indian institute of management, vastrapur, ahmedabad 380015 · officer, indian institute of...

Indian Institute of Management,

Vastrapur, Ahmedabad – 380015

Phone: +91-79-66327987 Fax: +91-79-26306896

Website: www.iimahd.ernet.in

email - [email protected]

Request for Proposal

(RFP)

NAME OF WORK

Selection of Master Architect for Master

Planning and Restoration / Redeveloping of

Main Campus of IIM, AHMEDABAD

http://www.iimahd.ernet.in/

Selection of Master Architect for Master Planning and Restoration / Redeveloping of Main Campus of

IIM, AHMEDABAD

This document is a property of Indian Institute of Management, Ahmedabad (IIMA). It should not be used in any form except for

bidding for the services of Master Architect, at IIMA.

IIMA Master Architect / Architect’s firm

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Selection of Architectural Firm for Master Planning

and Restoration / Redeveloping of Main Campus

of IIM, Ahmedabad

Introduction

The Indian Institute of Management, Ahmedabad (IIMA) is a premier management

Institute in the country. The Institute is world renowned for the architectural beauty of

its main campus that was created by the legendary architect Louis Kahn. Campus

construction started around 1965 and the first set of buildings were ready by 1970.

Kahn was assisted by Architect B.V.Doshi and Late Anant Raje in his design

endeavour. The Structural Consultants for the project were Mahindra Raj

Consultants, Delhi and Late Sharad Shah, Mumbai.

IIMA has considerably increased its activities in the recent past. The PGP strength

has more than doubled in last 10 years. A one-year programme called PGP-X was

introduced in 2005. Besides this, Management Development Programmes have

increased considerably.

The main campus of IIMA is spread over 65 acres. It has a total constructed area of

9.71 lakh square feet. It includes classrooms, library, faculty offices, other offices,

auditorium, Management Development Centre, open spaces, students’ dormitories,

faculty & staff residences and other associated facilities.

With passage of time, the seismic reinforcement embedded in the bricks corroded

and due to its expansion, bricks cracked. As a result of this circular, flat and

segmental brick arches which are load bearing, have cracked. Some major cracks

have also developed in the vertical walls of the library building. Besides this, spalling

of concrete has also started at several places.

There is a need to restore these arches and buildings through structural

strengthening to extend the life of these buildings. However, while doing this the

vocabulary and aesthetics of these buildings needs to be maintained.


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Besides this, some of these buildings have deteriorated to an extent that they are no

more habitable. IIMA proposes to construct a new set of buildings in its main campus

gradually replacing / reconstructing the old buildings beginning with Kasturbhai

Lalbhai Management Development Centre and Faculty & Staff accommodation. In

this process, the architectural integrity and harmony needs to be maintained

/extended / enhanced.

To achieve this, IIMA intends to appoint a Master Architect. Role of the Master

Architect is likely to be following:

1) Review the present design of the main campus

2) Provide guidance for necessary modifications, restoration, retrofitting and

renovation of existing buildings

3) Prepare a new master plan of the campus in which slowly old buildings will be

phased out and new buildings will come up (this should include roads, sewage,

drainage, horticulture, parking etc.)

4) Guide IIMA in design of new buildings as per the requirements

5) To guide Building Committee in its decision making

Masterplan should ensure that efficient functionality is the purpose of architectural

vocabulary and aesthetics. Everything should be geared to enhance the quality of

environment for learners and educators, reflecting their needs. Designer should also

keep in mind that the new design should provide matching and fine transiting through

presents vocabulary and architectural language created by Kahn and others.

The selected Master Architect will have to work under the parameters set by IIMA

from time to time. This includes:

1) The overall budget

2) Type of structure required

3) Maintenance friendliness of building

4) Creation of green and energy efficient building and infrastructure

Tenure and termination The purpose of appointing the Master Architect is to maintain a functional and

architectural homogeneity in the campus. IIMA intends to keep his presence


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initially for a period of five years. However, both parties can terminate the

contract with a three months’ notice.

Consultancy Fee

Appointment will be on the retainership basis. Architect / Architectural

firm will have to quote the monthly retainer ship fee. The fee will be

inclusive of travel charges, office expenses and any other associated

expense. The Institute will reimburse only service tax.

Office Space

IIMA will provide only an unfurnished suitable office space free of cost.

However, furniture, electricity, telephone expenses etc will be borne by the

architect.

Arbitration and Judicial Proceedings

Arbitration will be as per the Council of Architect (COA) Guidelines.

Ahmedabad will be the Jurisdiction for all legal proceedings.


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SELECTION PROCEDURE

Stage 1

The eligibility criteria for participating in the RFP are as follows:

1. The architectural firm should have at least seven years of relevant

experience (as on March 31, 2013)

2. The firm should have at least three senior graduate architects out of which

one should have a relevant experience of twenty years or more and two

other architects should have a relevant experience of 10 years or more.

These architects should be working in the firm for last three years and

should be member of Council of Architecture (COA).

3. The value of the projects completed in India by the firm in last three

years should be more than Rs. 30 crore (sum total of projects

completed in last three years). The cut-off date is March 31, 2013.

4. The aggregate gross revenue of the firm (from architectural

consultancy services) over the last three financial years should be at

least Rs. 3.0 crore (cut off date March 31, 2013).

Firms that wish to participate in the selection process should submit documents to

establish the fact that they meet above eligibility criteria, to Chief Administrative

Officer, Indian Institute of Management, Vastrapur, Ahmedabad -380015.

Firms not fulfilling the above criteria will be disqualified.

NOTE:

If the number of firms fulfilling above criteria exceeds EIGHT, selection committee will

review the background / experience / portfolio of all the firms, to select top eight firms

for stage 2. This evaluation will be done based on table 1 given below:


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TABLE 1

Items Max

score

1 Experience of the firm in architectural assignments (last 7 years

ending on March 31, 2013 )

25

Experience in Master planning and detailed designing of

academic campuses which should include classrooms,

offices, hostels, residences, and other infrastructure

Experience in restoration and rehabilitation work

2 Awards and recognitions 10

3 Turnover in consultancy fees (last three years) 10

4 In-house infrastructure 5

Size and location of the office

Staff strength in each office

Details of associate consultants

5 Experience and competency of manpower 10

Number and experience of senior architects

Number and experience of other architects

Number and experience of engineers in the firm

6 Feedback from users and maintenance staff of buildings designed

and / or renovated / restored / redeveloped by the firm.

20

7 Overall assessment of the firm based on innovativeness of design,

cost consciousness, environmental friendliness, quality of

execution, timeliness of execution, coordination abilities etc.

20

100

If required selection committee can call any or all the firms for clarifications.


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Stage 2

Technical Quality of Bid

In stage 2, the architectural firms selected in stage 1 will be invited to make a

detailed presentation on the following:

1. On the works executed by them

2. Conceptual plans for restoration, reconstruction, addition of new buildings and

master plan of main campus.

Based on the presentation made, architectural firms will be awarded scores on the

following ten dimensions:

TABLE 2

Items Max

score

1 Restoration 10

2 Reconstruction 10

3 Construction of new buildings 10

4 Master planning 20

5 Concept of design 10

6 Vocabulary of architecture 10

7 Aesthetic 10

8 Functionality 10

9 Awards and recognitions 10

10 Overall assessment 10

Total 110

At the end of this stage, each firm will have technical score T (out of 110) associated

with it.

The firm obtaining the highest score will be considered to have scored 100 and

remaining firms’ scores will be normalized accordingly. The formula for normalization

will be H/H1 *100, where H1 will be the highest scorer.


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Stage-3

Financial quality of bid

In the financial bids, firms will quote monthly retainership fee. The retainership fee

will be increased 10% every year, on what was paid in the previous year.

In stage 3, financial bids will be opened and scores will be awarded to financial bids

in the following manner:

Bid with the lowest price (L1) will be given a score of 100.

Other bids with higher prices (L) will be awarded a score of (100 * (L1/L)).

Based on technical bid score (T) and financial bid score (P) obtained by the firm, a

composite techno-commercial score (C) will be arrived at based on the formula given

below:

C = (0.7 * T) + (0.3 * P)

As shown above the technical score will be given weightage of 70% and financial

score will be given a weightage of 30%.

The firm getting the highest composite techno-commercial score C will be selected

for the award of the work.

(Note: IIM Ahmedabad reserves the right NOT to award the work to the highest

scorer.)


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BID SUBMISSION STRUCTURE

RFP documents will be submitted to Chief Administrative Officer, Indian Institute of

Management, Ahmedabad.

RFP document will have three main components, which are to be placed in three

separate sealed envelopes. These three envelopes should be placed in one main

envelope which should also be sealed. The process is as follows:

1. The first envelope will contain only pre-qualification documents and demand

draft of Rs.5,000.00. This envelope will be opened for all the applicants. This

envelope should be clearly marked as “PRE-QUALIFICATION BID”. This

envelope should not contain any other material or documents.

2. The second envelope will contain the documents required for technical

evaluation as per annexure 1. It should be as per annexure 1. This will be

opened for the firms who meet the pre-qualification criteria. Mark this envelope

as “TECHNICAL BID”. It will be returned back for unqualified bidders along with

the “FINANCIAL BID” envelope.

3. The third envelope will contain the price bid (annexure 2). It will be opened for

the short listed bidders who qualify in stage 1 and move to stage 2. This

envelope should be marked as “FINANCIAL BID”. It will be returned to the firms

which do not qualify to stage 2.

All these envelop should be placed in the main envelope along with the processing

fee of Rs. 5,000.00 in form of Demand Draft (in first envelope), in favour of Indian

Institute of Management, Ahmedabad. Non-adherence to this procedure will result

in disqualification of the firm.


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Table -3

Timeline

Date Time Event

June 03, 2013 Publication of advertisement and uploading of RFP on website

June 21, 2013 9.30 am Pre-bid meeting will start at 9.30 am with briefing to the architects.

Campus round will start around 10.00 am and will continue upto

1.00 pm. Lunch from 1.15 pm to 2.30 pm.

The main pre-bid meeting will start at 3.00 pm and will continue upto

5.30 pm. The firm’s represenatives should contact Pranaya

Srivastava, Group Head (PEM) at email id

[email protected] or call 09825304090

June 28, 2013 3.00 pm Submission of proposal

June 28, 2013 3.30 pm Opening of pre-qualification bids.

Presentation dates for the shortlisted architects will be communicated subsequently.

mailto:[email protected]


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Annexure 1

Information Sheet to be placed in second envelope to be marked as

TECHNICAL BID. It should in line with TABLE 1 given of page 6. (Please

provide the requested information for each of the items. Do not fill up in a copy

of this sheet as adequate space has not been provided. Rather, prepare a

document where information for every requested item is included in the given

order of items. Information provided must be detailed and complete. If

adequate information is not provided, the scores allotted during evaluation will

be adversely affected).

TABLE 4

INFORMATION SHEET

1. Details of Master planning and detailed

designing of academic campuses which

should include classrooms, offices,

hostels, residences, and other

infrastructure (besides giving the summary

as indicated, details of each project is to be

separately enclosed; Completion certificate

to be enclosed where applicable along with

photographs and designs, otherwise

experience will not be considered;) :

Client Name, Work Name,

Period (from – to), Value

Restoration / rehabilitation and re-

development works

2. Awards and recognitions:

3. Annual Turnover in last 3 years (enclose

documentary evidence such as annual

accounts, etc.) in terms of consultancy fee:

4 In house Infrastructure

Details of the Firm

(i) Locations of Offices

(ii) Area of office space in each of the

offices


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(iii) No. of Architects, engineers, support

staff in each of the offices

(iv) Associate Consultants (with brief

details of each) engaged in the recent past

for items such as a) structural design, b)

Air-conditioning design, c) water supply, d)

electrical infrastructure, e) interior f )

others

5 List of principle architect, other architects,

structural engineers, civil engineers,

electrical engineer working and employed

in the firms (in a tabular form):

6 Registration of firm with professional

bodies along with Registration No. and

address:

7 Any other details:

Signature of authorized representative with official seal.

Notes

(i) All pages of RPF and all attached documents should be stamped and

signed.

(ii) Institute representatives may visit the office of the firms and inspect the

completed major projects done by the firms taking feedback from the

users and the maintenance staff.

(iii) While describing works, photographs, drawings including computer

generated images and layouts may be included to enable proper

evaluation of experience and capabilities.

(iv) All certificates should be self-attested

(v) In educational projects, highlights of innovations suggested and

implemented are to be given

(vi) Special expertise of the firm, if any, in renovation, retrofitting, planning

environment friendly buildings, etc are to be highlighted

(vii) Please attach curriculum vita of professional staff

(viii) Please attach details of associate consultants

(ix) Cut off dates in all cases is March 31, 2013


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Annexure 2

PRICE BID PROFORMA

PRICE BID FOR SELECTION OF MASTER ARCHITECT FOR

MAIN CAMPUS OF INDIAN INSTITUTE OF MANAGEMENT,

AHMEDABAD

The particulars of fees to be quoted for providing professional services as

described in the RFP:

NAME OF THE ARCHITECTURAL FIRM _______________________________

Fee description Retainer ship in Rs. per month

Retainer ship to be paid on monthly

basis

Please note:

1. Conditional tenders will NOT be accepted.

2. Institute reserves right to alter / modify any terms and conditions

before submission of the bids. Such changes will be put on the

website as well as communicated to the potential bidders by email,

three (3) days prior to the submission of bids.

3. The above fee quoted is exclusive of service tax (i.e. Service tax will be

reimbursed by the Institute in addition to the fees quoted) but inclusive of

all other taxes as applicable.

4. The above fee quoted is also inclusive of site visit charges

5. Bid validity period is 90 days

6. Tax Deduction at Source (TDS) will be applicable.

Place:

Date:

SIGNATURE OF THE

ARCHITECTURAL FIRM’S

REPRESENTATIVE WITH SEAL


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Check list for documents to be submitted along with the bid:

The following documents should also be enclosed along with the application:-

TABLE 5

Description Checklist

for bidder

Checklist

for IIMA

En

ve

lope

1 P

RE

-QU

AL

IFIC

AT

ION

BID

Demand Draft / Bankers’ Cheque for Rs.

5,000.00 (Rupees five thousand only) in the

favour of Indian Institute of Management,

Ahmedabad

Date of incorporation for relevant experience

Details of three senior architects

Documents regarding value of the projects

completed

Audited Balance Sheet and Profit and Loss

account highlighting the consultancy fees

from Chartered Accountants for the last three

years.

En

ve

lope

2 –

TE

CH

NIC

AL

BID

AS

PE

R T

AB

LE

4

and

TA

BLE

1

Completed Information Sheet.

Self-attested photocopy of registration

certificate from national professional bodies of

Principal Architect and other Architects.

Details of works carried out as mentioned in

the information sheet.

Self attested photocopies of experience

certificates from clients for the completed

works clearly mentioning the value of the

work, location, name of client and year of

completion etc. and also a separate signed

declaration from your end stating that the

works have been executed by your firm.


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Without completion certificates from clients,

the experience of the firms will not be

considered.

Copies of PAN/TAN card & Service Tax

registration.

En

ve

lope

3

PR

ICE

BID

Price bid as per annexure 2

The original downloaded sheet, minutes of the meeting and any other correspondence

has to be returned back, stamped and signed in the first envelope.