RFP for Consultancy Services for the Detail Designing & Supervision of IMSciences Buildings
1. Introduction:
Institute of Management Sciences (IMSciences), Peshawar, under the HEC funded project namely
“Enhancement of Infrastructure at Institute of Management Sciences, Peshawar” intends to procure
consultancy services for detail designing and supervision of various buildings/civil works at IMSciences
campus situated at Phase-7, Hayatabad, Peshawar. The total covered area of all buildings is 127,409 sft
having approximate cost of Rs. 325.00 millions.
2. Scope of Work / ToRs:
Following requirements define the scope of work and technical details of this tender.
2.1 Detailed designing for the following buildings/Civil Works:
a. 38,367 sft of Boys Hostel for 200 students;
b. 31,779 sft of Research and Seminars Block;
c. 12,312 sft of Student Teacher Centre facility;
d. 18,171 sft of gymnasium for sports facilities;
e. 6,480 sft additional floor on existing visiting faculty hostel;
f. 20,300 sft of underground parking facility.
2.2 Preparation of Bill of Quantities (BoQs) and Tender Documents for the above works;
2.3 Assist the Institute in the prequalification of the contractors;
2.4 Assist the Institute in Bids/Tenders evaluations and award of contracts;
2.5 Review the existing Master Plan of IMSciences and suggest improvements without disturbing the
green areas earmarked in the original Master Plan;
3. Conceptual & Preliminary Architectural Design Phase:
3.1 The Consultant will prepare conceptual architectural design / drawings / outline proposal for all types
of buildings of the project i.e. Research & Seminar Block/Gymnasium/ Boys Hostel/Student Teacher
Centre/ Underground Parking/ Additional Floor on Visiting Faculty Hostel in conformity with the
Master Plan.
3.2 The preliminary architectural designs will have sufficient detail to enable preparation of rough cost
estimates on unit area basis and will include architectural plans and elevations.
3.3
This process will include the proposals to be prepared by the Consultants with the clients
provided façade with changes that the consultants deem appropriate and review by the Client and
changes , if any suggested by the Client .
4. Design Development Phase
From the approved Master Plan & Preliminary Design Studies , the Design Development Document for
the project’s proposed buildings/ facilities consisting of plans, elevation and section drawing to a scale not
less than 1”inch to 16’feet or larger if deemed necessary will be prepared to fix and illustrate the size and
character of the entire buildings including information regarding the proposed finishes and any other
pertinent details for the appreciation of the proposal and would incorporate all the observations , if any
and provided in time made by the client on preliminary design . Drawings will generally be prepared
using the computerized Auto Cad System.
1
RFP for Consultancy Services for the Detail Designing & Supervision of IMSciences Buildings
5. Detail Design / Working drawing Phase
Based on the approved preliminary designs/ drawings, the consultants will prepare detailed architectural,
structural and utilities design of the project buildings/ facilities in accordance with the standard
architectural and engineering practices suited to local conditions. The detailed designs will include:
a) Architectural design including plans, elevations, sections and other details, schedule of doors and
windows, floor finishes etc.
b) Structural design including the framing plans and structural detailed of foundations, beams,
columns and slabs etc.
c) Water supply, sewerage, drainage and sanitary designs including internal water supply lines and
sanitary fixtures etc.
d) Electrical drawings including electrical installations, size of cables, phase distributions & line
diagrams.
e) Telephones , intercommunication and public address system designs
f) Provisions to facilitate fire-fighting and fire alarm system ( if required )
g) Layout of proposed buildings and road network; parking area external services including water
supply, sewerage, drainage, electrification, footpaths and landscaping.
6. Tender Documents, Bill of Quantities & Cost Estimate:
After approval of the draft documents by the Client, the Consultant will prepare and submit seven sets of
following documents:a. Invitation of Bids , Tender Documents comprising of instructions to Tenderers, Condition of
Contract, Contract forms etc.
b. Bill of Quantities.
c. Cost Estimates.
d. Technical Specifications/Rate Analysis relating to selected non-scheduled items of the works.
e. These documents shall be prepared in such a manner the Client may ask the Consultant to
Prepare a Separate BOQ for selected portions of the whole building plan or storey-wise
construction of selected buildings and these be separately tenderable as the Client may not be
able to implement the whole plan in one operation or package.
7. Bidding Assistance:
The Consultant will advise the Client in the pre-qualification and selection of the Contractor for
construction of above mentioned works of the project. The Consultant will scrutinize the tenders, evaluate
bids, prepare recommendations and submit the report to the Client. The Consultant will assist the Client
in preparing letter to intent/ contact for the accepted tender proposals.
8. Detail Supervision:
The Consultant will undertake detailed supervision of the various stages of the project construction. The
Consultant will appoint a professional Resident Engineer along with Quantity Surveyor cum Site
Supervisor at site to assure proper and effective execution of construction. The supervision to be
undertaken by the Consultants will include:-
2
RFP for Consultancy Services for the Detail Designing & Supervision of IMSciences Buildings
a)
Administration:
i.
ii.
iii.
iv.
v.
vi.
vii.
b)
To act as the authorized representative of the Client , in charge of checking the quality
and quantity of construction work, to see, its compliance with specifications, drawings
and other parts of the construction contract
To maintain a filing system of all correspondence between the Institute, the Contractor
and the Consultants.
To maintain his own detail measurement record on prescribed measurement sheets of all
construction/civil works;
To keep current a set of record drawings and specifications by noting on changes in
deviations from the original contact documents.
Will see that all Bonds/Policies/Guarantees submitted by the Contractor for execution of
the project remain valid during the entire approved construction period.
Maintaining a monthly log, giving brief description of construction progress, meetings
held, decisions taken and other important events related to construction works.
Judging whether the quality and quantity of personnel assigned to various tasks by the
contractor is commensurate with the job requirement. Advising the Client & the
Contractor if changes are required in the construction Contactor’s work staff.
Inspection and Acceptance:
i.
ii.
iii.
iv.
v.
vi.
vii.
The Consultant would check the layout and exact location of the design buildings and any
other structure in relation to the benchmark and baseline.
Re-adjusting the layouts and / or design if such re-adjustment proves necessary with
consent of the Client.
Will check that the work is being carried out in accordance with final approved drawings,
specification and tender documents.
Would see that selection and use of building materials is in accordance with the approved
specifications. Would establish procedures and criteria for required testing of structural
and other materials and examine test reports.
Will suspend the construction whenever plans are not being accurately implemented or
the work is not being done according to the specifications and further recommend to the
Client action against Contractor for defective constriction work.
See that the work has been completed in accordance with the requirements of the contract
and to the satisfaction of the Client.
Issue a substantial completion certificate to the Contractor or completion of the project.
3
RFP for Consultancy Services for the Detail Designing & Supervision of IMSciences Buildings
9.
Bidding Procedure:
It will be a “Single Stage - Two Envelope” procedure:
9.1 The bid shall comprise of a single package containing two separate envelopes. Each envelope shall
contain separately the financial proposal and the technical proposal;
9.2 The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in
bold and legible letters to avoid confusion;
9.3 Initially only the envelope marked with “TECHNICAL PROPOSAL” shall be opened in the presence
of interested bidders;
9.4 The Technical Committee shall evaluate the technical proposal based on the Pakistan Engineering
Council (PEC) standard “Evaluation Criteria”:
9.5 The envelope marked as “FINANCIAL PROPOSAL”, will be retained by the procuring agency;
9.6 The financial proposal of bids shall be opened in the presence of interested bidders or their
representatives at a time, date and venue to be specified in due course of time;
9.7 After the evaluation and approval of the technical proposal the Procurement Committee shall open the
financial proposals of the technically accepted bids only. The financial proposal of bids found
technically non-responsive shall be returned un-opened to the respective bidders;
9.8 Earnest money should be enclosed in a separate envelope marked clearly as “EARNEST MONEY”
and submitted separately along with both the proposals.
10.
Compulsory Attachments:
The following information must be included in the technical proposal:
10.1 Name of the firm, Telephone No(s) and organizational structure with permanent address(es) as well
as names of key personnel on the regular payroll along with their CVs;
10.2 Registration with Pakistan Engineering Council (PEC) as consultant in the relevant field along with
valid copy of registration;
10.3 Details of similar projects/works executed during the past 05 years indicating scope of works,
estimated cost and time taken for completion duly verified by the concerned department(s).
10.4 National Tax Number/Certificate;
10.5 Affidavit (on judicial stamp paper) to the effect that the Firm/Company is/was not involved in any
litigation and has never been blacklisted by any agency nor is/was involved in any subversive
activities in the past.
10.6 Affidavit (on judicial stamp paper) to the effect that the information given in the application is/are
true and correct and that in the event of any misleading information, the applicant is liable to
disqualification;
10.7 Certificate from their bank certifying their sound financial position and credit limit from the bank or
any appropriate documentary proof (e.g. Annual Audit Report), showing the financial strength of the
bidders;
11.
General Terms And Conditions;
Bidders are requested to read carefully the following terms and conditions and sign the Bids in token of
having understood and accepted the same in all respects. All or any of the provisions of the terms and
4
RFP for Consultancy Services for the Detail Designing & Supervision of IMSciences Buildings
conditions may be changed/altered/modified/deleted/added or amended by the Institute as and when
deemed suitable/necessary. Bids which are incomplete or which do not fulfill the requirements given
hereinafter may be rendered disqualified.
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.
12.
Bidders are required to submit financial proposal on the prescribed format given in the RFP;
Bidders are required to submit their financial proposals in PAK Rupees (PKR);
The prices quoted should be inclusive of all taxes;
Bidders shall submit a signed letter with official stamp affixed on it as per the format given in
Annex I as a cover letter to the Bid/Proposal.
Earnest Money (refundable) @ 2% of the quoted price shall be remitted with the bid in the
form of Bank Draft/Call Deposit//Pay Order in favor of the project titled, “Enhancement of
Infrastructure at Institute of Management Sciences, Peshawar”, without which no
quotations(s) will be accepted for consideration;
The prices quoted shall be binding on the tenderer for a period of at least 90 days;
Taxes will be recovered as per rules and regulations of the government;
The decisions of IMSciences will be binding on all concerned and will in no case be
challengeable at any forum or any court of law;
Bids are liable to be rejected if; they are not conforming the terms, conditions and
specifications stipulated in this RFP;
During the examination, evaluation and comparison of the bids, the IMSciences at its sole
discretion may ask the bidder for clarifications of its bid;
The request for clarification and the response shall be in writing. However, no change in the
price or substance of the bid shall be sought, offered or permitted after bid submission;
If there is a discrepancy between unit price and total price in the submitted bid which is
obtained by multiplying the unit price and quantity, the unit price shall prevail and total price
shall be corrected. If there is a discrepancy between the words and figures, the amount in
words shall prevail. If there is a mistake in addition/ totaling, that shall be corrected. If the
bidder does not accept the corrected amount of bid, his bid shall be rejected;
Incomplete and conditional Bids or Bids submitted via email or fax will not be entertained;
EVALUATION CRITERIA:
The marking will be done as per the following criteria:
Passing Marks:
The bids will be evaluated as per the standard criteria of Pakistan Engineering Council (PEC) for
engineering consultancy services. The passing marks in the technical evaluation has been fixed as 70%.
Final Evaluation:
The final evaluation will be made as per quality and cost based selection method according to the
following weightage criteria:


Technical Evaluation…………..……………80%
Financial Bid………………….…………….20%
Total……………………………….100%
5
RFP for Consultancy Services for the Detail Designing & Supervision of IMSciences Buildings
13.
CLARIFICATIONS
Queries regarding this RFP shall be submitted in writing to:
Manager P&D,
Institute of Management Sciences,
1-A, Sector E-5, Phase-VII, Hayatabad
Hayatabad, Peshawar
Phone: +92-(091)-5861024-05
Fax: +92-(091) 5861026
6
RFP for Consultancy Services for the Detail Designing & Supervision of IMSciences Buildings
Annex I
PROPOSAL SUBMISSION FORM
The Director,
Institute of Management Sciences,
1-A, Sector, E-5, Phase-VII,
Hayatabad, Peshawar.
Sir,
We, the undersigned, offer to provide the consulting services For “Consultancy for detailed designing and
supervision of IMSciences buildings situated at the Institute of Management Sciences, Phase-7,
Hayatabad, Peshawar in accordance with your Request for Proposal. We are hereby submitting our
Financial Proposal along with Technical Proposal, sealed in separate envelopes.
We understand you are not bound to accept any proposal you receive and reserves the right to accept or
reject any offer and to annul the bidding process and reject all proposals without assigning any reason or
having to owe any explanation whatsoever.
The decision of evaluating committee shall be final and cannot be challenged on any ground at any forum
and the evaluating committee will not be liable for any loss or damage to any party acting in reliance
thereon.
We remain,
Yours’ sincerely
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
Stamp/Seal:
7
RFP for Consultancy Services for the Detail Designing & Supervision of IMSciences Buildings
Annex II:
Firm’s References
Relevant services carried out in the last five years that best illustrate qualifications:
Using the format below, provide information on each reference assignment for which your firm/entity,
either individually as a corporate entity or as one of the major companies within an association, was
legally contracted.
Assignment Name:
Country:
Location within Country:
Key Professional Staff
Provided
by
Your
entity(profiles):
NO. of Staff:
Name of Client:
Address:
Start Date
(Month/Year):
Firm/
NO. of Staff-Months; duration of
assignment:
Completion
(Month/Year)
Date Approx. Value of Services (in
Current):
Name of Associated Consultants, if any:
NO of Months of Professional
Staff Provided by Associated
Consultants:
Name of Senior Staff (Project Director/Coordinator, Team Leader) involved and functions performed:
Narrative Description of Project:
Description of Actual Services Provided by Your Staff:
Firm’s Name: ______________________________________________________
8
RFP for Consultancy Services for the Detail Designing & Supervision of IMSciences Buildings
Annex III
FINANCIAL PROPOSAL
S.No Description
1
2
3
4
Soil Investigation
Revised Master Planning of 25
Kanals Area
Detailed Engineering Designing,
Preparation of BOQs, Cost
Estimates, Tender Documents &
Bids Evaluation (Approximate Cost
Rs. 325.00 Millions / Covered Area
127,409 sft)
Detailed Supervision for 30 Months
(2 No Staff i.e Resident Engineer &
Quantity Surveyor/Site Supervisor)
Unit
Unit Rate
Lump Sum
-
Amount in
Pak Rs.
Per Kanal
%age of Cost
Per Month
Total
Authorized Signature: _____________________________________________________
Name and Title of Signatory: ________________________________________________
Name of Firm: ___________________________________________________________
Address: ________________________________________________________________
Stamp/Seal: ______________________________________________________________
9