SURAT MUNICIPAL CORPORATION

SURAT MUNICIPAL CORPORATION

CITY ENGINEER SPECIAL CELL

TENDER NOTICE NO: CE SP CELL/EOI/2016-17/01

EXPRESSION OF INTEREST (EOI) CUM-

REQUEST FOR QUALIFICATION (RFQ) FOR

INVITING EXPERIENCED & REGISTERED ARCHITECTS / ARCHITECTURAL FIRMS FOR DESIGN OF

STATE-OF-ART HIGH RISE OFFICE BUILDING FOR SURAT MUNICIPAL CORPORATION

March, 2017

Date of download of EOI-cum-RFQ document : From 20/03/2017 to 13/04/2017 up to 17.00 hrs

Last date of submission of EOI-cum-RFQ: Up to 13/04/2017, up to 17.00 hrs:

I/c City Engineer

Surat Municipal Corporation

Mahanagar Seva Sadan,

Muglisara, Surat - 395 003

Gujarat- India

website:www.suratmunicipal.gov.in

Existing Main Office Building of SMC


EOI-Cum-RFQ For Design of State-of-Art High Rise Office Building Page 1

Surat Municipal Corporation City Engineer Special Cell

TENDER NOTICE NO: CE SP CELL/EOI/2016-17/01

NAME OF WORK: EOI-CUM-RFQ DOCUMENT FOR INVITING EXPERIENCED & REGISTERED ARCHITECTS / ARCHITECTURAL FIRMS FOR DESIGN OF STATE-OF-ART HIGH RISE OFFICE BUILDING FOR SURAT MUNICIPAL CORPORATION

Last date of download of EOI document

from website smc.nprocure.com &

www.suratmunicipal.gov.in

: From 20/03/2017 to 13/04/2017 upto 17.00 hrs

Last Date of submission of queries : Dt.27/03/2017

Date of Pre-bid conference : Dt.01/04/2017

Last date of submission of EOI Document : Up to 13/04/2017, upto 17.00 hrs

Non-Refundable Document Fee : Rs. 6,000/- in form of crossed Demand Draft of

Nationalized Bank payable at Surat. The DD

should be made in favour of “Municipal

Commissioner, Surat Municipal Corporation”

only.

Earnest Money Deposit (EMD) : Rs. 3,00,000/- in form of of crossed Demand

Draft of Nationalized Bank payable at Surat. The

DD should be made in favour of “Municipal

Commissioner, Surat Municipal Corporation”

only.

EOI-Cum-RFQ to be submitted in hard copy to:

The Chief Accountant,

Surat Municipal Corporation, Muglisara, Surat – 395 003.



INDEX

1. NOTICE TO INTENDING TENDERERS:.................................................................................... 3

2. DISCLAIMER ................................................................................................................................ 4

3. TERMINOLOGY ........................................................................................................................... 4

4. PROJECT BACKGROUND AND SCOPE OF WORK ................................................................ 5

5. QUALIFICATION OF ARCHITECT / ARCHITECTURAL FIRM ............................................. 8

6. SUBMISSION OF EOI-CUM-RFQ DOCUMENT..................................................................... 10

7. GENERAL CONDITIONS........................................................................................................... 11

9. PREPARATION AND SUBMISSION OF EOI DOCUMENTS ................................................. 14

10. SUBMISSION OF FORM-1 TO 8 TO BE FILLED IN BY BIDDER ......................................... 20

11. SITE PLAN ................................................................................................................................... 30



SURAT MUNICIPAL CORPORATION CE SPECIAL CELL

1. NOTICE FOR EOI-CUM-RFQ:

The objective of Expression of Interest (EOI) cum Request For Qualification (RFQ) invited

by Surat Municipal Corporation for Design of State-of-Art High Rise Office Building from

interested Experienced and Registered Architects/ Architectural Firms is to receive

expression of interest and shortlist bidders for participation in a bid process for selection of

an Architect / Architectural firm to design a unique and an iconic architectural structure

of high rise building for not only new administrative office building of Surat Municipal

Corporation but also to accommodate other state Govt. offices at one place.

SMC intends to develop new State-of-Art High Rise office Building and Campus at currently

empty plot of old District / Sub-jail at Ring Road, TPS No 6 Majura-Khatodara, FP No 235

having area of 22,100 Sq.mt. For this purpose, Surat Municipal Corporation invites EOI-

cum-RFQ from eligible, similar experienced and registered Architects/ Architectural Firms

for Design of State-of-Art Office Building for Surat Municipal Corporation.

EOI-cum-RFQ document can be downloaded from the official web site of SMC

www.suratmunicipal.gov.in and www.nprocure.com

Notification for Invitation of EOI : 04-03-2017

Uploading of EOI documents : 20-03-2017

Last date of submission of Queries : 27-03-2017

Pre-bid conference : 01-04-2017

Authority to respond to Queries : 05-04-2017

Last date of submission of completed EOI application : 13-04-2017

Queries related to EOI-cum-RFQ shall be submitted to City Engineer, Surat Municipal

Corporation, on mail: [email protected] with cc to [email protected] The EOI-cum-

RFQ application should be submitted in hard copy only along with electronic format in CD

on or before 13-04-2017, @ 17.00 hrs at the office of the Chief Accountant, Surat Municipal

Corporation, Mugalisara, Surat - 395 003 by Speed post / Registered AD through postal

Authority only. Courier/Hand delivery shall not be accepted. No joint venture – consortium

shall be allowed.

Surat Municipal Corporation reserves the right to accept or to reject all the applications/

proposals without giving any reasons thereof. RFP shall be issued to only those bidders

which are shortlisted through EOI-cum-RFQ process and SMC reserves the right to continue

to the stage of issue of RFP or file all the received EOI-cum-RFQ proposals or invite fresh

EOI for the purpose of this work. Decision of Commissioner, Surat Municipal Corporation

shall be considered as final and binding to all the bidders/ applicants.

Sd/-

I/c City Engineer,

Surat Municipal Corporation,

Mahanagar Seva Sadan,

Muglisara, Surat - 395 003, Gujarat, India



2. DISCLAIMER

The objective of this Expression of Interest (EOI) cum Request for Qualification (RFQ) is to

solicit proposals from interested bidders for participation in a bid process for selection of an

Architect / Architectural firm for “DESIGN OF STATE-OF-ART HIGH RISE OFFICE

BUILDING FOR SURAT MUNICIPAL CORPORATION” ('the Project') and to shortlist

bidders based on given Qualification Criteria for further process of selection of final bidder.

This EOI contains brief information about the Project and provides the applicants with

information to assist the formulation of their EOI application or response to EOI document

("the Application").

While all efforts have been made to ensure the accuracy of information contained in this EOI

document, this document does not purport to contain all the information required by the

applicants. The applicants should conduct their own independent assessment, investigations

and analysis and should check the reliability, accuracy and completeness of the information at

their end and obtain independent advice from relevant sources as required before submission

of their EOI-cum-RFQ application. Surat Municipal Corporation (SMC) ("the Client") or any

of its employees or advisors shall incur no liability under any law, statute, rules or regulations

as to the accuracy or completeness of the EOI-cum-RFQ document.

SMC reserves the right to change any or all of the provisions of this EOI-cum-RFQ document

or cancel the present invitation and call for fresh invitation. SMC reserves the right to change,

modify, add to or alter the EOI-cum-RFQ process through issuance of appropriate addendum

as SMC may deem it without assigning any reason thereof.

SMC reserves the right to accept or reject any or all of the EOI-cum-RFQ submitted in

reference to current EOI notice at any stage of the process without assigning any reason

whatsoever. SMC also reserves the right to hold, or withdraw or cancel the process at any

stage under intimation to the Applicants who submit the EOI-cum-RFQ.

The Applicant shall bear all its costs associated with or relating to the preparation and

submission of its EOI-cum-RFQ including but not limited to preparation, copying, postage,

delivery fees, expenses associated with any demonstrations or presentations which may be

required by SMC or any other costs incurred in connection with or relating to its EOI-cum-

RFQ. All such costs and expenses will remain with the Applicant and SMC shall not be

liable in any manner whatsoever for the same or for any other costs or other expenses

incurred by an Applicant.

3. TERMINOLOGY

Applicant: Any company, submitting expression of interest for the design

of state-of-art High Rise office building for SMC

Client: Surat Municipal Corporation (SMC)

Job: As described under Scope of Work

Expression of Interest (EOI): This shall be treated as EOI-cum-RFQ in all respects.

Indian Company: A company duly registered under Companies Act 1956.

Member/s: A company which is part of the Applicant

Project: Design of State-Of-Art High Rise Office Building for Surat

Municipal Corporation.



4. PROJECT BACKGROUND AND SCOPE OF WORK

A. Surat City-Demography

Surat is the second largest city of Gujarat and 8th largest in India with current population of

55 Lacs. (44.67 Lacs as per Census 2011) The city of Surat is spread over an area of 326.515

sq.kms. Apart from being one of the fastest growing city of South Asian region, Surat is one

of the cleanest city of India and is also known by several other names like "THE SILK

CITY", "THE DIAMOND CITY", "THE GREEN CITY", etc. It has the most vibrant present

and an equally varied heritage of the past. Surat is already selected at 4th rank among total

100 smart cities proposed by Government of India. With a vision towards developing a world

class Smart city, Surat is growing rapidly and anticipates a continued high growth rate over

next few decades. Surat city is selected at 4th

position among 20 selected Smart Cities in first

round of Smart City Challenge.

Surat City 2nd largest city of Gujarat in terms of Area and Population

Area 326.515 sq.km.

Population 44,66,826 (Census 2011)

Density 13680 Persons/Sq.Km. (Census -2011)

Location Latitude : 21.112°N Longitude : 72.814°E

Municipality Established

1852 AD

Corporation Established

1966 AD

Surat is one of the most dynamic cities of India with one of the fastest growth rate due to

immigration from various parts of Gujarat and other states of India. Surat city is one of the

most important cities on the industrial map of the country with many large industries

developed over here. It has a broad multifunctional economic base comprising cultural,

educational, business, trade, commerce, industries sectors and activities. Surat contributes

about:

• 90% of the Nation’s total rough diamond cutting and polishing

• 42% of the World’s total rough diamond cutting and polishing

• 40% of the Nation’s total manmade fabric production

• 40% of the Nation’s total diamond export

• 28% of the Nation’s total manmade fiber production

• 18% of the Nation’s total manmade fiber export

• 12% of the Nation’s total fabric production



B. Surat Municipal Corporation

Surat Municipal Corporation is local self-government organization established under Bombay

Provincial Municipal Corporation Act 1949 having office at Surat city in the Gujarat state,

India. Municipal Corporation came into existence since 1966. Surat city is administered by

the Surat Municipal Corporation (SMC). Surat Municipal Corporation is acting as a local

government for the basic facilities and infrastructural facilities like water supply, sewerage,

roads, transportation, and housing for economically weaker section, fire and emergency

services, slum improvement and rehabilitation, health and hospitals, recreational, primary

education etc. SMC prepares the town planning schemes for city development for the area

under its jurisdiction based on the development plan proposal.

C. Project Background

At present, SMC’s head quarter is at Muglisara, near Chowk Bazar. Built in year 1644 during

Mughal era, this is one of the heritage buildings situated on a very narrow and busy road.

This creates a very heavy traffic during office hours. Further, with the development of the

city and execution of various infrastructure works, the establishment strength of the SMC has

also grown. Consequently, SMC has shifted its various infrastructure departments to other

diverse locations in the city from head quarter / main office. This all has led to

communication and coordination issues within SMC.

Government of Gujarat has allotted the land for new office building for SMC at Old District /

Sub-jail at Ring Road, having its TPS No 6 Majura-Khatodara, FP No 235 having area of

22,100 sq.mt. Hence, SMC has decided to construct new high rise office building at this

location, which can accommodate not only all departments of SMC including all

Administrative and Engineering Department as well as members of elected wing but also

envisaged to accommodate other State Government offices in the same premises at one place.

Details about requirement of existing main office working staff & officials of SMC and other

Govt. offices and members of elected wing of SMC to be accommodated in the said building,

vehicle parking requirements, Numbers of stories/ max height of high-rise building, FSI and

minimum ground coverage shall be given in RFP document to be issued to successful bidders

only.

D. Brief Scope of work

SMC desires to make its new Main Office Buildings as State of the Art High Rise Building.

The successful architect to be selected from among the short listed architects after limited

tender (RFP) which shall also include price part, shall be responsible for providing

Comprehensive Consultancy Services from Concept to Completion but not limited to

Conceptual design, Architectural services, Estimate, Specifications, Tender preparation, Civil

Structural designs, All other engineering services like- Electrical, HVAC etc., Sanitary

system, Fire safety system, Communication system, LAN, Access control, Surveillance

Security system, Power backup, Signage, Interiors of High Rise office Building and design of

landscaping of campus and including Project Management Consultancy (PMC) for all works

involved in the proposed new main Administrative High Rise Office building.



Concept for Design of Building shall be invited from shortlisted bidders/ architects in RFP

for (1) Conventional (i.e. without Green Building Rating) and (2) Based on Green (Energy

Efficient) building design principles in line with LEED (Leadership in Energy &

Environmental Design) / IGBC (Indian Green Building Council) / GRIHA (Green Rating for

Integrated Rating Assessment) certification for proposed High-Rise Office Building. Details

of requirements shall be given in RFP.

It shall be responsibility of the architect to keep well aware of latest developments in this

field both at national and international levels and incorporate the same at beginning, during

and end i.e. at all stages as applicable. The scope of Services for the selected

Architect/Consultancy firm shall comprise of the following. The list is not exclusive and all

other works required for intended use of finished High Rise Building as office of a

corporation though not mentioned here should be treated as inclusive in scope:

• Total Architectural consultancy services

• Green Building design consultancy (If Option-2 is selected by SMC in RFP to be issued)

• SMC & Other Govt. Department-wise consultation to finalize office space requirement

• Estimating future requirement of office staff space (Future year shall be given by SMC)

• Estimating present & future Parking requirements for staff & visitors

• Detailed Estimate preparation as per approval of SMC

• Tender Preparation & Bid evaluation for the project

• Total coordination & Liasoning with Govt. Departments on behalf of SMC for approval

of this project regarding any aspect.

• Environmental Impact Assessment (EIA) Study & Report

• Total Detailed Engineering Consultancy Services including Structural Design of building

• Project Management Consultancy / Construction Supervision

• Exterior & Interior architectural Design & Building Signage

• Design of Landscaping, Rain water recharging/ harvesting & Area development

• Design of Water Treatment, Sewage primary treatment, Plumbing, Sanitary

• Design of Safety & Security of building including fire Fighting, escalators, elevators and

CCTV surveillance system

• Design of all HVAC, Electrical & EPABX work.

• Design of High Speed Internet ready building at given access points.

• Completion Report, As built drawings, Maintenance schedule

Details of Scope of Work (Terms of Reference) shall be given in RFP to be issued to

shortlisted bidders only.

Executive Engineer Housing Department




5. QUALIFICATION OF ARCHITECT / ARCHITECTURAL FIRM FOR

SHORTLISTING TO ISSUE RFP.

Bidders are required to submit the below mentioned details with their EOI-cum-RFQ

document. Bidders will be shortlisted based on below given qualification criteria only. RFP

shall be issued to shortlisted bidders only.

A. Organizational Strength of Bidder:

a) The Architect / Principal Architect should have a valid registration as on date of

application as Architect from the Council of Architecture, India and He must have

been registered for at least last 10 years. Date of registration of Principle

Architect in COA will be considered and same architect shall be associated with

this project.

b) Should have well experienced in-house team of architects, structural engineers,

civil engineers, Project Management Consultancy, interior & landscape designers,

and associate experts in other fields like HVAC, Lighting, Security system, IT

infrastructures (passive), Elevators and fire safety etc. Bidders are required to

submit details with proofs.

c) Should have capacity to liaison with various statutory authorities & government

agencies. Bidders are expected to submit details about experience.

B. Financial Strength of Bidder

a) Should have financial annual average turnover of minimum Rs.200 Lakhs in

the last three financial years. (2013-14 to 2015-16) A certificate issued by

Chartered Accountant should be provided to this effect.

C. Similar Work Experience of Bidder

a) Should be experienced in designing projects of multi-storied High Rise Building

design & should have designed at least one government / semi government/

commercial/ Institutional building in India of minimum 15 floors with

minimum 50,000 Sq.mt. Built-up area (Single building) in the last 10 years. A

copy of certificate showing similar work experience issued by client along with

outside elevation/ perspective color photograph should be attached. Work in

progress projects will not be considered.

Process for Final selection of bidder from shortlisted bidders shall be given in RFP.



Declaration regarding the work on hand with the bidders shall also be given in prescribed

Performa. Attested copies of work orders, interim certificates if any shall also be attach as

supporting documents.

The intending Applicants should submit an undertaking that is as a company are not currently

black listed/ debarred by any Govt. Dept./ PSU/ Semi Govt. agency. The Applicant should

submit self-certification to the effect. Any applicant found black listed/debarred by any Govt.

Dept./ PSU/ Semi Govt. agencies shall be subject to disqualification for this EOI-cum-RFQ

process.

For records reasons SMC shall have absolute powers to qualify the bidder for any particular

work irrespective of its monetary value.





6. SUBMISSION OF EOI-CUM-RFQ DOCUMENT

EOI-Cum-RFQ document duly filled in by bidder as per General Instructions should

invariably be submitted in physically (offline) only along with Bid Document Fee and

Earnest Money Deposit (EMD) as stipulated in the Notice Inviting Tender. EOI-cum-RFQ

Proposals submitted without Bid document fee and EMD will be summarily rejected. SMC

reserves the right to reject any or all tenders.

This EOI-cum-RFQ document along with Addenda/corrigenda, if issued any to this

document, must be signed and submitted by bidders without which, bids will not be

considered as valid. Separate Covers-A, B and C as mentioned below shall be submitted in

one Main Cover marked with name of Work, Tender Notice No, Name of Bidder.

The following details are required to be submitted along with EOI-cum-RFQ documents.

1. Bid Document Fee shall be paid in the form of crossed Demand Draft of Nationalized

Bank payable at Surat. The DD should be made in favour of “Municipal Commissioner,

Surat Municipal Corporation” only. (Cover-A marked as Bid Fee with Name of Work)

2. EMD shall be paid in the form of crossed Demand Draft of Nationalized Bank payable at

Surat. The DD should be made in favour of “Municipal Commissioner, Surat Municipal

Corporation” only. (Cover-B marked as EMD with Name of Work)

3. The details asked under Section-5: QUALIFICATION OF ARCHITECT /

ARCHITECTURAL FIRMS FOR SHORTLISTING TO ISSUE RFP (A) Organizational

Strength (B) Financial Strength and (C) Similar Work Experience shall be required to be

submitted in hard copies.

4. Copy of the certificate of registration with competent authority (proprietary firm,

partnership firm, company etc)

5. Income Tax clearance and sales tax clearance certificate. Copy of PAN/ TAN / VAT

registration in the name of Architect/ firm

6. Power of attorney in case of partnership firm/ company in the name of person who has

signed the EOI document.

7. Copy of the details of maximum value of work done in single contract during the last 5

years, along with the proof of certificate of owner/ company/ client.

8. Details of the team/ associates along with their bio-data available, along with details of

software being used.

9. Details of similar work on hand with the bidders in prescribed Performa. Attested copies

of work orders, interim certificates if any shall also be attach as supporting documents.

10. Affidavit for Declaration on non-judicial stamp paper of Rs.100, certifying that all the

statements made in the required attachments are true and correct.

All photocopies of the documents to be attached should be attested. Sr. No. (3) to (10) as

above to be submitted along with Letter & Form-1 to 8 of this document in Cover-C.

Executive Engineer

Housing Department Surat Municipal Corporation



7. GENERAL CONDITIONS

A. EOI-Cum-RFQ Notice (Details given in Section-1)

This EOI-cum-RFQ document is being issued by SMC and seeks expression of interest from

respondents ("Applicant") meeting laid down eligibility criteria for Design of State-Of-Art

High Rise Office Building for Surat Municipal Corporation based (referred to as "Project")

and to shortlist bidders based on given Qualification Criteria for further process of selection

of final bidder. The purpose of this EOI-cum-RFQ document is;

a. To advise the prospective applicants on the Project, its components and project

structure through presentation or written information memorandum.

b. Invite responses from consultancy firms so that SMC can short list/consider applicants

based on given qualification criteria for next stage of the engagement process.

The applicant shall be a Sole Bidder (Single entity) only. No joint venture – consortium shall

be allowed.

B. Issue of EOI-cum-RFQ document

EOI-cum-RFQ document can be downloaded from the SMC's website

www.suratmunicipal.gov.in and smc.nprocure.com website. Bid Document Fee shall be

payable as prescribed in relevant section of this document.

C. Pre-requisites for the applicants

1. The Architecture / Architectural Firms can submit the EOI-cum-RFQ application.

The term 'Applicant' used hereinafter would therefore apply to architecture and/ or

the Architectural Firm.

2. The Applicant should also submit a power of attorney as per the format

enclosed authorizing the signatory of the EOI-cum-RFQ application.

3. The intending Applicants should submit an undertaking that is as a company are

not currently black listed/ debarred by any Govt. Dept./ PSU/ Semi Govt.

agency. The Applicant should submit self-certification to the effect. Any

applicant found black listed/debarred by any Govt. Dept./ PSU/ Semi Govt.

agencies shall be subject to disqualification for this EOI-cum-RFQ process.

D. Number of EOI-cum-RFQ submission

Each applicant should submit only one (1) EOI-cum-RFQ document for the Project. Any

applicant who submits or participates in more than one EOI-cum-RFQ application for the

Project would be disqualified.



E. EOI-cum-RFQ application preparation cost

The applicant shall bear all costs associated with the preparation and submission of the EOI-

cum-RFQ and neither SMC will in any case be responsible and liable for sub-costs,

regardless of the conduct or outcome of the EOI-cum-RFQ process.

F. Right to accept and reject any or all the EOI-cum-RFQ Application

Notwithstanding anything contained in this EOI-cum-RFQ document, SMC reserves the right

to accept or reject any EOI-cum-RFQ application and the assessment process and reject all

the EOI-cum-RFQ applications at any time without any liability or any obligation for such

acceptance, rejection or annulment, without assigning any reason.

SMC reserves the right to reject any EOI-cum-RFQ application if:

1. At any time it is found that a material misrepresentation is made by the applicant or

2. The applicant does not respond promptly and satisfactorily to the requests for

supplementary information required for the assessment of the EOI-cum-RFQ

application.

SMC reserves the right to cross check and confirm the information/ details furnished by the

applicants in the EOI-cum-RFQ document.

G. Earnest Money Deposit (EMD)

EMD shall be payable by each bidder in the given prescribed format and amount mentioned

in this EOI-cum-RFQ document. In case, amount of EMD is not paid by bidder with his

application, his application will be summarily rejected.

After short listing of bidders, EMD of those bidders who are not qualified/ shortlisted shall be

refunded/ returned by SMC without any interest.

After final selection of bidder and award of work to successful bidder, EMD of other

shortlisted bidders shall be refunded/ returned by SMC without any interest.

EMD of finally selected bidder shall be refunded/ returned by SMC without any interest after

award of work and deposit of Security Deposit (SD) to SMC.

EMD of bidders disqualified due to fraudulent and other reasons mentioned in the clause

of “Disqualification” in this document shall be forfeited.



H. Presentation Schedule

Tentative schedule shall be as under:

a. After the opening of EOI-cum-RFQ document, SMC is authorized to invite the

eligible applicants to give presentation (maximum 25 slides) to SMC authority within

maximum 7 days from the notice given. SMC may decide to invite bidders after short

listing process is completed based on the Qualification Criteria.

Presentation to include;

• Background & Work-experience of the Architect/ Firm in maximum 5 slides

• Preparation and capacity of Architect/ firm to carry out the given scope of work of

total consultancy work from Concept to Completion of the project for SMC Main

Office High Rise Building (Maximum 15 slides)

• Matching work experience/ capacity against given Qualification Criteria

(Maximum 5 slides)

b. Among all the applicants of this EOI-cum-RFQ, the Request for proposal (RFP)

will be issued only to the applicants shortlisted as per given Qualification Criteria

and finalized by the SMC for proceeding further.





8. PREPARATION AND SUBMISSION OF EOI-cum-RFQ DOCUMENTS

A. Language

All information in the EOI-cum-RFQ application must be in English, information in any

other language, if not accompanied by an authenticated translation in English, shall not be

considered, in the event of any discrepancy between the offer in a language other than

English and its English translation, the English translation shall prevail.

B. Clarification on EOI-cum-RFQ documents

Any queries or request for clarification concerning this EOI-cum-RFQ document shall be

submitted through email to [email protected] followed by a written letter duly signed

by the authorized signatory at the address given below so as to reach SMC on or before the

date mentioned under EOI notice.

I/c City Engineer, Surat Municipal Corporation, Mahanagar Seva Sadan, Muglisara, Surat - 395003, Gujarat, India. Email: [email protected]

Pre-bid meeting Schedule

To discuss queries related to EOI-cum-RFQ, a pre-bid meeting is scheduled on date given in

EOI Notice @ 12.00 noon at Meeting room No. 88, 2nd floor, Surat Municipal Corporation,

Mugalisara, Surat - 395 0003.

SMC shall endeavor to respond to the questions raised or clarifications sought by the

applicants during the pre-bid meeting. However, the SMC reserves the right not to respond to

any question or provide any clarification, in its sole discretion, and nothing in this clause

shall be taken or read as compelling or requiring the SMC to respond to any question or to

provide any clarification.

SMC may also on its own discretion, if deemed necessary, issue interpretations and

clarifications to all applicants. All clarifications and interpretations issued by SMC shall be

deemed to be part of the EOI-cum-RFQ document. Verbal clarifications and information

given by SMC or its employees or representatives shall not in any way or manner be binding

on the Client.

SMC will provide adequate information/ support to the assist Applicants in the formulation of

their EOI-cum-RFQ application or response to EOI-cum-RFQ document. SMC shall not bear

any cost directly or indirectly regarding applicants to attend the pre-bid meeting at Surat.



C. Amendment of EOI-cum-RFQ document

Before the deadline for submission of EOI-cum-RFQ application, the EOI-cum-RFQ

document may be modified by SMC by issue of Addendum/ Corrigendum.

Any Addendum/ Corrigendum issued shall be part of the EOI-cum-RFQ document and it will

be publicized on official website of SMC. It would be the responsibility of the applicants to

regularly check SMC's website for any updates.

D. Alternative EOI-cum-RFQ by the applicants

The applicants shall submit offers which comply strictly with their requirements of the EOI-

cum-RFQ document. Alternatives or any modifications shall render their EOI-cum-RFQ

application invalid.

E. Submission of EOI-cum-RFQ Application

1. The applicant shall prepare hard copy set of the Application (together with originals/

copies of documents required to be submitted along therewith pursuant to this EOI-

cum-RFQ document) and applicant shall also provide a soft copy on a Compact Disc

(CD). In the event of any discrepancy between the original and CD, the original shall

prevail.

2. Each page of the above documents including drawings if any should bear the dated

initials of the Applicant along with the seal of the Applicant in token of confirmation

of having understood the contents.

3. All set of application will have to be submitted only in hard bound forms so as to

ensure that it will not be possible to replace any page without disturbing the

documents. All pages should be sequentially numbered. Each document should have

an index to indicate the details of contents and their page numbers. Each page

(including Annexure) should be signed at the bottom by the authorized signatory.

4. Submission procedure to be followed is explained in detail in Section-6 of this

document. Bidders are required to strictly follow the same.

F. Last date of submission

The EOI-cum-RFQ Application should be submitted latest by 17:00 hours on April 13, 2017

to the below mentioned address by RPAD/Speed post through postal Authority only.

Submission in person or by courier or any other method will not be considered valid.

The Chief Accountant, Surat Municipal Corporation, Mahanagar Seva Sadan, Muglisara, Surat - 395003, Gujarat, India.



G. Items to be kept in mind while furnishing details

While filling in the information following should be kept in mind:

1. There shall be no additions or alterations except those to comply with the instructions

issued by the client or as necessary to correct errors, if any, made by the applicants.

2. Conditional offer/ EOI-cum-RFQ application will be rejected.

3. Financial data should be given in Indian Rupees only. In case the financial data is in

any other currency, the same should be converted in Indian rupees and certified by the

auditor(s) of the firm(s).

In case the Applicant intends to give additional information for which specified space in the

given format is not sufficient, it can be furnished in enclosed sheets.

H. Sealing and Marking of EOI-cum-RFQ Applications

The Applicant shall seal the original together with their respective enclosures, in which shall

also be marked "EOI for Design of State-Of-Art High Rise Office Building for Surat

Municipal Corporation.” with Tender Notice reference number.

If the envelopes are not sealed and marked as instructed above, the SMC assumes no

responsibility for the misplacement or premature opening of the contents of the application

and consequent losses, if any suffered by the Applicant.

All documents issued and information given to the applicant shall be listed as confidential.

I. EOI-cum-RFQ Application due date

EOI-cum-RFQ application must be submitted by the applicant at the time and date as

mentioned elsewhere this document OR amended if any.

SMC may extend the deadline for submission of EOI application by issuing an amendment in

writing and the applicant previously subject to the original deadline will be subject to new

deadline.

J. Late/ Delayed EOI-cum-RFQ Application

Any EOI-cum-RFQ application received after the specified date and time of receipt shall not

be considered. Application received after the time and the date specified in the EOI notice

shall not be considered as valid. Postal delay due to any reason will not be accepted.

K. Modification/ Substitution/ Withdrawal of EOI-cum-RFQ Application

The applicant will not be allowed to modify substitution or withdraw its EOI-cum-RFQ

application after expiry of the deadline for receipt of the EOI-cum-RFQ application.



L. Confidentiality

Information relating to the examination, clarification, assessment and recommendation for the

short-listed applicants shall not be disclosed to any person who is not officially concerned

with the process.

M. Disqualification

a. The applicants and their respective officers, employees, agents and advisers shall

observe the highest standards of ethics. Notwithstanding anything to the country

contained herein, the SMC may reject a bid without being liable in any manner

whatsoever to the applicant, if it determines that the applicant has directly or

indirectly or through an agent, engaged in corrupt practices, fraudulent practice,

coercive practice, undesirable practice or restrictive practice in the EOI-cum-RFQ

process. EMD of applicant bidder shall be forfeited by SMC in the event of

fraudulent or corrupt practices as mentioned in (1) to (5) in this clause.

For the purpose of this Clause, the following terms shall have the meaning herein under

respectively assigned to them:

1. "corrupt practice" means (i) the offering, giving, receiving, or soliciting,

directly or indirectly, of anything of value to influence the actions of any

person connected with the bidding process (for avoidance of doubt, offering of

employment, to or employing or engaging in any manner whatsoever, directly

or indirectly, any official of the SMC who is or has been associated in any

manner, directly or indirectly, with the bidding process at any time prior to the

expiry of one year from the date such official resigns or retires or otherwise

ceases to be in the service of the SMC, shall be deemed to constitute

influencing the actions of a person connected with the bidding process): (ii)

engaging in any manner whatsoever, whether during the bidding process or

thereafter, any person in respect of any matter relating to the Project, who at

any time has been or is a legal, financial or technical advisor of the SMC in

relation to any matter concerning the Project;

2. "fraudulent practice" means a misrepresentation or omission of facts or

suppression of facts or disclosure of incomplete facts, in order to influence the

process;

3. "coercive practice" means impairing or harming, or threatening to impair or

harm, directly or indirectly, any person or property to influence any person's

acts or omissions in the process;

4. "undesirable practice" means (i) establishing contact with any person

connected with or employed or engaged by the SMC with the objective of

canvassing, lobbying or in any manner influencing or attempting to influence

the process; or (ii) having a conflict of interest; and

5. "Restrictive practice" means forming a cartel or arriving at any understanding

or arrangement among applicants with the objective of restricting or

manipulating a full and fair completion in the process.



b. In addition the following will be additional grounds for disqualification:

1. Submitted an EOI-cum-RFQ application after the response deadline or

delivered by any means other than prescribed in this document

2. Submitted an EOI-cum-RFQ application which is not accompanied by

required documents.

3. Not matching with given Qualification criteria in this document

4. Failed to provide clarifications related thereto, when sought

5. Submitted more than one EOI-cum-RFQ application. This will cause

disqualification of all the EOI applications submitted by such applicant.

6. If any information which would have entitled SMC to reject or disqualify the

applicant after the applicant has been assessed, it reserves the right to reject the

applicant at that time or at any time after such information becomes known.

7. EOI-cum-RFQ bid submitted without required Amount for Bid Document Fee

and/ or Earnest Money Deposit (EMD) in the prescribed format.

N. Governing law

The governing laws for the purpose of the process are the laws of India and courts of Surat

shall have full jurisdiction considering any matter arising out of this EOI-cum-RFQ

documents and the process.

O. Assessment

The assessment of the application shall be to establish the capability of the applicant as

brought out in Eligibility Criteria. For short listing process SMC will determine whether each

EOI-cum-RFQ application is responsive to the requirements of the EOI-cum-RFQ document.

The EOI-cum-RFQ application shall be considered responsive if:

1. It contains all the information and documents, Document Fee and EMD as

requested in the EOI-cum-RFQ document.

2. It contains information in formats specified in this EOI document as per appended

Performa /forms. The SMC may not evaluate the applications received with the

information in different format. In case the desired information is not submitted in

the prescribed format and instead the companies profiles, reports etc. are only

annexed with the application, SMC may not extract the information from these

documents in order to evaluate the application. It is, therefore, advised that all the

relevant information should be furnished in the prescribed format only.

3. There are no discrepancy between the EOI-cum-RFQ application and the

supporting documents.

4. SMC reserves the right to reject any EOI-cum-RFQ application which is non-

responsive and no request for alteration, modification, substitution or withdrawal

shall be entertained by SMC in respect of such EOI-cum-RFQ Applications.

5. Meeting all the eligibility criteria as stipulated in this EOI-cum-RFQ documents.



6. It is intended to make the assessment of responsive EOI-cum-RFQ applications.

Applicant has to fulfil all the eligibility criteria as establish above and also should

not invite disqualifications as provide in Clause elsewhere in the documents

7. On assessment of EOI-cum-RFQ applications as above, SMC shall prepare the list

of responsive shortlisted bidders for consideration to the next stage of RFP. SMC

may invite shortlisted bidders for further assessment process, which may contain

presentation/animated document to SMC authority showing the broad outline and

planning of the project / job. Applicants are required to show their preparedness

plan and work methodology for executing the job as per given scope of work.

Bidders shortlisted as per qualification criteria and selected for further process by

SMC will be issued Request for Proposal (RFP) for the project which contains

detailed scope of works, Terms of reference, Conditions of the contract, financial

offer etc. Process of final selection of bidder from shortlisted bidders shall be given

in RFP.

P. Applicant's responsibility

It is expressly clarified that before submitting the EOI-cum-RFQ Application, the Applicant

must have examined carefully the contents of all the documents and any failure to comply

with any of the requirement of the EOI-cum-RFQ document will be at Applicant's risk.

Submission of the proposal by the Applicant would mean that they have.

1. Made a complete and careful examination for requirements and other information

set forth in this EOI-cum-RFQ document

2. Made a complete and careful examination of the various aspects of the Project

including but not limited to the Project site and all matters that might affect the

Applicant’s performance during the jobs, if awarded

SMC shall not be liable for any mistake or error or neglect by the Applicant in respect of the

above.





9. SUBMISSION OF FORM-1 TO 8 TO BE FILLED IN BY BIDDER

� Covering letter EOI-cum-RFQ submission

� Form-1: Application Form For EOI-cum-RFQ

� Form-2: Declaration by the Applicant

� Form-3: Format for Power of Attorney to authorize signatory

� Form-4: Summary List of Eligible projects (Last Page of this document)

� Form-5: Project Data Sheet

� Form-6: Organization Financial Information.

� Form-7: Team Composition and tasks assigned

� Form-8: CVs of Experts



FORM-1

APPLICATION FORM FOR EOI-CUM-RFQ

1. a) Name of the Architect / Principal

Architect

:

b) Address :

c) Phone No. :

d) Fax No :

e) E-mail address :

f) Cell No :

g) Web-site, if any :

2. Type of the Organisation (Proprietorship,

Partnership, Company etc)

:

3. Name of the Proprietor /Partners / Directors, with addresses & Phone Numbers

Name of Proprietor

/Partners / Directors

Address Phone No. / Mob. No,

4. a) Details of Registration – :

b) Name of Registering Authority, :

5. a) Details of Registration with the

Council of Architecture, India

:

b) Registration No. & Date :

6. Name & Address of Banker :

7. PAN / TAN details of the applicant :

8. Service Tax Registration /Professional

Tax No (copy of relevant document to

be attached)

:

9. Details of registration with other

organizations / Statutory bodies /CPWD/

PWD etc.

:

10. Details of related field services

(Put a tick mark (√ ) in the relevant

column, and fill details in the next

column)

Yes No If yes, maximum value of one

single work in last 5 years

a) Architectural services for

institutional /office building



b) Interior design and furnishing

work for institutional/ office

building

c) Architectural services for

Landscaping work

11. Details of employees/ associates /consultants whose services will be availed by the

applicant

a) Geo-Technical Consultant :

b) Structural Engineering Consultant :

c) Electrical Consultant :

d) Air-Conditioner Consultant :

e) Plumbing Consultant :

f) Fire Consultant :

g) Interior Architect :

h) Green Building Consultant

i) Landscaping Architect.

j) Project management consultant

12. References (as mentioned in the notes)

1. a. Name

b. Address & Contact No.

2 a. Name

b. Address & Contact No

Declaration:-

I declare that at the time of application to register for the competition, I was registered with

the Council of Architecture incorporated under the Architects Act 1972 and that the

Registration with the Council of Architecture will be maintained, till the award of the Board

of Assessors and thereafter till the completion of the project if I am declared and appointed as

the Architect for the project. I hereby declare that the information given in this application

form and in all the accompaniments hereto, are true and correct to the best of my knowledge

and belief. I shall be responsible for any consequences arising out of any inconsistency/

inaccuracy in the given format. I shall abide by the guidelines / conditions of the competition.

Signature of the Applicant

with full name, address and seal.

Place:

Date



FORM 2 DECLARATION (AFFIDAVIT) BY THE APPLICANT

[Affidavit on Non-Judicial Stamp Paper of INR-100 duly attested by Notary/Magistrate]

This is to certify that We, M/s.______________________ in submission of this document

(EOI-cum-RFQ for “DESIGN OF STATE-OF-ART HIGH RISE OFFICE BUILDING

FOR SURAT MUNICIPAL CORPORATION” at Surat confirm that,

We have not made any misleading or false representation in the forms, statements and

attachments in proof of the eligibility requirements.

We do not have records of poor performance such as abandoning the work, not properly

completing the contract, inordinate delays in completion, litigation history or financial

failures etc.

The undersigned also furnish undertaking that, none of the directors /constituent partners of

our firm have been declared by any Court of law as proclaimed offenders and also that

neither our firm nor any of its directors /constituent partners have been convicted under any

law for the offences punishable of under Indian Penal Code, Negotiable Instrument Act or

any Labour/ employee beneficial legislation.

The undersigned hereby authorize and request any bank, person, firm or corporation to

furnish pertinent information deemed necessary and requested by SMC to verify this

statement or regarding our competence and general reputation for entire EOI Application.

The undersigned hereby admit(s) that my/our Business has never been banned/debarred/

blacklisted by any Central / State Government Department/ Public Sector Undertaking or

Enterprise or Enterprise of Central / State Government.

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

prescribed format.

The information and documents submitted by us are correct and we are fully responsible for

the correctness of the information and documents submitted by us.

We hereby declare that, all the information and statement made in this EOI-cum-RFQ are

true and accept that any misinterpretation contained in it may lead to our disqualification.

The undersigned understands and agrees that, further qualifying information may be

requested, and agrees to furnish any such information at the request of the SMC.

____________________________

Signature of the authorized person

Name:

Designation:



FORM 3: FORMAT FOR POWER OF ATTORNEY TO AUTHORIZE SIGNATORY

POWER OF ATTORNEY

[To be executed on non-judicial stamp paper of the appropriate value in accordance with

relevant Stamp Act. The stamp paper to be in the name of the company who is issuing the

power of attorney]

We, M/s. _________________________ (name of the firm /company with address of the

registered office) hereby constitute, appoint and authorise Mr./Ms.

_________________________ (Name and residential address) who is presently employed

with us and holding the position of _____________, as our Attorney to do in our name and

our behalf all or any of the acts, deeds or things necessary or incidental to our EOI

Application for providing Consultancy services for “DESIGN OF STATE-OF-ART

HIGH RISE OFFICE BUILDING FOR SURAT MUNICIPAL CORPORATION” at

Surat including signing and submission of the EOI-cum-RFQ Application, participating in

the meetings, responding to queries, submission of information/ documents and generally to

represent us in all the dealings with SMC or any other Government agency or any person, in

connection with the Project.

We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney

pursuant to this power of attorney and that all acts, deeds and things done our aforesaid

attorney shall and shall always be deemed to have been done by us.

Dated this the __________ day of ________________ 2017

(Signature and Name of authorized signatory)

_____________

Signature and Name in block letters of all the remaining partners of the firm signatory for the

Company

Seal of Firm Company

Witness 1:

Witness 2:

Notes: 1. To be executed by all the members individually.

2. 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

executants and when it is so required the same should be under common seal affixed

in accordance with the required procedure.



FORM 5 PROJECT DATA SHEET

Assignment Name:

Country:

Location within Country: Professional Staff provided:

Name of Client:

No. of Staff:

Address:

No. of Staff Months

Start Date:

Completion Date:

Approx. Value of service:

Name of Associated Firm(s) if any:

No. of months of Professional Staff provided by

Associated Firms(s):

Name of senior staff involved and functions performed:

Narrative Description of Project:

Description of Actual Services Provided:

Necessary documentary evidence comprising of Client certificate/ work order/ contract

must also be enclosed in support.



FORM 6 ORGANISATION FINANCIAL INFROMATION

Turnover certificate (Amount Rs. Crores)

FY 2015-16 FY 2014-15 FY 2013-14

Consulting fee

Other income

Total revenue

Dated this the __________ day of ________________ 2017

(Signature and seal of Chartered Accountant or Auditor)



FORM 7 - Team Composition and tasks assigned

S

N

Nam

e

Positio

n

Employee of bidder/

Associated with

bidding firm

Educational

Qualification

Key Experience highlight –

similar experience as per the

scope of work/ technical

eligibility

1. Key experts

1

2

3

4

5

6

2. Support Staff

1

2

Instructions

1. For each expert shown in the table, the following should be enclosed

2. A detailed CV (format enclosed below) should be enclosed for each of the Key Expert. The CV of

support staff is not required at this stage.

3. SMC reserves the right to request for additional information / clarifications from Bidders / Bidding

consortiums on the experts shown relating to Technical Experience and if required, may also

contact the respective Client references provided by the Bidder in this regard.

Authorized signature and stamp



FORM 8 - CV’s of Experts

1. Name of Staff :

a. Proposed Position :

b. Designation :

c. Date of Birth :

d. No. of years with present employer :

e. Education:

f. Membership of Professional Associations:

g. Other Training:

h. Countries of Work Experience:

i. Employment Record:

j. Work Undertaken that Best illustrates Capability to Handle the Tasks Assigned

k. Publications:

l. Total No. of Year’s Experience :

Total no. of years in Consultancy Service

Total no. of years in services other than

Consultancy Services

Total Experience

2. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly

describes my-self, my qualifications, and my experience.

Signature of the Staff or

Authorized Signatory

Date:

Place:



10. SITE PART PLAN

Executive Engineer

Housing Department Surat Municipal Corporation

FORM-4

SIMILAR WORK EXPERIENCE (Completed Works)

(Separate Sheet may be attached)

A List of Architectural Design Projects of government / semi government/ commercial/ Institutional building in India completed by

the Applicant , each having minimum 15 floors with minimum 50,000 Sq.mt. Built-up area (Single building) in the last 10 years

SN

Name of the

Project

Client name

and Location

Award of

project –

lead

member/

sole

member

Year of

award of

the

Project

Year of

Completi

on

Type of the Project:

Feasibility Study/

Architectural

Consultancy/bid

process

management etc.

Sector of

project

Cost of each

developed project

(and not the

consultancy fees)

Project

Certificate

attached*

(Refer Page

No. in the

proposal)

1

2

Instructions

1. The above table should provide a list of all the projects that the Bidder wishes to showcase as relevant experience and should include as many projects

required to meet the Technical capacity requirement.

2. Showcase only those projects which are directly awarded to the bidder as sole member or it is lead member of the consortium

3. For each project shown in the table, the following should be enclosed

� A detailed Project Data Sheet (format enclosed) should be enclosed

� A Project Completion Certificate/ work order/ relevant pages of contract etc.

� SMC reserves the right to request for additional information / clarifications from Bidders on the project experience shown relating to Technical

Experience and if required, may also contact the respective Client references provided by the Bidder in this regard.

� Necessary documentary evidence comprising of Client certificate/ work order/ contract must also be enclosed in support.

Signature of the Applicant

with full name, address and seal.

Place & Date:

SURAT MUNICIPAL CORPORATION

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