INTRODUCTION

This request for proposal is issued by RIO Consultants and Constructions

(PVT) LTD to acquire the service of a contractor for the construction of a
solar powered car project. The client of this project, Sri Lankan Institute of
Information Technology needs a contractor to the solar powered car project
in good quality with Guaranteed Maximum Price.
The purpose of this proposal is to provide complete construction
management and inspection to provide a completed product. The RIO
consultants and constructions (PVT) LTD is planning to find contractors to
construct and demonstrate Solar Power Car.
Contractor must provide a good quality proposal including the available
facilities, level of support, financial support, technical expertise and related
construction experience.
The success of contractor depends upon the ability of contractors achieving
key objectives. The main key objectives include followings.
Effective cost and schedule controls.
Most cost effective, risk management strategy.
Implementation of methods that mitigate construction impacts to adjacent
communities, traffic flow and the environment.
Maximum innovation and value engineering opportunities.
Implementation of environment sensitive and sustainable practice.
Maximum diverse participation in the project.
The solar panel car should capable to carry 500g load for 10m within
2mins.Battery should compulsorily charge from a Solar panel system. Car
size not more than 2x1x1.

RFP Contacts
All general correspondence and inquiries about this RFP should be
submitted in writing to the project team. Vendors should not contact any
individuals in SLIIT. Any unauthorized contact may disqualify the vendor.
See Section 4.6 below for more information about submitting inquiries.
The primary RFP contact is:
De Silva S.W.G.S.K
Project Manager
RIO Constructions & Consultants Pvt. Ltd

About the client
SLIIT
Sri Lankan Institute of Information Technology is the premier degree
awarding institute approved by the university grant commission under the
universities Act. Renowned for the excellence of its teaching, as well as
preparing students for the world of work, SLIIT has created a learning and
research environment with best possible resources for students. SLIIT is
also a member of the Association of Commonwealth Universities and
International Association of
Universities (IAU).





Project Consultant
RIO Constructions and Consultants (PVT) LTD
RIO Consultants is a (PVT) LTD , international construction consulting firm and
recognized leader in program, project, and construction management. We
specialize in owner representation, project control, claims management and risk
management.
RIO was founded in 2000 by ,Mr. W.K Nipuna Neranjana and H.M.H.K
Bandara. They graduated from the College of Engineering at the University
of Michigan, Ann Arbor with the programs first PhD in Robotics. His
thesis on schedule network simulation, combined with 20 years of
experience teaching critical path scheduling, has helped lay the foundation
for RIOs history of innovation in project management.
In its early years, RIO provided project controls services to projects
primarily in power and ets. During this period, RIO also pioneered early
scheduling simulation software that was based on Dr. Ponce de Leons PhD
thesis work. The software was eventually incorporated into SureTrak and
subsequently acquired by Primavera.
Rio has undertaken many computer system networks projects and robotics
related project in past.It should be noted that Rio has played its role both as
a consultant and the constructor in this field.


Project specification
1. Car should capable to carry 500g load for 10m within 2mins
2. Battery should charge from a Solar panel
3. Car size not more than 2x1x1
4. The car should build with motors , gear systems , rechargeable batteries etc.
5. Constructor should follow the design and the architectural style provided by
the consultant.
6. Constructor should use the materials preferred by the constructor with some
degree of freedom
The project should be completed within the given duration

Communication Plan
The following is the proposed Scope of Work and understanding of the tasks
required for Sri Lanka Institute of Information Technology[SLIIT], (RIO
Constructions & ConsultantsPvt. Ltd. is acting as the Consultants) Solar
Powered Car Request for Proposal. It is understood that the services
covered under this contract are construction engineering professional
services and will be performed under the responsible charge of a Registered
Engineer. It is also understood that all work performed under this contract is
considered to be performed by CONSULTANT (RIO Constructions &
ConsultantsPvt. Ltd.), under contract to the CONSTRUCTION
COMPANY.
CONSTRUCTORS will insure that the project is constructed in compliance
with the project plans and specifications. The CONSTRUCTOR will
represent the CONSULTANT at the project site. However, any and all
decisions regarding changes or materials' suitability shall be made by the
CONSULTANT's In-charge Inspector.
Specific officers to contact when project is going on;
Finance matters
Design matters
Materials


TASK 1 Project Management and Coordination

Project Management and Coordination will include the following subtasks:
Task 1.1 Coordination

1.1.1 Point of Contact (Project Manager) will be the single point of contact for maintaining
liaison and coordination throughout the project with the Consultants of RIO Constructions &
ConsultantsPvt. Ltd.
.
1.1.2 Project Work Plan CONTRACTOR will develop, maintain, and implement a detailed
work plan that includes project goals and objectives, roles and responsibilities, a communication
plan, project controls, scope and deliverables, schedule and budget, and the CONTRACTORs
Quality Control Plan.

1.1.3 Project Schedule CONTRACTOR will obtain a project schedule from the Construction
Contractor outlining tasks and subtasks to be performed. The Project Schedule will include the
Construction Contractors internal Quality Control process and designated review of submitted
documents. CONTRACTOR shall assure the Project Schedule is updated as necessary.

1.1.4 Daily paperwork CONTRACTOR shall prepare all daily paperwork required under
SLIITs requirements and shall be submitted daily. All project files will be maintained per
procedures established by CONSULTANT.

1.1.5 Weekly Status Reports CONTRACTOR shall submit progress reports at least once each
week. The reports shall include all paperwork required by SLIIT and be sufficiently detailed for
the CONSULTANTS to determine if the CONTRACTOR is performing to expectations, is on
schedule; to provide communication of interim findings and to sufficiently address any
difficulties or special problems encountered so remedies can be developed. Submittals will be
reviewed by the CONSULTANT's In-charge Inspector.
1.1.6 Invoices CONTRACTOR will prepare monthly invoices providing a summary of
CONTRACTORs work and copies of invoices from any sub-consultants. Invoices shall include
the CONSULTANTs project number and the number of this consultant agreement.

1.1.7 Project Coordination with SLIIT- CONTRACTOR will coordinate with the
CONSULTANT through emails, written memos and other suitable forms of communication.
1.1.8 Schedule and Budget Management CONSULTANT will maintain and manage
Consultant teams schedule and budget and sub-consultant contracts.

1.1.9 Utility Co-ordination Utility co-ordination on the project must be carefully carried out so
that local disruptions of service are kept at a minimum during relocations or other utility work.

1.1.10 Property Owner Co-ordination All construction on or near private property will be
carried out in accordance with the plans, specifications and any Right of Way agreements
between the property owners and CONSULTANTS.

Deliverables
All daily reports faxed to the In-charge Inspector
Draft and Final Project Work Plan
Project schedule with updates as necessary, but at least each month
Monthly invoices and progress reports
Communication documents (emails, memos etc.)

Task 1.3 Project Team Meetings

CONSULTANT will schedule, prepare for and attend Project Team Meetings with the SLIIT and
the CONTRACTOR to review the scope of work and project goals, schedule, task progress and
issues to be addressed. Key team members will be present at each team meeting depending on
items to be discussed in person at the SLIIT premises or as a conference call. CONSULTANT
assumes a total of number project team meetings. Additional meetings may be requested by the
CONSULTANT on a time and travel basis for the CONSULTANT. Additional meetings
requested by the CONSULTANT shall be considered included as a part of this agreement.
Deliverables

At a minimum the following items will be prepared and distributed:

Meeting agendas
Meeting materials (graphics, visual aids and other presentation items).
Updated Issue/Action Item/Decision Log.
Updated Project Schedule
Meeting minutes within 1 week of meeting.













Time Line

Date of release of the request for proposal 23/07/2014
Closing date for submitting inquiries 31/08/2014
Request for change 01/08/2014 06/08/2014
Deadline for the submission of the intend to respond letter (bid
letter)
05/08/2014
Evaluation of bids, including presentation meetings where
bidders are welcome to present their solutions.
08/08/2014 15/08/2014
Negotiation of the contract 16/08/2014 23/08/2014
Conclusion of the contract 24/08/2014 01/09/2014
The clarification phase; where the necessary activities are carried
out for the contractor to obtain a better understanding of the
scope of the work and for our company to obtain a further
insight into the functions and capabilities of the proposed plan.
During this time, the contractor also has to prepare a description
supplementing the RFP and the proposal, which needs to be
approved by our company.
02/09/2014 16/09/2014
Completion of the contract 14/10/2014




Acceptance Criteria
Constructing company must have at least 10 years of experience in this area. Previous projects
completed should be informed when delivering the contract forms to the consultant.
It should be noted that the constructing company should at least consist of 2 charted Electronic
engineers of 5 years of experience.
Funding Process
Finding is done by the client (SLIIT).Initial advance of Rs.10 million will be given on the date
project commence. Remaining amount will be given according to milestone completed.






Delay Penalties

It should be noted that the consultant company will be inspect how the project is going on. As
mentioned about progress of the project should be reported in meetings. Milestone should be
completed according. If construction company unable to complete any milestone according to
the given time plan. Contract fee will be deducted by 2% for the delays to complete milestones.


The Request for Proposal does not commit the RIO Constructions & Consultants Pvt. Ltd.
to award of a contract, to pay any costs incurred in the preparation of the proposal to this request,
or to procure or contract for services or supplies. RIO Constructions & Consultants Pvt. Ltd.
reserves the right to accept or reject any or all proposals received as a result of this request, to
negotiate with any qualified source, or to cancel the Request for Proposal in part or in its
entirety, if it is in the best interest of the RIO Constructions & Consultants Pvt. Ltd.
to do so. RIO Constructions & Consultants Pvt. Ltd. may require the proposer selected to
participate in negotiations, and to submit such proposal as may result from negotiations. Any
proposal submitted during this Request for Proposal process becomes the property of the RIO
Constructions & Consultants Pvt. Ltd. RIO Constructions & Consultants Pvt. Ltd.
Will not be liable for nor pay costs incurred by the respondent in the preparation of a response to
this Request for Proposal or any other costs involved including travel.

GENERAL CONDITIONS

While the intent of the RIO Constructions & Consultants Pvt. Ltd. is to award the contract to the
selected Contractor, it reserves the right to both either withdraw and/or not award a contract at
any time it so desires. Costs incurred in the preparation of response to this Request for Proposal
will not be reimbursed. RIO Constructions & Consultants Pvt. Ltd has a standard contract service
agreement. The successful firm will be required to agree to the terms contained within. Any
issues with the insurance coverage should be mentioned in the response to the Request for
Proposals.

Limitations:

A. The Contractor should expect to have access only to the public records and public files of
local government agencies in preparing the proposal or reports. The Contractor should not
anticipate any compilation, tabulation or analysis of data, definition, opinion etc., unless
volunteered by a responsible official of that agency.

B. RIO Constructions & ConsultantsPvt. Ltd. has the authority to terminate the contract upon
written notice to the Contractor at any time during the period of the contract if the RIO
Constructions & ConsultantsPvt. Ltd finds that the Contractors performance is not satisfactory.

C. Contract payments will be made on the basis of satisfactory performance by the Contractor as
determined by the RIO Constructions & ConsultantsPvt. Ltd. Final
payment to the Contractor will only be made when the RIO Constructions & ConsultantsPvt.
Ltd. finds that the work performed by the Contractor to be satisfactory and the final work
product and documents submitted meet the tasks of the project and is accepted by the RIO
Constructions & ConsultantsPvt. Ltd.
CONTRACT

A. Time is of the essence in awarding the contract. The RIO Constructions & ConsultantsPvt.
Ltd. reserves the right to cancelany intent to award and proceed to the next Contractor if the
selected Contractor has not signed the agreement within two weeks after the notification of intent
of award.

B. Execution of Contract

1. Upon the acceptance of a Contractor's Proposal, Contractors Detailed Cost proposal,
and successful negotiations, RIO Constructions & ConsultantsPvt. Ltd.
Will prepare and submit a contract to the successful Contractor for signature. In the event
that the successful Contractor fails, neglects or refuses to execute the contract within a specified
number of days after receiving a copy of the contract from RIO Constructions & ConsultantsPvt.
Ltd. ,
RIO Constructions & ConsultantsPvt. Ltd may at its option terminate and cancel its action in
awarding the contract and the contract shall become null and void and of no effect.

2. Incorporated by reference into the contract which is to be entered into byRIO
Constructions & ConsultantsPvt. .Ltd and the successful Contractor pursuant to this Proposal
will be

(a) all of the information presented in or with this Proposal and the contractor's
response thereto, and
(b) all written communications between RIO Constructions & ConsultantsPvt. Ltd.
and the successful Contractor whose proposal is accepted.

C. No Assignment
Assignment by the successful Contractor to any third party of any contract based on the Proposal
or any monies due shall be absolutely prohibited and will not be recognized by RIO
Constructions & ConsultantsPvt. Ltd unless approved in advance by RIO Constructions &
ConsultantsPvt. Ltd. in writing.

D. Force Majeure

Neither party shall be liable to the other for any failure or delay in rendering performance arising
out of causes beyond its control and without its fault or negligence.
Such causes may include, but not be limited to, acts of God or the public enemy, freight
embargoes, and unusually severe weather; but the failure or delay must be beyond its control and
without its fault or negligence. Dates or times of performance will be extended to the extent of
delays excused by this section, provided that the party whose performance is affected notifies the
other promptly of the existence and nature of such delay.
Process of Submission
LIST OF ATTACHMENTS


1. Attachment A Proposal Evaluation Form
2. Attachment B Certificate of Non-collusion

3. Attachment C Proposal Summary Fact Sheet and Statement of Responsibility

ATTACHMENT [A]

RIO Constructions & ConsultantsPvt. Ltd. ,
Castle Street, Colombo 8.

Solar Powered Car

Proposal Evaluation Form

Contractor Name:
Evaluated By:

This proposal will be judged based on service capabilities and experience of the prospective
Contractor and all persons who will be providing services under contract. The following are the
critical areas of the proposals that will be evaluated by the Selection Committee.

1. Adequacy of the described plan and approach to deliver requested services as described in this
Request for Proposal.

2. Experience of Construction in providing services and quality of work.

3. Professional Certification including whether the Construction meets the minimum
requirements to provide service.

Weight Rating

A. Completeness of response
B. Capacity to perform the work
C. Technical criteria
D. Implementation plan and schedule
E. Relevant experience
F. References
G. Overall proposal

This evaluation is based on experience in the particular field and also with various constructors.
The Request for Proposal submitted by each candidate is their work product.


ATTACHMENT [B]

RIO Constructions & ConsultantsPvt. Ltd. ,
Castle Street, Colombo 8.

Solar Powered Car.

Certificate of Non-Collusion


The undersigned certifies, under penalty of perjury, that this proposal has been made in good
faith and without collusion or fraud with any other person. As used in this certification, the word
person shall mean any natural person, business, partnership, corporation, union, committee,
club or other organization, entity or group of individuals.


_______________________________________________
Printed Name of Authorized Representative



_______________________________
Signature


________________________
Date .
ATTACHMENT C

RIO Constructions & ConsultantsPvt. Ltd. ,
Castle Street, Colombo 8.

Solar Powered Car

Proposal Summary Fact Sheet and Statement of Responsibility

1. Applicant Firm Name:

2. Director:

3. Contact Person:

4. Title:

5. Address

6. Email address:

7. Telephone Number:

8. Authorized Representatives Signature:

9. Name and Title:



Certifications:

10. Company Registration Number:

11. Tax Identification Number:

12. Fictitious name or names, if any, under which you are doing business:

To the best of my knowledge and belief, the information provided in this initial determination of
responsibilities is true and correct.

________________________________________
Printed Name of Authorized Representative

________________________________
Signature

___________________
Date
The Agreement for the Solar powered car
This Agreement is made between RIO Constructions & Consultants Pvt. Ltd. ("Owner"), and (
Constructor)

1. Services to Be Performed
Contractor shall furnish all labor and materials to construct and complete the project
shown on the contract documents contained inwhich is attached to and made part of this
Agreement.
Do not use sub-contractors.
2. Payment
Owner shall pay Contractor for all labor and materials.
3. Terms of Payment
Upon completing Contractor's services under this Agreement, Contractor shall submit an
invoice. Owner shall pay Contractor within 7 working days from the date of Contractor's invoice.
4. Time of Completion
The work to be performed under this Agreement shall commence on
2014 and be substantially completed on or before .2014.
5. Permits and Approvals
Contractor shall be responsible for determining which state and local permits are
necessary for performing the specified work, and for obtaining and paying for the permits.
6. Limited Warranty
Contractor warrants that all work shall be completed in a good workmanlike manner and
in compliance with all building codes and other applicable laws.
7.Insurance
Contractor agrees to obtain adequate business liability insurance for injuries to its
employees and others incurring loss or injury as a result of the acts of Contractor or its
employees. And, you must guaranteed that you will take the responsibility of construction of the
bridge for two years since the construction.
8. Terminating the Agreement
With reasonable cause, either Owner or Contractor may terminate this Agreement
effective immediately by giving written notice of cause for termination. Reasonable cause
includes:
A material violation of this Agreement, or either Owner or Contractor may terminate this
Agreement at any time by giving 12 weeks written notice of termination. Contractor shall be
entitled to full payment for services performed prior to the date of termination.




9. Applicable Law :This Agreement will be governed by the laws of the company of Royal Constructors
Pvt. Ltd
Owner Constructor


..
W.K. N. Neranja
Director,
RIO Constructions & Consultants Pvt.
Ltd.,





De Silva S.W.G.S.K
Director,
RIO Constructions & Consultants Pvt.
Ltd.,



..
Bandara H.M.H.K.
Director
RIO Constructions & Consultants Pvt.
Ltd.,



.
W.G.S.S Wijesekara
Secretary,
RIO Constructions & Consultants Pvt.
Ltd.





Date: