Reference no. IIMA/CCSP/03/2015-16 dated 10.04.2015 (EOI-Revised) Indian Institute of Management, Vastrapur, Ahmedabad 380015 Phone: +91-79-66327987 Fax: +91-79-26306896 Website: www.iimahd.ernet.in email - groupheadpem@iimahd.ernet.in Expression of Interest (EOI) (REVISED ON 5.05.2015) (MOM of pre bid dated 28.04.2015 placed as Annex-3. It forms part of bid doucement) NAME OF WORKS/SERVICES Empanelment of Architect / Design firms for the comprehensive design of various upcoming infrastructure projects at IIM, Ahmedabad Campus
Timeline Date Time Event 28 April 2015 10.30 am Pre bid meeting 18 May 2015 3.00 pm Submission of EOI 18 May 2015 3.30 pm Opening of EOI * End on May 2015 Stage One Declaration of Top Five to Seven short listed firms for making presentation * Mid June 2015 Stage Two Presentation by the short listed firms * End of June 2015 Declaration by Selection committee of empanelled firms * Tentative List of Annexures Annexure-1 Check list for documents to be submitted Annexure-2 Services to be provided by the architectural/ design firm Annexure-3 MOM of pre bid meeting held on 28.04.2015 2 of 18
Empanelment of Architect / Design firms for the comprehensive design of various upcoming infrastructure projects at IIM, Ahmedabad Campus Introduction: The Indian Institute of Management, Ahmedabad (IIMA) is a premier management Institute. The Institute is world renowned for the architectural beauty of its heritage campus that was created by the legendary architect Louis Kahn. The new campus, developed subsequently, preserves the architectural vocabulary of the main campus. IIMA has appointed a conservation architect for the conservation of Louis Kahn buildings in the heritage campus. The Institute has also appointed a master architect for creation of a master plan to address future requirements. This EOI is for empanelment of architectural/ design firms that will help execute on the master plan by creating structures that achieve functional excellence while preserving the architectural aesthetic of the campus. In all, a limited number of firms will be empanelled. 3 of 18
Requirement: Revised EOI IIMA master plan envisages creation of following facilities over next five years in phased manner: Sr. No. Title Description Approx. Built up area in SQM Class rooms, seminar rooms, faculty offices, RA / new campus AA rooms, common spaces, auditorium etc. 1 Academic block at 2 Hostel complex at new campus 3 Faculty apartments Project Category 8,000 A About 320 rooms and allied facilities 15,000 B Apartment complex approximately G+10, two apartments on each floor, each apartment having super built up area of approx. 250 sqm. A total of 100 apartments will be built in phased manner 4 Staff apartments Apartment complex, approximately G+10, four apartments on each floor, each apartment having super built up area of approx. 100 / 150 sqm. A total of 200 apartments will be built in phased manner 5 School of Public Policy at new campus Class rooms, seminar rooms, faculty offices, RA / AA rooms, common spaces, auditorium etc. 6 IMDC extension Single occupancy rooms 80 rooms and allied facilities 7 Swimming pool One swimming pool of about 25m x 50m, allied and sports facilities and indoor sports complex complex 8 Multipurpose sports field 80 m x 80 m approx. size with allied facilities for open air sports 25,000 B 25,000 B 8,000 A 5,000 A 2,000 A A Note: The above list is indicative and can change as the master plan changes to meet evolving Institute requirement. The scope includes design of buildings, along with utilities associated with these buildings (including layout of electrical, telephone and IT cabling systems), interior design, furniture design, illumination design, sound and acoustic design, air-conditioning, roads, walkways, drainage network, water supply system (including rain water harvesting), and provision for landscaping etc. Please note that assignments may arise from time to time in future and not necessarily in any order, as might be erroneously construed from the table above. The list is indicative, and may be supplemented with allied or ancillary buildings, which IIMA may decide to construct. 4 of 18
Objectives of the invitation to submit an EOI The objective is to inspire competent firms to engage with IIMA on a relationship basis and for IIMA to develop projects in partnership with excellent and meritorious firms. Selection Process and Criteria IIMA aims to empanel firms with proven track records in providing high quality architectural and design services. The firm should have a portfolio of similar, successfully completed services, demonstrate an ability to advise clients, understand their requirements, and shepherd projects from design to completion. The selection process will focus on works that illustrate an ability to design and deliver bespoke, high quality architectural solutions in response to client needs. While the selection process will lay emphasis on capacities of the firm, importance will also be given to the firm s reputation and standing. The process for the selection for the Architectural consultancy will proceed in three stages: 5 of 18
Firms that wish to participate in the empanelment process should submit documents to establish that they fulfil the following pre-qualification criteria: SELECTION PROCEDURE Stage 1 While shortlisting for Stage Two the Institute will consider the following criteria: 1. The firm should have several years of relevant experience. 2. The firm should have at least three senior architects with several years of relevant experience. These architects should have been working in the firm for last three years and should be member of Council of Architecture (COA). 3. The firm should have completed sufficient number of major projects during the past three years. 4. The firm should have had a significant financial presence over the past several years. 5. The firm and its senior architect(s) should have similar experience in other settings, particularly with institutional buildings. Purely as an example, a firm with the following profile would be considered suitable: 1. The firm has more than seven years of relevant experience. 2. The senior architects of the firm have each got at least a decade of relevant experience and the senior-most has over two decades of relevant experience. 3. The firm has completed more than Rs.30 crore worth of projects over past three years. 4. In each of the last three financial years, the firm s revenues have been over Rs.3 crore. 5. The firm and its senior architects have worked on five major, institutional buildings related architectural assignments over the past decade. In making the Institute s choice, importance will be given to architectural sensitivity, vision, uniqueness of work, experience, and expertise of the firm and its architects. Note: 1. Consortium of Architects (including firms from abroad and Indian firm) are allowed to participate. However, they will have to declare who is the lead partner, and the consortium cannot be broken during the currency of the project. Firms that wish to participate in the selection process should submit documents to establish their credentials to the Chief Administrative Officer, Indian Institute of Management, Vastrapur, Ahmedabad-380015. 6 of 18
If the number of firms fulfilling the above criteria exceeds seven, firms will be evaluated on the following criteria: Stage 2 Short listing on the basis of technical documents Sr. Items Max. 1 Experience of the firm in architectural/design assignments 25 Aggregate revenue from operations for last three financial years Nature of clients for whom projects have been executed Experience in designing academic campuses 2 Completion certificates, client testimonials and feedbacks (IIMA reserves the right to visit any completed or on-going sites, and interact with the firm s clients) 3 Experience and competency of manpower 25 Senior architects Other architects Engineers in the firm 4 Overall assessment of the firm based on innovativeness of design, cost consciousness, environmental friendliness, quality of execution, timeliness of execution, coordination abilities etc. Marks Total 100 25 25 Based on this evaluation, FIVE to SEVEN firms will be selected to make a presentation. 7 of 18
Stage 3 Presentation and Interview Firms shortlisted in Stage Two shall be invited to make a presentation to the Evaluation Committee at IIMA. Each of the shortlisted Firms will be given a slot of ONE hour, including 15 minutes for discussions. The Evaluation committee will assess competency of the firm, their capacity of understanding the needs, and sensitivity to work on IIMA Campus. Based on the details provided in EOI and the presentation, architects/design firms will be awarded score on the following three dimensions: Sr. Technical Presentation Max Score Marks Obtained 1 Technical evaluation will consider parameters such as architectural leadership, technical capabilities, soundness, quality and expertise of team, vision, commitment, international exposure, client service and responsiveness to client's issue, experience in undertaking similar assignments, feedback from clients, recognition, awards and standing, etc. 2 Suitability of key personnel for the assignment (qualification, experience, and design works undertaken) 3 The firm will demonstrate in detail how it has designed similar projects (preferably academic infrastructure for educational Institute of higher learning) 100 At the end of this stage, each firm will have technical score T (out of 100) associated with it. Note: At the end of this stage the Evaluation Committee will empanel between Three to Five firms. 8 of 18
Stage - 4 Process of awarding design work post empanelment Whenever IIMA intends to undertake a project, IIMA will approach empanelled architects/ designers to know their interest in a particular project. IIMA will invite all those who have shown interest in the proposed project to make a detailed presentation on their concept plan for the specific project. (The brief should include scope, cost, and time estimates). If necessary, IIMA may seek conceptual design for the particular project and in that case each firm will be paid a fixed amount for preparing the design. The amount paid will be based on the complexity of the project. The Evaluation Committee will assess the proposals and award the work to the best suitable proposal. 9 of 18
Comprehensive Design fee: Revised EOI Project Category A B C Type of Project For projects such as classroom complex, educational centres and individual buildings, etc. For projects of repetitive nature, such as large dormitories, hostel blocks, housing, etc. For renovations, extensions, modifications, additions, alterations, etc. unplanned works of contingent and emergency nature will fall under this category Fee in % of the Cost of project 5.00 % 3.00 % 7.50 % Please note: 1. At the time of awarding the work, percentage fee will be converted into square feet based fee, on the basis of the estimated cost of construction. If the actual project cost is less than the estimated cost, the calculation of fee to the Architect will be on actual cost of the project. This clause is applicable to projects falling under category A and B. 2. The validity for empanelment will be for FIVE years from date of empanelment. The empanelment is extendable by another period of FIVE years, if IIMA is satisfied with the relationship. IIMA s decision for validity of empanelment will be final. 3. The above fee includes charges for detailed interior and furniture design. 4. The above fee is exclusive of service tax (i.e. Service tax will be paid by the Institute in addition to the fees quoted) but inclusive of income tax and all other taxes as applicable. 5. The above fee is inclusive of site visit charges, provision of architect s representative at site for periodic (twice a week) supervision of work and all services as stated under the heading Services to be provided by the architect 6. The architect will be responsible for providing all necessary documentation and certificates in a timely manner to the institute for receiving necessary permissions from statutory authorities. 7. Except for scope of work in Annexure-2 and fee as mentioned above, all other terms and conditions shall be as per the Council of Architecture guidelines. 8. EOI validity period is 90 days from the date of the opening of the EOI. 9. IIM Ahmedabad reserves the right NOT to award the work to the empanelled firms for a particular project at any given time and go for separate RFP if it desires so. 10. IIMA reserves the right to reject any or all the EOI (s) without assigning any reason whatsoever. 11. IIMA also reserves the right to separate the interior design work from this scope and award it to separate agency. 10 of 18
Envelope 1 PRE-QUALIFICATION BID FOR STAGE-1 Revised EOI Annexure 1 Check list for documents to be submitted: The following documents should be enclosed along with the application:- Description Table-3 Checklist for bidder Checklist for IIMA Date of incorporation for relevant experience Details of three senior architects Value of the project taken in last three years Audited Balance Sheet, Profit & Loss account, and ITR highlighting the consultancy fees from Chartered Accountants for the last three years. Bid document (original and revised if any) excluding price bid, Minutes of the meeting and any other correspondence duly signed and stamped Experience of the firm in architectural assignments (last 3 years ending on March 31, 2014). A declaration should also be attached that all these projects were done by the applicant. Self-attested photocopy of registration certificate from national professional bodies of Principal Architect and other Architects. Completion certificates, client testimonials and feedbacks Experience and competency of manpower Copies of PAN/TAN card & Service Tax registration. 11 of 18
Notes: All pages of EOI and all attached documents should be stamped and signed. (i) Institute s representatives may visit the office of the firms and inspect the completed major projects done by the firms, including taking feedback from the users and the maintenance staff. (ii) While describing works, photographs, drawings including computer generated images and layouts may be included to enable proper evaluation of experience and capabilities (iii) All certificates should be self-attested (iv) In educational projects, innovations suggested and implemented should be highlighted. (v) Please attach curriculum vitae of professional staff. (vi) Cut off dates in all cases is March 31, 2014. (vii) All documents to be submitted in A-4 size 12 of 18
Annexure 2 Services to be provided by the architectural/design firm The firm is required to provide services in respect of the following: Part I - ARCHITECTURE: 1. Taking client's directives for the preparation of design brief 2. Overall design and site development 3. Structural design 4. Design of sanitary, plumbing, drainage, water supply, sewerage system 5. Design of electrical, electronic, communication systems 6. Air-conditioning design (HVAC) 7. Elevators 8. Fire detection, fire protection and security systems etc. 9. Periodic inspection and evaluation of construction works 10. The building should be green rated buildings Part II INTERIOR (at the discretion of IIMA) 1. Complete interior and furniture design of buildings 2. Illumination design 3. Sound and acoustic design 4. Interior layout of common spaces Part III - ALLIED FIELDS (at the discretion of IIMA) 1. Landscape architecture (architect will have to make provision for landscaping in the area of land being developed) 2. Rain water harvesting system 3. Waste disposal 4. Signage 13 of 18
SCHEDULE OF SERVICES: The Architectural/design firm shall, after taking instructions from IIMA, render the following services: CONCEPT DESIGN [STAGE 1]: 1. Interact with the client to freeze the requirements after examining site constraints & potential, and prepare a design brief for Client's approval. 2. Prepare drawings and documents to enable the Client to get the detailed survey and soil investigation at the site of the project. 3. Prepare conceptual designs with reference to requirements given and prepare rough estimate of cost on area basis. PRELIMINARY DESIGN AND DRAWINGS [STAGE 2]: 4. Modify the conceptual designs incorporating required changes and prepare the preliminary drawings, sketches, study model, etc., for the Client's approval along with preliminary estimate of cost on area basis. DRAWINGS FOR CLIENT'S/ STATUTORY APPROVALS [STAGE 3]: 5. Prepare drawings necessary for statutory approvals and ensure compliance with codes, standards and legislation, as applicable and assist the Client in obtaining the statutory approvals. (It will be the responsibility of the design firm to get all necessary permissions from Ahmedabad Municipal Corporation ( and other statutory bodies if required) for construction and building use. No separate amount will be paid for this. However all fees deposited in the statutory bodies will be borne by the Institute) WORKING DRAWINGS AND TENDER DOCUMENTS [STAGE 4]: 6. Prepare working drawings, specifications and schedule of quantities sufficient to prepare estimate of cost and tender documents including code of practice covering aspects like mode of measurement, method of payments, quality control procedures on materials & works and other conditions of contract. The schedule of quantities should be prepared form the execution drawings and should be sufficiently correct. (Variation should not be more than 5% except for earth work and foundation where maximum of 10 % of variation can take place. In case of greater variation in quantities firm will have to inform the client in writing giving the reasons thereof and submitting a fresh Bill of quantities) 14 of 18
APPOINTMENT OF CONTRACTORS [STAGE 5]: 7. Invite, receive and analyse tenders; advice client on appointment of contractors under the two bid system. A pre-qualification meeting will be called to clear the queries of the bidders before submission of the tenders. Firm s representative will also have to be present in this meeting. CONSTRUCTION [STAGE 6]: 8. Prepare and issue working drawings and details for proper execution of works during construction. 9. Approve samples of various elements and components. 10. Check and approve shop drawings submitted by the contractor/ vendors. 11. Visit the site of work, at intervals mutually agreed upon (minimum two times a week), to inspect and evaluate the Construction Works and where necessary clarify any decision, offer interpretation of the drawings/specifications, attend conferences and meetings to ensure that the project proceeds generally in accordance with the conditions of contract and keep the Client informed and render advice on actions, if required. 12. In order to ensure that the work at site proceeds in accordance with the contract documents/ drawings and to exercise time and quality controls, the day-to-day supervision will be carried out by a Project team (Clerk of Works/ Site Supervisor etc) under the general guidance of the architectural/design firm. 13. Issue interim certificates 14. Validating extra / non-tender items by the architectural/design firm 15. Issue Virtual Completion Certificate of works completed, prepare snag list, issue Final Completion Certificate etc. COMPLETION [STAGE 7]: 16. Prepare and submit completion reports and drawings for the project as required and obtain Completion/ Occupancy Certificate" from statutory authorities, wherever required (Building use permission) 17. Issue two sets of as built drawings including that of services and structures (hard copy and soft copy both) 15 of 18
MISCELLENAOUS 18. Architectural/design firm will be liable for the damages arising out of their own fault 19. No extra payment will be made to the architectural/design firm and its consultants, for travelling to and from Ahmedabad. It will be desirable that the firm has an office ora representative in Ahmedabad. 16 of 18
Annexure - 3 Minutes of the Pre-bid Meeting for Empanelment of Architects (This MOM will form part of the revised EOI document) Time and Date: 10.30 am on 28.04.2015 Page Point no./ Queries by the bidders IIMA s Response no. Heading 04 Requirements Please define the Percentage The fee for respective categories of works Fee for each type work. is defined in REVISED EOI 04 3 & 4 Will the staff and faculty Yes building be designed in a phased manner over five years 06 1 to 5 How the firms will be prequalified The pre-qualification criteria are specified for next stage? in the EOI document 06 Notes What will be the condition for In case of consortium of firms or individual Consortium formation? architects, each consortium member will submit a declaration of forming part of such consortium, appointing the lead partner and the constitution of the consortium is desired. Financial evaluation will be done for the lead partner and 06 Notes Can the consortium be made with the civil engineering firm? 06 Notes What is the maximum number of firms that can participate in consortium? 06 Notes Consortium agreement to be submitted at the time of submission of pre-bid documents? 08 Stage 3 Is there a need to submit the presentation with the prequalification document 09 How the firm will be selected from the empaneled architects for award of work? 10 1 How the conversion of percentage fee into square feet fee will be decided for a project. projects will be considered of all members No Two Yes. Only the draft agreement to be submitted No Defined in REVISED EOI Based on the estimate given by the architect and agreed upon by IIMA, cost will be arrived and from that cost the square feet cost will be calculated. SOR of CPWD and Gujarat Government SOR will be the guiding document in preparation of estimates. Please refer relevant clause in revised EOI also. (Point no. 1 of page 10) 17 of 18
Page Point no. Queries by the bidders IIMA s Response no. 10 Comprehensive Definition of repetitive work in Please refer revised EOI section Design Fee new works. comprehensive design fee (page 10) 10 Comprehensive Fee band for renovation, No fee bands. Design Fee extension, and modification works depending upon the project cost 10 6 Who will undertake liaisoning work with Ahmedabad Municipal Corporation? 12 (vi) The cut-off date is 31/3/2014. Will the on-going project completed after 31/3/2014 will be considered for evaluation. 13 Part-1 point no. 10 Green Buildings will require certain extra design cost, Who will bear the extra cost? 14 5 Who will undertake liaisoning work with Ahmedabad Municipal Corporation? 14 2 Who will bear the cost of soil testing and surveying? Will be Master plan be shared with the Architects. Has the location been frozen on Master plan? Who will play the role of PMC What in case, if Master Architect is also applying? Who will bear the cost of proof checking of designs? Is it mandatory for the firms to indicate the name of the consultants working with them Jurisdiction Please refer revised EOI, point no. 6 page no. 10 On-going project which have started before 31/3/2014 and are completed after 31/3/2014 will be considered for evaluation As per the EOI document, the building should be a green rated building. Hence the designing architect will bear the cost of designing a green building. For taking certification, if IIMA hires a consultant, IIMA will pay for that consultant. Please refer revised EOI, point no. 6 page no. 10 IIMA will bear the cost of soil testing and surveying on the suggest of the architect Yes. With empanelled Architects No IIMA has its own internal team for project supervision If Master Architect is also applying, he will NOT be the part of selection process Structural, plumbing, electrical, HVAC, etc. (for details please refer EOI document) design cost will be borne by the architect. However, if proof checking is required then IIMA will bear the cost. No All disputes will be subjected to Ahmedabad jurisdiction 18 of 18