RFP Iecc Kochi

International Exhibition cum Convention Centre (IECC)
Kakkanad, Kochi, Kerala
Request For Proposal

For The Selection of Project Management Consultant (PMC)
Issued On: 06th AUGUST 2015

Table of Contents
Sl. No Description Page No

1 Disclaimer 3
2 Definitions 4
3 Schedule of Selection Process 5
4 Introduction 6
4.1 Background 6
4.2 Project Details 7
4.2.1 IECC Kochi 7
5 Terms of Reference 9
5.1 Objective of the Assignment 9
5.2 Scope of Work 10
6 Directives to Bidders 18
7 Evaluation of Proposal and Process of Selection 26
7.1 General 26
7.2 Eligibility Criteria 27
7.3 Project Team 27
7.4 Evaluation Parameter for Technical Score 29
7.5 Project Concept Score 32
7.6 Technical Score (TS) 32
7.7 Financial Score (FS) 32
7.8 Final Weighted Score (S) 32
8 Submission of Technical Bid and Financial Bid 33
9 Implementation Schedule 36
Annexure A- Attendance at Pre-Bid meeting 37
Annexure B- Covering Letter of Technical Bid 38
Annexure C- Technical Bid format 40
Annexure D- Financial Bid format 46
Annexure E- Format for Power point presentation 47
Annexure F- Affidavit 48
Annexure G- Contract Agreement 49
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RFP:-INTERNATIONAL EXHIBITION CUM CONVENTION CENTRE (IECC) AT
KOCHI, KERALA
1. Disclaimer
a. This RFP is not an agreement and is neither an offer nor invitation by Client (KINFRA)
to the prospective applicant (Bidder) or any other person. The purpose of this RFP is
to provide interested applicants with information that may be useful in the
formulation of proposal pursuant to this RFP. The information is not intended to be
exhaustive. Bidders are required to make their own inquiries and satisfy themselves
regarding the completeness and reliability of the informations and not to rely solely
on the information in this document.
b. Neither KINFRA nor their employees, consultants, advisors or agencies make any
representation or warranty as to the accuracy, adequacy, correctness, completeness
or reliability of the RFP and any assessment, assumption, statement or information
contained therein or deemed to form part of this RFP. Each prospective applicant
should conduct its own investigations and analysis and check the accuracy, adequacy,
correctness, completeness or reliability of the information in this RFP document and
obtain independent advice from appropriate source before submission of the
proposal against this RFP.
c. KINFRA may, in its absolute discretion but without being under any obligation to do
so, update, amend or supplement the information, assessment or assumptions
contained in this RFP.
d. Neither KINFRA nor their employees, consultants, advisors or agencies will have any
liability to any prospective bidder or any other person under the law of contract, for
any loss, expense or damage which may arise from or be incurred or suffered in
connection with anything contained in this RFP document.
e. KINFRA reserves the right to reject any or all of the proposals submitted in response
to this RFP document at any stage without assigning any reason whatsoever. KINFRA
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also reserves the right to hold, withdraw or cancel the process at any stage under
intimation to the applicants who submit the proposal against this RFP.
f. KINFRA reserves the right to modify or amend or add to any or all of the provisions of
this RFP document or cancel the present invitation and call for fresh invitations.
g. Neither KINFRA nor their employees, consultants, advisors or agencies will have any
liability in case of non receipt of any correspondence from them to the applicants due
to postal delays.
h. The applicable laws for the purpose are the laws of INDIA. Courts of Kerala will have
the jurisdiction concerning or arising out of this RFP document.
i. The applicants are expected to know the relevant rules and regulations of the
respective local authorities concerning the site, master plan and the construction
works.
2. Definitions
 Application/Bid shall mean the response to this RFP with all documents as specified.
 Client shall mean KINFRA, its authorized agencies and assignees.
 Applicant(s)/Bidder(s) shall mean all Companies/Firms who respond against this RFP.
 KINFRA shall mean Kerala Industrial Infrastructure Development Corporation, a
statutory body formed by the Government of Kerala (GoK), represented by its
Managing Director which expression unless it be repugnant to the context or
meaning thereof, deemed to mean and include its successors and assignees.
 PMC (Project Management Consultant) shall have the same meaning as successful
applicant and with whom the contract agreement would be signed.
 LOA (Letter of Award) shall mean the letter issued by KINFRA to the successful
applicant inviting him to sign the contract agreement.
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 Contract Agreement shall mean the agreement to be signed between the PMC and
KINFRA for the execution of the project.
 Site shall mean the place where the location of the IECC for which the services as
mentioned under the scope of work for the project are to be carried out.
 Bid Evaluation Committee (BEC) shall mean a team of Technical/Financial/Legal or
any other expert constituted by KINFRA for evaluation of documents /presentations
submitted by the applicants in response to the RFP.
 IECC - International Exhibition cum Convention Centre
 The Project means development of International Exhibition cum Convention Centre
with all enabling facilities.
3. Schedule of Selection Process
Sl.No ACTIVITY LAST DATE

1 Date of issue of RFP document 6st AUGUST 2015
2 Last date of receipt of queries by email/post 20th AUGUST 2015(15:00HRS)
3 Pre- Bid Meeting 21st AUGUST 2015(14:00HRS)
4 Last date for Uploading the answers/clarifications to 25th AUGUST 2015 (15:00 HRS)
the queries on KINFRA website
5 Last date of issue of RFP document 2nd SEPTEMBER 2015(15:00HRS)
6 Due date for Submission of Application 3rd SEPTEMBER 2015(14:00HRS)
(Technical Bid & Financial Bid).
7 Opening of Technical Bid 3rd SEPTEMBER 2015(15.00HRS)
8 Presentation by qualified bidders 17th SEPTEMBER2015(11:00HRS)
(Qualified bidders will be intimated the exact time and (Tentative)
date.)
9 Opening of financial bid. 18th SEPTEMBER2015(11:00HRS)

(Qualified bidders will be intimated the exact time and (Tentative)
date)
Note: If any of the above mentioned dates happens to be a holiday, the activity schedule for
that day would be held on the next working date at the same time and venue.
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4. INTRODUCTION
4.1 Background
Kerala Industrial Infrastructure Development Corporation (KINFRA) is a statutory body formed

by the Government of Kerala in 1993, by an act of State Legislature for facilitating the
development of industrial infrastructure in the State. KINFRA has played a pioneer role in
developing industrial infrastructure in the State of Kerala.
KINFRA has a very successful track record in setting up 22 industrial parks across Kerala for
facilitating development of the industry in the State.
KINFRA has taken the initiative of promoting the concept of ‘Theme Based Parks’ since its
inception in 1993. After understanding the needs of a particular industry, KINFRA identifies
common needs and accordingly provide common facilities to promote the concept of ‘shared
infrastructure’ as a facilitating measure to attract investors of that particular industry. Examples
of Theme Based Parks already commissioned by KINFRA include Industrial Parks for Garments,
Entertainment, Exports based industry, Bio-technology, Food processing and SME industrial
sector etc.
KINFRA also provides exclusive single window clearance facility for units in its Parks for
obtaining regulatory licenses and clearances.
KINFRA is the nodal agency of GOK for setting up of the International Exhibition cum
Convention Centre (IECC) at Kochi in Kerala with the association of ITPO (Indian Trade
Promotion Organization) for the promotion of International Trade and Export.
KINFRA envisions this IECC project, on completion, to be world class in architecture, layout,
interior design, acoustics, visual effects, general ambiance etc. with state of the art facilities,
making the IECC an attractive destination for public gatherings/congregations, meetings,
incentives, conventions and exhibitions (MICE), Industrial promotions, art and craft, trade fairs,
etc. IECC Kochi is visualized to be the best (SMART) in its class with all modern facilities.
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4.2 PROJECT DETAILS
4.2.1 IECC KOCHI
IECC Kochi is proposed to be set up at 20 acres of land earmarked by KINFRA at Kakkanad,

Kochi, Kerala close to the Info Park, Smart City and the KINFRA Export Promotion Industrial
Park.
The proposed site is located about 20 KM from the Cochin International Airport
(Nedumbassery), about 12KM from the Railway station and about 15 KM from Kochi Port.
This Project is proposed to be executed directly by KINFRA in association with ITPO/Commodity

Boards.
This Project is proposed to have the following facilities (indicative);
 Core facilities
a) .Covered exhibition halls (Approx 1, 00,000 Sqft)
b).Convention centre with a seating capacity of 5000 persons (2000+2000+1000)
c).Mini conference hall with a seating capacity of 1500 persons (500+500+500)
d).Open exhibition space(Approx 1,00,000 Sqft)
e).Five star category hotel
f).Food court
The facilities at the IECC shall be of world class (SMART) and at the same time suiting to the
Kerala climate and weather conditions. Care may be taken to ensure that the entire lay out and
construction merges with the Kerala ambiance. The main components of the Centre are the
Exhibition Halls and the Convention Centre. The other components are the supporting facilities
for the events taking place in the Centre and for the Management of the centre.
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The covered exhibition halls shall of varying dimensions offering the flexibility to hold large,
medium or even small exhibitions. Internal partitions will be provided to offer modules with
provision for air-conditioning few of the halls. The layout of the halls is in such a way that
smooth traffic of visitors is ensured. Wide internal roads, ample parking space , two gates for
visitors and a separate entrance for staff and another for service facilities and large service
yards for cargo and material handling etc. are some of the special features .Other infrastructure
components like Power, Water supply, sewage and solid waste disposal etc, will be adequately
taken care in the design aspects. Dedicated power feeders should be planned to ensure un
interrupted supply. Necessary backup system will also be considered for emergency supply
during power failure. The design of the IECC shall be compliant with Green Building norms.
 Other enabling facilities may include:
 Land development
 Infrastructure facilities
 Boundary Wall
 Internal roads
 Street lighting
 Rainwater harvesting
 Water supply
 STP/ETP
 Non conventional energy utilization
 restrooms
 toilets
 material storage and handling space
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 security
 bank/ATM
 post office
 communication centre
 warehouse with container handling facility
 2000+ car parking facilities etc
The Project is proposed to be completed in phases, commensurate with the utilization and
demand. It is proposed to use around 10 acres for the exhibition activities in the Phase 1 and
the balance land will be developed in the ensuing Phases and part of it through Private
participation for setting up Hotels, Multiplex, Restaurants, Paid Parking etc.
The approximate cost of the project in Phase 1 is Rs 100 crores.
5. TERMS OF REFERENCE
5.1 Objective of the Assignment
KINFRA on behalf of Government of Kerala (GoK) proposes to develop an International

Exhibition cum Convention Centre (IECC) at Kochi for carrying out trade promotion and related
activities in the state of Kerala. The project is envisaged to be a destination for Public gatherings
/ congregations, Meetings, Incentives, Conventions and Exhibitions (MICE), Industrial
promotions, Art & Crafts, Trade Fairs, Conferences etc
The proposed IECC shall be comparable to global exhibition centers with respect to operational
efficiency, energy efficiency, architecture, layout, interior design, acoustics, visual effects, and
other supporting facilities. Likewise, the convention centre is envisaged to be a facility for high-
end Government-to-Government, business-to-business and business-to-customer meetings,
exhibitions and events.
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The nature of services to be provided by Project Management Consultant shall include but not
limited to preparing site Master Plan, Architectural Design, Layout plan and Concept Design,
Schematic Design, Structural Design, Detailed Design for the IECC, components, preparation of
BOQ, tender documents, work supervision, quality assurance etc. The PMC shall prepare a
Detailed Project Report and Business Plan (with revenue models) for the project. The PMC shall
provide assistance for meeting requirements of bank/financial institutions for providing term
loan for the project, if required.
5.2 Scope of Work
The scope of work includes but not limited to providing comprehensive Project Management
Consultancy including Architectural, Structural and Detailed Design Consultancy Services for the
proposed IECC which includes the Master Planning of entire site and Concept Design, Schematic
Design, Detailed Design for the IECC components, preparation and submission of DPR, NIT
documents for the selection of Contractors, Site Supervision, Quality Assurance etc. A broad
frame work on the scope of work is listed below;
Stage 1 – Preliminary stage
 Understanding the project vision, project cost budget, phasing strategy etc.
 Visiting the site, discussing details with KINFRA and to carry out site survey, soil
investigation, as specified in IS:1892-1979 and its latest version and preparation of
surveyed site plan showing all existing buildings, other structures and service, tree with
girth , species local name , land related features like terrain, soil conditions, HT lines,
topography, vegetation, climatic conditions, etc.
 Preparing and submitting concept drawings and designs conforming to prevailing

national standards, local bye laws as well as compliant to Green Building norms, i.e.
developing lay out plan of the complex; complete preliminary drawings/ preliminary
sketches, plans, elevations, sections / perspectives of various proposed blocks of
buildings all required to present the general view of the proposed IECC with basic
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dimensions and building layouts for obtaining approval of the
KINFRA/SPV/Government/Public including all necessary modifications based on
interactive evaluation by the KINFRA up till finalization of concept designs. The PMC
shall also prepare and present alternative design concepts based on the assembled data
to include site use plans showing circulation plans, pedestrian and vehicular traffic
patterns, utility locations, building locations and open areas.
 Study of all applicable regulations / development guidelines – FSI (Floor Space Index)
applicability, ground coverage, set-backs, building design standards, building heights,
development constraints, etc.
 Preliminary planning of all internal and external services like power supply, water
supply, sewerage, storm water drainage, acoustics, landscaping, development plans
showing internal roads, paths, parking lots, paved areas, drains, culverts, compound
walls, external lighting, indicating position of lifts, AC ducts and other conduits for
services, firefighting arrangements etc. complete.
 Preparation of preliminary Architectural drawings, general specifications for the work.
 Preparation of a detailed master plan and concept design for the entire 20 acres plot.
The PMC may propose the development of the project in a phase manner.
 Preparation and submission of Detailed Project Report (DPR) including preliminary

estimates of cost on area basis, and on accepted norms of Government of India i.e.
latest CPWD Plinth Area Rates (PAR) updated with latest Cost Index of the city/ location
as approved by the CPWD and supported with quantities, details of measurements and
rates along with the drawings, HVAC load, Electric power load, demand for water
supply, lift requirements, firefighting and detection system, mechanical ventilation
where required, including modifications in the designs and estimates on the basis of
time to time interactions with KINFRA regarding the drawings, designs and specifications
of the work. For any components of the estimate for which CPWD-PAR are not available,
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prevailing market rates supported by quotations shall be used / provided by the
consultant.
 Obtain prior approval from KINFRA for the above mentioned works. And for any
subsequent changes the PMC should obtain approval from KINFRA.
 Computations of designs including structural designs, drawings and services design shall
be in accordance with all the relevant BIS codes of practice. This may include discussions
with and incorporation of requirements of KINFRA.
 The Consultant shall indicate the name of his /their team members for various services
like architectural design, structural designs, interior design, acoustics, visual effects,
Utility services, Quantity Survey etc. with their details. The Sub-consultant if any shall be
associated from the preliminary drawing stage to the final stage of work. However, the
PMC shall be fully responsible for the correctness and accuracy of services; design
prepared by such sub-consultants & shall indemnify KINFRA for damage or loss caused
due to negligence of sub-consultant (s).
Approvals /NOCs:-
 Obtaining approval of all the competent authorities and other statutory bodies like
Ministry of Environment and forests (including EIA study), State Pollution Control
Board, civil aviation, railways and local development bodies, fire and safety
departments etc. as applicable/ necessary according to the local Acts, Laws,
Regulations, etc. and make any changes desired by such authorities at no extra cost.
The original documents of approval shall be submitted to KINFRA.
 Obtaining approval of the Architectural drawings from relevant local statutory body &
obtain Commencement Certificate from local bodies leading to commencement of
construction of the project.
 Obtaining approval of electrical drawings from Central / State Electrical Inspectorate,

as applicable.
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 Obtaining “Single Window Clearance” authorization for the IECC from competent
authorities.
Deliverables
 Concept master plans (on a scale not higher than 1:1000)
 Detailed master plan (scale 1:200)
 Circulation and transportation plan (scale 1:200) with detail of parking
 Utilities and support infrastructure plan (scale 1:200)
 Landscaping plan (on a scale not higher than 1:1000)
 Furniture, street lights, Signages, etc (scale 1:50 / 1:10 / 1:2 depending on the category)
 Preparation of area statement of each component of the development mix
 Detailed site model of 1:500 scale of the finalized master plan
 Preliminary financial model
 3 D drawings and 3 D walk through of the finalized master plan
 Detailed Project Report(DPR)
Sufficient soft copies in form of DVD’s and hard copies of all the Deliverables prepared are to
be submitted to KINFRA, as and when required.
Stage 2 – Working drawings stage
The PMC shall be responsible for Preparation of detailed architectural drawings (hereinafter
called Working drawings), structural drawings, service drawings including drawings showing the
details of all the utility services such as water supply, sanitary, electrical installations, acoustics,
air-conditioning, firefighting, etc, internal and external, including details of specifications of all
items of work. All the drawings and design calculations shall be made available by the PMC to
the KINFRA in duplicate along with the soft copy thereof in DVD/pen drive for checking and
approval. However, the responsibility for the correctness and accuracy of the structural design
and safety of structure shall be entirely that of PMC. This activity may necessitate the PMC to
interact with KINFRA or any authority /institution appointed by KINFRA for Proof Checking of
structural design & drawings. (Cost of such proof checking shall be borne by KINFRA where the
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designs and drawings are acceptable. In case their design requires revision on proof checking,
the cost of such revision/correction including that of proof checking shall be met by the PMC).
 Obtaining approval of KINFRA in respect of items mentioned in above clause and modifying
them, if considered necessary by KINFRA.
 If required, obtaining the approval of local and other authorities and making any changes
required by them.
 Preparation of complete working details, schedules, specifications and bill of quantities,

including detailed estimate as per latest CPWD SR, to describe the part/whole project
adequately and supplying details of calculations of such bill of quantities to enable KINFRA
to check them before issue of tender documents.
 Bid Document
 Preparation and submission of NIT documents for the selection of

contractor for the construction of the IECC. The document should include
BOQ, GCC (General Conditions of Contract), SCC (Special Conditions of
Contract), implementation schedule etc as per KINFRA requirements. The
consultant shall also assist KINFRA in the selection of contractor(s) for
award of construction work.
 Assist KINFRA in bid evaluation by providing/supplying market rate
analysis and quotations whatever required for schedule (As per CPWD
DSR) and non-schedule items (Non DSR) of the work in prescribed
manner as per directions of KINFRA.
Deliverables:
 Detailed project data sheet with design criteria, space allocation sheet, area allocation,
building efficiency calculations.
 Schematic site plan (1:1000 scale)
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 Building plans, Elevations, section (scale 1:200 or 1:100)
 Circulation and Transportation plan (scale 1:200 or 1:100)
 Utilities and Support Infrastructure Plan (scale 1:200 or 1:100)
 Working Drawings of all the elements (structure, civil, MEP, HVAC, fire, rain water
harvesting, etc)
 Detailed building specifications including civil utility specifications, structural design,

demand estimation & load calculations for power.
 3 D drawings for the finalized master plan along with 3 D walk through (both external
and internal)
 Detailed site model (1:100 or 1:200 scale as applicable) to best show details of the site
 NIT documents for the selection of Contractor
 All 2D drawings shall be prepared and soft copies be submitted in AutoCAD
Sufficient soft copies and hard copies of all the deliverables prepared, are to be submitted as
and when required by KINFRA
Stage 3:-Execution/Completion stage
The PMC shall:
 Supply all the approved & duly marked “Good for Construction” (GFC) working drawings
and Structural drawings, specifications and details in the manner required by KINFRA for
proper execution of the work. (Required sets of approved drawings shall be supplied
free of charge to KINFRA)
 Make scrutiny of any shop drawings required in connection with work and incorporation
of the same in the working drawings and release the duly vetted drawings for
construction.
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 Obtain KINFRA’s approval for any material deviation in design or specifications before
any revision of Drawings already approved by them.
 Obtain Green certification for the proposed IECC from recognized accreditation agency.
 Shall inspect during progress of work & certify correctness of the physical execution of
work layout at site as per approved drawings/ plans.
 PMC should take original measurements/check measurements and verification of the

bills related to construction and supply of materials as required by KINFRA.
 Shall undertake site supervision and inspection to ensure execution of works in
accordance with working drawings and specifications of contract.
 Shall organize and attend the weekly site meetings and monthly review meetings in
connection with the work, without any additional cost or DA/TA.
 Shall obtain commencement certificates at various stages according to local bodies' bye
laws during execution from the local bodies in such a manner that the work’s progress
should continue unhindered.
 Shall obtain approval / sanctions and drainage completion certificate for sewerage
connection, water supply, electric supply, occupancy certificate (part / full) as may be
required by KINFRA and also to obtain necessary water supply connection.
 Shall obtain all the required completion certificates / NOCs from the various local
authorities and furnish to KINFRA the building completion certificate along with four
sets of completion plans/drawings (As Built Drawings) and one set of reproducible
drawings in A-1 size, and other connected documents. These drawings will be in
addition to drawings and details mentioned in above clauses.
 Provide necessary drawings for electrical works for final approval of Electrical
Inspectorate.
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 The PMC should provide complete assistance in monitoring and overseeing the work
output of the contractors in compliance of the terms and conditions of the
contracts/appointments with the objective of ensuring quality, completeness and
compatibility of the work carried out in relation to the project.
 The PMC should prepare the documents related to statutory approvals for the IECC
project.
 The PMC should provide assistance in achieving financial closure of the project.
 The PMC should provide assistance in working out the implementation schedule
meeting KINFRA’s requirements and ensure conformance with the implementation
schedule.
 The PMC shall prepare all necessary documentation including Fund Utilization
Certificate in the prescribed format for submission to Ministry in order to facilitate
release of funds sanctioned under the scheme.
 The PMC shall provide periodic reports and Monthly Status Reports to Ministry in the
prescribed formats of the Ministry and it should be presented whenever KINFRA desires.
 The key professionals with the specified qualification earmarked for KINFRA’s project
should be retained throughout the project period. Only in case of any contingency, the
PMC can replace a person with an equally qualified one.
 The PMC should keep apart experienced experts as specified exclusively for KINFRA’s
project and PMC should also state the details about the number of personnel it
proposes to be deployed in Kerala on a full time basis during the project period.
 No work shall be outsourced except for highly specialized work, for which assistance is
required. And in such cases prior approval from KINFRA is required.
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 If KINFRA requests that PMC should replace team member/s in case any team
member/s are found not meeting performance standards, the same should be effected
by PMC to KINFRA’s satisfaction.
 Any other or all services not specifically mentioned herein but required for the proper
and successful completion of the project in accordance with international standards or
Bureau of Indian Standards (BIS) including National Building Code.
 All the documents prepared by the PMC shall be the property of KINFRA.
6. DIRECTIVES TO BIDDERS
6.1 The document can be downloaded from our website at www.kinfra.org. A non refundable
Bid Document fee of Rs 25,000/- + 14%VAT ( Rupees Twenty Eight Thousand Five Hundred
only) should be enclosed with the application by DD, in favour of The Managing Director,
KINFRA, payable at Trivandrum, in a cover super scribed “ Bid Document Fee for IECC
Kochi”. Applications not accompanied with Bid Document fees shall be summarily rejected.
6.2 The application (Technical and Financial Bid) shall be submitted only as per the enclosed
format (s) given at Annexure B to D, Self-attested documentary proof(s) in respect of the
details furnished in the application form shall be submitted along with the application.
6.3 The intending firms shall also submit the list of such projects, where, due to any disputes
litigation/arbitration was invoked and/or the consultancy services were
abandoned/suspended by the Consultant(s). Suppression of any information in this regard
may lead to disqualification of the Applicant(s) concerned, if such information comes to the
notice of KINFRA. Incomplete applications will be summarily rejected. Applicants should
give an undertaking certifying that the firm has not been blacklisted or debarred by any
Govt / Local Bodies/ PSU’s.
6.4 The Bidders for PMC have to submit their Technical Bid and Financial Bid in the prescribed
format as per this RFP. The cost of preparation of bids and related expenses has to be borne
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by the Bidder. The bidders will not be eligible for reimbursement of any travel expenses for
attending meetings for making presentation or any other purposes.
6.5 Any addendum/corrigendum/clarification to this RFP document shall only be uploaded on

the website of KINFRA and may not be communicated otherwise. Prospective bidders are
therefore advised to visit KINFRA website and get updated on the latest status.
6.6 Earnest Money Deposit (EMD)
6.6.1 The Bidder shall furnish an Earnest Money Deposit (EMD) of Rupees One Lakh only
(Rs.1,00,000/-) by way of Demand Draft, drawn in favour of The Managing Director,
KINFRA payable at Trivandrum along with the Technical Bid in a cover super scribed
“Earnest Money Deposit for IECC KOCHI”.
6.6.2 The EMD of all unsuccessful bidders will be returned within a period of thirty (30) days
from the date of signing of the agreement with the successful bidder. The EMD of any
bidder, whose bid is rejected on account of being non-responsive or non-reasonable in
accordance with the RFP, will be returned within a period of thirty (30) days from the date
of intimating the rejection of bid by KINFRA to the bidder.
6.7 The application against this RFP containing the Technical Bid and Financial Bid in the
prescribed formats along with supporting documents and the EMD & Bid Document Fee
should be submitted to Managing Director, KINFRA latest by 14.00 hrs on 3rd SEPTEMBER
2015. The date of presentation of the project vision, concept design, methodology, work
plan, master plan etc is tentatively scheduled for 17th September 2015 at 11:00 am which
will be intimated to the eligible applicants after evaluation of the Technical Bid documents
by a Bid Evaluation Committee constituted by KINFRA.
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6.8 Pre-Bid Meeting
6.8.1 In order to clarify and discuss the issues with respect to the Project, a pre-bid meeting
shall be held with the bidders on 21st August 2015 at 14.00 hrs, at the conference hall of
KINFRA HOUSE.
6.8.2 The bidders who intend to attend the pre-bid meeting, should fill, duly sign and return to
KINFRA by letter or telefax, the “Attendance at pre-bid meeting” form, attached as
Annexure B in advance of the pre bid conference. Those who attend the pre bid meeting
should bring letter of authorization.
6.8.3 The answers/clarifications to the queries raised in the pre-id meeting will be uploaded on
KINFRA website immediately after the pre-bid meeting, but not later than 25th August
2015 (15.00 hrs).
6.8.4 Bids not in the format as prescribed in this RFP document and not accompanied by EMD
and Bid Document Fee shall be summarily rejected. Bids shall be declared non responsive
if the bid submitted is conditional.
6.8.5 The Bidders shall be deemed to have conducted a due diligence exercise and satisfied
themselves with respect to all aspects of the project, including site visit, when they
submit the bids. Interested parties shall visit and inspect the site at their own expense.
Failure to investigate fully the site or subsurface conditions shall not be a valid ground for
the bidder to subsequently alter the terms of his bid nor shall it relieve the Bidder from
any responsibility for successfully completing the PMC assignment.
6.8.6 All enquiries should be submitted on the following address in writing, by letter or e-mail
or facsimile transmission;
ADDRESS: Managing Director,

KINFRA,
KINFRA house, 31/2312,
Sasthamangalam,
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Thiruvananthapuram- 10 ,
Kerala
Tel : 0471 2726585
Fax : 0471 2724773
Email : prkinfra@gmail.com
6.9 Bid Validity
6.9.1Each bid shall indicate that it will remain valid for a period not less than 120 days from the
due date of the submission of the bid (Bid due date). KINFRA reserves the right to reject
any bid, which does not meet this bid validity requirement.
6.10 Format and Signing of Bids
The authorized signatory of the applicant shall sign each page of the document. The
Technical Bids and Financial Bids are to be submitted as per the prescribed formats in
Annexure C and D respectively. The proposal shall be typed and printed in indelible ink
and shall be signed by the Bidder or a person duly authorized to bind the applicant
organization to the contract. All pages of the proposal including all Photostat copies shall
be initialed by the person signing the proposal. Any interlineations, erasures or
overwriting shall be valid only if they are initialed by the person signing the proposal.
6.11 Changes to Submitted bids
Any material change to a submitted bid, must be received before the bid due date.
Material changes in the bid will not be permitted after the bid due date.
6.12 Sealing and Marking of Bids
The bidder would provide all the information as per this RFP, and KINFRA would evaluate
only the bids received in the required format. The Technical Bids and Financial Bids should
be separately submitted in sealed envelopes, super scribed “Technical Bid” and “Financial
Bid” respectively in separate envelopes. In the envelope super scribed ‘Technical Bid’, the
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Bidder should enclose the envelopes containing the EMD and Bid Document fee along
with the Technical Bid. Both these envelopes (envelope super scribed ‘Technical Bid’ and
envelope super scribed Financial Bid’) should be enclosed in another envelope super
scribed “Application for Selection of PMC for IECC KOCHI”.
6.12.1 The envelope shall be addressed to:
ADDRESS: The Managing Director,

KINFRA, KINFRA house, 31/2312
Sasthamangalam, Thiruvananthapuram-10
Kerala, India.
Tel No: 0471 2726585
6.12.2 KINFRA assumes no responsibility for the misplacement or premature opening of the
bids submitted not in accordance with the prescribed procedure as above. KINFRA will
not be responsible for any postal delays or delay in transit for submitting the Bids.
6.13 Right to accept any Bid and to reject any or all bids
Notwithstanding anything contained in this RFP, KINFRA reserves the right to accept or
reject any Bid/ Bids and to annul the bidding process and reject all bids, at any time
prior to the signing of the agreement without incurring any liability to the rejected
Bidder/ Bidders or any obligation to inform the affected Bidder/ Bidders of the grounds
for rejection. The evaluation of the applications submitted by the firms shall be
undertaken based on details submitted by them as per the requirement of this RFP
document. No clarification/additional information in this regard will be sought from the
applicants. Applicants shall not be required to submit on their own, additional
information or material subsequent to the date of submission and such material, if
submitted, will be disregarded. It is there for essential that all the details are submitted
by the applicants accurately and specifically as per the requirement of this RFP.
However KINFRA reserves the right to ask any clarification from the applicant for details
submitted, if it so desires during evaluation.
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6.14 Successful Bidder
6.14.1 The successful bidder shall be selected based on the evaluation and scoring of the bid
and presentation.
6.14.2 Letter of Award (LOA) will be issued to the successful bidder informing the award of the
work and the bidder would be required to come for signing of the agreement with
KINFRA.
6.15 Default and forfeiture of EMD
6.15.1 The EMD will be forfeited under the following circumstances:
(a) If the successful bidder does not sign the agreement as intimated by KINFRA
(b) If the bidder withdraws his offer during the validity period as mentioned in clause 6.9.
6.16 The payment schedule will be as follows –
 10% of the agreed consultancy fee as initial payment on execution of agreement against
Bank Guarantee for equivalent amount from a nationalized/scheduled bank, valid for a
period of 30 months from the date of agreement.
 5% of the agreed consultancy fee on submission and acceptance of the finally approved
Master Plan
 10% of the agreed consultancy fee on submission and acceptance of the approved DPR
 20% of the agreed consultancy fee on submission and acceptance of engineering

designs, drawings, plans, estimates, detailed BOQs and tender documents.
 45% of the agreed consultancy fee on construction supervision based on progress of

work completion as given below
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5% on execution of 20% of project work.
45% based on progress of work 10% on execution of 60% of project work.
completion. 10% on execution of 80% of project work.
10% on execution of 100% of project
work.
 10% of the agreed consultancy fee on submission of as built drawings including all
clearances, approvals , Occupancy Certificate and Green Certificate, against a Bank
Guarantee for equivalent amount from a Nationalised/Scheduled bank, valid for a
period of 2 years (Defect Liability Period) from the date of completion.
6.17 Liquidated Damages
6.17.1 In the event of a delay in completion of project work as per the implementation
Schedule for which PMC is solely responsible, PMC shall pay Liquidated Damages to
KINFRA at a rate of a quarter of a percent (0.25%) per day of delay, subject to a maximum
of ten percent (10%) of the PMC fees.
6.17.2 Such Liquidated Damages shall be deemed to be a genuine pre-estimate of the

foreseeable damages incurred by KINFRA due to delay and shall be KINFRA's sole recourse
for late performance by PMC under the agreement.
6.18Signing of the Agreement and Consultancy Fee:
KINFRA shall prepare the agreement in the proforma (Annexure G) included in this
document duly incorporating all the terms and conditions of agreement between KINFRA
and successful bidder. The successful bidder will be required to execute the contract
Agreement within 7 days from the date of issue of the Letter of Award. One copy of the
agreement duly signed by KINFRA and the consultant through their authorized signatories
will be supplied by KINFRA to the consultant.
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The consultant shall be paid the agreed consultancy fees as per the payment schedule
given at the clause 6.16. The consultancy fee, quoted shall be inclusive of all taxes.
6. 19 Conflict of Interest
KINFRA requires that consultants should provide professional, objective and impartial advice
and at all times hold the client’s interest paramount, strictly avoid conflicts with other
Assignment/jobs or their own corporate interests and act without any consideration for future
work. The consultant and any of their affiliates shall be considered to have a conflict of interest
and shall not be hired under any of the circumstances given below:
(a) Conflicting activities or assignment i.e. providing goods or works or assignment other than
consulting assignment
(b) Conflicting relationship i.e. business/relationship with a member of client’s staff involved in
the job.
(c) The consultants shall be required to observe the highest standard of ethics during rendering
of professional services.
6.20 Fraud and Corruption
6.20.1 KINFRA requires that the bidders against this RFP shall observe the highest standard of
ethics. In pursuit of this policy, the following are defined:
 Corrupt practice means the offering, giving, receiving or soliciting, directly or indirectly,
of anything of value to influence the action of a public official in the bidding process or
in contract execution.
 Fraudulent practice means a misrepresentation or omission of facts in order to influence
the bidding process or the execution of contract.
 Collusive practice means a scheme or arrangement between two or more bidders, with
or without the knowledge of the client/KINFRA, designed to establish bid prices at
artificial, non-competitive levels and Coercive practice means harming or threatening to
harm, directly or indirectly, persons or their property to influence their participation in
the bidding process or affect the execution of contract.
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6.20.2 KINFRA will reject the proposal if it determines that the bidder has directly or through an
agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for
the contract in question.
6.20.3 KINFRA will declare a bidder ineligible, either indefinitely or for a stated period of time to
be awarded contract/contracts, if it, at any time, determines that the bidder has engaged
in corrupt or fraudulent practices in competing for, or in executing the consultancy
contract.
7. EVALUATION OF PROPOSALS AND PROCESS OF SELECTION.

The selection process would be a Quality and Cost Based Selection process spread over three
stages. Technical and Financial documents submitted by the Applicant shall be evaluated by a
Bid Evaluation Committee (BEC) that shall be constituted by KINFRA
7.1 General
• The Applicants may be a single entity or a group of entities joined together to
undertake this assignment
• However, no applicant applying individually or as a member of a consortium, as
the case may be, can be member of another applicant consortium. The term
applicant used herein would apply to both a single entity and a Consortium
• In case of an individual applicant/ a consortium, details shall be furnished as per
Annexure C
• The applicant should be a Professional Firm in Project Management Consultancy
business having a minimum of five years of continuous existence as a legal entity
as on 31st March, 2015.
• The applicants should have experience as Project Management consultants in
implementing International Exhibition/ Convention Centre Projects
• The applicant/s, if selected should be willing to set up local office in Kerala/site
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7.2 Eligibility Criteria
The Technical bids of Bidders will be evaluated based on
• Bidder’s experience as a Project Management Consultant
(i) In the implementation of large scale projects of Rs 80 crore and above (other
than experience as PMC for Convention Centre);
(ii) Experience as PMC in fully implemented International Exhibition cum
Convention Centre with Project Cost of Rs 80 crore and above.
(iii) Experience as PMC in fully implemented International Exhibition cum
Convention Centre Project with more than 4,000 persons plenary hall capacity.
• The ‘Project Team’ proposed by the Bidder for execution of KINFRA’s International
exhibition cum Convention Centres (IECC) at Kochi.
• Projects/Assignments undertaken in Govt. Sector.
• Satisfactory financial performance through profit generation in each of the last
three years from 2012-13 onwards.
• Whether Bidder has attained Quality Management System Certification (ISO) or
not.
• Whether the firm has experience in designing as per Green Building norms
• Presentation on Project vision, Concept design, Methodology and Work Plan,
Implementation Schedule, and the ‘Deployment of Project Team’ being proposed.
7.3 Project Team
7.3.1 Bidder should have a minimum ‘Project Core Team’ comprising of the following
qualified professionals having requisite experience;
• Team Leader:- Qualification-Graduate Engineer in Civil/Arch with at least 20 years
of relevant experience, and should have planned and designed minimum three
Eligible Projects, out of which at least 1is a Convention/Exhibition Centre.
 Team members
1. Urban Designer/Urban Planner: - Qualification-Professional Degree in Urban
Design/Urban Planning/Architecture with at least 8 years of relevant
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experience, and should have undertaken Master Planning of at least 3
eligible projects
2. Structural Engineer: Masters Structural/ Civil with at least 8 years of relevant
experience, and should have undertaken structural design for at least 3
eligible projects.
3. Design Architect: B. Arch with at least 8 years of relevant experience and
should have undertaken detail designing and execution of eligible projects,
out of which at least 1 is a Convention /Exhibition Centre.
4. Quantity Surveyor :- B.E in Civil with at least 8 years of relevant experience,
and should have undertaken design, estimation, bill of quantities,
specifications for at least 3 eligible projects
5. Interior Designer: - A qualified professional in Interior designing with at least 8
years of relevant experience in interior design of 3 eligible projects out of
which at least one should be a convention centre project.
6. Acoustics Expert: - A sound engineer with at least 8 years of relevant
experience in similar projects.
7.3.2 The Project Site Team should include the following personal at each site:
 Project Manager (1 no) : BE in Civil/Equivalent with at least 5 years of relevant
experience in eligible projects.
 Project Engineers (2 nos): BE (Civil- 1 no, Electrical- 1no) with minimum 3 years of
relevant experience in similar projects.
 Site supervisors (4 nos) : Diploma (Civil -3 nos, Electrical- 1no) with minimum 3 years
of experience as site supervisors in similar projects.
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7.4 Evaluation Parameters for Technical Score (TS)
The technical evaluation applying criteria mentioned above and corresponding points rating are
listed as below:
Evaluation Parameters for Technical Score (TS) Max Marks

Allocated
Experience in providing Project Management Consultancy services in the 5
implementation of at least one large project of Rs 80 crs and above (other than
experience as PMC for Convention Centre).
• 5 marks for completed project above Rs.100 Crores
 4 marks for completed project between Rs.80-100 Crores
Experience as PMC in fully implemented International Exhibition cum Convention 12

Centre with Project Cost of Rs 80.00 crore and above.
• 12 marks for completed project above Rs.100 Crores
• 10 marks for completed project between Rs.80-100 Crores
Experience as PMC in fully implemented Exhibition & Convention Centre Project 10
with more than 4,000 persons plenary hall capacity.
 10 Marks for executed project above 5,000 persons plenary hall capacity
 8 Marks for executed Project between 4000- 5000 persons plenary hall
capacity
Experience in undertaking projects as a Project Management Consultant under 4
ITPO
• 2 marks for each Project
Experience in designing as per Green Building norms 2
 One Project – 1.0 marks each
Key professional staff qualifications and experience specifically assigned for 20
KINFRA Project in Kerala.
Team Leader – (5Marks - Experience + No of projects done)
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a1. Total Experience - above 25 years – 3Marks OR
a2. Total Experience - 20- 25 years - 2 Marks.
b1. Planning & Design of Eligible International Exhibition & Convention
Centre projects -2 Marks (Maximum of 2 marks).
b2. Planning & Design of eligible projects other than Exhibition and
Convention Centres- 0.50 marks per project (Maximum of 1 mark).
Team Members- (15 Marks)
 Urban Designer/Urban Planner – (3 Marks - Experience + No of projects done)
a1. Total Experience - above 12 years - 2Marks. OR
a2. Total Experience – 8 -12 years -1 Mark.
b1. For preparation of master plans of eligible Projects– 0.5
mark/project (Maximum 1 marks)
 Structural Engineer- (3 Marks- Experience +No of projects done)
a1. Total Experience- above 12years- 2marks
a2. Total Experience- 8-12 years- 1mark.
b1. Structural Design of Eligible projects- 0.5mark/project. (Maximum of
1 marks)
 Design Architect: (3 Marks)
a1. Total Experience- above 10years-2 marks
b1. Design of Eligible International Exhibition & Convention Centre
projects- 1 mark/project. (Maximum of 1 marks)
OR
b2 .Design of eligible projects other than Exhibition and Convention
Centres- 0.5mark/project (Maximum of 1 mark)
 Quantity Surveyor- (2 Marks)
a1. Total Experience- above 10years- 2marks
 Interior Designer- 2 Marks for qualified Professional with minimum 8
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years relevant experience
 Acoustics Expert-2 Marks for qualified Professional with minimum 8 years
relevant experience
(Note: Complete details of the teams should be submitted)
Consultancy projects/assignments directly undertaken for various Government 02
sectors with a minimum consultancy charge of Rs.1 lakh.
Quality Management System Certification 02
Annual Profit in each of the preceding 3 years starting from 2012-2013onwards. 03
Credential score 60
Presentation on Project Vision, Concept Design ,Methodology, Work Plan, 40
Master plan, Implementation schedule and deployment of ‘Project Team’.
• Project Vision, Concept Design – 10 Marks.
• Methodology and Work Plan - 10Marks
• Master plan and Implementation schedule – 10 Marks.
• Deployment of Project Team – 10Marks.
Project concept score 40
Grand Total 100

Note: Cancelled International Exhibition & Convention Centre Project/ projects or any other
cancelled/failed projects will not be considered for the evaluation
The credential score will be worked out as above from the details furnished by the
bidders in the technical bid document submitted against this RFP. Only those who get a
minimum of 45 marks in the Credential score will qualify for the next stage. The Financial
bid and the EMD will be returned to the unsuccessful bidders within one month of
completing the selection process
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7.5 Project concept score
The successful bidders in the credential evaluation will be invited to make their project concept
presentation on a specified date. Based on the presentation evaluation will be made by the BEC
and the maximum score allotted for the project concept presentation is40 marks. Those who
get a minimum of 30 marks will qualify for the next stage.
7.6 Technical score (TS)

The total of credential score and project concept score earned by a bidder is the technical
score. Those who get a minimum of 75 in the technical score only will qualify for opening of the
financial bid. The EMD and financial bid of those who do not qualify at this stage will be
returned within one month from the date of finalization of the selection process.
7.7 Financial score (FS)

The financial bids of those who qualify as above will be opened on a date which will be
informed to all the eligible bidders. After opening the financial bid the financial score will be
arrived at as follows
The lowest bidder (L1) will get the maximum financial score (FS) of 100
The financial score (FS) of other bidders (FB) will be calculated as follows
FS = (L1/FB) X100
7.8 The Final Weighted Score (S)

The final evaluation of combined Technical and Financial bid shall be based on the final
weighted score. In order to arrive at the final weighted score, a weightage of 80% will be
assigned for the Technical Score (marks/points scored in the Technical Bid Evaluation, TS)
and a weightage of 20% will be assigned for Financial Score (FS)
The final weightage score (S) will be
S= 0.8 x TS + 0.2 x FS
7.9 The bidder scoring the highest final Weighted score shall be awarded the project.
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7.10 KINFRA however reserves the right to reject any or all bids received, without assigning any
reasons and any liability to KINFRA.
8. SUBMISSION OF TECHNICAL BID AND FINANCIAL BID
8.1Technical Bid should have a covering letter as per the format given at Annexure B
The Technical Bid shall include:
8.2 Experience in providing Project Management consultancy services in the implementation of

large projects of Rs 80.00 crs and above (other than experience as PMC for Convention
Centre). Signed, dated and sealed copies of work orders and the work completion
certificate/client certificate shall be submitted. Projects mentioned without supporting
documents will not be considered.
8.3 Experience as PMC in fully implemented International Exhibition & Convention Centre with
Project Cost of Rs 80.00 crore and above. Signed, dated and sealed copies of work orders
and the work completion certificate/client certificate shall be submitted. Projects
mentioned without supporting documents will not be considered.
8.4 Experience as PMC in fully implemented International Exhibition & Convention Centre
Project with more than 4,000 persons plenary hall capacity, Signed, dated and sealed copies
of work orders and the work completion certificate/client certificate shall be submitted.
Projects mentioned without supporting documents will not be considered.
8.5 Experience in undertaking projects as a Project Management Consultant under ITPO. Only
projects which have secured Final Approval from the Ministry will be considered for
evaluation. The projects mentioned by the Bidder should be covered under a valid
agreement between the PMC and the Promoters of the project.
8.6 The Bidder shall make a presentation on Project Vision, Concept Design ,Methodology,
Work Plan, Master plan, Implementation schedule and deployment of Project Team
earmarked for the KINFRA’s International Exhibition & Convention Centre Project in
Kerala. The presentation on Methodology and Work Plan shall include various aspects of
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DPR preparation as well as implementation of the project till its completion. The
presentation should illustrate the proposed methodology to be adopted by the Bidder and
should cover all aspects under ‘terms of reference ‘including:
• Structuring of business plan for International Exhibition cum Convention
Centre as a whole and for individual components(Support facilities)
• Designing and laying out of the master plans
• Planning of various contract works
• Obtaining mandatory licenses and clearances
• Implementation Schedule
The proposed Work Plan should cover (i) plan for various aspects of DPR preparation up to
the stage of issue of Final Approval by the Ministry (to provide implementation schedule in
MS Project Format); and(ii) plan that covers the entire execution of the project till its
operationalization (to provide implementation schedule in MS Project Format).
8.7 The Bidder shall indicate clearly the ‘Proposed Team’ earmarked for implementation of the
KINFRA International Exhibition & Convention Centre Project in Kochi, Kerala. The Proposed
Team in Kerala would include personnel at following levels (A). A Team Leader, (B). Team
members such as (i) Design Architect (ii) Urban Planner, and (iii)Structural Engineer (iv)
Quantity Surveyor (v) Interior Designer (vi) Acoustics Expert. If any additional personnel
are envisaged by the Bidder for the project, the same may be specified. The C.V.s of each
personnel should be submitted. It should include full details of (i) qualification (what
degree, which university, which period) and (ii) experience (year-wise, organization-wise,
project-wise). The CVs of existing personnel shall be provided and proposed qualification of
to-be-recruited personnel, if proposed, may be provided. For the purpose of evaluation,
only details of existing personnel will be taken into consideration. The total number of key
personnel required for implementation of the International Exhibition & Convention
Centre Project shall be indicated specifying separately the personnel to be stationed in
Kerala exclusively for the project and personnel exclusively stationed at the site.
8.8 The Bidder shall provide information on projects undertaken for Govt. of Kerala /Govt.
Dept/Govt. Bodies. The assignments may be in the nature of consultancy projects for pre-
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feasibility reports, detailed project reports or similar activities with a minimum consultancy
fee of Rs1 lakh. Copy of work orders to be submitted.
8.9 The Bidder shall provide details of existing local offices in Kerala, if any. The details such as
contact address details, number of staff, and office hierarchy structure may be provided.
Those bidders who are presently not having an office in Kerala should be willing to setup
their local office in Kerala and at site on award of work pursuant to emerging as successful
bidder.
8.10 The Bidder shall provide copies of Audited Statement of Accounts (Annual Report) for the
following periods:
• 2012-13
• 2013-14
• 2014-15
The details of annual turnover and annual profits may be separately provided. Copies of
PAN card, Income Tax Returns related documents; Service Tax returns filed shall also be
enclosed. [In case audited statement of accounts for the year 2014-15 is not available, a
Chartered Accountant certified statement of accounts shall be provided].
8.11 The Bidder shall provide details of certifications of Quality Management System (ISO),
attained by them. Copy of the certificates to be enclosed showing validity dates.
8.12 The Bidder shall provide details of experience in designing as per Green Building norms.
The Financial Bid shall include:

8.13 The Bidder should submit the quotations of professional fees in Indian Rupees. The
Financial Bid should have the Total Price of the bid inclusive of all taxes.
8.14 No subjective condition will be accepted in the Financial Bid
8.15 The formats for Technical Bid and Financial Bid as well as the format in which
presentations are to be made are enclosed at Annexure C, D and E respectively. The
Bidders will strictly adhere to the presentation formats provided and no. of slides for
presentation shall not exceed 12 numbers.
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9. Implementation Schedule
The bidder should complete the assignment within 24 months from the date of signing the
agreement. The bidder is required to provide detailed implementation schedule (including
implementation of various project components in MS project format) in their presentation
made before the selection committee. During presentation higher weightage would be given
for the proposed methodology and work plan that can ensure earlier completion of the project,
than what mentioned above. However the activities up to awarding of work for construction of
the proposed IECC have to be completed within 4 months. A format of the Implementation
schedule showing major events is given below for the information of the bidders:
Particular Time Period

(No of days from kickoff
date)
Issue of work order to PMC Kick off date
Preparation and approval of site Master Plan 30 Days
Submission of Draft DPR 45 Days
Submission of Final DPR (approved) 60 Days
Preparation and submission of NIT documents for floating 90 Days
tenders for construction work
Preparation and submission of Working drawings 90 Days
Awarding contracts & commencement of work at site 120 Days

Completion of Enabling facilities 360 Days
Completion of Exhibition Hall and Convention centre 700 Days
Total completion of Project 720 Days
Note: The events can be split up further based on the work plan proposed by the bidders.
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ANNEXURE A
ATTENDANCE AT PRE-BID MEETING
The undersigned hereby confirms that the Bidder will/ will not attend the Pre-Bid Conference
scheduled on …… 2015, …… hrs at the conference hall of KINFRA HOUSE.
The number of representatives expected to attend the Pre-Bid conference is [ ]. The name(s) of
person(s) likely to attend/ represent the Bidder is/are as follows:
• .................................................
• .................................................
• .................................................
(Please note that all attendees should carry an authorization by the bidder)
Note: This form should be duly signed and returned to KINFRA by letter or Tele Fax to the
address for correspondence given in the Bid.
..........................................
...........................................
Name (Company) Signature
...........................................
...........................................
Name of Signatory (Printed) Title of Signatory (Printed)
.............................................................
Date of transmittal of this form
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ANNEXURE B
Covering Letter of Technical Bid- Format
[On the letter head of the organization]
To
The Managing Director

KINFRA
Trivandrum
Sub: Technical Bid for “Selection of Project Management Consultant for the setting up of
IECC at Kochi”
Sir,
1. Having examined the tender documents, annexures and corrigenda/addenda numbers- thereto.
We, the undersigned in conformity with the said document, offer to provide the said services
on terms of reference to be signed upon the award of contract for the sum indicated as per
financial bid.
2. We acknowledge having received the following addenda to the bid document:
Addendum/Corrigendum No Dated
3. We have read the provision of the RFP and confirm that these are acceptable to us. We further
declare that additional conditions, variations, assumptions, deviations, if any, formed in our
proposal shall not be given effect to.
4. We undertake, if our proposal is accepted, to provide the services comprised in the contract
within timeframe specified starting from the date of receipt of notification of award from
KINFRA.
5. We agree to abide by this proposal for the period of 120 days from the date of submission of
the bid and it shall remain binding upon us and may be accepted any time before the
expiration of that period.
6. We agree to execute an agreement in the form (given at Annexure G) of the RFP
incorporating all terms and conditions within prescribed time after notification of the
acceptance of this proposal.
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7. We hereby confirm that we do not have any conflict of interest in accordance with Section
6.19 of the RFP document.
We understand that if the details given in support of claims made above are found to be
untenable or unverifiable, or both, our bid may be rejected without any reference to us.
We further clearly understand that KINFRA is not obliged to inform us of the reasons of
rejection of our bid.
Dated this……..day of……2015
Signature
(Bidder Seal)
---------------------
In the capacity of
-------------------------------
Only authorized to sign bids and on behalf of…………..
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ANNEXURE C
Technical Bid Format

A. Applicants details;
Sl No Details
1 Name and address of the applicant with Telephone No/Fax
No/Email
2 a) Year of Establishment
b) Date & Year of Commencement
3 Legal Status of the applicant (attach copies of original
document defining legal status)
a) A proprietary firm
b) A firm in Partnership
c) A Limited company or Corporation/Joint
Venture/Consortia
d) State Owned
4 Place of Registration and Principal places of business

5 Name & Title of Directors and Key officers to be
concerned with the project, with designation of individuals
authorized to act for the organization
6 Copies of Last Three Years Annual Report
7 Any other information considered necessary, but not
included above
Note: In case of Consortia the above details shall be furnished by each member of the
consortium.
B. Experience of organization in providing Project Management Consultancy (PMC) in
the implementation of large projects of Rupees 80 Cores and above.
• Name of Client(Promoters)
• Location of Project (also include District/
State)
• Project Cost
• Project Details (Descriptions)
• Date of Work Order issued
• Date of Completion of Project
• Documents Submitted
•Work Order YES/NO
• Client Certificate/ Completion YES/NO
Certificate
[Note: Repeat above data for each project]
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B. Experience of organization in providing PMC in completed International Exhibition
cum Convention Centre Projects with Project Cost of Rs.80 crores and above:
Name of Client(Promoters)
State)
• Project Cost
• Date of Completion of Project
Certificate
[Note: Repeat above data for each project
C. Experience of organization in undertaking assignments as a Project Management

Consultant (PMC) in completed International Exhibition cum Convention Centre
Projects with above 4000 persons seating capacity
State)
• Project Cost
• Project Implementation Status
(Descriptions)
• Date of Completion of Project/Scheduled
Date of Completion
Certificate YES/NO
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E. Experience of organization in undertaking assignments as a Project Management
Consultant (PMC) under ITPO
State)
• Project Cost
• Project Implementation Status
(Descriptions)
• Date of Completion of Project/Scheduled
Date of Completion
Certificate YES/NO
F. Key Professional staff proposed to be dedicated for the project:
A. Team Leader
(i) Qualification
(ii) Experience
(Year-wise, Organization-wise, Assignment-
wise)
(iii) CV Submitted YES/NO
B. Team Members
B1. Urban Designer
(i) Qualification
(ii) Experience
wise)
B2. Design Architect
(i) Qualification
(ii) Experience
wise)
B3. Structural Engineer
(i)Qualification
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(ii) Experience
wise)
B4. Quantity Surveyor
(i)Qualification
(ii) Experience
wise)
B5. Interior Designer
(i)Qualification
(ii) Experience
wise)
B6. Acoustics Expert
(i)Qualification
(ii) Experience
wise)
[Note: Repeat above data for additional personnel]
G. Assignments undertaken for Government Sectors.
Name of Govt. Project Project Period Copy of

Department/ Govt. Body Name Description Work
Order and
Client
Certificate
Enclosed
YES/NO
YES/NO
YES/NO
YES/NO
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H. Office Infrastructure in Kerala
(i) Existing office locations

with contact details
(ii) No. of Staff
(iii) Hierarchy
Proposed Team earmarked for KINFRA International Exhibition cum
Convention Centre Project
Total Number (Provide details
separately)
In Kerala (Provide details
separately)
At Site (Provide details
separately)
I. Financial Details
Year Annual Turnover Annual Profit Copy of Annual

Report/Audited
Report Enclosed
2012-13 YES/NO
2013-14 YES/NO
2014-15 YES/NO
J. Quality Management Certifications
Type of Quality Certificating Certification Copy

Management Body validity Enclosed
Certification From … To …
1. YES/NO
2. YES/NO
3. YES/NO
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K. Works for which Ratings Earned for compliance of Green Buildings Design Norm
Name of the Client Project Project Period Copy of

Name Description Work
Order and
Client
Certificate
Enclosed
YES/NO
YES/NO
YES/NO
YES/NO
Name of the organization

Signed by
Seal of the organization Designation
Date:
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Annexure D
Financial Bid Format
A. Name of the organization :

Address with contact details :
B.
Quoted Amount Rs.
(In words)
• The amount quoted shall be a fixed lump sum inclusive of all taxes
• No subjective condition will be accepted in the financial bid.
Name of the organization Signed by

Seal of the organization Designation
Date:
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ANNEXURE E
Format for Power Point Presentation.
Presentation should include these mandatory details in the slide without fail.
Project Vision Concept Design Methodology
Work Plan Master plan Implementation

schedule
Deployment of Firm’s Experience in Unique Selling

undertaking similar Proposition(USP)
‘Project Team’ Projects
Note: Total number of slides to be restricted to 10 -12nos
(Time allotted is 15 Minutes).
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ANNEXURE F
AFFIDAVIT
(TO BE SUBMITTED ON NON-JUDICIAL STAMP PAPER OF MINIMUM RS.10/-)
Affidavit of Mr. …………………………….S/o …………………………………..

R/o……………………………………..………
The deponent above named to hereby solemnly affirm and declare as under:
1. That I am the Proprietor / Authorized signatory of M/s. ……………………having its Head

Office /Regd. Office at ……………………………
2. That the information / documents / Experience certificate submitted by M/s…………..along

with this ‘RFP to KINFRA are genuine and nothing has been concealed.
3. I shall have no objection incase KINFRA verifies them from issuing authority (ies). I shall
also have no objection in providing the original copy of the document(s), in case KINFRA
demand so for verification.
4. I hereby confirm that in case, any document, information & /or certificate submitted by me
found to be incorrect/false/fabricated, KINFRA at its discretion may disqualify / reject my
application for pre-qualification out rightly and also debar me / M/s. ……………….from
participating in any future tenders/PQ.
5. I hereby confirm that my Firm….M/s…. has not been debarred/blacklisted by any Govt
Department/ Govt Body/PSU’s.
Deponent
I, ……………., the Proprietor / Authorized signatory of M/s. ………………, do herby confirm

that the contents of the above Affidavit are true to my knowledge and nothing has been
concealed there from and that no part of it is false.
Verified at ………………this ………….day of ………………..
Deponent
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ANNEXURE G
CONTRACT AGREEMENT
This agreement made on this __________________________ day of ________ Two

Thousand Fifteen between KINFRA which expression unless excluded by or repugnant to
the context shall include their successors and assignees of the part and
M/s._________________________________________________ having their Registered
Office at ________________________________________ (Hereinafter referred to as
Consultant) which expression unless excluded by or repugnant to the context, shall include
their successors and assignees of the other part.
Whereas KINFRA is desirous of undertaking “__________________
_____________________________________________________” in accordance with the
general requirements and conditions hereinafter appearing and whereas the Consultant
has agreed to perform the same.
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS
TERMS AND CONDITIONS OF AGREEMENT
1. DEFINITIONS:
For the purpose of this agreement, the following words and expressions shall have the meaning
hereby assigned to them except where the context otherwise requires:-
i) "Approved" means approved by KINFRA’s representative in writing including subsequent

confirmation of previous approval.
ii) " KINFRA” means the Kerala Industrial Infrastructure Development Corporation, which
expression shall unless excluded by or repugnant to the context include its representative.
iii) "Consultant" means ________ (Successful applicant)
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2. SCOPE OF WORK:-
2.1 The scope of work relates to providing comprehensive Project Management Consultancy
services for the International Exhibition cum Convention Centre (IECC) at Kochi.
2.2 Stage 1
The services to be provided by the Consultants shall include the following:-
a. Visiting the site, discussing details with KINFRA / Client and to carry out site survey, soil
investigation, as specified in IS:1892-1979 and its latest version and preparation of surveyed
site plan of plot of land showing all existing buildings, other structures and service, tree with
girth and species local name etc. .
b. Preparing and submitting concept drawings and designs conforming to prevailing national
standards, local bye laws as well as compliant to Green Building norms, i.e. developing lay out
plan of the complex; complete preliminary drawings/ preliminary sketches, plans, elevations,
sections / perspectives of various proposed blocks of buildings all required to present the
general view of the proposed buildings with basic dimensions and building layouts for obtaining
approval of KINFRA/SPV/Government/Public including all necessary modifications based on
interactive evaluation by KINFRA up till finalization of concept designs.
c. Preliminary planning of all internal and external services like power supply, water supply,
sewerage, storm water drainage, acoustics, landscaping, development plans showing internal
roads, paths, parking lots, paved areas, drains, culverts, compound walls, external lighting,
indicating position of lifts, AC ducts and other conduits for services, firefighting arrangements
etc. complete.
d. Preparation of preliminary Architectural drawings, general specifications for the work.
e. Preparation and submission of Detailed Project Report (DPR) including preliminary estimates
of cost on area basis, and on accepted norms of Government of India i.e. latest CPWD Plinth
Area Rates (PAR) updated with latest Cost Index of the city/ location as approved by the CPWD
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and supported with quantities, details of measurements and rates along with the drawings,
HVAC load, Electric power load, demand for water supply, lift requirements, firefighting and
detection system, mechanical ventilation where required, including modifications in the designs
and estimates on the basis of time to time interactions with KINFRA regarding the drawings,
designs and specifications of the work. For any components of the estimate for which CPWD-
PAR are not available, prevailing market rates supported by quotations shall be used / provided
by the consultant.
f. Obtaining the approval of the Client/ KINFRA to the above and to any subsequent changes
which the consultant will carry out on the advice of KINFRA, and to computations of designs
including structural designs, drawings and services design which shall be in accordance with all
the relevant BIS codes of practice. This may include discussions with and incorporation of
requirements of KINFRA.
g. The Consultant shall indicate the name of his/their team members for various services like
architectural design, structural designs, interior design, acoustics, visual effects, utility services,
Quantity survey etc. with their details. The Sub-consultant if any shall be associated from the
preliminary drawing stage to the final stage of work. However, he shall be fully responsible for
the correctness and accuracy of services design prepared by such sub-consultants & shall
indemnify KINFRA for damage or loss caused due to negligence of sub-consultant (s).
h. Approvals/NOCs:-
i. Obtaining approval of all the competent authorities and other statutory bodies like Ministry
of Environment and forests (including EIA study), State Pollution Control Board, civil aviation,
railways and local development bodies, Fire and Safety departments etc. as applicable/
necessary according to the local Acts, Laws, Regulations, etc. and make any changes desired by
such authorities at no extra cost. The original documents of approval shall be submitted to
KINFRA.
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ii. Obtaining approval of the Architectural drawings from relevant local statutory body & obtain
Commencement Certificate from local bodies leading to commencement of construction of the
project.
iii. Obtaining approval of electrical drawings from Central / State Electrical Inspectorate, as
applicable.
iv. Obtaining “Single Window Clearance” authorization for the IECC from competent authorities
2.3 Stage 2:-
Consultant shall be responsible for Preparation of detailed architectural drawings (hereinafter

called Working drawings), structural drawings, service drawings including drawings showing the
details of all the utility services such as water supply, sanitary, electrical installations, acoustics,
air-conditioning, firefighting, etc, internal and external, including details of specifications of all
items of work. All the drawings and design calculations shall be made available by the
consultant to KINFRA in duplicate along with the soft copy thereof in DVD/pen drive for
checking and approval. However, the responsibility for the correctness and accuracy of the
structural design and safety of structure shall be entirely that of consultant. This activity may
necessitate the Consultant to interact with KINFRA or any authority /institution appointed by
KINFRA for Proof Checking of structural design & drawings. (Cost of such proof checking shall be
borne by KINFRA where the designs and drawings are acceptable. In case their design requires
revision on proof checking, cost of such correction including proof checking shall be met by the
consultant).
a. Obtaining approval of KINFRA in respect of items mentioned in above clause and modifying
them, if considered necessary by KINFRA.
b. If required, obtaining the approval of local and other authorities and making any changes
required by them
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c. Preparation of complete working details, schedules, specifications and bill of quantities,
including detailed estimates as per latest CPWD SR, to describe the part/whole project
adequately and supplying details of calculations of such bill of quantities to enable the KINFRA
to check them before issue of tender documents.
d. Bid Document
i. Preparation and submission of NIT documents for the selection of Contractor for the
construction of the IECC. The documents should include BOQ, General conditions of contract
(GCC), Special Conditions of Contract (SCC), implementation schedule etc as per KINFRA
requirements. The Consultant shall assist KINFRA in the selection of contractor(s) for award of
construction work.
ii. Assist KINFRA in bid evaluation by providing/supplying market rate analysis and quotations
whatever required for schedule (As per CPWD DSR) and non-schedule items (Non DSR) of the
work in prescribed manner as per directions of KINFRA.
2.4 Stage 3
The Consultant shall:
a. Supply all the approved & duly marked “Good for Construction” (GFC) working drawings and
Structural drawings, specifications and details in the manner required by KINFRA for proper
execution of the work. (Required sets of approved drawings shall be supplied free of charge to
KINFRA)
b. Make scrutiny of any shop drawings required in connection with work and incorporating the
same and release the duly vetted drawings for construction.
c. Obtain KINFRA’s approval for any material deviation in design or specifications before any
revision of Drawings already approved by them.
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d. Shall inspect during progress of work & certify correctness of the physical execution of work
layout at site as per approved drawings/ plans.
e. The Consultant shall take original measurements/ check measurements and shall do the
verification of the bills related to construction and supply of materials as required by KINFRA.
f. Shall undertake site supervision and inspection to ensure execution of works in accordance
with working drawings and specifications. Shall organize and attend the weekly site meetings
and monthly review meetings in connection with the work, without any additional cost or
DA/TA
g. Shall obtain commencement certificates at various stages according to local bodies' bye laws
during execution from the local bodies in such a manner that the work’s progress should
continue unhindered.
h. Shall obtain approval / sanctions and drainage completion certificate for sewerage
connection, water supply, electric supply, occupancy certificate (part / full) as may be required
by KINFRA and also to obtain necessary water supply connection.
i. Shall obtain all the required completion certificates / NOCs from the various local authorities
and furnish to KINFRA the building completion certificate along with four sets of completion
plans/drawings (As Built Drawings) and one set of reproducible drawings in A-1 size, and other
connected documents. These drawings will be in addition to drawings and details mentioned in
above clauses.
j. Provide necessary drawings for electrical works for final approval of Electrical Inspectorate.
k. Obtain Green certification for the proposed IECC from recognized accreditation agency
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3. PAYMENT OF REMUNERATION
3.1 Fee payable to Consultant
KINFRA shall pay for the scope of work as above, the Consultant Total Fixed Consultancy Fee
(inclusive of all taxes)for consultancy, as a lump sum amount of Rs………. (Rs….only) as per
Payment Schedule (Clause 4 given below).
The intermediate payments shall however be made on the basis of estimated cost of
component works. The payments made to the consultants shall be subject to deductions as per
Indian Tax Laws
The above fees shall be deemed to be inclusive of fees payable by the Consultant to his any
other sub-consultant and associates, needed to accomplish the job and nothing extra,
whatsoever, shall be payable.
The above fee excludes fee for proof checking of structural designs and drawings from the
institute as approved by KINFRA and any other statutory charges incurred by the Consultant on
behalf of KINFRA for obtaining approvals etc. The statutory expenses paid to statutory bodies
for the Project for obtaining approvals and fee for proof checking of structural designs shall be
reimbursed by the KINFRA over and above the Consultancy Fees. No reimbursement(s) shall be
made by the KINFRA until the Consultant has submitted a written claim for the same and has
attached sufficient documentary evidence. However if the design requires revision on proof
checking, the cost of proof checking has to be borne by the consultant.
Unless otherwise explicitly stated in the Contract, the payment shall be as per accepted
schedule of payment mentioned in Agreement. The payment shall be subject to deductions as
per Indian income tax laws and other relevant laws.
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4. PAYMENTS TERMS
The payment schedule will be as follows –
 10% of the agreed consultancy fee as initial payment on execution of agreement against
Bank Guarantee for equivalent amount from a nationalized/scheduled bank, valid for a
period of 30 months from the date of agreement.
 5% of the agreed consultancy fee on final approval of the Master Plan
 10% of the agreed consultancy fee on submission and acceptance of approved DPR
 20% of the agreed consultancy fee on submission and acceptance of engineering

designs, drawings, plans, estimates, detailed BOQs and tender documents.
 45% of the agreed consultancy fee on construction supervision based on progress of

work completion as given below

45% based on progress of work 10% on execution of 80% of project work.
completion. 10% on execution of 100% of project work.
 10% of the agreed consultancy fee on submission of as built drawings including all
clearances, approvals , Occupancy Certificate and Green Certificate, against a Bank
Guarantee for equivalent amount from a Nationalised/Scheduled bank, valid for a
period of 2 years (Defect Liability Period) from the date of completion.
The fees will be paid in installments as specified above. On completion of the work of any stage,
the consultant shall submit his gross bill to the Project-in-charge in Triplicate. Admissible
amounts, as assessed by the Project-in-charge, against invoice raised by the consultant on
completion of various stages of the work shall as far as possible be paid within 30th working day
after the day of presentation of the invoice by the consultant to the Project-in-charge or his
authorized Engineer.
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5. TIME SCHEDULE AND MILESTONES
5.1 Time Schedule
Stage Milestones Time from the date of Award of

Work
1  Understanding the project vision,
project cost budget, phasing strategy 1 Week
etc.
 Visiting the site, discussing details

with KINFRA / Client and to carry out
site survey, soil investigation, as
specified in IS:1892-1979 and its 2 Week
latest version and preparation of
surveyed site plan of plot of land
showing all existing buildings, other
structures and service, tree with girth
and species local name etc.
 Preparing and submitting concept

drawings and designs conforming to
prevailing national standards, local
bye laws as well as compliant to
Green Building norms.
 Preliminary planning of all internal

and external services like power
supply, water supply, sewerage,
storm water drainage, acoustics, 3 Week
landscaping, development plans
showing internal roads, paths,
parking lots, paved areas, drains,
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culverts, Compound walls, external
lighting, indicating position of lifts, AC
ducts and other conduits for services,
firefighting arrangements.
 Preparation and submission of

preliminary Architectural drawings,
general specifications for the work, 8 Week
DPR, obtaining approval of KINFRA for

the changes to above said, if any.
2  Preparation of detailed architectural

drawings (hereinafter called Working
drawings), structural drawings,
service drawings including drawings
showing the details of all the utility
services such as water supply, 8 Week
sanitary, electrical installations,
acoustics, air-conditioning,
firefighting, etc, internal and
external, including details of
specifications of all items of work.
 Obtaining approval of KINFRA in
respect of items mentioned in above 10 Week
clause and modifying them, if
considered necessary by KINFRA.
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 Preparation of complete working
details, schedules, specifications and
bill of quantities, including detailed
estimates as per latest CPWD SR, to
11 Week
describe the part/whole project
adequately and supplying details of
calculations of such bill of quantities
to enable the KINFRA to check them
before issue of tender documents.
 Preparation and submission of NIT
documents for the selection of
Contractor for the construction of
the IECC. The documents should
12 Week
include BOQ, General conditions of
contract (GCC), special conditions of
contract(SCC), implementation
schedule etc as per KINFRA
requirements.
 Finalising the contract for various

16 Week
construction works of the IECC.
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3  Supply all the approved & duly
marked “Good for Construction”
(GFC) working drawings and
Structural drawings, specifications
and details in the manner required by
KINFRA for proper execution of the
work. (Required sets of approved
drawings shall be supplied free of
charge to KINFRA).
 Make scrutiny of any shop drawings
required in connection with work and
incorporation in the same and release
the duly vetted drawings for
construction.
 The Consultant shall take original
measurements/ check measurements
and shall do the verification of the
bills related to construction and
supply of materials as required by
KINFRA.
 Obtain commencement certificates at 24 Months
various stages according to local
bodies’ bye laws during execution
from the local bodies in such a
manner that the work’s progress
should continue unhindered.
 obtain approval / sanctions and
drainage completion certificate for
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sewerage connection, water supply,
electric supply, occupancy certificate
(part / full) as may be required by
KINFRA and also to obtain necessary
water supply connection.
 Obtain all the required completion
certificates / NOCs from the various
local authorities and furnish to
KINFRA the building completion
certificate along with four sets of
completion plans/drawings and one
set of reproducible drawings in A-1
size, and other connected
documents. These drawings will be in
addition to drawings and details
mentioned in above clauses.
5.2 Deliverables to be submitted to KINFRA:
Sl. No Deliverables Max Time from the date of

award of work
1 Concept drawings including the details of the 4 weeks

proposed IECC components, its elevations and
sketches, preliminary estimates etc.
2 Submission of all the preliminary drawings for 4 weeks
obtaining local bodies approval and concerned
drawings to be submitted in proper formats for
obtaining NOC/sanctions/approval for construction.
3 Pursuing & Liaison with various authorities for 6 weeks
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obtaining approval of municipal drawings.
4 Submission of the detailed cost estimates based on 8 Weeks
the CPWD regulations and it’s latest versions, the
current market rate analysis and the approved cost
index; details of measurements, technical
specifications, detailed architectural drawings and
all other related documents.
5 All the deliverables mentioned in the Stage 1 of 8 Weeks
Scope of Work(Clause 5.2 of RFP)
6 Submission of Final Bill of Quantiities, tender and 11 Weeks
bid documents for inviting bids for construction and
obtaining approval from KINFRA
7 Submission of sufficient sets of all detailed & 12 weeks
working architectural and structural drawings (duly
proof checked from agency nominated by KINFRA).
8 All the deliverables mentioned in the Stage 2 of 12 Weeks
Scope of Work(Clause 5.2 of RFP)
9 Site visits as per the requirement by KINFRA during During the entire
progress of the work to ensure the sufficiency of construction period
drawings and details issued by consultant for the including extended
work and to issue revised/modified /additional period of
drawings/details , as and when required as per site construction, if any
conditions for smooth progress of the work.
10 Approval of shop drawings for During construction
proprietary/specialized items of work, if any within period
one week from the date of submission by the
construction agency/firm.
11 Scrutiny of as built drawings and approval thereof During construction
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within two weeks from submission period
12 Obtaining completion/ occupancy certificates from Four weeks after
the concerned civic authorities and other statutory completion of work
bodies including submission of revised plans/details
if required.
13 Green Certificate for the IECC Kochi from a Four weeks after
recognized accreditation agency completion of work
6. EXTENSION OF TIME:
6.1 The time allowed for performance of the Works as specified in the contract or the extended
time in accordance with these conditions shall be the essence of the Contract. The performance
of the works shall commence from such time period as mentioned in contract. The consultant
shall be provided on demand necessary required documents/ information and
certificates/undertakings by KINFRA.
6.2 Request for rescheduling of Mile stones and extension of time, to be eligible for
consideration, shall be made by the Consultant in writing within fourteen days of the happening
of the event causing delay on the prescribed form to the authority as indicated in the contract.
The Consultant may also, if practicable, indicate in such a request the period for which
extension is desired.
KINFRA after satisfying itself about the reasonableness of grounds, may grant extension of time
as in his opinion be justified and communicate the same in writing. Whenever such extension of
time is granted, it would be without prejudice to the rights of KINFRA to recover the liquidated
damages from the consultant. Any extension of time granted as stated above shall neither
entitle the Consultant to any claim for increase in their fees nor shall it release him from any of
the obligations under the said agreement.
6.3 If the work(s) be delayed by:-
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a) force majeure, or
b) serious loss or damage by fire, or
c) civil commotion, local commotion of workmen, strike or lockout, affecting any of the trades
employed on the work, or
d) Any delay in supplying the requisite documents and delay due to any cause beyond the
control of the Consultant, or
e) Any other cause which, in the absolute discretion of KINFRA is beyond the Consultants’
control. Then upon the happening of any such event causing delay, the Consultant shall
immediately give notice thereof in writing to the authority as indicated in the contract but shall
nevertheless use constantly his best endeavors to prevent or make good the delay and shall do
all that may be reasonably required to the satisfaction of KINFRA to proceed with the works.
6.4 Force Majeure
i. War, invasion, revolution, riots, sabotage, lockouts, strikes, work shut-down imposed by
Government Acts or legislature or other authorities, stoppage in supply of materials, fuel or
electricity, breakdowns of machinery, act of God, epidemics, fires, earthquakes, floods,
explosions, accidents, sea navigation blockades or any other acts or events whatsoever which
are beyond reasonable control and which shall directly or indirectly prevent completion of the
project within the time specified in the agreement, will be considered Force Majeure. The
Consultants shall be granted necessary extension of time to cover the delay as caused by Force
Majeure without any financial repercussions.
ii. Should one or both parties be prevented from fulfillment of the contractual obligations by a
state of force majeure, the two parties shall consult each other and decide regarding the future
execution of the contract.
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6.5 Governing Law and Jurisdiction Clause
This Agreement will be governed by the Laws of India and any disputes arising herein shall be
subject to the exclusive jurisdiction of the Courts at Ernakulum.
6.6 Confidentiality:
Each party shall treat as confidential this Agreement and all information obtained from the
other pursuant to the Agreement and shall not divulge such information to any person (except
only to those representatives/employees who need to know the same in due course of its
business or required to be disclosed legally) without the other party’s prior written consent
provided that this clause shall not extend to information which was rightfully in the possession
of such party prior to the commencement of the negotiations leading to the Agreement, which
is already public knowledge or becomes so at a future date (otherwise than as a result of a
breach of this clause).
6.7 Amendment and Assignment
This Agreement may not be amended or modified except by a written agreement executed by
both parties. This Agreement may not be assigned by either party without the other party’s
prior written consent.
6.8 Severability
If any provision of this Agreement shall be held or made invalid by a statute, rule, regulation,
decision or a tribunal or otherwise, the remainder of this Agreement shall not be affected
thereby and, to this extent, the provision of this Agreement shall be deemed to be several.
7. LIQUIDATED DAMAGES FOR DELAYS
If the consultant fails to maintain the required progress or to complete the work and obtains
completion certificate(s) from statutory authorities on or before the contract or extended date
of completion, he shall, without prejudice to any other right or remedy available under the law
to KINFRA on account of such breach, pay as agreed compensation the amount calculated at
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the rates stipulated below as the authority specified (whose decision in writing shall be final
and binding) may decide on the amount of contract value of the work for every completed
day/month (as applicable) that the progress remains below or that the work remains
incomplete.
This will also apply to items or group of items for which a separate period of completion has
been specified.
(i) Compensation for delay of work @ 0.25 % per day of delay
Provided always that the total amount of compensation for delay to be paid under this
Condition shall not exceed 10% of the gross consultancy Fee or of the corresponding
consultancy Fee of the item or group of items of work for which a separate period of
completion is originally given.
The amount of compensation may be adjusted or set-off against any sum payable to the
consultant under this or any other contract with KINFRA.
8. DETERMINATION AND RESCISSION OF AGREEMENT
8.1 KINFRA without any prejudice to their right against the Consultant in respect of any delay by
notice in writing, may absolutely determine the contract in any of the following conditions:-
i) If the Consultant, being a firm/company shall pass a resolution or the court shall make any
order that the firm/company shall be wound up or if a receiver or a manager on behalf of the
creditor shall be appointed or if circumstances shall arise which entitle the court to appoint a
receiver or a manager or which entitles the court to make up a winding order.
ii) If the Consultant commits breach of any of the terms of agreement.
8.2 When the Consultant has made himself liable for action under any of the clauses aforesaid,
KINFRA shall have power:
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a) To engage another Consultant to carry out the balance work debiting the Consultant the
extra amount, if any, so spent for getting the balance work done. This amount would be in
addition to the recovery of liquidated damages.
8.3 In any case in which any of the powers conferred upon KINFRA under this clause, shall have
become exercisable and the same are not exercised, the non-exercise thereof shall not
constitute a waiver of any of the conditions hereof and such powers shall notwithstanding be
exercisable in the event of any future case of default by the Consultant and the liability of the
Consultant for compensation shall remain unaffected.
9. SUB-CONTRACTING & SUB-CONSULTANT
9.1 The Consultant shall not subcontract whole of the work. The Consultant shall not
subcontract any part of the work without notifying and obtaining prior approval from KINFRA.
9.2 The Consultant shall indicate the name of sub- consultants if any for any services with their
organization details, qualification and experience of the main personnel and shall obtain prior
approval of KINFRA before their engagement for the consultancy. Such Sub consultant
approved by KINFRA shall be associated from the preliminary drawing stage to the final design
work. However, the consultant shall be fully responsible for the correctness and accuracy of the
designs prepared by sub-consultants and shall indemnify KINFRA for damage or loss caused due
to any negligence of sub-consultant(s). The copy of the agreement between sub-consultant and
the consultant shall be submitted to KINFRA and in case the fees agreed between consultant
and sub consultant are not paid to the sub-consultant in time as per agreement between them,
KINFRA shall have a right to recover the disputed amount payable to the sub-consultant from
the consultant’s bills and shall keep the disputed amount in deposit till such time the dispute is
resolved.
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10. PROOF CHECKING OF STRUCTURAL DESIGNS
The Consultant shall get the design proof checked through any IIT/NIT or any agency nominated
by KINFRA. The Consultant shall carry out any correction/ modifications as suggested by the
said agency. The suggestions of the proof checking agency shall be binding on the Consultant.
11. PROJECT MONITORING COMMITTEE
The progress of the assignment shall be reviewed by a Project Monitoring Committee

constituted by KINFRA. The Project Monitoring Committee shall be responsible for day to day
monitoring of the Project. The Project Monitoring Committee shall conduct monthly periodic
reviews for the performance of the Consultant and report the same to KINFRA. The Consultant
shall comply with the instructions of the committee and the same shall be bound on him.
KINFRA has the right to inspect the accounts and records and get the same audited by the
auditors appointed by KINFRA. The Consultant shall provide all assistance to KINFRA, the
Committee and any authorized representative of KINFRA in this regard.
12. CONSULTANTS SITE VISITS/SITE SUPERVISION DURING PLANNING,

EXECUTION/COMPLETION STAGE
The Consultant shall maintain a “Project Core Team” consisting of adequate key personnel
during the planning and construction phase.
During planning (pre-construction) the Consultant and his core team shall visit the site as per
requirements at his own cost.
During the construction phase the consultant shall maintain their site team consisting of project
manager, project engineers and site supervisors for the effective implementation of the
project.
During the construction phase the project core team has to render advice to their site team,
implementing agency and KINFRA as and when called upon.
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During execution and post construction, the consultant and his team shall visit as and when
required depending upon the execution of works, at his own cost.
13. QUALITY ASSURANCE
The Consultant shall ensure quality in his work as well as the construction work of the
contractor(s). The documents and design/ drawings prepared by the Consultant shall
correspond to the best practices w.r.t the required consultancy services.
14. OWNERSHIP OF THE DESIGNS AND DRAWINGS
All copyright and other proprietary rights in the Works shall vest and stand assigned to KINFRA
and KINFRA shall consequently own, absolutely and exclusively on a worldwide basis, the whole
of property, rights, title and interest including all copyright in the Works, present or future,
vested or contingent, generally and without limitation, for the whole term of the copyright,
including the right to modify and/or make any alterations to the Works and all the above rights
shall not lapse even if such rights are not exercised by KINFRA during the terms of the copyright
and the Consultant shall be required/ obliged to execute any deeds/documents, as may be
required or considered necessary, by KINFRA to give effect to and secure the abovementioned
rights of KINFRA in the Works. For the purpose of this clause, the term “Works” shall include all
“works” covered by the copyright 1957 including the design, DPR or documents prepared by
the Consultant at the inception of, during the course of and until the completion of the Project
and also includes any work created directly or indirectly in the performance of the obligations
of the Consultant in connection with the Project.
The Consultant shall not use or allow anyone to use these drawings, designs, documents and
software without the prior written permission of KINFRA and any such act without the
permission of KINFRA shall constitute violation of Intellectual Property Rights.
All these drawings shall become the property of KINFRA and he shall have the right to use the
same anywhere else. In that event, KINFRA shall pay a royalty to the Consultant on mutually
acceptable basis. Such drawings and designs shall not be issued to any other person firm or
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authority or used by the Consultant for any other project. No copies of any drawings or
documents shall be issued to anyone except KINFRA and/or his authorized representatives.
15. ADDITIONS AND ALTERATIONS
a. KINFRA shall have the right to request in writing for changes, additions, modifications or
deletions in the design and drawings or any part of the work and to request in writing
additional work in connection therewith and the consultant shall comply with such request.
b. In the event of changes, alterations are due to Consultant’s own commission and/or
discrepancies including changes required for meeting the requirements of bye laws & BIS codes
and specifications for design of buildings and their services and due changes required by
consultants of all internal, external utilities and services, the Consultant shall not be
compensated for such changes / alterations etc. The decision of KINFRA shall be final on
whether the deviations and additions are substantial as requiring any compensation to be paid
to the Consultant. However, for the minor modification or alteration which does not affect the
entire design/planning etc., no amount will be payable.
c. If it is found after call of tenders that the acceptable tender is not within the amount
sanctioned, the Consultant may be required, if so desired by KINFRA, to make suitable
alternative specifications for certain items of work to bring down the costs so that expenditure
do not exceed the Preliminary Estimate by more than 5%. The consultant shall not be paid
anything extra for such modification. If KINFRA is convinced that the trend of market rates is
such that work cannot be done within the amount of approved estimate, the Consultant shall
submit a revised estimate expeditiously for obtaining revised approval.
d. The consultant shall not make any deviations, alterations, additions, to or omissions from the
work shown/described and awarded to the contractor except through and with proper
approval of the KINFRA in writing.
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16. ABANDONMENT OF WORK
That if the consultant abandons the work for any reason whatsoever or becomes incapacitated
from acting as Consultant as aforesaid, KINFRA shall forfeit any payment due to the
consultants/encash the Bank Guarantee against the advance paid to them.
KINFRA shall be at liberty to make full use of all or any of the drawings prepared by the
Consultant The Consultant shall also be liable to refund all the fees paid to him up to date plus
such damages as may be assessed by KINFRA ,subject to a maximum of 10% of the total fee
payable to the consultant under this agreement including the recovery of liquidated damages.
Provided, however, that in the event of the termination of the agreement under proper notice
as provided in the contract agreement, the Consultant shall be liable to refund any excess
payment made to him over and above which is due to him in accordance with the terms of this
agreement, for the services rendered by him till the date of termination of contract agreement.
17. GUARANTEE
a. Consultant shall guarantee that the Services as specified/described under the scope of work
in this Agreement, and technical documents to be developed by Consultant shall be in
accordance with sound and established engineering practices, using Indian Codes and
Regulations and wherever applicable, International Standards, for the purpose(s) specified, free
from defects and suitable for respective uses intended.
b. The Consultant shall be liable to KINFRA for the performance of services in accordance with
the provision of this Agreement and for loss suffered by KINFRA as a result of default of the
Consultant in such performance.
c. The consultant shall agree to redesign at his cost any portion of his engineering and design
work, which due to his failure to use a reasonable degree of skill shall be found defective within
two years from the date of start of regular use of the portion of the work affected. KINFRA shall
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grant right of access to the consultant, of this portion of the work claimed to be defective for
inspection.
d. KINFRA may make good the loss by recovery from the dues of the consultant/invoking of
Bank Guarantee, in case of failure to comply with the above clause.
18. GENERAL
i. The Consultant shall be fully responsible for the technical soundness of the work including
those of specialists engaged if any, by him and also ensure that the work is carried out generally
in accordance with drawings, specifications and his conception. Any deviations, if noticed by the
consultant, should be brought to the notice of the Project-in-Charge immediately.
ii. KINFRA will have the work of Consultant and/or his sub-consultants supervised/inspected at
any time by any officer, check estimates and designs.
iii. The Consultant shall be responsible for designs of structures and all provisions/ services of
the work entrusted to him so as to satisfy the BIS & other Design standards/ requirements.
iv. The Consultant hereby agrees that the fee to be paid as provided herein, in the contract
agreement, will be in full discharge of functions to be performed by him and no claim
whatsoever shall be made against the KINFRA in respect of any proprietary rights or copy right
on the part of any other party relating to plans, models and drawings.
v. The consultants shall indemnify and keep indemnified, KINFRA against any such claims and
against all costs and expenses paid by the KINFRA in defending himself against such claims.
vi. The consultant hereby agrees that the KINFRA shall have the right to take out any of the
activities, which in the opinion of the KINFRA is not being performed by the consultant with due
diligence, and within the agreed time schedule, and which can be performed independently.
The fees or the expenses incurred shall be debited to the consultant.
vii. Maintenance of Record: The consultant is required to maintain all records related to the
project for a minimum period of 4 years after the issuance of Certificate of Virtual Completion.
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19. AMENDMENTS/CLARIFICATIONS
Any clarifications, amendments issued before the last date of submission of the bids by the
Company/firms, letters of negotiations with successful bidder and the LOA, etc. shall form the
part of this agreement
In witness whereof the parties hereto have set their hands and seals the----------- day of ----------
------------------------ above written.
For and on behalf of the Consultant
For and on behalf of KINFRA
Signature of the authorized official
Signature of the authorized official
Name of the official
Name of the official
Stamp/Seal of the Consultant
Stamp/Seal
SIGNED, SEALED AND DELIVERED
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RFP Iecc Kochi

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RFP Iecc Kochi

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International Exhibition cum Convention Centre (IECC)

Kakkanad, Kochi, Kerala

Request For Proposal

Issued On: 06th AUGUST 2015

Sl. No Description Page No

Sl.No ACTIVITY LAST DATE

9 Opening of financial bid. 18th SEPTEMBER2015(11:00HRS)

Kerala Industrial Infrastructure Development Corporation (KINFRA) is a statutory body formed

4.2.1 IECC KOCHI

IECC Kochi is proposed to be set up at 20 acres of land earmarked by KINFRA at Kakkanad,

This Project is proposed to be executed directly by KINFRA in association with ITPO/Commodity

This Project is proposed to have the following facilities (indicative);

b).Convention centre with a seating capacity of 5000 persons (2000+2000+1000)

c).Mini conference hall with a seating capacity of 1500 persons (500+500+500)

d).Open exhibition space(Approx 1,00,000 Sqft)

e).Five star category hotel

 Other enabling facilities may include:

 Non conventional energy utilization

 material storage and handling space

 warehouse with container handling facility

 2000+ car parking facilities etc

The approximate cost of the project in Phase 1 is Rs 100 crores.

5.1 Objective of the Assignment

KINFRA on behalf of Government of Kerala (GoK) proposes to develop an International

5.2 Scope of Work

Stage 1 – Preliminary stage

 Preparing and submitting concept drawings and designs conforming to prevailing

 Preparation of preliminary Architectural drawings, general specifications for the work.

 Preparation and submission of Detailed Project Report (DPR) including preliminary

 Obtaining approval of electrical drawings from Central / State Electrical Inspectorate,

Stage 2 – Working drawings stage

 Preparation of complete working details, schedules, specifications and bill of quantities,

 Preparation and submission of NIT documents for the selection of

 Schematic site plan (1:1000 scale)

 Circulation and Transportation plan (scale 1:200 or 1:100)

 Utilities and Support Infrastructure Plan (scale 1:200 or 1:100)

 Detailed building specifications including civil utility specifications, structural design,

 NIT documents for the selection of Contractor

 All 2D drawings shall be prepared and soft copies be submitted in AutoCAD

Stage 3:-Execution/Completion stage

The PMC shall:

 PMC should take original measurements/check measurements and verification of the

6.5 Any addendum/corrigendum/clarification to this RFP document shall only be uploaded on

6.6 Earnest Money Deposit (EMD)

ADDRESS: Managing Director,

6.10 Format and Signing of Bids

6.11 Changes to Submitted bids

6.12 Sealing and Marking of Bids

6.12.1 The envelope shall be addressed to:

ADDRESS: The Managing Director,

6.15 Default and forfeiture of EMD

6.15.1 The EMD will be forfeited under the following circumstances:

6.16 The payment schedule will be as follows –

 20% of the agreed consultancy fee on submission and acceptance of engineering

 45% of the agreed consultancy fee on construction supervision based on progress of

6.17 Liquidated Damages

6.17.2 Such Liquidated Damages shall be deemed to be a genuine pre-estimate of the

6.18Signing of the Agreement and Consultancy Fee:

7. EVALUATION OF PROPOSALS AND PROCESS OF SELECTION.

Evaluation Parameters for Technical Score (TS) Max Marks

Experience as PMC in fully implemented International Exhibition cum Convention 12

Grand Total 100

7.6 Technical score (TS)

This agreement made on this __________________ day of Two