Minutes of Pre-Bid Meeting held on 28.12.12 ... - Stscodisha.gov.in

EoI No: TD-I (TSP)-71/12ST&SC Development Department, Block No-7, Odisha Secretariat, Bhubaneswar,Odishawww.stscodisha.gov.ine-mail: stscdev@gmail.com and cc to gajanandsag@gmail.com<strong>Minutes</strong> <strong>of</strong> the <strong>Pre</strong>-<strong>Bid</strong> <strong>Meeting</strong> Held for the EOI on Empanelment <strong>of</strong> Architect Firms forpreparation <strong>of</strong> various drawings and designs <strong>of</strong> several civil construction worksundertaken by SSD Department.Date: 28 th December 2012Time: 12:30 PM.Venue: Conference Hall, SCSTRTI, Bhubaneswar.1. Participants List: From SSD DepartmentSr. No. Name <strong>of</strong> Participants Organization / Designation1 Pr<strong>of</strong>. (Dr.) A.B Ota, IAS Director (ST) cum Additional Secretary, SSDDepartment.2 Shri. Ashok Pattnayak Technical Executive, PMU, ST&SC DevelopmentDepartment, Odisha.3 Shri. Gajanan Rauta Project Coordinator, PMU, ST&SC DevelopmentDepartment.2. Participants List: From Prospective Agencies. (Refer Attendance Sheet at Annexure-I)3. During the meeting various queries were raised by the participating agencies, for which thequery and the respective compliance are mentioned below.Sr. No Reference Clarification Sought Comments/ Clarifications1 Page-13 EMD <strong>of</strong> Rs. 10,000may be waved out asit contradictsArchitect Act 1972It is clarified that the EMD <strong>of</strong> Rs. 10,000/- is waivedand at this stage, the agencies need not submit theirEMD. However, the Document development fee <strong>of</strong>Rs. 1000/- need to be submitted along with the2 Types <strong>of</strong> Projects,their average values,aprox location <strong>of</strong>projects may pleasebe mentioned.technical bid document.It is clarified that the department undertakes varioustypes <strong>of</strong> civil construction works viz.a) Residential/ Non residential Educational infrastructureb) Hostel building ranging from 100 seated to 500 seated.c) Toilets at schools and hostelsd) Staff Quartere) Multi purpose hallf) Dining cum Kitchen buildingg) Boundary wallh) Gate complexi) Additional class roomsj) Up gradation <strong>of</strong> building worksk) Agro and retail out letsl) Godowns and storage buildingsm) Cold storage unitsn) Roads, bridges and culverts etc.The above works are tentative and the departmentshall undertake new category <strong>of</strong> works as and whenrequired.Page 1 <strong>of</strong> 7<strong>Minutes</strong> <strong>of</strong> the <strong>Pre</strong>-<strong>Bid</strong> <strong>Meeting</strong> Held for the EoI on Empanelment <strong>of</strong> Architect Firms for preparation <strong>of</strong>drawings and designs <strong>of</strong> various civil construction works undertaken by ST&SC DevelopmentDepartment.

3 Is there anyrequirement tosupervise the projectduring construction?4 Is there any site visitrequired forpreparation <strong>of</strong>drawings/ designs/estimates.5 Will Departmentfurnish allinformation requiredby consultant for theprupose <strong>of</strong> design.6 The EOI is silentabout EnergyConservation Act-2001. As per said act,a building havingcertain criteria shouldbe designed as perOdisha EnergyConservation buildingcode. Would you liketo give exculsiveweight- age duringfinancial evaluationfor previousexperience <strong>of</strong> makingenergy efficientbuildings.7 What is the Location /Location <strong>of</strong> theProject?8 What is theApproximate budget<strong>of</strong> the projects?No, The selected agency has to prepare the blue print<strong>of</strong> the master drawing, design, estimate only and thedepartment will prepare the detailed workingdrawings/ designs/ estimates etc by its ownengineering wing. However, at the time <strong>of</strong>preparation <strong>of</strong> detailed drawings/ designs/ estimatesetc, the department may seek clarification on theinitial master lay out plans and estimates submittedby the agency.The agencies may visit the site before preparation <strong>of</strong>the plans and estimates, however, it is not mandatoryfor them. In case, a site specific design is required,the deptt. will arrange for the site visit <strong>of</strong> theengineer/ Architect/ representative <strong>of</strong> the agency tovisit the site and prepare the design.The department will inform the agency about itsrequirements on individual works viz. the type <strong>of</strong>work, the specifications/ dimensions to be complied,the location <strong>of</strong> the project, the land availability etc.On the basis <strong>of</strong> the requirement <strong>of</strong> the department,the agency has to prepare the lay out plans andestimates.As the department is keen to construct qualityinfrastructure at the same time follows the norms <strong>of</strong>building codes, the infrastructure so created shall bein coherence with the energy efficient infrastructure.The technical evaluation <strong>of</strong> the bidders shall becarried out as per the parameters defined in clauseH.1 <strong>of</strong> the EoI document. However, the departmentshall give due weightage to bidders having pastexperience <strong>of</strong> designing Energy efficient buildings.The location <strong>of</strong> the projects will be across the state <strong>of</strong>Odisha. However, major works are concentrated inthe TSP areas <strong>of</strong> the state.It is clarified that the cost <strong>of</strong> the project will varyfrom project to project. It will be difficult to ascertainthe value <strong>of</strong> the project at this point <strong>of</strong> time.However, the building norms <strong>of</strong> the PWD departmentand the space norms <strong>of</strong> the existing schemes shall befollowed at the time <strong>of</strong> preparation <strong>of</strong> designs andestimates.Page 2 <strong>of</strong> 7<strong>Minutes</strong> <strong>of</strong> the <strong>Pre</strong>-<strong>Bid</strong> <strong>Meeting</strong> Held for the EoI on Empanelment <strong>of</strong> Architect Firms for preparation <strong>of</strong>drawings and designs <strong>of</strong> various civil construction works undertaken by ST&SC DevelopmentDepartment.

9 Approximate area tobe developed10 Is the authorityapprovals areinvolved or not?11 Are you planning forlow cost housing?12 Are you planning forgreen building?13 Soil survey ortopographical will bein whose scope?14 In the financial bidformat, the quotes areasked in % value <strong>of</strong>the project cost.However, thecomponents likeapplicable taxes,grand total in (INR)and Grand total in(Fig) are mentioned.Kindly clarify?15 Request for extension<strong>of</strong> Date <strong>of</strong> submission<strong>of</strong> the <strong>Bid</strong>.Each <strong>of</strong> the project is <strong>of</strong> different nature and thedimensions/ space norms vary from project toproject. At the time <strong>of</strong> preparation <strong>of</strong> plans andestimates, the department shall inform about therequirements and on the basis <strong>of</strong> the requirements,the designs are to be prepared.It is clarified that the agency has to only submit thelay out plans and preliminary cost estimatesdeveloped on the basis <strong>of</strong> the requirement <strong>of</strong> thedepartment and building norms. The department shalltake necessary approval from authority/ies forconstruction <strong>of</strong> the proposed infrastructure.The department is looking for quality infrastructureand the works should be technically pro<strong>of</strong>ed.However, the department will encourage to bringinnovative solutions to the infrastructure work without compromising to the technical soundness andquality <strong>of</strong> the infrastructure works.The department shall look for energy savyinfrastructure.It is clarified that the department through its ownengineering wing shall prepare the detailed costestimate, where in the soil survey, topographicalsurvey shall be carried out. However, in case it isrequired, the agencies shall be requested to carry outthe same and the cost to wards the survey work shallbe borne by the department.It is clarified that the financial bid (Part-A) shall bequoted in terms <strong>of</strong> % value <strong>of</strong> the total project costand not in form <strong>of</strong> INR. However, in Part-B <strong>of</strong> thefinancial bid, the quote is to be in the form <strong>of</strong> INR.The revised financial bid is placed at Annexure-II forreference.The department has considered the request and thedate <strong>of</strong> submission <strong>of</strong> the bid is extended up to 16 thJanuary 2013. The bids shall be received up to 15:00Hrs. The Technical bid shall be opened at 17:00 Hrson the same day.Page 3 <strong>of</strong> 7<strong>Minutes</strong> <strong>of</strong> the <strong>Pre</strong>-<strong>Bid</strong> <strong>Meeting</strong> Held for the EoI on Empanelment <strong>of</strong> Architect Firms for preparation <strong>of</strong>drawings and designs <strong>of</strong> various civil construction works undertaken by ST&SC DevelopmentDepartment.

Annexure-IPage 4 <strong>of</strong> 7<strong>Minutes</strong> <strong>of</strong> the <strong>Pre</strong>-<strong>Bid</strong> <strong>Meeting</strong> Held for the EoI on Empanelment <strong>of</strong> Architect Firms for preparation <strong>of</strong>drawings and designs <strong>of</strong> various civil construction works undertaken by ST&SC DevelopmentDepartment.

Page 5 <strong>of</strong> 7<strong>Minutes</strong> <strong>of</strong> the <strong>Pre</strong>-<strong>Bid</strong> <strong>Meeting</strong> Held for the EoI on Empanelment <strong>of</strong> Architect Firms for preparation <strong>of</strong>drawings and designs <strong>of</strong> various civil construction works undertaken by ST&SC DevelopmentDepartment.

Format-II (For works worth less than 20 lakh)FINANCIAL BID FORMATsAnnexure-IIEoI Notice No. :To:The Director (ST)ST&SC Development DepartmentOdisha SecretariatBhubaneswarSir:I/We hereby bid for providing the services for preparation <strong>of</strong> Plans, Estimates for various civilprojects to be under taken by the ST&SC Development Department, as PER THE TERMS OFREFERENCE GIVEN IN THIS TENDER Document within the time specified and in accordancewith the specifications, design and instructions as per Special Terms and Conditions as well asGeneral Terms and Conditions. The rates are quoted in the prescribed format given below:Part-A: Financial <strong>Bid</strong> for the Consultancy AssignmentSr. No Type <strong>of</strong> Work Consultancy fee (In % value)<strong>of</strong> total value <strong>of</strong> the project1 <strong>Pre</strong>paration <strong>of</strong> Lay out plan2 <strong>Pre</strong>paration <strong>of</strong> Estimates3 <strong>Pre</strong>paration <strong>of</strong> Structural drawingsTotalApplicable Taxesa) Service Taxb) Any other (Specify)Grand Total (Percentage)Part-B: Financial bid for Supply <strong>of</strong> Hard copy <strong>of</strong> the plans and estimatesSr. No Type <strong>of</strong> Work Consultancy fee (In INR)1 Supply <strong>of</strong> 1 set <strong>of</strong> Hard copy <strong>of</strong> the Plans andestimates finalized by the authority.2 Charge towards single copies <strong>of</strong> blue print.Amount (INR)Amount in (Figure)The rates indicated are all-inclusive and are valid for the contract period.Figures for all the items mentioned above will have to be filled by the bidder in percentage, failingwhich the <strong>of</strong>fer is liable to be considered as non-responsiveIn the event <strong>of</strong> discrepancy in the financial quote between the words and the figures the financialquote indicated in words will be considered final.Signature <strong>of</strong> the <strong>Bid</strong>der with SealPage 6 <strong>of</strong> 7<strong>Minutes</strong> <strong>of</strong> the <strong>Pre</strong>-<strong>Bid</strong> <strong>Meeting</strong> Held for the EoI on Empanelment <strong>of</strong> Architect Firms for preparation <strong>of</strong>drawings and designs <strong>of</strong> various civil construction works undertaken by ST&SC DevelopmentDepartment.

Format-II (For works worth more than 20 lakh)FINANCIAL BID FORMATsEoI Notice No. :To:The Director (ST)ST&SC Development DepartmentOdisha SecretariatBhubaneswarSir:I/We hereby bid for providing the services for preparation <strong>of</strong> Plans, Estimates for various civilprojects to be under taken by the ST&SC Development Department, as PER THE TERMS OFREFERENCE GIVEN IN THIS TENDER Document within the time specified and in accordancewith the specifications, design and instructions as per Special Terms and Conditions as well asGeneral Terms and Conditions. The rates are quoted in the prescribed format given below:Part-A: Financial <strong>Bid</strong> for the Consultancy AssignmentSr. No Type <strong>of</strong> Work Consultancy fee (In % value)<strong>of</strong> total value <strong>of</strong> the project1 <strong>Pre</strong>paration <strong>of</strong> Lay out plan2 <strong>Pre</strong>paration <strong>of</strong> Estimates3 <strong>Pre</strong>paration <strong>of</strong> Structural drawingsTotalApplicable Taxesa) Service Taxb) Any other (Specify)Grand Total (Percentage)Part-B: Financial bid for Supply <strong>of</strong> Hard copy <strong>of</strong> the plans and estimatesSr. No Type <strong>of</strong> Work Consultancy fee (In INR)1 Supply <strong>of</strong> 1 set <strong>of</strong> Hard copy <strong>of</strong> the Plans andestimates finalized by the authority.2 Charge towards single copies <strong>of</strong> blue print.Amount (INR)Amount in (Figure)The rates indicated are all-inclusive and are valid for the contract period.Figures for all the items mentioned above will have to be filled by the bidder in percentage, failingwhich the <strong>of</strong>fer is liable to be considered as non-responsiveIn the event <strong>of</strong> discrepancy in the financial quote between the words and the figures the financialquote indicated in words will be considered final.Signature <strong>of</strong> the <strong>Bid</strong>der with SealPage 7 <strong>of</strong> 7<strong>Minutes</strong> <strong>of</strong> the <strong>Pre</strong>-<strong>Bid</strong> <strong>Meeting</strong> Held for the EoI on Empanelment <strong>of</strong> Architect Firms for preparation <strong>of</strong>drawings and designs <strong>of</strong> various civil construction works undertaken by ST&SC DevelopmentDepartment.