TENDER DOCUMENT

FOR
Appointment of Architect for providing Balance Architectural
Services for Construction of 3-star GRIHA rating Hostel to
Accommodate the Students from the State of Jammu & Kashmir at
Jamia Millia Islamia, New Delhi

January-2015
TENDER No: RITES/CP/TC/ JMI-J&K HOSTEL/New Delhi /Balance Arch.
Services/2015

RITES LTD
(A Govt. of India Enterprises)

CP DIVISION, 3rd Floor,

RITES BHAWAN-II, Plot No.144, Sector-44 , Gurgaon,( Haryana).

Tel-(0124)-2728309, Fax-(0124) -2728371.

No. : RITES /CP/TC/JMI-Hostel/ Arch. - Consultant /2015

Dated: .
M/S _________________________________,
___________________________,______
Sub: - Appointment of Architect for providing Balance Architectural Services for
Construction of 3-star GRIHA rating Hostel to Accommodate the Students
from the State of Jammu & Kashmir at Jamia Millia Islamia, New Delhi.
Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015
1.

M/S RITES Ltd. has been appointed as Project Management Consultant(PMC) by

Jamia Millia Islamia (JMI),
New Delhi for the Construction of Hostel to
Accommodate the Students from the State of Jammu & Kashmir at Jamia Millia
Islamia, New Delhi.

2.

Sealed Tender in Single packet system is invited by Joint General Manager (CP),
RITES Ltd. from reputed registered architects/ firms meeting the qualification criteria
mentioned in Clause -3.3 of the technical bid.

3. i.

Tender Document for the above works can be purchased from Joint General Manager
(Tender Cell), RITES LTD., CP Division, 3rd Floor, RITES Bhawan-II, Plot No.144,
Sector-44, Gurgaon122 003, (Haryana) Tel No. 0124-2728309 on any working day
(except Saturday and Sunday and Public Holidays) from 03.02.2015 to 13.02.2015
between 11.00 Hrs. and 16.00 Hrs. on Payment of a non-refundable amount of
Rs.1500/- ( Rupees One thousand Five Hundred Only) in the form of Demand
Draft/Pay Order of any Scheduled bank payable at Gurgaon or New Delhi in favour of
RITES Ltd.

ii. The bidder has to submit the technical bid in one envelope along with requisite EMD in
the same envelop and the financial bids shall be submitted separately in different
envelope. Sealed Envelope containing Financial/Price Bid and envelope containing
EMD shall be put in the envelope containing Technical Bid.
iii. Tender Documents requested by mail will be dispatched by Courier/Speed Post/
Registered Post on payment of an extra amount of Rs.200/- .RITES Ltd. will not be held
responsible for the delay, if any, in the delivery of the Documents or non-receipt of the
same.
iv. Tender documents downloaded from RITES website, www.rites.com, shall also be
considered valid for participating in the tender process. In such a case the bidder shall
deposit cost of tender documents as described in Para 3.i.above with the technical bid.
During the scrutiny of downloaded tender document, if any modification/correction etc. is
noticed as compared to the original documents posted on the website, the bid submitted
by such a bidder is liable to be rejected and EMD shall be forfeited. Further such bids if
not accompanied with the cost of tender documents shall not be considered.
v. In case the bid of a bidder who has downloaded the document from website is accepted,
the contract shall be executed in the original/manual tender document issued by RITES
Ltd.

4.

Bids duly completed in all respects along with the requisite amount of Earnest Money in
the form of Demand Draft/ Pay Order/ Bankers Cheque shall be received upto 14.00 hrs
on 16.02.2015 (the date of submission and opening) and will be opened at 14.30 hrs
on the same date in the presence of the bidders or their authorized representatives, who
choose to be present in the office of Joint General Manager (Tender Cell), CP
Division, 3rd Floor, RITES Bhawan-II, RITES LTD., Plot No.144, Sector-44,
Gurgaon122 003, (Haryana).

5.

All rates and amount, whether in figures or words, in Price/Financial Bid must be written
in indelible ink. Each correction, cutting, addition and overwriting should be initialed by
the Bidder.

6.

Bids must be accompanied by Earnest Money Deposit amounting to Rs.15400/(Rupees Fifteen Thousand Four Hundred only) along with Mandate Form as per
Annexure-IV in favour of RITES Ltd., payable at New Delhi or Gurgaon. The bids not
accompanied with Earnest Money Deposit in a separate envelope along with Technical
Bid as described, shall not be opened and shall be rejected.

7.

Bids shall remain valid for a period of 90 days from the date of opening of bid. In
exceptional circumstances, prior to expiry of the original time limit for tender validity,
RITES Ltd. may request the bidders to extend the period of validity for a specified
additional period. The request and the bidder's response shall be made in writing. A
bidder may refuse the request without forfeiting his EMD. A bidder agreeing to the
request will not be required or permitted to modify his financial bid.

8.

Issue of Bid Documents to the firms will not automatically mean that the firm is qualified
for the Award of the Contract. The Bidders will be required to further fulfill the
Qualification Criteria given in the Tender Documents before being considered eligible for
the award of contract. No Condition / Deviation which is either additional or in
modification of the bid conditions shall be included in the Bid submitted by the firm. If the
bid contains any such condition or deviation from the bid conditions, the bid will be
rejected.

9.

In case of any discrepancies, the provisions of this Bid Notice shall take precedence
over all other bidding documents.

10.

The bid documents are not transferable. The bidders are required to put the bid in Bid
box personally or through their authorized representative. However bid in sealed
condition shall also be received by post/courier, provided that the bid is delivered before
the stipulated Date and Time (As per Bid Conditions) in the office of Joint General
Manager (Tender Cell), CP Division, 3rd Floor, RITES Bhawan-II, RITES LTD., Plot
No.144, Sector-44, Gurgaon122 003, (Haryana), RITES Ltd., shall not be held
responsible for the delay, if any, in the non receipt of the same.

11.

The sealed envelopes shall be super scribed by the Tender Number and name of
work.

12.

RITES Ltd does not bind itself to accept lowest or any other bid and reserve right to
reject lowest or any other bid or the entire bid and accept any bid either in the whole or
in part without assigning any reason whatsoever.

13.

Envelope-1 containing EMD & Technical Bid shall be opened first and checked. If the
EMD furnished is not for the stipulated amount or is not in acceptable form and where
applicable the cost of Tender document has not been furnished for the correct amount

and in an acceptable form , the remaining envelopes will be returned to the tenderer
concerned unopened at the time of opening of the Tender itself.
14.

In case the date of opening of the bids as mentioned above is declared to be closed
holiday, the bids shall be received and opened on the next working day at the same
time & venue.

15.

Amendments/Corrigendum's, if any, would be hosted on the web site only.

Joint General Manager (Tender Cell),

RITES Bhawan- II,
3rd Floor, Plot No.144, Sector-44,
Gurgaon-122003, Haryana.
Tel No- 0124-2728309
for and behalf of
Jamia Millia Islamia, New Delhi

Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015
Following document should invariably be enclosed with the bids. If requisite documents
are not enclosed, the bid is liable to be rejected and no further chance be given to the
bidders to submit the document and bids may be finalized on the basis of the documents
submitted with the bid only on sole discretion of RITES Ltd.
Check List
S.No.
1.

2.
3.
4.
5.

6.
7.

8.

9.

10.

11.
12.
13.
14.

15.

Name of Documents

Details

Cost of Tender Document

as under
3(i) & (iv) in case tender document is
downloaded.
EMD deposited.

(a) Submitted & Placed at -------.

(a) Submitted & Placed at -----------

Declaration by Bidder- Proforma-1 at

Annexure-V.
Acceptance letter at Annexure-II.

(a) Submitted & Placed at -----

Attested copy of Similar work Experience

documents based on which firm desires to
be considered for qualification.-Proforma-2
placed at Annexure-VI.
Self attested Copy of Office address in
NCR.
Self Attested Copy of Qualification and,
registration with Council of Architecture with
minimum experience of 10 years as
Principal Consultant / Architect.
Self Attested copy of Affidavit for sole
proprietorship/partnership
deed/
Memorandum and Article of association.
Self Attested copy of Power of Attorney on
non judicial stamp Paper of appropriate
value
of the signatory of bid on behalf of
the Bidder.
All information given by Architect should be
duly sealed & signed by authorized
representative of architect.
Tender document duly signed & sealed by
authorized representative.
Brief Back ground of Firm
Self attested copy of PAN / Service Tax
registration
Information about self consultant likely to be
associated with architect for project. Sub
consultant for work like structural design,
electrical and sanitary & Plumbing.
RTGS/NEFT
mandate form( format
placed at Annexure-IV.

(a) Submitted &

Placed at -- ------

(a) Submitted &

Placed at ------

(a) Submitted &

Placed at ----- ------

(a) Submitted &

Placed at -- ------

(a) Submitted &

Placed at ----------

(a) Submitted &

Placed at ------

(a) Submitted &

Placed at ------.

(a) Submitted &

(a) Submitted &

Placed at -------Placed at -----

(a) Submitted &

Placed at ------

(a) Submitted &

Placed at -----

(a) Submitted & Placed at ----

The above format should have to be completed and submitted by the bidders. Non
filling or filling/furnishing of wrong information may lead to forfeiture of EMD without
notice.

Appointment of Architect for providing Balance Architectural Services for Construction

of 3-star GRIHA rating Hostel to Accommodate the Students from the State of Jammu &
Kashmir at Jamia Millia Islamia, New Delhi.
(Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015)
1.0

Introduction

1.1

RITES Ltd. has been appointed as Project Management Consultant (PMC) by Jamia
Millia Islamia (A Central University created by an enactment of the Parliament of
India ) for Construction of 3-star rating GRIHA rating Hostel to Accommodate the
Students from the State of Jammu & Kashmir at JMI Campus, New Delhi. The
proposed Hostel will be developed within the campus and will have Ground plus four
stories( total floor area 7200 Sqm appx.), total height being limited to 15.00 meters, to
house about 400 (four hundred) students within the estimated cost, which is Rs. 18.06
crores. The Hostel has to be certified as 3-star GRIHA rating Green Building.

1.2

The Architect shall be required to consider the existing site conditions, clients
requirements and available concept plan, floor plans showing general arrangement of
rooms, elevations, cost estimate while designing the Construction of 3-star rating
GRIHA rating Hostel to Accommodate the Students from the State of Jammu &
Kashmir at Jamia Millia Islamia, New Delhi. The building will be designed
whenever/wherever taking the available concept plan, floor plans as made available by
RITES and also keeping in view the requirements of National Building Code 2005, IS:
1893 (latest edition), Delhi Building Bye-laws (latest edition), 3 star GRIHA rating(
Green Building) and other applicable standards. The environmental concerns, natural
hazards, rain water harvesting, adequate parking, easy circulation and flexibility in terms
of space utilization, sewerage, drainage, water supply, lift pit/well, Solar power,
adequate fire fighting arrangement etc. will form the part of the proposed structures. It
is mentioned here that concept plan, floor plans showing the general arrangement
of rooms, elevations and detailed cost estimate for G+4 Stories, Geo-Tech
Investigation report are available with RITES Ltd. which shall be made available, if
required, to successful bidder/architectural firm whose offer is accepted by RITES
competent authority. However structural design is to be done for G+6 Stories.

1.3

RITES Ltd. intends to appoint an Architectural firm/company to complete the

assignments the Architectural Planning and Detailed Engineering services as per
Scope of Services at Clause 4 below and getting the hostel certified from GRIHA
for 3-Star rating.
Approximate Estimated cost of the project is Rs. 18.06 Crore (Rs. Eighteen Crore &
Six Lacs) .

1.4

The designing should include the main building for the Hostel having triple-seated
rooms for 400 students, gym, reading room, dining hall, kitchen, reception/waiting,
assembly hall for about 100 students, services like fire protection, landscaping,
sanitary/water supply, tube well, sewerage, drainage, rain water harvesting, lifts-pits, IT
works, furniture etc. and all other services required for proper functioning of the Hostel.
RITES/Owner may suggest modifications in the drawings prepared by the
Architect/owner and the suggestions will have to be implemented/incorporated
by the Architect.
Architect shall take all steps required for getting registered/certified 3- Star
GRIHA rating Building. If any Sub consultant/3rd party shall required to be
engaged in connection to registration/obtaining 3- Star GRIHA rating then it shall

be engaged by Architect at its own cost and nothing shall be paid by Owner/Client
to Architect either the cost of engagement of fees/charges payable to sub
consultant/3rd party. However any charges, if required to be paid to GRIHA for
registration/certification then same shall be paid by Owner.
2.0 Definitions
2.1 Owner:
Owner shall mean the Jamia Millia Islamia (JMI), New Delhi and shall be represented by their
Registrar of Jamia Millia Islamia (JMI), New Delhi or his/her authorized representative.
2.2 Client
Client shall mean the RITES Ltd. and shall be represented by GM(CP) or his/her
representative.
2.3

Architect/Sub-consultant

Architect shall mean the Architectural firm/company appointed in connection with the work to
discharge its duty as per the scope of services. It shall be represented by their executors,
administrators, successors and permitted assigns.
2.4

Engineer-in-Charge

The engineer-in-charge for this project shall be Additional General Manager (CP), RITES Ltd.
or his representative.
2.5

Local/Statutory Bodies:

The DDA, MCD, DUAC, Forest deptt., DFS, AAI etc. shall come under the domain of local /
statutory bodies which are related with approval and sanction of master/development plans,
building plans, occupancy sanction etc.
2.6

Scheme/Services

It shall cover all the Engineering services (internal and external).

2.7

Fee Payable to Architect:

Fee chargeable for scope of services under Tender document is to be quoted in Financial Bid
(Annexure-I). Fee shall be quoted on percentage basis for the estimated cost of work i.e. Rs.
18.06 Crore keeping in view the scope of services as indicated in Clause 4 below and getting
the hostel certified from GRIHA for 3-Star rating. However it is mentioned here that
statutory fees payable to Local Statutory Bodies/Authorities and/or charges payable to
GRIHA for registration/certification shall be borne by Owner and not by the Architect.
However Architect shall quote as percentage basis for estimated cost of Rs.18.06 Crore
but in the advent of change i.e. increase/decrease in scope of work in terms of actual
construction cost, repetition of work etc., in that case Architect/Sub consultants fee
shall be governed by the RITES Rule as in Annexure-III.
The fee quoted by the Architect shall be exclusive of service tax but inclusive of any other taxes
(statutory or else).
The statutory deduction i.e., income tax or other applicable taxes shall be deducted from the
Architects bill as per extant rules.
3.0

Submission and Validity of Bid:

3.1

Instructions to Bidders
The Bid shall consist of two parts viz., Technical Bid and Financial Bid.
All rates and amount, whether in figures or words, in Financial Bid must be
written in indelible ink. Each correction, cutting, addition and overwriting should
be initialed by the Bidder.

3.2

Technical Bid
The technical bid envelope will consist complete information regarding prequalification
and the EMD

3.3

Minimum Qualifying Criteria: -

3.3.1

Turnover criteria: Not applicable.

3.3.2

Work Experience:(a) Architectural consultant / firm should have provided architectural services for at least
one similar work costing not less than Rs. 14.45 crore or at least two similar works
costing not less than Rs.9.03 Crore each or at least three works costing not less than
Rs. 7.23 Crore each in last five years.
Here, similar work means Building Works.
Notes: Weight age of 7% (compounded annually from the date of completion of the
work to the submission of the bid) shall be given for equating the works of the previous
years to the current year.

3.3.3

The Architectural Consultant/Firms should have an established office in its name in

Delhi/ NCR area. The address of the office should be printed on the letter head and also
certified on the letter head of the local office and furnished along with the bid.

3.3.4

Principal Architect should be a degree holder in Architecture and registered with

Council of Architecture with minimum experience of 10 years.

3.3.5

No Joint Ventures/Associate ship will be accepted.

3.3.6

Other Documents
The Bidders are required to submit the following documents/ enclosures / EMD etc.
alongwith Technical Bid:
a. The bidder should submit the details of completed works support of having completed
the similar works required as per work experience criterion. The bidder should submit
attested copies of the completion certificates from the owner companies indicating the
name of work, the description of work done by the bidder, value of contract executed
by the bidder, date of start, date of completion (contractual & actual) and value of the
material supplied by the Client. The value of work executed should be inclusive of the
value of free supply items. Proforma-2 placed at Annexure-VI.
c. The Earnest Money of Rs.15,400.00 (Rupees Fifteen Thousand Four Hundred
Only) along with Mandate form as per Annexure-IV in shape of Demand Draft /

Bankers cheques / Pay Order drawn on any scheduled bank in favour of RITES Ltd.
payable at Gurgaon / Delhi. The demand draft of unsuccessful bidders shall be
refunded after the award of the work. The EMD of the successful bidder will be
refunded after submission of the Bank Guarantee towards Performance Security as per
Clause 9. Bids not accompanied with EMD shall not be accepted and summarily
rejected.
d. Attested copy of Affidavit for sole proprietorship/partnership deed/ memorandum and
Article of association.
e. Attested copy of power of Attorney on non judicial stamp Paper of appropriate value
of the signatory of bid on behalf of the Bidder.
f. Each pages of tender document shall be duly signed and sealed by bidders or its
authorized representative as a token of acceptance of terms & condition.
g. Other information as below duly sealed & signed by authorized representative of the
bidder.
i.
ii.
iii.
iv.
v.

Company background.
Copy of registration with Council of Architecture.
Experience of building works
Other empanelment / sub consultant information.
Financial Bid in separate envelope.

NOTE: Price Bid shall be considered for evaluation only of those bidders who shall meet the

qualifying criteria mentioned under Clause 3.3 above. It must be noted that bidders
must submit all the documents mentioned in Check List along with their bid.
Bidders who fail to submit the same are liable to be rejected at sole discretion of
client without any further correspondence in this regard.
The last date of submission of Bids is up to 14.00 hours on 16/02/2015. The
bids will be opened on the same day at 14.30 hours.
The validity of the bid should be for a period of 90 days from the last date of
submission of bid.
3.4.1

Financial Bid

3.4.2

The financial bid shall include all the expenses for completing the assignment as per
Scope of Service under Clause 4 below.
Bidder shall quote the rate in the format of the financial bid.
The fee shall be quoted in the form of percentage of estimated cost of Rs.18.06 Crore in
figures and words. In case of discrepancy between the quoted rate in figure and words,
the rate quoted in words shall be taken into account.
The fee quoted by the bidder shall be exclusive of service tax but inclusive of any other
taxes (statutory or else).
Generally, the work will be awarded to lowest acceptable bidder. However, if there is
any substantial difference between the rates quoted by the lowest acceptable bidder

3.4.3
3.4.4

3.4.5
3.4.6

and the estimated rate of the Client, the lowest acceptable bidder may be called for
negotiation to arrive at the reasonable rate.

10

3.4.7
i.

ii.

iii.
iv.

3.5

Forfeiture of Earnest Money Deposit (EMD):

If any bidder withdraws his tender within the validity period or makes any modifications
in the terms & conditions of the tender which are not acceptable to client, the client shall
without prejudice to any other right or remedy, be at liberty to forfeit of the EMD of the
bidder.
In case the Architect fails to commence the work specified in the tender document by
the date mentioned in Letter of Award or any documents submitted by the bidder found
false, RITES shall without prejudice to any other right or remedy be at liberty to forfeit
whole of the EMD.
If any document/information furnished by the bidder is found to be false, his bid will be
summarily rejected and EMD will be forfeited in full.
If any bidder submit the bids in a manner which jeopardizes the process of bidding or
delay the finalisation of the bids his EMD will be forfeited.
Submission of Bid

3.5.1

Only one Technical bid shall be submitted in a separate envelope with EMD. The
Technical Bid name of the work, tender no. and the last date of submission shall
be superscripted on the envelope.

3.5.2

The earnest money shall be submitted with Technical Bid.

3.5.3

The Financial bid shall be submitted in separate envelopes. The Financial

Bid, name of the work, tender no. and the last date of submission shall be
superscripted on the envelopes.

3.5.4

The Envelopes containing Technical bid & EMD , and separate envelope
containing
Financial Bid shall be put in One bigger envelope and the same
shall be superscripted with the name of the work, tender no. last date of
submission on top of bigger envelope.

3.5.5

The last date of submission of Bid is upto 14.00 hours on 16.02.2015.

3.5.6

If the last date of submission happens to be a holiday, the bids shall be

submitted on the
next working day upto 14.00 hours. The bid shall be
opened on the same day at 14.30 hrs.

3.5.7

Client may extend the deadline for submission of tenders by issuing an

amendment in writing, in which case all rights and obligations of Client and the
bidders previously subject to the original deadline will be subject to new
deadline.

3.5.8

Any bids received by Client after the specified date and time of receipt of tender
will be returned unopened to the bidders.

3.5.9

The EMD of the unsuccessful bidders shall be refunded within 30 days from the
date of award of work to successful bidder.

3.5.10

Tender documents are non transferable.

3.5.11

Canvassing whether directly or indirectly, in connection with bids is strictly

prohibited and the bids submitted by the bidders who resort to canvassing will be
liable to rejection.

11

3.5.12

3.6

3.7

Conditional bids are liable to be rejected. Client reserves the right to accept /
reject any or all of the bids without assigning any reasons whatsoever.

Enclosures to be submitted along with the Bid. : As mentioned under Clause 3.3
above.
Earnest Money Deposit (EMD).

I.

If any bidder withdraws his tender within the validity period or makes any modifications
in the terms & conditions of the tender which are not acceptable to client, the client shall
without prejudice to any other right or remedy, be at liberty to forfeit of the EMD of the
bidder.
The EMD of the unsuccessful bidder shall be refunded within 30 days from the date of
award of work to the successful bidder. Earnest Money shall be refunded only through
Electronic Fund Transfer. The Bidder shall submit RTGS/NEFT Mandate Form as per
Proforma given in Annexure -IV, duly filled in.
Bids not accompanied with EMD shall not be accepted and summarily rejected.
In case the Architect fails to commence the work specified in the tender document by
the date mentioned in Letter of Award or any documents submitted by the bidder found
false, RITES shall without prejudice to any other right or remedy be at liberty to forfeit
whole of the EMD.
If any document/information furnished by the bidder is found to be false, his bid will be
summarily rejected and EMD will be forfeited in full.
If any bidder submits the bids in a manner which jeopardizes the process of bidding or
delay the finalization of the bids his EMD will be forfeited.

II.

III.
IV.

V.
VI.

4.0

Scope of Services

4.1

IT IS MENTIONED HERE THAT CONCEPT PLAN, FLOOR PLANS SHOWING THE

GENERAL ARRANGEMENT OF ROOMS, ELEVATIONS AND DETAILED COST
ESTIMATE ( Soft Copy in PDF Format and hard copy) AND GEO-TECH
INVESTIGATION REPORT ARE AVAILABLE WITH RITES WHICH SHALL BE MADE
AVAILABLE, if required, TO SUCCESFUL BIDDER/ARCHITECTURAL FIRM
WHOSE OFFER IS ACCEPTED BY RITES COMPETENT AUTHORITY.

The work consists of JMI-J&K Hostel building as described in clause No. 1.2 & 1.4 of Technical
Bid. The Broad scope of services to be performed by the Architectural firm / company is
detailed below:
Activity
No.
1.

2.

Activity of Services
Development of Concept Plan ( soft copy) from available Concept Plan( hard
Copy to be made available to Architectural Firm/Company by JMI/RITES).
This activity also includes study of plan made available by JMI/RITES,
submission of report if in variance with Building Bye-laws of the local and
statutory bodies, incorporation of such changes , Change of orientation of
building/wing of building in whole or part as advised by JMI/RITES, submission
of soft as well as hard copy of converted/developed plan to JMI/RITES for
approval. Floor plans submitted by Architect based on soft copy given by
RITES shall have the details of the area earmarked for Construction of Hostel
to Accommodate the Students from the State of Jammu & Kashmir along with
scheme details of drainage, sewerage, water supply, roads, horticulture,
external electrification, Solar Power rainwater harvesting, lift pit/well, fire
protection, I.T. related works etc.
Development of Building Plans along with necessary inputs for submission to

12

statutory bodies/local bodies for taking Building Permit and submission to

statutory bodies/local bodies.
Approval of Building Plan from statutory and local bodies.
Detailed Engineering viz. design of structures, preparation of drawings, etc. for
civil, electrical including all services all activities complete, drainage, sewerage
, water supply, rain water harvesting, internal roads, horticulture, external
electrification, Solar power, lift pit/well, furniture, fire protection, I.T. related
works etc. taking into consideration 3 star GRIHA rating and its approval from
the Client and Owner. All mandatory requirement of 3-star GRIHA rating to be
earmarked on drawings.
Preparation of Good for Construction Drawing of each type as applicable (i.e.,
structural, architectural, conceptual etc.) of all type of works including civil,
electrical, solar power drainage, sewerage , water supply, rain water
harvesting, external electrification, internal roads, horticulture, lifts, fire
protection, I.T. related works etc. Architect shall release six sets of drawings
free of cost.
The clarifications, discussions, review site visits etc. in connection with the
design and drawing and during the execution of the project as and when
requested by client/owner irrespective of the number of office/site visits.
Registration process in GRIHA for 3- Star GRIHA rating, submission of all
documents to GRIHA for taking certificate and taking 3 star GRIHA rating for
the building.
Taking completion cum occupancy certificate from local / statutory bodies, for
the occupancy of the building.
Submission of Project Report on completion to client/owner along with four
sets of As-built drawings of the building and services on completion of work
along with a soft copy on compact disk.

3.
4.

5.

6.

7.

8.
9.

4.2

Incidental Services
4.2.1

The broad scope of services is classified in terms of activities at clause No. 4.1, the
entire incidental services related with the activities shall be deemed included in the
scope of services. No extra payment shall be made for the incidental services.

4.2.2

Revision of drawings, design as per the requirement of the authorities shall be made
as per requirement and no extra charges shall be payable on this account.

4.3

Deliverables by the Architect

4.3.1

All the approved drawings from local / statutory authorities shall be the property of the
client / owner. The same shall be submitted to the client / owner immediately after getting
them approved.

4.3.2

The architect shall be required to submit 06 (six) copies of the approved conceptual plan
along with scheme for reference and record.

4.3.3

During execution phase, the architect shall supply 6 (six) sets of all good for
construction drawings (structural, architectural, services etc.) of all the structures i.e.,
buildings and services structures like drainage, sewerage, water supply, roads,
horticulture, external
Electrification, Solar power, AC, rainwater harvesting , furniture
etc. to the client as per schedule.

4.3.4

The co-ordination drawing may also be required during execution of the work to ensure
integrated construction of all the components. It is the responsibility of the architect to

13

prepare the additional drawings required for the proper execution of the work which may
be visualized during construction work at no extra cost.
4.3.5

The client may review the work carried out by the architect at detailed engineering or at
any pre-constructional stage to get satisfied with the standards and procedures adopted
by the architect. It shall be the responsibility of the architect to make available the
concerned documents to the client on demand.

4.3.6

All structural drawings shall be got proof checked by the consultant from any IIT/NIT/JMI
or other institution of repute and no extra charges shall be paid to Architect on the
account.

4.3.7

The selected architect shall be required to depute sufficient staff on the project up to
submission of Good for Construction Drawings exclusively for this work.

5.0

Time Schedule

5.1

The activities at clause no.-4 are basically divided in two phases viz. Pre construction
phase and construction phase. The duration of pre & Post-constructional phase is 06
(six) months. The duration for construction phase is earmarked for 18 (Eighteen)
months. The activities at clause no-4 are to be performed as per the following schedule:

Activity
No.
1.

2.

3.

Activity of Services

Duration

Development of Concept Plan ( soft copy) from available

Concept Plan( hard Copy to be made available to
Architectural Firm/Company by JMI/RITES). This activity
also includes study of plan made available by JMI/RITES,
submission of report if in variance with Building Bye-laws
of the local and statutory bodies, incorporation of such
changes , Change of orientation of building/wing of
building in whole or part as advised by JMI/RITES,
submission of soft as well as hard copy of
converted/developed plan to JMI/RITES for approval.
Floor plans submitted by Architect based on soft copy
given by RITES shall have the details of the area
earmarked for Construction of Hostel to Accommodate
the Students from the State of Jammu & Kashmir along
with scheme details of drainage, sewerage, water supply,
roads, horticulture, external electrification, Solar Power
rainwater harvesting, lift pit/well, fire protection, I.T.
related works etc.( Soft copy of Floor Plans showing
general arrangement of rooms, elevation( soft copy in
PDF format) shall be made available by RITES to
architect. Detailed Cost estimate and Geo-Tech
investigation report are available and architect and need
not to be done by architect.
Development of Building Plans along with necessary
inputs for submission to statutory bodies / local bodies for
taking Building Permit and submission to statutory bodies
/ local bodies.
Approval from statutory and local bodies & registration in
GRIHA for 3-Star rating as Green Building.

Within 15 days from

the date of Letter of
Acceptance (LOA) to
the Architect

Within 30 days from

the date of issuance
Letter of Acceptance.
Within 30 days from
the date of submission
to local bodies

14

4.

Completion of Registration process in/with GRIHA

5.

Submission of Good for Construction Drawings including

structural(bar bending schedule), , architectural etc of all
type of works including civil, electrical,
drainage,
sewerage, water supply, furniture, rain water harvesting,
internal roads, horticulture, external electrification, Solar
Power lift pit/well, fire protection, I.T. related works etc.
The clarifications, discussions, review etc. in connection
with the design and drawing during the execution of the
project.
Taking completion cum occupancy certificate from local /
statutory bodies, for the occupancy of the building.

6.

7.

8.

Getting the building certified by GRIHA for 3 star rating.

Within 30 days from

the date of issuance
Letter of Acceptance.
Within 60 days from
the date of issue of
Notice Inviting Tender
(NIT) for construction
of building.
During
the
construction phase.
30 days prior to the
completion
of
construction phase
within 30 days of
completion of work.

5.2

More than one activity shall be started concurrently as per the schedule of activities as
given in Clause No 4.0, so that the whole pre-constructional activities are performed
within three months from the date of Letter of Acceptance (LOA) to the Architect.

5.3

Time has been allocated for approvals of Development Plans by local/statutory bodies,
Conceptual Plan by the Client and Building Plan by the local/statutory bodies
respectively. If any delays are caused on account of approvals by the local/statutory
bodies/client beyond the allocated time, the delay shall be considered, if the completed
drawings along with documents are submitted to local/statutory bodies or the client in
time for approval with evidence.

5.4

If the delay on account of approvals by local/statutory bodies is established after

submission of the development plan/building plan etc. in time, the reasonable extension
of time may be granted to the Architect after discussion with the architect and the owner.
However no extension of time is allowed for delays attributable to the architect.

6.0

Reference Standards for Services

The architect is required to provide services based on extant rules, local bye-laws, applicable
standards and sound engineering practices. The reference of standards is detailed below for
application in services of architect. The architect shall refer the standard documents in case
they are not mentioned below:
6.1

Development Plan, Architectural Plan, Building Plan and their approvals:

6.1.1
6.1.2

Delhi Building Bye laws (with upto date addendum / corrigendum if any).
Applicable laws of DDA, MCD, DUAC, MoEF, DFS, and Forest Dept. and other
concerned agencies.

6.2

Design of structures, Preparation of drawings, detailed estimation etc:

6.2.1
6.2.2
6.2.3
6.2.4
6.2.5
6.2.6

National Building Code (latest edition)

IS: 1893 (latest edition)
IS: 13920 (latest edition)
IS: 13828 (latest edition)
Other applicable standards
Sound Engineering Practice for detailed estimation

15

6.3

Preparation of Bill of Quantities etc.

6.3.1
6.3.2
6.3.3
6.3.4

Delhi Schedule of Rate, 2014.

CPWD Schedule of Rate for Electrical, Fire Fighting items
CPWD Schedule of Rate for HVAC Items (if any)
Additional Items based on Market Rate Analysis (Non DSR Items) as per scope of
work for standard materials / items proposed to be used in this work for civil, electrical,
fire fighting, furniture, internal roads, horticulture works etc.

6.4

Preparation of Bid Documents.

6.4.1
6.4.2
6.4.4
6.4.5

RITES Standard Bid Documents

Works Manual, 2012 of CPWD with latest revision/amendment.
CPWD Specifications, 2009 (updated)
Additional Specifications for Non-Schedule rate Items

7.0 Settlement of Disputes & Arbitration

7.1

If at any time, any question, dispute or differences whatsoever shall arise between RITES
and Architect with regard to or in relation to or in connection with the terms and
conditions, whether during the progress of work or after its completion, Architect shall
represent to AGM/GM RITES with all details/facts & figure for his decision. In case his
decision is not acceptable the matter shall be referred to a sole arbitrator as per standard
practice of RITES on the written request of the aggrieved party.

8.0

Force Majeure

If at any time, during the continuance of this contract, the performance in whole or in part by
either party of any obligation under this contract is prevented or delayed by reason of any war,
hostility, acts of public enemy, civil commotion, sabotage, serious loss or damage by fire,
explosions, epidemics, strikes, lockouts or acts of God (hereinafter, referred to events')
provided, notice of the happening of any such event is given by either party to the other within
10 days from the date of occurrence thereof, neither party shall by reason of such event, be
entitled to terminate this contract nor shall either party have any claim for damages against the
other in respect of such non-performance of delay in performance, and works under the
contract shall be resumed as soon as practicable after such event has come to an end or
ceased to exist, and the decision of the Client as to whether the works have been so resumed
or not shall be final and conclusive, PROVIDED FURTHER that if the performance in whole or
in part of any obligation under this contract is prevented or delayed by reason of any such event
for a period exceeding 90 days, either party may at its option terminate the contract by giving
notice to the other party.
9.0

Performance Security and Security Deposit

The Architect shall be required to submit an acceptable Bank Guarantee issued by a

scheduled bank for an amount equivalent to 5% (five percent only) of the accepted Professional
Charges towards Performance Security within 28 days of issue of Letter of Acceptance( LOA).
The estimated value of the work shall be taken into account for calculating the professional
charges and amount of performance security. Initially validity of the Bank Guarantee(s) shall
cover the entire duration of the completion period i.e. 24 (Twenty four) months from the date
of its submission to RITES. However it shall be got re-validated as per the schedule for
completion of the building works. The format of the Bank Guarantee(s) shall be got approved by
the Client. The Bank Guarantee(s) shall be released after satisfactory completion of the

16

activity no. 8 & 9 of clause 4.1 or after getting completion cum occupancy certificates from the
local bodies whichever is later.
In the event of the contract being determined or rescinded under provision of any clause /
condition of the agreement or the performance of the Architect judged to be poor, the
performance guarantee shall stand forfeited and the amount such received shall be absolutely
at the disposal of Client.
Security money shall be deducted @ 5% (Five Percent) from payments of the Architect till such
time the total deposit along with Earnest Money Deposit equals 5% of the professional charges
payable to the Architect. The security deposit shall be released along with performance
guarantee.
10.0

Notice

Any notice to be given hereunder will be sent by registered post/courier/hand receipt at the last
known head office address of the Architect and shall be deemed to have been served at the
time at which the letter would be delivered in the ordinary course of post.
11.0

Liquidated Damage

11.1

Architect shall be liable to complete the work within stipulated time period as
mentioned in Clause 5.

11.2

Time is the essence of contract. In case of delay due to default on part of Architect for
activity described in clause-5, Architect shall be liable to pay the Client compensation
at the rate of 1 % (One percent only) of the total accepted fee of the architect as per
LOA, per week of delay subject to maximum of 10% (Ten percent) of the total accepted
fee of the architect as per LOA.

11.3

In case the designs prepared by the Consultants are found to be defective as per the
standard engineering practices involving redoing of the work already executed.

i)

A sum not exceeding 5% of the fees for that work will be levied on Architect as
liquidated damages.

ii) The Architect shall prepare schemes for rectification and modification for redoing the
work free of cost.
12.0 Insurance to be made by Architect
Professional Liability Insurance (PLI) including deficiencies / inadequacies in the design of
structures and other components for the period of three years or as per applicable Law if
specifies longer period with a minimum coverage equal to One fourth(1/4th) of Architects total
quoted fee shall have to be obtained by the Architect and proof of obtaining such PLI insurance
shall be submitted to the client within 15( fifteen) days of issue of letter of Acceptance for
execution to the contractor.
Employers Liability and workers compensation Insurance in respect of the personnel of the
Architect and any of its Sub Consultants, in accordance with the relevant provisions of the
agreement and of any such life, health, accident, level or other insurance as may be
appropriate shall have to be taken by Architect.

17

It should start within 15 (fifteen) days of issue of LOA & remain effective as per relevant
requirements of Contract Agreement, or up to submission of as built drawings or completion
cum occupancy certificates, whichever is later.

13. Mode of Payment

Sl.No.
1.

Activity of Services
Activity No.1, 2 & 3 under no.4-Scope of services.

2.

Activity No.4 under no.4-Scope of services.

3.

Activity No.5 under no.4-Scope of services.

4.

Activity No.6 under no.4-Scope of services.

5.

Activity No.7,8 & 9 under no.4-Scope of services

Amount Payable
15%*
(Fifteen
percent) of quoted
fee.
15%
(Fifteen
percent) of quoted
fee.
10% (Ten percent)
of quoted fee.
50% (Fifty percent)
of quoted fee based
on financial progress
of work/s.
10%* (Ten percent)
of quoted fee.

* Part payment may be released by Engineer-In-Charge to architect.

13.1 The estimated cost of the work shall be taken into account for calculating the stage
payment to the architect on percentage basis. The fee shall be accounted for conclusively
after the gross value of the work is established based on final bill to the contractors.
In the advent of change i.e. increase/decrease in scope of work in terms of actual
construction cost, repetition of work etc., in that case Architect/Sub consultants
fee shall be governed by the RITES Rule as in Annexure-III.
However it is mentioned here that statutory fees payable to Local Statutory
Bodies/Authorities and/ or charges payable to GRIHA for registration/certification
shall be borne by Owner and not by the Architect.
13.2 Mandate form authorizing RITES Ltd. to make all payments through RTGS/NEFT as per
Annexure-IV, duly filled in, is enclosed.
13.2

The statutory deduction i.e., income tax or other applicable taxes shall be deducted from
the architects bill as per extant rules.

14.0

Obligation of Architect

14.1 It is the responsibility of the Architect to plan and design the building complex based on
standard engineering practice. The architect shall be /stand guarantee for the performance
of the system designed by them for a minimum period of 20 years.
14.2

Architect/Sub-consultant shall carry all modifications as desired by Client/Owner.

14.3

Architect/Sub-consultant shall supply detailed computations and back-up of design

sheets to client/owner.

18

14.4

Architect/Sub-consultant shall supply all drawings& designs on Auto CAD, Staad-Pro /or
any relevant computer programmes. Copy of final design/drawings shall be made
available to client/owner in soft copy also.

14.5

All structural designs shall be got proof checked by the Architect from IIT/JMI or any
Central University at his own cost. Nothing extra shall be paid on this account. The
structural drawings and the calculation sheets shall be signed and verified by the proof
checking agency and the certificate regarding safety of structure as per Codal
Provisions shall be submitted to the RITES.

15.0 Obligation of client

15.1 The client shall provide all required inputs about the utilities and functional
requirements of the buildings.
15.2 The client shall provide all possible assistance to the Architect in getting approval of
buildings from local/statutory authorities.
16.0

General

16.1

Adequacy of Design

The services to be rendered by Architect shall be based on National Building Code (latest
edition), relevant applicable codes and sound engineering practices. Major decision and
specification shall be reviewed by Client to the extent desired. Approval of any design / drawing
by Client shall however not absolve the Architect of their responsibilities regarding the
adequacy of design and proper functioning of the works. The Architect shall be fully responsible
for the adequacy, accuracy and quality of entire services performed by them in accordance with
accepted standards of safety, earthquake requirements, environment protection, rain water
harvesting, public health and energy efficiency.
16.2

ADDITIONS AND ALTERATIONS

The Client shall have the right to request in writing changes, additions, modifications or
selections in the design and drawing of any part of the work and to request in writing additional
work in connection therewith and the Architect shall comply with such request. The decision of
Client shall be final on whether the deviations and additions are substantial as requiring any
compensation to be paid to the Architect. However for the minor modification or alteration which
does not affect the entire planning and design etc., no amount will be payable.
16.3

Foreclosure of contract

RITES reserve the right for foreclosure of contract without assigning any reason whatsoever.
The payments in the event of foreclosure of contract shall be restricted to the amount defined /
stated for each activity independently and in the event of such termination the Architect shall be
entitled to all such fee for the services rendered and liable to refund the excess payment if any
made to him over and above what is due in terms of this agreement on the date of termination
and the Owner/Client may make full use of all or any of the drawings prepared by the Architect.
16.4

Rescinding of contract

In the event of failure on the part of the Architect to complete work in time or to the complete
satisfaction of the Client or in the event of committing breach of any one or more of terms and
conditions of the Agreement, Client shall be entitled to rescind this contract without prejudice to

19

its right to claim damages or remedies under the law. The period of notice to be given to
rescind the contract will be 30 days and in the event of such termination, Architect shall be
liable to refund the excess payment if any made to him over and above due to him on the date
of termination and Client will be entitled to make full use of all or any of the drawings /
documents prepared by Architect. In such case RITES Ltd. shall have power to engage another
Architect to carry out the balance work debiting the excess amount if any so paid to Architect.
Architect shall pay to Client on demand, such excess expenditure within 30 days of issue of
notice failing which Architect shall be debarred from consultancy jobs of Client in future besides
taking other course of action under law to recover such amount.
16.5

Non submission/ submission of Deficient Documents

Bidders shall ensure submission of all documents required / asked for in the bid
document. Client shall not revert back for seeking deficient documents and may finalise
the bids at its Sole discretion based on submission by bidders. The bids are liable to be
rejected in case the required documents are not submitted along with the bid.
16.6

Copyright / proprietary right

a)

The Architect hereby agree that the fee to be paid as provided in this agreement will be
in full and final for functions to be performed by him and no claim whatsoever shall be
made against Client in respect of any part relating to the plans , drawings, and other
documents submitted by Architect.
The drawings, design plan, related details prepared and acquired by the Architect for
the work entrusted to him under this agreement will become the property of Client The
drawings, design, plan, related details can not be issued to any other person, firm or
authority or used by the Architect for any other project without prior permission of Client.
However the drawings and design can be utilized by Client for other works and Architect
shall not have any objection whatsoever.

b)

16.7

Contract Agreement

After acceptance of bid a formal contract agreement shall be executed on a non judicial stamp
paper of Rs. 100/- (Rupees One Hundred only), the cost of the same shall be borne by the
Architect and is to be issued in name of Firm/Company of architect.
16.8

Site Meeting

The site meetings shall be held during execution of the work with the architect to sort out any
problems or to provide any missing information in connection with the work. The meeting may
be convened by the client as per the need. There will be no limit on the number of meetings/site
visits and nothing extra shall be payable on this account.

ANNEXURE-I
(FINANCIAL BID)
(Shall be submitted on the letter Head of the Firm & sealed in a separate envelope)

20

Date:
To
Joint General Manager (Tender Cell),RITES Ltd.
CP Division, 3rd Floor, RITES Bhawan-II,
Plot No.144,
Sector-44, Gurgaon122 003,(Haryana),
Sub: - Appointment of Architect for providing Balance Architectural Services for
Construction of 3-star GRIHA rating Hostel to Accommodate the Students from
the State of Jammu & Kashmir at Jamia Millia Islamia, New Delhi.
Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015
Dear Sir,
In response to Tender document for the above work, we hereby quote our professional Charges
as under:
Professional Charges excluding
Service Tax
(As
percentage
of Project Cost of
Sl. No.
Description
Rs.18.06 Crore)
In Figures
1

In Words

Appointment of Architect for providing

Balance
Architectural
Services
for
Construction of 3-star GRIHA rating
Hostel to Accommodate the Students from
the State of Jammu & Kashmir at Jamia
Millia Islamia, New Delhi.

Certified that:
1. Service tax is not included in the fee quoted above. It shall be reimbursed by RITES on
production of proof of payment to the concerned authority.
2. Statutory taxes of any kind and its increase or decrease after submission /opening of
Tender shall deemed to be included in the fee quoted herein

Authorized Signatory

Architectural Firm/Company
(With seal of Firm/Company

21

ANNEXURE II
ACCEPTANCE LETTER
Dated:
To,
The Joint General Manager (Tender Cell),
RITES Ltd. CP Division, 3rd Floor,
RITES Bhawan-II, Plot No.144,
Sector-44, Gurgaon122 003,
(Haryana),
Sub: - Appointment of Architect for providing Balance Architectural Services for
Construction of 3-star GRIHA rating Hostel to Accommodate the Students from
the State of Jammu & Kashmir at JAMIA MILLIA ISLAMIA, New Delhi.
Tender No. RITES / CP/ TC/JMI-J&K Hostel/New Delhi / Balance Arch. Services / 2015

Dear Sir,
1)

The tender document for the above mentioned sub-consultancy work have been
sold to me / us by RITES Ltd, and I / we hereby unconditionally accept all the
conditions of the tender document for the above mentioned work.

2)

This is to state and affirm that I /we shall not stake any claim in case the Client
changes / orders for foreclosure of the work at any of the stages subsequent to
start of work for providing services based on this contract .

I, the undersigned am authorized to make this undertaking.

Yours Faithfully

(Signature of Bidder with stamp)

22

ANNEXURE-III

23

24

ANNEXURE-IV

25

ANNEXURE-V
Proforma 1
DECLARATION BY THE BIDDER
(Affidavit on Non-Judicial Stamp Paper of Rs.10/- duly attested by Notary / Magistrate)
This is to certify that We, M/s. __________________________, in submission of this offer
confirm that:i)

We have not made any misleading or false representation in the forms, statements and
attachments in proof of the qualification requirements;

ii)

During the past three years prior to the deadline for submission of bids ,no contract
awarded to us has been determined.

iii)

No Central / State Government Department/ Public Sector Undertaking or Enterprise of

Central / State Government has banned/suspended business dealings with us as on date.

iv)

We have submitted all the supporting documents and furnished the relevant details as per
prescribed format.

v)

List of Similar Works satisfying Qualification Criterion indicated in Proforma 2 does not
include any work which has been carried out by us through a Subcontractor on a back to
back basis.

vi)

The information and documents submitted with the Tender and those to be submitted
subsequently by way of clarifications / making good deficient documents are correct and
we are fully responsible for the correctness of the information and documents submitted
by us.

vii)

We have not failed to service the principal amount or interest or both of a loan
account/credit limit from any Bank or Financial Institution during a period of one year
prior to the deadline for submission of bids.

viii)

We understand that in case any statement/information/document furnished by us or to be

furnished by us in connection with this offer, is found to be incorrect or false, our EMD
in full will be forfeited and business dealings will be banned.

SEAL, SIGNATURE & NAME OF THE BIDDER

Signing this document

26

ANNEXURE-VI
Proforma-2
LIST OF SIMILAR WORKS SATISFYING QUALIFICATION CRITERION
COMPLETED DURING THE LAST 5 YEARS
S. Client's Name of Scope of Agreement
No. Name the Work & work
/ Letter of
and
Location
carried Award No.
Address
out by
and date
the
Bidder

Contract Value

Awarded Actual on
completion

Date of start Date of Completion Reasons for

Ref. of
delay in
document
completion (with page
if any
no.) in support
of meeting
Qualification
Criterion
As per
Actual
LOA/
Agreement

SEAL AND SIGNATURE OF THE BIDDER

Note :
1.

In support of having completed above works, attach self attested copies of the
completion certificate from the owner/client or Executing Agency / Consultant appointed
by owner / Client indicating the name of work, the description of work done by the
Bidder, date of start, date of completion (contractual & actual) and contract value as
awarded and as executed by the Bidder . Contract Value shall mean gross value of the
completed work including cost of materials supplied by the owner/client but excluding
those supplied free of cost.

2.

Credential certificates issued by Govt. Organizations/ Semi Govt. Organizations / Public

Sector Undertakings / Autonomous bodies of Central or State Government / Municipal
Bodies / Public Ltd. Co. listed in Stock Exchange in India or abroad, shall only be
accepted for assessing the eligibility of a Tenderer.
In case of a Certificate from a Public Limited Co., the Bidder should also submit
documentary proof that the Public Ltd. Co, was listed in Stock Exchange when the work
was executed for it.

6.

Only similar works completed during the last 5 years prior to the last stipulated date for
submission of Bid, which meet the Qualification Criterion need be included in this list.
27