proposals are expected to be within the budget, if


Client’s right to 7.12. The Client reserves the right to accept or reject any Proposal,

accept any Proposal, and to annul the bidding process and reject all Proposals at

and to reject any or any time prior to Contract award, without thereby incurring

any liability to the Consultant.

all Proposals

8. Award 8.1. Prior to the expiration of the Proposal validity period, the

Client shall notify the successful Consultant(s), in writing,

ofContract

that its Proposal has been accepted. At the same time, the

Client shall notify all other Consultant of the results of the


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21

bidding.

Notification 8.2. Until a formal Contract is prepared and executed, the

notification of award shall constitute a binding Contract.

Negotiations 8.3. The successful Consultant will be informed in writing of the

date, place and time for negotiations/clarifications, if any.

Representatives conducting negotiations on behalf of the

Consultant must have written authority to negotiate and

conclude a Contract.

8.4. The successful Consultant will confirm in writing its

participation in negotiations and ability to adhere to its

Technical and Financial Proposals within five (5) days of

receiving the notice in accordance with Clause 8.3.

8.5. Negotiation will include both technical and financial

negotiation, depending on the needs of the Client.

Availability of 8.6. The Consultant shall confirm the availability of all personnel

personnel as indicated in its Proposal.

8.7. The Client will not consider substitutions during contract

negotiations unless both parties agree that undue delay in the

selection process makes such substitution unavoidable, or for

reasons such as death or medical incapacity. Any proposed

substitute shall have equivalent or better qualifications and

experience than the original candidate and must be submitted

to the Client within the period of time specified in the Letter

of Invitation to negotiate.

8.8. Failure to meet either of these requirements may result in

disqualification.

Signing Contract 8.9. Promptly after notification, the Client shall send to the

successful Consultant the Contractand the Special Conditions

of Contract (draft attached in this RFP)

8.10. Pursuant to negotiations, the successful Consultant shall

sign, date, and return the Contract, along with necessary

supporting documents, to the Client.

8.11. All formalities of negotiation and signing of contract will be

completed within twenty-five (25) days of notification of

award.

Start date 8.12. The Consultant is expected to commence the Services on the

date and at the location specified in the Bid Data Sheet.


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22

Annexure B: Technical Proposal Submission Forms

Tech 1: Covering Letter [Location, Date]

To: [Name and address of Client]

Subject: - Technical Proposal for [Insert title of assignment]

Dear Sir / Madam We, the undersigned, offer to provide the Consulting Services for [Insert title of

assignment] in accordance with your Request for Proposal dated [Insert Date] and our

Proposal. We are hereby submitting our Proposal, which includes theTechnical Proposal

and a Financial Proposal sealed under a separate envelope.

We hereby declare that we have read the Instructions to Consultant included in the RFP, and

abide by the same, and specifically to conditions mentioned [In case of any declaration,

reference to concerned document attached must be made].

We hereby declare that all the information and statements made in this Proposal are true

and accept that any misleading information contained in it may lead to our disqualification.

We confirm that all personnel named in the tender will be available to undertake the

services. We undertake, if our Proposal is accepted, to initiate the Consulting Services related to the

assignment not later than the date indicated in the Bid Data Sheet.

We understand you are not bound to accept any Proposal you receive.

Yours faithfully,

Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address: Contact No: E mail id:


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Tech 2: Project Detail Sheet

23

Using the format below, provide information on each reference assignment for which your

firm/entity, either individually as a corporate entity or as one of the major companies

within an association/JV, was legally contracted.

Category: [insert similar assignment category as specified under Eligibility and

evaluation criteria mentioned in Bid Data Sheet]

Assignment Name: Cost of Project (construction) (INR):

Country: Start date (month/year):

City: Completion date (month/year):

Name of Client: Address of the Client:

Tel:

Email:

Total No of staff-months of the assignment: Value of Consultancy Services Received

(INR):

No. of Staff Months Provided by Firm: Value of Consultancy Services Received by

the firm (INR):

Name and Address of Associated Firm (if any):

No. of Staff Months provided by Value of Services provided by Associated

Associated Firm: Firm (INR):

Narrative description of Project:

Description of actual services provided by your staff in the assignment:

Note: Attach the certificate from the client as documentary evidence with each Project

Detail Sheet. Project without certificate will not be considered for evaluation purpose.




Tech 3: Curriculum Vitae (CV) for Proposed Experts

1 Proposed Position

2 Name of Personnel

3 Name of the firm

4 Date of Birth

5 Nationality

6 Educational Qualifications (Indicate

college/university and other specialized

education of staff member, giving names of

institutions, degrees obtained, and dates of

obtainment)

7 Employment Record (Starting with present

position, list in reverse order every

employment held.)

8 Membership of Professional Associations:

9 Languages (For each language indicate

proficiency: good, fair, or poor in speaking,

reading, and writing)

10 Tasks assigned [List all tasks to be

performed under this assignment]

11 List of projects on which the Personnel has

worked (Work Undertaken that Best

Illustrates Capability to Handle the Tasks

Assigned in 10)

Name of assignment or project:

Year:

Location:

Client:

Main project features:

Positions held:

Activities performed:

24

Certification: I, the undersigned, certify that this CV correctly describes myself, my qualifications and

my experience. Place: __________ [Signature of staff member or authorized signatory of the

Consultant] Full name of authorized signatory: Date: __________


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25

Tech 4: Expert Team and Summary Curriculum Vitae

Furnish a summary of the CVs provided in format below. The information in the summary shall

be precise and accurate. The information in the summary will have bearing on the evaluation of

the CV

S Name of Name of the Qualifica Total Experience No. of Date

N Proposed Firm tions Experience in Building Similar/ Of

Expert (Capacity) Projects Relevant Birth

Projects

1

2

3

4

6

7

8

9

Note: The Bidder shall fill the above summary with best of his discretion. The client, if

required, may ask for the documentary evidence related to Age, Qualifications, Experience

and year of working with firm at any stage of the project for any professional listed by

bidder.


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Tech 5: Financial Capability of Consultant

26

Name of Consultant Annual Turnover (from consultancy services)

2012-13 2013-14 2014-15 Total Average

Certificate from the Chartered Accountant

This is to certify that _____________________________ has received the payments shown

above against the respective years on account of professional fees.

Name of the Audit Firm:

Seal of the audit

firm Date:

Signature:

Name :

Designation:

Note: Attach Audited Balance sheets with Auditors Reports for last three years as

Documentary evidence in Support



Tech 6: Activity (Work) Schedule

S no. Item of Activity Month wise Program (in form of Bar Chart)

(work)

[1st

, 2nd

, etc. are months from the start of assignment]

1st 2nd 3rd 4th 5th 6th

27


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28

Annexure C: Financial Proposal Submission Forms

Fin 1: Confirmation of acceptance of Conditions of Contract

[Location, Date]

To: [Name and address of Client]

Subject: - Financial Proposal for [Insert title of assignment]

Dear Sir

We, the undersigned, offer to provide the Consulting Services for[Insert title of assignment]in

accordance with your Request for Proposal dated [insert date]. We are hereby submitting our

Financial Proposal.

We confirm that we accept the Conditions of Contract provided in the Request for Proposal.

Our financial proposal shall be binding upon us subject to the modifications resulting from

contract negotiations, up to expiration of the validity period of the Proposal (180 Days from

Proposal Due Date PDD) i.e., [insert date].

We understand you are not bound to accept any Proposal you receive.

Yours faithfully,

Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address: Contact No: E mail id:


CIRCLE -GWALIOR



Fin 2: Financial Proposal Quote

29

Project Title:” Selection of Consultant with Hospital Planner for Construction and

Upgradation of 300 bed hospital with Preparation of DPR, Hospital Planning & Design and

PMC services, for the proposed Hospital at Morena M.P”

Financial Quote*

S.N Consultancy Services Amount Amount

%(Percentage) %(Percentage)

in Figures in Words

Percentage of Total cost of project for ““Selection of

Consultant as Hospital Planner for Construction

and Upgradation of 300 bed hospital &Preparation

1 of DPR, Hospital Planning, designing, PMC

services, for the proposed Hospital at Morena

M.P”“ all taxes, duties, cessetc. but excluding

service tax. Cost of Project approximately INR 50.00

Crs.

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

Contact No:

E mail id:

Note:

1. Please indicate Amount in Figures and Words– excluding service tax

2. The basis for payment for stages in the Preparation of DPR, Architecture

Services,Project Structuring Services, Bid Process Management and PMC services will

be evaluated as % of Actual Cost of Construction. Initially it will be evaluated as per

Estimated Project Cost of DPR and once the tender is finalized then as per Tendered

Project Cost.


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Annexure D: Terms of reference

Background

30

It is proposed to engage highly qualified Consultants for Preparation of DPR, Architectural

Services, Preparation of Tender Document and Bid Process with proven relevant experience for

providing similar consultancy services for the construction of the following works Under Re-

densification Policy 2016 of Govt. of Madhya Pradesh.

Morena district hospital is functioning as a primary source of health services for the

peoples of Morena.

Existing hospital is of 50 bedded and it is planned to expand the existing hospital

building to 300 bedded hospitals with all modern/facilities services in the same campus.

The EMPLOYER will be the Executing Agency for this project. The work will be executed as

deposit work by MPH&IDB which is a premier agency engaged in construction of buildings for

the State Government in Madhya Pradesh). The project is to be executed by selecting a

bidder/Contractor for the complete construction of the proposed development including Civil,

Structure, interior & furniture, electrification, plumbing, sanitary, acoustic, Lift, HVAC, IBMS,

CCTV, Access Control, PA System, Firefighting, Water harvesting, Landscaping, Graphic

signage and Sewage and garbage disposal systems and external development, water connection

plan from Municipal Corporation and complete design for the land development.

Broad Scope of Works

The consultant is required to provide services for each major areas. Consultant has to undertake

the assignment as per the Re-densification Policy 2016 of Govt. of Madhya Pradesh. The

Consultant shall function as

(1) Design Consultant: To do detailed Engineering/Design Surveys, obtain approval from

competent authorities for any permission related to the work, preparation of detailed

layout plan of complete scheme, design and prepare conceptual/working drawings,

elevation proposals with 3D modeling & renders for Architectural, Structural & other

allied services, preparation of Detailed Cost Estimate, Bill of Quantities (BOQ), Bid

Documents and Technical Specifications for all works. Consultant shall also do the Bid

Process Management for selection of bidder.

1. Detailed Scope of Works The Project is divided into sixstages. The stage wise detailed scope of works is described below:

Stage 1: Techno-Commercial Study

General 1. Study and understand the Re-densification Policy 2016 of Govt. of Madhya Pradesh to

follow the guidelines in undertaking the assignment.




31

2. The Consultant Firm shall provide comprehensive consultancy services in project

conceptualization covering space utilization, keeping in view with the FAR available out

of the total plot area, feasibility study w.r.t structural safety & other statutory issues.

Functional and equipment requirements and shall integrate both existing & proposed

building as single unit. Shall prepare preliminary project report, project cost estimation,

detailed architectural engineering and service design, detailed project report, preparation

of bid document, draft NITs etc. 3. The design consultancy will cover mainly but not restricted to the following:

ration of reports in regard to site survey and if required soil investigation.

engineering disciplines that will include electrical, sanitary and plumbing, heating

ventilation and air-conditioning, equipment planning, fire detection and fighting, gas

manifold, interior design, landscaping, site development and signage.

SPECIFIC ACTIVITIES The consultants will submit the following submittals for the works as mentioned

under the scope of works above. The submittals shall be for each type of health

facility and related buildings at each of the sites.

Discussion with users at their places for requirement should be done for which

minutes of meeting and other report are to be given.

Site survey/site plans

The consultant will visit the sites for visual assessment of the site and the surroundings. The

survey findings will have to be backed up by photographs. Site survey including the soil

investigation reports (if required) along with the site plan indicating the physical dimensions

of sides and diagonals and the existing location of structures if any, adjoining properties,

existing trees, natural drainage, sub-soil water level, any electrical lines, sewers or drains that

may be passing through or near the site, orientation including north direction will be

documented for the above mentioned sites in A3/A2 sheet size format.

Project report

Preparation of project report for each type of health facility and related buildings at

each site that will include:

Executive summary

Project description, scope, and narrative These sections will serve to summarize and clarify the proposed design and program for

a health facility including staff housing. In addition to stating facts of the project, they

should also illuminate the goals and concept behind the process used for arriving at

these facts.

Sizing and utilization of space

This will take into account programmatic and functional needs as they relate to room

size, basic equipment, furniture, circulation, structural, mechanical, electrical,

medical equipment and space requirements that must be included in a health facility

including Staff Housing.




Diagrammatic plans

32

These plans will illustrate how the sizing and utilization of space works as an actual

building plan resulting in most efficient, effective spatial relationships both

horizontal and vertical.

Preparation of different concept plan of various department which include

Medical Administration Department, OPD, Maternity Department, ICU,

Accidental and Emergency Department with proper integration between

the departments. Optimize use of OPD to be designed keeping in mind least travel distance

for investigation. Proper designing of crowd control mechanism. Optimize utilization of travel distance from various work station keeping in mind the

doctors chamber, paramedical staff and medical equipment requirement.

Site analysis and use plan The purpose of site analysis is to inventory and analyze the natural and

human imposed conditions of the site to determine the development constraints and opportunities. The process will include:

Collecting and reviewing of site restrictions if any as pertaining to site

utilization capacities.

Review of local traffic conditions, and analysis of how they affect site access,

exiting, and circulation.

Review of existing site information, including surveys and geo-technical

information, to determine constraints or opportunities afforded by site size, shape, or condition.

Site visits, for visual assessment and photographs of both the actual site as well as

its surroundings.

Stage 2: Preparationof Concept design and Site plan This will include:

elevations and sections.

codes and practices.

other

services.

MPHIDB

or its assignees and compliance to the remarks raised shall be carried out in

shortest period. All the design parameters relating to above shall be included in

the project report.

Stage 3: Preparation of Detailed Project Report

1. Study of client's requirements and site visit to understand the project and to give a

presentation of various scope of work to be carried out.


CIRCLE -GWALIOR


33

2. Prepare report on site evaluation.

3. Timely preparation of detailed design and drawings of the whole scheme including

Plans, Sections, Elevations, 3D views / Walk through,etc. for the architectural, structural

and allied services.

4. Assist MPHIDB in obtaining statutory approval of local/govt. authorities i.e. Urban

Development & Environment Department, M.P. Pollution Control Board, N.G.T., Nagar

Nigam T&CP, Electricity board, Fire department, Lift safety etc. Statutory Payments

required to be made to local/govt. department will be done by MPH&IDB.

5. Preparation of Preliminary budget estimates for review and administrative approval.

Preparation of detailed cost estimates, Bill of Quantities (BOQ) and specifications. This

will include Rate analysis of all the items on the basis of CPWD/MORTH and latest

PWD schedule of rates and for items not covered by PWD SOR, on the basis of market

rate with supporting documents in the standard format/pattern. 6. Consultant has to prepare the Detailed Project Report in accordance with the Re-

densification Policy 2016 of Govt. of Madhya Pradesh and get it approved by Urban

Development and Environment Department, M.P.

7. Preparation of Detailed Project Report on the basis of various proposed schemes.

Preparation of Submission drawings. 8. Discussing with the client and making necessary changes in plans. 9. Prepare complete Architectural(regarding electrical services, Furniture,

Interior,Operation theatres, Medical equipment’s, Medical gas pipeline, CSSD, Firefighting ,HVAC, LV Systems, HIS, Public Address System, CCTV Surveillance,

electronicdigital display of on duty doctors and staff BMS, sanitary, etc.), and

servicesdesign & drawings, working details, schedules, specifications including

HVACsystem , sanitary and plumbing details, Medical gas system, BMS, CSSD,

kitchensystem and catering, Housekeeping, Laundry System, communication

andnetworking plan, Data storage and analysis research, Wi-Fi, internet at

specificstations, call system, fire detection, Fire protection and fighting systems,

watersupply and sewerage details, Solid waste water management(SWM), including

Biomedicalwaste management, Incinerators, Detailed Furniture layout for all units andits

specification, Medical equipment layout plan and details, Electrical layout anddetails,

integration of all systems and services, Specialist services like audio- video,IT and

Intelligent Management system, Operating Workflows and systems, Securitysystem,

schedule of finishes, bill of quantities as per PWD Schedule of rates todescribe the whole

project adequately and get them approvedfrom the client and various authorities

concerned such as Directorate of Town and Country Planning, Municipal Corporation,

Pollution Control Board / State Environment Impact Assessment Authority / State Expert

Appraisal Committee etc. in accordance with the existing legislation, rules, regulations,

codes and standards. 10. Consultant shall insure that all design and drawing are prepared in accordance with

relevant by-laws of statutory authority, Indian Electricity act and Indian standard

specification. All structural design shall be got vetted by structural Engineering

department of MANIT, Bhopal or any other reputed engineering collage suggested by

MPH&IDB. All structural drawings shall be provided to the contractor/employer and




34

with specific certificate that the “design being provided is earthquake resistant and

safe and is in accordance with the up to date and relevant ‘IS Code”. Adequate

scope for future expansion, in case of possible improvement in building bylaws in due

course, must be included in the design before finalization.

11. List of the drawings which are mandatory to supply by the architect are detailed on Annexure "A"

12. The consultant shall prepare the BOQ (Bills of quantities) and the estimates as per the

requirement in size A3 for each individual structure, consolidated per site and

consolidated as per the lot. The specifications will be in A4 sheet size format. Detailed

estimate and the specifications for the project shall be prepared on the basis of

sanctioned SOR (schedule of rates) for current year and of respective district of the B &

R department and non-SOR (schedule of rates) items where ever applicable shall be

supported by rate analysis. Two draft copies and soft copy will be submitted to HSHRC

or its assignees for approval. Detailed estimate of structure to be dismantled, items wise

as per Government prevailing norms and bill of quantities should also be prepared. On

approval of the draft tender documents (BOQ and specifications) by HSHRC, the

consultant shall prepare final copies of the specifications and bills of quantities. (2

copies) All estimates should provide structure wise, site wise as well as lot wise details.

13. The consultant shall update and give presentation on the work completed on monthly

basis. The presentation to be given at AHC HO Bhopal for review and necessary

correction if requires.

14. All concerned experts in all fields ( viz. Architectural, Hospital Management, Electrical,

HVAC, etc.)Shall remain present at every stage during finalization of conceptual design.

Stage 4: Design Guidelines

(A) For Repairs, Strengthening, Retrofitting and Reconstruction Methodology for repair, retrofitting, strengthening should be worked out as per the

requirement of the structures and as per latest IS codes. The consultation of Seismic

Advisor if required should be taken. The consultant would have to produce required

design for review as per suggestions of Seismic Advisor/ Structural Consultant.

(B) For New Construction The consultant will have to prepare type design of Health care facilities (SC, PHC,

CHC, DH and Dispensary) as per requirement and the well-integrated site plans for such

structures.

Alternative type designs including the internal organizations of the various room groups

and their special relations to one another should be provided.The final design for each

site must take into consideration the shape of the site, the most appropriate entrance

point, its orientation towards access roads, neighboring buildings, the sun and prevailing

wind direction, and to the architecture of the surrounding buildings, particularly the

older ones, which have distinct design features. Thoughts must be given to

incorporating verandahs and courtyards, which give shade and permit cross-ventilation,

rainwater drainage, rainwater collection and harvesting. Consideration should also be

given to installing natural cooling systems, solar water heaters and other innovative

features to reduce the costs of energy consumption. Environmental aspects, such as the


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35

safe disposal of hospital waste should also be given special importance. The building

design must comply with the disabled friendly guidelines.

Particularly where old, well-functioning buildings are to be replaced, the aim should be

to apply the positive features of the old buildings, while incorporating the requisite

structural security and any necessary material and functional improvements.

The system of firefighting shall be developed.

The system of collection of rain water shall be developed at each site and requisite

proposal along with plan shall be specifically included for water harvesting as per latest

practice.

The provision shall be made including sump, pump, electric motor and underground

/overhead tanks of sufficient capacity. The feasibility of tube well may be decided at

site of work and necessary provision may be made for tube well, pump room etc. with

submersible pump and other accessories if not in existence.

The provision of septic tank, soak pit and feasibility of drainage connection to the

existing drainage system available in the town should be checked and provision should

be made accordingly by the consultant.

The architectural design of the proposed buildings should be such that enables

these to merge completely within the surroundings.

Stage 5: Preparation of Tender documents (BOQ and the estimates).

The consultant shall prepare the BOQ (Bills of quantities) and the estimates as per the


consolidated as per the lot. The specifications will be in A4 sheet size format.

Detailed estimate and the specifications for the project shall be prepared on the basis of



supported by rate analysis. Two draft copies and soft copy will be submitted to

MPHIDB or its assignees for approval.

Detailed estimate of structure to be dismantled, items wise as per Government

prevailing norms and bill of quantities should also be prepared.

On approval of the draft tender documents (BOQ and specifications) by MPHIDB, the


copies)

All estimates should provide structure wise, site wise as well as lot wise details.

Stage 6: Bid Process Management and Project Structuring Services

1. The consultant shall prepare the BOQ (Bills of quantities) and the estimates as per the


consolidated as per the lot. The specifications will be in A4 sheet size format.


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36

2. Detailed estimate and the specifications for the project shall be prepared on the basis of



supported by rate analysis. Two draft copies and soft copy will be submitted to MPHIDB

or its assignees for approval.

3. Detailed estimate of structure to be dismantled, items wise as per Government prevailing

norms and bill of quantities should also be prepared.

4. On approval of the draft tender documents (BOQ and specifications) by MPHIDB, the


copies)

5. All estimates should provide structure wise, site wise as well as lot wise details. Preparation of tender documents including tender drawings, BOQ, technical

specification, to enable MPHIDB call for tenders. Tender documents shall be approved

by the Urban Development and Housing Department, M.P. The consultant is required to

furnish technical clarification/explanation on specific quarries of bidder during pre-bid

meeting if required.

6. Evaluation of tenders and preparation of tabulation, taking up clarification and

submitting recommendation to MPH&IDB for award of work to the Contractor.

7. Highest quote from the bidders shall be the basis of selection of bidder/Contractor.

8. Prepare and facilitate the execution of tripartite agreement and other legal documents.

Documents to be approved by Urban Development and Housing Department, M.P.

Stage 7: Project Management

7.1 Project Management:

The Consultant shall;

1. Approve construction schedule, method statements material sources, manpower/machinery deployment plans submitted contractor and review the same periodically as per PERT

2. Review and approve contractors proposed Personnel for positions nominated in contract

signed between the Employer and Contractor.

3. Approve/suggest modifications in Contractor’s work program, method statement and material sources etc.

4. Prepare manual for maintenance and operation of the facilities during and after execution of the project submitted by the contractor.

5. Coordinate with the agency appointed by the Employer or Prepare and issue working drawings timely at site or requisition new/supplementary drawings, which are not provided.

6. Check and approve good for construction/working drawing.


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37

7. Work out the savings on material and ensure that this benefit/tax concession passes on to the Employer.

8. Maintain necessary record like measurement book including taking all measurement as per MPH&IDB system of measurement

9. Prepare variations calculated by appropriate rate analysis for non-priced works, using prevailing schedule of Rates as far as possible. The variations proposed to employer for approval shall have proper reasoning justifying its necessity along with expected

financial implication on the project.

10. Identify Construction delays and recommend to the contractor the remedial measure to expedite the progress under intimation to Employer.

11. Monitor Project for compliance to the Plans and Designs as detailed in the estimates, for timely completion and within the Cost Estimates.

12. Monitor and check the day to day work/activities and certify for payment when the quality of the works is satisfactory and the quantities are correct

13. Take measurements required for the purpose of Bill Payments and carry out all calculation in a manner that Interim Payment Certificate (IPC) is submitted to the employer on monthly basis. The IPC shall reach the employer for payment by First week of every month.

14. Take prior approval of Employer in issuing / approving variation in quantity and prices as provided in the Contract signed between the Employer and Contractor.

15. Maintain a site order book issued by Employer in duplicate at site for the issuance of

time to time instructions and compliance reports which shall be the property of Employer and shall be duly certified by the Consultant. A copy of site order book should accompany the IPC along with the copy of the test reports relevant to IPC.

16. Maintain record such as good for construction /working /as built drawing, test data, details of variation, correspondence and diaries in format approved / specified by Employer. They should also keep measurement record including measurement books

issued by the Employer.

17. Update cost estimates till completion of the project period and submit variation statements as and when required.

18. Certify and recommend extension to be given to the contractor for delay in contract for reasons not attributable to the contractor, or else. After approval from the employer, the Consultant shall issue necessary orders for time extension.

19. Issue on behalf of Employer, notes, damages, claims, claims of interest, penalty etc. wherever applicable to the contractor for Contract Administration.

20. Analyze, any claims submitted by contractor, and prepare report based on contractual documents addressing technical & financial issues, and propose recommendations. Also prepare reply on behalf of Employer.


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38

21. Mediate and assist in timely resolving disputes between Employer and contractor during constructions and also after completion.

22. Assist in Arbitration and Litigation cases with contractors/suppliers including preparation of replies etc.

23. Submit all relevant details including replies and assist the Employer with respect to arbitration, litigation etc., and to mediate in resolving disputes between Employer, Consultant & Contractor.

24. Assist in replying audit queries and also suggest interpretations of technical specifications and other contract documents.

25. Preserve field books and measurement books supplied by Employer in safe custody and shall return the same to Employer after completion of project or as advised by Employer

26. Ensure safety of structure by taking all necessary precautions and by not allowing excessive construction loads such as dumping of excessive materials, overcrowding on floors and shall avoid such other factors which will endanger the safety of structure during construction.

27. Ensure that safety of personnel working at site/ inspecting the site by taking precautions by putting barricades, night lamps, near trenches, pits, open shafts, lift shafts, edge of floors, terraces and such other places and to insist on compliance of safety code such as use of helmets, etc., on work site.

28. Ensure that advance actions are taken by the Contractor to decoration, make suitable provisions for inserts during construction of civil works for various services like electricity, air conditioning, water supply, sewage system, interior ventilation etc.

29. Ensure that Construction work proceeds smoothly and not hampered for want of decisions/ drawings/ clarifications.

30. Prepare a detailed Contract Completion/ Final Report and submit to the Employer in 6

copies after completion of the work. The report shall incorporate summary of the method of construction, the construction supervision performed, as built construction drawings

for all works, problems encountered and solutions undertaken thereon and recommendations for future projects of similar nature to be undertaken by the employer.

The Consultant shall submit the self appraisal report within the prescribed time summarizing the following details:

a) Personnel including substitution made during the assignment b) Variation orders issued c) Extension of time granted to the Contractor. d) Quality Assurance System.

e) Quality observed at site by the Consultant. f) Claims if any. g) Special preventive measures for maintenance suggested by the Consultant

31. Prepare Quality Assurance Manual in 7 copies, detailing all QA/QC procedures, to be

submitted within 30 days of commencement of services.


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39

32. Prepare Maintenance Manual, detailing routine and periodic maintenance tasks that will be required to maintain the completed Project.

33. Ensure approval of extra items (if any) during the construction period and submit the

variation timely.

34. Certify completion of part or all of the work and submit it to Employer.

35. Obtain completion plans and “As Build” Drawings with all certificates of the

Completion from Contractor and approve them

7.2 Supervision

(i) Carry out checking and verification of the setting-out data for the work including

lines,levels and layout to ensure conformity with the working drawings, (ii) Initiate advance actions for handing over of site and / or issue of drawings with the

helpof Engineer-in-charge.

(iii) Lay down a proper quality assurance system and ensure conformity to the same by

theContractor, including deputing an exclusive quality control / quality assurance

engineer atsite of work for all engineering and construction activities (iv) Review Contractor’s work program, suggest modifications, if any, and approve the work program after a careful study keeping in view the overall interest of the project.

(v) Review and approve the construction methods proposed by the Contractor for

carryingout the works to ensure that these are satisfactory with particular reference to

thetechnical requirements, project implementation schedule and environmental aspects

aswell as safety of works, personnel and the general public.

(vi) Regular monitoring of the installations, personnel etc. and ensure the adequacy

inaccordance with the terms and conditions of the Contract. (vii) Direct the Contractor to carry out all such works or to take necessary actions as may

benecessary to avoid or to reduce the risk in case of any emergency affecting the safety

oflife or of the works or of the adjoining property and advise the Engineer-in-charge

thereofas soon thereafter as is reasonably practicable, including deployment of a safety

engineer.

(viii) Interpretation of the technical specifications and Contract documents, wherever

required.

(xvi) Inspect the works on substantial completion before taking over and indicate to

Engineering-charge any outstanding work to be carried out by the Contractor. (xvii) Assist Engineer-in-charge To carry out all functions of as stipulated in the

Contract(s)executed with the Contractor(s) or any other CONSULTANT engaged for the

executionof the Project.

(xviii) Represent the interest of the Employer, in all matters related to the

constructionContract and the proper execution thereof. (xix) The CONSULTANT shall develop a project schedule, project budget and cash

flowstatement as soon as major project requirements have been identified, and

updateperiodically.

(xx) The Employer shall have the right to get the inspection of the work executed

through hisrepresentatives for quantity and quality check.


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40

8. Progress of Works (i) Systematically check the progress of the works and order the initiation of the work

which is part of the Contract.

(ii) CONSULTANT shall take corrective measures with respect to items executed in

nonconformity to the standards as laid down in this document. (iii) Maintain an up-to-date status of all construction activities against the original

schedule for completion of works.

(iv) Investigate and assist Employer to and initiate early actions with regard to the delays

in the execution of works. CONSULTANT shall explain in the monthly progress and

special reports the reasons for delays and explain the actions to be taken / already taken

to correct the situation. All reports prepared by the CONSULTANT shall be objective

and shall substantiate any event / recommendation with factual data and information.

The Progress Reports shall contain the pertinent data indicating the comparison between

the projected and the actual work done. (v) Submit method statement of the work indicating timelines for award of various sub

works.

9. Measurement of works and Payment

(i).Measurements of work shall be made in MS excel sheet and payments to Contractor

will be as per PWD Norms.

(ii) Scrutinize and recommend suitable action on the claims raised by the Contractor, if

any,

(iii) Assist Engineer-in-charge in dealing with matters relating to the audit queries and

CTE paras. (iv)Prepare and submit a detailed statement of closure report of the Project on its

completion.


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ANNEXURE-A

DRAWING/DETAILS REQUIRED

(A) For Layouts

41

1. DTS Survey & Soil Test Report.

2. Site plans/layout plan in 1:500 or 1:1000 including following Roads Culverts Sewerage Plan Water supply plan Electrification plan Landscaping Parking details Existing features to be retained/demolished. Rain water harvesting plan Waste water recycling plan BEE - Beauro of Energy Efficiency Norms to be followed.

Equipment planning Gas Manifold Vertical Transportation ETP/STP RO Plant DG Set Laundry CSSD Kitchen Internal Communication such as phone, CCTV cameras, Public

Address System etc. Landscaping Site development (boundary wall, entrance gates, roads,

pavements, paths) Interior design (if required) Signage (internal and external), name boards Other details as required. All drawings required for obtaining all Statuary Approvals from T & CP,

Municipal Corporation, Pollution Control Board, / SEIAC/SEIAA etc. Internal Communication such as phone, CCTV cameras, Public Address

System etc. Landscaping Site development (boundary wall, entrance gates, roads, pavements,

paths) Interior design (if required) Signage (internal and external), name boards

(B) For Building Plans All drawings required for obtaining all Statuary Approvals from, Municipal

Corporation, Pollution Control Board, / SEIAC/SEIAA etc. Building Plans(GF,FF & other plans including terrace plan)


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42

All Structural details Plans i.e. Foundation,column size, Centre line plan & footing.Details,plinth beams, roof beams,slabs including expansion jointsetc. (Earthquake resistant)

Elevations & sections including sill details,lintelschajja projections/other projection cornice,bands,pattas,conrbelling etc.

Staircase details with railing/dado etc. Lift well,machine room details. Waste water recycling plan BEE - Beauro of Energy Efficiency Norm to be followed. Opening details i.e.door,window ventilators,Rolling shutters,collapsible

doors etc.with grill & details. Other details like kitchen,toilets details in 1:20 or 1:50 (as required) Flooring/Paving/cladding details. External & internal electrification details (illumination details for

public buildings,(if required). Sanitary & water supply details. Rain water harvesting plan Waste water recycling Roofing details i.e.slab & beam reinforcement, slope/gradient

including waterproofing details. Firefighting system details in case of public building (if required). Lift,elevators details(if required). Emergency exit plan in case of public meeting(if required). Anti-termitetreatment(if required). Solar energy utilization(if required). Air-conditioningdetails(if required). Acoustic system details(if required). External & internal colour scheme of buildings Other finishing details as required. Maintenance plan Completion drawing.

General:

1. To approve specifications of Materials required for the Project and to conduct Market

Survey and carry out Rate Analysis to arrive at Fixed Rates (Floor Price) of any specific

Materials required for the Project not covered in BOQ on or before the currency of

work(s).

2. Shall attend periodic site meetings/ meetings in Employer office as and when required /

instructed and discuss project bottlenecks and any other important matter along with

solutions proposed. CONSULTANT will be required to submit periodic reports and also

prepare Minutes of Meeting and submit immediately.

3. A detailed Contract Completion / Final Report is to be submitted to the Employer. The

Consultant will prepare a comprehensive final completion report of the construction

contract package after completion of the work.


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43

Timing of Services: It is anticipated that the consulting services defined under this TOR will

commence in March 2017. The actual commencement date will be confirmed during

negotiations and will be dependent upon progress towards award of contract with the

Contractor(s) for construction of the Project. The period of services has been derived on the basis of the consulting services commencing one

month prior to commencement of construction and extending twelve / sixty months after

completion. The total Project period is envisaged in three stages for consultancy services. i.) DPR one month

ii.) Bid Process of three months, ii.) PMC services till completion of project.


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Deliverable Schedule

44

SN Stage Submission Timeline

1 Submission of Techno-Commercial Within 30 days of notification of award

Report

2 Submission of Final/Approved Design, Within 90 days of notification of award

Drawings, BoQ and Cost Estimates of

Government Works sufficient for

inviting Tenders

3 Submission of Tender Documents Within 100 days of notification of award

4 Finalization and Appointment of Within 07 days after price bid opening

bidder

5 Submission of detaileddesign, To be issued along with award of work

drawings etc sufficient for start of and to be revised as per the progress of work

construction. and as per the requirement at site.

6 During Project execution

6a Supervision Till completion of project

6 b Periodic Reports As and when required

6 c Measurement of work and payment As and when required


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45

Experts and Inputs

S.N PARTICULARS NO. OF

MINIMUM QUALIFICATIONS TOTAL IN HOSPITAL

PERSONS EXPERIENCE PROJECT

1 Team Leader 01 Masters in Hospital Management/ 10 Years 5 Years

Hospital Planner Equivalent

2 Sr. Architect 01 Bachelor’s degree in 8 Years 5 Years Architecture

3 Structural Design 01 M. Tech. / M.E. in Structural 8 Years 5 Years Engineer Engineering

4 Civil Engineer 01 Bachelor’s degree in Civil 10 Years 5 Years

5 Quality control 01 Bachelor’s degree in Civil 10 Years 5 Years Engineer

6 Design Electrical 01 Diploma / B.E. Electrical 10 Years 5 Years

Engineer and

BMS Expert

(MEP)

7 Biomedical 01 Diploma / B.E. (Biomedical) 5 years of 5 Years

Engineer

experience in

equipment planning

and medical

technology

Fire Fighting

BE withSpecializationin Fire

Not Required

8 01

engineer

Fighting

HVAC Expert

Diploma/ BE Mechanical

5Years

9 01 5 Years

Plumbing and

Diploma / B.E CIVIL or

05 Years

10 01 05Years

Firefighting

Mechanical

Consultant

Note

1. Maximum age limit for all professionals is 60 Years. 2. Input of Professional staff at Serial 1 to 6 shall be required for Architectural, Design,

Consultancy period and thereafter intermittently as and when required during the

execution of their related work. 3. Remuneration of professional staff at serial 1 to 6 and other professional experts in addition

to the above mentioned shall also be included in the fee quoted for Architectural, Design

and Consultancy. 4. Professional staff at Serial 1 to 6 is expected to visit the project site at Regular interval

during the execution of their related work to ensure the execution of work as per Drawing,

Design and specification.


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Payment Schedule

46

The Consultant’s quoted professional fee for “Preparation of DPR, Document for Bid Process,

Architectural Services and Project Structuring Services” will be paid based on % of the

estimated project cost / the tendered cost / actual construction cost of the work as accepted by

MPH&IDB.

The following are the mode of payment for various stages of work for different sections of work.

The stage-wise percentage (%) payment will be applicable as and when the stage-wise service is

completed in all respect.

SN Stage Percentage Payment of

Total Fees

1 Submission and Approval of Inception reportand approval 10%

of Feasibility Report.

2 SubmissionandapprovalofDPR,Detailed 10%

design/Drawings, Draft Bid Documents (EOI, RFQ, RFP,

Concession Agreement etc.)

3 Finalization and Appointment of bidder/Contractor, Issue 10%

of Letter of Award and Signing of Concession Agreement.

5 EXECUTION STAGE ACTIVITIES 70%

On completion of 20% of PAC(Probable Amount of Contract) Stages of payment

On completion of 40% of PAC(Probable Amount of Contract) 15%



On completion of 100% of PAC(Probable Amount of 15%

Contract) 15%

Note

1. The basis for payment for stages in the Preparation of DPR, Architectural Services,

Preparation of Tender Document, Project Structuring Services, Bid Process and PMC will

be evaluated as % of i) Initially on the basis of Estimated Project Cost of DPR ii) then, on

the basis of Tendered Project Cost and iii)On the basis of actual cost of Construction

whichever is applicable.




Annexure E: Standard Contract Document

Section1: Form of Contract

47

CONTRACT FOR:

CONTRACT NUMBER: THIS CONTRACT is made BETWEEN:

[Insert Title of Consulting Services]

[Please insert project number]

[insert Client] (hereinafter referred to as

‘the Client’) AND: [name of Consultant] (hereinafter referred to as

‘the Consultant’) [Please insert the name of the

Consultant’s representative and communication

address of the Consultant]

WHEREAS:

A. Madhya Pradesh Housing and Infrastructure Development Board (MPH&IDB) on behalf of

the Dy. Housing Commissioner, MPH&IDB (‘the Client’) requires the Consultant to

provide the services as defined in Section 4 (‘the Services’); and B. The Consultant has agreed to provide the Services on the terms and conditions set out in this

Contract.

IT IS HEREBY AGREED as follows:

1. Documents

This Contract comprises the following

documents: Section 1: Form of Contract

Section 2: General Conditions

Section 3: Special Conditions

Section 4: Terms of Reference

Section 5: Schedule of Payment

Section 6: Performance Guarantee

Annexes: Detailed at Special Conditions of Contract, Clause 2.

This Contract constitutes the entire agreement between the Parties in respect of the

Consultant’s obligations and supersedes all previous communications between the Parties,

other than as expressly provided for in Section 3 and/or Section 4. 2. Contract Signature

If the Original Form of Contract is not returned to the Contract Officer (as identified in

Section 3) duly completed, signed and dated on behalf of the Consultant within 30 days of

the date of signature on behalf of the Client, Client, or participating ULBs will be entitled, at

its (their) sole discretion, to declare this Contract void.

No payment will be made to the Consultant under this Contract until a copy of the Form of

Contract, signed on behalf of the Consultant, is returned to the Contract Officer.


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48

3. Commencement and Duration of the Services

The Consultant shall start the Services on [insert start date] (‘the Start Date’) and

shallcomplete them by [insert end date or period] (‘the End Date/the Contract Period’) unless this Contract is terminated earlier in accordance with its terms and conditions.

4. Consultancy Fees

Payments under this Contract shall be____% [insert in numbers and words] of the total

project cost inclusive of all applicable government taxes – national and state, as applicable

and exclusive of prevailing Service Tax as applicable, which will be paid extra(‘the

Consultancy Fees’). 5. Time of the Essence

Time shall be of the essence as regards the fulfillment by the Consultant of its obligations

under this Contract.

For and on behalf of Client

Signature:

Name: Date:

For and on behalf of Consultant

Signature:

Name: Date:

Witness 1

Name:

Date:

Address:

Witness 2

Name:

Date:

Address:


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Section 2: General Conditions of Contract

Definitions and Interpretation

49

1. Definitions

‘the Consultant’ means the partnership(s) or company(ies) with whom this Contract is

placed.

‘the Consultant’s Representative’ means the person named in Section 3 who is responsible for all contractual aspects of the Contract on behalf of the Consultant.

‘the Consultant’s Personnel’ means any person instructed pursuant to this Contract to

undertake any of the Consultant’s obligations under this Contract, including theConsultant’s employees, agents and sub-consultants.

‘Sub-consultant’ means any natural person, private or government entity, or a

combination of the above, to whom any part of the Services is subcontracted by the

Consultant.

‘the Client’s Representative’ means any entity appointed by the Client to act on the Client’s behalf with regard to procurement and/or management of this Contract.

‘the Consultancy Fees’ refers to the amount specified in Section 1 and is the amount

payable to the consultant by the Client under this Contract. ‘the Services’ means the services set out in the Terms of Reference (Section 4).

‘the Project Officer’ means the person named in Section 3 who is responsible for issuing

instructions and dealing with all correspondence in connection with the technical aspects

of the Contract.

‘the Contract Officer’ means the person named in Section 3 who is responsible for all

contractual aspects of the Contract, and to whom invoices should be sent.

‘Contract Documents’ means the documents listed in the Contract Agreement, including any amendments thereto.

‘Contract Price’ means the price payable to the Consultant as specified in the ContractAgreement, subject to such additions and adjustments thereto or deductions there from,

as may be made pursuant to the Contract. ‘Contract’ means the Contract Agreement entered into between the Client and the

Consultant, together with the Contract Documents referred to therein, including all

attachments, appendices, and all documents incorporated by reference therein. ‘GCC’ means General Conditions of the Contract. ‘SCC’ means the Special Conditions of Contract.

‘Change in Control’ means that the person(s) (including corporate bodies) directly or

indirectly in control of the Consultant at the time this Contract is entered into cease to be

in control.

‘Control’ means the power of a person to ensure that the affairs of the Consultant are

conducted in accordance with the wishes of that person.


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2. Interpretation

50

2.1 In the event of any inconsistency between the Form of Contract (Section 1), these

General Conditions (Section 2) and the Special Conditions (Section 3), the Special

Conditions shall prevail. 2.2 Except as expressly provided in Clause 3 the Consultant is not the agent of the Client

and has no authority to represent and shall not purport to represent or enter into any

commitments on behalf of the Client in any respect. 2.3 Nothing in this Contract is intended to make nor shall it make the Client the employer of

the Consultant or any of the Consultant’s Personnel. 2.4 All communications by the Consultant relating to notifications or applications for

consents or instructions must be addressed to the Client Contract Officer whose name

and address are given in Section 3. Obligations of the Consultant

3. Obligations

3.1 The Consultant shall perform all its obligations under this Contract (including the

provision of the Services) with all necessary skill, diligence, efficiency and economy to

satisfy generally accepted professional standards expected from experts.

4. Personnel 4.1 All members of the Consultant's Personnel shall be appropriately qualified, experienced

and in a suitable physical condition so as to ensure that the Consultant complies with all

the Consultant's obligations under this Contract. 4.2 No changes or substitutions may be made to members of the Consultant's Personnel

identified as key personnel in Section 4 of this Contract without prior written consent of

the Client. 4.3 Replacement of personnel will only be considered under exceptional circumstances (e.g:

Death, Prolonged illness and on leaving the company) and will be subject to prior

approval by Client. 4.4 If the Client considers any member of the Consultant's Personnel unsuitable, the

Consultant shall substitute such member as quickly as reasonably possible without direct

or indirect charge to the Client with a replacement acceptable to the Client. 4.5 The Consultant is responsible for all acts and omissions of the Consultant’s Personnel

and for the health, safety and security of such persons and their property. 5. Sub-Consultants

5.1 The Consultant shall not sub-contract any of its obligations under this Contract without

the prior written consent of the Client.

6. Disclosure of Information 6.1 The Consultant and the Consultant's Personnel shall not, without the prior written

consent of the Client, disclose to any third party any confidential information obtained

during or arising from this Contract (other than in the proper performance of this

Contract or as may be required by authority of competent jurisdiction). In addition, no

publicity is to be given to this Contract without the prior written consent of the Client.


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51

7. Intellectual Property Rights

7.1 All the reports prepared under the assignment are subject to intellectual property rights.

8. Confidentiality 8.1 Neither of the Parties shall, without the consent of the other, divulge or suffer or permit

its officers, employees, or agents to divulge to any person (other than to any of its or

their respective officers or employees who require the same to enable them to properly

carry out their duties) any information concerning the operations, contracts, commercial

or financial arrangements or affairs of the other Party. Both Parties agree that

confidentiality obligations do not apply to:

a) Information that is already known to third parties without breach of thisContract; and

b) Information that is required to be disclosed by an order of a court ofcompetent

jurisdiction or an appropriately empowered public authority, or as a result of an

obligation arising under the Right to Information Act or other public disclosure law. 9. Access

9.1 The Client will have access to the data collected by the Consultant if required

10. Corruption, Commission and Discounts 10.1 The Consultant warrants and represents to the Client that neither the Consultant nor any

of the Consultant's Personnel:

a) has given, offered or agreed to give or accepted, any gift or consideration of any kind

as an inducement or reward for doing or forbearing to do or for having done or

forborne to do any act in relation to the obtaining or execution of any contract or for

showing or forbearing to show favour or disfavour to any person or entity in relation

to any contract; or

b) has entered into any contract in connection with which commission has been paid or

agreed to be paid by or to the Consultant or Consultant's Personnel or on their behalf

or to their knowledge unless, before such contract was made, particulars of any such

commission and of the terms of any agreement for thepayment of such commission

were disclosed in writing to the Client, whose written consent was subsequently

given to such payment. 10.2 Neither the Consultant nor any of the Consultant's Personnel shall accept for or on their

own benefit any trade commission, discount or similar payment or benefit in connection

with this Contract. 11. Indemnity 11.1 Except where arising from the negligence of the Client or Client’s employees, the

Consultant shall indemnify the Client in respect of any costs or damages howsoever

arising out of or related to breach of warranty or representation, contract or statutory

duty, or tortuous acts or omissions by the Consultant or the Consultant's Personnel or any

claims made against the Client by third parties in respect thereof.


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Price and Payment

52

12. Applicable Provisions and Consultancy Fees

12.1 Unless different provisions are substituted in Section 3,Clauses 1 to 9 inclusive shall

apply in relation to price and payment.

12.2 The Consultancy Fees are payable as per the Schedule of Payment, Section 5.

13. Consultancy Fees

13.1 The Constancy fees payable are deemed to cover the cost of salary, overseas

inducements, leave allowances, bonuses, profit, taxes, insurances, superannuation, non-

working days and all other costs except those otherwise specifically provided for in this

Contract.

14. Invoicing Instructions 14.1 Invoices should be submitted against agreed milestones or as specified at Section 5,

Schedule of Payments in duplicate and in accordance with the remainder of Clause 15. 14.2 The Client shall unless otherwise expressly provided in Section 3 make payments due by

direct credit through the India Bank Clearing Systems. All invoices must contain details

of the India bank account to which payments are to be made. 14.3 Invoices should include a form of letterhead, the Contract reference number and bear an

original signature. They should be numbered sequentially and dated, and marked ‘For the attention of the Contract Officer’ named in Section 3. The final invoice presented in

connection with this Contract should be endorsed ‘Final Invoice’. 15. Payments 15.1 Subject to the Client being satisfied that the Consultant is or has been carrying out their

duties, obligations and responsibilities under this Contract, sums duly approved shall be

paid within 15 days of receipt of a valid invoice. 15.2 If for any reason the Client is dissatisfied with performance of this Contract or there has

been a unreasonable delay without client’s approval an appropriate sum may be withheld from any payment otherwise due. In such event the Client shall identify the particular

Services with which it is dissatisfied together with the reasons for such dissatisfaction,

and payment of the amount outstanding will be made upon remedy ofany unsatisfactory

work or resolution of outstanding queries. 16. Taxes and Duties 16.1 The Consultant shall be entirely responsible for all taxes, stamp duties, license fees, and

other such levies imposed within/outside India. Consultants will be paid Service Tax

over and above the Fees at the prevailing service Tax rates applicable. 16.2 If any tax exemptions, reductions, allowances or privileges are available to the

Consultant in India, the Client shall use its best efforts to enable the Consultant to benefit

from any such tax savings to the maximum allowable extent. Force Majeure and Termination

17. Force Majeure 17.1 Where the performance by the Consultant of its obligations under this Contract is

delayed, hindered or prevented by an event or events beyond the reasonable control of

the Consultant and against which an experienced consultant could not reasonably have


CIRCLE -GWALIOR



53

been expected to take precautions, the Consultant shall promptly notify the Client in

writing, specifying the nature of the force majeure event and stating the anticipated delay

in the performance of this Contract. 17.2 From the date of receipt of notice given in accordance with Clause 17.1, the Client may,

at its sole discretion, either suspend this Contract for up to a period of 6 months (‘the Suspension Period’) or terminate this Contract forthwith.

17.3 If by the end of the Suspension Period the Parties have not agreed a further period of

suspension or re-instatement of the Contract, this Contract shall terminate automatically. 18. Suspension or Termination with Default of the Consultant 18.1 The Client may notify the Consultant of the suspension or termination of this Contract

where the Services or any part of them are not provided to the satisfaction of the Client,

giving the reasons for such dissatisfaction and, in the case of suspension, the action

required by the Consultant to remedy that dissatisfaction and the time within which it

must be completed. 18.2 Where this Contract is suspended under Clause 18.1 and the Consultant subsequently

fails to remedy the dissatisfaction, the Client may terminate this Contract forthwith. 18.3 The Client may, without prejudice to its other rights, including but not limited to the

right to claim for costs and losses incurred terminate this Contract forthwith where:

a) the Consultant or any member of the Consultant's Personnel, either directly or

through their servants or agents, breaches any of their obligations under this

Contract; or

b) the Consultant or any member of the Consultant's Personnel has committed an

offence under the Prevention of Corruption Acts 1988 or the National Security Act

1980 or in breach of Clause 10 of this Contract; or

c) the Consultant is an individual or a partnership and at any time:

(i) becomes bankrupt; or

(ii) is the subject of a receiving order or administration order; or

d) the Consultant is a company and:

(i) an order is made or a resolution is passed for the winding up of the Consultant;

or

(ii) a receiver or administrator is appointed in respect of the whole or any part of the

undertaking of the Consultant.

e) the Consultant is a partnership or a company and there is a Change in Control.

However, the Contract will continue if the Client states that it has ‘no objection’ to the continuation of the Contract after the Change in Control.

18.4 Where this Contract is terminated in accordance with this Clause, the Consultant shall

without prejudice to the Client’s other remedies, take any steps necessary to terminate

the provision of the Services in a timely and orderly manner but shall not be entitled to

any further payment in relation to this Contract.



General Provisions

19. Variations

54

19.1 No variation/amendment in the terms or scope of this Contract shall be effective without

the prior written consent of both Parties and recorded in writing in the form of a letter

entitled ‘Contract Amendment No.’. Without such consent neither Party shall have any liability in respect of work performed outside the Services set out in Section 4. In case of

amendments in terms of reference the fees for the additional tasks if any shall be decided

in mutual agreement 20. Assignment

20.1 The Consultant shall not, without the prior written consent of the Client, assign or

transfer or cause to be assigned or transferred, whether actually or as the result of

takeover, merger or other change of identity or character of the Consultant, any of its

rights or obligations under this Contract or any part, share or interest therein.

21. Law and Jurisdiction 21.1 This Contract shall be governed by the laws of Republic of India. 22. Amicable Settlement 22.1 This Contract shall constitute the entire Agreement between the Parties, and may not be

altered or amended except by the written agreement of the Parties. No duties,

obligations, liabilities or warranties other than those expressly provided in this Contract

and its attachments shall be applied. Both Parties to this Agreement will make every

attempt to resolve in an amicable way all differences concerning the interpretation of this

Contract and the execution of the work. Any dispute or disagreement which cannot be

resolved by both Parties and any controversy claim or dispute otherwise arising in

connection with this Contract or breach thereof shall be referred to the Arbitration

Tribunal as per the ARBITRATION AND CONCILIATION ACT, 1996.


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Section 3: Special Conditions

55

[Select the appropriate wording using the samples below or other acceptable wording,

and delete the text in italics] 1. Officials 1.1 The Contract Officer is: [please insert details as

below] Name:

Designation:

Communication Address:

Phone:

Fax:

Email: 1.2 The Project Officer is: [please insert details as below]

Name:

Designation:


Phone:

Fax:

Email:

1.3 The Consultant’s Representative is: [please insert details as below]

Name:

Designation:


Phone:

Fax:

Email:




2. Additional documents to be included in this Contract

56

The following documents are included in and form part of the Contract: Annex X. Minutes of

the meeting between the Client and the Consultant dated xx 215 [If there are any

modifications to the General Conditions of Contract, the clauses that replace GCC clauses

should be inserted here. Additional clauses can also be inserted here, but care should be

taken to ensure that this does not cause interpretation difficulties.]

3. Payment Structure

The payment schedule is contained at Section 5 on Schedule of Payments [Any changes

should be advised to the Consultant during negotiations.] 4. Marking And Documentation

i) The marking and documentation shall be: [insert in detail the markings on

the packing and all documentation required; sample below]

Title of Consulting Services

Details of Project Officer as in 1.2 of SCC

Standard International Norms for Marking

5. Arbitration/Dispute Resolution

The place of arbitration/Dispute Resolution shall be Bhopal.


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Section 4: Terms of Reference

Insert the Terms of Reference here from “Section D” of RFP

57


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Section 5: Schedule of Payment

Insert the Schedule of Payment herefrom “Section D” of RFP

58


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Section 6: Performance Guarantee

59

[The bank, as requested by the successful Bidder, shall fill in this form in accordance with the

instructions indicated]

Date: [insert date (as day, month, and year) of Bid Submission] Contract No. and title: [insert no. and title of bidding process]

Bank’s Branch or Office: [insert complete name of Guarantor] Beneficiary: [Dy. Housing Commissioner, MPH&IDB]

PERFORMANCE GUARANTEE No.: [insert Performance Guarantee number] we have been

informed that [insert complete name of Contractor] (hereinafter called "the Contractor") has

entered into Contract No. [Insert number] dated [insert day and month], [insert year] with you,

for the supply of [description of Equipment and Related Services] (hereinafter called "the

Contract"). Furthermore, we understand that, according to the conditions of the Contract, a Performance

Guarantee is required. At the request of the Contractor, we hereby irrevocably undertake to pay you any sum(s) not

exceeding [insert amount(s1) in figures and words] upon receipt by us of your first demand in

writing declaring the Contractor to be in default under the Contract, without cavil or argument, or

your needing to prove or to show grounds or reasons for your demand or the sum specified

therein.

This Guarantee shall expire no later than the [insert number] day of [insert month] [insert year]2,

and any demand for payment under it must be received by us at this office on or before that date. We agree to a one-time extension of this Guarantee for a period not to exceed [six months] [one

year], in response to the Purchaser’s written request for such extension, such request to be

presented to us before the expiry of the Guarantee.” This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No.

458, except that subparagraph (ii) of Sub-article 20(a) is hereby excluded. [Signatures of

authorized representatives of the bank and the Contractor]

1 The Bank shall insert the amount(s) specified in the SCC and denominated in Indian Rupees.

2 Dates established in accordance with the General Conditions of Contract (“GCC”).


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PRE-BID MEETING DATE 23/02/2017

“Selection of Consultants Hospital Planner for Construction and Upgradation of 300 bedded hospital & Preparation of DPR,

Hospital Planning, designing, PMC services for the proposed Hospital at Morena M.P”

BIDER’S QUERY AND EMPLOYER’S REPLIES

Ser No

RFP Reference

No

Description

Consultant’s query

Employer Reply

1

Bid data sheet S.no. 08

No financial constraints of fees and turnover of the firm in general. It should be 0.00

Modified as below Average annual receipt from professional fee in preceding three financial years should not be less than 50 Lakhs (only from hospital project)

2


Performance security A Performance Security of 2.5% should be forfeited. This is a consultant contract.

No change

3


Method of Selection Selection criteria should be experience and not financial (marks to be reduced for financial)

No change

4 Bid data sheet S.no. 14

Cost of EMD EMD amount to be reduced to 0.00 No change

5 Page no. 45 Expert and inputs (note)

Why maximum age of professional to be 60 years.

Modified as below Maximum age limit for all professionals is 65 Years.

6 Want site plan/site photographs/detail Already uploaded

drawing of existing building for designing.


Cost of tender document

Tender Document cost to be reduced.

No change


Bidder eligibility criteria. Technical requirement (a)

Average annual receipt from professional fee in preceding three financial years should less than 1 crore.

Modified as below Average annual receipt from professional fee in preceding three financial years should not be less than 50 Lakhs (only from hospital project)

9 Page no 8 Technical marking criteria

For an architectural project of hospital design a team should be headed by qualified architect registered with CA( Council of Architect) instead of master in hospital management. A hospital planner may be a team member as an expert. As decided by Hon. Supreme court only architect should head the project.

No change


Title of Consulting Services

Title should be modified for Architectural services for extension of 300 bedded hospital to 600 bedded.

No change

11 Include the cost of equipment for fee quote (we are hiring biomedical engineer.)

No change


Bidder eligibility criteria. Technical requirement (a)

Average annual receipt from professional fee in preceding three financial years should be greater than 250 Cr.

No change


Bidder eligibility criteria. Technical requirement (b)

The consultant firm must have successfully complete atleast 1 PMC work in infrastructure not less than 200 Cr.

Modified as below

1. The consultant must have successfully completed, 3 Hospitals of 100 beds.

As per general tendering practice one project of 250 beds or two project of 150 beds or three projects of 120 beds should be taken in consideration for eligibility criteria.

or 2. The consultant must have successfully

completed, 2 Hospitals of 150 beds. or

3. The consultant must have successfully completed, 1 Hospital of 300 beds

14 Page no. 45 Expert and inputs (Technical staff CV’s)

Team Leader Master in construction technology management (10 yr.) Infrastructure project 5 yr. experience Team leader qualification should be M. tech (CTM)/Structural engineer/Architect/Urban planner

No change


Bidder eligibility criteria. (Minimum eligibility criteria)

The consultant must have successfully completed 1 hospital work either private or govt. scheme (under NRHM).

Modified as below The consultant must have successfully completed, various hospitals inclusive of 1 private hospital of 100 beds and should have planned minimum 500 beds during last five years.

16 Page no. 44 Deliverable schedules The period of project management isn’t mentioned which is very crucial. We also request to mention the list of Key persons to be deployed for supervision period.

Already described in Deliverable schedule pg. no. 44


Bidder eligibility criteria. (General requirement) a) Lead firm should be

Hospital Planning firms, empanelled or non-empanelled with MPHIDB operating since last proceeding 10 financial years.

We think that firms completed 9 years & about to complete 10 years soon are to be allowed to participate in Bid. (INI DESIGN STUDIO PVT. LTD.)

Modified as below Lead firm should be Hospital Planning firms, empanelled or non -empanelled with MPHIDB operating since last preceding 9 financial years.


(iii) The Lead Firm/ agency whether as a sole entity or a member of a consortium should be in existence for min 10 years as on date

We think that firms completed 9 years & about to complete 10 years soon are to be allowed to participate in Bid. (INI DESIGN STUDIO PVT. LTD.)

Modified as below The Lead Firm/ agency whether as a sole entity or a member of a consortium should be in existence for min 9 years as on date of submission of technical bid.


Bidders have to give presentation at MPHIDB Head Office, Bhopal on 20.03.2017 (Corrigendum-2)

We think that based on technical bid, 05 top scorer consultants shall be selected to give presentation.

No change

20 ITC clause no. 7.8 page no. 20

After the technical evaluation is completed, under QCBS the Client shall notify, in writing, Consultant whose Technical Proposals receive a mark of 60%or higher, indicating the date, time, and location for opening of Financial Proposals.

We think that technical proposals mark should be 75% and above.

Modified as below

After the technical evaluation is completed, under QCBS the Client shall notify, in writing, Consultant whose Technical Proposals receive a mark of 75 % or higher, indicating the date, time, and location for opening of Financial Proposals.

21 ITC clause no. 7.11 page no. 20

Financial Proposals are expected to be within the budget, if specified in the Bid Data Sheet.

Please highlight on budget provision for project and expected budget provision of construction work. Also highlight on per bed estimation cost.

The provisions in RFP are indicative however the budget provision shall be done as per sanctioned DPR cost.

22 Page no 30 Existing hospital is of 50 bedded and it is planned to expand the existing hospital building to 300 bedded hospitals with all

Please highlight on scope of existing hospital building structure if any. Please provide us detailed map with location.

Modified as below The existing bed strength is 300 bed which is planned to be expanded to additional 300 beds. Thus cumulative strength of Hospital will

modern/facilities services in the same campus.

be 600 beds. This existing structure is to be integrated with proposed additional building and the consultants are required to holistic approach in deciding the use of existing and proposed spaces and infrastructure by optimization both buildings

23 Annexure-D page no 33

Stage 3 point no 9 Prepare complete Architectural (regarding electrical services, Furniture……… Appraisal Committee etc. in accordance with the existing legislation, rules, regulations, codes and standards.

Medical equipment such as pneumatic tube systems, MGPS, HIS-HIMS etc. NOC? Do we need to follow as per MCI guidelines and NABH accreditation?

No change

24 Municipal Drawings: The consultant should furnish the drawing for submission & approval of municipal authorities…….

Please specify about lisoining and sanctioning of drawing from municipal authorities.

It shall be responsibility of the consultant. The department will only facilitate in providing request letter to various authorities.