bid document - competitionline€¦ · instructions to bidders 2.1 for and on behalf of the...

1

Government of India

Ministry of Shipping

Directorate General of Lighthouses & Lightships

Deep Bhawan, A-13, Sector-24, Noida Dist. Gautam Budh Nagar (U.P.)

Phone-0120-2411294,0120-2411292,Fax-0120-2411345 [email protected]

BID DOCUMENT for

Architectural Services for Improvement of

Conference Hall at Deep Bhavan, Noida

2

Government of India

Ministry of Shipping Directorate General of Lighthouses & Lightships



Conference Hall at Deep Bhavan, Noida

INDEX

Section

Description

pages

1

Short Bid Notice Inviting e-Tender

3-4

2

Instructions to Bidders

5-7

3

Eligibility Criteria and Detailed Bid Notice

8-15

4

Terms and Condition of the Contract

16-18

5

Scope of Work

19-20

6

Bidding Data

21

7

Miscellaneous Proforma

22-26

8

Schedule of Work/Bill of Quantities (Given in Excel Sheet Separately)

27

9. Evaluation criteria 28

3

Government of India



Architectural Services for Improvement of Conference Hall at Deep Bhavan, Noida

Section -1 No.1/22/05- NC Date 24/10/2016

Short Bid Notice Inviting e-Tender

For and on behalf of President of India, the Director General of Lighthouses &

Lightships, Noida invites sealed bids (in two cover system) from reputed, registered

and experienced Architects for providing comprehensive Architect Services for

execution of the following Project.

Sl.

No. Details Description

1 Name of Work Architectural Services for Improvement of Conference Hall at

Deep Bhavan, Noida

2 Location Deep Bhavan, A-13, Sector-24, Noida

3 Name of Project Improvement of Conference Hall at Deep Bhavan, Noida

4 Estimated cost of Project

(Tentatively)

Rs.35,00,000/-

5

Earnest Money Deposit

Rs.5,000 /-(in the form of Demand Draft / FDR on any

nationalized bank in favour of the PAO, Lighthouses &

Lightships, Noida)

6

Cost of Bid Form

Rs.500/-( in the form of Demand Draft on any nationalized bank in favour of the PAO, Lighthouses & Lightships, Noida)

7 Period of download of

bid document From 26/10//2016 to 15/11/2016 (upto 1500 hrs)

8 Bid submission last date 15/11/2016 (upto 1500 hrs)

9

Last date of submission of

EMD and Tender fee

(scanned copy)

15/11/2016 (upto1500 hrs)

10 Date & Time of opening

of Technical bid 1511/2016 (at 1600 hrs)

11 Validity of bid 90 days from date of opening of Technical bid

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12 Project completion period 08 Months

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Eligibility criteria

The Bidder/Architect must have

a) Valid registration with the Council of Architecture under the

Architect Act, 1972.

b) Should have experience in working on at least One Govt.

Project either directly or through a second

party/associate).

c) Experience similar work during last five years(01 work of project value Rs. 28 lakh/02 work of project value Rs. 18 lakh each/03 works of project value Rs.14 lakh each).

d) Good financial standing and bank solvency at least for

Rs.2.5 lakh

e) Permanent Account Number / ITCC

If the date of opening of bid is declared as a holiday, bids shall be opened on next working day.

The intending bidder must read whole tender document carefully after downloading

from website. He should submit his bid only if he considers himself eligible and he in

possession of all the documents required. Tender Fee shall be payable in the form of

Demand Draft of any scheduled bank(nationalised/RBI approved bank) drawn in favour of

“PAO, Lighthouses & Lightships, Noida. EMD in the form of FDR/Demand draft (in original)

of any scheduled bank(nationalised/RBI approved bank) in favour of “PAO, Lighthouses &

Lightships, Noida”, Payable at Noida should be submitted to the O/o the Director General,

Noida on or before the specified above mentioned period failing which the tender shall liable

to be rejected. Director General shall not be responsible for any delay or loss, due to

postal/Courier Services.

The details of work are available in the tender document which can be downloaded

from website of Directorate General of Lighthouses and Lightships, www.dgll.nic.in and the

hardcopy of the bid is to be submitted up to last date and time of submission of tender.

Sale of physical tender document is not applicable.

The Director General does not bind himself to accept the lowest or any other bid and

reserves the authority to reject any or all prospective bids without assigning any reasons.

The Director General also reserves the right to alter or modify or relax any

criteria/condition of tenders if he considers expedient to do so, without assigning any

reason. The Director General also reserves the right to restrict the list of qualified

contractors to any number deemed suitable by it, if too many bids are received satisfying

the laid down criteria. The Director General reserves to himself the right of accepting the

whole or any part of the bid and the bidders shall be bound to perform the same at the rate

quoted.

Director General

For & on behalf of the President of India

5

Government of India




Conference Hall at Deep Bhavan, Noida Section -2

No.1/22/05- NC Date 24/10/2016

INSTRUCTIONS TO BIDDERS

2.1 For and on behalf of the President of India, the Director General of Lighthouses &

Lightships (DGLL) invites item rate bids, under two bid system (two cover system, Part

I-Technical (Eligibility) bid, Part II- Commercial bid) from the eligible consultants having

experience of similar works in any government organization for the work

“Architectural Services for Improvement of Conference Hall at Deep Bhavan, Noida”

Similar work is defined in NIT. Tender forms can be downloaded from the web site

www. dg l l . n i c . i n .

2.2 PREPARATION OF BIDS

(i) For preparation of bid, Bidders shall search the tender from published tender list

available on site and download the complete tender document and should take into

account corrigendum, if any published, before submitting their bids.

(ii) Bidder shall go through the tender document carefully to understand the documents

required to be submitted as part of the bid. Bidder shall note the number of covers

in which the bid documents have to be submitted, the number of documents -

including the names and content of each of the document that need to be

submitted. Any deviations from these may lead to rejection of the bid.

(iii) Any clarifications, if required, the same may be obtained online through the tender

site, or through the contact details given in the tender document.

2.3 SUBMISSION OF OFFER The sealed bid shall be submitted in two cover system duly signed by the authorized representative of the bidder as follows:

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A) Cover -1 (TECHNICAL BID)

Following hard copy of documents should be submitted in sealed Cover-1 for documentary

proof, for fulfilling qualifying criteria failing which the offer shall be summarily rejected.

i. Earnest Money Deposit (in the form of FDR/demand draft) of amount as given

in NIT from any scheduled (Nationalised /RBI approved) Bank.

ii. Tender fee (Non-refundable) of amount as given in NIT in the form of Demand Draft

drawn in favour of “PAO, Lighthouses & Lightships, Noida” payable at Noida.

iii. Copies of proof for eligibility as per para 3.2. (Certified copies of original

documents defining the legal status, place of registration, principal place of business,

written power of attorney of the signatory of the bidder to commit the bid ,

Certificate of satisfactory execution and completion of similar works during last five

years ending date as per NIT).

iv. Bid acceptance letter without bid price as Proforma in section 7.2.

v. Undertaking duly signed by bidder on the Letter Head of Company that Price bid is

unconditional.

vi. Undertaking duly signed by bidder on the Letter Head of Company that the bidder

is neither blacklisted nor debarred from tendering by any central/State

organization.

vii. Undertaking duly signed by bidder on the Letter Head of Company that they have

not made any payment or illegible gratification to any person/authority

connected with the bid process so as to influence the bid process and have not

committed any offence under the PC Act in connection with the bid. The bidder shall

disclose any payment made or proposed to be made to any intermediaries

(agents etc) in connection with the bid in undertaking.

viii. Undertaking duly signed by bidder on the Letter Head of Company “I/We undertake

and confirm that eligible similar works(s) has/have not been got executed

through another Architects and consultancy on back to back basis. Further that, if

such a violation comes to the notice of Department, then I/we shall be

debarred for tendering in Department in future forever. Also, if such a violation

comes to the notice of Department before date of start of work, the Director General

shall be free to forfeit the entire amount of Earnest Money Deposit”

If the Cover-1 i.e. technical bid does not contain any of the above mentioned documents or

contains incomplete or unsuitable technical details, then the offer shall be deemed liable to

rejection/ disqualification. The respective Cover– 2, i.e. Price Bid of the technically

disqualified offers shall not be opened. The bidders are cautioned that divulging of any

price information in Cover-1 (Technical Bid) will result in rejection of their tender.

For becoming technically eligible the bidder need to score minimum 70 marks

after technical evaluation.

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B) Cover-2 (PRICE BID)

The sealed Cover -2 shall contain the price bid in the enclosed "Schedule of works/BOQ"

as per the excel format enclosed.

i) Price bid (BOQ/ schedule of works) provided along with this tender shall be used

for quoting price/offer(Section 8).

ii) The quoted rates shall be written in figures on enclosed proforma (BOQ /schedule of

works) which should be duly signed by the bidders or his authorized person.

2.4 SUBMISSIONS AND OPENING:

2.4.1 The bid should be submitted at the office of Director General of Lighthouses and

Lightships, A-13, Sector-24 only, by the due date and time given in NIT/corrigendum.

Offers sent through telegram, fax, telex, e-mail will not be considered. In case of date of

opening is declared, as holiday tender will be opened on next working day at same time.

2.4.2 Only those bidders shall be considered qualified by the DGLL, who submit requisite EMD

and documents accept all the terms & conditions of the Tender document unconditionally

and meet the qualifying requirement stipulated in the Tender document. The decision of the

DGLL shall be final and binding in this regard.

2.4.3 The bidder shall bear all cost associated with the preparation and submission of its bid

and the DGLL will in no case be responsible or liable for these cost, regardless of the

conduct or outcome of the tendering process.

2.4.4 The prospective bidder requiring any clarification on the tender document may obtain the

same offline from Tender Inviting Authority, Director General of Lighthouses &

Lightships, Deep Bhavan, Noida in person or otherwise in writing .

2.4.5 Before tendering, Bidders are advised to inspect and examine the site and its surroundings

at his own cost and satisfy themselves before submitting their tenders.

Director General

For and on behalf of the President of India

8

Government of India



Architectural Services for Improvement of Conference

Hall at Deep Bhavan, Noida

Section -3

Eligibility criteria and Detailed Bid Notice

3.1. For and on behalf of President of India, The Director General of Lighthouses and

Lightships, Noida invites sealed bids (in two cover system) from reputed, registered and

experience Architects for providing comprehensive Architect Services for execution of the

Project of " Improvement of Conference Hall at Deep Bhavan, Noida”.

3.2. Eligibility Criteria: -

3.2.1 The Bidder/Architect must have-

i. Valid registration with the Council of Architecture under the Architect Act, 1972

ii. Experience in similar work and must produce documentary evidence of experience

during last five years(01 work of value Rs.28 lakh/02 works of value Rs.18 lakh

each/03 work of value Rs.14 lakh each) .

iii. Should have completed at least one Govt. Project either directly or through a

second party/associate of value stipulated on para 3.2.1(ii).

iv. Good financial standing and bank solvency atleast for Rs. 3 lakh.

v. Permanent Account Number /ITCC.

3.2.2 The location of the project shall be at Deep Bhavan, A-13, Sector-24, Noida. The interested

bidders are encouraged to visit the site to study various parameters and have full

knowledge of the site conditions, risk, contingencies and other circumstances, which may

influence in designing the structures and in preparation of Project Report. The bidders who

wish to seek any clarification may contact the office of the Director General of

Lighthouses and Lightships, Deep Bhavan, A-13, Sector-24, Noida or through e-mail or by

fax call. A tenderer shall be deemed to have full knowledge of the site conditions whether

he/she visits the site or not.

3.2.3 The time set for completing the project (with all amenities), i.e. finalization of Preliminary

Drawings, obtaining clearances & approvals from DGLL, Noida, preparation of

estimates, technical approvals, preparation of Tender Documents, Invitation and

evaluation of Bids, supervision during execution of works, Completion Reports, etc. shall

be 08 months.

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3.3 Cost of Bidding

The bidder shall bear all costs associated with the preparation and delivery of the bid and

the employer will in no case be responsible or liable for those costs.

3.4 Assurance

The bidder shall be required to give satisfactory assurance of his ability and intention to

execute the work, pursuant to the Contract, within the time set forth therein.

3.5 Bid document

3.5.1 The bid document includes Short Bid Notice Inviting e-tender, Instruction to Bidders,

Eligibility Criteria and Detailed bid notice, terms and conditions of the Contract, Scope of

Work, Bidding data, miscellaneous Proforma, Bill of quantity, etc as given in index of

this bid document.

3.5.2 The bidder is expected to examine the bid document including all instructions, forms, terms

and conditions. Failure to furnish any information required in bid document or submission

of bid not substantially responsive to the bid document in every respect shall result in

rejection of the Bid.

3.6 Clarification on bid document

Prospective Bidder requiring any further information or clarification on the Bid

document may contact in person or in writing.

3.7 Amendment of bid document

3.7.1 At any time prior to the deadline for submission of Bids, the Employer may for any reason,

whether at his own initiative or in response to a clarification requested by a prospective

Bidder, modify the bid documents by amendment.

3.7.2 The amendment shall be part of the bid document and will be notified on website to all

prospective Bidders. Bidders are requested to visit the website regularly for any

addendum/corrigendum. Bidders are required to acknowledge receipt of any such

amendment to the bid documents if amendment is sent in writing or by Fax or e-mail.

3.8 Language of the bid

All documents related to bid should preferably be in English language. The language for

communications shall be English. Any printed literature furnished by the bidder may be

written in another language provided that this literature is accompanied by an English

Translation. In such case, for purpose of interpretation of the Bid, the English translation

shall prevail.

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3.9 Preparation of Bid

3.9.1 The bid prepared by the bidder shall be having two parts viz. Part-I [(Technical (Eligibility)

bid] and Part-II (Price or Financial or Commercial bid).

3.9.2 The technical bid shall comprise the details as mentioned in Section 2, submission of offer

Para 2.5 A cover 1(Technical bid ).

3.9.3 The Commercial/Price bid shall contain Bill of quantities (BOQ)/schedule of works duly filled

in accordance with instructions to bidder.

3.10 Bid Price

3.10.1 The bidder shall complete the appropriate price for schedule of works/ BOQ included in the

bid document. Unless stated otherwise in the bidding documents, the contract shall be

for the whole works based on lump sum prices as mentioned in bill of

quantities/schedule of works submitted by the bidder. The bidder shall fill in rate for

Architectural works described in BOQ/schedule of works, inclusive of all duties, taxes

and other levies payable by the contractor under the contract.

3.10.2 Price quoted by the bidder shall remain firm and valid until completion of Contract

performance.

3.11 Bid Currencies-

The Contract provides for payment of the Contract Price in Indian Rupee only.

3.12 Documents establishing conformity of the Bidder’s proposal to the bid document.

A detailed schedule of execution of the work under the Contract (Work Schedule), outlining

key activities and critical item on the schedule which could influence the Contract

completion date. A time schedule in man-days for the execution of works beginning from

the commencement of works to the handing over of the system shall be incorporated.

3.13 Filling up of Bid

3.13.1 All the rates shall be quoted in denomination of Indian Rupees only.

3.13.2 The rate of each item shall be quoted in figures only, amount of each item and total is

generated automatically. The bidder should check the generated amount and total amount

for their satisfaction. If there is any error, rate filled in figures shall be taken as correct.

3.13.3 No amount shall be paid to the Contractor for the item for which no rate or amount is

quoted by the Bidder, but the contractor shall be bound to do that job/work free of cost (on

zero amount). If a Bidder quotes nil rates against each item in item rate tender, the tender

shall be treated as invalid and will not be considered as lowest bidder.

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3.13.4 The bidder shall be deemed to have satisfied himself before Bidding as to the correctness

and sufficiency of his bid for the works and of the rates quoted in the schedules of works,

which rates & amounts, shall, except as otherwise provided, cover all his obligations under

the contract and all matters and things necessary for the proper completion of the work as

aforesaid in accordance with good practices and recognized principles.

3.13.5 In case of any bid where unit rate of any item appears unrealistic, such bid shall be

considered unbalanced and non-responsive. The employer may ask for providing

satisfactory explanation for such unrealistic quoted rate. If bidder is unable to provide

satisfactory reply with supporting analysis of rates, the bid shall be rejected.

3.13.6 Each bidder shall submit only one bid for this work. A bidder who submits more than one

bid for this work will attract disqualification and rejection of all of his bids.

3.13.7 The bidder shall not be under a declaration of in-eligibility for corrupt & fraudulent practices

in any Govt. Department or organization in India or abroad.

3.14 Clarification on Bids

After opening of the Technical bids, Director General shall prepare a list of deficiencies

found in the bids of each bidder vis-a-vis requirements as per NIT within one week and send

these lists to individual bidders by Speed Post/e-mail with a request to furnish required

documents within one week of receipt, failing which it will be presumed that they do

not have any further documents to furnish and decision on bids will be taken

accordingly. To assist in the examination, evaluation and comparison of bids, DGLL

may, at his discretion, ask the bidder for any clarification on his bid. All responses to

such requests for clarification shall be in writing. No change in the prices or substance

of the bid shall be sought, offered or permitted.

3.15 Preliminary Examination

The employer will examine the bids to determine whether they are complete, any

computational errors have been made, required details have been furnished, the

documents have been properly signed or the Bids are generally in order.

3.16 Award of work and signing the agreement

3.16.1 The employer shall award the Contract to the bidder whose bid has been determined to be

responsive to the bid document and who has offered the lowest evaluated bid price,

provided that such bidder has been determined to be eligible/qualified in accordance with

the provisions of tender conditions. In case the lowest tendered amount (worked out on the

basis of quoted rate of Individual items) of two or more contractors is same, then such

lowest contractors may be asked to submit sealed revised offer quoting rate of each item of

the schedule of quantity for all subsections/sub heads as the case may be, but the revised

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quoted rate of each item of schedule of quantity for all sub sections/sub heads should not

be higher than their respective original rate quoted already at the time of submission of

tender. The lowest tender shall be decided on the basis of revised offer. If the revised

tendered amount (worked out on the basis of quoted rate of individual items) of two or

more contractors received in revised offer is again found to be equal, then the lowest

tender, among such contractors, shall be decided by draw of lots in the presence of

Director/ Deputy Director and Assistant Executive Engineer /Assistant. In case of any such

lowest contractor in his revised offer quotes rate of any item more than their respective

original rate quoted already at the time of submission of tender, then such revised offer

shall be treated invalid. Such case of revised offer of the lowest contractor or case of refusal

to submit revised offer by the lowest contractor shall be treated as withdrawal of his tender

before acceptance and his full earnest money shall be forfeited. In case all the lowest

contractors those have same tendered amount (as a result of their quoted rate of individual

items), refuse to submit revised offers, then tenders are to be recalled after forfeiting 100%

of EMD of each lowest contractors. Contractor, whose earnest money is forfeited because

of non-submission of revised offer, or quoting higher revised rate(s) of any item(s) than their

respective original rate quoted already at the time of submission of his bid shall not be

allowed to participate in the retendering process of the work.

3.16.2 The employer shall award the contract within bid validity period mentioned in bidding

data. The work shall be completed in all respects within work completion time period

specified in NIT/Bidding data after the date of written orders to commence the work or

from the first day of handing over of the site, whichever is later, in accordance with

phasing, if any, indicated in the Bid document.

3.16.3 The bidder whose bid has been accepted shall be notified for the award by the DGLL prior

to expiry of the bid validity period by cable, telex, facsimile or e-mail confirmed by

registered letter. This letter will state the sum that the Employer shall pay the

Contractor in consideration of the execution, completion, commissioning and handing

over of the works by the Contractor as prescribed in the Contract.

3.16.4 The notification of award will constitute the formation of the Contract subject to the

furnishing of a contract performance bank guarantee within period specified in bidding data.

This period can be further extended by the Employer up to a maximum period as specified in

bidding data on written request of the contractor stating the reason for delays in procuring

the Bank Guarantee, to the satisfaction of the Employer.

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3.16.5 After submission of the contract performance bank guarantee on Rs. 100/ non-judicial

stamp paper (the cost of stamp paper shall be borne by the bidder), the successful bidder will

sign the Agreement with the employer. In case the contractor fails to deposit the said

performance guarantee within the period as indicated in bidding data including the

extended period if any, the Earnest Money deposited by the contractor shall be forfeited

automatically without any notice to the contractor.

3.16.6 The Agreement will incorporate all the correspondences made between the employer and

the successful bidder in reference to this bid.

3.16.7 Earnest money deposit of successful bidder shall be returned after receiving the valid

performance guarantee and its subsequent verification from the issuing bank regarding its

originality and authenticity. The earnest money deposit of the unsuccessful bidders shall

be refunded within 30 days, without any interest, after date of opening of bid. The full

EMD will be forfeited by the Director General, if,

i) The bidder withdraws his bid during bid validity period.

ii) The bidder makes any modification in the terms & conditions of the Bid at his

own.

iii) The bidder does not accept corrigendum/addendum issued by the Director

General or any corrections raised due to error in filling the bid.

iv) The successful bidder fails to sign the agreement within specified period as

per bid document.

v) The successful bidder fails to furnish valid bank guarantee for contract

performance within specified period from the issue of letter of acceptance.

3.16.8 Any addition/alteration made in the bid document by the bidder will render the bid non-

responsive and such bid will be summarily rejected. All bids in which any of the prescribed

condition is not fulfilled or any condition including that of conditional rebate is put forth

by the bidders shall be summarily rejected.

3.16.9 The tendered rate should be valid for a period of bid validity period mentioned in bidding

data from the date of opening of technical bids. In exceptional circumstances prior of the

bid validity period, the Director General may request that the bidders to extend the period

of validity in a specified additional period. The request and responses thereto shall be made

in writing.

3.17 Evaluation of Bids:

3.17.1 The DGLL will determine whether each bid is of acceptable quality, is generally complete

and is substantially responsive to the tender document. For the purposes of this

determination, a substantially responsive bid is one that conforms to all the terms,

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conditions & specifications of the tender document without any deviations, objections,

conditionality or reservation.

3.17.2 Schedule of works/BOQ shall be evaluated based on the lowest cost.

3.17.3 If a bid is not substantially responsive, it will be rejected by the DGLL and may

not subsequently be made responsive by the bidder by correction of the non-conformity.

3.17.4 The bid that does not meet minimum acceptable standards of completeness, consistency

and details will be rejected for non-responsiveness.

3.17.5 If the present performance of the bidder in a current contract for any major work is

unsatisfactory as certified by the any authority of the relevant work, the offer of the bidder

will be summarily rejected without assigning any reasons thereof.

3.17.6 The bidders shall quote the rates only for the items mentioned in the schedule of rates in

excel format provided along with this tender. The rates quoted for the item other than the

items mentioned above shall not be considered for evaluation.

3.17.7 The rates shall only be quoted in Indian Currency and if quoted in other currency, the offer

will be liable to be rejected.

3.17.8 The units of the items shall be same as per the Schedule of works/BOQ and any other unit

mentioned in the offer will be liable to be rejected.

3.17.9 Conditional offers are liable for rejection.

3.17.10 The Price bid(s) of the prospective bidders, who fulfill the techno-commercial requirement

of the bid(s), shall be evaluated further.

3.17.11 Any effort by a bidder to influence the DGLL in the process of examination,

clarification, evaluation and comparison of tenders, and in decisions concerning award of

contract, may result in rejection of the bidder's tender.

3.18 Notification of Award

3.18.1 The bidder whose bid has been accepted will be notified for the award by the DGLL prior

to expiration of the Bid validity period.

3.18.2 The Bidder shall promptly check their e-mail for receipt of any information/clarification/

correspondence in respect of their bid. The DGLL shall not be responsible for non-

receipt/failure of e-mail to the bidders.

3.18.3 If any of the information furnished by the bidder is found to be incorrect, the bid/ contract is

liable to be rejected/terminated and the EMD/ Performance Security will be forfeited.

3.18.4 The Director General does not bind himself to accept the lowest or any other bid and

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reserves the authority to reject any or all bids without assigning any reasons. The Director

General also reserves the right to alter or modify or relax any criteria/condition of

tenders if he considers expedient to do so, without assigning any reason. The Director

General also reserves the right to restrict the list of qualified contractors to any number

deemed suitable by it, if too many bids are received satisfying the laid down criteria. The

Director General reserves to himself the right of accepting the whole or any part of the bid

and the bidders shall be bound to perform the same at the rate quoted.

3.18.5 Tenders from those bidders who have not submitted their offer as per NIT will not be

Considered.

3.18.6 Canvassing whether directly or indirectly, in connection with bidders is strictly prohibited

and the bids submitted by the contractors who resort to canvassing will be liable for

rejection.

3.18.7 On acceptance of the bid, the name of the authorised representative of the contractor who

would be responsible for taking instructions from the Director General or his authorized

representative shall be communicated in writing to the Director General.

3.18.8 The bidder shall sign a declaration under the official secret Act 1923, for maintaining the

secrecy of the bid documents, drawing or other records connected with the Project given to

them. The unsuccessful bidder shall return all the documents given to them to this office of

the Director General.

Director General


16

Government of India





Section -4

Terms and Conditions of the Contract

4.1 Liquidated Damages:

(i) The Architect shall submit the estimates to correctness of their quantities subject to a

variation of @5%.In case the variation exceeds @5% the liquidated damages shall be

levied as below:

(a) >5%≤ 10% - @10% of payable fee for the trade section,

(b) >10% ≤ 20% - @15% of payable fee for the trade section,

(c) More than @20% - @20% of payable fee for the trade section.

(ii) The Architect adhere to the time schedule for all stages stipulated in the bid document

under Section 4.4.

(iii) The Architect shall ensure effective supervision of the work during execution

following specifications and drawings. In the event of any bad

workmanship/defective work noticed during inspection, the same shall be

rectified or devalued. For bad/inadequate supervision liquidated damages shall be levied

@10% of the value of rectification or devaluation.

(iv) The Architect shall ensure that the specifications are drafted correctly; incase of any

deviation is warranted during execution due to incorrectness/wrong drafting of

specifications, liquidated damages shall be levied @10% of the value of such

deviation on the Architect.

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4.2 Termination of Architect:

The contract for Architect services can be terminated at anytime by the Director General

incase the Architect refuses or fails to perform his part of responsibilities/duties for which a notice

in writing to the Architect under the hand of the Director General shall be of conclusive

evidence of the Architect’s default and the whole of the EMD paid by the Architect shall stand

forfeited and be absolutely at the disposal of the Government. The Director General shall have

power to adopt any measure for completion of the project in any manner he may choose. In the

event of such course being adopted, any expenses which may be incurred in excess of sum

which would have been paid to him for the whole work, had it been executed by him, shall be

realized from the Architect from any money which may be due to him. In case the agreement is

rescinded under the above said provision the Architect shall have no claim for compensation for

any loss sustained by him for any reason.

4.3 Extension of Time:

The Architect shall strictly adhere to the time schedule for providing services at all

stages. If the Architect desires extension of time at any stage for completion of any item, viz.

Detailed Drawings, Tender Documents, Specifications, Detailed Estimates, etc., he shall apply

in writing explaining the grounds/circumstances under which extension is required. If the

grounds explained by the Architect are reasonable, the Directorate may grant extension as felt

necessary or proper. The opinion of the Directorate shall be final. If the Director General is not

satisfied with the reasons explained by the Architect, liquidated damages shall be levied for the

delay as applicable.

4.4 Payment to Architect/Architect:

The Architect shall be paid professional fee for the Architect Services in the following stages

consistent with the work done plus other charges and reimbursable expenses as agreed upon:

18

Schedule of Payment and Period of Completion

Stages

Activities

% of the total fee

payable

Stage – 1

On completion of incorporating suggestions and

finalization of preliminary drawings(time period 15

days from the date of issue of work order).

10%

Stage – 2

On completion of preparation of Architectural

drawing, Working Drawings, Schedule of Quantities,

Detailed Estimate, detailed Specifications, Tender

Documents, evaluation of technical and commercial

bid, selection of executing agency(time period 90

days from the date of issue of work order).

45%

Stage – 3

Supervision of work during execution

(completion of various items of work)

On completion of 30% of the work(time period 135 days from the date of issue of work order).

10%


10%


10%

On physical completion of the work(time period 240 days from the date of issue of work order).

10%

Stage – 4

Submission of completion report & completion

drawings.

05%

Note: 4.4.1 The stages of work may vary as per requirement and consequent payment shall be made as per actual work done. 4.4.2 The selection of stages shall be at the discretion of DGLL. No payment shall be released for the non-executable and/or non executed stages and this will not be constraint for releasing payment for other executed stages.

4.5 Refund of Performance Guarantee On satisfactory completion of the defects liability period i.e. 06 months from the date of

completion of work at site, the Performance Guarantee shall be refunded.

Director General


19

Government of India





Section -5

Scope of the Work

5.1 Period of Architect Services:

Period of Architect Services shall be till completion of the project and shall include all

stages such as finalization of Concept Design, Preliminary Design & Drawing, obtaining

necessary approvals, Preparation of Working Drawings, construction, Completion of the

Project, etc.

The stipulated time for completion of the project shall be 08 months after award of work.

In case of any delay in completion of the project for whatsoever reasons, the Architect shall not be

relieved of his responsibilities after the stipulated completion period and it shall be deemed that

the period of Architect Service/consultancy is extended with nil financial effect. The Architect

shall not be entitled any compensation or extra charges on account of this delay. The rate quoted

in financial proposal (priced bid) shall be final and nothing extra on account of delay shall be paid

to the Architect.

5.2 Scope of Architect Services:

1. Preparation and submission of draft drawing including 3D format pertaining to

architectural and interior Design to convert hall into conference room with 03 options ( 02

copies).

2. Preparation and submission of electrical drawings of proposed work based on the existing

electrical set up (02 copies).

3. Preparation and submission of detailed drawing for seating arrangement.

4. Preparation and submission of final working architectural drawing comprising of detailed

interior decoration design, electrical fittings & fixtures and furnitures.

20

5. Preparation of BOQ including finalization of specification based on the approved drawing.

6. Preparation and submission of bid document for inviting tender for execution of work.

7. Evaluation of technical and commercial bid received for execution of the work.

8. Visit the site of work and provide periodic supervision as and when necessary to clarify

any decision or interpretation of the drawings and specifications that may be necessary

and attend conferences and meetings as and when required.

9. Preparation and submission of completion drawing in hard copy and CD format ( 02

copies).

Director General


21

Government of India





Section -6

Bidding Data

1 Tender Inviting Authority Director General of Lighthouses and

Lightships, Noida

2 Employer/Engineer –in – charge Director General of Lighthouses and

Lightships, Noida 3 Estimated cost of Project (Tentatively) Rs.35,00,000/-

4 Period of bid validity 90 days from the date of opening of

technical bid.

5 Amount of earnest money Rs.5,000/-

6 Deadline for submission of bids 15.11.2016(upto 1500 hours)

7 Venue, time/date of Pre- bid meeting Not applicable.

8 Venue, time/date of bid opening Deep Bhavan, A-13, Sector-24, Noida (at 1600 hrs)

9 Performance guarantee 10% of the Bid value to be valid for

60days beyond the date of

completion of the work.

10

Time allowed for submission of

Performance Guarantee from the date

of issue of letter of acceptance

10 days

11 Maximum allowable extension beyond

the period provided in sl. no. 10 above

7 days

12 Defects Liability Period 6 Months

13 Time allowed for Execution of the work As per NIT

14 Authority to give fair and

reasonable extension of time for

completion of work

Director General of Lighthouses &

Lightships Noida

15 Dispute resolution board If required, will be decided after taking

legal opinion

16 Competent authority for

fixing compensation

Director General of Lighthouses and

Lightships, Noida

17 Appointing authority for Arbitrator Director General of Lighthouses and

Lightships, Noida, after taking

legal opinion

22

Government of India





Section -7

Miscellaneous Proforma

7.1 Proforma of Bank Guarantee for Contract Performance

7.2 Bid Acceptance form

23

Form no. 7.1

Proforma of Bank guarantee for contract Performance

(to be stamped in accordance with Stamp ACT)

Bank Guarantee No.____________ Date_____________

Ref.

To

The President of India Acting through the Director General,

Directorate of Lighthouses & Lightships, Deep Bhavan,A-13,

Noida- 201301.

Dear Sirs,

In consideration of the President of India through the Director General of Lighthouses &

Lightships, NOIDA(hereinafter referred to as ‘DGLL’ which expression shall unless repugnant to

the context or meaning thereof include its successors, administrators and assignees) having

awarded to M/S…………………. with its registered/ Head Office at………………………. (hereinafter

referred to as the ‘Contractor’ which expression shall unless repugnant to the context or

meaning thereof, include its successors, administrators, executors and assignees), a contract

namely ”....................Name of work....................................................” by issue of the DGLL’s

letter no ……………. Dated………… entering into a formal contract to that effect with the DGLL on

……….. vide agreement dated ……………(referred to as the Contract) and the Contractor having

agreed to provide a Contract Performance Guarantee, for the faithful performance of the entire

contract for ̀ ………….. equivalent to 10% of the said value of the contract to the DGLL.

We_____________(Name & Address of the bank) having its Head office

at___________(hereinafter referred to as the “Bank” which expression shall, unless repugnant

to the context or meaning thereof, include its successors, administrators, executors and

assignees) do hereby guarantee and undertake to pay the DGLL, on mere demand any and all

moneys payable by the Contractor to the extent of Rs._______________* as aforesaid at any

time up to__________(day/month/year) without any demur, reservation, contest, recourse or

protest and/or without any reference to the Contractor. Any such demand made by the DGLL on

the Bank shall be conclusive and binding notwithstanding any difference between the DGLL and

the Contactor or any dispute pending before any Court, Tribunal, Arbitrator or any other authority.

The Bank undertakes not to revoke this guarantee during its currency without previous consent

of the DGLL and further agrees that the guarantee herein contained shall continue to be

enforceable till the DGLL discharges this guarantee.

The DGLL shall have the fullest liberty without affecting in any way the liability of the bank

under this guarantee, from time to time to extend the time for performance of the contract by the

Contractor. The DGLL shall have the fullest liberty, without affecting the guarantee, to postpone

from time to time the exercise of any powers vested in them or of any right which they might have

against the Contractors, and to exercise the same at any time in any manner, and either to

enforce or to forbear to enforce any covenants, contained or implied in the Contract between

the DGLL and the Contractor or any other course or remedy or security available to the

DGLL. The bank shall not be released of its obligations under these presents by any exercise by

24

the DGLL of its liberty with reference to the matters aforesaid or any of them or by reason of

any other act or forbearance or other acts of omission or commission on the part of the

DGLL or any other indulgence shown by the DGLL or by any other matter or thing whatsoever,

which under law would, but for this provision, have the effect of relieving the bank.

The bank also agrees that the DGLL at its option shall be entitled to enforce this Guarantee

against the Bank as a principal debtor, in the first instance without proceeding against the

Contractor and notwithstanding any security or other guarantee that the DGLL may have in

relation to the Contractor’s liabilities. We undertake to pay to the Government any amount so

demanded by the Government, notwithstanding any dispute or difference between the

Government or the Contractor or any other person or between the Contractor or any person or

any suit or proceeding pending before any court or tribunal or arbitration relating thereto;

or the invalidity, irregularity or unenforceability of the contractor in any other circumstances

which might otherwise constitute discharge of this Guarantee, including any act of omission or

commission on the part of the Government to enforce the obligations by the Contractors or any

other person for any reason whatsoever.

We_______________(indicate the name of the bank) further agree that the guarantee herein

contained shall be continued on and remain in full force and effect during the period that would be

taken for the performance of the said Agreement and that it shall continue to be enforceable till

all the dues of the Government under or by virtue of the said Agreement have been fully paid and

its claims satisfied or discharged or till the DGLL, certifies that the terms and conditions of the

said agreement have been fully and properly carried out by the said Contractor(s) and accordingly

discharges this guarantee.

We ___________________(indicate the name of the bank) hereby agree and undertake that any claim which the Bank may have against the Contractor shall be subject and subordinate to the prior payment and performance in full of all the obligations of the Bank hereunder and the Bank will not without prior written consent of the Government exercise any legal rights or remedies of any kind in respect of any such payment or performance so long as the obligations of the bank hereunder remain owing and outstanding, regardless of the insolvency, liquidation or bankruptcy of the Contractor or otherwise howsoever. We will not counter claim or set off against its liabilities to the Government hereunder any sum outstanding to the credit of the Government with it.

Notwithstanding anything contained herein above our liability under this Bank Guarantee is

limited to total amount of Rs.________________* and it shall remain in force up to and

including________________________________________** and shall be extended from time

to some for such further period as desired by M/s.________________________________on

whose behalf this guarantee has been given.

Dated this day of___________________2016 at_____________________

WITNESS-I WITNESS

(Signature) (Signature)

25

Form no. 7.2

Bid Acceptance form

To

The Director General

Directorate General of Lighthouses & Lightships,

Noida.

Name of work: Architectural Services for Improvement of Conference Hall

at Deep Bhavan, Noida

Sir,

Having examined carefully the details given in Press Notice/NIT and complete bid

documents for the above work, I/ we hereby submit the relevant information.

1. I/we hereby certify that all the statements made and information supplied are true and

correct.

2. I/ we have furnished all information and details necessary for eligibility and have no

further pertinent information to supply. All documents are uploaded on site including EMD

& Tender fee.

3. I/we submit the requisite certified solvency certificate and authorize the Director of

Lighthouses &Lightships, Kolkata to approach the Bank issuing the solvency

certificate to confirm the correctness thereof. I / we also authorized the Director of

Lighthouses &Lightships, Kolkata to approach individuals, employers, firms and

corporation to verify our competence and general reputation.

4. I/we hereby unconditionally accept the bid conditions of above mentioned bid

document.

5. In case any provisions of bids are found violated then your department without

prejudice to any other right or remedy be at liberty to reject this bid including

forfeiture of full earnest money deposit(EMD) absolutely.

6. Should I/we failed to execute the works as specified in accordance with terms of

contract then your department without prejudice to any other right or remedy be at

liberty to terminate the contract including forfeiture of performance guarantee

absolutely.

26

7. I/ we submit the following certificates in support of our suitability, technical

knowledge and capability for having successfully completed the following works:

Name of works Certificate from

1. ……………………. ……………………………..

2.. ……………………. ……………………………..

3. . ……………………. ……………………………..

Enclosures:-

Seal of bidder

Date of submission SIGNATURE(S) OF BIDDER(S)

27

Government of India





Section -8

Schedule of work/Bill of Quantities

S.No Description Amount in Rs. inclusive of applicable service tax

1. Preparation of architectural and interior design drawing, preparation of BOQ, supervision of work etc. as per Clause No.4.4 & 5.2 of bid document.

2. Total

(To be filled up separately and kept in Cover-2 i.e. price bid)

28

Government of India





Section -9

Evaluation criteria

S.No Criteria Marks

1. Submission of valid registration certificate of Council

of Architectural

20

2. Submission of IT Return 10

3. Submission of valid documentary evidence duly

certified by the CA as proof of average annual

turnover of the company

10

4. Submission of Bank solvency certificate 10

5. Experience in execution of Govt. Project 10

6. Experience of the agency 40