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KALYAN DOMBIVLI MUNICIPAL CORPORATION

Tender Notice No:

24/ 2016-17

Request for Proposal

For

Inviting Architecture firms for preparation of Detailed Project


Report of Sports Complex proposed at Kalyan East with concept
plan, Drawings, 3D view and walkthrough for Kalyan Dombivli
Municipal Corporation
Instruction to Bidders

June 2016

DISCLAIMER

The information contained in this RFP document or subsequently provided to Bidders, whether
verbally or documentary or any other form by or on behalf of the Authority / Client or any of their
employees / advisers, is provided to Bidders on the terms and conditions set out in this RFP and such
other terms and conditions subject to which such information is provided.
This RFP is not an agreement and is neither an offer nor invitation by the Authority / Client to the
prospective Bidders or any other person. The purpose of this RFP is to provide interested parties
with information that may be useful to them in the formulation of their Proposals pursuant to this
RFP. This RFP includes statements, which reflect various assumptions and assessments arrived at by
the Authority / Client in relation to the Agency. Such assumptions, assessments and statements do
not purport to contain all the information that each Bidder may require. This RFP may not be
appropriate for all persons, and it is not possible for the Authority / Client, its employees or advisers
to consider the objectives, technical expertise and particular needs of each party who reads or uses
this RFP. The assumptions, assessments, statements and information contained in this RFP may not
be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own
investigations and analysis and should check the accuracy, adequacy, correctness, reliability and
completeness of the assumptions, assessments and information contained in this RFP and obtain
independent advice from appropriate sources.
Information provided in this RFP to the Bidders is on a wide range of matters, some of which
depends upon interpretation of law. The information given is not an exhaustive account of statutory
requirements and should not be regarded as a complete or authoritative statement of law. The
Authority / Client accepts no responsibility for the accuracy or otherwise for any interpretation or
opinion on the law expressed herein.
The Authority / Client, its employees and advisers make no representation or warranty and shall
have no liability to any person including any Bidder under any law, statute, rules or regulations or
tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or
expense which may arise from or be incurred or suffered on account of anything contained in this
RFP or otherwise, including the accuracy, adequacy, correctness, reliability or completeness of the
RFP and any assessment, assumption, statement or information contained therein or deemed to
form part of this RFP or arising in any way in this Selection Process.
The Authority / Client also accepts no liability of any nature whether resulting from negligence or
otherwise however caused arising from reliance of any Bidder upon the statements contained in this
RFP.
The Authority / Client may in its absolute discretion, but without being under any obligation to do
so, update, amend or supplement the information, assessment or assumption contained in this RFP.
The issue of this RFP does not imply that the Authority / Client is bound to select a Bidder or to
appoint the selected Bidder, as the case may be, for the Agency and the Authority / Client reserves
the right to reject all or any of the Proposals without assigning any reason whatsoever.

Request for Proposal

TABLE OF CONTENTS
DISCLAIMER................................................................................................................................. 2
1

INTRODUCTION TO THE BIDDERS................................................................................... 3

ELIGIBILITY: ......................................................................................................................... 5

QUALIFICATION TO THE BID: .......................................................................................... 5

PRE-BID MEETING ............................................................................................................... 5

GENERAL CONSIDERATIONS:........................................................................................... 6

DEFINITIONS ......................................................................................................................... 6

COST OF PREPARATION OF PROPOSAL ......................................................................... 7

LANGUAGE ............................................................................................................................ 7

DOCUMENTS COMPRISING THE PROPOSAL ................................................................. 7

10

ONLY ONE PROPOSAL ..................................................................................................... 8

11

PROPOSAL VALIDITY ...................................................................................................... 8

12
EARNEST MONEY DEPOSIT (EMD) AND SECURITY (PERFORMANCE
SECURITY)..................................................................................................................................... 9
13

TECHNICAL PROPOSAL FORMAT AND CONTENT .............................................. 10

14

FINANCIAL PROPOSAL .................................................................................................. 10

15

SCOPE OF WORK ............................................................................................................. 11

16

SUBMISSION, SEALING AND MARKING OF PROPOSALS ...................................... 12

17

CONFIDENTIALITY: ....................................................................................................... 12

18

ADDENDUM / AMENDMENT TO RFP ........................................................................... 13

19

BID PREPARATION ......................................................................................................... 13

20

WITHDRAWAL OF BID ................................................................................................... 13

21

OPENING OF PROPOSALS ............................................................................................. 13

22

EVALUATION OF PROPOSALS ..................................................................................... 13

23

ACCEPTANCE/ REJECTION OF TENDER ................................................................... 14

24

EVALUATION OF TECHNICAL PROPOSALS ............................................................. 14

25

FINANCIAL PROPOSALS................................................................................................ 15

26

AWARD OF CONTRACT ................................................................................................. 15

27

DUTIES AND RESPONSIBILITY OF SUCCESSFUL BIDDER .................................... 15

28

DUTIES AND RESPONSIBILITY OF KDMC ................................................................. 16

29

OUTPUT AND MILESTONE ............................................................................................ 16

30

PAYMENT SCHEDULE .................................................................................................... 17

31

INTERPRETATION .......................................................................................................... 17

32

GOVERNING LAW ........................................................................................................... 17

33

FORCE MAJEURE ............................................................................................................ 17

34

TERMINATION OF CONTRACT .................................................................................... 18

35

CORRUPT AND FRAUDULENT PRACTICES: ............................................................. 18

36

DATA SHEET..................................................................................................................... 19

ANNEXURE 1- UNDERTAKING BY THE BIDDER................................................................. 25


ANNEXURE 2- DPR FORMAT ................................................................................................... 26
ANNEXURE 3- CV FORMAT ..................................................................................................... 27
ANNEXURE 4- COMMERCIAL PROPOSAL ........................................................................... 29
ANNEXURE 5- FINANCIAL PROPOSAL ................................................................................. 31
ANNEXURE 6- POWERPOINT PPT FORMAT ........................................................................ 33
ANNEXURE 7- POWER OF ATTORNEY.................................................................................. 34
ANNEXURE 8- CONSULTANCY SERVICE CONTRACT DOCUMENT ............................... 36
ANNEXURE 9- COVERING LETTER ....................................................................................... 38
ANNEXURE 10- ANTI-COLLUSION CERTIFICATE.............................................................. 40
ANNEXURE 11- REGISTRATION & SUBMISSION OF BID THROUGH E-TENDERING
SYSTEM ........................................................................................................................................ 41

Request for Proposal

A. General Provision
1

INTRODUCTION TO THE BIDDERS


1.1

The Kalyan Dombivli Municipal Corporation intends to select Architecture and planning
Consultant in accordance with the method of selection specified in the Data Sheet.
Kalyan-Dombivli Municipal Corporation (KDMC) proposes to develop a plot of land
reserved for Sports Complex admeasuring 39200 Sq. mts located in the prime area of the
city so as to provide sports and recreational facilities to the citizens of Kalyan, Dombivli
and Titwala. KDMC invites Architecture and Planning Companies to prepare Detailed
Project Report of Sport Complex proposed at Kalyan East with concept plan, Drawings, 3D
view and walkthrough for Kalyan Dombivli Municipal Corporation.

Details of the project


Sr. Name
No

Details

Name of the Project

Detailed Project Report of Sports Complex with


concept plan, Drawings, 3D view and walkthrough
for Kalyan Dombivli Municipal Corporation

Name of
Authority

Reservation No. as per DP

Total Area reserved for Sports 39200 Sq. Mts.


Complex

Total Permissible Development As per prevailing KDMC DCR


Area

Height
Restriction
Development

the

Development Kalyan Dombivli Municipal Corporation ( KDMC)


Sector 4. Reservation no. 279

for

As per prevailing KDMC DCR

1.2

The consultants are invited to submit a Prequalification Proposal, Technical Proposal and a
Financial Proposal as specified in the Data Sheet, for consulting services required for the
assignment named in the Data Sheet.

1.3

The consultants should familiarize them with the local conditions and take them into
account in preparing their Proposals; including attending a pre-bid meeting as specified in
the Data Sheet. Attending the Pre-Bid Meeting is optional and is at the Consultants
expense.

Request for Proposal

1.4

1.5

Site Location of Project

DP plan of Project Site

1.6

Objective of Kalyan Dombivli Municipal Corporation for the Project

The proposed design by the Bidder shall have to achieve certain objectives. The following points
highlight the key objectives of the KDMC in developing the site at Kalyan East on Haji Haji Malang
Road:

To improve the overall quality of life of the residents and the visitors

To achieve larger policy objectives such as public health, youth development, job
opportunities, social and cultural exchange, and community building.

Request for Proposal

The facilities that this application might look (but not restricted) to provide are as enumerated below:

A Health club
Basket ball and Volley ball
200 and 100 Meter running tracks
Yoga and Meditation hall
A spectator gallery with capacity of about 300-500 people
An auditorium that can accommodate more than 300 people
Billiards
Swimming pool semi-Olympic size of 50 x 25 meters
Badminton
Table Tennis
Sophisticated gymnasium
Indore hall for games
A Conference room, a library, separate dormitory for men and women, stores, ATM,
changing rooms and a cafeteria
Other public amenities like food court, sufficient parking areas, toilets etc.

The total project area available on site at Haji Haji Malang road for the proposed development of
Sports Complex is 39,200 sq. m subject to actual demarcation at site.

ELIGIBILITY:
2.1

Eligible bidders will be limited those which can show evidence of annual turnover of 30
lakhs for the last three years. Bidder must ensure that evidence of eligibility criteria on
turnover in the form of audited financial statements for the last three financial years must
be enclosed with their Technical Proposal. Please note that the proof of turnover must be
part of the technical proposal and not the financial proposal

2.2

Architecture firms should have an establishment of at least five years and the principal
partners/ owner should have professional qualification and experience of 10 years in the
field of Architecture/ Planning/ Landscape and Urban Design.

2.3

Eligible Bidder shall have prepared similar theme based Sports Complex in last 5 calendar
years.

2.4

The bidder should not be blacklisted / debarred by the Central Government or any State
Government / PSU / para-statal / ULB.

QUALIFICATION TO THE BID:


3.1

The bids may be submitted as per the technical criterion indicated in the Data Sheet.

PRE-BID MEETING

Request for Proposal

Pre-Bid meeting shall be held on 08/July/2016 at 11:30 PM in Hon. Commissioners Conference room
at Kalyan Dombivli Municipal Corporation. Pre-bid minutes will be made available online and bidder
shall upload pre-bid minutes while submitting his bid proposal and same will be part of Contract.

B. Preparation of Proposals
5

GENERAL CONSIDERATIONS:
5.1

In preparing the Proposal, the Consultant is expected to examine the RFP in detail.
Material deficiencies in providing the information requested in the RFP may result in
rejection of the Proposal.

DEFINITIONS
i.

ii.

iii.
iv.
v.
vi.
vii.
viii.

ix.
x.
xi.

xii.
xiii.

xiv.
xv.

The SITE shall mean the land and/or other places on into or through which work is to
be executed under the Contract or any adjacent land, path or street which may be
allotted of used for the purpose of carrying out the Contract.
The ARCHITECTS shall mean the firm of company, whether corporate or not, and shall
include the legal personal representative of such individual of the persons composing
such firm of company and the permitted assignee of such individual of firm of company.
PROJECT means preparation of Detailed Project Report of Sports Complex at Haji
Malang Road with Concept Plan, Drawing, 3D view and Walkthrough for KDMC
The COMPETENT AUTHORITY means the Hon. Commissioner of the KDMC.
KDMC means Kalyan Dombivli Municipal Corporation
NBC means National building code
SUCCESSFUL BIDDER means the bidder who has been shortlisted after qualifying for
Technical and Financial Bid
LOA or LETTER OF AWARD Written confirmation of an award of a Consultancy Contract
by KDMC to a successful bidder, stating the amount of the award, the award date, and
when the Consultancy Contract will be signed.
IS CODE refers to Indian Standard Code
CONSULTANCY FEE means the fee quoted by the bidder for consultancy services of the
Project.
CORPORATION means the Kalyan Dombivli Municipal Corporation and includes any
officer employed by the Municipal Corporation, acting by virtue of any power vested in
the corporation in connection with this policy and delegated to him/her.
COMMISSIONER means a Municipal Commissioner or any officer of the Municipal
Corporation duly authorised by him ;
CORPORATION LAND means any portion of land including road, street, thoroughfare,
bridge, subway, footpath, sidewalk, land, square, open space, garden, park or enclosed
place, site etc. vested in the municipal corporation.
EMD means earnest money deposit
CONSULTANT means the successful bidder that has been shortlisted through the
process of technical and financial evaluation.

Request for Proposal

xvi.

DETAILED PROJECT REPORT or DPR means the project report that Bidder shall submit
as the technical bid. The format for DPR shall include the chapters given in the Annexure
2

COST OF PREPARATION OF PROPOSAL


The Consultant shall bear all costs associated with the preparation and submission of its
Proposal, KDMC shall award the work to the bidder whose design and concept plan will be Best
and will be ranked First. Bidder whose concept plan and design ranked Second shall be given
cash award of Rs. 5,00,000/- (Five lakh rupees only) and Third ranked bidder shall get an award
of Rs. 3,00,000/- (Three lakh rupees only).

LANGUAGE
8.1

The Proposal, as well as all correspondence and documents relating to the Proposal
exchanged between the Consultant and KDMC shall be written in English language.

DOCUMENTS COMPRISING THE PROPOSAL


9.1

The Proposal shall comprise the documents listed below


a) Technical Proposal
b) Financial Proposal
Technical proposal shall include all the documents listed below

i.

Detailed Project report ( enclose in the format provided in Annexure 2)

ii.

Covering Letter ( enclose in the format given in Annexure 9)

iii.

Audited Financial Statement (enclose scanned Copy Audited financial statements for the
last three financial years)

iv.

Registration with Council of Architecture (enclose scanned Copy)

v.

Eligibility for carrying out similar theme based Sport Complex in last 5 calendar years (
Enclose Work Completion/ Work order)

vi.

Eligibility for carrying out preparing similar concept plans similar to Sports Complex and
those plans have reached development stage ( Enclose Work Order / Completion
Certificate from Client concerned)

vii.

CV of Project Team ( Enclose the CV in the format provided in Annexure 3)

viii.

Power of Attorney (Should enclose the Power of Attorney in favour of person who has
signed the tender documents. In case of company, the authority to sign the tender
document is to be given under Board resolution.)

Request for Proposal

ix.

The bidder should not be blacklisted / debarred by the Central Government or any State
Government / PSU / para-statal / ULB. ( Under taking by the Bidder as given in annexure
1)

x.

Any other important information which the firm may like to submit in support of their
technical competence.

IN THE ABSENCE OF SUPPORTING DOCUMENTS, THE OFFERS SHALL BE REJECTED.

10 ONLY ONE PROPOSAL


The Consultant shall submit only one Proposal.

11 PROPOSAL VALIDITY
11.1 The Consultants Proposal must remain valid for at least 120 (One hundred and Twenty
Days) days after the Proposal Submission Deadline. A Bid valid for a shorter period shall be
rejected by the tendering Authority as non-responsive bid.
11.2 During this Period, the Consultant shall maintain its original Proposal without any change.
11.3 A Bidder may refuse the request without forfeiting its EMD. A Bidder granting the request
shall not be required or permitted to modify its bid. The request and the responses shall
be made in writing.
11.4 Except as the Client may otherwise agree, no changes shall be made in the team members
/ personnel. If, for any reason beyond the control of the Consultant, such as resignation,
retirement, medical incapacity, death, etc. it becomes necessary to replace any of the
team members, the Consultant shall provide as a replacement a person of equivalent or
better qualifications.
11.5 If the Client finds that any of the team members / personnel have committed serious
misconduct or have been charged with having committed a criminal action or have
reasonably caused to be dissatisfied with the performance of any of the team members /
personnel, then the Consultant shall, at the Clients written request specifying the grounds
thereof, provide as a replacement a person with qualification and experience acceptable
to the Client.
a. Extension of validity period

Request for Proposal

11.6 KDMC will make its best effort to complete the processing within the proposals validity
period. However, should the need arise, KDMC may request, in writing, all Consultants
who submitted Proposals prior to the submission deadline to extend the validity of the
Proposal.
11.7 If the Consultant agrees to extend the validity of its Proposal, it shall be done without any
change in the original Proposal.
b. Substitution of Team Members / Personnel at Validity Extension
11.8 If any of the team members or personnel becomes unavailable for the extended validity
period, the Consultant shall provide a written adequate justification satisfactory to KDMC
together with the substitution request. In such case, a replaced team member / personnel
shall have equal or better qualifications and experience than those of the originally
proposed team member / personnel.
11.9 If the Consultant fails to provide a replacement of any team member with equal or better
qualifications, or if the provided justification / reason for replacement is unacceptable to
KDMC, such request will be rejected.
c. Sub-contracting / Joint Venture
11.10 Sub-contracting or Joint Venture will not be permitted.

12 EARNEST MONEY DEPOSIT (EMD) AND SECURITY (PERFORMANCE SECURITY)


12.1 Every Bidder must furnish an interest free Earnest Money Deposit of 25,000 INR (Twenty
Thousand rupees only) at the time of submitting the Proposal. This shall be made online at
www.mahatenders.gov.in
12.2 Earnest Money will be accepted online through mode of SBI Net Banking or NEFT / RTGS.
Earnest money in any other form of cash or cheque/DD will not be accepted.
12.3 Refund of EMD: The EMD of unsuccessful bidders shall be refunded soon after final
acceptance of bid and award of contract.
12.4 Forfeiture of EMD: The EMD furnished by the Bidders may be forfeited in the following
cases:
a) When the Bidder withdraws or modifies his bid proposal after opening of bids.
b) When the Bidder does not execute the agreement after placement of order within the
specified time.
c) When the Bidder violates any term and condition of this RFP.
Request for Proposal

12.5 No interest will be paid by KDMC on the amount of EMD.


12.6 Notice will be given to the Selected Bidder with reasonable time before the EMD is
forfeited.
12.7 Forfeiture of EMD shall be without prejudice to any other right of KDMC to claim any
damages as admissible under the law as well as to take such action against the Selected
Bidder such as severing future business relation or black listing, etc.
12.8 The bidder shall pay 3% of accepted tender cost as a Performance security. In case of
failure to perform as per obligation, the performance security shall be forfeited. The
Performance Security shall be paid while signing the agreement with the Municipal
Corporation.

13 TECHNICAL PROPOSAL FORMAT AND CONTENT


13.1 It is a must to meet all the technical criteria mentioned in the Data Sheet.
13.2 The financial proposal of bidder disqualified at technical stage will be returned to the
respective bidders unopened.
13.3 The Technical Proposal shall not include any financial information. A Technical Proposal
containing material financial information shall be declared non-responsive.
13.4 Consultant shall not propose alternative team members / personnel. Only one CV shall be
submitted for each team member / personnel. Failure to comply with this requirement
will make the Proposal non-responsive.
13.5 The Consultant is required to submit a Technical Proposal as indicated in the Data Sheet
and Annexure 4

14 FINANCIAL PROPOSAL
14.1 The Financial Proposal shall be prepared using the standard form provided in Annexure 5.
The bidder shall provide the consultancy services for preparation of Detailed Project
Report of Sports Complex Development with Concept plan, Drawings, 3D view and
Walkthrough for KDMC only. The bidder shall not quote for Project Management
Consultancy (PMC) services.
a. Taxes:

Request for Proposal

10

14.2 The Consultant shall be responsible for meeting all tax liabilities arising out of the
contract.
14.3 The income tax, etc., if applicable, shall be deducted at source from the payment to the
Selected Bidder as per the law in force at the time of execution of contract provided the
Selected Bidder is not eligible for any exemption, reduction, allowance or privilege.
14.4 If there be any increase in the taxes (direct / indirect / local), levies, fees, etc. whatsoever,
and other charges during tenure of the contract, financial burden of the same shall be
borne by the bidder.

b. Currency of Proposal:
14.5 The Consultant shall express the price for its services in Indian Rupees (INR).

c. Currency of Payment:
14.6 The currency or currencies in which payments shall be made to the selected bidder under
this Contract shall be Indian Rupees (INR) only.
d.

Contract Price:

14.7 The Contract Price shall be paid as specified in the contract subject to any additions and
adjustments thereto, or deductions therefrom, as may be made pursuant to the Contract.
e. Price Validity:
14.8 The quoted price will remain unchanged during the entire contract period from the date
of issue of Letter of Award).

C. Submission, Opening and Evaluation


15 SCOPE OF WORK
The Bidder shall include the following in the detailed project report:
1. The architecture firm shall follow the DC rules applicable to Kalyan Dombivli Municipal
corporation
2. The bidder is required to prepare detailed plans following principles of building science
(Vaasthu), working drawings for construction, firefighting details, estimates, and structural

Request for Proposal

11

designs and drawings for all civil, electrical, water supply and sanitary arrangements and site
development plans for the sites including landscaping.
3. The plans shall include Eco-friendly, Green Buildings, cost effective, fast constructive
technology concepts and it shall satisfy the NBC and all relevant IS codes. The Estimates shall
be prepared basing on Common standard schedule of Rates (CSSR) of Engg. Departments of
Maharashtra (detailed and Abstract )
4. Architectural sketches within the zone / area limitations prescribed and also prepare notes
sufficient to explain the Architects general understanding of the requirements furnished to
them so as to ensure economical, functional, unique and ecofriendly green buildings designs.
5. The concept plan should elaborate the theme on which the plan has been prepared. It
should be supported with Master plan, base map, sections and 3D (Master plan) result.
6. Detailed landscape drawing should be submitted with Master plan, sections and the 3D
(Landscape master plan) result.
7. 3D rendered images ( 3D Views in image format) and 3D walkthrough (Video format should
be .wmv or .avi in CV/DVD) from 3D design softwares such as Google Sketchup, Revit
Architecture etc. of the proposed site shall be submitted.
The Bidder shall include the above scope in the report format given in annexure 2

16 SUBMISSION, SEALING AND MARKING OF PROPOSALS


16.1 The proposal submission including Technical bid and financial bid shall be made on
www.mahatenders.gov.in
16.2 Each page of the document shall be duly signed/ digitally signed by the Project Leader.

17 CONFIDENTIALITY:
17.1 From the time the Proposals are opened to the time the Contract is awarded, the
Consultant should not contact KDMC on any matter related to its Technical and / or
Financial Proposal. Information related to the evaluation of Proposals and award
recommendations shall not be disclosed to the Consultants who submitted the Proposals
or to any other party not officially concerned with the process until publication of the
contract award information.
17.2 Any attempt by the Consultants or anyone on behalf of the Consultant to influence the
Client improperly in the evaluation of the Proposals or Contract award decisions may
result in the rejection of its Proposal.
17.3 Notwithstanding the above provisions, from the time of the opening of the Proposals to
the time of Contract award publication, if a Consultant wishes to contact KDMC on any
Request for Proposal

12

matter related to the Selection Process, it should do so only in writing. The above
mentioned queries shall be written to
City Engineer
Kalyan Dombilvi Municipal Corporation
Kalyan (West)

18 ADDENDUM / AMENDMENT TO RFP


18.1 At any time prior to the deadline of submission of Proposal, the Authority may, for any
reason, whether at its own initiative or in response to clarifications requested by a Bidder,
modify the RFP document by the issuance of an Addendum / Amendment and posting it
on the official web portal www.mahatenders.gov.in . In order to afford the Bidders a
reasonable time for taking an amendment into account, or for any other reason, the
Authority may, at its own sole discretion, extend the deadline for submission of Proposal.

19 BID PREPARATION
19.1 The Bidder shall be responsible for all costs associated with the preparation of its bid and
its participation in the Selection Process. KDMC shall not be responsible nor in any way
liable for such cost, regardless of the conduct or outcome of the Selection Process.
19.2 Please note that the KDMC reserves the right to reject all or any of the Proposals without
assigning any reason whatsoever.

20 WITHDRAWAL OF BID
In case of withdrawal of Bid, the EMD shall be forfeited.

21 OPENING OF PROPOSALS
21.1 The Bid Evaluation Committee of the KDMC shall conduct the opening of the Technical
Proposals with PowerPoint presentation followed by it in presence of the authorized
representatives of all the bidders who chose to attend. The opening date, time and venue
are stated in the Data Sheet.
21.2 At the opening of the Technical Proposals, the following shall be read out: (i) the name of
the consultant, (ii) presence or absence of a duly sealed envelope with the Technical and
Financial Proposals, and (iii) any other information as deemed appropriate or as indicated
in the Data Sheet.

22 EVALUATION OF PROPOSALS
22.1 22.1 The Technical and Financial proposal shall be evaluated on Quality Cost Based
Request for Proposal

13

Selection (QCBS). The Financial Proposals will not be opened until the technical evaluation
is concluded.
22.2 The Consultant is not permitted to alter or modify its Proposal in any way after the
proposal submission deadline. The Client will conduct the evaluation on the basis of the
submitted Technical and Financial Proposals. However, the Authority may seek
clarification on the information submitted by the Bidder, if required.
22.3 The Technical Proposal shall have 80% (eighty percent) weightage and Financial Proposal
shall be given 20% (twenty percent) weightage.

23 ACCEPTANCE/ REJECTION OF TENDER


23.1 KDMC does not bind itself to accept the lowest tender.
23.2 KDMC also reserves the right to accept or reject any or all tenders without assigning any
reason whatsoever.
23.3 KDMC also reserves the absolute right to reject any or all the tenders at any time solely
based on the past unsatisfactory performance by the bidder(s) the opinion/decision of
KDMC regarding the same shall be final and conclusive.

24 EVALUATION OF TECHNICAL PROPOSALS


24.1 Evaluation Committee will evaluate the Technical Proposals by applying the evaluation
criteria and point system specified in the Data Sheet. Evaluation Committee would be
headed by Hon. Commissioner and officials from KDMC assigned by Hon. Commissioner.
24.2 Each Technical Proposal will be evaluated against the mandatory technical condition
mentioned in the Data Sheet. A Proposal shall be rejected at this stage if it does not meet
each and every technical criterion.
24.3 Each technical proposal shall have a PowerPoint Presentation prepared by the bidder
which will be presented to the Evaluation Committee.
24.4 After evaluation of the Technical Proposals, only the Proposals securing 70 or above marks
shall be considered for opening of the Financial Bid. Technical proposal shall be given 80%
(eighty per cent) weightage.
Technical score:
Ts= Arithmetic sum of the marks assigned to the bidders under each parameters listed in
sub clause 15 of clause 36 i.e. Data sheet.

Request for Proposal

14

25 FINANCIAL PROPOSALS
25.1 Financial Proposals against all the technically qualified Proposals shall be opened and the
financial proposal shall be given 20% (twenty per cent) weightage.
Computation of Financial Score:
Fs= 100X Financial proposal of lowest bidder/ Financial proposal of bidder under
consideration
Where Fs means, Financial score of bidder.
Composite Score will be calculated as follows:
Cs= (Ts X 80%) + (Fs X 20%)
The Architectural firm for providing its services will be selected under Quality & Cost
Based Selection (QCBS) method. The Bidder obtaining the highest Composite Score
would be declared as the Preferred Bidder. The preferred bidder shall be given Letter of
Invitation (LOI) and Contract shall be signed.

D. Award
26 AWARD OF CONTRACT
26.1 After issuance of LOI by KDMC, the Selected Bidder shall sign the Contract with KDMC
within 15 days.
26.2 Accepted design and concept plan shall be ranked First, Second and Third respectively.
First ranked bidder shall get an award of Work and Second and third rank bidder shall get
Award of Rs. 5,00,000/- (Five Lakhs Rupees) and Rs. 3,00,000/- (Three lakhs Rupees
respectively). Ranking shall be done on the basis of bidder who scores highest composite
score. Ranked First, Second and Third respectively. First ranked bidder shall get an award
of Work and Second and third rank bidder shall get Award of Rs. 5,00,000/- (Five Lakhs
Rupees) and Rs. 3,00,000/- (Three lakhs Rupees respectively).

27 DUTIES AND RESPONSIBILITY OF SUCCESSFUL BIDDER


1. The successful Bidder shall mention the total cost of the project ( Estimation shall be done
by block cost estimates procedure)
2. The successful Bidder shall carry out Total Station survey and Geo Technical Survey at its
own cost and submit the report to the Concerned Department at KDMC within 15 and 30
days from the issuance of LOA respectively.
3. The successful Bidder shall submit draft for detailed project report for Sports Complex City
Park and Botanical garden within 45 days from the issuance LOA.
Request for Proposal

15

4. The successful Bidder shall submit the working drawing in the draft Detailed project Report.
5. Preparation of working drawing shall include detailed architectural, structural, services
drawings and interiors including drawings showing details of all utilities and services, internal
and external including and incorporating all revisions.
6. The successful Bidder shall submit the Final Detailed project report after all revisions
suggested by the concerned department within 30 days from the submission of Draft DPR
report.
7. The Final submissions shall include the Layout model, Master plan model and building
model.
8. The bidder shall pay 3% of accepted tender cost as a Performance security. In case of failure
to perform as per obligation, the performance security shall be forfeited. The Performance
Security shall be paid while signing the agreement with the Municipal Corporation.
9. The final DPR shall be approved by the Committee appointed by the Commissioner, KDMC.

28 DUTIES AND RESPONSIBILITY OF KDMC


28.1 KDMC shall provide access of Site to the successful bidder.
28.2 KDMC shall provide DCR copy to the successful bidder.
28.3 KDMC shall provide approval to carry out total station survey and geo technical survey at
the site to the successful bidder.
28.4 KDMC shall provide all the existing service utility maps and landuse map to the successful
bidder.

29 OUTPUT AND MILESTONE


The selected Bidder shall submit the reports in the following order
Sr. No.

Stage

Days required

Total Station Survey

15 days from LOA

Geo Technical Survey

30 days from LOA

Draft of Detailed Project Report

45 Days from LOA

Final Submission of Detailed Project Report and 30 days from submission of


submission of Layout model, Master Plan model and draft DPR
Building model.

Request for Proposal

16

Approval of Committee
Commissioner, KDMC

Appointed

by

the

30-45 days from submission of


Final Detailed Project report

30 PAYMENT SCHEDULE
The payment schedule for the assignment would be as follows:

Sr. No.

Stage

Release of payment ( % of total


financial quote )

Total Station Survey

10 %

Geo Technical Survey

10 %

Draft of Detailed Project Report

10 %

Final Submission of Detailed Project Report

20 %

Approval of Committee
Commissioner, KDMC

E.

Appointed

by

the

50 %

Terms and Conditions of the Tender

31 INTERPRETATION
31.1 The Contract will constitute the entire Agreement between the KDMC and the Selected
Bidder and will supersede all communications, negotiations and agreements (whether
written or oral) of parties with respect thereto made prior to the date of Contract.
31.2 Amendment: No amendment or other variation of the Contract shall be valid unless it is in
writing, is dated, expressly refers to the Contract, and is signed by a duly authorized
representative of each party thereto.
31.3 Severability: If any provision or condition of the Contract is prohibited or rendered invalid
or unenforceable, such prohibition, invalidity or unenforceability shall not affect the
validity or enforceability of any other provision or condition of the Contract.

32 GOVERNING LAW
The Contract shall be governed by and interpreted in accordance with the laws of the State of
Maharashtra and under the jurisdiction of the Honble Court ant Kalyan.

33 FORCE MAJEURE

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17

33.1 If the performance of the Contract by either party is delayed, hindered or prevented or is
otherwise frustrated by reason of force majeure, which shall mean war, civil commotion,
fire, flood, action by any government or any event beyond the reasonable control of the
party affected, then the party so affected shall promptly notify the other party in writing
specifying the nature of the force majeure and of the anticipated delay in the
performance of the Contract and as from the date of that notification.
33.2 KDMC may at its discretion either terminate the Contract forthwith or suspend the
performance of the Contract for a period not exceeding 6 months. If at the expiry of such
period of suspension, any of the reasons for the suspension still remain, KDMC and the
Consultant may either agree a further period of suspension or treat the Contract as
terminated.
33.3 In the event of the Contract being terminated by reason of force majeure, the Consultant
shall take steps as are necessary to bring the Services to an end in a cost effective, timely
and orderly manner. The Consultant shall submit an account in writing which shall state
the amount claimed taking into account fees and costs properly incurred or committed by
the Consultant in relation to the Contract or its termination which cannot be recovered.
Provided that the payments are not subject to dispute, KDMC shall
a) pay all fees, expenses and other sums due and outstanding under the terms of
the Contract up to and including the date of termination;
b) reimburse all reasonable expenses necessarily incurred by the Consultant after
the date of termination in winding up the Contract.

34 TERMINATION OF CONTRACT
34.1 Successful bidder commits default in terms and conditions, scope of work (Clause 14),
duties and responsibilities of the successful bidder (Clause 26) mentioned in RFP
document, then this default may lead to termination of the contract between the
successful bidder and KDMC.
34.2 In case of termination at any stage the future payment shall not be made to the successful
bidder and Performance security shall be forfeited.

35 CORRUPT AND FRAUDULENT PRACTICES:


35.1 The Bidders and their respective officers, employees, agents and advisers shall observe
the highest standard of ethics during the Selection Process. Notwithstanding anything to
the contrary contained in the RFP, the Authority / Client shall reject a Proposal without
being liable in any manner whatsoever to the Bidder, if it determines that the Bidder has,
directly or indirectly, engaged in corrupt practice, fraudulent practice, coercive practice,
undesirable practice or restrictive practice (collectively the Prohibited Practices) in the
Selection Process. In such an event, the Authority / Client shall, without prejudice to its
any other rights or remedies, forfeit and appropriate the Proposal Security / Earnest
Request for Proposal

18

Money Deposit as damages payable to the Authority / Client for, inter alia, time. Cost and
effort of the Authority / Client, in regard to the RFP, including consideration and
evaluation of such Bidders Proposal.
35.2 For the purposes of this Clause, the following terms shall have the meaning hereinafter
respectively assigned to them:
a)

Corrupt Practice means the offering, giving, receiving, or soliciting, directly or


indirectly, of anything of value to influence the action of any person connected with
the Selection Process.

b)

Fraudulent Practice means a misrepresentation or omission of facts or disclosure


of incomplete facts, in order to influence the Selection Process.

c)

Coercive Practice means impairing or harming or threatening to impair or harm,


directly or indirectly, any persons or property to influence any persons participation
or action in the Selection Process.

d)

Undesirable Practice means establishing contact with any person connected with
or employed or engaged by the Authority / Client with the objective of canvassing,
lobbying or in any manner influencing or attempting to influence the Selection
Process, and

e)

Restrictive Practice means forming a cartel or arriving at any understanding or


arrangement among Bidders with the objective of restricting or manipulating a full
and fair competition in the Selection Process.

36 DATA SHEET

Sr. no.

Item

Details

Name of Assignment ( Project)

Inviting Architecture firm for Preparation of


Detailed Project Report for Sports Complex including
Concept plan, Drawings, 3D view and Walkthrough for
KDMC

Name of the authority

Kalyan Dombivli Municipal Corporation

Nodal
Officer
clarification)

(for

any

City Engineer
Kalyan Dombilvi Municipal Corporation Kalyan (West)

Method of Selection

Please refer clause 22, 24 and 25

Language

Proposals must be submitted in English language and


all correspondence shall be in English language.

Validity of Proposal

Proposals must remain valid for 120 calendar days


after the proposal submission deadline

Date, Time and Venue of Pre-Bid 08, July , 2016 at 11.30 AM

Request for Proposal

19

Sr. no.

Item
Meeting

Details
Commissioners Conference Room
Kalyan Dombivli Municipal Corporation,
Kalyan West , Bhoiwada Road ,
Maharashtra 421301

Joint Venture is permissible

Bidders Eligibility Criteria

No
1. Eligible bidders will be limited those which
can show evidence of annual turnover of 30
lakhs for the last three years. Bidder must
ensure that evidence of eligibility criteria on
turnover in the form of audited financial
statements for the last three financial years
must be enclosed with their Technical
Proposal. Please note that the proof of
turnover must be part of the technical
proposal and not the financial proposal
2. Architecture firms should have an
establishment of at least five years and the
principal partners/ owner should have
professional qualification and experience of
10 years in the field of Architecture/
Planning/ Landscape and Urban Design.
3. Eligible Bidder shall have prepared similar
theme based Sports Complex in last 5
calendar years.
4. The bidder should not be blacklisted /
debarred by the Central Government or any
State Government / PSU / para-statal / ULB.

10

Currency of Financial Proposal

INR

11

Mode of submission of bid

The bidder must submit on www.mahatenders.gov.in


1. Technical Bid
2. Financial Bid
Procedure explained in http://bit.ly/1w20OAS
Bidder shall upload in two folders such as Technical
Bid and Financial Bid while uploading the Technical
and Financial proposal.

12

Deadline for Proposal Submission

Request for Proposal

Thursday
20

Sr. no.

Item

Details
21/07/2016
upto
www.mahatenders.gov.in

13

Date, Time and Venue of Opening


of Technical Proposal

3:00

PM

at

Friday, 21/07/2016 at 4.30 PM


E-tender cell
Kalyan Dombivli Municipal Corporation
Kalyan West
Maharashtra 421301

14

Date, Time and Venue of Opening


of Financial Proposal

Financial proposals will be opened only if the bidder


are selected in the technical bid. The date of opening
of financial proposal shall be informed to the
technically qualified bidder

15

Technical Qualification

Documentary Evidence

Maximum marks

Experience of Bidder in Work order / Submission 20


designing similar Sports Certificate from Client
Complex Projects for an concerned
area of Minimum 5 acres in
the last 5 calendar years
Criteria

Maximum
Marks

More than 3 20
projects

Equal to 3
projects

15

Less than 3
projects

10

Experience of bidder in Work


Order
/ 20
preparing concept plans Completion
Certificate
similar to Sport Complex from Client concerned
and those plans have
reached development stage
Criteria

Maximum
Marks

More than 3 20
projects
Equal to 3
projects
Request for Proposal

15

21

Sr. no.

Item

Details
Less than 3
projects

10

PowerPoint Presentation of N.A


the technical proposal of the
DPR for this work.

30

Note:
Contents of PowerPoint
Presentation is given in
Annexure 6
Only the proposed Team
Leader or a senior member
of the team will be
permitted to make the
presentation
D

CV of Project Team
CV format Enclosed in 30
1. Project
Leader
Annexure 3
Minimum experience of
8 years and handled
similar theme base
projects. Must be on
regular payroll and shall
be in the Architecture
Firm for 5 years (5
Marks)
2. Architect (Two, B.Arch,
M.Arch from a reputed
University) - Minimum
experience of 3 years
and handled similar
theme base projects.
Must be on regular
payroll and shall be in
the Architecture Firm
for 2 years (5 Marks)
3. Landscape
Architect
(One, B.Arch., Masters
in
Landscape
Architecture from a
reputed University) Minimum experience of
3 years and handled
similar theme base

Request for Proposal

22

Sr. no.

Item

Details
projects. Must be on
regular payroll and shall
be in the Architecture
Firm for 2 years (4
marks)
4. Urban Designer (One,
B.Arch., Masters in
Urban Design from a
reputed University) Minimum experience of
2 years and handled
similar theme base
projects. Must be on
regular payroll and shall
be in the Architecture
Firm for 2 years (4
marks)
5. Civil Engineer (One,
B.E./B.Tech
Civil/
M.Tech
Civil/
Construction
Management)
Minimum experience of
3 years and handled
similar theme base
projects. Must be on
regular payroll and shall
be in the Architecture
Firm for 2 years ( 4
marks)
6. Urban
Planner/Environmental
Planner/ Infrastructure
Planner (One, M. Plan
in Urban Planning,
Environmental Planning
or
Infrastructure
Planning)
-Minimum
experience of 2 years
and handled similar
theme base projects.
Must be on regular
payroll and shall be in
the Architecture Firm

Request for Proposal

23

Sr. no.

Item

Details
for 1 years (4 marks)
7. Structural and plumbing
EngineerMinimum
experience of 2 years
and handled similar
theme base projects.
Must be on regular
payroll and shall be in
the Architecture Firm
for 1 years (4 marks)

16

Minimum score for Technical 70


Qualification

Request for Proposal

24

ANNEXURE 1- UNDERTAKING BY THE BIDDER

(To be executed on a Non-judicial Rs. 100 Stamp Paper as per the Stamp paper Act prevailing in the
State of Maharashtra)
The information/ documents submitted by us are true to our knowledge and if the information/
documents so furnished shall be found to be untrue or false, the tender shall be liable to be
disqualified and our Earnest Money Deposit accompanying the Tender will be forfeited.
Also we are aware that if the information/ document furnished are found to be untrue or false
during the currency of contract, then our contract is liable to be terminated.
We hereby declare that we have made ourselves thoroughly conversant with the specifications,
conditions laid by KDMC for this tender and we have understood the same before submitting this
tender.
We also declare that we have not acted or will act in concert or in collusion with any other bidder or
other person/s which may be considered as anti-competitive in nature.
We agree that the amount of Earnest Money Deposit shall be liable to be forfeited by KDMC, should
we fail to abide by the stipulation to keep the offer open for a period of not less than 6 months from
the date fixed for opening the same and thereafter until it is withdrawn by us by the notice in writing
duly addressed to the authority opening the Tenders.
Tenderer _______________________
Address ________________________
________________________
Dated the ________ day of ______________ 2016
Signatory)

Signature

of

Bidder

(Authorised

Witness
Address ________________________
________________________
Dated

____ day of ________ 2016

Request for Proposal

Signature of Witness

25

ANNEXURE 2- DPR FORMAT


The Detailed project report shall include the following format
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.

Introduction
Existing condition
Scope
Methodology
Rationale for amending the design
Design amendments
Outline of proposed changes
Concept plan
Master plan
Landscape plan
3D views
Building plans
Conclusion
Project Cost Estimate

Request for Proposal

26

ANNEXURE 3- CV FORMAT
NAME
DATE OF BIRTH
NATIONALITY

Year

Name of institution

Degree

EDUCATION

MEMBERSHIP OF
PROFESSIONAL ASSOCIATIONS

COUNTRIES OF WORK

EXPERIENCE
LANGUAGES
Year starting with
present position

Employer

Name of project (
Description ) and year

Client

EMPLOYMENT RECORD

PROFESSIONAL EXPERIENCE
Descriptive paragraph of 4-5 sentences on each
assignment, position held,
responsibilities undertaken and achievements
attained

Request for Proposal

27

Certification:
I, the undersigned, certify to the best of my knowledge and belief that:
(i) This CV correctly describes my qualifications and experience;
(ii) I am/ am not in regular full time employment with the Bidder/ Sub-Consultant;
(iii) In the absence of medical incapacity I will undertake this assignment for the duration and in
terms of the inputs specified for me in the Technical Bid provided team mobilisation takes place
within the validity of this Bid or any agreed extension thereof.
I understand that any willful misstatement herein may lead to my disqualification or dismissal, if
engaged.

[Signature of expert or authorised representative]


_________________________
[Name of Expert/Authorised signatory]
Date:
Place:

Request for Proposal

28

ANNEXURE 4- COMMERCIAL PROPOSAL


Technical Proposal
(on letterhead)
To
The City Engineer
Kalyan Dombivli Municipal Corporation,
Shankar Rao Chowk, Bazar Peth Road
Bhoiwada , Near Railway Station,
Kalyan Maharashtra -421301
Subject: Selection of Consultant for the Detailed Project Report of Sport Complex at Haji Malang
Road with Concept plan, Drawings, 3D view and Walkthrough for KDMC

We, the undersigned, offer to provide the consultancy services for the Project Detailed Project
Report of Sports Complex at Haji Malang road with Concept plan, Drawings, 3D view and
Walkthrough for KDMC in accordance with your RFP dated __________. We are hereby submitting
our Proposal, which includes the Technical Proposal and Financial Proposal in separate envelopes.

We hereby declare that:


a) All the information and statements made in this Proposal are true and we accept that any
misrepresentation contained in this Proposal may lead to our disqualification by KDMC.
b) Our Proposal shall remain valid and remain binding upon us for the period of time
specified in the Data Sheet in the RFP document.
c) We meet the eligibility requirements as stated in the RFP.
d) In competing for (and, if the award is made to us, in executing) the Contract, we
undertake to observe the laws against fraud and corruption, including bribery.
e) Our Proposal is binding upon us and subject to any modifications resulting from Contract
negotiations.
We undertake, if the Contract is awarded in our favour, to initiate the Services related to the
assignment no later than the time indicated in the Data Sheet.
We understand that KDMC is not bound to accept any Proposal that KDMC receives and may reject
any or all proposals without assigning any reason for the same.

Yours sincerely,

Authorized signature (in full and initials): ______________________________________

Request for Proposal

29

Name and Title of Signatory: ________________________________________________


Named of Consultant: ______________________________________________________
In the Capacity of: _________________________________________________________
Address: _________________________________________________________________
Contact Details (Phone and Email): _____________________________________________

Request for Proposal

30

ANNEXURE 5- FINANCIAL PROPOSAL


Financial Proposal
On Letterhead

To
The City Engineer
Kalyan Dombivli Municipal Corporation,
Shankar Rao Chowk, Bazar Peth Road
Bhoiwada , Near Railway Station,
Kalyan Maharashtra -421301

Subject: Selection of Consultant for the Detailed Project Report of Sports Complex at Haji Malang
Road with Concept plan, Drawings, 3D view and Walkthrough for KDMC

Dear Sir,
We, the undersigned, offer to provide the consultancy services for the above assignment in
accordance with the RFP dated ________. Our Financial Proposal is for the sum of `
________________ (Rupees ____________________________ Only) (In lakhs in words and figure).
This amount is inclusive of all taxes (direct / indirect / local), duties, levies, etc. whatsoever as
applicable.

Sr.
No.

Assignment

Cost of (in INR)

Preparation of Detailed Project Report of Sports Figures


Complex at Haji Malang Road with Concept plan,
Drawings, 3D view and Walkthrough for KDMC

Words

Our Financial Proposal shall be binding upon us subject to any modifications resulting from contract
negotiations, up to expiration of the validity period of the Proposal.
We understand that KDMC is not bound to accept any Proposal that KMC receives and may reject
any or all proposals without assigning any reason for the same.

Yours sincerely,

Authorized signature (in full and initials): ______________________________________


Request for Proposal

31

Name and Title of Signatory: ________________________________________________


Named of Consultant: ______________________________________________________
In the Capacity of: _________________________________________________________
Address: _________________________________________________________________
Contact Details (Phone and Email): _____________________________________________

Request for Proposal

32

ANNEXURE 6- POWERPOINT PPT FORMAT


1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.

Introduction
Existing condition
Scope
Methodology
Concept plan
Master plan
Landscape plan
3D views
Building plans
Project Cost Estimate
Walkthrough Video
Conclusion

Request for Proposal

33

ANNEXURE 7- POWER OF ATTORNEY


Know all persons by these presents, [I .. (name of the Bidder) incorporated under
the laws of India and having its registered office at [__] Bidder] do hereby irrevocably constitute, nominate,
appoint and authorize 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, matters and things as are necessary or required in connection with or incidental to
submission of our Bid for Detailed Project Report of Sports Complex at Haji Malang road with Concept plan,
Drawings, 3D view and Walkthrough for KDMC pursuant to the RFP dated [__] (RFP) issued by the Kalyan
Dombivli Municipal Corporation (the KDMC) and for our selection as Successful Bidder including but not
limited to signing and submission of all Bids and other documents and writings, participate in pre-bid meeting
and other conferences and providing information/responses to KDMC, representing us in all matters before
KDMC, signing and execution of all contracts including the Contract Agreement and undertakings consequent
to acceptance of our Bid, and generally dealing with KDMC in all matters in connection with or relating to or
arising out of our Bid for the said Project and/or upon award thereof to us and/or till the entering into of the
Contract Agreement with the KDMC Limited.
AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deed, matters and things
lawfully 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 all 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.
Capitalized terms not defined herein shall have the meaning assigned to them under the RFP.
IN WITNESS WHEREOF, ., THE ABOVE NAMED PRINCIPAL HAVE EXECUTED THIS POWER OF
ATTORNEY ON THIS DAY OF ., 2..
For ..
(Signature)
(Name, Title and Address)
Witnesses:
(Notarised)
Accepted

(Signature)
(Name, Title and Address of the Attorney)

Notes:
The mode of execution of the Power of Attorney should be in accordance with the procedure, if any, laid down
by the applicable law and the charter documents of the executant(s) and when it is so required, the same
should be under common seal affixed in accordance with the required procedure.
Wherever required, the Bidder should submit for verification the extract of the charter documents and
documents such as a resolution/ power of attorney in favour of the person executing this Power of Attorney
for the delegation of power hereunder on behalf of the Bidder.

For a Power of Attorney executed and issued overseas, the document will also have to be legalised
by the Indian Embassy and notarised in the jurisdiction where the Power of Attorney is being issued.
Request for Proposal

34

However, the Power of Attorney provided by Bidders from countries that have signed the Hague
Convention 1961 are not required to be legalised by the Indian Embassy if it carries a conforming
Appostille certificate.

Request for Proposal

35

ANNEXURE 8- CONSULTANCY SERVICE CONTRACT DOCUMENT


To be filled by the successful bidder

This CONTRACT (hereinafter called the "Contract") is made on_________ day of the month
of ______________, 2016___, between, Kalyan Dombivli Municipal Corporation (hereinafter called
the "Owner/Client/KDMC ") and M/S_______________(hereinafter called the "Architecture and
planning Company / Agency").
WHEREAS
(a) The Client has requested the agency for preparation of Detailed Project Report of
Sports Complex at Haji Malang road with Concept plan, Drawings, 3D view and
Walkthrough for KDMC (hereinafter called the "Services");
(b) The agency, having represented to the Client that they shall maintain the confidentiality
as mentioned in the clause no 16 of RFP document and have agreed to provide the Services
on the terms and conditions set forth in this Contract.
NOW THEREFORE the parties hereto hereby agree as follows:
1.

The following documents attached hereto shall be deemed to form an integral part of this
Contract. These documents are to be taken as mutually explanatory of one another. For the
purpose of interpretation the priority of documents shall be in accordance with the
following sequence:
i.
This Agreement
ii.
Letter of Award
iii.
Terms of Reference
iv.
Information to Architecture Consultant
v.
Correspondence exchanged between KDMC and the agency after opening of
technical proposal and before issue of Letter of Award
vi.
Financial proposal
vii.
Technical proposal

2.

The mutual rights and obligations of the Client and the agencies shall be as set forth in the
Contract; in particular:
(a) The agency shall carry out the Services in accordance with the provisions of the Contract;
and
(b) The Client shall make payments to the agency in accordance with the provisions of the
Contract.

3.

The agency's obligations under this Agreement shall survive the termination of its
appointment to carry out its work with the KDMC regardless of the manner of such
termination, and shall be binding upon its successors and assigns.

4.

The agency agrees that no failure or delay on the Client part in exercising any right, power or

Request for Proposal

36

privilege under this Agreement shall operate as a waiver thereof, nor shall any single or
partial exercise of any right, power or privilege preclude any other or further exercise
thereof.
5.

Any amendments, changes or modifications to this Agreement must be in writing and


executed by authorized officials of both the Parties to this agreement.

6.

This Agreement constitutes the entire agreement of the agency and the Client with respect
to the subject matter thereof and supersedes any and all prior understandings and
agreements between the client and the agency

7.

Any disputes, controversy or claim arising out of or relating to this Agreement, or the
breach, termination or invalidity thereof, shall be finally settled by arbitration in accordance
the Arbitration and Conciliation Act, 1996 by a sole arbitrator i.e. Commissioner, KDMC,
Kalyan. The place of arbitration shall be Kalyan and the language to be used in the arbitral
proceedings shall be English. The award of the sole arbitrator shall be final and binding on
both parties.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective
names as of the day and year first above written.

FOR AND ON BEHALF OF

FOR AND ON BEHALF OF

(NAME OF THE AGENCY)

By (Authorized Representative)

By (Authorized Representative)

Kalyan Dombivli Municipal Corporation

WITNESS:

1.0

2.0
Note: If the Agency consists of more than one entity, all of these entities should appear as
signatories.

Request for Proposal

37

ANNEXURE 9- COVERING LETTER

(The covering letter must be submitted on the Bidders Letter Head)


To
The City Engineer,
Kalyan Dombivli Municipal Corporation,
Shankar Rao Chowk, Bazar Peth Road
Bhoiwada , Near Railway Station,
Kalyan Maharashtra -421301

Subject: Selection of Consultant for the Detailed Project Report of Sports Complex at Haji Malang
Road with Concept plan, Drawings, 3D view and Walkthrough for KDMC

Dear Sir,

We hereby confirm the following:


1.

The Bid is being submitted by


(name of the Bidding Company/ Lead Member
in case of Bidding Consortium) who is the Bidding Company / the Lead Member of the Bidding
Consortium comprising
(mention
the names of the entities who are the consortium members), in accordance with the conditions
stipulated in the RFP. (In case of a Bidding Consortium) Our Bid includes the Letter(s) of
Acceptance in the format specified in the RFP

2.

We have examined in detail and have understood the terms and conditions stipulated in the
RFP Document issued by KDMC at www.mahatenders.gov.in. We agree and undertake to abide
by all these terms and conditions. Our Bid is consistent with all the requirements of submission
as stated in the RFP

3.

The information submitted in our Bid is complete, is strictly as per the requirements as
stipulated in the RFP, and is correct to the best of our knowledge and understanding. We would
be solely responsible for any errors or omissions in our Bid.

4.

We confirm that our Commercial Proposal does not contain any Conditions.

5.

The Bidding Company / Bidding Consortium of which we are the Lead Member (Please strike out
whichever is not applicable), satisfies the legal requirements and meets all the eligibility criteria
laid down in the RFP

6.

A Power of Attorney from the Bidding Company/Lead Member authorising the undersigned as
the Authorised Representative who is authorised to perform all tasks including, but not limited
to providing information, responding to enquiries, entering into contractual commitments on

Request for Proposal

38

behalf of the Bidder, etc., in respect of the Project is included as a part of the Proposal.
7.

We confirm that our Bid is valid for a period of 120 days from the last date of submission of the
Bid.

For and on behalf of

Signature

:
(Authorised Representative and Signatory)

Name of the Person

Designation

Enclosures: Power of Attorney

Request for Proposal

39

ANNEXURE 10- ANTI-COLLUSION CERTIFICATE

(To be executed on stamp paper of appropriate value)


We undertake that, in competing for (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 and its subsequent amendments thereof.
We hereby certify and confirm that in the preparation and submission of our Proposal, we have not
acted in concert or in collusion with any other Bidder or other person(s) and also not done any act,
deed or thing which is or could be regarded as anti-competitive.
We further confirm that we have not offered nor will offer any illegal gratification in cash or kind to
any person or agency in connection with the instant Proposal.
Dated this ..........................Day of ......................, 2016
....................................................
(Name of the Bidder)
....................................................
(Signature of the Bidder / Authorised Person)
....................................................
(Name of the Authorised Person)

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ANNEXURE 11- REGISTRATION & SUBMISSION OF BID THROUGH E-TENDERING SYSTEM


Registration Process
i.
To participate in the online Tendering process the bidders must procure Digital signature
Certificate (DSC: class II or class III) in accordance with the IT Act 2000. Bidders who already
have a valid DSC need not to procure a new DSC.
ii.
A digital signature is required for purchasing and submission or Tender form. Queries
regarding digital signature can be solved through helpline number, bidder can contact Help
Line No. 1800 3070 2232
iii.
All corrigendum, clarifications, minutes of pre-bid meeting etc. will be uploaded on website
www.mahatenders.gov.in, and can be downloaded by the Bidders.
iv.
For any other queries, bidder can contact Help Line No. 1800 3070 2232
v.
Further information regarding the work can be obtained from respective Department,
KDMC.

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