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ANNA UNIVERSITY, CHENNAI

EXPRESSION OF INTEREST INVITED FROM

ARCHITECTURAL FIRMS/ CONSORTIUMS

Tender Ref No. 11026/PP4/Mega Auditorium/SAP/EOI/ 2018 Dt. 06/01/2018

Anna University, Chennai invites Expression of Interest from qualified

Architectural firms/ Consortiums for comprehensive architectural design and engineering

services for the Construction of Mega Auditorium under the 110 Scheme of the Govt.

of Tamilnadu consisting of the following:

1. Multifunctional building of 5000 capacity comprising of Auditoria, Indoor

stadium and Convention facilities.

2. Architectural, Structural and Internal Engineering utilities design for the

building.

3. External Engineering services design for the building.

4. Landscape proposals for the open spaces around the building.

Last date for receiving responses to the EOI invitations is 22/01/2018

Registrar

Anna University,

Chennai 600025

Certificate by the consultant:

Certified that no changes have been made in the EOI document while preparing

submission.

Signature of the consultant

Name & Seal

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ANNA UNIVERSITY, CHENNAI

CONSTRUCTION OF MEGA AUDITORIUM

Invitation of Expression of Interest from Architectural firms/Consortiums

Anna University, Chennai has allotted about 3.5 acres within the campus at

Chennai for the construction of Mega Auditorium under the 110 Scheme of the Govt. of

Tamilnadu.

Anna University, Chennai is desirous of creating a State of Art facility to

accommodate multi functions such as Convocation, Graduation, Indoor sports and

Conventions. This facility is to be designed as an Indoor stadium to accommodate all of

the functions as mentioned above and to provide for a capacity of 5000 persons.

It is envisaged that this facility will comprise of:

I. Six (6) court arena of dimension 35m x 30 m around which a seating capacity of

at least 3500 to 4000 persons should be achieved through permanent seating. The

arena area can accommodate temporary furniture to seat an additional 1000

persons.

II. Arrangements to have large conventions as well as to enable conversion into

smaller auditoriums to permit functioning for smaller seminars/conferences.

III. Student amenities to ensure year round usage.

Total Cost of Project: Rs. 50 crores

1 ELIGIBILITY CRITERIA

All Applicants must satisfy the following eligibility criteria:

1.1 The Principal or Principals (i.e., Partners, Directors etc.) of the Applicant Firm

with Registered office in India should be qualified in the field of Architecture

(should possess valid registration with Council of Architecture, Delhi) and

should have been practising in the field for at least ten (10) years (by October,

2017).

1.2 A Consortium of two (2) or more firms can also apply; the relevant details for

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each firm should be given, with more details of the areas of work they will be

responsible for, in this project. The Lead Firm of the Consortium should be

clearly indicated, who will take the responsibility for all the deliverables and

whom Anna University will deal with and make payments to. The other firms

should confirm this arrangement in writing. The Applicant / Lead firm of

Consortium should have a Registered Office in India.

1.3 The Firm(s) should have qualified personnel in Architectural Design work,

Master planning and Engineering utilities management and construction (These

personnel have to be in-house).

1.4 The Applicant firm or consortium partner firms should have carried out (merely

submitting proposals is not to be counted) the design work for at least one (1)

similar project such as mega auditorium/ indoor stadium/ convention centres

during the last eight (8) years. The firm should submit the details of such

completed works along with the completion certificate.

1.5 The Applicant firm or consortium partner firms should have an annual turnover of

at least one (1) crore in each of the last three (3) years and should also submit

relevant documents towards the same.

1.6 The Applicant firm or consortium partner firms should have completed any one

(1) project of at least thirty (30) crores in the last five (5) years and have

sufficient experience in designing and planning of large scale projects.

1.7 The applicant firm or consortium partner firms should have Structural and MEP

Engineers and Landscape Architects with relevant qualifications and experience

(these personnel can be in house or in tie-up arrangements).

1.8 Should have adequate drawing office set up for quick response to deliver designs

and drawings and troubleshooting to a very tight time schedule.

1.9 Should have experience in Design and Modelling software including BIM.

2 HOW TO APPLY:

2.1 Submit details of design work for similar work such as mega auditorium/indoor

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stadium/convention facility (previous works) with names and addresses of clients,

supported by drawings, sketches, photographs etc. in hard copies as well as soft

copies for projection purposes.

2.2 Mention any awards and honours won by the Firm/individuals in the Firm.

2.3 Submit a write-up on the Design Philosophy adopted by the firm in similar works

completed and Design Philosophy for this assignment.

2.4 The Firm should not have been subject to any disciplinary action by any

Professional Body or Hon’ble court or debarred from practicing during the last

five (5) years. Please note that suppression of information may result in

disqualification.

2.5 Submit an undertaking as per the following:

“I/We have read the EOI conditions and having accepted all of them including the

method of computing the design fees; send herewith all the required input, for

being considered for appointment as Architect Consultant - Mega auditorium. In

the event of getting selected, I/ We undertake to carry out the full scope of work

as per my /our fee offer.

2.6 Enclose Income Tax Clearance/Return for the last three (3) years (up to

Assessment year 2016-17) certified by a Chartered Accountant.

2.7 Give the credentials of the Applicant Firm(s), other details of submissions and

undertakings to be sent to:

Registrar

Anna University,

Sardar Patel Road

Chennai – 600025

The outer cover should be super-scribed with:

Anna University: Mega auditorium under 110 Scheme

Response to Tender Ref No. 11026/PP4/Mega Auditorium/SAP/EOI/ 2018 dt.

06/01/2018

This submission should reach the above Office at or before 3.00 pm on 22/01/2018. The

Institute will not take any liability for applications received late, for any reasons.

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If the last date for the receipt of applications mentioned above gets declared a Public

Holiday at Chennai, the last date will be the next working day.

Submittals will not be returned to the Applicants.

NOTE: For any further clarifications, the applicants can approach Project Advisor by

e-mail: megaauditorium@annauniv.edu

3 EVALUATION PROCEDURES

3.1 The responses to EOI received within the due date and time would be scrutinized

by a Technical Evaluation Committee of Experts in the related fields, specially

constituted for this purpose. For Evaluation Criteria see (Annexure 4).

Based on the above a Shortlist up to maximum fifteen (15) applicants would be

made, and Request for Proposal (RFP) would be issued to them.

3.2 Following the shortlisting the architectural firm/ consortiums will be provided

with a unique code which here after will be used in all architectural drawings,

models and sealed covers to maintain the anonymity of the shortlisted firms in the

further stages of the Design competition. Disclosure of name of the architectural

firm/ consortiums in any of the documents and drawings will lead to

disqualification.

4 ARCHITECTURAL DESIGN COMPETITION

The architectural design competition will be conducted in two stages.

4.1 STAGE 1

4.1.1 On receipt of information about short listing, the shortlisted applicants

should submit their detailed proposals in the form of design ideas

(drawings, sketches, details, photographs etc.) within the due date

specified.

4.1.2 A Jury of eminent persons will evaluate the designs and drawings of the

shortlisted applicants and would prepare a panel of upto six (6) finalists,

who would be drawn up, to carry on to the next stage of the Design

competition.

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4.2 STAGE 2

4.2.1 The six (6) Finalists would submit detailed proposals in the form of

drawings, models and walkthroughs for the second stage of technical

evaluation using the same unique code to maintain anonymity within four

(4) weeks of notification of results.

4.2.2 Along with these, in a separate sealed cover, they should give their Fee

offer as follows:

4.2.2.1 For Architectural, Structural and all internal Engineering

utilities design etc., the Fee should be quoted as a single

Percentage (X) of thumb rule cost to be given by Anna

University.

4.2.2.2 For preparation of Master Plan: in Lump-sum in Rupees.

4.2.2.3 Design cost of the External services (WTP, Fire fighting, STP,

Electrical distribution) Lump sum in Rupees.

4.2.2.4 The thumb rule costs will be issued along with RFP.

4.2.2.5 The sealed cover should be super scribed with:

Anna University: Mega auditorium under 110 Scheme

Architectural Design Fee - Tender Ref No. 11026/PP4/Mega

Auditorium/SAP/EOI/ 2018 Dt. 06/01/2018

One representative of each of the six (6) finalists should be present on the day of the

evaluation but will not take part in the evaluation proceedings.

4.3 FINAL EVALUATION:

4.3.1 A Jury of eminent persons will award marks (T) (out of 70) based on

proposal submitted and a Final Technical Evaluation Table will be

prepared and announced to the attending representatives. Out of these,

only the top three (3) would be considered further for the financial bid.

4.3.2 Then the Fee Offer Covers of only these top three finalists would be

opened in the presence of the attending representatives and their Final

standing would be evaluated as follows:

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4.3.2.1 The Technical Evaluation marks (T) would be taken as above.

4.3.2.2 The methodology for calculation of marks for fee offer (F)

component, including the weightage for the three fee

components, will be issued along with RFP. The maximum

marks for this component will be 30 marks.

4.3.2.3 Technical Evaluation marks (T) and Fees Offer based marks

(F) of each applicant would be summed up for the total marks

out of 100.

4.3.2.4 Whoever gets the highest marks (T+F) would be placed No.1

and selected as the Architect Consultant. The other two

Applicants will be ranked on the same basis.

4.3.2.5 In case of a tie, the firm with higher technical marks (T) will be

selected.

4.3.3 In token of appreciation of the efforts put in by the finalists, each of the

finalists, excluding the selected Architect Consultant would be given a

token honorarium of Rs. 2 lakhs (Rupees two lakhs only) each.

4.3.4 In the unlikely event of the selected applicant getting disqualified for any

reason, the 2nd

ranked applicant would be declared the Architect

Consultant without any further procedure.

4.3.5 The selected Architect Consultant would be required to enter into an

Agreement with Anna University within the period of 30 days from the

date of issue of Letter Of Intent (LOI).

4.3.6 PERFORMANCE GUARANTEE:

Before signing the Agreement, the Architect Consultant should submit a

“Performance Guarantee” in the prescribed format along with an irrevocable Bank

Guarantee from a Scheduled Bank amounting to five percent (5%) of the approximate

Total Fees payable as per his/her fees offer.

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5 DISPUTE RESOLUTION:

The design deliverables required of the Architect Consultant will be monitored by

a Design Consultative Committee (DCC) which will meet once in a month.

An Engineer-in-charge from the PWD, DOTE will monitor the construction of the

facility. In case a dispute arises between the Architect Consultant and Engineer In-charge,

it will be referred for resolution to a Construction and Contract Management Committee

(CCMC). If the dispute persists, the Registrar will refer the matter to a Sole Arbitrator and

proceedings will be as per Arbitration & Conciliation Act 1996 (with latest amendments).

For any appeal to legal authorities, the jurisdiction will be that of the Hon’ble High Court

at Madras, Tamilnadu.

6 COMPENSATION FOR DELAY:

6.1 A time schedule fixing the timelines for various milestones of the design process

will be as per RFP (Request for proposal)

(This will also be linked to the release of instalments of fees)

6.2 Compensation at the rate of 0.5% of the relevant fee amount per week shall be

recovered for delay in completing the stages of design as per milestone chart,

subject to a cumulative maximum of five percent (5%) of the total fees payable. If

any delay of the Architect Consultant was due to delay in issue of approvals by

Anna University or any other statutory authorities, will be taken into account

while deciding on the levy of compensation. The decision of the Engineer in-

charge in deciding the compensation will be final and binding.

7 TERMINATION OF AGREEMENT:

The Agreement may be terminated at any time by either party by giving a written

notice of one month. In the event of the termination of the agreement by Anna University,

the Architect Consultant shall not be entitled to any compensation or damages by reason

of such termination but only to the fees for the milestones of services actually achieved

(Based on actual submissions) up to the date of notice. In case of termination by Anna

University for non-performance by the Architect Consultant or the Architect Consultant

terminating on his own, the performance guarantee will be encashed.

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8 VALIDITY:

The validity period of the fee offers will be three (3) months from the date of

opening of the technical part by Anna University.

9 TRANSFER OF INTEREST:

So long as the Agreement subsists, the consultant shall not assign, sublet or transfer

their interest in this Agreement, without the written consent of Anna University

Registrar

Anna University

LIST OF ANNEXURES: -

Annexure 1 (A1): Site location plan.

Annexure 2 (A2): Site plan with Dimensions and Contours.

Annexure 3 (A3): List of submissions required: Credentials of the Applicant and

undertakings prescribed.

Annexure 4 (A4): Evaluation criteria for Step 1 shortlisting.

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ANNEXURE 1 (A1)

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ANNEXURE 2 (A2)

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ANNEXURE 3 (A3)

FORM –A

ORGANIZATIONAL STRUCTURE:

1 Name & Address of the applicant with Telephone No./Fax

No./Email ID

2.

a. Year of Establishment

b. Date & Year of commencement of practice

3 Legal status of the applicant (attach copies of original

document defining the legal status)

a) A proprietary firm

b) A firm in partnership

c) A Limited Company or Corporation / Joint venture /

Consortia

4 Names of Directors & other executives with designation.

5 Designation of individuals authorized to act for the

organization.

6 Total No. of professional staff (In house):

Architects:

Planners:

Structural Engineers:

Quantity Surveyors:

MEP Engineers

Others:

7 Any other information considered necessary but not

included above.

8 Has the applicant or any partner in case of partnership

firm, ever abandoned the awarded project before its

completion? If so, give name of the project and reasons for

abandonment.

9 Has the applicant or any constituent partner in case of

partnership firm, ever been debarred/ black listed for

competing in any organization at any time? If so, give

details.

10 Has the applicant or any constituent partner in case of

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partnership firm, ever been convicted by a court of law? If

so give details.

11 In which field of Consultancy, the applicant has

specialization & interest.

12 Address of office in Chennai.

In case of a consortium each consortium member firms should submit a separate form

Signature with Seal

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FORM B

Sl.No

Service

Availability

of Service

Nos. of In house staff with experience

Experience

of more

than 10

years &

above

Experience

of less than

5 years &

above

Experience

less than 5

years

1.1 Architectural Yes/No

1.2 Planning Yes/No

2 Structural Engineering Yes/No

3 Public Health

Engineering

Yes/No

4 Electrical Yes/No

5 Mechanical Yes/No

6 HVAC Yes/No

7 Firefighting/Engineering Yes/No

8 Administrative/support

staff, categories to be

mentioned

Yes/No

9 Office equipment

a. Computers

b. Plotters

c. Printers

d. Scanners

e. Photocopying

machine

Nos. Available

10 Licensed software

available with the

firm(s)

Note: 1. Personnel for 1.1 and 1.2 should be in-house (give membership details of

professional institutions) In case any services are outsourced by us I/We undertake

full responsibilities of timely deliveries without deficiencies.

2. In case of Consortium, separate forms are to be filled up by each Consortium

Partner. The Lead Partner firms should be indicated and countersigned by the other

Partner Firms.

Signature with Seal

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FORM C

Format of Curriculum Vitae (CV) of Key Professionals

Name……………………………………………………………………………

Date of Birth………………………………………...Nationality: ………………

Years with Firm: …………………………………………………………..

Membership in Professional Societies: ………………………………………….

Task/Role to be assigned in this project: ………………………………………………...

Key Qualifications:

[Give an outline of staff member’s experience and training relevant to responsibility in

context of present assignment. Describe degree of responsibility held by staff member on

relevant previous assignment and give dates and location. Use up to half a page]

Education:

[Summarize college/University and other specialized education of staff member, giving

names of Institutions, dates attended and degree(s) obtained. Use up to a quarter page]

Employment Record:

[Starting with present position, list in reverse order every employment held. List all

positions held by staff member since graduation, giving dates, name(s) of employing

organization(s), title of positions held and location of assignments. For experience in last

ten years, also give type of activities performed and client references, where appropriate.

Use up to three quarter of a page.]

Certification

I, the undersigned, certify that to the best of my knowledge and belief, these bio-data

correctly describe my qualifications and experience of my staff/or collaborators and

myself.

Date:

Signature(s) of the Applicant(s) with seal

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FORM –D

Letter of Transmittal

(In the letterhead of the Applicant or Lead Firm)

Date:

From

To

Registrar

Anna University

Sir,

Sub.: Construction of Mega Auditorium under the 110 scheme of the Govt. of

Tamilnadu at Anna University, Chennai.

I/we do hereby submit my/our offer in two covers and if these offers are accepted

undertake to provide comprehensive architectural design and engineering services for the

Construction of Mega Auditorium under the 110 Scheme of the Govt. of Tamilnadu

consisting of the following:

1. Multifunctional building of 5000 capacity comprising of Auditoria, Indoor

stadium and Convention facilities.

2. Architectural, Structural and Internal Engineering utilities design for the

building.

3. External Engineering services design for the building.

4. Landscape proposals for the open spaces around the building.

I/We fully understand that the written agreement to be entered into between me/us and

Anna University shall be the foundation of the rights and responsibilities of both the

parties and the agreement for the Consultancy services shall not be deemed to come into

force until the agreement has been signed by me/us and then by the Officer authorized to

enter into contacts on behalf of Anna University.

I/We fully understand and agree that for all services outsourced by me/us; I/We

myself/ourselves will have to take full responsibility for the timely deliveries without any

deficiencies.

I/We also understand that all designs submitted during the evaluation purpose are only for

the selection of the Architect Consultant, and that the final design and detail will have to

be worked out based on the detailed requirements and addressing concerns of Anna

University.

Signature of the Applicant

Date:

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Name:

Seal:

Note:

1. If the applicant is a Firm, the above should be signed by an Authorized Signatory,

supported by a resolution to that effect.

2. If the applicant is consortium, the Lead applicant should sign here and the authorized

person of the consortium member firms should counter sign below.

3. To be eligible for being shortlisted, an applicant must secure minimum fifty percent of

the marks in each of the evaluation criteria and sixty percent marks in aggregate.

Signature(s) of the Applicant(s) with seal

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ANNEXURE 4 (A4)

A.4.0 Evaluation Criteria for Stage 1 short listing:

A.4.1 Qualified personnel with adequate experience in

Architectural Experience, Master Plan work and

coordinating and integrating all Engineering

utilities (these personnel have to be in-house).

15 Marks

A.4.2 Structural engineering and MEP Engineers with

relevant qualifications and adequate experience

(these personnel can be in house or in tie- up

arrangements).

15 Marks

A.4.3 Actual experience in Architectural work and

Master Plan (preferably educational campuses).

Details of previous works (including names and

addresses of clients), supported by drawings,

sketches, photographs etc., in hard copies as well

as soft copies for projection purposes) and a

write-up on each work.

40 Marks

A.4.4 Experience in planning for eco-friendly, passive

solar design initiatives and for climate responsive

planning.

15Marks

A.4.5 Design capability and Drawing Office set up for

a quick response to delivering designs and

drawing and troubleshooting, to a very tight time

schedule. Experience using design and modelling

software including BIM.

15Marks

NOTE: The Applicant should score minimum of 50% in each criterion and minimum of

60% on aggregate.