Subject: PROJECT MANAGEMENT CONSULTANCY (PMC) FOR PROJECTS AT IIT MANDI (HP)

Subject: PROJECT MANAGEMENT CONSULTANCY (PMC) FOR PROJECTS AT IIT MANDI (HP) 1. Sealed Quotations in two Bid system are invited for Project Management Consultancy (PMC) for various project works of IIT Mandi (HP) for providing specified professional manpower for supervision and related engineering tasks concerning construction of the campus of IIT Mandi at Kamand. 2. The scope of work, and other terms and conditions are given in Annexure A1 attached. 3. The above services are required to be rendered for a period of 24 (twenty four) months initially from the date of issue of orders subjected to satisfactorily adhering to scope of consultancy. An extension for 12 (twelve) months may be granted after completion of the work envisaged for the first 24 months on the basis of satisfactory performance through an evaluation of the performance during the initial period of 24 months by IIT Mandi. 4. The PMC shall augment the engineering services of IIT Mandi and primarily act as Owner's Engineers by providing the services of a team of experienced specialist engineers posted on a continuous basis at the construction site at Kamand. Details of expertise sought are given in Annexure - A1 attached. The detailed Scope of Work, and other terms and conditions are given in Annexure - A2 attached. 5. The "Technical Bid" shall contain information about the organization of the Bidder and their experience as per Annexure B1, including information sought at Annexures - A1 and A2. The details of personnel proposed to be deputed for the project should be given as per Annexure - B2. All other terms and conditions, except any prices/quote, shall be detailed in the Technical Bid. All exceptions, if any, must be clearly stated in the Technical Bid. 6. The "Price Bid" shall contain all information related to prices. The quoted rates shall be submitted as per Annexure - B3. 7. The quoted rates shall deem to include all profits, overheads, lodging & boarding charges, travel, transport, taxes, fees, levies, service taxes, etc. Nothing extra shall be payable on any account. The payment will be made on monthly basis as per actuals, after submission of bill in duplicate, duly authenticated by the Project Manager/ Engineer-in-charge. 8. All Annexures of the Bid documents duly quoted and signed shall be submitted in two separate sealed covers duly marked Project Management Consultancy for various project works at IIT Mandi -- TECHNICAL BID and Project Management Consultancy for various project works at IIT Mandi -- PRICE BID and submitted in another sealed cover marked Project Management Consultancy for various project works at IIT Mandi so as to reach IIT Mandi on or before 15:00 hrs. on 25.04.2014. Tenders received at IIT Mandi after due date and time shall neither be considered nor opened. Page 1 of 14

9. Tender cost A Demand Draft (DD) of Rs.1000/- (Rupees one thousand only) towards nonrefundable tender fee, drawn in favour of The Registrar, IIT Mandi payable at Mandi should accompany the technical bid document. In the absence of tender cost, the tender will not be accepted. 10. Earnest Money Deposit (EMD) (i) The tenderer should submit along with the bid documents, a refundable amount either @ 2% of the quoted price for 24 months or Rs 5 lakh whichever is lower as EMD in the shape of DD drawn in favour of The Registrar, IIT Mandi and payable at Mandi. The EMD should be kept in a separate sealed envelop, should be marked clearly and put in the outer envelop that contains the technical and financial bid envelops. The bidder should enclose a pre-receipted bill for the EMD to enable IIT Mandi to return the EMD of unsuccessful bidders. Failure to deposit EMD will lead to rejection of tender for which no excuse will entertained subsequently. (ii) In case of failure of the PMC to start the assignment within the stipulated time, IIT Mandi will be at liberty to forfeit the EMD to the Institute for which no claim will be entertained later on. 12. Deadline for submission of Bid (a) Bids will be received by IIT Mandi at the address, Registrar, IIT Mandi, IITMandi, Bus Stand, Mandi 175001 not later than 15.00 hrs on 25.04.2014. The tenders are to be submitted in person or posted to this address by SPEED POST only. (b) Any Bid received by the IIT Mandi after deadline as given in the point 8 above will be treated as late bid and shall not be considered. 13. Bid opening The Technical Bids will be opened at 16:00 hours on 25.04.2014 at IIT Mandi. The Bidders may depute their personnel for witnessing the opening. 14. Bid analysis IIT Mandi shall evaluate the Technical Bids and seek clarifications as may be needed. Bidders who meet the minimum eligibility criterion described in Annexure A2 Part B shall be intimated and ONLY their Price Bids shall be opened for analysis. 15. Corrupt and fraudulent practices IIT Mandi requires that Bidders bidding for this contract should observe the highest standard of ethics during the bidding process and execution of this contract. In pursuance of this policy, IIT Mandi; (a) defines, for the purpose of these provisions, the term set forth below: (i) corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the process of execution of contract. (ii) fraudulent practice means a misrepresentation of facts in order to influence a procurement or execution of contract to detriment of IIT Mandi, and includes collusive practice among bidders (prior to or after bid Page 2 of 14

(b) (c) submission) designed to establish bid prices at artificial non-competitive level and to deprive the owner, i.e. IIT Mandi, of the benefits of free and open competition. Will reject a proposal for the award of contract if IIT Mandi, determines that the Bidder recommended for the award has engaged in corrupt or fraudulent practices in competing for the contract in question. Will declare a bidder ineligible, either indefinitely or for a stated period of time, to be awarded a contract/ contracts if the owner, i.e. IIT Mandi, at any time determines that the bidder has engaged in corrupt or fraudulent practices in competing for, or executing, the contract. 16. The winning Bidder has to provide a "Performance Bank Guarantee (PBG)" for an amount equivalent to 5% of the total cost of the bid for 24 months manpower cost and valid for duration of 27 months from the date of start of contract. The PBG should be submitted within 15 days from the award of the contract. 17. Refund of EMD The earnest money of unsuccessful bidders will be returned to them without any interest within fifteen working days after awarding the contract. The earnest money of the successful bidder will be treated as security and will be refunded without any interest, three months after successfully completing the contract. 18. Director, IIT Mandi reserves the right to accept or reject the lowest or all offers without assigning any reasons there to. IIT Mandi also reserves the right to hire in complete or in part the services of professional manpower as detailed in Annexure A1 towards the PMC. Registrar IIT Mandi, Mandi 175 001 Encl: Annexures - A1 & A2. Annexures B1, B2 and B3 ACCEPTED (Signature and Seal of the Bidder) One original of this document duly signed with seal is to be enclosed along with the sealed envelopes of the Technical Bid and the Price Bid. Page 3 of 14

Annexure - A1 Schedule A SCHEDULE OF PERSONNEL REQUIREMENT Name of work:- PROJECT MANAGEMENT CONSULTANCY (PMC) FOR VARIOUS PROJECT WORKS AT IIT MANDI (HP) for providing specified services for construction management and supervision of works. (A/DC means Architect/Design Consultant, CA means CPWD or any other agency appointed by IIT Mandi for the project) Sl. No. Designation Responsibility Educational Qualification 1. Civil Engineer S/He will be responsible for reviewing the design and Post-graduate/ - Structural drawing at the project development plan stage and as-built Graduate degree in Engineering drawings submitted by the A/DC and provide Civil/ Structural comments/suggestions vis-à-vis technical issues and Engg. adherence to requirements of the A/DC Agreement and Applicable Laws. S/He will also assist IIT Mandi in the periodic review of the construction as per the provisions of the Agreements with CPWD/CA as and when required. 2. Civil Engineer - Water, Sewage and Environmental, Engineering 3. Electrical Engineer S/He will be responsible for checking the design of the sewage treatment plant and system, and water treatment and water systems proposed by the A/DC. S/He will provide comments/ suggestions vis-à-vis the technical issues and adherence to requirements of the Agreement and Applicable Laws. S/He will also assist IIT Mandi in the periodic review of the construction as per the provisions of the Agreement as and when required. S/He will also be responsible for review of the Project works with respect to the Applicable Laws. S/He shall be called upon by IIT Mandi as and when required. S/He will be responsible for checking the design of utilities relating to all aspects of electricity distribution, and all related aspects concerning the electrical system in the Project. S/He will provide comments/ suggestions vis-à-vis the technical issue and adherence to requirements of the Agreement and Applicable Laws. S/He will also assist IIT Mandi in the periodic review of the construction as per the provisions of the Agreement as and when required. Page 4 of 14 Post-graduate / Graduate degree in Civil, Environmental Engg. Post-graduate/ Graduate degree in Electrical Engineering Experience Type of experience Nos. 10 years S/He should have worked as lead structural engineer for at least two building projects (completed). 10 years S/He should have worked as lead environmental, civil utilities engineer for at least two building projects (completed). 10 years S/He should have worked as electrical engineering utilities expert for at least two building project in India (completed). 01 01 01

4. Mechanical Engineer 5. Quality cum Material Expert S/He will be responsible for checking the design of utilities relating to HVAC and all mechanical engineering aspects concerning the Project. S/He will provide comments/ suggestions vis-à-vis the technical issue and adherence to requirements of the Agreement and Applicable Laws. S/He will also assist IIT Mandi in the periodic review of the construction as per the provisions of the Agreement as and when required. S/He will be responsible for review of quality assurance and quality control procedures including the frame work for carrying out test on project facilities. S/He will provide comments/ suggestions vis-à-vis the technical issues and adherence to requirements of the Agreement and Applicable Laws. S/He will also assist IIT Mandi in the periodic review of the construction as per the provisions of the Agreement as and when required. Post-Graduate / Graduate degree in Mechanical Engineering Graduate in Civil Engineering 10 years S/He should have worked as mechanical engineering utilities expert for at least two building projects in India (completed). 7 years S/He should have worked as quality cum material expert for at least two building projects (completed). 01 01 Page 5 of 14

Annexure - A2 PROJECT MANAGEMENT CONSULTANCY (PMC) FOR VARIOUS PROJECT WORKS AT IIT MANDI (H.P.) IIT Mandi wishes to engage the services of an independent agency as a Project Management Consultant (PMC) to oversee and coordinate various construction works at its Kamand campus. The PMC will coordinate and be an interface between IIT Mandi and CPWD and any other agency engaged in the task of planning, design and execution of the works, and thereby act as Single Point Responsibility for project execution and management for all civil, structural works, utilities, electrical, water, sewage, etc. of the various ongoing and envisaged project works for IIT Mandi. The objectives are to ensure desired quality in all the works, quality assurance and documentation, and adherence to agreed timelines. Part A: SCOPE OF WORK 1. IIT Mandi is in the process of constructing its Campus in Kamand. The total built-up area is about 57000 sq. m. 2. The work is/will be executed through CPWD or any other agency. 3. The broad scope of services for the PMC is categorized below: (a) Program planning and monitoring, design co-ordination, tendering for interior works, and management of related works. (b) Construction management during construction and commissioning stages. (c) Finalization of sample layouts, interiors and utilities in classrooms, rooms in hostels, faculty and staff housing, guest house, and other accommodations, laboratories, etc. (d) Perform all functions as Client/Owner s Representatives, and coordinate and document Handing Over and Closure Post-Construction Period. It is expected that professional project management software (e.g. Primavera, or equivalent) shall be extensively used for this project. 4. Specific requirements of PMC as per project brief are as follows: (a) To periodically review (atleast fortnightly or otherwise decided by the Owner s Construction Wing) the project on behalf of Owner, i.e. IIT Mandi, and file reports etc. along with Action Taken Report (ATR) on earlier reports to IIT Mandi and its Construction Wing. (b) To coordinate between CPWD or any other agency engaged by CPWD/IIT Mandi on a continuous basis. (c) To ensure the quality of materials used and issue of inspection note on quality assurance at least once every fortnight along with the review of ATR of previous inspection note on quality assurance. (d) To ensure adherence to the time frame, and report progress, especially delays and handling the same. (e) To monitor cost aspect of the project. (f) To carry out the tendering process, for scope not included in the scope of CPWD or any other agency, based on estimate and submit the same to IIT Mandi for issue of tenders. (g) To assist IIT Mandi, with decision making. (h) To be the link between IIT Mandi and the third party, if any. (i) To coordinate between IIT Mandi and Architects/Design Consultant to capture user requirements and have the same incorporated in the designs by the latter. (k) Prepare Contract Closure Documentation in consultation with Construction Wing of IIT Mandi. Page 6 of 14

5. The scope of work of the PMC does not include any design works. However, checking of designs submitted by Architects/Design Consultant, CPWD or their contractors/subcontractors shall be done (not in detail) by the PMC for monitoring the revisions. Details are given in section 7 below. 6. The financial proposal shall be based upon: (a) Avoidance of duplication of efforts and consequent dilution of the contractual responsibilities of PMC and CPWD or any other agency. (b) Economizing/optimizing design and detailing. 7. Scope of Services Scopes of services are as under: 7.1 Stage 1: Planning Stage The deliverables during this phase shall be broadly as follows: (a) (b) (c) (d) (e) Development of Work Breakdown Structure or Bar Chart for all works. The Drawing, Details & BOQs shall be provided by Architect/Design Consultant and CPWD or any other agency, and these shall be checked (not in detail) by the PMC for monitoring deviations and revisions. Review of Scheme, Equipment rating, etc. prepared by the Architect/Design Consultant for ensuring their completeness giving value addition as necessary/agreed. Preparation of the Master Network/PERT Chart/Bar Chart. Review of the drawings, charts, plans, etc. prepared by the Architect/Design Consultant for ensuring their completeness giving value addition as necessary/agreed. Finalization of the Commercial part of the tender documents. RFP based on the BOQ specifications furnished by the Architect/Design Consultants and special conditions of the contract with specific reference to incorporation of materials finalized by IIT Mandi. 7.2 Stage 2: Construction Stage While services like planning, progress reporting, PIMS (Project Information Management System) shall continue to be provided by CPWD or any other agency, the PMC shall participate during site meetings/visits, and shall review construction drawings furnished by the Architect/Design Consultant including coordination with the Architect/Design Consultant. The PMC s field staff posted at site shall provide the following services: (a) (b) (c) (d) (e) (f) (g) Finalization of the quality assurance plan. Finalization of the Work Programme. Interaction with the Architect/Design Consultant for timely availability of drawings/ decisions. Co-ordination with CPWD or any other agency, their contractors and any other contractors engaged by IIT Mandi for work not in the scope of CPWD/Contractor(s) engaged by them. Supervision of the works of the contractor(s) on behalf of IIT Mandi and issuing of inspection notes and watch off ATRs. Scrutiny and Certification of bills raised by CPWD or any other agency for release of payment. Settlement of extra and deviated items, extra claims projected by CPWD or any other agency. The project management system envisages regular meetings with CPWD or any other agency, their contractor(s), Architect/Design Consultant and IIT Mandi. These meetings are to be scheduled and conducted by the PMC who will also participate in these meetings as Owner s Page 7 of 14

representative. These meetings shall be at least weekly or more frequently, as needed. The PMC shall advise IIT Mandi about various aspects of progress and specific actions that need to be taken. 7.3 Stage 3: Implementation Stage Immediately on award of the package to CPWD or any other agency assigned the works, a package Kick-off meeting with CPWD or any other agency shall be organized where following major activities shall be concluded. The Kick-off meeting shall be attended by the owner, i.e. IIT Mandi, Architect/Design Consultants, PMC, CPWD or any other agency and contractor(s). (a) (b) Issues (i) (ii) (iii) (iv) (v) Construction schedule. Agreed drawing schedule. Procurement schedule. Manpower deployment (technical, skilled and unskilled) by the contractor. Quality assurance programme along with inspection and test plans. Project execution management/monitoring Management and monitoring of the schedule is proposed to be undertaken on weekly basis clearly identifying the area of concern, problems and hold-ups and the action plan for their liquidation. In general, the deliverables shall include: (i) (ii) (iii) Monthly Progress/ Status Report Fortnightly, Site Feedback Report Compilation of Quality Checks etc. The reports shall be prepared expeditiously immediately after conclusion of the meeting(s), 7.4 Stage 4 : Handing Over Closing of contract and site winding-up is envisaged to be completed within 30-45 days of submission of Completion Certificate. A coordination plan between owner, i.e. IIT Mandi, Architect/Design Consultants, CPWD or any other agency and PMC is based on the above philosophy. The PMC shall provide a system for documentation and archiving of data from construction phases, and shall also provide a plan for future maintenance of data and maintenance of all buildings and facilities. The subsequent maintenance shall be done by IIT Mandi for which PMC will provide the necessary advice and assistance in maintenance execution. 7.5 Stage 5 : Design Activities (a) (b) (c) The design activities are excluded from the scope of services, see Section 8 below. However, as Owner's Engineers, the following tasks related to design are included in the scope of the PMC: formulating user requirements by discussions with faculty at IIT Mandi and other educational institutions, and articulating the same with the Architect/Design Consultant, and finalizing architectural drawings for residences (one each type), laboratories, classrooms, office spaces, and associated spaces in academic area; evaluating proposals from Architect/Design Consultant and providing inputs for the design of utilities; incorporating current/future innovative aspects in campus design, building designs and making provisions for the same for future innovations, such as, sustainable campus, dynamic buildings, solar energy utilization, reconfigurable spaces, laboratory design with changing research needs, amongst others. Page 8 of 14

(d) (e) design of current and future Green campus plans for enhancing "Greenness" of the campus, including green/ sustainability audit. flexibility in campus design innovations, in aspects, such as but not limited to, mobility, waste management, safety, disaster management, etc. 8. EXCLUSIONS (a) (b) (c) (d) (e) (f) (g) All details/ Drawings/ Sketches shall be furnished by the Architect/Design Consultant within an agreed timeline. Design is in the scope of the Architect/Design Consultant and is not in the scope of the PMC. Fully furnished Site Office and its operational cost shall be provided by IIT Mandi along with an attendant. Any delay in project for reasons not solely attributable to PMC, the PMC should continue with the assigned job on the agreed terms and conditions without claiming/charging anything extra beyond the agreed time condition. Fee shall be mutually settled prior to proceedings with the work after contract timeline. Preparation of Preliminary Estimates, Bill of Quantities, and Estimates of any kind are not included in the scope. The PMC shall verify/review the same provided by Architect/Design Consultants and shall be responsible for issuing of review/verification reports along with suggestions for improvements, if any. Cost of outstation travel with prior approval of the Competent Authority of IIT Mandi for site meetings, as required by A/C car/economy Class by Air (Air India) for representatives of the PMC (to be decided by IIT Mandi) and stay in connection with the project would be reimbursed by Client on actuals. Proof checking of structural design is excluded. Part B: TERMS AND CONDITIONS 9. Bid validity The bid shall be valid for at least ninety (90) days from the date of tender opening. 10. Bid Evaluation Process The Bids shall be evaluated on the following basis: (a) 70 % marks will be for Technical and 30 % marks will be for the quoted price. (b) The basis for technical assessment (out of 70 marks) shall be based upon the following criteria: Projects executed 40 % (28 marks) C.V. of engineers 40 % (28 marks) Approach methodology 20 % (14 marks) (c) The quoted price shall be based on the monthly rates quoted for the personnel as detailed in Annexure A1, and furnished in the Price Bid at Annexure B3. 11. Tenure of the Contract The tenure of the contract shall be twenty four (24) months from the date of submission of PBG of the amount as specified in point 14 of main document. The contract is further extendable for another twelve (12) months. 12. Eligibility (a) The agency quoting for this project should have a track record of having executed similar tasks. In particular, they should have at least twenty (20) engineers on their rolls. The agency should have completed at least onework of Project Management Consultancy for a construction project of value not less than Rs. 200 crores (project value) in the last three years, ending Page 9 of 14

(b) (c) December 31, 2013. Details should be provided in the format given in Annexures B1 and B2 and enclosed with the Technical Bid. It is expected that the PMC engaged under this contract shall provide continuity in the work assigned under this contract. Discontinuities caused by PMC s staff going on leave/medical reasons/quitting the PMC shall be immediately addressed by the PMC by placing staff with similar background on the project. Any such event must be immediately brought to the notice of IIT Mandi. The assigned work must not suffer on any account due to the PMC. No personnel shall be changed without the permission of IIT Mandi. The detailed bio-data of personnel who will be deployed on this project shall be furnished in Annexure B2 in the Technical Bid and shall be binding in case of award of contract. The following eligibility criteria shall be applied: (i) (ii) (iii) The Bidder should have completed at least one work of Project Management Consultancy for a construction project of value not less than 200 crores (project Value) in the last three years, ending December 31, 2013. Testimonials from the clients shall be enclosed with the Technical Bid. The bidder should have average annual turnover of not less than 5 crores every year during the last three years, ending March 31, 2013. This should be supported with proofs for the same (like Balance Sheet). The Bidder should have completed or should be currently involved as PMC preferably in similar project at institutions of higher education, such as, IITs, NITs, IISERs, IIITs, IIMs, AIIMSs or Central University amongst others. 13. Performance review The performance of the PMC engaged under this contract shall be reviewed quarterly (every 3 months) by a committee of IIT Mandi. If the performance is judged to be satisfactory, then the payment for that quarter shall be released. 14. Fees & Penalty (a) The quoted rates shall be firm for the duration of the project (twenty four months from date of placing order) and no escalation shall be considered. The price quoted shall be inclusive of all taxes. (b) (c) If the project is extended beyond this period fees shall be fixed on negotiated terms. Penalty If the tenderer fails to provide the consultancy services satisfactorily or to follow any or all the terms and conditions, penalty @ 1% per week of the total value of the award of 24 months subject to maximum of 10% of total order value for 24 months will be levied and recovered. 15. Taxes The rates quoted should be inclusive of all taxes except service tax, if any, which will be reimbursed as per actuals on submission of proof of having paid to concerned authority. 16. Terms of Payment (a) Advance payment of one (01) months fee shall be made as mobilization after award of work, on request. (b) Monthly payments shall be made after a performance assessment for that month and if the performance is adjudged to be satisfactory. 17. Project Initiation and Execution The successful Bidder shall execute a Memorandum of Association/Contract with IIT Mandi. Immediately thereafter the PMC shall mobilize their team and perform site planning within 30 days and commence execution of the work. Page 10 of 14

18. Termination of Contract If the services are not up to expectations as desired by the IIT Mandi, IIT Mandi reserves the rights to terminate the agreement on one month notice. 19. Arbitration (i) In the event of any dispute or difference(s) between IIT Mandi and the PMC arising out of any cause whatsoever, shall be referred to The Director, IIT Mandi, who may decide the matter himself or may appoint arbitrator(s) under the Arbitration and Conciliation Act, 1996. The decision of the Arbitrator shall be final and binding on both the parties. (ii) The place of arbitration and language to be used in arbitral proceedings shall be decided by the arbitrator. (iii) All disputes shall be subject to Mandi jurisdiction only. Page 11 of 14

Annexure - B1 DETAILS ABOUT THE ORGANIZATION AND ITS EXPERIENCE I. Organization's/Company's profile. II. Nature of work engaged in and past record. III. Testimonials from clients whose work has been fully executed and completed. IV. Details of project currently engaged in. V. Staff profile. VI. Experience in similar projects - (a) completed in last five years, (b) in progress. (Give starting and ending dates) VII. Infrastructure, hardware and software available. VIII. Details of project executed in remote areas, mountainous areas in particular. Page 12 of 14

Annexure - B2 PERSONNEL TO BE DEPUTED FOR THIS PROJECT Give the following information for each person who will be committed to work on this project: Sl. No. Designation Years Experience Nature of work Provide a summary here and attached details in separate sheets. Page 13 of 14

Annexure - B3 To be enclosed in the "Price Bid" RATES SCHEDULE / PRICE BID Name of work:- PROJECT MANAGEMENT CONSULTANCY (PMC) FOR VARIOUS PROJECT WORKS AT IIT MANDI (HP) The Responsibility, Educational Qualification, Experience and Type of Experience shall be as per that detailed out in Annexures - A1 and A2, and quotation will be for personnel indicated in Annexure B2. Quoted price shall be Indian Rupees only. Sl. Designation Nos. Rate per month No. 1. Civil Engineer - Structural Engineering 01 2. Civil Engineer - Water, Sewage and Environmental, Engineering 3. Electrical Engineer 01 4. Mechanical Engineer 01 5. Quality cum Material Expert 01 01 Total amount per month: Total amount for 24 months: Total quoted amount for 24 months (in words): Signature and Seal of Bidder Page 14 of 14