REQUEST FOR PROPOSAL FOR PROJECT MANAGEMENT

CONSULTANCY(PMC) SERVICES – FOR PHASE 1 WORKS

For
CONSTRUCTION OF ACADEMIC, HOSTELS &RESIDENTIAL
BUILDING ALONG WITH NECESSARY INFRASTRUCTURE FACILITIES IN
THE CAMPUS OF IIIT DHARWAD LOCATED AT TADSINKOPPA, DHARWAD,
KARNATAKA

Ref No. IIITDWD/PMC/2018/1598

 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.

Contents

Sr .no. Title Page no

1 Cover page 1

2 Disclaimer 3

3 Notice Inviting Proposal 4

4 Section 1- Instructions to Consultants for Proposal Submission 6

5 Section – 2- Preparation & Submission Of Proposal 13

6 Section – 3- Evaluation & Selection Criteria 17

7 Section – 4 – Terms of Reference 17

8 Appendixes, Technical & Financial Proposal Standard Forms 28

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
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Disclaimer

The information contained in this proposal (RFP) document provided to the bidder, by or on behalf of INDIAN
INSTITUTE OF INFORMATION TECHNOLOGY DHARWAD or any of its employees or advisors, is provided to
the bidder(s) on the terms and conditions set out in this RFP document and all other terms and conditions subject to
which such information is provided.
The purpose of this RFP document is to provide the bidder with information to assist the formulation of their
proposals. This RFP document does not purport to contain all the information each bidder may require. This RFP
document may not be appropriate for all persons, and it is not possible for IIIT Dharwad, its employees or advisors
to consider the business
/ investment objectives, financial situation and particulars needs of each bidder who reads or uses this RFP document.
Each bidder should conduct its own investigations and analysis and should check the accuracy, reliability and
completeness of the information in this RFP document and where necessary obtain independent advice from
appropriate sources. IIIT Dharwad, its employees and advisors make no representation or warranty and shall incur no
liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of the RFP
document.

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.

Notice Inviting Request for Proposal

No. IIIT-DWD/ES/PR/PMC/PH1A/NIT/09/2013-14

Request for Proposal for Project Management consultant for phase 1 work

1. INDIAN INSTITUTE OF INFORMATION TECHNOLOGY DHARWAD (IIIT Dharwad),

invites RFP for PMC for the following work:

Sr.
No Name of Work Estimated
Cost of Project
(for which PMC
is sought)

Project Management Consultancy for phase 1 for Academic Buildings, Hostel

Buildings, Residential Buildings, Sports Facilities, Ancillary buildings along with
01 External Development and all Engineering services at the permanent campus of IIIT Rs. 145 Crores
Dharwad at IIIT, Tadsinkoppa, District Dharwad of Karnataka, India.

2. Firms registered with

Undertakings who fulfil the desired requirements shall be eligible to apply. Application from joint ventures
shall not be accepted.

3. Details of eligibility, mode of submission etc., can be seen at [Link]

4. The applicant must submit an undertaking that up to date tax returns have been filed along with copies of
such returns submitted to the Department of Trade & Taxes.

5. The documents may be downloaded from the website [Link] from

23/03/2018 to 20/04/2018.

6. RFP shall be accompanied with Earnest money of Rs.1, 50, 000 /- (Rs One lakh Fifty Thousands only) in
the form of demand draft of a scheduled bank issued in favor of IIIT Dharwad payable at Dharwad.
Application will not be considered, if not accompanied with EMD.

7. Applicants shall submit a non-refundable processing fee of Rs 20,000/- (at the time of submission of the
RFP document) in the form of a Demand Draft in favor of INDIAN INSTITUTE OF INFORMATION
TECHNOLOGY DHARWAD, payable at Dharwad. No application will be evaluated if not accompanied
with processing fee.
8. Application for PMC RFP supported by prescribed annexure shall be submitted in a sealed envelope duly
super-scribed with the name of work, name & phone nos. of the applicant and the due date of opening. The
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
applications will be received up to 15 hrs on in the office of Executive Engineer, INDIAN INSTITUTE
OF INFORMATION TECHNOLOGY DHARWAD. Those desirous of submitting the application by
post may do so subject to the condition that IIIT Dharwad shall not be responsible for postal delay and
applications received after 15 hrs on 20/04/2018 will be treated as delayed and will not be entertained. All
the applications received up to 15 hrs on 20/04/2018 will be opened on the same day at 15.30 hrs.

9. Applicants are advised to keep visiting the IIIT Dharwad’s web-site from time to time (till the deadline for
bid submission) for any updates in respect of the RFP document notice, if any. Failure to do so shall not
absolve the applicant of his liabilities to submit the RFP document complete in all respect including updates
thereof, if any. An incomplete application may be liable for rejection.

10. IIIT Dharwad reserves the right to verify the particulars furnished by the applicant independently. If any
information furnished by the applicant is found incorrect at a later stage, he shall be debarred from
tendering and taking up of any work in IIIT Dharwad.

11. IIIT Dharwad reserves the right to reject any or all prospective applicants without assigning any reason
and to restrict the list of pre-qualified firms to any number deemed suitable.

Executive Engineer
INDIAN INSTITUTE OF INFORMATION
TECHNOLOGY DHARWAD

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.

SECTION – 1
INSTRUCTIONS TO CONSULTANTS FOR PROPOSAL SUBMISSION

11.1 INTRODUCTION

12. The Indian Institute of Information Technology Dharwad, Karnataka is an autonomous institute set up by the
Government of India (MHRD), Government of Karnataka and Industry Partners (represented by M/s Keonics)
as a not-for-profit Public Private Partnership (N-PPP) by the act of Parliament 23 off 2017. This is intended to
be a world-class Information Technology Institute with the objective of developing professional expertise and
addressing the increasing skill challenges of the Indian IT industry. It initially offers UG programs and later PG,
doctoral and post-doctoral programs in various areas.
12.1 INVITATION TO SUBMITT PROPOSAL
IIIT-DWD invites detailed proposals from eligible technical consultants (“Bidder”) for providing
Project Management Consultancy Services for phase 1 work and related infrastructure development (“the
Assignment”), in prescribed format set out in the RFP.
1.3.1 MINIMUM INITIAL ELIGIBILITY CRITERIA:-
(a) The applicant shall have been involved in Project Management Consultancy related work for the last
seven years or more.
(b) The applicant shall have satisfactorily completed consultancy for at least three similar works costing
not less than Rs.100 Crores (total project cost for all three projects) on design & build basis of an
integrated academic/higher education or residential or industrial complex during last seven years in
the same name of firm under which application is made.
(c) Shall have had average annual financial turnover of Rs 5 Crore (Rs Five crore only) (for PMC work)
during the immediate last 3 consecutive financial years.
(d) Shall not have incurred any loss in more than two years during the last five years.
(e) Shall have a minimum solvency of Rs. 1.5 Crore (Rs One crore fifty thousand only). The applicant
shall submit the solvency certificate, not older than six months, issued by any scheduled bank in
original.
(f) Shall not be blacklisted by any State/Central Department or PSU or Autonomous bodies. The
applicant must submit a duly notarized affidavit to this effect. Applications received without this
declaration shall stand automatically rejected.
(g) Shall have in house structural, MEP, HVAC and GRIHA services.
(h) Shall submit copy of PAN card, GST, other statutory requirements.
(i) Shall submit copy of Registration certificate.
(j) Shall submit copy of Income tax return of last 5 years with computation of income.
(k) Shall submit balance sheet & Profit & loss account for last three financial years certified by Charter
Accountant.
Similar work means shall have experience in PMC work for “Design and Build of multi-storied
Residential/ Institutional/ Sports Complex/ Hospital/ Airport Buildings with RCC / RCC Composite framed
structure, including Public Health, Internal and external Electrical works, firefighting works, security
systems. HVAC and lifts etc.” executed in India.
Only those Applicants who meet all of the minimum eligibility criteria specified above shall qualify
for further evaluation and who does not meet all of the minimum eligibility criteria will stand as disqualified.
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1.3.2 Desirable Criteria:

(a) Having in house design team for GRIHA services.
(b) Having capabilities for making BOQ in conscience with GRIHA compliance material/ items.
(c) Having experience in execution of project as per GRIHA norms for achieving 3 or 4
star GRIHA rating.
(d) It is desirable that the Applicant have completed projects involving smart buildings, Information
Technology, Renewable Energy and sustainable Technology.

1.4 GENERAL INSTRUCTIONS:

1.4.1 For the purpose of this RFP document, a Business Entity shall mean a sole proprietorship firm
/ registered partnership firm / a company registered in India under the Companies Act 1956.
1.4.2 Consortia shall not be eligible.

Note:
1 .A Sole Proprietorship firm should furnish either the Sales/VAT/GST or IT returns for the last two financial
years as
proof of identity.
2. A registered partnership firm should furnish registration certificate under the registrar of firms and the
partnership deed executed between the partners as proof of identity.
3 A company should furnish certificate of incorporation and memorandum of association as proof of identity.

1.4.3 Experience of a bidder as a member of consortia, for any project/work shall not be
considered.
1.4.4 Any entity, which has earlier been barred by the IIIT-DWD , or any other state government in
India (SG) or Government of India (GoI), or any of the agencies of SG/GoI from participating in its projects
and the bar subsists as on the Proposal Due Date, shall not be eligible to submit a Proposal.
1.4.5 The RFP document can be downloaded from the web site [Link] and be used provided
that while submitting the proposal it should be accompanied with a non-refundable processing fee in
the form of a crossed Draft for Rs. 20,000 (Indian Rupees Ten Thousand only) from a scheduled bank
of India, in the form of a Demand Draft in favour of IIIT Dharwad, payable at Dharwad towards the
processing fee. The proposal without the processing fee will not be considered for evaluation.
1.4.6 IIIT-DWD intends to appoint a single entity for the assignment. The aggregated block estimated cost
is expected around Rs 145 Cr. IIIT-DWD is anticipating completing this project within 24 months that
may need project management services. However, IIIT-DWD shall have the discretion to increase or
decrease the scope of services of under the assignment.
1.4.7 The Project Management Consultancy Team shall comprise of a Team of professionals headed by
the Team Leader. The Team Leader shall be responsible for overall supervision, coordination and
management of all the projects assignment.
1.4.8 Team leader shall be deployed within 15 days after issuing LOA by IIIT-DWD whereas the other
members of Project Management Team shall be deployed within 30 days after issuing LOA by IIIT-
DWD, as required. The general composition of the PMC shall be as follows –

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
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[Link]. Team Composition Number Minimum

Experience (Yrs)

1 Team Leader 1 15
2 Structural Engineer 2 10
3 Geo Technical Expert 1 5
4 Contract Specialist 1 5
5 Road Engineer 1 5

6 Electrical Engineer 2 10

7 Public Health Engineer 1 10

8 Quantity Surveyor/Billing Engineer 1+1 5&5

9 Quality Control Engineer 2 10

10 Environmental and Social Expert 1 5

11 Site Engineer 2 5

12 Surveyor 1 5

13 Lab Technician 1 5

14 Auto Cad Draftsman 1 5

1.4.9 However the exact composition of the team shall consist of any or all the above mentioned
functionaries depending on the requirement of the project. It could also consist of more/less than the member
of one type of functionaries, as decided by IIIT-DWD depending on the requirement of the project. The
deployment of the personnel (continuous or intermittent) at site shall be done on approval of IIIT-DWD.
1.4.10 Maximum age for the personnel in the PMC shall be 60 years for Team Leader and 45 years for
other members of the PMC team.
1.4.11 The bidder is required to submit the CVs of the members of the team proposed for deployment
as set out in the RFP, which shall be evaluated as provided in the RFP. The personnel proposed in the team
shall be required to attend IIIT-DWD office for personal interview at their cost. If a person proposed
for any position is not found suitable by IIIT-DWD, another CV shall be submitted and the same procedure
shall follow till a suitable person for the given position is approved.
1.4.12 IIIT-DWD intends to adopt a single stage bidding process for selection of Technical Consultant
for the assignment. Terms of References and Scope of Service is set out in Section-4.
1.4.13 The Proposals received from eligible technical consultants shall be evaluated on the basis of the
criteria set out in this RFP document. Each Bidder shall submit a maximum of one (1) Proposal for the
Assignment. Any Bidder who submits more
than one Proposal for the Assignment shall be disqualified. The Bidder shall also be responsible and shall
pay for all of the costs associated with the preparation of its Proposal and its participation in the bidding
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
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process.
1.4.14 The Successful Bidder is required to enter into a Consultancy Agreement with IIIT-DWD and the
draft of the same is set out in Appendix C. The fees shall be paid to the Successful Bidder by IIIT-DWD in
the manner as set out in the Consultancy Agreement.
1.4.15 The Consultancy period shall be initially for 24 months effective from the joining date of the
Team leader which can be extended by another term of one year. However, the PMC team, of the given
project/s shall continue to work till the completion of that/those project/s.
1.4.16 The Proposal shall remain valid for a period not less than 180 days from the Proposal Due Date
(Proposal Validity Period). IIIT-DWD reserves the right to reject any Proposal, which does not meet this
requirement. The proposal validity period may further be extended on mutual consent.
1.4.17 It is desirable that the applicant does not have any litigation(s) in process. The applicant must
submit information of on-going litigations and litigations had in the past seven years. In the event that the
applicant has no litigations either in process or in the past 7 years, an affidavit to this effect, duly notarized
must be submitted in original.

1.5 EARNEST MONEY DEPOSIT (EMD)

1.5.1 Proposal should necessarily be accompanied by an Earnest Money Deposit for an amount of Rs.1,
50, 000/- (Rs. One Lakh Fifty Thousand only) in the form of demand draft of a scheduled bank issued in
favor of, IIIT Dharwad, payable at Dharwad.
1.5.2 EMD shall be returned to the unsuccessful Bidders after issue of letter of acceptance to the
Successful Bidder. EMD submitted by the Successful Bidder shall be adjusted towards the performance
security and retained by IIIT-DWD.
1.5.3 EMD shall be forfeited in the following cases:

i) If any information or document furnished by the Bidder turns out to be misleading or untrue in
any material respect and
ii) If the successful Bidder fails to execute the Consultancy Agreement within the stipulated time
or any extension thereof provided by IIIT-DWD.

1.6 CLARIFICATIONS AND AMENDMENTS TO RFP DOCUMENTS

1.6.1 Bidders may request a clarification of any of the issue related to the RFP document up to 17-04-
2018. Any request for clarification must be sent in writing to the address indicated in the Data Sheet. The
responses of IIIT-DWD will be uploaded in the website ([Link]), without identifying the
source of inquiry.
1.6.2 At any time before the proposal due date the IIIT-DWD may, whether at its own initiative,
or in response to a clarification requested by a firm, amend the RFP by issuing an amendment. The
amendment shall be uploaded in the website ([Link]) only. The amendments shall be binding
on the bidders. To give bidders reasonable time to take an amendment into account in their proposals,
the IIIT-DWD may at its discretion, if the amendment is substantial, extend the deadline for the RFP
submission by uploading a notice in the website of IIIT-DWD only. In case there is a substantial change
in RFP, IIIT-DWD will publish the revised RFP. Revised RFP will be uploaded in the website
([Link]) and the same should be submitted.
1.6.3 Any corrigendum related to this will only be published in the Institute website.

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1.7 CONFLICT OF INTEREST

1.7.1 IIIT-DWD policies require that selected bidders under contracts provide professional, objective,
and impartial advice and at all times hold the IIIT-DWD interests paramount, avoid conflicts with
other assignments or their own corporate interests and act without any consideration for future work.
Bidders shall not be engaged for any assignment that would be in conflict with their prior or current
obligations to other IIIT-DWD, or that may place them in a position of not being able to carry out the
assignment in the best interest of IIIT-DWD. Without limitation on the generality of the foregoing,
bidders, and any of their associates shall be considered to have a conflict of interest and shall not be
engaged under any of the circumstances set forth below:-
i. If a consultant combines the function of consulting with those of contracting and/or supply
of equipment; or
ii. If a consultant is associated with or affiliated to a contractor or
manufacturer; or
iii. If a consultant is associated with or affiliated to or combines the function of
consulting with firm that prepared the Detailed Project Report (DPR) or proof checking engineering,
design for the projects(s) under assignment.
iv. If a consultant is owned by a contractor or a manufacturing firm for the projects(s)
under assignment. offering services as bidders for the consultant should include relevant information on
such relationships along with a statement in the Technical proposal cover letter to the effect that
the consultant will limit its role to that of a consultant and disqualify itself and its associates from work,
in any other capacity or any future project within the next five years (subject to adjustment by IIIT-DWD
in special cases), that may emerge from this assignment (including bidding or any part of the future
project). The contract with the consultant selected to undertake this assignment will contain an
appropriate provision to such effect; or
v. If there is a conflict among consulting assignments, the consultant (including its personnel)
and any subsidiaries or entities controlled by such consultant shall not be engaged for the relevant
assignment.

1.8 FRAUD AND CORRUPTION

IIIT-DWD requires that bidders to observe the highest standard of ethics during the selection process
and in execution of contracts. In pursuance of this policy, the IIIT-DWD:
(i) Defines, for the purposes of this provision, the terms set forth below as follows:
(a) “Corrupt practice” means the offering, giving, receiving, or soliciting, directly or
indirectly, of anything of value to influence the action of any party in the consultant
selection process or in contract execution;
(b) “Fraudulent practice” means a representation or omission of facts in order to
influence a selection process or the execution of a contract;
(c) “Collusive practices” means a scheme of arrangement between two or more bidders,
designed to influence the action of any party in a consultant selection process or the execution
of a contract;
(d) “Coercive practices” means harming or threatening to harm, directly or indirectly,
persons or their property to influence their participation in a consultant selection process,
or affect the execution of a
contract; and
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
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(ii) IIIT-DWD will reject a proposal for award if it determines that the consultant
recommended for award has directly, or through an agent, engaged in corrupt, fraudulent,
collusive, or coercive practices in competing for the contract in question;
(iii) IIIT-DWD will sanction a party or its successor, including declaring ineligible,
either indefinitely or for a stated period of time, such party or successor from
participation in IIIT-DWD-financed activities if it at any time collusive or coercive
practices in competing for, or in executing, an IIIT-DWD-financed contract; and
(iv) IIIT-DWD will have the right to require that, in consultant selection documentation
and in contracts financed by the IIIT-DWD, a provision be included requiring bidders to
permit the IIIT-DWD or its representative to inspect their accounts and records and other
documents relating to consultant selection and to the performance of the contract and to
have them audited by auditors appointed by the IIIT-DWD.

1.9 PERFORMANCE SECURITY:-

The selected Consultant shall furnish within 10 days of the date of issue of Letter of Intent (LOI), an
unconditional Bank Guarantee. The Bank Guarantee shall be issued by any nationalized bank for an amount
equivalent to 10% of the total estimated fee of the Consultancy services of the Consultant. The Performance
guarantee shall remain valid for a period of one year beyond the scheduled date of completion of services. It
should be extended as & when the time period is extended.
1.10 CONTRACT AGREEMENT:-

The selected Consultant shall enter into and execute the Contract with the Client. The Contract
Agreement shall include the RFP document; copy of the Bank Guarantee for Performance Security; the
minutes of the Pre-Bid meeting if any, all letters exchanged between consultant and client before the date of
execution of the Contract, Scope of Work, Contract Fee, Payment Schedule, Project Time Schedule, and
other clauses like Indemnity Clause, Provisions for Modification of Contract; Termination of Contract;
Confidentiality; Obligations and Liability of the Parties; Settlement of Disputes; Liquidated
Damages; Representations, Warranties and Disclaimer; Force Majeure; Severability; Survival Clauses etc.
The Contract will be executed within 30 days from the date of issue of Letter of Intent (LOI).
If the consultant fails to execute the contract within 30 days from the day of issue of Letter of Intent
for any reason whatsoever, the consultant will be liable to compensate IIIT Dharwad with liquidated damages
equivalent to 10% of the total estimated fee of the consultancy services payable under the present agreement.

1.11 RIGHT OF REJECTION:-

The IIIT-DWD reserves the right to reject any proposal that does not address all the requirements of
the RFP. In addition the IIIT-DWD reserves the right to accept or reject any proposal submitted by the
Consultants, and to cancel the RFP process and reject all proposal submissions at any time, without thereby
incurring any liability to the affected Consultant or any obligation to inform the affected Consultant the
grounds for IIIT-DWD action.
1.12 DISQUALIFICATION
The Selection Committee may disqualify bids on account of but not limited to the following reasons:
a) If received after the last date and time.
b) If the bidder disregards any of the terms & conditions of the bid and/or leaves any ambiguity in
calculation of the consultancy fee
c) If the participant attempts to influence any member of the selection board.
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
d) Conditional bids.
The decision of the selection committee in the matter of disqualification shall be final and binding on the firms.

1.13 TERMINATION OF BID

a) Against all expectations entertained by IIIT DHARWAD, if none of the participating firms could be
declared by the selection committee as the winner of the bid, the bidding will be regarded as terminated.

b) IIIT Dharwad reserves right to accept or reject only / all bidders including the lowest bidder without
assigning any reason(s) whatsoever.

1.14 SETTLEMENT OF DISPUTES

The decision of the Selection Committee shall be final & binding on participating firms. In the event
of any grievance, the aggrieved party may make a representation before the Director of IIIT Dharwad, within
3 working days of the announcement of the successful bidder. The Director of IIIT, Dharwad will decide
upon the issue raised by said aggrieved party and will give its finding in writing within 15 days of receipt of
said representation. The findings of the Director IIIT Dharwad will be final and binding upon the aggrieved
party.

1.15 ADDITIONAL INFORMATION

The Director, IIIT DHARWAD reserves the right to:
i) Postpone and / or extend the date of receipt of or to withdraw the bidding notice without assigning
any reason thereof, entirely at the discretion of the IIIT DHARWAD. In such an event, consulting firms shall
not be entitled to any compensation in any form, whatsoever.
ii) Reject or accept proposals; and
iii) Cancel the bidding process and reject all or any of the proposals and will not be bound to accept
lowest or any proposal or to give any reasons for the decision in the consultation with the Selection
Committee.
• This document is non - Transferable.
• In case, the last date for submission & opening of tenders is declared as a public holiday, the next
official working day shall be deemed as last date of submission and opening of proposals without any change
in time indicated. No separate notice to this effect shall be issued.

1.16 BRIEF DESCRIPTION OF WORK

The Institute has planned to construct some buildings and facilities as detailed in this document, in
its Phase 1 of the construction project. The Institute desires to appoint an agency for providing Project
Management Consultancy (PMC) services from reputed agencies for the work of “Design and Build of
Academic Buildings, Hostel Buildings, Residential buildings, Outdoor Sports Centre, Ancillary buildings
along with External Development and all Engineering services at the permanent campus of IIIT DHARWAD
at Tadsinkoppa, district Dharwad of Karnataka, India” (General civil works, Plumbing, Electrical,
Firefighting, HVAC and other related services works)
i. Estimated cost of the project for which PMC is required: Approx. Rs. 145 Crore (plus any
applicable taxes). The cost is indicative only. Actual cost may vary at the time of tendering the actual
work.

ii. Time Period for PMC: PMC will be for a period of 24 months. However, PMC will be co-terminus
with the project phase 1 including defect liability period. If contractor’s time period is increased for
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
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whatsoever reason, PMC also would be deemed to have been extended by the same time period
including defect liability period.

SECTION – 2
PREPARATION & SUBMISSION OF PROPOSAL

2.1 GENERAL:-

The Consultants must read the RFP document carefully and submit their bids in strict conformity
with the requirements as given in the document. The proposal and related correspondence and documents
shall be written in English language.
The Consultants are advised to acquaint themselves with all information including risks, contingencies and
other circumstances in execution of the work at their own risk, responsibilities and cost. Consultants are
advised to visit site at their own cost and familiarize themselves with the site.
The Consultants must submit all the pages of this RFP document duly signed and stamped by the Consultants’
authorized representative, as token of having accepted all the terms and conditions of the proposal. Failure to
submit all pages of the RFP document duly signed will be treated as non – compliance of the terms and as
such bids will not be considered for evaluation.
All the persons working for the consultant are also supposed to follow the highest level of work ethics. If
any such person indulge in corrupt and fraudulent practices, the Consultant is liable to be disqualified.
The Consultant is expected to ensure that person of proven ability and adequately qualified are only employed
at site and they work diligently. If client finds any Engineer/ other personnel not up to the mark, the consultant
shall withdraw such person(s) from site and replace him / them by posting new ones. In case, an Engineer(s)
resigns from his / their employment or is transferred to some other assignment, the consultant shall
immediately provide a substitute of equivalent caliber. Consultant shall not make any changes in the
personnel deployed by him without prior permission of client.
Consultants are advised to understand carefully entire scope of work and allied activities involved in the
execution of the project.
Consultants shall not make any corrections, additions or alterations in the terms and conditions of RFP
document. In case any corrections, additions, or alterations are made in the RFP document, such proposal
shall not be considered.
Director, IIIT Dharwad reserves the right to terminate the selection process or postpone the same at any
stage without assigning any reasons thereof.
The proposal must remain valid for a period of 180 days for acceptance from the date of opening of the financial
bid.
For the items including “scope of work” for consultant the elaboration / description of work will not be
ground for claiming additional fee or remuneration.
The proposal shall be submitted in two bids, namely Technical bid & financial bid in separate sealed
covers.
A conditional bid is liable to be rejected.
The proposal on submission by the Consultants shall become the property of the IIIT-DWD.
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
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2.2 PREPARATION OF THE PROPOSAL

The proposal shall be in English language. The original proposal (Key submissions, Technical and Financial
proposals) shall contain no interlineations or overwriting, except as necessary to correct errors made by
bidders themselves. Any such corrections, interlineations or overwriting must be initialed by the person(s)
who had signed the proposal. The authorized representative of the bidder shall initial all pages of the
original hard copy of the Key Submissions, Technical and Financial proposal. All the documents should
be Hard Bound.

Bidder’s proposal (the proposal) shall consist of three (3) envelopes –

Envelope-1 Key submissions

Envelope-2 Technical
proposal

Financial
Envelope-3 proposal

The bidder shall submit Original hard bound document in each of the above envelopes and shall also
submit a soft copy in CD ROM of all the contents of “Key Submission”

and “Technical Proposal” in a separate cover in Envelope – 2

The contents of the envelopes are set out below:

2.2.1 Envelope 1: “Key Submissions”
The following documents shall be submitted in Envelope 1 –
i) Letter of proposal in the prescribed format (Appendix A);
ii) A non-refundable processing fee as a crossed demand draft is required to be enclosed for an amount
of Rs.20,000 (Rupees Ten Thousand only) drawn in favour of IIIT Dharwad, payable at Dharwad.
iii) Earnest Money Deposit for an amount of Rs.1,50, 000/- ([Link] Lakh Fifty Thousand only) in the
form of a Demand Draft in favour of IIIT Dharwad, payable at Dharwad.
iv) Power of Attorney for signing the proposal in the prescribed format
(Appendix – B).

2.2.2 Envelope 2: “Technical Proposal”

The following documents shall be submitted in Envelope 2 –
(i) Letter of Transmittal (Appendix D).
(ii) Annual Turn Over in last Five Financial Years from project Management Consultancy Services in
Form A. The Turn Over should be certified by the Statutory Auditor/Chartered Accountant. Turn Over
not certified by Statutory Auditor/Chartered Accountant or not clearly stating that the turn over relate
to revenue received from project Management Consultancy Services shall not be considered for
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
evaluation.
(iii) Solvency Certificate: - Solvency certificate from Bankers for minimum Rs.2 Crores not older than six
months(Form-B).
(iv) Description of Experience of Bidder to illustrate Experience (Not to exceed A-4 size Three page for
each Project) in Form C. Experience of Project Management Consultancy (from Project
Commencement to Completion) should be supported by a certificate from an authority of the rank of
Registrar/ General Manager of the client. The certificate should clearly set out the name of the project,
activities undertaken, project cost, date of commencement and date of completion of project
management consultancy services. In case the Project cost is not set out in the certificate from the
client, the bidders can submit a certificate from Statutory Auditor indicating the same. In case of
works done for the client other than Government/Government undertaking, the bidder shall
submit the copy of TDS, duly notarized issued by the client for the total period of work as a proof of
the payment made by the client along with the copy of work order and the completion certificate.
(v) CVs (Curriculum Aviate) of the Team leader and Senior Engineer proposed for this assignment. It
should not exceed four pages (A-4 size) for each expert’s CV using Form D. The name, age,
nationality, background employment record, and professional experience of each nominated expert,
with particular reference to the type of experience required for the assignment should be presented in
the CV.
a. All nominated experts must be Indian nationals. Only one CV should be submitted for each
position. Higher rating will be given to nominated experts who are regular full -time employees
who have been employed continuously by the bidder for more than 12 months prior to the proposal
due date.
b. Each expert should confirm that the content of his/her curriculum vitae (CV) is correct and
the experts themselves should sign the certification of the CV, the same should have counter
signature by the authorized representative. However, in particular cases, the IIIT-DWD may
accept a senior officer of the bidder signing the CVs on behalf of the experts. If, for valid reasons,
the experts are unable to do so, and the bidder’s proposal is ranked first, copy of the CVs signed
by the experts concerned must be submitted to the IIIT-DWD prior to the signing of agreement.
(vi) Performance appraisal report should be submitted in Form-E for works that are illustrated in FORM-C.
(vii) A brief description of the organization supported by a certified copy of registration of the Firm and
details of contact person in Form-F. Also submit FORM-G for technical & Administrative personnel
proposed to be deployed.
(viii) Resource sheet proposed to be used in the execution & its availability in the Form-H.
(ix) General approach and methodology, work and staffing schedule in Form-I. It should be in maximum ten
(10) pages inclusive of charts and graphs. Comments, if any, on the TOR to improve performance in
carrying out the assignment. Innovativeness will be appreciated, including workable suggestions that
could improve the quality/effectiveness of the assignment.
(x) The bidder shall submit a soft copy in CD ROM of all the contents of “Key Submission” and “Technical
Proposal” in a separate cover in Envelope – 2 . The Technical proposal shall not include any financial
information and any Technical proposals containing financial information shall be declared non-
responsive
2.2.3 Envelope 3: Financial proposal:-

a. Tenders are required to submit their financial Bid quoting consultancy fees as per Form J of this
document.
b. The total amount indicated in the financial Bid shall be without any condition attached or subject to
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
any assumption, and shall be final and binding.
c. The financial Bid shall take into account all tax liabilities including income tax and other direct taxes
payable by the Consultants and all payments shall be subjected to deduction of taxes at source as per
applicable laws.
d. Only GST shall be reimbursed at actual & as per prevalent rule at the time upon production of
documentary evidence and no other tax shall be reimbursed.
The Financial proposal must be submitted in hard copy using Form J. Bidders shall use only Indian currency
in preparation of Forms J. The quote shall be inclusive of – Remuneration to the including cost of personnel,
all out of pocket expenses, cost of lodging, boarding, travel, transportation, documentation overhead, all
the taxes, cost to company, profits etc. The GST shall only be reimbursed separately.
The Remuneration corresponding to personnel should also include all the taxes, all out of pocket
expenses, their lodging and boarding and local travel etc.
The Financial proposal shall be placed in a sealed Envelope –3 clearly by red felt pen
“FINANCIAL PROPOSAL” and with a warning “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.”
If the Financial proposal is not submitted by the bidder in a separate sealed envelope and not duly marked as
indicated above, this will
constitute grounds for declaring both Technical and Financial proposals non-responsive.

2.3 Proposal Due Date:-

a. Proposals should be submitted before 15 hrs on or before 20/04/2018 at the IIIT Dharwad office in the manner
and form detailed in this RFP document. Proposal submitted by facsimile transmission or telex or e-mail will
not be accepted.
b. IIIT Dharwad at its sole discretion, may extend the proposal due date.
c. Any proposal received by IIIT Dharwad after the due date shall be returned unopened to the sender.
NOTE: In case where the entire project is yet to be completed but the successfully completed and
commissioned part of the project meets the criteria of Rs 145 crore as laid down above, firms may list
the same along with appropriate certificate from the owner as to the satisfactory completion and
commissioning of the said part of the project.

2.4 Presentation

The qualified firms will cover the following aspects in their presentations. The presentation by each firm/s
should be of 30-45 minutes duration. Firms will be provided Power Point projector / media for making
presentations. The weightage of presentation evaluation towards final evaluation shall be 30%.
The Presentation include following points.
 Organization structure
 Key performance indicators of contractor for D & B project.
Reporting and recording systems.
 Quality plan.
 Billing plan that might be used for contractor.
 Strength & weakness of the organization in terms of PMC.
 Hypothetical (work plan) executional stages in details considering bidder is selected as PMC & the
project is a D & B project to be awarded after proper tendering procedure.
 Exemplify your technical expertise w.r.t scope of work detailed in section-4.
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.

2.5 Pre-Proposal Meeting

A pre-proposal meeting will be held on 13/04/2018. All queries of bidder shall be submitted in writing
latest by 12/04/2018 to Registrar, IIIT Dharwad. All queries & it’s reply would form a part of RFP
document.

SECTION – 3
EVALUATION AND SELECTION CRITERIA

The PMC will be selected based on the total of weighted marks of technical bid, financial bid and
presentation, required to be made before a committee constituted by IIIT-DWD. There will be a marking
system and financial, technical bid and presentation will have 40%, 30% and 30% weightage respectively in
a scale of 100 marks. Firm with the highest weighted marks after final evaluation will be selected.

SECTION – 4
TERMS OF REFERENCES & SCOPE OF SERVICES

4.1 OBJECTIVE OF THE ASSIGNMENT

1. The objectives of the consultancy service is to ensure timely completion of construction works with
due regards to sound contract management, quality, safety and environment practices in accordance with
the contract provisions.
2. The broad scope of services shall include but not limited to the following:-
a. The Consultant shall provide construction supervision to the Construction of Phase-1 at IIIT
Tadsinkoppa at IIIT Dharwad.
b. In the process, the Consultant shall monitor and control the progress to keep the works completed on
Schedule and within Budget.
c. The Consultant shall be fully responsible for monitoring quality and standards for the project and
shall ensure for necessary statutory compliances.
d. The Consultant shall ensure that all the components of the work are carried out in full compliance
with the engineering design, technical specifications and contract conditions.
e. The Consultant shall make adequate and correct documentation of the project for dealing with legal
and contractual aspects of the civil works.
f. Consultants are required to provide particular emphasis on safety during construction.

4.2 The Phase 1 Works shall include the following, the total built area of which would be approximately
40,000 Sqm and including all services like road, electricity, PHE etc.
a) Academic Buildings

b) Hostel Buildings

c) Faculty and Staff Housing

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.

d) Outdoor Sports Facilities

e) Ancillary buildings

f) External Development Works and all Engineering services at the permanent campus of IIIT
Dharwad. The Architects engaged by IIIT Dharwad will prepare the concept designs and architectural
details of the buildings including designs & details of MEP services etc. The firms to be engaged by IIIT
Dharwad shall provide architect does detailing of works in the Design.

4.3 MODEL STRUCTURE FOR PMC INTERFACE:

IIIT Dharwad

Architectural PROJECT MANAGEMENT DESIGN & BUILD

Consultant CONSULTANT (PMC) CONTRACTOR

4.4 SCOPE OF WORK:-

4.4.1 PMC will plan, coordinate and execute the activities leading to the construction of buildings
and campus developments on site. All the activities till the completion of buildings & their handing over
will be taken care of by PMC. All functions, other than those assigned to the Architect as per scope of
work, required for developing the total infrastructure till handing over of the completed buildings and
other infrastructure of the campus, will have to be performed by the PMC.

PMC will review, study and analyze the briefs, designs, concepts, preliminary & detailed designs,
estimates, BOQ for tender documents etc. submitted by the Architect before recommending them for
approval of IIIT-DWD. Thereafter, IIIT-DWD issue NIT. IIIT-DWD will invite RFP on DBD mode after
receiving RFP documents and estimates from the architect duly vetted by the PMC. Consultant will
evaluate the bids and put up detailed result of the bid/s scrutiny to the bid opening Committee to be
nominated by Client. IIIT-DWD will award the work and PMC get them executed as per specifications
& requirements approved by following applicable CPWD/KPWD /Govt. procedures.
After awarding the work to the Firm PMC will coordinate with the firm for timely
execution/completion of the project based on functional requirement of IIIT-DWD. In addition to this
PMC shall also ensure that the contract clauses whether related to quality or quantities of work are
respected and the works are executed in accordance with its provisions.
The PMC will supervise the construction work to ensure adherence to the drawings,
prescribed high standards of quality and timely completion of the project and verify and certify the firm's
bills to IIIT-DWD for payment.
PMC will make all engineering decisions including necessary correspondence with architects,

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
firms etc required for the successful and timely implementation of the Project after consulting with IIIT-
DWD.
PMC will ensure adherence to relevant, CPWD/KPWD specifications, BIS codes, CVC
guidelines, environment and other regulatory requirements and will also ensure observance of all
formalities/ documents/ day to day activities as defined in CPWD/KPWD
Works Manual for execution of 'Works Contract' and as directed by IIIT-DWD form time to time.
IIIT-DWD may at its discretion, hire the services of an independent agency for quality audit
for checking and ensuring the quality of construction to which the PMC will render due assistance in
discharge of their duties.
The construction work is open to technical/quality audit/ financial audit by any authorized
Government agency to which the PMC will render assistance in discharge of their duties.
PMC shall be fully responsible for quality control and shall put in place such measures as
are essential for ensuring regular on site quality checks. The PMC shall make provisions in the RFP
documents for third party test of materials and any equipment (preferably from a Government Institute
like IIIT-DWD/NIT/PEC etc.).if required. The cost of such third party tests shall be paid by DBD firm.
The project shall be headed by sufficiently senior and competent person having relevant
experience and of impeccable integrity. The PMC shall submit the tentative organization chart for
managing the project so that appropriate decisions are taken quickly. However, the actual number of
technical personnel to be deployed and the deployment schedule shall be prepared by the PMC and
mutually agreed upon after award of work. This schedule shall be prepared in a manner that all the
functions required to be performed by the PMC as per the scope of their work are performed
completely and efficiently. The deployment schedule shall be reviewed from time to time and necessary
revisions / adjustments shall be made in the schedule as may be found necessary on the basis of joint
assessment of the site requirements by the IIIT-DWD and the PMC. The Project Head and other officials
assisting Project Head shall not be changed during the implementation of the project except with
concurrence of IIIT-DWD.

PMC shall execute the project in a time bound manner and hand over the building/ other works complete
in all respect certified by IIIT-DWD within the time limit of 24 months starting from the 10th day of
issue of award letter to DB contractor. PMC shall ensure that no time and cost overrun occurs. PMC shall
provide Construction Management Services from the start of construction and handing over of the project
to the IIIT-DWD for use. It shall also be the responsibility of the PMC to liaise and coordinate with
various agencies for smooth execution of the project. Responsibilities of Project Management Consultant
for construction stage shall, inter-alia, be as under:
Prepare detailed coordinated construction schedule.
To ensure that the construction drawings are finalized after coordination with other disciples
and all agencies to have clear demarcated responsibility.
Check and finalize firm’s detailed programmes of activities commensurate with the RFP
provisions.
Check and approve all firms, sub-firms and agencies for carrying out the
works.
Day-to-day supervision of work to ensure proper quality, workmanship and
timely completion of the work by employing adequate number & level of engineers & supervisory staffs as
per sound engineering.
Checking fabrication drawings, bar-bending schedules and all other architectural/Structural
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
details during construction.
Conduct site meetings & coordination meetings with all agencies for timely completion of
the project.
Carry out quality assurance checks & adhere to maintain quality reports.
Provide effective coordination between various agencies working at the site and the firm to
ensure timely availability of the inputs required for un-interrupted construction at site all in accordance
with agreed programmes of the activities.
Fully responsible for getting the project work executed as per drawings & specifications and
should also ensure completion of job, quality expectations, within sanctioned cost outlay of the project.
In case of any deviation from the preliminary approved drawings during execution of the works, the
same shall be referred to IIIT-DWD for approval.
Rendering timely advice for implementing special measures for effecting cost/quality/time
benefit for the project.
Interact & Liaise with IIIT-DWD to understand, integrate and link the services to the building
services.
Provide detailed justification for necessity of changes in terms of design, quantities, and
specifications etc. & obtain approval thereof from IIIT-DWD. In case there is likelihood of excess
expenditure over the approved preliminary estimates at any stage of work, PMC shall submit revised
detailed estimates along with justification for effected items of work for approval from IIIT-DWD. IIIT-
DWD shall release further funds as per these approved revised estimates.
Prepare detailed coordinated construction schedule.
To ensure that the construction drawings are finalized after coordination with other disciple
and all agencies to have clear demarcated responsibility.
Check and finalize firm’s detailed programmes of activities commensurate with the RFP
provisions.
Check and approve all firms, sub-firms and agencies for carrying out the
works.
Day-to-day supervision of work to ensure proper quality, workmanship and
timely completion of the work by employing adequate number & level of engineers & supervisory staffs as
per sound engineering practice.
Checking fabrication drawings, bar-bending schedules and all other architectural/Structural
details during construction.
Conduct site meetings & coordination meetings with all agencies for timely completion of the
project.
Carry out quality assurance checks & adhere to maintain quality reports.
Provide quick clarifications to designs or details that have been provided vide drawings or
immediate solutions to the clarifications sought by the Vendors/Firms.
Check and inspect testing of materials and work as required. If so required, testing and
checking of manufactured items have to be carried out at the manufacturer’s factory as per provision in
the Contract.
Drawing up and putting in place a Quality Assurance Plan as well as a Safety Assurance
Plan along with an appropriate and efficient mechanism to ensure their effective implementation at site.
Checking and Certification of firms running and final bills of the works executed for the
purpose of payment to be released to the construction agencies.

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
To reply and settle the observations/objections/ paras (if any) of the Chief Technical
Examiner, Audit or any other checking / investigating agency of the Government.
Final inspection, snagging, supervision of testing and commissioning of various systems
and assisting the IIIT-DWD in taking over of various parts of works and of various systems.
Generate and submit to the IIIT-DWD time-to-time progress reports in the agreed formats
and at the agreed frequency. For this all the necessary data relevant to the execution of work including
materials brought and consumed at IIIT-DWD site, hindrances if any, IIIT-DWD records of daily labour
deployed etc. shall be maintained.
PMC shall also apprise the IIIT-DWD of the progress and/or activities of the project on
weekly/fortnightly/ monthly basis as deemed fit by IIIT-DWD by preparing and submitting monitoring
reports. The report shall inter-alia include the following:
Name of Project, IIIT-DWD, Project Management Consultant, Architect and Firm.
Scope of Works of Firm
Date of Commencement/ Date of Completion: Scheduled &Actual
Major Issues and Decisions Pending including Drawings Constraints (if any), Site constraints
(if any), Equipment Constraints (if any)
Status of Progress of Work: Cash Flow Chart, & Bar Chart.
Areas of Concern
List of Registers Maintained by PMC

Labour Deployment Chart.

List of Equipment Mobilized at Site
Materials/Personnel at Site
Status of Payment to Firm
Quality of Material / Tests
Cost Split Up of the Package
Photographs of the Site
Site Order Book
Visitor’s Site Inspection
Ensure all statutory inspections and checks.
PMC shall be fully responsible for dealing with the Arbitration cases, if any, for contracts
entered between IIIT Dharwad and various agencies. PMC will prepare claims/ counter claims, attend
hearings and provide all necessary assistance to the Arbitrator till final settlement of disputes which
shall be as per PMC’s own procedures by following Arbitration & Conciliation Act 1996. It shall be the
sole responsibility of PMC to defend the case provided there is no fault / negligence / delay on the part
of IIIT-DWD on any matter whatsoever for which dispute has arisen between two parties. The cost of
arbitration / litigation, and award if any, arising out of any arbitration due to reasons attributable to PMC
shall be borne by PMC. The PMC shall have to bear the cost of award and litigation/arbitration for
reasons attributable to PMC. However expenditure during the arbitration proceedings can be met from
the project funds with the approval of IIIT-DWD. PMC shall take all necessary steps to safeguard IIIT-
DWD interest while awarding the works to the firm.
4.4.2 Architectural & Other Details:-

The Project Management Consultant (PMC) will ensure that all design, drawings, details,
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
specifications including those of Architect / DBD are sufficient for execution of the Project. In case
any drawings, details etc. are lacking in the opinion of the Consultant, the same shall be intimated to
the Employer in writing. The Consultant may also liaise with the Architect/ DBD for providing /
making good the deficiencies to avoid any delay of the project, keeping the client informed of such
liaison with the Architect/ DBD.
(a) Project Management:-
Conduct ‘Kick-off’ project meetings to facilitate total project review;
Prepare Work – Break down Schedule for the project based on financial model and time &
DBD’s offer.
Prepare systems for Cost Controlling & Time Management.
Prepare master project schedule & project execution, plan and present to SAU for approval.
Identify Critical Path Activities and establish sign off dates for key activities.
Establish key project risks, bottlenecks and set plans to mitigate them.
Co-ordination with the Architect for Architectural drawings in terms of clarification,
modification if required due to site conditions. Also co-ordination with respect to utilities &
services, interior and landscape works for smooth and efficient functioning of the project.
Work should be executed based on Employer’s conceptual guidelines and approved architectural
designs, details& designs of DBD.
Co-ordinate with Architect for finalization of contract conditions.
Ensure that applications for statutory approvals and consents etc are submitted in accordance
with programs and bringing it to the notice of the Employer for any potential delays.
Provide Value Engineering service that will result in economical and quality product.
(b) Proof Checking MEP Services

The Architect will provide proof checking of MEP services designed by him and PMC will
evaluate the same from design, technology, time to implement, cost & quality perspective.
(c) Proof Checking of Structural Designs:-

The DBD has to get the structural design of buildings / structures proof checked by PMC.
The consultant will ensure compliance of the proof checking. The employer at its discretion
may deploy any additional agency for proof reading also. The consultant shall be bound to
share its own result of verification & co-operate with third party for the same.
(d) Utilities & Services:-

The utilities & services shall include and not limited to:

HVAC Works
Electrical Works
Plumbing, Water supply and Sewage Treatment Plant Road
Fire Detection & Fire Fighting Works
Security System / Access Control with
centralized monitoring
Audio Visual System
Solar water Heating System & Solar Energy Utilization including solar roads
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
Voice & Data communication system including smart sensors
and broadband Wi-Fi integrated with lamp poles
Rain Water Harvesting
Landscape Work including water body development
UPS, Back-up Power Source and Intelligent Lighting System, etc.

The proof checking of all services also is included in the scope of consultant.

4.4.3 Pre Construction Stage:-

i) Tendering:-

Client will invite RFP on DBD mode after receiving RFP documents and estimates from the architect
duly vetted by the PMC. RFP will generally be invited in two/ three Bid System. Technical bids will be
evaluated by PMC by following procedure to be finalized in consultation with the client and as per
CPWD/KPWD norms/ Govt norms, and Financial Bids of technically qualified bidders will be opened based
on the same procedure as that of Technical Bid. PMC will evaluate the bids and put up detailed result of the
bid scrutiny to the bid opening Committee to be nominated by Client. The PMC and the Employer shall be
jointly responsible and decide to finalize RFP to whom works should be awarded and Client will issue
necessary work orders.
Discussions with IIIT-DWD and finalization of project brief including illustrating the IIIT-
DWD requirements.
Preparing/ checking BOQ/ Cost Estimation for tendering.
Preparation/ checking RFP documents to be released.
Checking of the Architectural, technical specifications, services and all other drawings
submitted by Architect/ Master Planner to ensure their completeness/ correctness.
PMC will be responsible for checking the structural designs prepared by firm. The designs
can be checked by the PMC in house.
Ensure timely collection, checking and submission of shop drawings / technical submittals
viz. material specification sheets, technical literatures, material price quotations to the Architect for
approval and ensure that GFC (Good for Construction) drawings are followed for execution. Finalize
and approve with seal & sign, the drawings / designs received from the Architect / DBD firm based
on the results / reports of soil investigations and hydrological studies.
Hold vendor interaction meetings, pre bid meetings and ensure clarity on queries generated.
Process the pre-qualification of vendors generally as per CPWD/KPWD guidelines by
following applicable government procedures.
Analyze the received bids for award of work of Project after approval of its competent
authority & inform IIIT-DWD about award of work.
Preparing detailed PERT/CPM charts.
Cash flow chart.
ii) Survey Extents:

1. Survey of the enterprise site, boundary as demarcated by clients.

2. Survey of contours 50 M beyond site boundary for reference.

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Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.

4.4.4 CONSTRUCTION STAGE:-

i) Construction:-

Analysis for the various project related activities with reference to time frame, resource
allocation & scheduling using latest techniques and software as approved by the IIIT-DWD.
Attend periodic meetings to review the progress of the project works in terms of various
buildings and services. Such meetings shall be held with the Architects, Firms, Employer’s Engineer-
in-charge and Sub-Consultants.
Review and monitor the Firm’s quality control and quality assurance procedure in co-
ordination with the Architects.
Manage and inspect on site activities / day-to-day supervision of works under execution to
achieve high quality construction and installation in accordance with drawings and specifications;
construction and installations are as per design intent and as per approved method statement; right
sequence of construction is followed.
Construction is as per time lines, material delivery schedules are as per project time lines;
Record measurement of works under execution in proper Measurement Books (MB) and
keep proper custody of the MBs to be produced for inspection, of measurement records whenever
needed;
Provide the owner and the Architect with necessary data required for expeditious decision
making.
Furnish Financial & Physical progress reports as required by IIIT-DWD based on
predetermined formats & time schedules.
Checking of bill of the quantities prepared & submitted by the firm including cost estimates.
ii) Cost Management:-

Prepare and maintain project master cash flow.

Establish a design control system to identify changes, so that timely action may be taken in
order to remain within budget.
Obtain authorization of owner for variations in design when agreed limit of authority is
exceeded.
Scrutinize and check applicability of extra items, substituted items, deductions, reductions
etc. which have cost implications and take prior approval of the owner in authorizing such changes
in works.
Scrutinize construction bill, prepare regular valuations and payment certificates of Firms’ /
Vendors bills for payment in accordance with the contract, after ensuring deductions of statutory
taxes.
Submit to owner periodical statement of costs incurred at various stages of works and provide
to owner deviation statement of costs compared to budgeted costs for various stages against cash
flow.
iii) Safety Programs:-
Have adequate safety supervision in place to ensure that safety programmes set up by the
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
firms/agencies are in compliance with prevalent laws and regulations.
Review safety programs developed by each of the trade firms, prepare and submit a
comprehensive safety program.
Monitor day to day implementation of safety procedures.
iv) Labour Regulations Compliance:-

Co-ordinate Firms’ compliance with requirement of Labour Laws, Welfare measures as per
the law of land.
Co-ordinate with Firms’ execution of works including off-site movement of materials to
ensure that there is minimal disruption in the neighbourhood.

4.4.5 Post Construction Stage

During this phase, the activities are likely to be as under:

Settlement of all accounts of the firms.

Witness testing & commissioning of all utilities and certify the same.

Provide project completion report which shall contain all technical,

functional and financial information of the project.
Co-ordinate with vendors/ firms and arrange for user operation & maintenance manuals and
training to client’s representatives. All warranties and guarantees on equipment’s/fixtures etc. procured
by the firms shall be in the name of IIIT-DWD and appropriate clauses will be inserted in the RFP
documents by PMC in this regard. For specialized works like lifts, air conditioning, DG sets, power
substations, firefighting etc. a suitable operation and maintenance provision may be included in the RFP
documents by PMC with the stipulation that after handing over of these works IIIT-DWD shall enter
into a supplementary agreement for operation and maintenance with the firms on same terms and
conditions.
Provide adequate engineering and supervisory staff for day to day inspection / monitoring
of works and during Defect Liability Period and issue of timely notice to vendors/agencies for
rectification of defects, if observed.
Settling the Audit /CTE's Observations and Arbitration cases etc, if any.
Provide all documents / reports / statements of facts / counter statement of facts for settling
Audit / CTE's observations and arbitration cases etc. including attending the hearings as and when
required by the IIIT-DWD and providing necessary support as may be required by the IIIT-DWD from
time to time.
Any other activity that is deemed necessary for the project execution & completion, but not
included in the above-mentioned list shall form the part of scope of work of the PMC and the decision
of IIIT-DWD shall be final in this regard.
4.4.6 Other Responsibilities of PMC

Settlement of all accounts of the firms including reconciliation of materials supplied to the
firms if any.
Ensuring of defect liability activities by the firms during the respective liability period.
Organizing/providing all operation and maintenance manuals through firms and training to
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
the IIIT-DWD staff.
Preparation of Final Report, which shall contain technical & financial information of the
project.
Records related to the PROJECT & maintained by PMC during PROJECT execution shall
be handed over to the IIIT-DWD on completion of the PROJECT.
PMC will ensure all possible mandatory tests at site.

Checking & finalization of final estimates, assisting in the audit/ technical observation, etc.
(if any)
Conduct Arbitration matters between IIIT Dharwad and various agencies till final settlement
of disputes.
PMC shall prepare draft replies and get it vetted from IIIT-DWD in replying to the
observations made by CTEs branch/ CAG Audit/ Vigilance etc., if required.
PMC shall handover the campus complete in all respect, free from all encumbrances including
the vacation of temporary workers’ hutments etc. at site, if any to the IIIT-DWD.
PMC shall maintain all registers/records during execution of works as stipulated in
CPWD/KPWD Works Manual 2010.
At the end of every financial year and at the end of the project, PMC shall submit an
expenditure and utilization of funds statement in the format of CPWD/KPWD Manual as per the
prescribed procedure laid down.
1. 4.7 Obligation of IIIT-DWD

The IIIT-DWD shall designate in writing a representative or representatives, authorized to

act on its behalf with respect to the project. This designated representative shall interact with PMC on
all matters.
To provide assistance to the extent possible to firm for obtaining electrical and water
connections.
IIIT-DWD shall hand over the site to PMC for execution of the work.
To bear the costs of project contingencies like advertisement of NIT in
PRESS.
To pay bills of PMC preferably within 15 working days of their submission.

4.5 DEPLOYMENT OF PERSONNEL

a. The key personnel of Core Team shall not be replaced during the service agreement period except
on any unavoidable circumstances.
IIIT-DWD shall instruct the consultant to empanel personnel in advance, for the PMCs as it may
deem necessary as per the implementation plans of projects. The Consultant shall submit CVs
of personnel proposed to be deployed within 15 (Fifteen) days of written intimation issued by IIIT-
DWD. The qualifications and experience of personnel shall conform to the qualifications and
experience set out in the TOR. The age of Team Leader shall not exceed 60(Sixty) years and should
not exceed 45(forty five) years for the other members of the team. IIIT-DWD may conduct interview
of each personnel at IIIT Dharwad. All the cost related to the interview shall be borne by the
Consultant. If the personnel are found suitable a written approval shall be issued by IIIT-DWD. If
any personnel is not found suitable, IIIT-DWD shall request the consultant to submit other CVs and
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Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
the same procedure of approval shall follow.
The personnel approved by IIIT-DWD shall be deployed by the Consultant within 15 (Fifteen) days of
written intimation issued by IIIT-DWD.

4.6 REPLACEMENT
a. Should it become necessary due to unavoidable circumstance to replace
personnel of the team specified by name the consultant shall forthwith provide a replacement
acceptable to the IIIT-DWD with comparable or better qualifications and an interview shall be
conducted by IIIT-DWD at IIIT Dharwad with no extra cost with that replaced personal. The
personal shall only be engaged after approval of IIIT-DWD. In the event that the person replaced
is, at the time of replacement, in the field, the consultant shall bear the travel and other related
costs arising out of or incidental to the replacement. The rate of remuneration allowable for such
replacement shall be the same as agreed between the IIIT-DWD and the consultant for the person
being replaced.
b. In the event that any of the personnel is found by the IIIT-DWD to be incompetent, or guilty
of misbehavior or incapable in discharging the assigned responsibilities satisfactorily, the IIIT-
DWD may instruct by giving a notice of 30 (Thirty) days to the consultant, at the expense of the
consultant, to forthwith provide a replacement with suitable qualifications and experience
acceptable to the IIIT-DWD.
c. The decision of IIIT-DWD is such as event shall be final and binding on the consultant.

4.7 DEPLOYMENT SCHEDULE

The number of positions and duration of deployment of personnel shall be decided and reviewed
and adjusted from time to time by IIIT-DWD in consultation with the consultant, as may be
appropriate for efficient performance of services provided. The consultant shall may adjustment
effective in the deployment schedule without delay.

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.

APPENDIXES, TECHNICAL AND FINANCIAL PROPOSAL STANDARD FORMS

TITL APPENDIX / FORM

E
LETTER OF PROPOSAL APPENDIX A

POWER OF ATTORNEY FOR SIGNING OF

PROPOSAL APPENDIX B

CONSULTANCY AGREEMENT APPENDIX C

LETTER OF TRANSMITTAL APPENDIX D

MANPOWER DEPLOYMENT BY PMC AT IIIT
DHARWAD APPENDIX E
CAMPUS DEVELOPMENT
FINANCIAL INFORMATION FORM A

BANKERS’ CERTIFICATE FROM A

SCHEDULED BANK FORM B
DESCRIPTION OF EXPERIENCE OF BIDDER
TO ILLUSTRATE QUALIFICATIONS FORM C
CURRICULUM VITAE (CV) FORMAT TO FORM D
BE SUBMITTED WITH PROPOSAL
REPORT OF WORKS REFFERD IN FORM C & D FORM E

STRUCTURE OF THE ORGANISATION FORM F

DETAILS OF TECHNICAL & ADMINISTRATION FORM G

PERSONNEL, IN THE ORGANISATION AND TO
BE EMPLOYED FOR THE WORK
RESOURCE SHEET-EQUIPMENT & SOFTWARE’S FORM H
GENERAL APPROACH & METHODOLOGY , WORK FORM I
& STAFFING SCHEDULE
FINANCIAL PROPOSAL SUBMISSION FORM FORM J

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APPENDIX-A
LETTER OF PROPOSAL

The Registrar,

(On Applicant’s letter head)

Dated:
Indian Institute of Technology, Dharwad,
IT Park, 3rd Floor.
Opposite to Glass House,
Hubballi,. Karnataka
580029.

Sub: Selection of Consultant for providing Project Management Consultancy Services for Construction
of Phase 1 works for IIIT Dharwad.

Dear Sir,

1. With reference to your RFP document. NIT No.: IIIT-DWD/ES/PR/PMC/PH1A/NIT/09/2013-14

, I/we, having examined the Bidding Documents and understood their contents, hereby submit my/our proposal
for the aforesaid Project. The proposal is unconditional and unqualified.
2. All information provided in the proposal and in the Appendices are true and correct.
3. This statement is made for the purpose of qualifying as a bidder for undertaking the Project.
4. I/ We shall make available to the Authority any additional information it may find necessary or
require to supplement or authenticate the Bid.
5. I/ We acknowledge the right of the Authority to reject our proposal without assigning any reason or
otherwise and hereby waive our right to challenge the same on any account whatsoever.
6. We certify that in the last three years, we have neither failed to perform on any contract, as evidenced by
imposition of a penalty or a judicial pronouncement or arbitration award, nor been expelled from any project
or contract nor have had any contract terminated for breach on our part.
7. We certify that we have not been barred by the IIIT Dharwad or any other state
government in India (SG) or Government of India (GoI), or any of the agencies of SG/GoI from
participating in its projects.
8. I/ We declare that:
(a) I/ We have examined and have no reservations to the Bidding Documents, including any
Addendum issued by the Authority.
(b) I/ We do not have any conflict of interest in accordance the RFP document;
(c) I/We have not directly or indirectly or through an agent engaged or indulged in any corrupt practice,
fraudulent practice, coercive practice, undesirable practice or restrictive practice, as defined in the
RFP document, in respect of any tender or request for proposal issued by or any agreement entered
into with the Authority or any other public sector enterprise or any government, Central or
State; and
(d) I/ We hereby certify that we have taken steps to ensure that in conformity with the provisions of the
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
RFP, no person acting for us or on our behalf has engaged or will engage in any corrupt practice,
fraudulent practice, coercive practice, undesirable practice or restrictive practice.
9. I/ We understand that you may cancel the Bidding Process at any time and that you are neither bound to
accept any proposal that you may receive nor to invite the bidders to Bid for the Project, without incurring
any liability to the bidders, in accordance with the RFP document.
10. I/ We declare that we are not a Member of any other firm submitting a proposal for the Project.
11. I/ We certify that we have not been convicted by a Court of Law or indicted or adverse orders passed by a
regulatory authority which could cast a doubt on our ability to undertake the Project or which relates to a
grave offence that outrages the moral sense of the community.
12. I/ We further certify that in regard to matters relating to security and integrity of the country, we have
not been charge-sheeted by any agency of the Government or convicted by a Court of Law for any
offence committed by us or by any of our Associates.
13. I/ We further certify that no investigation by any regulatory authority is pending either against us or
against our Associates or against our Registrar or any of our Directors/ Managers/ employees.
14. I/ We undertake that in case due to any change in facts or circumstances during the Bidding Process,
we are attracted by the provisions of disqualification in terms of the guidelines referred to above, we
shall intimate the Authority of the same immediately.
15. I/We hereby irrevocably waive any right which we may have at any stage at law or howsoever
otherwise arising to challenge or question any decision taken by the Authority in connection with the selection
of the bidder, or in connection with the Bidding Process itself, in respect of the above mentioned Project and
the terms and implementation thereof.
16. In the event of my/ our being declared as the successful bidder, I/We agree to enter into a Service Agreement
in accordance with the draft that has been provided to me/us prior to the proposal Due Date. We agree not to
seek any changes in the aforesaid draft and agree to abide by the same.
17. I/We have studied all the Bidding Documents carefully and also surveyed the project site. We understand
that except to the extent as expressly set forth in the Service Agreement, we shall have no claim, right or title
arising out of any documents or information provided to us by the Authority or in respect of any matter arising
out of or concerning or relating to the Bidding Process including the award of assignment.
18. The Consultancy Fee has been quoted by me/us after taking into consideration al the terms and conditions
stated in the RFP, draft Service Agreement.
19. I/We offer and attach as specified (i) Non-refundable processing fee of Rs20,000/- (Rupees Ten Thousand
Only) in the form of demand draft (ii) EMD of Rs. 150000/- (Rupees One Lakh Fifty Thousand only)
to the Authority in accordance with the RFP Document.
20. I/We agree to keep this offer valid for 180 (one hundred and eighty) days from the proposal Due
Date specified in the RFP.
21. I/We agree and undertake to abide by all the terms and conditions of the RFP document. In witness thereof,
I/we submit this proposal under and in accordance with the terms of the RFP document.
Yours faithfully,
(Signature of the Authorised signatory)
(Name and designation of the of the Authorised signatory)
Name and seal of bidder

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.

APPENDIX B

POWER OF ATTORNEY FOR SIGNING OF PROPOSAL

Know all men by these presents, We, (name of the firm

and address of the registered office) do hereby irrevocably constitute, nominate, appoint and authorise Mr. /
Ms (Name), son/daughter/wife of and presently residing at , who
is [presently employed with us/ and holding the position of ], as
our true and lawful attorney (hereinafter referred to as the “Attorney”) to do in our name and on our behalf, all such
acts, deeds and things as are necessary or required in connection with or incidental to submission of our proposal for
selection of Project Management Consultancy Services for Construction of Phase 1 at IIIT-DWD campus but
not limited to signing and submission of all applications, Proposal and other documents and writings, participate in
bidders' and other conferences and providing information / responses to the Authority, representing us in all matters
before the Authority, signing and execution of all contracts including the Service Agreement and undertakings
consequent to acceptance of our Bid, and generally dealing with the Authority in all matters in connection
with or relating to or arising out of our proposal for the said Project and/or upon award thereof to us and/or
till the entering into of the Service Agreement with the Authority.

AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and things lawful y done
or caused to be done by our said Attorney pursuant to and in exercise of the powers conferred by this Power
of Attorney and that al acts, deeds and things done by our said Attorney in exercise of the powers hereby
conferred shall and shall always be deemed to have been done by us.

IN WITNESS WHEREOF WE, , THE ABOVE NAMED

PRINCIPAL HAVE EXECUTED THIS POWER OF ATTORNEY ON THIS DAY OF
, 2013.
For
(Signature)
(Name, Title and Address)

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Phase 1 Works at IIIT Dharwad Campus.

APPENDIX C
CONSULTANCY AGREEMENT

th
THIS AGREEMENT (“Consultancy Agreement”) is made on the day of , 2013 at IIT Dharwad.

BETWEEN:

IIIT Dharwad, 3rd Floor, IT Park, Opposite to glass house, Hubballi-580029, Dharwad, Karnataka, India.(hereinafter
referred to as “IIIT-DWD” which expression shall, unless it be repugnant to the context or meaning thereof, include
its administrators, successors and assigns) of One Part.

AND

LIMITED, a company incorporated under the provisions of the Companies Act, 19561 and
having its registered office at (hereinafter referred to as the
“Consultant”) which expression shall, unless it be repugnant to the context or meaning thereof, include its
administrators, successors and permitted assigns)of the Other Part

IIIT-DWD and the Consultant are collectively referred to as 'Parties' and individually as “Party”.
WHEREAS:
A. IIIT Dharwad, 3rd Floor, IT Park, Opposite to glass house, Hubballi-580029, Dharwad,
Karnataka,India.
B. In response thereto proposals were received from several persons including the Consultant. After
evaluating them, the Proposal submitted by the Consultant has been accepted and Letter of
Acceptance No. dated was issued.
The following shall be a part of Consultancy Agreement
(i) Appendix A: Letter of Proposal
(ii) Appendix B: Power of Attorney for signing of proposal
(iii) Appendix C: Consultancy Agreement
(iv) RFP document
(v) Appendix D: Letter of Transmittal
(vi) Appendix E: Manpower deployment by PMC at IIIT Dharwad campus development
(vii) Form A: Financial Information
(viii) Form B:Form of Banker’s Certificate from a scheduled Bank
(ix) Form C: Description of Experience of Bidder to illustrate qualifications.
(x) Form D: Curriculum Viate (CV) Format to be submitted with proposal.
(xi) Form E: Report of Works referred in form C
(xii) Form F: Structure of the Organization
(xiii) Form G: Details of Technical and Administration Personnel, in the organization and
to be employed for the work.
(xiv) Form H: Resource Sheet-Equipment & Software’s

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(xv) Form I: General approach and methodology, work and staffing schedule
(xvi) Form J: Financial proposal submission form
(xvii) Any correspondence made with the bidder past opening of financial bid and before
acceptance

General Condition of Contract:

NOW, THEREFORE, in view of the foregoing and in consideration of the mutual covenants and agreements hereinafter
set forth, the Parties agree as follows:
1. RELATIONSHIP BETWEEN THE PARTIES
Nothing contained herein shall be construed as establishing a relation of employer and employee or
agent as between IIIT-DWD and the Consultant. The Consultant, subject to this Agreement, has
complete charge of personnel performing the Services conforming to all statutory requirements with
respect to the personnel deployed and providing all appropriate benefits to them and shall be fully
responsible for the Services performed by it or on its behalf. The Agreement shall commence on the
date it is executed by the Parties.
2. TERMS OF PAYMENT:-

The following terms of payment shall be applicable upon signing of the agreement:

a. 5% of the estimated fee based on the project cost worked on preliminary estimates for pre -
construction stage upon signing of the MoU.
b. 75% of the fee payable in instalments based on the schedule completion period for the work, from
the date of award of first tender package. The fee payable for the services is commensurate to the
physical progress of the work and upon completion of each milestone.
c. 10% shall be paid after issuance of completion certificate and finalization of final bill and closure of
Contract for each package of work. The difference between the estimated fee indicated in (i) above
and the actual fee based on the accepted bid value will be adjusted in the last invoice under this
clause.
d. 10% shall be payable after the completion of Defect Liability Period.

2.1 The key deliverables would be as per the following table:

Reports
1. The consultant shall submit 5 hard copies and 2 soft copies in CD ROM the following
reports to the IIIT-DWD

[Link]. Report Frequency Due Date/Time

1 Inception Report One Time Within 15 days of
Issue of work order
2 Quality Assurance One Time Within 30 days of
(QA) Documents Issue of work order

3 Construction One Time Within 30 days of

Supervision Issue of work order
Manual

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
4 Progress Report Weekly, Fortnight Fortnight Report : 3rd
Report & day on
Every month expiry of Fortnight
& Monthly: Before
1st day of the
following month
5 Final Report with CD One Time Within 30 days of
completion of
services/contract

2. The Inception Report shall contain the details of all meetings held with the IIIT-DWD, other
consultants engaged by IIIT-DWD and the contractor and decisions taken therein, the resources
mobilized by the consultants as well as the contractor and the consultants’ perception in the
management and supervision of the works. The Report shall also include the Work Programmes
and Deployment Schedule of Staff.
3. Quality assurance document should stipulate guidelines for the maintaining quality standards in
overall project at each and every stage of the project. The guidelines shall be
in concurrence to the
NBC/GRIHA/IEC/ISI/MORTH/IRC/CPWD/KPWD Specifications.
4. The weekly/fortnight/monthly Progress Report shall contain details of all meetings, decisions taken
therein, mobilization of resources (consultants’ and the contractor), detailed compliance report of
each activity, progress and the projected progress for the forthcoming periods. The Report shall
clearly bring out the delays, if any reasons for such delay(s) and the recommendations for
corrective measures. The report shall also include the photograph of the activities being done at the
site. The report should also include safety audit and Environmental safeguard audit report on the
contractor’s performance on these aspects. The report shall also contain any other aspect which IIIT-
DWD may direct from time to time.
5. The supervision manual should stipulate guidelines, for administration supervision and management
of the project.
6. The consultant will prepare a comprehensive final completion report after completion of the work.
The report shall incorporate summary of the method of supervision performed, problems
encountered and solutions undertaken thereon and recommendations for future projects of similar
nature to be undertaken by the employer.
2.2 The Consultant shall submit to IIIT-DWD five (5) hard copies and two (2) soft copies on separate
CDs (all drawings in AutoCAD) of all reports/documents to be delivered as per Clause 2.1 above.
2.3 The fee payable by IIIT-DWD to the Consultant for the Services shall be computed and paid subject
to the conditions of service Agreement, by IIIT-DWD on the basis of performance of the services
at the Estimated Billing rates approved by IIIT-DWD and after deducting taxes at source as per
applicable law.
2.4 The Consultancy Fee shall be inclusive of all applicable taxes, cess and levies except GST and
also inclusive of all office and site supervision expenses which may be incurred by the firm and
personnel towards office equipments and automation, hardware, software, consumables etc,
documentation, travel, transportation, communication etc and head office overheads. (“Office
and Site Supervision Expenses”)
2.5 The GST shall be paid by IIIT-DWD at the applicable rates as reimbursement.

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
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3. PERFORMANCE SECURITY, LIQUIDATED DAMAGES AND PENALTIES

3.1 Performance Security

The Authority shall retain the performance security (the “Performance Security”), 10% (Ten
percent), to be appropriated against breach of this Agreement or for recovery of liquidated damages
as specified herein. The balance remaining out of the Performance Security shall be returned to
the Consultant at the end of 3 (three) months after the expiration of this Agreement.

3.2 Liquated Damages for delay

In case of delay in submission of any deliverable other than those enlisted in clause 3.7,
liquidated damages, not exceeding an amount equal to 0.2% (zero point two percent) of the
Consultancy Fee per day, subject to a maximum of 5% (five percent) of the Consultancy Fee, shall
be imposed and shall be recovered from the payments due or by appropriation from the Performance
Security or otherwise. However, in case of delay due to reasons beyond the control of the Consultant,
suitable extension of time in writing may be granted by IIIT-DWD. This is in addition to the item
mentioned in clause 3.7.
3.3 Appropriation of Performance Security
The IIIT-DWD shall have the right to invoke and appropriate the proceeds of the Performance
Security, in whole or in part, without notice to the Consultant in the event of breach of this Agreement
or for recovery of liquidated damages specified herein above.

3.4 Penalty for deficiency in Services

In addition to the liquidated damages not amounting to penalty, warning may be issued to the
Consultant for minor deficiencies on its part. In the case of significant deficiencies in Services
causing adverse effect on the Project or on the reputation of the Authority, other penal action may be
taken by IIIT-DWD, including debarring for a specified period or with holding.

3.5 In the event of total default / failure by the Consultant in providing the Services, IIIT-DWD reserves
the right to get the Services executed by any other consultant at the cost and risk of the Consultant.

3.6 The PMC shall prepare a check list for submissions of bills by the contractor. The PMC shall check,
verify and submit the bill within seven (7) days of receipt of the bill from the contractor/s.

3.7 The following activities shall attract penalties which shall be detected from the monthly bill for
consultancy services-

[Link]. Activities Penalty

1 Report Submission If there is any delay in report submission, IIIT-DWD
may impose a penalty by deducting upto 1% (One
percent) on the particular PMC unit.

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2 Absent from Duties For any reason whatsoever, if any team member remains
absent from duty for a cumulative period of more than 15
working days
in a years or more than 5 working days at

one time, the consultant shall deploy a personnel of

equal or higher qualification and experience under the
intimation to the Executive Incharge IIIT-DWD. In the
event of the failure of the consultant to do so, a penalty
of 0.1% (zero point one percent) , shall be made
from the payment due.

3 Delay in Bill Submission If there is any delay in Bill submission, IIT will impose a
penalty by deducting upto 0.5% of the
for the PMC unit per delay.

4 Change of Manpower If there is any change in manpower

a. Key personnel 1 time.

b. Other professional 2 times.
c. For any change in key personnel more than one
time after confirmation, IIIT-DWD will impose a
penalty upto Rs 50,000/-(Rupees Fifty Thousand
Only) on each change.
d. For any change in other professionals during the
work, IIIT-DWD will impose a penalty of Rs 5000/-
5 Mistake in If there is any major mistakes found in taking
measurements due to measurements which is +/- 10%, IIIT-DWD will
negligence/informational impose a penalty by deducting upto Rs5, 000/-(Rupees
Five Thousand Only) per mistake.
6 Conduct quality control The IIIT-DWD may conduct independent quality
measures & QA monitoring and checking of works carried out by
contractor and certified or /and recommended for
payment by the Consultant. If such checks
disclose that works certified or /and

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
recommended for payment by the Consultant do not meet
the specified requirement , IIIT-DWD will not pay the
Consultants fees for the affected portion which shall be
calculated @ 2.5% of the value of such work. In
addition, IIIT-DWD will impose a penalty upto 100%
of such fee (calculated for the work) and without
entitlement to payment of further fees in this scope of
work.
7 Performance of the If the service of a team member provided by the
team members Consultant is not acceptable to the IIIT-DWD, the
Consultant shall replace the team member within
30days of given such notice. If the Consultant fails to
quickly deploy/replace a team member as instructed by
the Employer, the Employer may make temporary
arrangement. The temporary deployment/replacement
shall be paid by the IIIT-DWD with commensurate
reduction in the person month scope of the PMC
Contract.
In addition to the cost of the temporary replacement,
IIIT-DWD shall impose a penalty upto 50% of the
cost of the temporary deployment/ replacement until
such time that the Consultant provides an acceptable
replacement/ team member.

4. SUSPENSION
IIIT-DWD may by written notice of suspension to the Consultant, suspend all payments to
the Consultant hereunder if the later fails to perform any of its obligations under this Contract,
including the carrying out of the services provided that such notice of suspension (i) shall specify the
nature of the failure and (ii) request the Consultant to remedy such failure within the period not
exceeding fifteen (15) days after the Consultant of such notice of suspension.

5. TERMINATION
I. By IIIT-DWD
IIIT-DWD may, by not less than thirty (30) days' written notice of termination to the Consultants (except
in the event listed in paragraph (e) & (f) below, for which there shall be a written notice of not less than
Forty Five (45) days), such notice to be given after the occurrence of any of the events specified in
paragraphs (a) through (h) of this Clause terminate this Contract:
a. If the Consultants fail to remedy a failure in the performance of their obligations hereunder, as
specified in a notice of suspension pursuant to Clause 4 hereinabove, within thirty (30) days of
receipt of such notice of suspension or within such further period as the IIIT-DWD may have
subsequently approved in writing;
b. If the Consultants become insolvent or bankrupt or enter into any Contracts with their creditors
for relief of debt or take advantage of any law for the benefit of debtors or go into liquidation or
receivership whether compulsory or voluntary
c. If the Consultants fail to comply with any final decision reached as a result of arbitration
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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
proceedings
d. If the Consultants submit to the IIIT-DWD a statement which has a material effect on the rights,
obligations or interests of the IIIT-DWD and which the Consultants know to be false;
e. If, as a result of Force Majeure, the Consultants are unable to perform a material portion of the Services
for a period of not less than Forty Five (45) days; or
f. If the IIIT-DWD, in its sole discretion and for any reason whatsoever, decides to terminate this
Contract.
g. If the Consultant, in the judgment of the IIIT-DWD has engaged in corrupt or fraudulent practices in
executing the Contract.
h. In case the contract is terminated, the balance amount of advance fee if any, paid earlier shall be
paid back by the Consultant to IIIT-DWD within thirty days of the termination letter, failing
which the same shall be recovered by encasing the existing Bank Guarantee submitted by
Consultant.

II. By the Consultant

The Consultants may, by not less than .thirty (30) days' written notice to the IIIT-DWD, such notice to
be given after the occurrence of any of the events specified in
paragraphs (i) through (iv) of this Clause, terminate this Contract:
a. If the IIIT-DWD is in material breach of its obligations pursuant to this Contract and has not
remedied the same within reasonable time (or such longer period as the Consultants may
have subsequently approved in writing) following the receipt by the IIIT-DWD of the Consultants'
notice specifying such breach;
b. If, as the result of Force Majeure, the Consultants are unable to perform a material portion of the
Services for a period of not less than Forty Five (45) days; or
c. If the IIIT-DWD fails to comply with any final decision reached as a result of arbitration pursuant
to this agreement.

6. CESSATION OF RIGHTS AND OBLIGATION

Upon termination of this Contract pursuant to Clause 4 or Clause 5 hereof, or upon expiration of this Contract
all rights and obligations of the Parties hereunder shall cease, except:
a. such rights and obligations as may have accrued on the date of termination or expiration;
b. the obligation of confidentiality set forth in this agreement
c. any right, which a Party may have under the Applicable Law.

7. CESSATION OF SERVICES
Upon termination of this Contract by notice of either Party to the other pursuant to Clause 4 or Clause 5
hereof, the Consultants shall , immediately upon dispatch or receipt of such notice, take al necessary
steps to bring the Services to a close in a prompt and orderly manner and shall make every reasonable effort
to keep expenditures for this purpose to a minimum.

8. PAYMENT UPON TERMINATION

Upon termination of this Contract pursuant to Clause 4 or Clause 5 hereof, the IIIT-DWD shall make
the payments for Services satisfactorily performed prior to the effective date of termination; to the
Consultants after offsetting against these payments any amount that may be due from the Consultant

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 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
9. DISPUTES ABOUT EVENTS OF TERMINATION
If either Party disputes whether an event specified in paragraphs (a) through (h) of Clause 4 or in Clause 5
hereof has occurred, such Party may, within thirty (30) days after receipt of notice of termination from the
other Party, refer the matter to arbitration pursuant to this agreement and this Contract shall not be terminated
.on account of such event except in accordance with the terms of any resulting arbitral award.

10. RESPONSIBILITIES AND OBLIGATIONS OF THE CONSULTANT

The Consultant shall:-
a. Provide the Services in accordance with ToR as set out in Section-4.
b. Exercise the degree of skill, care efficiency and diligence normally exercised by members of the
profession performing services of a similar nature;
c. The consultant shall act at all times so as to protect the interest of IIIT-DWD and shall take all
reasonable steps to keep all expenditure to a minimum with sound professional practices.
d. Be bound to comply with any written direction of IIIT-DWD to vary the scope sequence or
timing of the Services; and
e. The consultant shall furnish to the IIIT-DWD such information related to the Assignment as IIIT-
DWD may, from time to time request.

11. CONFIDENTIALITY AND PUBLICITY

The Consultant and the personnel shall treat the details of the output of the assignment and
the Services as confidential and for the Consultant's own information only and shall not
publish or disclose the details of the output, deliverables / milestones submitted to IIIT-DWD or the
Services in any professional or technical journal or paper or elsewhere in any manner whatsoever
without the previous consent in writing of IIIT-DWD.

12. CONSULTANT’S REPRESENTATIVES

The Team leader shall be the representative of the Consultant and shall have authority to act on
behalf of the Consultant for al purposes in connection with the Services and in accordance with all
the provisions under the Agreement.

13. INDEMNITY AND INSURANCE

a. The consultant shall take out and maintain adequate professional indemnity insurance and
insurance against claims by third parties resulting from acts performed in carrying out the
Services.
b. IIIT-DWD undertakes no responsibility in respect of life, health, accident, travel or any
other insurance coverage for the personnel or for the dependents of any such personnel.
c. The consultant shall indemnify at al times, the IIIT-DWD from and against any and all
claims, liabilities, obligations, losses, damages, penalties, actions, judgment, suits,
proceedings, demands, costs, expenses and disbursements of whatsoever nature that may be
imposed on, incurred by or asserted against the IIIT-DWD during or in connection in the
Services by reason of:
(i) Infringement or alleged infringement by the consultant of any patent or other protected
right; or
(ii) Plagiarism or alleged plagiarism by the consultant.
39
 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
b. The consultant shall indemnify, protect and defend, at consultant’s own expense, IIIT-
DWD, its agents and employees, from and against any and all actions, claims, losses or
damages arising out of consultant’s failure to exercise the skill and care required under this
agreement , provided, however: that consultant is notified of such actions, claims, losses or
damages not later than twelve months after conclusion of the Services; and provided
further *that the ceiling on consultant’s liability shall be limited to estimated cost approved
by IIIT-DWD except that such ceiling shall not apply to actions, claims, losses or
damages caused by consultant’s gross negligence or reckless conduct;
c. In addition to any liability consultant may have under this agreement consultant shall, at its
own cost and expense, upon request of IIIT-DWD, re- perform the Services in the event of
consultant’s failure to exercise the skill and care.
d. The consultant shall have no liability whatsoever for actions, claims, losses or damages
occasioned by (i) IIIT-DWD’s overriding a decision or recommendation of consultant or
requiring consultant to implement a decision or recommendation with which consultant does
not agree; or (ii) the improper execution of consultant’s instructions by agents, employees
or independent contractors of IIIT-DWD.

14. OWNERSHIP OF WORK PRODUCT, COMPUTER PROGRAMS AND EQUIPMENT

a. All reports, documents, correspondence, draft publications, maps, drawings, notes,
specifications, statistics, work product in any form and, technical data compiled or prepared
by the consultant and communicated to the IIIT-DWD in performing the Services (in
electronic form or otherwise and including computer-disks comprising data) shall be the
sole and exclusive property of the IIIT-DWD, and may be made available to the general
public at its sole discretion. The consultant may take copies of such documents and data for
purpose of use related to the Services under terms and conditions acceptable to the IIIT-
DWD but shall not use the same for any purpose unrelated to the Services without the prior
written approval of the IIIT-DWD.

b. All computer programs developed by the consultant under this Contract shall be the
sole and exclusive property of the IIIT-DWD; provided, however, that the consultant may
use such programs for their own use with prior written approval of the IIIT-DWD. If license
agreements are necessary or appropriate between the consultant and third parties for purposes
of development of any such computer programs, the consultant shall obtain the IIIT-
DWD’s prior written approval to such agreements. In such cases, the IIIT-DWD shall be
entitled at its discretion to require recovering the expenses related to the development of the
program(s) concerned.

15. FORCE MAJEURE

a. If either party is temporarily unable by reason of force majeure to meet any of its obligations
under the Contract, and if such party gives written notice of the event within fifteen (15) days
after its occurrence, such obligations of the party as it is unable to perform by reason of
the event shall be suspended for as long as the inability continues. Neither party shall be
liable to the other party for any loss, actual y incurred, or damage sustained by such other
party arising from any event or delays arising from such event.
b. The term “force majeure” shall mean events beyond the control of either party, which prevent
the affected party from performing and fulfilling its obligations under the Contract, and could
40
 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
not have been reasonably anticipated or foreseen, or although foreseen were inevitable, such
as acts of war, whether or not war be declared, public disorders, insurrection, riots,
sabotage, explosions, violent demonstrations, blockades, and other civil disturbances,
epidemics, nuclear contamination, landslides, earthquakes, typhoons, volcanic eruption,
floods, washouts and other natural calamities and acts of God, strikes, lock-outs or other
industrial action or equivalent disruption or disturbances, boycotts and embargo or the effects
thereof, and any other similar events.
c. In the case of disagreement between the parties as to the existence, or extent of, force
majeure, the matter shall be submitted to arbitration in accordance with provision of this
agreement.

16. OTHER CONDITIONS

a. In the event IIIT-DWD desires the Consultant to perform such additional services which are
not within the Terms of Reference, the Consultant shall agree to perform such additional
services on such renegotiated, modified and new terms and conditions as may be mutual y
agreed by the Parties.
b. IIIT-DWD shall provide to the Consultant documents/ information/ reports as may be
required by the Consultant to enable it to provide the Services. IIIT-DWD undertakes and
agrees to furnish to the Consultant from time to time such other documents/ reports/
information in its possession and/or knowledge as it may consider relevant to perform the
Services, as and when such information is received by/ available with the IIIT-DWD.
c. All intellectual property conceived, originated, devised, developed or created by the
Consultant, its agents, specifically for the purpose of rendering the Services, shall vest with
IIIT-DWD unless otherwise agreed, between IIIT-DWD and the Consultant. IIIT-DWD
as sole beneficial owner shall be entitled to use such intellectual property for the purpose
of the Project
d. Unless otherwise agreed, IIIT-DWD shall have the copyright on all the reports, documents,
maps etc., authored, prepared or generated during the course of the Services to be provided
by the Consultant.

17. COMPLIANCE WITH LAWS

The Consultant shall take due care that all its documents comply with all relevant laws and statutory
regulations and ordinances, guidelines in force which includes al laws in force and effect as of the
date hereof and which may be promulgated or brought into force and effect hereinafter in India
including judgements, decrees, injunctions, writs of or orders of any court of record, as may be in
force and effect during the subsistence of this Agreement applicable to the Consultant.

18. GOVERNING LAW AND JURISDICTION

This Agreement shall be governed by the laws of India. The Courts at Dharwad shall have exclusive
jurisdiction over all matters arising out of or relation to this Agreement.

19. DISPUTE RESOLUTION

19.1 Amicable Resolution
Any dispute, difference or controversy of whatever nature between the Parties, howsoever arising
under, out of or in relation to this Agreement (the "Dispute") shall in the first instance be attempted
to be resolved amicably through discussions between the Parties.
41
 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.
19.2 Arbitration
a. Procedure
Any Dispute which is not resolved amicably within 30 days, the same shall be referred to
the Chairman IIIT-DWD. There upon, the Chairman IIIT-DWD, shall appoint a sole arbitrator
within thirty days. The proceedings of the arbitrations shall be conducted as per Arbitration &
Conciliation Act 1996.

b. Place of Arbitration
The place of arbitration shall ordinarily be IIIT-DWD but by agreement of the Parties, the
arbitration hearings, if required, may be held elsewhere.

c. English Language
The request for arbitration, the answer to the request, the terms of reference, any written
submissions, any orders and awards shall be in English and, if oral hearings take place, English
shall be the language to be used in the hearings.

d. Enforcement of Award
The Parties agree that the decision or award resulting from arbitration shall be final and
binding upon the Parties and shall be enforceable in accordance with the provision of the
Arbitration Act subject to the rights of the aggrieved parties to secure relief from any higher forum.

e. Performance during Dispute Resolution

Pending the submission of and/or decision on a dispute and until the arbitral award is published,
the Parties shall continue to perform their respective obligations under this Agreement, without
prejudice to a final adjustment in accordance with such award.

20. SEVERABILITY
In the event that any provision of this Agreement is held to be invalid or unenforceable, the remaining
provisions of this Agreement will remain in full force and effect.

WAIVER : Waiver by either Party of any default by the other Party in the observance and performance of any provision of
or obligations under this Agreement:
a. Shall not operate or be construed as a waiver of any other or subsequent default hereof or of other provisions
or obligations under this Agreement;
b. Shall not be effective unless it is in writing and executed by a duly authorised representative of such Party; and
c. Shall not affect the validity or enforceability of this Agreement in any manner. Neither the failure by either
Party to insist on any occasion upon the performance of the terms, conditions and provisions of this Agreement
or any obligation hereunder nor time or other indulgence granted by a Party to the other Party shall be treated
or deemed as waiver/breach of any terms, conditions or provisions of this Agreement.

26.1 Similarly OWNER shall indemnify and hold PMC harmless from all costs, damages and
expenses arising out of any claim, action or suit brought against OWNER by third parties in respect
of any infringement of any patent or registered design or any similar rights resulting from the use of
any information furnished to PMC by OWNER or by others on behalf of OWNER, as long as it is
used by PMC or the purposes of this project only.

42
 Request for Proposal(RPF) for Project Management Consultancy (PMC) Services-For
Phase 1 Works at IIIT Dharwad Campus.

21. VARIATIONS
IIIT-DWD may, by written notice to the Consultant, direct the Consultant to vary the scope, sequence
or timing of the Services and the Consultant shall be bound to comply with that direction. All such
variation shall be in writing.

EXECUTED BY IIIT-DWD DEVELOPMENT AUTHORITY by being signed by a duly authorized officer in the
presence of:
Title:

Witness:

EXECUTED BY by being signed by a duly authorized officer in the presence of:

Title:

Witness:

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 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

APPENDIX-D
LETTER OF TRANSMITTAL

From:

(Full Address of the Applicant)

To:
Registrar,
INDIAN INSTITUTE OF INFORMATION TECHNOLOGY DHARWAD,
IT Park, 3rd Floor, Opposite to Glass House, Hubballi-580029,Karnataka.
SUB: Submission of Eligibility Documents for Project Management Consultancy (PMC) Services – For
Phase 1 Works At IIIT-DWD Campus.
Sir,

Having examined the details given in Notice Inviting Request for Proposal published in the newspapers and bid
documents for the above work, we hereby submit the eligibility documents and financial bid documents.
1. We hereby certify that all the statements made and information supplied in the enclosed forms and
accompanying statements are true and correct.
2. We have furnished all information and details necessary for eligibility document and have no further
pertinent information to supply.
3. We submit the requisite certified Solvency Certificate and authorize the Registrar, IIIT Dharwad to
approach the Bank issuing the solvency certificate to confirm the correctness thereof. We also authorize
Registrar to approach individuals, employers, firms and corporation and to visit the works completed
by us in the past or are in progress at present, to verify our competence and general reputation.

4. We submit the following certificates in support our suitability, technical know-how & capability for
having successfully completed the following works :

Sl. No. Name of work : Certificate from

1.

Enclosures : nos.

Date of submission: Signature of Applicant

44
Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

APPENDIX- E

Manpower deployment by PMC at IIIT Dharwad campus development

Sr Activity Manpower deployment in numbers

no
Senior level Middle Junior level
(Post Graduate level
Engineer) (Graduate (Diploma (Supervisor)
Engineer) Engineer)
1 Team Lead / management NA NA

2 Structural Engineering
a) Design
b) Execution

3 PH Engineering
a) Design
b) Execution

4 Quality control

5 Electrical Engineer, HVAC

a) Design
b) Execution

6 Safety Engineer

7 Estimation/tendering/ billing

8 Project execution
(supervisory staff)
AE
JE
Supervisor

9 GRIHA/Surveyor/Geo
Technical Specialist/

45
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

FORM - A
FINANCIAL INFORMATION

I. Financial Analysis – Details to be furnished Duly supported by figures in Balance Sheet / Profit and
Loss Account for 5(five) years and certified by the Chartered Accountant, as submitted by the applicant
to the Income-Tax Department ( Copies to be attached ).

Sl. No Details (1) (2) (3) (4) (5)

i) Gross annual turnover in

construction works.

ii) Profit / Loss

iii) Financial Position :

a) Cash

b) Current assets

c) Current liabilities

d) Working Capital (b-c)

e) Current Ratio :

Current Assets / Current

Liabilities ( b/c )

f) Acid Test Ratio

Quick Assets / Current
Liabilities ( a/c )
Financial Years

II. Certificate of Financial Soundness from Bankers of Applicant. (Form – B)

III. Financial arrangements for carrying out the proposed works.

Note: Attach additional sheets, if necessary

(Signature of Applicant)
46
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

FORM - B

FORM OF BANKERS’ CERTIFICATE FROM A SCHEDULED BANK

The is to certify that to the best of our knowledge and information that M/s./
Shri……………………..……having marginally noted address, a customer of our bank are/ is respectable and
can be treated as good for any engagement up to a limit of
Rs………………….(Rupees……………………………………………..)
This certificate is issued without any guarantee or responsibility on the bank or any of the officers.
Date: (Signature)

For the Bank

NOTE (1) Bankers certificates should be on letter head of the Bank, in sealed cover addressed to
tendering authority.
(2) In case of partnership firm, certificate should include names of all partners as recorded with
the Bank.

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Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

FORM -C

DESCRIPTION OF EXPERIENCE OF BIDDER TO

ILLUSTRATE QUALIFICATIONS (NOT TO EXCEED THREE PAGE FOR EACH PROJECT)

(Please provide information only for a project for which your firm was legal y contracted by the client as a corporate
entity)

(1) Project Name:

(2) Project Location and Country:
(3) Project Cost :
(4) Name of Client :
(5) Start Date (Month/Year):

(6) Completion Date:

(Month/Year )
(7) Name of Associated Firm(s), if any:
(8) Name of Senior Staff (Project Director/Coordinate Team
Leader) Involved and Functions Performed

(9) Detailed Narrative Description of Project, defining clearly

the specific areas of services provided.

(10) Detailed Description of Actual Services Provided

the firm:
(11) Professional Staff Provided by the Firm: No. of
Staff:

(12) No. of Person-Months:

(13) Responsibilities of the firm

(14) Approx. Value of Services (INR):

(15) No. of Person-Months of Professional Staff Prove by
Associated Firm(s):

Note: The following supporting documents should necessarily be submitted by the bidders without which the
submission shall not be considered for evaluation –
a. Experience of Project Management Consultancy (from Project commencement to Completion) should be supported by
a certificate from the client from an officer of not below the rank of Registrar in a Government department, or
Project Director 48
or General Manager in a Government department. The certificate from the client should clearly set out the name of the
Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

project, activities undertaken, project cost as given in below format.

b. In case the Project cost is not set out in the certificate from the client, the bidders can submit a certificate
from Statutory Auditor indicating the same.

Certificate Format

It is to certify that M/s .......................................................... was awarded the work of

............................................................................... vide agreement
No............................................ The total project cost is Rs.....................................................
the consultancy fees for the construction supervision consultant is Rs...................................................... As a part of the
above contract, the consultant have successfully completed satisfactorily the work on dd/mm/yy
of
............................................. (name of the Project) ...................... construction project in the State of
...............................whose total built up area is .............sq.m. Their work is found to be satisfactory.

(Signature) Designation: Contact

Number: Office Seal

49
Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

FORM-D

CURRICULUM VITAE (CV) FORMAT TO BE SUBMITTED WITH PROPOSAL MAXIMUM

AGE FOR THE PERSONNEL SHALL BE 60 YEARS OR Team Leader and 45 Years
for Other Members of the Team

PROPOSED POSITION FOR THIS

1 PROJECT
(Only candidate should be nominated for
each position)

2 NAME

3 DATE OF BIRTH

4 NATIONALITY

5 PERSONAL ADDRESS

TELEPHONE NO.

FAX NO.

E-MAIL ADDRESS

EDUCATION
6 (The years in which various qualifications were
obtained along with copy of
Degree/Certificate)

7 OTHER TRAINING

8 LANGUAGE & DEGREE OF

PROFICIENCY

9 MEMBERSHIP IN PROFESSIONAL
SOCIETIES

10 EXPERIENCE In SIMILAR PROJECT

&SIMILAR WORK
Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

11 EMPLOYMENT RECORD FROM TO (Starting with present position, list in

EMPLOYER POSITION HELD AND reversed order every
DESCRIPTION OF DUTIES employment held and state the start and end
dates of each employment.) along with the
contact numbers/mail id’s of a reference
person of the employer whom the candidate
has worked under for last 3 years.

(Clearly distinguish your "employer" as an

employee of the firm from a "Client" for
whom you have worked as a consultant or
an adviser.)

12 DETAILED TASKS ASSIGNED WORK UNDERTAKEN THAT BEST

(In this column, list tasks one by one and support ILLUSTRATES CAPABILITY TO
each task by project experience in the right hand HANDLE THE TASKS ASSIGNED.
side column.) (In this column, list project name, location,
year, position
held, i.e., Team Leader, Hydrologist,
Agricultural
Economist, etc. and exact duties
rendered and time
spent on each project.)

13 CERTIFICATE (Please follow exactly the following format. Omission will be seen as non-
compliance)
I, the undersigned, certify that to the best of my knowledge and belief, this bio data
correctly describes myself, my qualifications, and my experience. I understand that any wilful
misstatement described herein may lead to my disqualification or dismissal, if engaged.

I have been employed by [name of the firm] continuously for the last ( )
Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

months as regular full time staff (indicate yes or no in the following boxes):

Yes No

SIGNATURE: DATE OF SIGNING: Day Month

Year

50
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

FORM - E
Report of Works Referred In Form ‘C’
(Furnish this information for each individual work from the employer for whom the work was executed)

1. Name of work /
Project & Location.

2. Nature / Description of Work:

3. Agreement No.

4. Estimated Cost

5. Tendered Cost

6. Actual value of work done:

7. Date of start:

8. Date of completion:

a) Stipulated date of completion

b) Actual date of completion

9. Amount of compensation levied for delayed

Completion if any.

10. Performance report

i. Quality of work Very good/ Good/ Fair/Poor

ii. Financial Soundness Very good/ Good/ Fair/Poor
iii. Technical Proficiency Very good/ Good/ Fair/Poor
iv. Resourcefulness Very good/ Good/ Fair/Poor
v. General behavior Very good/ Good/ Fair/Poor

Registrar or Equivalent

(Seal of the organisation)

51
Date:
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

FORM-F

Structure of the organization

1. Name and address of the bidder

2. Telephone No. / Fax No. / email address/website

3. Legal status of bidder (Attach copies of original document defining the

legal status).
The applicant is :

a) An individual
b) A proprietary Firm
c) A Firm in partnership
d) A limited company or corporation.

4. Particulars of registration with various Govt. bodies (Attach attested

photocopies)
a) Registration Number
b) Organization / Place of registration.
c) Date of validity

5. Name and title of Directors and officers with designation to be

concerned with this work.

6. Designation of individuals authorized to act for the organization.

7. Was the bidder ever required to suspend construction for a period of

more than six months continuously after he commenced the
construction? If so, give the name of the project and reasons of
suspension of work.

8. Has the bidder or any constituent partners (s) in case of partnership

firm, ever abandoned the awarded work before its completion? If so,
give name of the project and reasons for abandonment.

9. As the bidder, or any constituent partner in case of partnership firm,

ever been debarred/ black listed for tendering in any organization at
any time? If so, give details.
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

10. Has the bidder, or any constituent partner in case of

partnership firm, ever been convicted by the court of law? If so, give
details.
11. In which field of Civil Engineering construction the bidder
has specialization and interest?
12. Any other information considered necessary but not included above.

(Signature of Applicant)

51
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

FORM-G

Details of Technical and Administrative Personnel, in the organization and to be employed for the work

Sl. Designation Total Number Name Qualification Professional In what Remarks

No. Number available for experience and capacity these
this details of works would be
work carried out involved in
this work

1 2 3 4 5 6 7 8 9

Date:
52

(Signature of Applicant)
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

FORM – H

Details of Resources Sheet - Equipment & Softwares by the Agency and likely to be used in carrying out the Work

Sl. No. Name of equipment/Softwares Status –Available/ Not Available

Date:
53

(Signature of Applicant)
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

FORM-I

GENERAL APPROACH AND METHODOLOGY, WORK AND STAFFING SCHEDULE

Technical approach, methodology and work plan are key components of the Technical Proposal. The
Consultant is suggested to present their Technical Proposal (not more than 10 pages, inclusive of charts and
diagrams) divided into the fol owing three chapters:

a) Technical Approach and Methodology,

b) Work Plan, and
c) Organization and Staffing,

a)Technical Approach and Methodology: In this chapter Consultant should explain their understanding of
the objectives of the assignment, approach to the services, methodology for carrying out the activities and
obtaining the expected output, and the degree of detail of such output. They should highlight the problems being
addressed and their importance, and explain the technical approach they would adopt to address them. They
should also explain the methodologies they propose to adopt and highlight the compatibility of those
methodologies with the proposed approach.

c) Work Plan: In this chapter they should propose the main activities of the assignment, their content and
duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery
dates of the reports. The proposed work plan should be consistent with the technical approach and
methodology, showing understanding of the TOR and ability to translate them into a feasible working
plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output,
should be included here.

c) Organization and Staffing: In this chapter they should propose the structure and composition of their team.
They should list the main disciplines of the assignment, the key expert responsible, and proposed technical and
support staff.

54
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

Form - J

Financial Proposal Submission Form

Date:

To,
Registrar IIIT
Dharwad,
IT Park, 3rd Floor, Opposite to Glass
House, Hubballi-580029,
Karnataka,
India

Dear Sir,

SUBJECT: SUBMISSION OF FINANCIAL PROPOSAL FOR CONSULTANCY SERVICES FOR MASTER PLANNING,
ARCHITECTURAL AND ENGINEERING SERVICES FOR IIIT DHARWAD CAMPUS

We, the undersigned, offer to provide the consulting services for and in accordance with your tender Ref No.
IIITDWD/PMC/2018/1598 for Project Management consultancy services. We enclose herewith our Financial
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 180 days from date of opening of financialProposal.
We undertake that, in completing and if the award is made to us, in executing the above contract, we will strictly
observe the laws against fraud and corruption in force in India namely “Prevention of Corruption Act 1988”.
We understand you are not bound to accept any Proposal you receive.

We remain,

55
Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus
 Project Management Consultancy (PMC) Services – For Phase 1 Works at IIIT-DWD Campus

Signature, Name, Designation and Seal of the Consultants

Sr. No. Particulars Fee amount (in Rs.)

1 Consultant’s Total Fee in Indian Rupees is to be

mentioned in figures and in words in English)

(please quote fees here)

NOTES
a. Fees mentioned above shall be Inclusive of all taxes in India and Country of Consultants but excluding
GST if any applicable in India and subject to deduction of Income Tax and other taxes if any in India.

b. The quoted fee shall be exclusive of GST as applicable which shall be reimbursed as per actual on
production of original deposit and as per notified rate.

c. Fees quoted will be firm and no escalation will be applicable.

d. The Consultant shall pay all other taxes, duty and like Government impositions arising from this
Contract and indemnifies IIIT Dharwad against same.

Signature, Name, Designation and Seal of the Consultants

56