Invitation for Expression of Interest (EOI) from Eligible Architect/Architectural Firm for Biotechnology Industry Research Assistance Council (BIRAC) (A Government of India Enterprise) INDEX No. Chapter Page No. 1. Invitation for EOI 2. Instructions to Applicants (ITA) 3. Appendices Disclaimer: This Invitation for EOI is not an agreement and is neither an offer nor invitation by BIRAC to the prospective Applicants or any other person. The purpose is to provide interested parties with information that may be useful to them in the formulation of their Proposals pursuant to this Invitation for EOI. This Invitation for EOI includes statements, which reflect various assumptions and assessments arrived at in relation to the Consultancy that may not be accurate. Page 1 of 11
Invitation for EOI CHAPTER I EOI Reference Number: BIRAC/A&A/April/13/EOI-01/Arc.Con i. Background Biotechnology Industry Research Assistance Council (BIRAC), a company incorporated under section 25 of the Companies Act, has decided to engage the services and support of an eligible Architect/ Architectural Firm in the process relating to interior furnishing and the other allied works for the proposed corporate office of BIRAC in about 14,662 sq. ft. space at MTNL Complex, 9 CGO Complex, Lodhi Road, New Delhi (Hereinafter referred to as Project). ii. Terms Of Reference (TOR) The Terms of Reference (TOR) for the Consultancy shall include the following: 1. Aims & Objectives a. to provide architectural concept and architectural designs for the Corporate Office b. to provide subhead-wise/item wise/department-wise detailed estimates based on current market rate analysis which will include preparation of rate analysis for all major items, quality sheet working out overall built-up area rate for the Project. c. to provide bill of quantities (BOQ in which materials, parts, and labor (and their costs) are itemized in detail and Bill of materials (BOM) if necessary for Additional requirements d. to encompass the Scope of work relating to interior furnishing and the other allied works such as internal electrification, data / communication networking, air conditioning, fire fighting, Smoke detection and alarm system, various building automation services such as CCTV system, signages, security Access System, Conferencing system, UPS, Audio Visual System etc. e. to provide the full set of tender documents including all terms, conditions special conditions and standard clauses. f. to provide Project management Consultancy (PMC) services for timely completion and qualitative execution of the Project by the entity who will be awarded the Project Contract. g. To check and verify as to the correctness of the bills/claims made from time to time by the agency to whom the work is entrusted by BIRAC. 2. Reports/deliverables required from Architect/ Architectural Firm a. Planning and design taking into account the features applicable for Green Building such as energy conservation, use of natural light to the maximum extent etc. b. A comprehensive BOQ and BOM c. Complete tender and associated documents d. Timely and qualitative completion through effective Project management Consultancy (PMC) services e. Reports as and when required with regard to the present consultancy Page 2 of 11
3. Governing terms and conditions The selection and engagement shall be governed by the Invitation for EOI and General Financial Rules, 2005 of Government of India through single bid system based on the lowest quotation from applicants who meet the eligibility criteria. The consultancy assignment shall be governed by the terms and conditions of the corresponding Work Order. CHAPTER II 1. Eligibility Criteria a. The Architect/ Architectural Firm should have a minimum 5 years of experience of working on similar assignments with government departments, PSUs and allied agencies as on 31 st March 2013. b. The Architect/ Architectural Firm must have an office operational in Delhi / New Delhi. c. The Architect/ Architectural Firm should be registered with Council of Architecture. d. The Architect/ Architectural Firm must have handled at least one past assignment equivalent to or above Rs 5 crore in the last five years. e. Applicant should not be under a declaration of ineligibility for corrupt and fraudulent practices issued by Govt. of India/ State Govt. f. Applicant should have turnover of minimum Rs 1 (one) crore in at least one of the last three financial years g. The Architect Act, 1972 does not permit any Registered Company or LLP to act or represent as Architect or use the title and style of architect for practicing the profession as an architect. Therefore, Registered Companies or LLP are not allowed to participate. 2. EOI Format The EOI must contain a Covering letter (Appendix-1), Application Format (Appendix-2), Self- Declaration (Appendix-3) and Power of Attorney in case of Architectural Firm (Appendix-4) i. Application Format The Architect/ Architectural Firm should include details of professional competence, past experience of assignments of similar nature, projected required logistics, methodology, work plan, strategy, schedules and corresponding quotation (in Indian Rupees) for the entire scope of Services to be rendered in the form percentage of estimated cost for completing the architectural assignment. For the purpose of evaluation, the projected cost shall include all taxes and duties on the amount payable and other reimbursable expenses. ii. Documents required for validating above criteria a. Certified copy of valid registration with the Council of Architecture. b. Certified copy of valid registered partnership deed. c. Certified copy of valid JV agreement if applicable. Page 3 of 11
d. Certified copy of the registration of practice or Income Tax Return confirming existence of the firm at least five years ago. e. Income Tax Returns of the last three years f. Accounts of the last three years certified by the Chartered Accountant confirming the turnover of minimum Rs 1 Crore in at least one of the last three years. iii. Additional Documentation (optional) Any other relevant document(s) including References can be submitted by the Architect/ Architectural Firm along with the EOI as Additional Documents. CHAPTER III- Instructions to Applicants (ITA) A. STANDARD INFORMATION 1. The Architect/ Architectural Firm shall respond to the invitation for EOI by giving the proposal in a sealed envelope. 2. All communications including the submission of the EOI in sealed envelope should be addressed to the office of Biotechnology Industry Research Assistance Council BIRAC with attention to Manager, Accounts and Administration, at A 254, 3rd Floor, Veera Towers, Bhisham Pitamah Marg, Defence Colony, New Delhi-110024 captioned as EOI- Architectural Consultancy on the envelope. 3. The validity period of the proposal is 90 days from the date of opening of the bids. 4. Submission Deadline The duly completed EOI should reach BIRAC before 3:00 PM on 26.04.2013. 5. Discretion of BIRAC i. BIRAC reserve the right to reject any or all the EOIs without assigning any reason whatsoever. ii. BIRAC also reserves the right to reject any proposal if: a. It is not in the prescribed format b. At any time, a material misrepresentation is made or uncovered, or c. The applicant does not respond promptly and thoroughly to requests for supplemental information required for the evaluation of the proposal. 6. Confidentiality Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the applicant who submitted the proposals or to other persons not officially concerned with the process, until the award of consultancy is notified through a Work Order. 7. The cost for preparing EOI is not reimbursable by BIRAC. B. ASSIGNMENT SPECIFIC INFORMATION i. Evaluation of the EOIs: Date and time of opening the bids is 29.04.2013. The evaluation of all the EOIs will be done on the same day. The Architect/ Architectural Firm that meets the qualifying criteria will be shortlisted. Evaluation Page 4 of 11
under Cost Based System shall be carried out in a single stage. The applicant quoting the lowest in the terms of percentage of estimated cost will be treated as lowest evaluated cost (L-1). Such Architect/ Architectural Firm will be invited for negotiations if required and can be recommended for award of consultancy. - ii. Work Order (WO) The Architect/ Architectural Firm selected for award of assignment will be issued a Work Order. iii. Conflict of Interest The Architect/ Architectural Firm shall not receive any remuneration in connection with the assignment from any other source except as provided in the Work Order. iv. Warranties of the Architect/ Architectural Firm The Architect/ Architectural Firm shall warrant that it is under no contractual restrictions or legal disqualifications or other obligations which will prohibit it from entering into this assignment and that the statement and particulars herein contained in this EOI and in the relevant and supporting documents to this EOI are correct. C. CORRUPT OR FRAUDULENT PRACTICES The Architect/ Architectural Firm should observe the highest standards of ethics during the application and execution of the Consultancy assignment. In pursuance of this policy, BIRAC defines the terms set forth as follows:- "Corrupt Practice" means the offering, giving, receiving or soliciting of anything of value to influence the action of the public official in the procurement process or in contract execution; and "Fraudulent Practice" means a misrepresentation of facts, in order to influence a procurement process or execution of a contract to the detriment of BIRAC, and includes collusive practice among Applicants (prior to or after bid submission), designed to establish bid prices at artificial non-competitive levels and to deprive BIRAC of the benefits of the free and open competition. Page 5 of 11
Appendix-1 Format for Covering Letter (On the Letter head of the Architect/Architectural Firm) EOI Reference Number: BIRAC/A&A/April/13/EOI-01/Arc.Con Date: To, Manager, Accounts and Administration, Biotechnology Industry Research Assistance Council BIRAC A 254, 3rd Floor, Veera Towers, Bhisham Pitamah Marg, Defence Colony, New Delhi-110024 Sub: EOI for Consultancy Assignment for Architect/ Architectural Firm Dear Sir, Having reviewed and fully understood all of the requirements of the EOI Document and information provided, the undersigned hereby bids for the Consultancy assignment referred above. The validity of this EOI is confirmed for 90 days from the date of opening of the bids. The EOI containing the required documents and quotation in detail for your evaluation is enclosed herein... Signature Name: Page 6 of 11
Format for Application Appendix-2 A. Summary and Contact Information: Name of Applicant Name of Contact Person for this Proposal in case of Architectural Firm Address Phone Email Contact Fax Areas in which Architect/Architectural Firm has expertise: S.No Area (s) Details Profile: (1) Legal status and registration details (2) Membership / Awards Details of Past and Ongoing Projects (Experience Statement): Provide details of Projects for the past 5 years Enclose relevant document where ever applicable Financial status The audited statement of accounts, turn over etc of last 3 financial years, Income tax return. Details of the consultancy assignments worth of Rs 5 crore or above in brief: Additional Information for Consideration: Page 7 of 11
Information if any on related aspects such as Sub-contracting arrangement, organisational reference etc. Details of enclosures 1. B. Format for quotation 1. Activities and Expected Timelines: S.No Activities Timelines i. ii. iii. iv. v. 3. Consolidated quotation inclusive of taxes for remuneration and reimbursable S.No Particulars i. Percentage on estimated cost It is hereby certified that the particular provided above are correct to the best of belief and nothing material has been concealed there from. Name of Authorized Officer to Submit Proposal: Title: Organization: Signature with Seal Date Note: 1. Proposal not submitted in this format may be rejected. 2. Submit one hard copy of the EOI with caption as EOI- Architectural Consultancy in a sealed envelope. Page 8 of 11
SELF DECLARATION FORMAT Appendix-3 Ref : To,..., Biotechnology Industry Research Assistance Council, A-254, 3 rd Floor, Veera Towers, Bhisham Pitamah Marg, Defence Colony, New Delhi 110 024. Date : In response to the invitation No., Dt:. of BIRAC, as a Applicant, it is hereby declared that I/ (name of firm) was not declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by any Govt or other agency. I/ (name of firm) also declare that there is under no contractual restrictions or legal disqualifications or other obligations which will prohibit from entering into this bid/tender and each and every one of the statement and particulars herein contained are correct. Signature of witness Date: Place: Signature of the Applicant Date: Place: Seal Page 9 of 11
Appendix-4 Notarized Power of Attorney INSTRUCTIONS: The Power of Attorney is to be executed on a non-judicial stamp paper of Rs.100/-. Each page of the Power of Attorney is to be signed and wherever the blanks are filled in initialed by the Principal (applicant executing the POA). The POA should be signed by the Attorney on the last page. It is mandatory that the Power of Attorney should be notarized by a Notary Public. Wherever required, the Applicant should submit for verification the extract of the documents such as a Board resolution/ Power of Attorney in favor of the person executing this Power of Attorney for the delegation of power hereunder on behalf of the Applicant. FORMAT: S.no Specifications Details 1. Nature of the Document: Power of Attorney 2. Date of Execution 3. Place of execution 4. Name of the Principal Address 5. Name of the Attorney Age: Father/Husband Name Address PURPOSE AND SCOPE OF THE AUTHORITY; KNOW ALL MEN BY THESE PRESENTS THAT the Principal DO HEREBY NOMINATE APPOINT AND CONSTITUTE the Attorney who is presently employed with the Principal and holding the position of..,and who has subscribed his/her signature hereunder in token of identification to be my lawful Attorney in my name and on my behalf to do any one or all of the following acts, deeds, matters, and things in connection with or incidental to submission of our bid for Biotechnology Industry Research Assistance Council (BIRAC), namely: i. To apply with proposals or revises thereof for purpose of responding to the invitation for EOI relating to the Architectural Consultancy by BIRAC. ii. To file necessary applications, indemnities, declarations, documents and papers, participate in Applicants' and other conferences or give any statement, letter, clarification or any other writing required or necessary for as per procedure. Page 10 of 11
iii. To accept terms and conditions relating to the Facilities and sign such writings /letters / papers / documents in token of my acceptance of the terms and conditions therein contained iv. To generally deal with BIRAC in all matters in connection with or arising out of our bid for the said Assignment and/or upon award thereof to us and/or till receipt of work order from BIRAC. v. To act and perform in said fiduciary capacity consistent with the Principal s best interests including such incidental acts as are reasonably required to carry out and perform the specific authorities granted herein by this POA which becomes effective upon execution. AND it is agreed all lawful acts, deeds, matters, and things done by the Attorney pursuant to the powers hereinbefore mentioned is ratified by the Principal. In Witness Whereof, I holding the position of.. in M/s. have hereunto set and subscribed my hands at on. Signature of the Principal Before the Witnesses: 1. 2. I ACCEPT Specimen signature of, the Attorney of. Page 11 of 11