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PALLAV PABAN BARUAH

SPA BEM

The client IIT Hyderabad is inviting EOI (bids) for providing Project Management
Consultancy (PMC) services for Phase-I works at IIT Hyderabad from Project
Management Consultants of national/international repute fulfilling the following
eligibility criteria:
1. It should have delivered or currently handling project management
consultancy work of at least one work of 250 crore work value or two
works of at least 125 crores each, or three works of at least 100 crores
each. The bidders needs to enclose TDS certificate as a proof. The present
value of works carried out in the past is to be calculated by adding an
annual escalation of 10% per annum to value of the.
2. Average annual business turnover of the PMC should not less than 25
Crores in terms of consultancy fees received in the last three years ending
March 2011. Balance sheet certified by a chartered accountant for the last
three years ending March 2011 should be enclosed.
3. The PMC should not have incurred any loss in more than three years
during the last five years ending March 2011.
4. International consultants should have an Indian associate registered and
stationed in India.
The works under Phase 1 in listed with approximate built up are listed in
annexure 1 of the document.
Applicants has to download the EOI application from IIT Hyderabad website and
submit it as per instruction given.
The bids are to be submitted in three envelope system with each envelope
containing the following:
Envelope 1: Should contain the Earnest money deposit (EMD) of 5, 00,000 (five
lakhs) in the form of DD in favour of IITH, drawn on any scheduled bank payable
at Hyderabad. EOI application submitted without the EMD shall be summarily
rejected.
Envelope 2: Technical bid
Envelope 3: Price bid.
Each envelops should be sealed separately and marked indicating the part of
the bid. Envelope 3 will only be opened if the Envelop 1 and Envelope 2 are
found acceptable.

The price bid should be quoted as percentage of the project cost. Here
project Cost means the accepted bid value of the project for which the
Consultant would provide his service.
Last date of submission, date of pre bid meeting and date of opening of
tenders are clearly mentioned in the invitation of EOI document. Bids are
valid for 4 months from the final bid submission date.
The bidder would be debarred from participating in any future PMC work of IIT
Hyderabad if he provides any false information.
The PMC shall provide the following services:

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PALLAV PABAN BARUAH

SPA BEM

1. Preconstruction activities- for coordination with the Architects to review

all drawings, detailed estimates, BOQs and all tender documents, assist
IIT Hyderabad in pre-tendering activities, assist IIT Hyderabad in
evaluation of tenders, justification of tenders, and award of work.
2. Planning and co-ordination of the construction work like planning the
execution,
resource
planning,
scheduling
and
implementing
construction programs to complete the project in time, ensuring proper
quality control and safety practices, documentation, preparation of
periodical reports, contract administration, prepare monthly cash flow.
3. Construction supervision to monitor the progress of work as per
approved drawings, construction procedures, quality control, and
safety practices and to ensure quality in day-to-day work as per
specifications and standards. Preparing weekly update on the progress
of work and expenditure. Checking of measurements, RA bills and
verifying their accuracy. Ensuring timely execution of works, obtaining
clearances from authorities.
4. Post construction PMC is responsible for ensure proper commissioning
and handing over of the facility and ensuring maintenance during the
defect liability period.
Criteria for evaluation of bids:
Only bids of applicants satisfying qualification criteria would be evaluated. All
selected/qualified bidders should give a presentation of their methodology
and understanding about the project. The award would be on the Quality
cum Cost Basis. For technical evaluation of the bids the weighted breakup of
score are as follows:

Financial bids of only those applicants who score a minimum of 55 marks out
of 100 in the Technical Qualification Criteria will be opened. The past

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PALLAV PABAN BARUAH

SPA BEM

performance and credentials of the firm will be assessed by a panel of

experts and would contain a score of 70% (sl.no. 7 from table).
Financial bid shall be evaluated according to the following formula:
Lowest quote would be given a score of 100
Applicants will be allotted score relative to the score of Applicant with lowest
quote.

Fs = 100 x FL/F
Where:
Fs = the financial score of the Financial Proposal being evaluated
FL = the price of lowest priced Financial Proposal
F = the price of Financial Proposal under consideration
Technical proposals score would be given 80% weightage and that of the
financial proposals would be given 20% weightage. The weighted total score
of both the Technical and Financial proposals shall be used to rank the
Applicants.

Total Score = 80% x Ts + 20% x Fs

The first ranked Applicant is eligible for award of the work.
Payment
PMC fees would be calculated on the project award cost. The whole PMC job
will be distributed into several packages to determine/specify the duration,
contract value and professional fees. The payment breakup is as follows:
1. 75% fees would be paid in equal monthly instalments based on
schedule completion period for the work, from the date of award of first
tender package.
2. 20% shall be paid after the completion certificate and finalization of
final bill and closure of Contract for each package of work has be
completed.
3. 5% shall be payable after the completion of Defect Liability Period for
each package.
The submitted bids should be in English language and units of measurement
shall be IS units.
The successful bidder is to submit a performance guarantee of value 5% of
PMC contact award (the professional fees of PMC job) and valid for a period of
three months beyond the defect liability period of the contract which shall be
extended in case of extension of completion period.
The consultant should quote price inclusive of the taxes and duties like
service tax, duties, levies etc. which are payable in relation to the
performance of the Contract. Only statutory variation in taxes shall be borne
by IIT Hyderabad.

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PALLAV PABAN BARUAH

SPA BEM

If the consultant fails to complete the services within the stipulated period
which are not due to force majeure causes reduction in contract price @
0.50% for each week of delay or part thereof subject to a maximum of 5 % of
contract price shall be imposed on the PMC. These amount shall be recovered
from performance guarantee.
All bidders shall submit a tentative staffing schedule to deploy during the
project period assuming suitable completion periods for the structures
mentioned. Detailed CVs of the key personnel shall be submitted along with
the EOI application.
The PMC cannot subcontract his work to a third party without prior approval
of IITH.
Consultant liable for any delay, lack of performance, breach of agreement, for
any damages due to its negligence within the next 12 months after the
issuance of the provisional acceptance certificate of the contract.
The amount of liability will be limited to 10% of the contract value.
Termination of contract: Contract can be terminated under three condition:
1. Termination by default- IITH shall terminate the contract if there is
breach of contract or non-performance of the PMC, by giving one
month notice.
The contact shall by default get terminated if the PMC fails to perform
as per contract within this notice period.
2. Termination for insolvency- IITH can terminate the contract if the
consultant become bankrupt or insolvent.
3. Termination for convenience IITH can terminate its contract in whole
or part, at any time for its convenience. In such case payment shall be
done till executed work only. There is no provision for providing extra