NOTICE FOR SELECTION OF ARCHITECT FOR ALTERATION / ADDITIONAL CONSTRUCTION WORK ON THE EXISITING BUILDING OF BHUBANESWAR CHAPTER OF ICSI

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1 NOTICE FOR SELECTION OF ARCHITECT FOR ALTERATION / ADDITIONAL CONSTRUCTION WORK ON THE EXISITING BUILDING OF BHUBANESWAR CHAPTER OF ICSI The Institute of Company Secretaries of India (ICSI) has its own existing premises (total 3750 sq. ft. land and G+2 building thereon with total built-up area of sq. ft.). The Institute has proposed for alteration/additional construction work on the existing building structure of Bhubaneswar Chapter to meet the requirement of additional office space in keeping with the prevalent bye laws of Bhubaneswar Development Authority (BDA) and Bhubaneswar Municipal Corporation (BMC). PART - I Applications are invited from the reputed Architects/Architectural firms to render the Architectural services as per following scope of work for the proposed Alteration/Additional construction work comprising the major heads as enlisted under-:- Scope of work: The brief scope of work is outlined as enlisted below: a Site evaluation/analysis of existing building in view of relevant BDA/BMC bye-laws- --- b Conceptualization & formulation of Scheme for required Alteration/Additional construction and estimation of likely cost involvement for total project c Preparation and submission of Revised Plan/drawings for additional construction d Obtaining prior approval of drawings for the modification work as envisaged e Supervision and monitoring of the renovation/alteration work f Structural engineering work g Sanitary, plumbing, drainage, water supply and sewerage work, as applicable h Electrical work, as applicable i Fire Fighting Services j Heating, ventilation and air conditioning work (HVAC), as applicable k Acoustical work, if required l External Lighting System m Interior designing, as required n Graphics & Signage for brand image building of the Institute o Rain Water Harvesting Scheme, Solar Energy system etc. as per the Statutory requirements of Local Regulatory Authority(ies) p Any other miscellaneous work, for completion of the Project in all respects The professional Architectural services are to be rendered at various stages of the project as per the details given below: (A) Preliminary Stage: (i) Undertake full responsibility for planning, designing and day to day visits to the site for mobilization of Contractor s (to be selected by tendering process) resources at site for proposed alteration/additional work along with undertaking the site boring, soil test and such other tests, if required to provide essential data on subsoil conditions to go-ahead with conceptualization & onward implementation of the project. The expenditure towards soil testing will be borne by the Institute. (ii) Preparation of the drawings based on requirement of the Institute for submission to local

2 authority (BDA / BMC / others as applicable) for approval.. (iii) (iv) (v) Preparation of preliminary estimate of Project Cost based on the scheme for execution of complete Project as well as required tender documents for selection & engagement of the contractor (in accordance with the drawings to be finalised in consultation with the Institute s representatives and different items to be executed). Advise and assist the Infrastructure Committee of the Institute for inviting tenders for selection of contractor(s) by evaluation of pre-qualification applications/ tenders received and providing necessary technical inputs and making recommendation in this regard. Obtaining the necessary approvals in connection with sanctioning of plans and other necessary requirements for the project from statutory authorities like local Authority, Fire Department, Air Port Authority, Archaeological Survey of India (ASI), Central Ground Water Board for Rain Water Harvesting and other Local authorities on behalf of the Institute. No extra payment will be made in these regards. However, statutory fees paid on behalf of the Institute will be reimbursed as per actual on submission of original receipts of payments made in this regard. (B) Constructional Stage: (i) Preparation of detailed working drawings for architectural, structural and other services as mentioned in the scope of work, project schedule(s), specifications, bill of quantities (BOQ) and other details and providing two sets of drawings to the Institute and one set of copies of these to the contractor(s) well in advance to enable the contractor(s) to plan and properly fulfil their obligations under the terms and conditions of the project. (ii) Preparation and supplying to the Institute and contractor(s) such further drawings which may be required for the proper and effective execution of the work. (iii) Working according to the Institute s instructions as per the requirements of the project as a whole with the prior concurrence of the Institute. (C) (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) Supervision Stage: Carry out day to day supervision and inspection of work to ensure that the work is being executed in accordance with the drawings and specifications provided, and submit fortnightly progress report to the Institute. To ensure that the quality of material, services etc., will be of good quality and in conformity with the laid down specifications / relevant IS Codes. Render advice and act in accordance with the direction of the Institute for construction and ensure to provide contract superintendence so that the work is carried out strictly in accordance with the terms and conditions of the building contract, the approved norms of local Regulatory authority, GFC (Good for construction) / working drawings and specifications. Check the running bills of Contractor(s) and certify/recommend for release of payments. Certify the final bill(s) of the contractor(s) for payment towards full & final settlement of the total amount of invoices raised by the contractor(s). Certify the final completion of all individual jobs as envisaged under the total Project. To submit the final built up drawings and get the necessary Completion/Occupancy certificate(s) from Local Statutory Bodies, as required under applicable laws & bye-laws. Preparation of detailed schedule of completion of work in consultation with the contractor(s) and submission of fortnightly progress report to Infrastructure Committee with intimation about details of the activities being executed behind schedule and needful steps to be taken on the items which are under the scope of Institute. The Architect shall maintain the records regarding the stock of materials supplied by owner and laboratory testing report of materials and day to day progress report to be submitted to owner as and when demanded/required. The architect shall be fully responsible to the Institute with regard to the design,

3 (xi) (xii) (xiii) specification, quality of construction and timely completion of the project as time is the essence of the contract. In the event of any defects and deficiencies noticed at contractor s part during inspections, the same shall be reported in writing by Architect to the Institute for taking necessary actions in accordance with the terms of the LOI issued to / Agreement executed with the respective Contractor. During defect liability period of twelve (12) months from the date of completion of work by contractor(s), if any defects pointed out, the Architect has to render services for providing the list of defects and assist the Institute for getting such defects rectified through the respective Contractor(s). Certification for release of retention money/security deposit to the contractor(s) only after successful completion of the defect liability period. After completion of work, the Architect shall have to provide one set of built-up/ as-built drawings of the building as well as all services/associated systems for use and record of the Institute. The Institute shall remain entitled to make use of all the drawings for maintenance, repair and alteration of any building or part of the project at any future date. Interested Architects may submit their applications in sealed envelope super scribed as APPLICATION FOR SELECTION OF ARCHITECT FOR ALTERATION / ADDITIONAL CONSTRUCTION WORK ON THE EXISITING BUILDING OF BHUBANESWAR CHAPTER OF ICSI at the following address before the scheduled date and time i.e. on 27 th May, 2016, by 3.00 PM. To The Chairman, The Institute of Company Secretaries of India Bhubaneswar Chapter ICSI House, Plot No. 70, VIP Colony, IRC Village, Bhubaneswar Tel No / The applications may be either dropped in a sealed tender box kept in the reception of the Chapter Office or sent through Speed Post/Registered Post on the above address. ICSI shall not be liable for any postal delays whatsoever in receipt of applications and application(s) received after the stipulated date and time shall not be entertained. The ICSI reserves the right to accept or reject any or all the applications or annul this process at any time without assigning any reason whatsoever. Further ICSI reserves the right to select either one or two Architects for the above mentioned job. Chairman The Institute of Company Secretaries of India Bhubaneswar Chapter

4 PART - II INFORMATION /INPUTS REQUIRED TO BE PROVIDED ALONG WITH THE APPLICATIONS FOR SELECTION OF ARCHITECT Architects /architectural firms should have their Head Office or branch office at BHUBANESWAR for pursuing the matter related to the project for obtaining necessary approval/nocs/certificates from local statutory authorities or govt. offices. A. PARTICULARS 1. Name of the Organization 2. Address of Head Office and other branches, if any. 3. Whether partnership, proprietorship, private limited or public limited. 4. Names and qualifications of Directors 5. No. of full time employees who are architects with names. 6. No. of qualified personnel acting as consultants to the organization their names, qualification, and experience 7. Years of experience in the field (of the organization) 8. No. of projects completed as an Architect (name of the client along with telephone numbers, e- mail ID of the concerned person, project duration, project cost): 9. Names of major renovation / demolition / construction & furnishing of Institutional buildings completed (if only part of project complex executed, give names of other consultants, executing firms involved.) 10. Annual turnover for the last three financial years including branches if any. 11. Competitions won, if any for Designs. 12. Details of Projects in hand give date of initiation and expected date of completion, with an idea of the physical size of the project 13. Value of single largest order give details of the project 14. Total staff strength of the organization 15. In house Infrastructure available including branches. 16. Name of activities/areas outsourced. 17. Uncompleted projects please give the lists with reasons. 18. Any ongoing disputes (court cases) with clients? B. SELECTION CRITERIA AND STEPS TO BE FOLLOWED 1. Scrutiny of applications and short listing based on input submitted and above mentioned initial criteria. For selection of the Architect, preference shall be given to the bidder(s) having at least 10 years or more experience in execution of similar projects. 2. Discussion /Power point presentation by the short-listed Architects, as desired by ICSI, along with the scheme for execution of Project and likely estimate of total Project Cost. 3. Final selection based on the capability to undertake the work and professional fees. (L-1) is not the only criteria for selection. C. FINANCIAL BID Financial bid in a separate sealed envelope to be submitted for professional fees (either lumpsum or on percentage basis) for rendering (i) Architectural services proposed Renovation and Construction of additional floor. Rate quoted shall be inclusive of all charges and taxes but excluding Service tax which will be paid extra at prevailing rate. TDS will be deducted at prevailing rates.

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