Request for Proposal

MEPFF Design

Request for Proposal (RFP)

MEPFF Design Consultancy Services

For
Proposed Residential Development
Andheri (W), Mumbai

July 2022

Confidentiality

This RFP is both confidential and proprietary to Client and Client reserves the right to recall
the RFP in its entirety or in part. Recipients must not, and agree that they will not, duplicate,
distribute or otherwise disseminate or make available this document or the information
contained in it to a third party without the prior written consent of Owner. Consent shall be
deemed granted only if provided in writing by the individual listed as the Owner's RFP
Representative or designee. Notwithstanding the foregoing, recipients may make this
document available to those employees who have a need to know its contents in order to
participate in the response to this RFP. Recipients shall not include or reference this RFP
in any publicity without prior written consent from Owner which, if granted, shall be provided
only by the individual listed as the Owner's RFP Representative or designee.

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Contents

This Request for Proposal (RFP) document has been prepared on behalf of the Owner to invite
Charrette design from suitability qualified Consultants. This document comprises the following:

Reference Title Page

Section 1 Introduction 3
Section 2 Instructions to Tenderer (s) 4
Section 3 Technical Submittals 7
Appendix A Conditions of Engagement/ Standard Consultancy 10
Agreement
Annexure 1 (i) Design Brief, Development Project Particulars & Site 11
Annexure 1 (ii) Scope of Services 12
Annexure 1 (iii) Programme & Key Date Schedule 23
Annexure 1 (iv) Deliverables 26
Annexure 2 General Compliance certificate 28
Annexure 3 Fee Schedule and payment terms 31
Annexure 4 Documents, Equipment, Facilities to be provided by the 34
Owner
Annexure 5 Actions of the Consultant requiring Clients prior approval 35
Annexure 6 Consultants Organization for the Project and relevant 36
CVs
Annexure 7 Agreed changes / amendments to any Standard Clauses 37
Appendix C Empanel Form 38
Appendix D Trade license, PI/PL certificates 39

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Section 1: Introduction

1.0 General
This Request for Proposal (RFP) provides details of the MEPFF Design consultancy services
to be rendered by the prospective organizations for the upcoming mixed-use Residential
development in Moti Nagar, New Delhi.

The primary purpose of the Request for Proposal is to define the scope and the process that must
be adhered to by the Consultant in undertaking the Services and to enable submission of a valued
offer.

The sections that follow herewith describe the roles and responsibilities envisaged at different
stages of the services highlighting the coordination requirements with other disciplines.

The schedules attached to this document give details of the envisaged Consultancy Agreement.
Specifically, the Project Details are included in Annexure 1(i) and the general Scope of Services
is included in Annexure 1(ii).

The annexures and appendices contain specific information on submission format for the fee
proposal, Annexure 3, and the proposed General Conditions of Contract, Appendix A.

1.1 Confidentiality
No information relating to this project is to be provided or revealed to any third party, other than
as described in Section 2 Clause 2.3, without the written permission of the Owner.

1.2 Programme
The Consultancy services are anticipated to commence in the first week of July 2022.

The Tenderer is referred to Annexure 1(iii) of this RFP document for further details of the
intended Programme.

1.3 Project Details

The outlined Project Details are described in Annexure 1(i).

1.4 Scope of Services

The Scope of Services to be provided is described in Annexure 1(ii).

1.5 Project Manager

Client inhouse team, to provide the Project management services/ or may hire a professional
firm which includes design management, procurement management and construction
supervision from inception to handover and closeout.

Whilst the Project manager is acting as an Engineer for post contract services, the design
consultants bear responsibility and liability for all deliverables as per the respective scope of
work.

1.6 Other consultants

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2 The other main consultants on the project are:

3 Architectural Designer: To be appointed
4 Interior Consultant: To be appointed
5 Structural Consultant: To be appointed
6 MEPFF Consultants: To be appointed

Section 2: Instructions to Tenderer(s)

2.0 General
The Consultant shall be responsible for carrying out the Works within this RFP and in accordance
with the Conditions of Engagement as per Appendix A.
The scope of work is to be reviewed both prior to and post the award of the Agreement and the
Owner reserves the right to vary the scope of the works.
No claim for loss of profit or additional expense will be entertained by the Owner in connection
with the omission of all or any part of the work and the Tenderer is required to make allowance
in his tender for such eventuality.
The Agreement is to be realized in the English language.

2.1 Definitions
The terms “Tenderer(s)” and “Consultant”, as used in this Document, means the person(s) or
firm(s) to whom the Proposal letter is addressed, or has collected this documentation.
The term “Proposal” as used in this Document means the submission of the Tender, which shall
include the Tenderer’s Fee Proposal as outlined in Annexure 3, and all other technical submittals
detailed in Section 3.

2.2 Notice of Receipt of Request for Proposal Document

Tenderers are to acknowledge receipt of this RFP and provide the contact details of the person
in their organisation who will be responsible for all tender correspondence. We would ask that
notification of intent to submit a proposal should be e-mailed directly to the following address
within one (1) working days of receipt of this RFP:
E-mail: [email protected], [email protected], [email protected]
Cc: [email protected], [email protected]

2.3 Ownership of Request for Proposal Document

The RFP document shall remain the property of the Owner and is transmitted to the Tenderer
solely for the purpose of submitting a Proposal. Tenderers shall maintain confidentiality of this
Document and shall not release it in whole or part to any third party for any purpose other than
for obtaining quotations directly relating to their Proposal.

2.4 Examination of the Request for Proposal Document

The Tenderer shall be responsible for examining the RFP, including any addenda issued during
the Tendering Period. The Tenderer shall familiarise himself with respect to all detailed

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requirements, which may in any way affect the amount or nature of the Tenderer’s Proposal, or
the performance of the Services.
Failure on behalf of the Tenderer to carefully examine and study the Documents shall be at his
sole risk and no relief for resulting errors or omissions will be entertained.

2.5 Clarification of the Request for Proposal Document

The Tenderer may request in writing, clarification of any aspect of the RFP document. All queries
should be addressed to: -
E-mail: [email protected], [email protected], [email protected]
Cc: [email protected], [email protected]

2.6 Site Visit

The Tenderers would be required to visit the site before start of Design process to familiarize
with the site, surroundings, access opportunities and other site parameters. The expenses for
the same shall be reimbursed on actuals or suitable arrangement shall be made by the owner.
During the site visit the kick-off meeting shall also be organized with the client to discuss the
Project details and brief.

2.7 Preparation of Proposal

All Proposals shall be prepared at the expense of the Tenderer and shall be submitted as
stipulated in part 2.10 and 2.11 of this Section and in Section 3.

2.8 Modification of Requirements

The Owner reserves the right during any stage of the submission period to modify its
requirements, and the Owner shall notify the Tenderers of such a change via an Addendum and
of any time adjustment which may be granted for the submission of Proposals.

2.9 Withdrawal or Modification of a Proposal

Tenderers may withdraw or modify a Proposal at any time prior to the closing date and time set
by the Owner, provided the Owner has received written and signed documentation of withdrawal
or modification before such date and time.
Notification shall be by email/ postmarked registered letter or received by hand prior to the date
and time for submission of Proposals.

2.10 Content of the Proposal

The Proposal shall include, the Tenderers Fee Proposal outlined in Annexure 3, the complete
RFP document, and the documents stipulated in Section 3.

2.11 Submission of Proposal

The Tenderers shall submit their proposal as one (1) Original hard copy and one (1) Soft copy.
The proposals are to be submitted by 20TH July 2022.
The soft copy shall be sent to the following:

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E-mail: [email protected], [email protected], [email protected]

Cc: [email protected], [email protected]
Soft copy can be sent by email.

2.12 Qualifications to Proposal

The Tenderer shall submit his Proposal strictly in accordance with the RFP Conditions and any
modifications by formal Addenda in accordance with part 2.5 of this Section.
The Owner reserves the right to reject Proposals containing qualifications of any kind, however
the Tenderer may submit in addition to a fully compliant proposal, an alternative proposal.

2.13 Opening of Proposals

Proposals will be opened in confidence and assessed by the Owner’s appointed panel.

2.14 Validity of Proposals

Proposals shall remain valid for a period of (90) ninety calendar days commencing from the
date for delivery of the Documents, with a provision for extension by mutual agreement.
The Owner may accept a Proposal at any time before the expiration of this period.

2.15 Ownership of Proposal

The Proposal shall become the sole property of the Owner on submission and no documentation
shall be returned to the Tenderer.
2.16 Evaluation of Proposal
The Owner’s appointed panel shall judge and evaluate the Proposal based on the merits of
• Chairperson’s views of renders
• Technical content
• Commercial content.
The Proposal with the highest ratings will be deemed to have been successful.
Presentations:
The shortlisted Tenderer/s are likely to be invited for a presentation through video conferencing
tentatively in the last week of July 2022. Please note that the lead designer and the key
coordinator/project in-charge must be present at the presentation.

2.17 Tender Clarification Communications

The Owner may ask during the evaluation period to clarify any part of the Technical Proposal to
satisfy the Owner that Tenderer has considered all matters affecting the execution of the Scope
of Services.

2.18 Award of Consultancy Contract

The successful Tenderer will be notified of acceptance of his Proposal, following any further
negotiations, by the issue of a Letter of Intent, followed by formal signing of the Contract. The
Owner will advise the successful Tenderer of a proposed date and time for execution of the formal
Consultancy Agreement.
The Successful Tenderer shall execute the ‘Agreement’ in line with this document.

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2.19 Associations, Joint Ventures and Sub-consultants

If the Tenderer participates as a group of firms, it is to be understood that the firm invited to
Tender will be responsible for all matters (contractual, legal, technical, etc.) of the Project.

2.20 Performance Bond

--- Not Applicable ---

Section 3: Technical Submittals

3.0 General
The Fee Proposal shall be accompanied by the RFP and the following documents. Any Proposal
not accompanied by these documents may be rejected.
Reproductions of large quantities of generic documentation will not be reviewed.
All Proposals shall be executed by the Tenderer by application of company stamp and signature
to each page of the submission.
For ease of evaluation by the Owner, Tenderers should adopt the same numbering as below
when incorporating their responses into their Proposal.

3.1 Letter of Transmittal

The Tenderer shall submit a Letter of Transmittal maximum two (2) pages completed and signed
by the Tenderer. This Letter of Transmittal shall be attached to the Proposal for ease of reference
and clearly state the contact’s name and details for enquires about the Proposal.

3.2 Certified Resolution / Power of Attorney

The Tenderer shall confirm that the person submitting and signing the Tender is authorised by
Board of Directors/ Partnership and a suitable Power of Attorney of the capacity of the person
shall be required to be submitted on successful award, prior to signing the contract.

3.3 Details of Organisation

The Tenderer shall submit details of their organization including the following: -
3.3.1 Organization structure
3.3.2 Details of company ownership and directors
3.3.3 Details of staff numbers, with grading in the organization’s office and locations.

3.4 Details of Turnover and Statement of Financial well-being

The Tenderer shall submit details of the following: -
3.4.1 Annual Turnover in the past 3 years
3.4.2 Current workloads in terms of value/project details.
3.4.3 Owner’s Empanelment Form (Appendix B)

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3.5 Professional Indemnity and Public Liability Insurances

The Tenderer shall be deemed to carry current Professional Indemnity and Public Liability
Insurance Certificates valid in India accordance with Appendix C.

3.6 Commercial Registration/ Trade Licence Certificate

The Tenderer shall submit a copy of his current Commercial Registration or Registered Trade
Licence Certificate
3.6.1 Details of proposed Joint Venture, if any.
3.6.2 Name of ultimate parent company if a subsidiary is to be proposed to undertake the
appointment.

3.7 Project Specific Capability Statement

The Tenderer shall submit details of the following: -
3.7.1 Experience in the past 5 years of similar services on similar projects with specific
reference to India if applicable.

3.8 Existing Workload and Conflicts

The Tenderer shall submit a schedule of existing and projected workload within the region for the
next 24 (twenty-four) months and any existing and potential conflicts of interest.

3.9 Owner References for similar Project(s)

Tenderers may refer to retail projects developed by Client earlier.

3.10 Tenderer’s proposed methodology for the delivery of the Scope of Services
The Tenderer shall submit a short narrative (1 to 2 A4 pages) on methodology, setting out how
they will approach the delivery of the required scope of service in line with the Owner’s
requirements. The methodology will serve to demonstrate an understanding of the scope of
service and is to address:

3.10.1 Executive summary summarising the tenderers understanding of the intended scope
3.10.2 Consultant Project team staffing and organisation
▪ Production of design deliverables in line with project programme
▪ Management of communication and interface with Project Manager / Owner.
▪ Identification of challenges and risks associated with the Project.
▪ Approach to the quality inspection process during construction,

3.11 Project Team Organisation Chart

The Tenderer shall submit names of persons proposed for the project with current CV’s including
details of experience, length of service, and qualifications. The CVs should show the person’s
suitability and capability for the work they will be responsible for, with special attention given on
experience of previous similar projects in India if applicable.

3.12 Design Programme

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The Tenderer shall confirm compliance with the milestone detailed in Annexure1(iii)

3.13 Office Responsible for Carrying-out the Works

The Tenderer shall identify the location of the office(s) where the precontract work will be carried
out. Post contract services will be required to be carried out by periodic visits or limited period
site-based personnel for which shared offices will be provided by the Owner, as per Schedule 6.
The Tenderer shall state scope of services and deliverables that will be sourced from each of the
offices.

3.14 QA/QC Systems and Procedures

The Tenderer shall submit details of any Quality Assurance Accreditation and Quality Controls
Systems (QA/ QC) they operate providing evidence of Certification/ Conformance to international
standards.
The Tenderers shall provide details of any electronic management control application, which they
typically use in performance of their services.

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Appendix A
Conditions of engagement / standard consultancy
agreement

Refer separate attachment

(i) “SCA-GC 1st part 2 Pages editable”
(ii) “SCA-GC 2nd part 19 Pages”

First 2 pages of the SCA-GC to have the name & particulars of the Parties and the Project specific
information
The next 19 pages of the SCA-GC to be agreed as-is,
1. NO CHANGE can directly be made into (or embedded into) the SCA-GC 19 pages PDF,
even if there is any change agreed with the consultant,
2. The agreed change, if any, to be written in Annexure-7,
3. Change, if required in unavoidable circumstances, can only be approved as per the
‘Changes to the SCA’ process

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Annexure 1 (i)
Design Brief, Development Project Particulars & Site

Refer separate attachment

“Sahyog Andheri Project - Design Brief”

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Annexure 1 (ii)
Scope of Services

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1.0 Consultant Obligations

1.1 General Requirements
1.1.1 The Consultant shall, be familiar with and discharge the Services with due cognisance of
all applicable Indian and relevant international regulations, codes, standards and
recommended practices.
1.1.2 The Consultant is responsible for providing the necessary competent resources to
complete the services outlined in the Contract. The resources shall be predominantly
located at the Consultants own offices with a number at the site Project Office as
determined and agreed with the Project Manager. The Consultant will form an integral
part of the management team for the duration of the Services.
1.1.3 The design process will accommodate any requirements for the early release of design
information for procurement and construction activities in line with the requirement for
procurement of Mock-ups, and the overall Project Procurement Strategy as determined
by the Owner and the Project Manager. The Consultant shall provide sufficient tender
information to obtain a fixed price from tenderers.
1.1.4 The Consultant is to promptly inform the Project Manager in writing of anything that is
likely to affect either:
1.1.4.1 to vary the Project; or
1.1.4.2 to increase the cost of the Project or change its quality or function; or
1.1.4.3 to increase the time taken to complete the project
1.1.5 The Consultant will ensure that there are no ambiguities, errors or omissions during
Design Development, which may necessitate the issue of variations or entitle Third Parties
to make claims for additional payments or time.
1.1.6 In conjunction with the Project Manager the Consultant will carry out a Constructability
Analysis of the design. This is the process of review, application of ideas, and methods
which result in a final design that can be built in the most cost effective and shortest time
period without sacrificing quality, and taking into consideration, materials, construction
equipment, manpower, work methods, quality control, and schedules etc.
1.1.7 At the end of each design stage, the Consultant is to make a presentation to the Owner
and issue, for approval by the Owner or Project Manager, a Design Stage Report which
is to include all deliverables identified for realization within the stage. In the event that the
report has been approved with comments, the comments are to be encompassed within
the following stage deliverables.
1.1.8 The Consultant must ensure that the materials specified are fit for use for the intended
location, both aesthetically and technically.
1.1.9 The Consultant shall liaise and co-ordinate with all necessary specialist to ensure all
materials specified installation are compliant and acceptable to the local authorities.
1.1.10 The Consultant shall recognise the contractual and functional relationships, and their
obligation to take an active role in the co-ordination of all matters of the Project.

1.2 Meetings
1.2.1 The Consultant shall attend any reasonable meetings called by the Owner or the Project
Manager to progress any aspect of the Scope of Services.
1.2.2 The Consultant shall attend other meetings, including, but not limited to; Design Progress;
Progress Review; Design Co-ordination Workshops; Change Control; Design
Presentations; Risk Management; Bid Document Review and Quality Meeting; Fitout
Contractor Payment applications review (after detail review by the cost consultants);
Fitout Contractors Claim and Service Review meetings.

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1.2.3 Consultant is to maintain their own adequate records of all meetings attended or
conducted by the Consultant during the course of the project and make such records
available for inspection of the Owner or Project Manager on request.
1.3 Design Programme
1.3.1 At the outset of the appointment and in liaison with the Project Manager the Consultant
shall develop and submit, a Design Programme which will identify all critical activities
relevant to the design process.
1.3.2 The Consultant shall continuously monitor his progress against the Project and Design
Programmes and, on a monthly basis, mark up the Design Programme to show progress
and submit the same to the Project Manager for review. The Consultant is required to
prepare written reports and agree corrective action where required to recover delays to
the Design Programme when they are identified.

1.4 Financial Management, Control and Certainty

1.4.1 During the design stages the Consultant shall be required to work in close coordination
with the Project Manager and Owner Appointed Cost Consultant with regard to the
generation and update of a Cost Plan. The Consultant will provide to the Cost Consultant
a defined and discrete package of sufficient information as to allow the Cost Consultant
to develop an update the Cost Plan. The Consultant shall progressively release the
balance of the design information in line with the agreed Design programme.
1.4.2 The Consultant is to develop his design giving due regard for the approved Cost Plan and
is to guard the Owner from any claims or additional costs.
1.4.3 The Consultant shall, as a function of discharging the Services, design the finishes of the
Project to facilitate easily maintained.

1.5 Quality Assurance

1.5.1 The Consultant shall develop a Project Quality Plan that specifically itemises the steps to
be taken by the Consultant during the production of drawings, schedules, specifications
and other technical documents as required to ensure where reasonably practicable they
are complete in all respects.
1.5.2 The Consultant’s Project Quality Plan should define
1.5.2.1 Clear definition of scope of work for all proposed contracts clearly defining
interfaces with other consultants, 3rd parties, Owner and the project team.
1.5.2.2 Compliance with the described design stages, and define the deliverables at each
stage
1.5.2.3 Compliance with described Numbering Systems/Division of drawings with
Protocols for defining Revisions and/or Changes to documents and method of
presenting changes on documents
1.5.2.4 Compliance with defined AutoCAD Standards

1.6 Information Management

1.6.1 The Consultant shall operate its Services with the use of proprietary software subject to
Employer agreement. The procurement, installation and creation of the protocols shall be
established with the Project Manager.
1.6.2 All drawings to be stored on a project specific FTP site set up and maintained by the
Consultant

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2.0 Scope of services

1. General Requirements:

(a) The Scope of Services described in this Annexure 1 encompasses the services to be
performed by the Design Consultant.
(b) The Client may engage a Project Management Consultant (PMC) who will be in India
and who will administer the Agreement on the Client's behalf as the Client's Authorized
Representative.
(c) The Consultant shall provide all his services in accordance with at least codes recognised
by I.S. Code, standards, and recommended practices. All specified material shall comply
with recognised I.S. codes and standards. However, it is clarified that though the
consultant will comply with minimum IS code, but should aspire to achieve international
codes, standards, and procedures. In case of any conflict between IS and international
code, consultant should seek the advice of the Client. The Consultant shall advise the
Client in writing of all codes, standard and recommended practices that he intends
adopting throughout the design for the written acceptance and written approval of the
Client and shall provide the Client with one hard copy and one soft copy of all intended
and approved codes, standards, and recommended practices.
(d) The Consultant shall review the Client's budgets and develop design concepts consistent
with the overall Project economic requirements and limitations and the detailed Space
Allocation Program prepared by the Consultant under the Concept stage and approved
by the Client.
(e) The Consultant’s Services and deliverables set out hereunder are deemed to be the
minimum necessary to satisfy the requirements of the Agreement.
(f) Consultant’s representative for the project will attend the weekly meeting and give an
update on design progress during the week. In case the representative is not able to
attend any meeting, he/she will send the progress update in writing prior to the meeting.
(g) The Consultant shall utilize (and ensure that any sub-consultants utilize) Computer Aided
Drafting and Design (CADD) for all design and engineering services. The Consultant will
prepare and provide the design development/working drawings and construction
documents in the latest version of Auto Cad software format for architecture as defined
in the project handbook. Subsequent conversion to Revit / BIM will be by the contractor /
third party, however the Consultant will provide the required details and clarifications to
the contractor/ third party.
(h) Serving as an integral part of the Client team, the Consultant will design and manage the
process to see that the requirements of the Client are achieved, employing proactive
procedures and efficient control systems.
(i) Emphasis shall be placed on energy conservation measures and techniques.
(j) To the extent possible, the Consultant will maximise the use of local products and
materials in the design, in the meantime ensuring that state-of-the-art concepts and
technologies are applied to the design.
(k) Client may engage a LEED/ Green Building Consultant with the intention of obtaining a
Platinum Certification and the Consultant shall assist to achieve the same.
(l) Consultant will assist and provide all the information required to Client/PMC or any other
consultant to conduct the constructability analyses of the design. The design and
construction documents should be developed with consideration for constructability to
make sure that there are no ambiguities, inconsistencies, or other problems, which could
lead to otherwise preventable difficulties during construction.
(m) The Consultant shall use his best endeavours to identify the best possible technical and
economic solutions with respect to Project requirements.
(n) The Consultant shall participate in value engineering workshops and meetings.
(o) The design shall ensure accessibility for the disabled.
(p) The Consultant shall prepare outline specification for all items of work within his scope.

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(q) The Consultant shall fully liaise with Client team and provide them with a description of
the works and all required sets of layout drawings to enable Client team to mark on their
existing and proposed services to resolve any affection to or by the Project. The
Consultant shall satisfy the requirements of the Client team on the design of the Project.
Subject to the approval of the Client, the Consultant shall incorporate all such
requirements in the design of the Project.
(r) Consultant shall render all assistance necessary to obtain approval of statutory approvals
from the designated Governmental Authorities, if required.
(s) The Consultant shall have a proper quality control process that tracks drawing issue and
revisions. Each submittal shall have a drawing control register that clearly identifies the
latest issue and what documents/drawings are included.
(t) Consultant shall provide a list of working and “Good for Construction” (GFC) drawings
along with a timeline by which they will be submitted. The timeline to be agreed with the
Client and all GFC drawings must be signed by the Consultant authorized signatory prior
to submission. All GFC drawings should also include the following statement: “This
drawing supersedes the previous drawing as well as the related information appearing in
the Bill of Quantities. It is however clarified that in case of any ambiguities between
drawings and the Bill of Quantities, it will be the responsibility of the Contractor to clarify
/ resolve the same”.
(u) In the event of conflict between technical specifications and drawings, drawings shall
prevail. Consultant shall be responsible for preparation of detailed architectural working
drawings and coordinating all necessary structural designs and drawings, services
drawings for all buildings, driveways and walkways, parking areas, public areas, and
landscaping details.

These shall include, but shall not necessarily be limited to the following: -
a) Detailed drawings for all external services including all Plumbing – Soil waste, storm
water, wastewater, water supply, irrigation, treated water etc, electrical services –
HV, LV, FTTH, Data etc and firefighting services.
b) Detailed drawings for road infrastructure works including road sections longitudinal
and transverse, Utility services details along the roads with all detailed drawings in
coordination with input from other specialized consultants.
c) The Consultant will review, coordinate and comment /mark up on drawings
prepared by other consultant(s). Consultant will also assist in the selection of
specialist consultants for specialized jobs such as Lighting Design, Water Features
etc., and coordinating all the drawings.
d) Schedule of materials for Services and infrastructure works.
a. Provide samples for the required materials and approve the samples
provided by the Vendors.
b. Provide intent drawings and evaluate & approve vendor’s shop drawings for
all the recommended specification to enable issuing the same to the
purchase department for procurement.
c. Detailed designs for high end services but shall not necessarily be limited to
the following: STP, UG tanks and pump rooms for raw, fire, treated and
domestic water, Substations, DG rooms etc.
e) Provide assistance in evaluation and selection of contractors, suppliers, and
manufactures. The Consultant shall recommend and assist in the selection of other
consultants for detailed Engineering Designs.
f) Consultant shall ensure that other specialised consultants work is in accordance
with the designs, specifications, required quality and good engineering practices.
This would include checking and coordinating their work. All interdisciplinary
mismatches shall be coordinated and resolved by the Consultant.

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1.1. Scope of Services and Deliverables

Note: The Consultant’s services and deliverables set out hereunder are deemed to be the
minimum necessary to satisfy the requirements of the Agreement.
The Project comprises the following Phases. An outline description of Phases, key tasks and
deliverables is provided for guidance.

• Phase 1 Data Collection, Programming and Feasibility Studies

• Phase 2 Concept Design
• Phase 3 Schematic Design
• Phase 4 Design Development
• Phase 5 Construction Documentation (GFCs)
• Phase 6 Preparation of drawings for tender package and Review of tender packages
related with the consultant’s scope of work and BOQ items prepared by the specialized
consultant.
• Phase 7 Construction Support Services (Construction Administration – supervision, etc.)
• Phase 8 Completion submissions

2. Phase 1 – data collection, programming, and feasibility studies

In Phase 1, the Consultant shall coordinate closely with the Client to:
• review the Client’s requirements and support Client and specialized QS consultant in
preparation
• of detailed budget for the project.
• establish the final space allocation for each key project component
• establish the technical criteria that will serve as a planning basis for the subsequent
design stages
• collect all data necessary for proceeding with the project, as described in sections below

A Cost Consultant may be appointed by the Client for this stage. The Cost Consultant shall
review the Client’s requirements, budget, and financial model and provide comments. Cost
Consultant will prepare a budget of construction costs, Client’s other costs, and reasonable
contingencies.

(a) Perform a detailed evaluation of the Client’s site for the project, taking into consideration
site conditions, area programme, schedule, and budget for the cost of work.
(b) Review the local methods of construction and inform the Client of any anticipated impacts
such methods may have on the project and recommend suitable alternatives.
(c) Program Client’s Objectives, Schedule, Constraints, Criteria, Space requirements,
relationships, flexibility, expandability, special equipment, systems, and site
requirements.

The Consultant shall support client to develop and finalize the project Design Brief Report,
including guidelines to establish the most appropriate standards for space requirements in
compliance with all relevant planning regulations. The Consultant may recommend programme
guidelines and regulations that are justified and add value to the design of the project. Such
guidelines would be subject to Client approval.

The final Project Design Brief shall, as a minimum, identify/ define the following:
• Project Description
• Local municipality rules and regulations pertinent to the site, and their application
• Rules and regulations pertinent to the master development
• A review of all applicable cost
• Facilities requirements

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• Programme and area allocations

• Interfaces with existing or proposed facilities
• Extent of the infrastructure, landscaping, and external works in conjunction with other
• consultants,
• Standards for space requirements in compliance with planning regulations (the
Consultant may recommend variations to the planning regulations that are justified and
add value to the project. Such variations would be subject to Client approval).
• Site information

3. Phase 2 – concept design

In this Phase the Owner shall provide recommendations on the basic design elements, MEP
concept design guidelines and establish the design criteria and basic options for civil/structural
and mechanical, electrical, and plumbing (MEP) services.

The Consultant shall facilitate and support the International Architect/Concept Architect to
prepare and finalize the Concept drawings and obtain approval of the Client. Also, the preliminary
site plan is to be prepared showing the entry and exit pattern of vehicular and pedestrian traffic
from/to the complex, driveways, walkways, parking areas, other public areas and facilities
landscaped areas etc. This will be updated later as per traffic consultant & landscape consultant
schemes. To summarize, all drawings necessary for having a clear concept of the project shall
be prepared by the Consultant at this stage.

The following represent the key tasks required during this stage. The list is not exhaustive but
provides the overall framework of work required to be completed.

The Consultant shall:

(a) At intervals appropriate to the progress of the Concept Design Phase and mutually
agreeable to the Client/PMC and Consultant, provide interim preliminary documentation
for the Client’s review.
(b) Provide necessary support and information regarding local context and regulations to the
International Architect/ Concept Architect
(c) Develop an initial energy/comfort concept/design criterion in a diagrammatic form to be
reviewed and approved by the Client as a basis for the Concept Design.
(d) Refine the Phasing Concept through discussions with the Client and the Marketing &
Financial consultants

4. Phase 3 - schematic design

Base drawings for the Submission drawings packages approvals from the authorities will be
prepared in parallel by consultant at this stage. The base drawings and documents for
subsequent submission drawings’ packages for RERA, etc., will also be prepared by consultant
as per the clients advise. The detailed submission drawings for approval shall be prepared by
the consultant and would be required to review and sign off/stamp all reports and documents for
submission to various authorities, if required. The overall objective of the schematic design
Phase is to provide MEPFF design based on the Clients’ approval. Upon receiving the Client’s
formal approval and instructions to proceed in writing, the Consultant will commence the services
described below.

The following represent the key tasks required during this Phase. The list is not exhaustive but
provides the overall framework of work required to be completed.

The Consultant shall:

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(a) Provide schematic design documentation in coordination with the International Architect/
Concept Architect for the Client’s review at appropriate intervals
(b) Consider the Client’s review comments from the previous Phase and present design
solutions for any unresolved items to the Client for his approval
(c) Coordinate the location of new and existing utilities with the local utility providers and
indicate the utility connection rooms in he plans based on the inputs given by the other
Consultants.
(d) Undertake a code search to ascertain all relevant regulations, codes of practice and
design requirements and begin integrating these into planning.
(e) If requested/required by the local authorities or Client, present the schematic design to
the authorities for their review and comment only in special cases
(f) Coordinate
(a) Landscape design with building façade materials and floor materials, and
(b) Landscaping features with the civil and mechanical systems design requirements
(g) Develop a final Phasing Concept in conjunction with the Client
(h) Review and update the phasing schedule
(i) [Environmental report by others] – integrate updated EIA report by Client’s consultant
Upon completion of the schematic design Phase deliverables, provide schematic design
documentation for the Client’s approval

5. Phase-4: design development

The Consultant shall commence the design development phase after the Client has reviewed
the Schematic Design Documentation and provided the Consultant with comments regarding the
planning as well as any changes to the program, schedule, or budget. Based on this, and after
receiving formal approval in writing from the Client, the Consultant shall proceed with the Design
Development Phase, undertaking the key tasks outlined below.

The overall objective of this phase is to provide MEP Design Development based on the Clients’
approval of the Schematic Design including all detailed design, construction coordination, and
final draft specifications.

During this phase the Client/ PMC shall conduct value engineering exercises and perform
constructability analyses. The Consultant to provide assistance wherever required and provide
updated drawings as necessary.

The following represent the key tasks required during this phase. The list is not exhaustive but
provides the overall framework of work required to be completed.

The Consultant shall:

(a) At appropriate intervals, provide design development documentation for the Client’s
review.
(b) Attend regular meetings with the Client to review design progress, resolve open
planning issues, and decide on materials and finishes. Present actual materials and
finishes using material boards.
(c) Prepare drawings for the major components or typical facades in an appropriate scale
(1:20/1:25/1:50), keyed to the overall elevations.
(d) Develop a final Phasing Concept based on the client direction.
(e) Coordinate and integrate into the design findings of the Environment Impact Study.
(f) In collaboration with the Cost Consultant, Finalise Outline specifications in CSI
(Construction Specification Institute) Format (16 divisions), to be submitted in a
separately bound document. These will include material and equipment specifications
as well as performance specifications for custom manufactured and assembled

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systems. It is clarified that the preliminary role will be of the Cost Consultant; however,
the Consultant will assist.
(g) In this stage the Project is developed to the level of detail necessary to describe a
clear, coordinated description of all aspects of construction for the project. Major
elements including construction, materials, equipment, fire protection, mechanical,
electrical, structural, telecommunications and plumbing and specialty systems are
designed and coordinated through enlarged scale drawings, detailed elevations,
plans, sections and required design mock-ups.
(h) To prepare the co-ordinated drawings related to MEPFF in co-ordination with civil &
structure consultant and to review and co-ordinate the drawings prepared by other
services and specialist consultants appointed by Client

6. Phase-5: construction documentation

(Good for construction (GFC)/working drawings and specifications)

The overall objective of the Construction Documentation phase is to provide a complete and co-
ordinated set of documents of all disciplines comprising drawings, specifications, schedules, and
Bill of Quantities by Cost Consultant, to enable a complete Tender Package to be prepared.

The following represent the key tasks required during this stage. The list is not exhaustive but
provides the overall framework of work required to be completed.

Consultant shall incorporate any comments regarding the planning from the Client or Permitting
Authorities and produce a set of detailed Construction Documents (Working Drawings and
Specifications) that will serve as basis for tendering the project. Consultant’s services shall
include At intervals, appropriate to the progress of the Construction Document Phase, Consultant
shall provide Construction Document Design documentation for the Client’s review. The
Construction Documents shall include Drawings and Specifications that establish in detail the
quality levels of materials and systems required for the Project. The scope of the drawings will
include all plans, elevations, sections, and typical details required to contract the work and enable
the Contractor to produce shop drawings with minimum clarifications from consultant.

The Consultant’s services regarding the production of specifications include:

(a) Development and preparation of architectural Specifications describing materials,

systems and equipment, workmanship, quality, and performance criteria required for
the construction of the project. Provide reference for a minimum of three manufacturers
of acceptable quality.
(b) Materials research Identify Client preferences for construction tendering that might
impact the organisation or format of the construction drawings or specifications.
(c) Review preferred construction methods for impact and design and documentation.
(d) Upon completion of the Construction Document Phase the Consultant shall provide
Construction Document Design documentation for the Client’s approval.

6. Phase 6 – tender preparation, tender period, and tender evaluation

The Client, Consultant, PMC, and Client’s direct consultants shall provide those services
necessary to prepare and issue Tender Documents. The Consultant is to provide services from
the preparation of Tender Documents through tender negotiation and leading to the Award of
Contract. The following services are included in the Consultant’s scope:

The Consultant shall attend and participate in pre-qualification/pre-tender meetings chaired by

the Client/PMC with prospective tenderers for discussions on specific design related
clarifications and discussions.

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The Consultant shall prepare all architectural specifications for finishing works and other works
in coordination with other specialized consultants separately appointed by the client technical
documents and drawings required for the Tender preparation, only for the architectural scope of
the Consultant.

The Consultant shall prepare the technical responses (only architectural clarifications) to
questions from prospective tenderers and provide clarifications and interpretations of the
technical aspects (only architectural clarifications) of Tender Documents to all prospective
tenderers in the form of addenda.

The Consultant shall evaluate proposed substitutions and distribute addenda identifying
approved substitutions to all prospective tenderers.

Technical proposal evaluation and determination of the technical aspects of proposals. If

requested by Client, the Consultant shall participate in a reasonable number of tender
negotiation meetings with each prospective contractor for discussions and clarifications on the
architectural and design related matters.

7. Phase 7 – construction support services (construction administration):

The Consultant shall:

.
(a) Be responsible for period inspecting, commenting with a view that work at site is being
executed entirely as per the Consultant’s designs, specifications and required quality.
This shall cover all aspects of material specifications and brands and providing guidelines
for workmanship and observing correct construction practices to produce high standard
of work
(b) Principal and their lead team member will visit the Project site as and when required, till
completion of the Project. The Consultant shall visit the site as per the progress of work
on the site to ensure proper design supervision.
(c) While a quantity Surveyor Agency will be appointed by the Client, the Consultant will
review the Bill of Quantities and provide all the necessary information, by analysing their
out-put on thumb rule based on previous experience.
(d) Consultant shall provide the number and format of drawings as detailed below:
a. As Built Drawings: 2 sets with soft copies of the same
b. Working drawings (GFCs): 10 sets/nos. + 1 set reproducible + soft copies.
(e) Prints in addition to those mentioned above shall be supplied by you on written demand
from the Client.
(f) The Consultant shall assist in obtaining completion certificate from the designated
authorities. The consultant would provide all base drawings and documents for
preparation of drawings/documents for obtaining Completion/Occupation certificate to
the specialized consultant separately appointed by the client.
(g) Review/Consult with the Client/PMC regarding the progress and quality of construction.
(h) Provide inspection services as required to ensure that the entire construction is as per
the architectural design intent and strictly in accordance with the approved method
statements.
(i) Review and monitor the Contractor’s Quality Control Plan. Though the prime
responsibility will be of the engineer-in-charge, however, the Consultant will also give
inputs, wherever applicable.
(j) Promptly report to the Client/PMC any discrepancies or departures from the approved
method statements and quality control procedures and make recommendations for any
remedial action considered necessary.
(k) Assist the Client/PMC to report on a monthly basis covering all aspects of the project,
including Contractor’s conformance to schedule and recommended remedial actions.
(l) Issue non-conformance reports (NCR) via the Client/PMC for any part of the works

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(m) Review Contractor’s proposal for conformance along with the PMC.
(n) Approve and sign-off on remedial work to ensure full conformance with the contract.
(o) Review and approve via the Client/PMC Contractor’s shop drawings, samples, product
data, inspection and test reports, prototypes, mock-ups and other Contractor’s submittals
in accordance with Construction Contracts. Confirm that the said drawings, samples,
product data, inspection and test reports, prototypes, mock-ups and other submittals are
strictly in compliance with the drawings, specifications and schedules forming part of the
Construction Contract.

8. Submission of as built drawings and project closure:

At this stage of the project closure post completion of execution works, the consultant shall be
responsible for:
(a) To prepare the final drawings and documents as required by green building consultant to
submit to IGBC/LEED for obtaining final certification of the Project.
(b) The consultant in coordination with Client / PMC shall Follow up with all consultants and
contractors/vendors and agencies for submission of the “As Built” drawings, documents,
and manuals.
(c) Review/ approve and sign off all “As Built” final drawings and manuals in coordination
with concerned specialised consultants, contractors, vendors, and agencies,
representing the final completed Project and forward the same to Client. The Consultant
shall co-operate with Client with respect to any clarifications or assistance required during
this stage.

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Annexure 1 (iii)
Programme & Key Dates Schedule

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1.0 Programme
1.1 The Project scope is to be completed in accordance with the milestone on following pages.
1.2 Each period shall be inclusive of any period required by the Consultant to re-submit any
such deliverables to the extent that the same did not comply fully with the requirements
set out in Annexure 1(ii).
1.3 The Consultant shall commence the services upon receipt of the Letter of Award and shall
complete the same within the periods stated below subject to any variation or extension
as may be agreed between the Owner and the Consultant.

2.0 Penalty for Delays

3.1 The Consultant will notify the Project Manager in writing as soon as the Consultant is
aware that a delay will or is likely to occur during the Pre-Contract phase. If the Consultant
does not deliver the particular reports or schedules within the periods stated in 1.0 above
or any agreed extension, then the Owner is entitled to make reasonable deductions from
any fees due to the Consultant. The quantum is defined in the Standard Consultancy
Agreement in Appendix A

3.0 Programme
3.1 Within 7 (seven) days of the Letter of Award, the Consultant shall submit a Consultants
Programme identifying task start and completion dates for activities associated with the
delivery of the services, including details of resources and staff mobilisation.
3.2 This is to align with the Strategic Master Programme developed and maintained by the
Project Manager. If requested by the Owner or Project Manager, during the appointment,
the Consultant is to re-submit an up-dated programme for the Owner’s approval.
Programme up-dates are to be submitted in 7 (seven) days of receipt of request to update
the programme from the Owner or Project Manager.

4.0 Key Milestone Dates

4.1 Tenderers should note the following, when preparing fee proposals and deployment
schedules.
4.1.1 The design durations for the discrete stage.
4.1.2 Approval dates.
4.1.3 The procurement strategy.
4.2 A strategic programme will be developed in detail, with associated phasing and logistics,
as the design progresses.
Description Duration
1 Concept Design 6 weeks
2 Schematic Design 6 weeks
3 Detailed Design 6 weeks
4 Tender Drawings and Documents Included above
5 GFC Drawings 6 weeks
6 Procurement 3 months
7 Construction 84 months

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Annexure 1 (iv)
Deliverables

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1.0 Submission of Documents

1.1 The Consultant is required to submit project reports, drawings and documents in a format
as approved by the Project Manager.
1.2 The documents and drawings for approval must clearly identify the stages of the
submission.
1.3 Items in this Schedule are deemed to be included in the price submitted by the Consultant.
Documents/ drawings shall include as a minimum
• Stage Reports
• Monthly Progress Reports
• Weekly Reports (post contract)
• Minutes of Meetings
• MEPFF Design programme

2.0 Consultant’s Deliverables

As mentioned under scope of services.

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Annexure 2
General Compliance Certificate

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ANNEXURE 2
< To be printed, signed and submitted by Authorised Signatory of the Consultants Company on
Company’s Letter Head>

< To be submitted with every invoice>

Beginning of the certificate

“
CERTIFICATE OF COMPLIANCE
Issued for the services and obligations performed under the Agreement [contract title/ref no] till
[date/month/year].

We […………… Name of Company ……], in pursuance of our responsibility of compliances, specifically

applicable to the obligations arising out of performance of Services as per the provisions of the
Consultancy Agreement with Client dated [date/month/year], represent as follows:

We have exercised professional skill, care, prudence and diligence in performance of the Services under
the Agreement, consistent with the standards followed by a similarly situated consultant performing
services on a similar project in a similar location (the Duty of Care); and

We affirm that the Services so performed and the deliverables as per the terms of the Agreement, and
are in accordance with the Applicable Law, established design guidelines and procedures, National
Standards, International Standards and Duty of Care.

Signature : ----------------------
Authorised Signatory)
Name : ----------------------
Designation : ----------------------
Name of Company : ----------------------
Date : ----------------------
“

End of certificate

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Other certificates as applicable

(Refer attachment “File 9 All Certificates – 02”)

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Annexure 3
Fee Schedule and payment terms

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1. FEE PAYABLE
1.1. The total professional fee payable to the Consultant shall be ………………… only (INR
…………… only) as per the following fee breakup Tables and shall become payable as per
the payment schedule subject to successful performance of the Services and as per
provisions the ‘Clause-5 Fee and Payments’ of general conditions.

1.2. FEE COMPUTATION

Table-1
# Services / Particular Fee

SUB-TOTAL INR

Table-2
# Services / Particular Fee

INR

2. PAYMENT SCHEDULE
The Fee shall be paid as per the following Payment Schedule Tables.

2.1. Table-3: Payment Schedule for Fee for audit of the buildings as above (Item no 1 of Table-
1)
Ref. No. Stage Description % of fee
a Upon Appointment
b Upon Submission & Approval of Concept Design
C Upon Submission & Approval of Schematic Design
d Upon Submission & Approval of Developed Design
e Upon Completion of Construction Documentation
f Upon Completion of Bidding & Negotiation
g During Construction (this payment may be pro-rated as
assessed and approved by Client)
h Upon Completion of Project and upon issue of all
required certificates
Total

2.2. It is clarified that fee shall further be divided into parts or prorated to the part services in
progress or complete and agreed between the parties depending upon the progress of the
parts or whole of the Services.

2.3. The Fee includes:

I. Requisite number of prints, hard and soft copies as required and sufficient enough
to render his Services.
II. Requisite number of images, photographs as required to explain the design
sufficiently.
III. All software services or licenses, telephone, fax, electronic data transfer and
necessary items as required and sufficient enough to render his Service, and
uploading of drawings, specifications etc. on to a Project specific FTP site by the
Consultant for all the project team to view and download.

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IV. The Consultant’s profit and all costs, charges, expenses and any overhead
incurred by the Consultant for the successful performance of the Services.
V. All cost of obtaining and maintaining the visas and other permits, as required for
the purposes of performing the Services.
VI. All other cost and expenses of whatever nature incurred and arising out of
performance of his Services in connection with the Agreement except for as
specified in this Agreement.

2.4. The Fee above also includes all time & travel charges related to trips to offices, buildings,
sites during the execution of the related works, including the travel expenses such as Air
travel, ground transportation, board and lodging etc.

3. PAYMENT TERMS

3.1. The Fee payable to the Consultant includes all tax liabilities of the Consultant payable by
him in India or any Country, except for the Goods and Service Tax of India (GST). For
Consultants in foreign country, the GST shall be deposited directly by Client, extra over the
Fee payable, as per the rules in force. For Consultants in India, the GST shall be paid extra
over the Fee payable, as per the rules in force.

3.2. The Withholding Tax (for Consultants in foreign country) OR Tax Deducted at Source (TDS)
(for Consultant in India), shall be deducted from the Fee payable as per the rules in force
and be treated as Fees for Included Services.

3.3. Withholding Tax certificates (for Consultants in foreign country) OR TDS certificates (for
Consultant in India), equivalent to the amount paid by Client to Indian Government shall be
issued to Consultant at appropriate time for each financial year. The Consultant shall use
the certificate for their tax filing in his country to claim benefits as per the Country's Tax law
and notify with evidence to Client that it has been done so.

3.4. The Consultant in foreign country shall pass on any tax benefits claim / gained to Client by
adjusting the same amount in the subsequent payment invoice. In case no due invoice is
pending for payment, the benefit claimed / gained is to be refunded to Client by the
Consultant.

3.5. All the payment shall be released on the basis of claims in the form of invoice submitted by
the Consultant and shall be paid as per the provisions of ‘Clause-5 Fee and Payments’ of
general conditions.

3.6. In case of failure to deliver desired deliverables at respective stage, Client will exercise
engagement of Third Party to carry out work at Consultant’s risk & cost.

3.7. Client shall be entitled to, from time to time, validate the work performed by the Consultant,
by itself or through any Third Party to which the Consultant will not object and provide its
full co-operation in this regard. In case the rendered Services by the Consultant are found
to be deficient, the quantum of fees payable by Client to the Consultant shall be reduced
and determined accordingly.

3.8. The Consultant’s Personnel shall follow Client office calendar and or work programme of
the construction contractor for the purpose of interactions, site visits / inspections as
required.

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Annexure 4
Documents, Equipment, Facilities to be provided by
the Owner

1.0 Equipment and Facilities

1.1 None - Consultant shall be working from his own office

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Annexure 5
Actions of the Consultant requiring Clients prior
approval

1. CONSULTANT TO SEEK PRIOR APPROVAL

The Consultant shall take prior approval of Client before taking any of the following
actions:
a. Deployment of Personnel as listed in Annexure 6.
b. Substitution of any Personnel if required on grounds beyond reasonable control
of the Consultant.
c. Approving deployment of any sub-contractor by the contractor.
d. Taking any action or passing any instruction to others during construction
administration support, site visits, inspection, or review of works, or alike.

2. EXERCISE OF AUTHORITY
a. Where authorized to review works or services of others, the Consultant shall act
on behalf of Client and exercise his authority without creating any liability on
Client, in accordance with the requirements of the Project and confirm such
action in writing to Client promptly.
b. Unless specified in Annexure-1 or agreed with Client in writing, the Consultant
shall not enter into agreement or engage other agency on behalf of Client.
c. Unless specified or agreed with Client in writing, Consultant shall not have
authority to.
d. Order suspension of other’s work,
e. Approve extension of time for others,
f. Approve variation orders or determine rates of others,
g. Grant or agree to claims of others,
h. Waive off penalties of others,
i. Terminate other agencies.
j. In the event of emergency, the Consultant may issue instructions to the involved
third party to prevent danger to person or damage to the Project and shall
confirm immediately such action in writing to Client, for post facto approval.

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Annexure 6
Documents, Equipment, Facilities to be provided by
the Owner

4. List of Consultants key personnel to be assigned to lead the performance of the

Scope of Services

4.1. Project Director : ……………………

4.2. Project Manager : ……………………
4.3. Architect Lead : ……………………
4.4. MEPFF Lead : ……………………
4.5. Engineer Lead 1 : ……………………
4.6. Engineer Lead 1 : ……………………
4.7. Engineer Lead 1 : ……………………
4.8. Point of Contact : ……………………

5. The CV of all above listed personnel as attached.

6. All the Consultant’s personnel / staff to follow agreed Project calendar as applicable for
coordination, meetings, clarifications, interactions and alike.

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Annexure 7
Agreed changes / amendments to any Standard
Clauses

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Appendix B
Empanel Form

(Refer attachment “Consultant empanelment form”)

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Appendix C
Trade license, PI/PL certificates

(To be attached by the Tenderer)

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