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REQUEST FOR PROPOSAL
Master planning and concept design for Pune International Exhibition & ConventionCentre, Moshi
Purpose of the Tender:
This tender is for the selection of Architect for the master planning and concept
design for Pune International Exhibition & Convention Centre on a land area of 200
acres at Moshi in PCNTDA (Pimpri Chinchwad New Town Development Authority)
jurisdiction.
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CONCEPT DESIGN FOR PIECC
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REQUEST FOR PROPOSAL
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TABLE OF CONTENTS
1 DISCLAIMER............................................................................................................................... 4
2 DEFINITIONS..............................................................................................................................5
3 PROJECT BACKGROUND ........................................................................................................63.1 THE PROJECT .........................................................................................................................63.2 OBJECTIVE OF THE RFP .........................................................................................................83.3 SCOPE OF WORK....................................................................................................................8
4 DESCRIPTION OF THE SELECTION PROCESS.................................................................... 10
4.1 SELECTION PROCESS ........................................................................................................... 104.2 STEP 1RESPONSIVENESS OF BID ......................................................................................... 104.3 STEP 2(COVER 1)EVALUATION OF TECHNICAL CAPABILITY...................................................104.4 STEP 3(COVER 2)EVALUATION OF TECHNO BUSINESS PROPOSAL ........................................114.5 STEP 4(COVER 3)EVALUATION OF COMMERCIAL PROPOSAL ................................................114.6 GENERAL COMPLIANCE CRITERIA ......................................................................................... 11
4.7 TIME TABLE AND MILESTONES .............................................................................................. 125 PROCEDURES TO BE FOLLOWED........................................................................................13
5.1 ENQUIRIES &CLARIFICATIONS .............................................................................................. 135.2 AMENDMENTS TO THE RFP ..................................................................................................... 135.3 SUBMISSION OF THE BID ....................................................................................................... 135.4 INITIALLING OF THE BIDS....................................................................................................... 155.5 INSTRUCTIONS TO BIDDERS................................................................................................... 155.6 BIDDERS RESPONSIBILITY.................................................................................................... 175.7 VALIDITY OF TERMS OF THE BID ............................................................................................ 175.8 FEES AND DEPOSITS TO BE PAID BY THE BIDDERS .................................................................175.9 NON ASSOCIATION WITH PROJECT ADVISORS .........................................................................185.10 CONSEQUENCES OF NOT ADHERING TO THE PROCESS.......................................................185.11 RIGHT TO REJECT THE PROPOSAL ..................................................................................... 18
6 COVER 1 TECHNICAL CAPABILITY EVALUATION............................................................ 19
6.1 MINIMUM ELIGIBILITY CRITERIA:TECHNICAL CAPABILITY .......................................................196.2 EVALUATION PROCESS ......................................................................................................... 19
7 COVER 2 TECHNO BUSINESS PROPOSAL .......................................................................20
7.1 CONTENTS OF THE TECHNO-BUSINESS PROPOSAL ................................................................207.2 EVALUATION OF TECHNO-BUSINESS PROPOSALS ..................................................................207.3 EVALUATION METHODOLOGY ................................................................................................ 20
8 COVER 3 COMMERCIAL PROPOSAL EVALUATION.........................................................21
8.1 COMMERCIAL PROPOSAL PARAMETERS ................................................................................. 218.2 EVALUATION OF COMMERCIAL PROPOSAL ............................................................................. 218.3 COMMERCIAL PROPOSAL:INFORMATION FORMATS................................................................21
9 ACKNOWLEDGEMENT OF RECEIPT OF RFP DOCUMENT AND NOTICE OF INTENT TOSUBMIT PROPOSALS.....................................................................................................................22
10 FORMAT OF THE COVERING LETTER .............................................................................. 23
11 FORMAT OF POWER OF ATTORNEY FOR AUTHORISED REPRESENTATIVE ............. 25
12 DESCRIPTION OF THE BIDDING COMPANY.....................................................................26
13 FORMAT FOR UNDERTAKING............................................................................................27
14 COMMERCIAL PROPOSAL FORMAT................................................................................. 28
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1 DISCLAIMER
Pune International Exhibition & Convention Centre, Moshi (PIECC) has taken adequate care in the
preparation of the Request for Proposal (RFP). Nevertheless the Bidder should satisfy itself that the
RFP is complete in all respects. Intimation of any discrepancy shall be given to this office
immediately. If no intimation is received by this office, from any Bidder within five days from the date
of issue of this Document, it shall be considered that the issued document complete in all respects
has been received by the Bidder.
Neither PIECC, nor its employees, consultants, advisors accept any liability or responsibility for the
accuracy or completeness of, nor make any representation or warranty - express or implied, with
respect to the information contained in the RFP, or on which the RFP is based, or any other
information or representations supplied or made in connection with the selection process.
Neither PIECC nor its employees or consultants will have any liability to any Bidder or any other
person under any law, statute, rules or regulations or otherwise for any loss, expense or damage
which may arise from or be incurred or suffered in connection with any information contained in thisRFP, any matter deemed to form part of this RFP, the award of the Project, the information and any
other information supplied by or on behalf of PIECC or their employees, any consultants or
otherwise arising in any way from the selection process for the Project.
The RFP does not address concerns relating to diverse investment objectives, financial situation
and particular needs of each party. The RFP is not intended to provide the basis for any investment
decision and each prospective Bidder must make its / their own independent assessment in respect
of various aspects of the techno-economic feasibilities of the Project. No person has been
authorized by PIECC to give any information or to make any representation not contained in the
RFP Document.
Nothing in the RFP is, or should be relied on, as a promise or representation as to the future. In
furnishing the RFP, neither PIECC, nor its employees, advisors undertake to provide the recipient
with access to any additional information or to update the RFP or to correct any perceived
inaccuracies therein.
PIECC or its authorized officers / representatives / advisors reserve the right, without prior notice, to
change the procedure for the selection of the Successful Bidder or terminate discussions and the
delivery of information at any time before the signing of any agreement for the Project, without
assigning reasons thereof.
PIECC reserves the right to reject any or all of the Bids submitted in response to the RFP at any
stage without assigning any reasons whatsoever.PIECC reserves the right to change any or all of the provisions of the RFP. Such changes will be
intimated to all the Bidders.
PIECC reserves the right to change, modify, add to or alter the selection process including of
additional evaluation criteria. Any change in the selection process shall be intimated to all Bidders.
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2 DEFINITIONS
Agreement shall mean the agreement executed between the Concept Architect and PIECC.
Architectural Fees shall mean the amount offered to be charged to PIECC for the services
rendered for the Project.
Bid/ Proposal shall mean the covers 1, 2 and 3 as defined in the Section 4.1 as submitted by the
Bidders in response to this RFP Document.
Bidder means a Bidding Company, as defined below that has submitted a Bid in response to this
Document.
Bidding Company shall mean a single entity or a firm or a partnership firm inclusive of its
associates.
Bid Validity Period shall mean a period of not less than 180 days from the last date for submission
of the Proposal.
Commercial Proposal shall mean the information submitted as per Section 8 of this Document.
Concept Architect shall mean the Successful Bidder with whom PIECC executes an agreement for
developing a concept for the Project.
Contract Period shall mean a period as mentioned in the Agreement within which the Concept
Architect is obliged to submit the final drawing for the Project in such format as mentioned in the
Agreement.
Document /Request for Proposal / RFP Document / RFP shall mean this Request for Proposal
document instructing the Bidders for bidding for the Project.
Letter of Allotment shall mean the letter issued by PIECC to the Successful Bidder and shall be as
per terms mentioned in Section 4.4.
Project shall mean the designing a development of an international exhibition and convention
centre along with other developments like hotel, retail, recreational and entertainment, on the
Project Site as per the conditions mentioned under the Agreement.
Bid Security shall have a meaning as referred in Section 5.8.1 of this Document.
Successful Bidder The Bidder who interalia meets the following requirements (a) meets the
Technical criteria; (b) whose Techno Business Proposal are acceptable to the evaluation committee
of PIECC and (c) who offers the least Architectural Fees and adheres / consents to adhere to all
other conditions laid by PIECC.
Techno-Business Proposal shall mean the techno business plan as submitted by the Bidder as
per the contents specified under Section 7 in the Request for Proposal.
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3 PROJECT BACKGROUND
3.1 THE PROJECT
Pimpri Chinchwad, a part of Pune Metropolitan Region (PMR), is one of the fastest growing urbanagglomerations of India. Pune International Exhibition & Convention Centre, Moshi (PIECC), to
sustain this rapid growth, is envisaging the development of an international exhibition and
convention centre at Moshi, Pimpri.
3.1.1 Location & immediate surroundings
The Moshi site, a plain land parcel without encumbrances, accessible from all four sides, in the
heart of Pimpri is within 30 minutes driving distance from the proposed International Airport at
Rajgurunagar and is situated within the automobile manufacturing and engineering industrial area of
the Pune Metropolitan Region.
The site is located on the Bus Rapid Transport System (BRTS) routes of Pimpri-Chinchwad and
Pune cities. Moshi, being a part of Pimpri, is primarily industrial in nature at present and also has
significant amount of upcoming residential and commercial development in the vicinity.
Moshi is also poised to benefit from the accelerated urban reforms that Pimpri and Chinchwad, the
twin cities, are currently undergoing. These reforms, comprise investments worth Rs. 9,500 crores
(USD 2 billion) in infrastructure projects of water supply, sewerage, solid waste management, slum
rehabilitation, housing for economically weaker sections, roads and Mass Rapid Transit System.
These investments are expected to further boost industrial development and consolidate its serviceeconomy. Pimpri will thus witness a gradual transformation as a commercial cum industrial city in
the near term. The figures below highlight the site layout and its immediate surroundings.
Keeping in mind the expected transformation of the area, PIECC envisions the development of a
facility on 200 acres of land being provided by the PCNTDA (Pimpri-Chinchwad New Town
Development Authority), called the Pune International Exhibition and Convention Centre. This
facility will be commensurate to hosting events, such as exhibitions, trade fairs, conventions and
social events at an international scale at Moshi in Pimpri.
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Figure 1: Site Layout
Source: Google maps
Figure 2: Site Neighbourhood
Source:
Googlemaps
Proposed Pune InternationalExhibition & Convention Centre
NH50-NashikPuneHighway
(BRTS
Corridor)
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Preparation of area statement of each component of the development mix and block cost
estimate of the Project.
Define output specifications of each structure in the master plan and concept design.
The exclusions from the scope of work are as follows:
The Bidder shall not prepare detailed engineering / structural drawings / construction drawings
for the Project.
The Bidder, apart from the output specifications, shall not draft any other detailed specifications
(like structural design specifications, detailed material specifications, electrical and mechanical
design specifications or specifications for construction processes) for the Project.
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4 DESCRIPTION OF THE SELECTION PROCESS
4.1 SELECTION PROCESS
The submission of Bids by interested parties in response to the RFP would be required to be in
three separate sealed covers as indicated below.
Cover 1: Technical Capability
Cover 2: Techno Business Proposal
Cover 3: Commercial Proposal
The Bids received would be subject to a prima-facie check for responsiveness followed by a step-
wise evaluation procedure as described below.
4.2 STEP 1 RESPONSIVENESS OF BID
The Bids submitted by Bidders shall be initially scrutinised to establish Responsiveness. A Bid
may be deemed Non-Responsive if it does not satisfy any of the following conditions:
a. Submission of Demand Draft of Rs. 2,500/- for the RFP Document procurement in electronic
form;
b. It is not received by the due time and date as specified;
c. It does not contain sufficient information for it to be evaluated and/or is not in the formats
specified;
d. It is not signed and /or sealed in the manner and to the extent indicated in Section 5 of this RFP
Document;
e. It is not accompanied by a valid Bid Security;
The Bid shall be considered to be substantially Responsive if it conforms to the preceding
requirements without material deviation or reservation. A material deviation or reservation is one
which,
a. Affects in any substantial way, the scope, quality, or performance of the Project, or
b. Limits in any substantial way, inconsistent with the RFP Document, PIECC's rights or the
Bidder's obligations under this Agreement, or
c. Unfairly affects the competitive position of other Bidders presenting substantially responsive
bids.
A Bid once declared as Non-Responsive and rejected, cannot be made responsive by the Bidder
having corrected or withdrawn the non-conforming deviation or reservation.
The Bids of Responsive Bidders shall be evaluated in the following steps.
4.3 STEP 2 (COVER 1) EVALUATION OF TECHNICAL CAPABILITY
In this stage the technical capability of the Bidder in undertaking the Project would be assessed.
The Bidders would be evaluated on parameters as defined in Section 6.1, (Criteria for evaluating
technical capability) and the Bidders found to be technically qualified would be eligible for the next
stage of the selection process. The Techno Business Proposal (Cover 2) and the Commercial
Proposal (Cover 3) of the Bidders not found to be technically qualified would be returned unopened.
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4.4 STEP 3 (COVER 2) EVALUATION OF TECHNO BUSINESS PROPOSAL
Evaluation of the Techno-Business Proposal would be undertaken as detailed in Section 7. The
Bidders whose Techno-Business Proposals are found acceptable shall be eligible for the next stage
of the selection process. The Commercial Proposal shall be returned unopened (Cover 3) to the
Bidders whose Techno-Business Proposals are found not acceptable.
4.5 STEP 4 (COVER 3) EVALUATION OF COMMERCIAL PROPOSAL
Evaluation of the commercial proposals would be undertaken as detailed in Section 8. A ranked list
(in the ascending order of the price quoted viz, L1, L2..Ln) of Bidders based on the results of the
evaluation would be prepared.
The selection of the Successful Bidder shall follow a weightage based selection as highlighted
under Section 8. The top three ranked Bidders shall be retained till the signing of the Agreement
with the Successful Bidder.
Subsequent to this process, the Letter of Allotment (LoA) would be issued to the Successful Bidder
by PIECC. Within 7 (seven) days from the date of issue of the LoA, the Successful Bidder shall
send an acknowledgement agreeing to comply with the conditions set out therein and for the
execution of the Agreement. PIECC will promptly notify other Bidders that their Proposals have
been unsuccessful and their Bid Security will be returned within 30 days without interest on the
signing of the Agreement with the Successful Bidder. The Successful Bidder shall have to enter into
an Agreement within 15 (fifteen) days from date of issue of the LoA.
Failure of the Successful Bidder to comply with the requirements mentioned in the above paragraph
shall constitute sufficient grounds for the annulment of the LoA, and forfeiture of the Bid Security. In
such an event, PIECC reserves the right to
a. either invite the next best Bidder for negotiations OR
b. call for fresh Bids OR
c. take any such measure as may be deemed fit in the sole discretion of PIECC, including
annulment of the bidding process.
4.6 GENERAL COMPLIANCE CRITERIA
1. Each Bidder shall submit a Power of Attorney as per the format enclosed in Section 11,
authorizing the signatory of the Proposals to commit the Bidder.
2. The Bidder shall also submit with the Proposal an undertaking in the requisite format specified in
Section 13 on an Indian non-judicial stamp paper of Rs. 100. This undertaking is an affirmation
from the Bidder with respect to the authenticity of information/ documents furnished along with
the Proposal. Any deviation in material facts in respect to information/ documents furnished by
the Bidder in this respect is noted at any point of time (i.e. at the time of submission or after
signing the Agreement) then the Bid can be disqualified or will make the Successful Bidder liable
for breach of contract in case the discrepancy is noted after the signing of Agreement.
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4.7 TIME TABLE AND MILESTONES
Date of issue of RFP Document 3rd
May 2010
Last date of sale of RFP Document 24th
May 2010
Last date for submission of RFP On the 31st
May 2010 at or before 3.00 P.M.In order to meet the above target dates, Bidders are expected to respond expeditiously to
clarifications, if any, requested during the evaluation process. PIECC shall adhere to the above
schedule to the extent possible. PIECC, however, reserves the right to modify the same and the
intimation to this effect shall be given to all the Bidders.
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5 PROCEDURES TO BE FOLLOWED
5.1 ENQUIRIES & CLARIFICATIONS
Enquiries, if any, can be addressed to:
To
The Director,
Pune International Exhibition and Convention Centre, Moshi,
Pimpri Chinchwad New Town Development Authority,
Sector 24, Nigdi,
Pune 411044, Maharashtra
Ph: 02027657645, Fax: 020-27653670
It may kindly be noted that all the clarifications should be faxed to 020 - 27653670 and the same
may kindly confirmed by making call to 020 27657645. Copy of the same may be emailed at
[email protected] or couriered to the above address.
Data to the extent available has been indicated in the RFP document and the Bidders are
suggested to make their own investigations and collect additional data for preparation of the
proposal.
PIECC shall aggregate all such clarifications, without specifying the source of clarifications, and
shall prepare a response, which shall be distributed to all parties who have procured the RFP
Document. It may be noted that queries in writing would be entertained only from those parties who
have been provided this Document.
5.2 AMENDMENTS TO THE RFP
At any time prior to the last date for Receipt of Bid as indicated in the RFP Time Schedule, PIECC
may, for any reason, whether at its own initiative or in response to clarifications requested by a
Bidder, amend the RFP by the issuance of Addenda.
Any Addendum thus issued would be in writing and sent to all the Bidders who have received and
acknowledged the RFP document and shall be binding upon them. Bidders shall promptly
acknowledge receipt thereof to PIECC.
In order to afford Bidders reasonable time to take the Addendum into account, or for any other
reason, PIECC may, at its discretion, change the last date for receipt of Bid.
5.3 SUBMISSION OF THE BID
5.3.1 Cover 1- Technical Capability
The Bidder shall place one (1) original + two (2) copies of the Technical Capability as described in
Section 6 in a sealed envelope, which shall be inscribed as under:
Cover 1 Technical Capability
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Submitted by: _________________________ (name of Bidder)
The Bidder shall clearly mark the original cover submission as ORIGINAL and the 2 copies as
COPY. In the event of discrepancy between the original and the copy, the original shall prevail.
The original and copy of the Bid should be sealed in one common envelope.
In addition to the information submitted on Technical Capability as per Section 6, this cover shallhave the following documents:
a. Receipt of Rs. 2,500/- against the payment made for the procurement of the RFP document if
procured in hard copy from PIECC.
b. Payment of Rs. 2500/- in form of a demand draft in favour of Pune International Exhibition &
Convention Centre, Moshi payable at Pimpri in case the RFP document has been downloaded
from the website.
c. Covering Letter as per Section 10
d. Power of Attorney for the authorised representative as per Section 11
e. Description of the Bidding Company as per Section 12
f. Undertaking as per Section 13
g. Bid Security in form of a demand draft in favour of Pune International Exhibition & Convention
Centre, Moshi payable at Pimpri.
5.3.2 Cover 2 Techno Business Proposal
The Bidder shall place one (1) original + two (2) copies of the Techno-Business Proposal as
described in Section 7 in a sealed envelope, which shall be inscribed as under:
Cover 2 Techno-Business Proposal
Submitted by: _________________________ (name of Bidder)
The Bidder shall clearly mark the original cover submission as ORIGINAL and the 2 copies as
COPY. In the event of discrepancy between the original and the copy, the original shall prevail.
The original and copy of the Bid should be sealed in one common envelope.
5.3.3 Cover 3 Commercial Proposal
The Bidder shall place one (1) original + two (2) copies of the Commercial Proposal in a sealed
envelope, which shall be inscribed as under:
Cover 2 Commercial Proposal
Submitted by: ________________________ (name of Bidder)
The Information to be submitted by the Bidders in the Commercial Proposal (Cover 3) is described
in Section 8. Bidders are required to submit the Commercial Proposal in the format as given in
Section 14. It may be noted that proposals of Bidders, which do not contain the Commercial
Proposal as specified above, would be considered invalid and liable for rejection.
The Bidder shall clearly mark the original cover submission as ORIGINAL and the 2 copies as
COPY. In the event of discrepancy between the original and the copy, the original shall prevail.
The original and copy of the Bid should be sealed in one common envelope.
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5.3.4 Submission of the Bid
The three covers of the Bid (i.e. Cover 1, 2 and 3) organised as above shall be placed in a sealed
outer envelope or a box, with the following inscription:
ToThe Director,
Pune International Exhibition and Convention Centre, Moshi,
Pimpri Chinchwad New Town Development Authority,
Sector 24, Nigdi,
Pune 411044, Maharashtra
Ph: 02027657645, Fax: 020-27653670
Proposal for the project, Concept Design for Pune International Exhibition & Convention
Centre at Moshi
Submitted by: Name, Address and Contact Phone Number(s) of the Bidder
If the envelopes are not sealed and marked as instructed above, the Bid may be deemed to be non-
responsive and liable for rejection. PIECC assumes no responsibility for the misplacement or
premature opening of the Proposal submitted if the same is not in accordance with the prescribed
format.
The Bidder can submit the Bid by registered post/ courier or submit the Bid in person, so as to
reach the under mentioned address on the date and time as communicated in the pre-bid meeting
as stipulated in Section 4.7 of the RFP document. PIECC shall not be responsible for any delay in
submission of the Bids. Any Bid received by PIECC after the deadline for submission of the Bids
stipulated in Section 4.7 shall not be opened.
5.4 INITIALLING OF THE BIDS
Each page of the Bid should be initialled by the Authorised Representative (as defined in Section
5.5), of the Bidding Company.
5.5 INSTRUCTIONS TO BIDDERS
All Bidders should note the following:
1. Bids that are incomplete in any respect or those that are not consistent with the requirements as
specified in this RFP or those that do not contain the Covering Letter as per the specified
formats may be considered non-responsive and may be liable for rejection.
2. Strict adherence to formats, wherever specified, is required. Non-adherence to formats may be a
ground for declaring the Bid non-responsive.
3. Bidders may note that PIECC will not entertain any deviations to the RFP at the time of
submission of the Bid or thereafter. The Bid to be submitted by the Bidders would have to be
unconditional and unqualified and the Bidders would be deemed to have accepted the terms and
conditions of the RFP with all its contents. Any conditional Bid shall be regarded as non-
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responsive and would be liable for rejection.
4. The Bid and all related correspondence and documents shall be written in the English language
only. Supporting documents and printed literature furnished by the Bidder along with the Bid may
be in any other language, provided that they are accompanied by an appropriate translation into
English. Supporting materials that are not translated into English will not be considered. For the
purpose of interpretation and evaluation of the Proposal, the English language translation shall
prevail. All communication and information provided should be legible, and wherever the
information is given in figures, the same should also be mentioned in words.
5. No change in, or supplementary information to a Bid shall be accepted once submitted.
However, PIECC reserves the right to seek additional information from the Bidders if found
necessary, during the course of evaluation of the Bid. Non-submission, incomplete submission
or delayed submission of such additional information or clarifications sought by PIECC, may be a
ground for rejecting the Bid.
6. The currency for the purpose of the Bid shall be the Indian Rupee (INR). The conversion to
Indian Rupees shall be based on the corresponding TT buying rate specified by the State Bank
of India, ten days before the Submission date of RFP. In all other cases where the original figure
is in foreign currency, such original figures in the relevant foreign currency and the INR
equivalent thereof must be given.
7. The Bids shall be evaluated as per the criteria specified in this RFP Document. However, within
the broad framework of the evaluation parameters as stated in the Request for Proposal, PIECC
reserves the right to make modifications to the stated evaluation criteria, which would be
uniformly applied to all the Bidders.
8. The Bidder should designate one person (Authorised Representative,) authorised to represent
the Bidder in its dealings with PIECC. The Acknowledgement of Receipt of Request for ProposalDocument shall be signed by the Authorised Representative. This designated person should
hold the Power of Attorney and be authorised to perform all tasks including but not limited to
providing information, responding to enquiries, entering into contractual commitments on behalf
of the Bidder etc. The Covering Letter submitted by the Bidder shall be signed by the Authorised
Signatory and shall bear the stamp of the entity thereof.
9. PIECC also reserves the overriding right to reject any Bid pursuant to any change in the
composition of the Bidding Company without ascribing any reasons whatsoever.
10. PIECC reserves the right to reject any or all of the Bids without assigning any reason
whatsoever.
11. PIECC reserves the right to invite revised Proposals from Bidders with or without amendment of
the RFP at any stage, without liability or any obligation for such invitation and without assigning
any reason.
12. Mere submission of information does not entitle the Bidder to meet an eligibility criterion. PIECC
reserves the right to vet and verify any or all information submitted by the Bidder. If any claim
made or information provided by the Bidder in the Bid or any information provided by the Bidder
in response to any subsequent query by PIECC, is found to be incorrect or is a material
misrepresentation of facts, then the Bid will be liable for rejection. Mere clerical errors or
bonafide mistakes may be treated as an exception at the sole discretion of PIECC and if PIECCis adequately satisfied.
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13. The Bidder shall be responsible for all the costs associated with the preparation of the Bid.
PIECC shall not be responsible in any way for such costs, regardless of the conduct or outcome
of this process.
14. The Bidder may carry out Project site visit at any time at their cost. The Bidder would be granted
permission by PIECC for visit of the Project site on receipt of a formal written request,
reasonably in advance of the proposed date of visit.
5.6 BIDDERS RESPONSIBILITY
The Bidder is expected to examine carefully the contents of all the documents provided. Failure to
comply with the requirements of RFP shall be at the Bidder's own risk. It shall be deemed that prior
to the submission of Proposals, the Bidder has:
1. Made a complete and careful examination of terms & conditions/ requirements, and other
information set forth in this RFP document
2. Received all such relevant information as it has requested from PIECC; and
3. Made a complete and careful examination of the various aspects of the Project including but not
limited to:
a. Bidders own validation of the project site, location of processing facilities and other existing
facilities and structures
b. Clearances obtained by PIECC for the Project; and
c. All other matters that might affect the Bidders performance under the terms of this RFP
document.
4. PIECC shall not be liable for any mistake or error or neglect by the Bidder in respect of theabove.
5.7 VALIDITY OF TERMS OF THE BID
Each Bid shall indicate that it is a firm and irrevocable offer, and shall remain valid and open for a
period of not less than 180 days from the last date for submission of the Bid. Non-adherence to this
requirement will be a ground for declaring the Bid as non-responsive. However, PIECC may solicit
the Bidders consent for extension of the period of validity. Such request for extension shall be
made by PIECC in writing. The Bidder agrees to reasonably consider such a request and shall send
its response in writing. A Bidder accepting PIECC request for extension of validity shall not be
permitted to modify his Bid in any other respect.
5.8 FEES AND DEPOSITS TO BE PAID BY THE BIDDERS
5.8.1 Bid Security
Bidders are required to submit a Bid Security for an amount equal to Rs. 5,000/- (Rupees Five
Thousand only). The Bid Security shall be in the form of a demand draft drawn in favour of, Pune
International Exhibition & Convention Centre, Moshi from a nationalised/ scheduled bank payable
at Pimpri.
Bids of Bidder(s), who fail to furnish the above bid security, shall be liable for rejection by PIECC asnon-responsive.
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Subject to the other clauses of this Section 5.8.1, PIECC shall reserve the right to forfeit the Bid
Security under the following circumstances:
a. If the Bidder withdraws his Bid at any time during the stipulated period of Bid validity as per
Section 5.7 (or as may be extended).
b. If the Bidder, for the period of Bid validity:
i. In PIECCs opinion, commits a material breach of any of the terms and / or conditions
contained in the RFP Document and / or subsequent communication from PIECC in this
regard.
ii. Refuses to accept the Letter of Allotment.
In the event that any Bidder is not found to be Technically Qualified (i.e. for Technical Capability) or
found to be Technically Non Responsive (i.e. Techno-Business Proposal), then the Bid Security of
such Bidders can cease to be in force upon return of the unopened Cover 3 of their Bid. The Bid
Security in such cases shall be returned to the respective Bidders within 30 days from such
cessation without interest.
The Bid Security of the unsuccessful Bidders (after opening of Cover 3) will be returned after 30
days without any interest, following the signing of the Agreement by the Successful Bidder.
The Bid Security of the Successful Bidder shall be required to be maintained till the signing of the
Agreement.
5.9 NON ASSOCIATION WITH PROJECT ADVISORS
PIECC has retained Project Advisors for assistance in the selection process. The Bidders are
required not to have any association with the members, or attempt to exercise undue influence on
the members, of the Project Advisory Team or to influence from the date of receipt of this document
till the completion of the selection process. Non-conformance with this requirement is a sufficient
condition for the disqualification of any Bidder from the selection process.
5.10 CONSEQUENCES OF NOT ADHERING TO THE PROCESS
The consequences of not adhering to the specific procedures laid hereinabove will lead to rejection
of the proposal.
5.11 RIGHT TO REJECT THE PROPOSAL
PIECC is not bound to accept any of the proposals submitted. PIECC reserves the right to reject
any or all of the Bids submitted in response to this Request for Proposal at any stage without
assigning any reasons whatsoever. Any Bidder shall have no cause of action or claim against
PIECC or its officers, employees, successors or assignees for rejection of their Bid.
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6 COVER 1 TECHNICAL CAPABILITY EVALUATION
Qualification will be based on the assessment of the Technical capability of the Bidders in
commissioning, operating and maintaining the project facilities. The Bidders would be evaluated on
eligibility criteria as defined in Section 6.1. The Bidders found to be technically capable (i.e. fulfil
both the technical eligibility criteria) would be eligible for the next stage of the selection process.
6.1 MINIMUM ELIGIBILITY CRITERIA: TECHNICAL CAPABILITY
The Bidder shall satisfy the following criteria to qualify for the Project.
Conceptualised a project worth Rs. 250 crores not earlier than 1st
April 2005.
Supporting documents
The Bidder shall submit as proof for the technical capability the following documents:
Copy of agreement with the client which clearly mentions the total area developed. OR
Completion certificate from the client for the submission of the design. AND
Certificate from client certifying the total area developed and the Project cost. AND
Photos of the concept plan approved by the client
The Bidder should provide details of only those projects undertaken by it under its own name.
Project experience of the Bidders parent company or its subsidiary or any associate company will
not be considered for computation of the experience. Alongwith the above-mentioned documents
the Bidder shall also submit photos of atleast three (3) completed projects inclusive of the project as
mentioned in the Technical Capability.
6.2 EVALUATION PROCESS
A Bidder qualifying on the Technical Capability criteria would be considered technically capable and
only those Bidders who are found to be technically capable would be considered for further
evaluation.
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7 COVER 2 TECHNO BUSINESS PROPOSALThe Cover 2 submission i.e. Techno-Business Proposal of the Bidder shall be assessed at this
stage. The objective of the Techno-Business Proposal is to assess the understanding and
appreciation of the Project by the Bidders. Marks would be provided to the Techno-Business
Proposal by the evaluation committee of PIECC. The Bidders would be notified by a written
communication on the date, time and venue of the presentation for the Techno Business Proposal.
7.1 CONTENTS OF THE TECHNO-BUSINESS PROPOSAL
The Bidders would have to present its view on the concept for the project. The concept to be
presented shall be in compliance with the Applicable Law. The Bidder should present the following:
A write up on the proposed concept for the project elaborating the architects views, themes
and ideas. This write up should highlight the uniqueness of the views, themes and ideas to
be proposed by the Bidder.
Sketches of the concept based on the views, themes and ideas proposed by the Bidder.
The presentation structure for the Techno Business Proposal shall be communicated to the
qualified Bidders prior to the date of the presentations.
7.2 EVALUATION OF TECHNO-BUSINESS PROPOSALSAn Evaluation Committee shall be constituted by PIECC in order to assess the technical
competence of the Bidder in implementation of the Project and the responsiveness of the Techno
Business Proposal in respect to practicality of implementation.
7.3 EVALUATION METHODOLOGYThe evaluation shall be done by the Evaluation Committee based on the proposal provided, which
will be followed by a presentation by the Bidder. Each of the pre-qualified Bidders would be
expected to make a presentation to the Evaluation Committee constituted for the purpose of this
project. The Bidder shall also have to cover details of their experience in similar projects undertaken
in India or/ and abroad.
The objective of the above assessment shall be to rank the bids based on their respective scores.
The maximum marks that can be obtained by a Bidder shall be 100. This stage shall carry a
weightage of 90% (T%) in the overall evaluation process. Bidders shall obtain atleast 70 marks for
qualification to the next stage of evaluation.
PIECC would, however, at all times also retain the right to reject Bid in cases where PIECC (in its
sole opinion), considers the bid materially inconsistent, deficient, technically unsound or
unacceptable in any other respect.
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8 COVER 3 COMMERCIAL PROPOSAL EVALUATION
The Commercial Proposal evaluation seeks to select the entity offering the best commercial terms.
8.1 COMMERCIAL PROPOSAL PARAMETERS
The Commercial Proposals of all the Bidders would be evaluated on the basis of the quoted
Architectural Fees payable by PIECC.
The information provided shall be evaluated as per the format detailed in Section 14. The Bidders
are requested to note that the Architectural Fees has to be quoted only in Indian rupees. Any bids
received with the Architectural Fees quoted in any other currency or any combination with any other
currency will be treated as non-responsive. The Architectural Fees quoted should be inclusive of all
taxes.
8.2 EVALUATION OF COMMERCIAL PROPOSAL
The Commercial Proposals would be ranked in ascending order of the quoted Architectural Fees,
with the Bidder quoting the lowest Architectural Fees being ranked first. This stage shall carry a
weightage of 10% (P%) in the overall evaluation.
The lowest evaluated Commercial Proposal (Fm) will be given the maximum financial score (Sf) of
100 points. The financial scores (Sf) of the other Commercial Proposals will be computed as: Sf =
100 x Fm / F, in which Sf is the financial score, Fm is the lowest price and F the price of the
proposal under consideration.
Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using
the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial
Proposal; T + P = 1): S = St x T% + Sf x P%. The firm achieving the highest combined technical and
financial score will be declared as Successful Bidder.
The Commercial Proposal quoted by the Bidder shall be paid in such form and such instalments as
mentioned in the Agreement.
Bidders are requested to note that the Architectural Fees quoted should not have any conditionality
attached as indicated in the RFP document. Bids with conditions attached may be treated as non-
responsive and liable for rejection at the discretion of PIECC.
In the event that two or more Bidders, have the same combined technical and financial score,
PIECC may invite fresh Commercial Proposals from such Bidders. This process shall be repeatedfor two times if similar situation arises. However, even after taking such repeated steps the situation
remains unchanged then the bid selection would be settled through drawing of lots among the tied
Bidders.
8.3 COMMERCIAL PROPOSAL: INFORMATION FORMATS
The information requirements and guidelines for submission of the Commercial Proposal are
detailed in Section 14.
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9 ACKNOWLEDGEMENT OF RECEIPT OF RFP DOCUMENT AND NOTICE OF INTENT TOSUBMIT PROPOSALS
(To be provided on the letterhead of the Bidder. The acknowledgment should be sent within one week ofreceipt of the RFP document)
Date:
Place:
To
The Director,
Pune International Exhibition and Convention Centre, Moshi,
Pimpri Chinchwad New Town Development Authority,
Sector 24, Nigdi,
Pune 411044, Maharashtra
Ph: 02027657645, Fax: 020-27653670
Dear Sir,
Sub: Concept Design for Pune International Exhibition & Convention Centre at Moshi
The undersigned hereby acknowledges and confirms receipt of the Request for Proposal (RFP)
document from PIECC and conveys its intention to submit Bids for the Concept Design for Pune
International Exhibition & Convention Centre at Moshi.
Thanking you,
Yours sincerely,
For and on behalf of : (here enter the name of the Bidder and the Company Seal)
Signature : (Authorised Representative and Signatory)
Name of the Person :
Designation :
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10 FORMAT OF THE COVERING LETTER
(The covering letter is to be submitted by the Bidding Company along with the Cover 1 of the Bid. To beprovided on the Companys letterhead)
Date:
Place:
To
The Director,
Pune International Exhibition and Convention Centre, Moshi,
Pimpri Chinchwad New Town Development Authority,
Sector 24, Nigdi,
Pune 411044, Maharashtra
Ph: 02027657645, Fax: 020-27653670
Dear Sir,
Sub: Concept Design for Pune International Exhibition & Convention Centre at Moshi
Please find enclosed one (1) original + two (2) copies of our Bid in respect of the project, Concept
Design for Pune International Exhibition & Convention Centre at Moshi in response to the
Request for Proposal(RFP) Document issued by the PIECCdated ----, 2010.
We hereby confirm the following:
1. The Bidis being submitted by (name of the Bidding Company) who is the
Bidding Company,in accordance with the conditions stipulated in the RFP.
2. We have examined in detail and have understood the terms and conditions stipulated in the
RFP Document issued by PIECC and in any subsequent communication sent by PIECC. We
agree and undertake to abide by all these terms and conditions. Our Bid is consistent with all
the requirements of submission as stated in the RFP or in any of the subsequent
communications from PIECC.
3. The information submitted in our Bid is complete, is strictly as per the requirements as
stipulated in the RFP, and is correct to the best of our knowledge and understanding. We
would be solely responsible for any errors or omissions in our Bid.
4. We confirm that our Commercial Proposal does not contain any Conditions.
5. The Bidding Company satisfies the legal requirements and meets all the eligibility criteria laid
down in the RFP.
6. A Power of Attorney from the Bidding Company authorising the undersigned as the Authorised
Representative who is authorised to perform all tasks including, but not limited to providing
information, responding to enquiries, entering into contractual commitments on behalf of the
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Bidder, etc., in respect of the Project is included as a part of the Proposal.
7. We confirm that our Bid is valid for a period of 180 days from the last date of submission of the
Bid.
For and on behalf of :
Signature :
(Authorised Representative and Signatory)
Name of the Person :
Designation :
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11 FORMAT OF POWER OF ATTORNEY FOR AUTHORISED REPRESENTATIVE
(To be executed on a Non-judicial Rs. 100 Stamp Paper as per the Stamp paper Act prevailing in the State ofMaharashtra)
Power of Attorney
Know all men by these presents, We.(name and address of the registered office)
do 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 on our behalf, all such acts, deeds and
things necessary in connection with or incidental to our proposal for the project Concept Design for
Pune International Exhibition & Convention Centre at Moshi, including signing and submission of all
documents and providing information / responses to Pune International Exhibition & Convention
Centre, Moshi ("PIECC"), representing us in all matters before PIECC, and generally dealing with
PIECC in all matters in connection with our Proposal for the said 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 by our aforesaid attorney shall and
shall always be deemed to have been done by us.
For ___________________________ (Signature)
(Name, Title and Address)
Accepted
.. (Signature)
(Name, Title and Address of the Attorney)
Note:
In case of Bidders who are not resident in India, the Power of Attorney may be submitted on plain paper
attested by any authorised officer of the Embassy of India and duly stamped by the Registration
Department of the Government of Maharashtra.
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 the executant (s) and when it is so required the
same should be under common seal affixed in accordance with the required procedure.
Also, wherever required, the Bidder should submit for verification the extract of the charter documents
and documents such as a resolution/ power of attorney in favour of the Person executing this Power of
Attorney for the delegation of power hereunder on behalf of the Bidder.
In case an authorised Director of the Bidder signs the Proposal, a certified copy of the appropriate
resolution conveying such authority may be enclosed in lieu of the Power of Attorney.
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12 DESCRIPTION OF THE BIDDING COMPANY
Details of Bidding Company:
Name of the Bidding Company
Address of the Registered/ Head
Office of the Bidding Company
Contact Number & E-mail id:
Name of the Authorised
Representative as per the Power of
Attorney and his Contact No. & E-mail
id.
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13 FORMAT FOR UNDERTAKING
(To be executed on a Non-judicial Rs. 100 Stamp Paper as per the Stamp paper Act prevailing in the State ofMaharashtra)
The information/ documents submitted by us are true to our knowledge and if the information/
documents so furnished shall be found to be untrue or false, the Bid shall be liable to be disqualified
and our Bid security accompanying the Bid will be forfeited.
Also we are aware that if the information/ document furnished is found to be untrue or false during
the currency of contract, then our contract is liable to be terminated.
We hereby declare that we have made ourselves thoroughly conversant with the specifications,
conditions laid by PIECC for this Bid and we have understood the same before submitting this Bid.
We hereby certify and confirm that in the preparation and submission of our Bid for the proposals
listed below, we have not acted in concert or in collusion with any other Bidder or other person(s)and also not done any act, deed or thing which is or could be regarded as anti-competitive.
We further confirm that we have not offered nor will offer any illegal gratification in cash or in kind to
any person or agency in connection with the instant proposals.
We agree that the amount of Bid security shall be liable to be forfeited by PIECC, should we fail to
abide by the stipulation to keep the offer open for a period of not less than 180 days from the date
fixed for opening the same and thereafter until it is withdrawn by us by the notice in writing duly
addressed to the authority opening the Bid.
Bidder _______________________
Address ________________________
________________________
Dated the ________ day of ______________ 2010 Signature of Bidder
Witness
Address ________________________
________________________
Dated ____ day of ________ 2010 Signature of Witness
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14 COMMERCIAL PROPOSAL FORMAT
(To be provided on the letterhead of the Bidding Company)
Date:Place:
To
The Director,
Pune International Exhibition and Convention Centre, Moshi,
Pimpri Chinchwad New Town Development Authority,
Sector 24, Nigdi,
Pune 411044, Maharashtra
Ph: 02027657645, Fax: 020-27653670
Dear Sir,
Sub: Concept Design for Pune International Exhibition & Convention Centre at Moshi
Please find enclosed our Commercial Proposal which PIECC shall pay for the Concept Design for
Pune International Exhibition & Convention Centre at Moshi in response to the Request for
Proposal (RFP) Document issued by the PIECC dated ___ 2010.
In FiguresOur complete offer of ArchitectFees in Indian Rupees chargeablefrom PIECC for the Project In Words
The above figures shall be inclusive of all taxes.
Thanking you,
Yours sincerely,
For and on behalf of : (here enter the name of the Bidder and the Company Seal)Signature : (Authorised Representative and Signatory)
Name of the Person :
Designation :
Note:
In case of a discrepancy between the Architect Fees expressed in figures vis--vis the Fees expressed in
words, the latter shall govern.
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