TECHNICAL PROPOSAL

FOR

PROJECT MANAGEMENT CONSULTANCY SERVICES FOR THE

a. Construction of Minority Welfare Department Morarji Desai
Residential School at Sunakal Bidari village, Ranebennuru Taluk,
Haveri District, b. MDRS at Byatanala village, Hanagal Taluk,
Haveri District and c. Central Navodaya Type Residential School
at Basapura Village, Haveri Taluk, Haveri District-3 Works

(Package-VII) .

ISSUED BY

THE CHIEF ENGINEER

KARNATAKA HOUSING BOARD
III FLOOR CAUVERY BHAVAN, BENGALURU- 9
FAX:080- 22215125, PHONE:080-22100077
EMAIL: [email protected]

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Project Management Consultant Chief Engineer
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KARNATAKA HOUSING BOARD

NAME OF WORK: a . C o n s t r u c t i o n o f M i n o r i t y W e l f a r e D e p a r t m e n t
Morarji Desai Residential School at Sunakal
Bidari village, Ranebennuru Taluk, Haveri
District, b. MDRS at Byatanala village,
Hanagal Taluk, Haveri District and c.
Central Navodaya Type Residential School at
Basapura Village, Haveri Taluk, Haveri
District-3 Works (Package-VII) .

TECHNICAL PROPOSAL

CONTENTS

SECTION NOS./ PAGE NO.

PARTICULARS
ANNEXURES FROM - TO
SECTION 1 : LETTER OF INVITATION 3-4
SECTION 2 : SUBMISSION OF PROPOSALS 5-6
SECTION 3 : PROPOSAL EVALUATION 7-11
SECTION 4 : INFORMATION TO CONSULTANTS 12-26
ANNEXURE
ANNEXURE - A: TERMS OF REFERENCE 27-34
NUMBER OF PROFESSIONALS TO BE
ANNEXURE - B: 35-35
DEPLOYED FOR SCHEME
ROLE AND RESPONSIBILITIES OF
ANNEXURE - C: 36-37
AEF & PMC
ANNEXURE -D: STANDARD FORMS 38-44

SECTION-1
No: KHB/CE/MWD/MDRS-MDRPUC-CNRS/Package/PMC/NIT No.64 to 71/2020-21
Date:26.11.2020
KARNATAKA HOUSING BOARD
3rd Floor, Cauvery Bhavan, K.G. Road, Bengaluru-560 009, Ph:080-22100077
Fax:91-080-22240976, 22215125 [email protected]
Notification Inviting Tender for the Project Management Consultancy Services

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Karnataka Housing Board(KHB) invites tender (Proposal )in KHB

for“Project Management Consultancy" Services
for the: a. Construction of Minority Welfare
Department Morarji Desai Residential School
at Sunakal Bidari village, Ranebennuru
Taluk, Haveri District, b. MDRS at
Byatanala village, Hanagal Taluk, Haveri
District and c. Central Navodaya Type
Residential School at Basapura Village,
Haveri Taluk, Haveri District-3 Works
(Package-VII).
The Project cost is Rs.4500/- Lakhs. As per notification the PMCs
1. Should have rendered consultancy services for at least two similar nature of completed
works in a single entrustment costing not less than Rs.2250/-Lakhs in a period between
2015-16 to till date of submission of bid any where in India.
2. Should have in the last five years period achieved during any two financial years an
average annual financial turn over not less than Rs.21.60 Lakhs shall apply.
1 Interested applicants may access bidding documents through the e- procurement portal
www.eproc.karnataka.gov.in
(i) The fees towards Tender Document and EMD shall be remitted separately through
the online payment gateway provided in the portal before the tender closing date.
(ii) The payment shall be made in any of the following modes
- Credit / Debit card (VISA/MASTER)
- Direct Debit (for Axis Bank A/C holders only)
- NEFT /
- RTGS Challans
Note: Vendors who are remitting the form fees through NEFT/RTGS Challans should make
the payment before 48 hours of tender closing date and time.
2 Last date of pre bid queries of bid is up to 4.00 PM on 07.12.2020
3 Date of pre bid meeting 11.00 AM on 09.12.2020
4 Last date for submission of bid is up to 4.00 PM on 14.12.2020
5 Time and date of opening of Technical bid is on 16.12.2020 at 4.00 PM.
6 Time and date of opening of financial bid of technically qualified bidders on 17.12.2020 at 4.00 PM
7 For details visit our website: www.khb.karnataka.gov.in &
https://eproc. karnataka.gov.in/
8 Address for communication,
Executive Engineer
Karnataka Housing Board, 3rd Floor, Cauvery Bhavan,
K.G. Road, Bengaluru – 560 009.
Tel: 080-222 73511 Fax: 080-224 0976 E-mail: [email protected]
Sd/-
Executive Engineer,
Karnataka Housing Board,
Bengaluru
KARNATAKA HOUSING BOARD
Name of the work: a. Construction of Minority Welfare Department
Morarji Desai Residential School at Sunakal
Bidari village, Ranebennuru Taluk, Haveri

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Project Management Consultant Chief Engineer
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District, b. MDRS at Byatanala village,

Hanagal Taluk, Haveri District and c.
Central Navodaya Type Residential School at
Basapura Village, Haveri Taluk, Haveri
District-3 Works (Package-VII) .

1 Name of the firm with -----------------------

postal address,
telephone, ----------------------------
fax, -----
email address
2 List of similar nature of work in a single
entrustment costing not less than Rs.2250/-
Lakhs between 2015-16 to till date of
submission of bid any where in India with the
name of clients
a)Works completed with project cost & other
salient feature in a abstract form duly
subscribing as “works completed” with
comply to below said note *. -----------------------
b) *Works on handed with total project cost -----------------------
& present status of work in a abstract form
duly subscribing “ works on hand” with
comply to below said note *.

3 Should have in the last five years period

achieved during any two financial years an
average Annual audited financial turn over
not less than Rs.21.60 Lakh
4 Proposal security amount of Rs.1,80,000 paid
by NEFT or Online payment [ P r o p o s a l
security amount will be refunded after
agreement with the successful
Proposal]
[

NOTE : *Please furnish the details pertains to similar nature of works

completed & works on hand with salient features of project separate sheets
as annexure duly certify by the competent authority not below the rank of
Executive Engineer.
KARNATAKA HOUSING BOARD

SECTION-2
SUBMISSION OF PROPOSALS

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Project Management Consultant Chief Engineer
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Name OfPROJECT
Work : MANAGEMENT
CONSULTANCY SERVICES FOR THE a. Construction of
Minority Welfare Department Morarji Desai Residential School at
Sunakal Bidari village, Ranebennuru Taluk, Haveri District, b.
MDRS at Byatanala village, Hanagal Taluk, Haveri District and c.
Central Navodaya Type Residential School at Basapura Village,
Haveri Taluk, Haveri District-3 Works (Package-VII) .

1. Technical Proposals:

Following documents to be scanned and uploaded for Technical

Evaluation:

i. Covering letter
ii. Technical Proposal document [terms and conditions] duly signed.
iii. Certified copy of annual audited turn over for the last five years (
Should have in the last five years period achieved during any two
financial years an average Annual audited financial turn over not
less than Rs.21.60 Lakhs )
iv. Bid security amount of Rs.1,80,000 shall be remitted separately
through the online payment gateway provided in the portal before
the tender closing date. The payment shall be made in any of the
following modes : Credit / Debit card (VISA/MASTER) ; Direct
Debit (for Axis Bank A/C holders only) ; NEFT / RTGS challans.
v. Notarized copy of the Work done Certificate for at least two similar
nature of completed works in a single entrustment costing not less
than Rs.2250/-Lakhs between 2015-16 to till date of submission of
bid anywhere in India. Work done Certificate without project cost,
extent of land and date of completion is liable to be rejected.
vi. Laboratory with NABL or NAAC Accreditation (Both
Mechanical & Chemical). (The Consultant / Firm participating
in the bid should have their own lab with NABL/NACC. The
firm that does not have own laboratory can have the MOU
with the firm or institution, having NABL/ NAAC with in
Karnataka State only )
vii. Notarized copy of the Certificate of Registration of the Firm /
Company.
viii. Notarized copy of the Consortium Agreement, if any, for
having rendered services for the completed projects towards
eligibility in consortium with other Project management
consulting firms.

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Project Management Consultant Chief Engineer
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ix. Annexure B : Team of professionals to be deployed for the

proposed project
x. Letter of willingness to work on the proposed project of the
team of professionals as per Annexure – B.
xi. Annexure D : Name and Address of the Firm & Forms A to F :
(Including a p p r o a c h p a p e r o n m e t h o d o l o g y a n d w o r k p l a n f o r
performing the assignment. )

2. Financial Proposal :

The Financial proposal shall be quoted in percentage to be

mentioned as per clause 2.1 of the financial proposal in figures and
words.

SECTION-3
PROPOSAL EVALUATION
3.1 General
i. Consultants shall not contact the Client on any matter relating to their Proposal from
the time of opening of the Technical Proposal till the contract is awarded. If a firm

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wishes to bring additional information to the notice of the client, it should do so in

writing at the address indicated in the Data Sheet. Any effort by the firm to influence
the Client in the Client’s Proposal evaluation, Proposal comparison or contract award
decisions may result in the rejection of the consultant’s Proposal.

ii. Evaluators of Technical Proposals shall have no access to the Financial Proposals
until the technical evaluation, including any reviews and no objection, is concluded.

iii. The technical proposals submitted by the applicants will be evaluated on a maximum
of 100 marks. Against this marking, the financial bids of those securing a minimum of
75 marks out of 100 shall only be opened.

iv. Consultants shall quote in percentage and the same shall be converted to rupees and
uploaded as per Annexure E. The quoted percentage converted to rupees shall be
submitted online in the e-procurement portal.

3.2 Evaluation of Technical Proposals

The evaluation committee appointed by the Client as a whole, and each of its
members individually evaluates the proposals on the basis of their responsiveness to
the Terms of Reference, applying the evaluation criteria, sub-criteria (typically not
more than three per criteria) and point systems specified in the Data Sheet. Each
responsive proposal will be given a technical score (St). A proposal shall be rejected
at this stage if it does not respond to important aspects of the Terms of Reference or if
it fails to achieve the minimum technical score indicated in the Data Sheet.
3.3 Public Opening and Evaluation of Financial Proposals; Ranking
i. After the evaluation of technical proposal against the criteria and the marks specified
in the Data Sheet, the technically qualified responsive firm’s financial proposals will
be opened online through e-procurement process.
ii. The Financial proposals of the firms who secure a minimum of 75 marks out of 100 in
the Technical Proposal shall only be opened.
iii. The client will determine whether the financial proposals are complete. The Client
will select the lowest proposal (evaluated price) among those of the technically
qualified firms. The selected Consultant will be invited for negotiations.

3.4 NEGOTIATIONS
i Negotiations will be held at the address indicated in the Data Sheet. The aim is to
reach agreement on all points and sign a contract.
ii Negotiations will include a discussion of the Technical Proposals, the proposed
methodology of work plan, staffing and any suggestions made by the firm to improve
the Terms of Reference. The Client and Consultant will then work out final Terms of
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Project Management Consultant Chief Engineer
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Reference, staffing and bar charts indicating activities, staff, periods in the field and in
the home office, staff-months, logistics, and Reporting. The agreed work plan and
final Terms of Reference will then be incorporated in the “Description of Services”
and form part of the contract. Special attention will be paid to getting the most the
Consultant can offer within the available budget and to clearly defining the inputs
required from the Client to ensure satisfactory implementation of the Assignment.
iv. Having selected the Consultant on the basis of among other things, an evaluation of
proposed key professional staff, the Client expects to negotiate a contract on the basis
of the experts named in the Proposal. Before contract negotiations, the Client will
require assurances that the experts will be actually available. The Client will not
consider substitutions during contract negotiations unless both parties agree that
undue delay in the selection process makes such substitution unavoidable or that such
changes are critical to meet the objectives of the assignment. If this is not the case
and it is established that key staff was offered in the proposal without confirming their
availability, the Consultant may be disqualified.
v. The negotiations will conclude with a review of the draft from the contract. To
complete negotiations the Client and the Consultant will initial the agreed contract. If
negotiations fail, the Client will invite the firm whose proposal received the second
higher score to negotiate a contract.
3.5 AWARD OF CONTRACT
i. The contract will be awarded following negotiations. After negotiations are
completed, the Client will promptly notify other consultants on the shortlist that they
were unsuccessful and return the Financial Proposals of those consultants who did not
pass the technical evaluation.

ii. The consultant is expected to commence the Assignment on the date and at the
location specified in the Data Sheet.
3.6 CONFIDENTIALITY
Information relating to evaluation of proposals and recommendations concerning
awards shall not be disclosed to the consultants who submitted the proposals or to
other persons not officially concerned with the process, until the winning firm has
been notified that it has been awarded the contract.

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Project Management Consultant Chief Engineer
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DATA SHEET
I. General information:
a. The name of the Client is: The Chief Engineer, KHB, Bengaluru.
b. The method of selection is: Least Cost Selection (LCS)
c. Technical and Financial Proposals are requested to be submitted Separately
d. The name, objectives and description of the Assignment are: Project Management
Consultancy ( Project Monitoring and Quality Auditing ) Services for a.
Construction of Minority Welfare Department Morarji Desai Residential School at Sunakal Bidari
village, Ranebennuru Taluk, Haveri District, b. MDRS at Byatanala village, Hanagal Taluk, Haveri
District and c. Central Navodaya Type Residential School at Basapura Village, Haveri Taluk, Haveri
District-3 Works (Package-VII).

e. The Consultant should deploy the technical staff and equipments to the site within one
week from the date of issue of notice to proceed with work.

f. Proposals should be submitted in: English

g. Proposals must remain valid for 180 days after submission.
h. Consultants must submit the proposal through e-procurement portal.
i. The proposal submission address is e-procurement portal
(www.eproc.karnataka.gov.in)

j. Proposal must be submitted not later than the date and time mentioned in e-
Procurement Portal
k. The address to send information to the Client is :
Chief Engineer, Karnataka Housing Board,
Cauvery Bhavan, K.G. Road, Bengaluru – 560 009

l. The address for negotiations is:

Chief Engineer , Karnataka Housing Board,
Cauvery Bhavan, K.G. Road, Bengaluru – 560 009
m. The Assignment is expected to commence on : …… ….. ……

II. The number of points to be given under each of the evaluation criteria as follows:
( The 100 marks for evaluation are allocated as under )
Sl. No. Criteria Points
i) Specific experience of the consultancy related Assignment (At-least 15
Two similar nature of completed works in a single entrustment
costing not less than Rs.2250/-Lakhs in a period between 2015-
16 to till date of submission of bid any where in India. The
completion certificate should be issued by not below the rank of
Executive Engineer or Competent Authority )
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ii) Approach paper on methodology and work plan for performing the 10
assignment.

iii) Laboratory with NABL or NAAC Accreditation (Both Mechanical & 30

Chemical)

(The Consultant / Firm participating in the bid should have their own
lab with NABL/NACC. The firm that does not have own laboratory
can have the MOU with the firm or institution, having NABL/ NAAC
with in Karnataka State only) Own lab carries more weightage than the
does not have own lab.

iv) Qualifications and competence of the key professional staff 45

a) Qualification 20
b) Experience to related project 20
c) Experience in region and language 05
45
Total Points 100

Note:
The minimum technical score required to qualify in technical proposal is: 75 points.

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Project Management Consultant Chief Engineer
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SECTION 4
INFORMATION TO CONSULTANTS
NAME OF WORK: a . C o n s t r u c t i o n o f M i n o r i t y W e l f a r e
Department Morarji Desai Residential School at Sunakal Bidari
village, Ranebennuru Taluk, Haveri District, b. MDRS at
Byatanala village, Hanagal Taluk, Haveri District and c. Central
Navodaya Type Residential School at Basapura Village, Haveri
Taluk, Haveri District-3 Works (Package-VII) .
1.0 About the project;
BOARD h a s e m b a r k e d u p o n t h e D e s i g n , C o n s t r u c t i o n a n d
S u p e r v i s i o n of : a. Construction of Minority Welfare
Department Morarji Desai Residential School at Sunakal Bidari
village, Ranebennuru Taluk, Haveri District, b. MDRS at
Byatanala village, Hanagal Taluk, Haveri District and c. Central
Navodaya Type Residential School at Basapura Village, Haveri
Taluk, Haveri District-3 Works (Package-VII) .

Board To Implement The Said Projects Is Desirous Of Appointing

Professional Organizations, Competent In Their Respective Fields For The
Purpose Of Execution Of Their Projects At Different Locations.
Board Intends To Engage the Services of A “Project Management Consultant ”
(PMC) as Project Managers to look after and take care of the interest of the
BOARD and to interact with several agencies engaged by the BOARD for its
project as well as to supervise and report on the qualitative and quantitative
work of construction.

I.2 DESCRIPTION OF WORK :

Approximate cost
Project particulars Place of the project Rs. in
Lakhs
a. Construction of Minority a. Construction of
Welfare Department Morarji Minority Welfare Rs.4500/-
Desai Residential School at Department
Sunakal Bidari village, Morarji Desai
Ranebennuru Taluk, Haveri Residential School
District, b. MDRS at Byatanala at Sunakal Bidari
village, Hanagal Taluk, Haveri village,
District and c. Central Ranebennuru
Navodaya Type Residential Taluk, Haveri
School at Basapura Village, District, b. MDRS
Haveri Taluk, Haveri District-3 at Byatanala
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Works (Package-VII) village, Hanagal

Taluk, Haveri
District and c.
Central Navodaya
Type Residential
School at
Basapura Village,
Haveri Taluk,
Haveri District-3
Works (Package-
VII)
Note: The figures mentioned are subject to changes.

2.0 SERVICES
2.1 The services
That in consideration of the service charges agreed to be paid by the
BOARD, the PMC shall perform the services for works under this
Contract in accordance with the Terms of Reference set forth in
Annexure-A herein. The reference to services shall be for the works set
in Clause-I above.
2.2 Commencement Date
The PMC will commence the services not later than 7 days after the
BOARD has given to the PMC notice to proceed with services.

3. PERSONNEL

3.1 Personnel
a. The Services shall be carried out by qualified and competent
personnel specified in Annexure-B hereto which is only an
indicative list, (hereinafter called the “Personnel”) during the term
of this Contract and period beyond it as required under this
Contract. The PMC shall be responsible for deploying adequate
number of personnel for the efficient and timely completion of the
project. The PMC at its cost will make available the names of the
personnel appointed by the PMC along with their qualification and
experience. PMC shall as and when making any change in the
person/persons at the site as stated above inform of such change to
the BOARD with all the details of the person being replaced with
the name, qualification and experience.

b. In the event the BOARD is of the view that the person/persons

deployed or to be deployed are not competent or not adequately
qualified or not having adequate experience, the BOARD will
accordingly inform PMC and the PMC will substitute such
person/persons acceptable to the BOARD.
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c. In the event that any person specified in Annexure-B is found by

the BOARD to be incompetent in discharging his/her assigned duties
at the site, the BOARD will point out the same to the PMC and ask
the PMC, for the replacement of such persons and the PMC in
writing shall forthwith provide as a replacement a person with
qualification and experience acceptable to the BOARD.
d. For any person provided as a replacement under para 3.1(b) or
(c) the PMC shall bear all additional cost arising out of or incidental
to any replacement.
[ [ [

3.2 Engineer, Project Manager and Engineer’s Representative .

For the purpose of construction contract administration, the PMC shall
be known as the Engineer. In the monitoring/site office, PMC shall
appoint a Project Manager who shall be BE graduate in Civil
Engineering/any equivalent pertaining to nature of work and having
minimum of ten years of total professional experience, including in
handling project of similar nature and magnitude to act as his
authorised representative in all matters related to the operation of this
contract. Further, the PMC shall ensure that at all time during the
construction of the works, engineer, known, as the Engineer’s
Representative acceptable to the BOARD shall take charge of the
operations of the Personnel’s on the site . The Engineer’s
Representatives shall be authorised for managing site supervision and
carrying out all contractual and administrative activities required on
site under the Terms of Reference.

3.2 KEY STAFF REQUIREMENT AT SITE AND EXPERIENCES

3.2A Deputy Project Manager: Full time, One person to be mobilized to site.
He/She will be a senior engineer with at least 8 years of total
professional engineering experience and at least 4 years’ experience as
a quality or site engineer or equivalent on similar construction works.
Who shall be qualified person with BE graduate in civil or any other
equivalent. Pertaining to nature of work He/She should also be familiar
with demonstrated capacity of supervising the setting up field
laboratories, organization, monitoring and testing of materials.

3.2B Quality/Material Engineer: Fulltime, One person to be mobilized to site.

He/She will be a quality engineer with at least 6 years of total
professional engineering experience and at least 4 years’ experience as
a quality or site engineer or equivalent on similar construction works.
He/She should also be familiar with demonstrated capacity of
supervising the setting up field laboratories, organization, monitoring
and testing of materials

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4.0 SCOPE AND TIME FOR COMPLETION

The PMC shall complete the work set out in the scope of services
excluding the external electrification estimate cost works as per the
time stipulated hereunder time being the essence of the contract.
a) Contract management and construction supervision: 11 / 18
( Eleven / Eighteen) months from the date of award of work to the
turnkey contractor.

b) Defect correction supervision 2 ( Two) Years from the date of

issue of certificate of virtual completion to the contractor.

c) Post contract work: 3 (three) months immediately following the

defects correction supervision period.

d) If any defects are noticed during construction stages of the

work and after virtual completion of the work with in the
defect liability period. The PMC is also equally held
responsible and proportionate amount of repairs and
rectification cost will be recovered from the PMC”

5.0 Additional work

If, in the opinion of the BOARD, it is necessary to carry out any

additional work in the same package the PMC shall carry out the said
additional work based on the Terms of Reference on the same terms and
conditions with proportionate lump sum fee approved by the Board for
the additional work to be carried out in the proportionate additional
time for completing such work.

6.0 UNDERTAKING OF THE BOARD

6.1 Payment for the Services
In consideration of Services performed by the PMC under the Contract,
the BOARD shall make to the PMC such payments and in such manner
as provided for under Para 5.
6.2 Access to Land
The BOARD agrees that the PMC shall have free and unobstructed
access to all land for the purpose of the PMC to perform its obligations
under this Contract. The PMC will be responsible for any damage to
such land or any property thereon resulting from such access is caused
by willful default or negligence of the PMC or his personnel and PMC
will indemnify the BOARD or anyone claiming through the BOARD in
respect of liability for any such damage.

7.0 UNDERTAKINGS OF THE PMC

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7.1 General Standards of Performance by the PMC

(a) The PMC shall carry out the services with due diligence
and efficiency and shall exercise such skill and care in the
performance of the services as is consistent with recognized
professional standards, and to the relevant Indian Standards and
Codes of Practice.
(b) The PMC shall act at all times so as to protect the
legitimate interest of the BOARD and will take all reasonable steps
to keep all expenses to minimum, consistent with sound contractual
and engineering practices.
(c) The PMC subject to the contract shall have complete
control of the personnel performing the Services and shall be fully
responsible for the services performed by them or on their behalf
and shall provide adequate and proper assistance from his
head/branch office as required by the BOARD.
(d) The PMC shall have offices at Bengaluru and Project sites.
The BOARD will be entitled to take the services of the PMC at
Bengaluru and project sites at different stages of the contract.
(e) The PMC is aware that there will not be any room for any
time over run or cost over run of the project nor will there be any
extra item or work slips and projects are to be completed within the
time indicated quantities indicated in the DPR and the quality of
the construction will be as per the specifications mentioned in the
DPR.
(f) The PMC shall not in any manner contravene any of the
provisions of any of the central or state statute or rules nor will the
PMC conduct in any manner which will contravene any of the
provision of prevention of corruption Act 1988 or such other act of
the said nature.
7.2 Records

(a) The PMC shall keep accurate and systematic records and
accounts in respect of the services in such form and detail as is
customary in the Profession and as may be required by the BOARD
taking into consideration the project and the specific need which
would be recorded between the BOARD and PMC.
(b) The PMC shall furnish the copies of the report/records of every
milestone within 7 days of such milestone having been completed to
the Project Management Committee. PMC shall permit the duly
authorised representative of the BOARD from time to time to
inspect the records and accounts relating to the services and to make
copies thereof and shall permit the BOARD or any person
authorized by the BOARD, from time to time, to audit such records
and accounts during and after the services.
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7.3 Information
The PMC shall furnish the BOARD such information relating to the
services and the project as the BOARD may from time to time
reasonably called upon the PMC.

7.4 Sub Agency

(a) Except with prior written approval of the BOARD, the PMC shall
not assign or transfer the contract or any part thereof nor engage
any sub agency or sub contractor to perform any part of the
services.
(b) The approval by the BOARD to the assignment of any part of the
contract or to the engagement by the PMC of sub agency sub
contractors to perform any part of the services shall not relieve the
PMC of any of his obligations under the contract.

(c) In the event that any such independent PMC or sub contractor is
found by the BOARD to be incompetent in discharging his assigned
duties, the BOARD may direct and the PMC shall forthwith either
provide as a replacement, its sub agent or sub contractor with
qualifications and experience acceptable to the BOARD or resume
the performance of the services himself. The Clause 7.4 is not
meant to be construed that the PMC would be entitled to assign its
rights under this Contract, but only to permit PMC to seek
assistance of any outside agency in certain matters of the project
and efficient completion of the obligation of the PMC
(d) No additional amounts will be paid by the BOARD for any sub
agency/sub contractor appointed by the PMC.

7.5 Confidentiality

Except with the prior written consent of the BOARD, the PMC and the
personnel shall not at anytime communicate to any person or entity any
confidential information disclosed to them for the purposes of the
services or discovered by them in the course of the services, nor shall
the PMC or the personnel make public any information in the course of
or as a result of the services.

7.6 INTELLECTUAL PROPERTY RIGHTS

Intellectual property rights including but not limited to copy rights in

all documents, design drawings, PERT chart, time table, schedules,
project reports, progress report prepared or furnished by the BOARD
shall remain and belong to be the property of BOARD and that the
BOARD shall be entitled to reproduce such drawings, designs, PERT
chart, Bar chart details, information etc., for any of its project at the
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discretion of BOARD without any permission from the PMC. The PMC
may retain a copy of such documents during the term of this Contract
and for the purpose of the execution of its obligation but shall not use
them for purposes unrelated to this contract without the written
approval of BOARD.

7.7 Disqualification
The PMC agrees that during the period of effectiveness of the contract
and after its expiry or termination, the PMC limits his role under the
project to the provision of the Services and hereby disqualifies himself
and any other consultant, contractor or manufacturer with which the
PMC is associated or affiliated for the provision of goods or services in
any capacity for the project including bidding for any part of the
project except as the BOARD may otherwise agree. The PMC shall not
accept for his own benefit any trade commission discount or similar
payment in connection with activities pursuant to this contract.

7.8 Prohibition on Conflicting Activities

Neither the PMC nor the personnel assigned to the Contract shall
engage, directly or indirectly, in any other business or professional
activities which would conflict with the activities assigned to them
under this Contract.
7.9 Independent Undertaker
Nothing contained herein shall be construed as establishing or creating
between the BOARD and the PMC the relationship of master and
servant or principal and agent, it being understood that the position of
the PMC in performing the Services is that of any independent
undertaker.

7.10 Indemnification
(a) The PMC shall indemnify, and keep indemnified and protect and
defend at his own expenses, the BOARD and his agents and
employees from and against any and all actions, claims, losses or
damages arising out of any violation by the PMC or any of its
servants, agents, sub agents, sub contractor etc. in the course of the
services of any legal provisions, or any rights of third parties, in
respect of property rights or patents, etc.
b) The PMC shall indemnify, and keep indemnified, protect and
defend, at his own expenses, the BOARD and his agents and
employees, from and against any and all actions; claims, losses or
damages arising out of the PMC’s or its agents, servants, sub agents,
sub contractor etc’s failure to exercise the skill and care required
under para 7.1.
c) The PMC shall indemnify and keep indemnified the BOARD against
any claims , losses, damages arising out of or with regard to any of

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the staff employed by the PMC and it shall be the sole

responsibility of the PMC to take adequate insurance and
precaution for the safety of its staff at site and at the office and to
comply with all the statutory deductions payments for itself and its
staff, labour, employed by the PMC or its employees during the
entire term and period of this contract;
d) In addition to any liability the PMC may have under Article 7.10
(a) to (e) the PMC shall at his own cost and expenses, upon request
of the BOARD, re-perform the services or any part thereof in the
event of the PMC’s failure to exercise the skill and care required
under Article 7.1;
e) Notwithstanding anything in the Article 7.10 (b) or 7.10 (c), the
PMC shall have no liability whatsoever for actions, claims, losses
or damages occasioned by (i) the BOARD’s overriding a decision
or recommendation with which the PMC does not agree and
recorded in writing with the BOARD, or (ii) the improper execution
of the PMC’s written instructions by agents, employees or
independent contractors of the BOARD.

7.11 Laws and Regulations

a) The PMC shall respect and abide by all applicable laws and regulations
and shall use his best efforts to ensure that his personnel and sub-
PMC’s associated with him shall respect and abide by all laws and
regulations;
b) The PMC shall take all necessary precautions and comply with all the
labour laws including but not limited to laws applicable to child labour
etc. during the execution of this contract;
c) The PMC will take into consideration whilst executing its services all
the relevant laws applicable to environment, laws, directions issued by
any of the courts in India with regards to alternative sources of energy,
conservation of environment, natural resources, rainwater harvesting,
solid waste management etc.
d) The PMC will not conduct its self in any manner which will expose the
BOARD to any contravention of any of the orders of any court or any
litigations.
7.12 Property Rights of the BOARD in Reports and records :
All reports and relevant data such as maps, diagrams, plans, statistics
and supporting records or materials compiled or prepared in the course
of the services shall be the absolute property of the BOARD. The PMC
agrees to deliver all these materials to the BOARD upon completion of
this contract. The PMC may retain a copy of such data but shall not use
the same for purposes unrelated to the carrying out of this contract
without prior written approval of the BOARD

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7.13 Insurance
a) The PMC shall take out and maintain adequate professional liability
insurance as well as adequate insurance against third party liability.
Third parties shall mean any person or entity other than the
Government, the BOARD or the PMC.
b) The BOARD undertakes no responsibility in respect of any life,
health, accident, travel and other insurance which may be necessary
or desirable for the personnel or PMC’s and specialists associated
with the PMC for the purposes of the services, nor for any members
of any family or any such person.

7.14 Reports and Language

The PMC shall submit fortnightly reports to the BOARD as specified in
the terms of reference. All reports and recommendations and general
correspondence from the PMC to the BOARD and all documents
prepared by the PMC under this contract shall be in English language.
All reports, drawings and any other documents prepared by the PMC in
performing the services shall become and remain the property of the
BOARD. PMC shall also by the end of the contract and within 15 days
of the completion of the project hand over of all the records and also
prepare and hand over digitalised set of all the records.

7.15 Co-ordination with the Project Management Committee:

The PMC will co-ordinate and submit all bills and report of the
contractor to the Project Management Committee duly certified by the
PMC. The Project Management Committee comprising of the Chairman
being the Executive Engineer, Co-Ordinating unit/Project,
representative of the PMC, representative of the contractor and
representative of DC.

8.0 GENERAL PROVISIONS

8.1 Breach/Withholding of payment
If any of the following events shall have happened, the BOARD may by
giving 15 days written notice to the PMC, specify such event and if the
PMC not remedying such event within the said period of 15 days, the
BOARD will be entitled to withhold in whole or in part the payments
due thereafter to the PMC under the contract. :
a) A default on the part of the PMC in the execution of the
milestone of the contract or any of the terms of this contract.
b) Any other condition which, in the reasonable opinion of the
BOARD, interferes or threatens to interfere, with the successful
carrying out of the services or the accomplishment of the purpose
of the contract.
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8.2 Termination of the Contract by the BOARD:

a) If any of the conditions referred to in Article 8.1 continues after
the BOARD has given written notice to the PMC as stated in Clause
8.1 and withholding the payment as become effective, the BOARD
may by giving 15 days written notice of termination to the PMC,
terminate the contract and on such termination all records upto that
period shall be handed over by the PMC to the BOARD in terms of
this contract. The PMC shall within 4 days of such termination
remove its men and materials from the works.
b) Not withstanding any other terms of the contract the BOARD in
its absolute discretion will be entitled to terminate this contract
without assigning any reasons by giving 15 (Fifteen) days notice of
its intent of termination of this contract and this contract shall
stand terminated at the end of the notice period and all records upto
that period shall be handed over by the PMC to the BOARD in
[
terms of this contract.

8.3 Termination of the Contract by the PMC

The PMC shall promptly notify the BOARD in writing of any situation
or of the occurrence of any event beyond the reasonable control of the
PMC, which makes it impossible for the PMC to carry out obligations
hereunder. Upon confirmation in writing by the BOARD or failing to
remedy such situation or even within 15 (Fifteen) days after
notification, or upon failure of the BOARD to respond to such notice
within 30 (Thirty) days of receipt of the notice of the PMC, the PMC
may thereupon terminate the contract by giving not less than 15
(Fifteen) days prior written notice thereof and all records upto that
period shall be handed over by the PMC to the BOARD in terms of this
contract. The PMC shall within 4 days remove its men and material
from the works.
8.4 Termination Procedure
a) Upon termination of the contract under Article 8.2a, receipt of
notice of termination under Article 8.2b or the giving of notice of
termination under Article 8.3, the PMC shall take immediate steps
to terminate the services in a prompt and orderly manner and
reduce losses to the BOARD.
b) Upon termination of the contract, the PMC shall be entitled to its
service charges due as upto that date in terms of this contract prior
to the effective date of such termination and unless such
termination shall have been occasioned by the default of the PMC
in such event the payment, if any to the PMC will be made after
ascertaining any claims that is payable by PMC to the BOARD.
c) Upon termination or expiration of this contract all rights and
obligations of the parties shall cease except such rights and
obligations as may have accrued on the date of termination or

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expiration and which continue after the term of this contract by

virtue of the defect liability period and any obligations of
confidentiality, permitting of record inspections and rights under
law which either party may have.

8.5 Settlement of Disputes

Any dispute or difference arising out of contract which cannot be
amicably settled between the parties shall be firstly referred to a
dispute resolution panel constituted by the BOARD involving PMC on
case to case basis to resolve and reconcile the dispute as the parties are
aware that “ time is the essence of this contract”.

8.6 Force Majeure

a) If either party is temporarily by reason of Force Majeure or the
laws or regulations of India unable to meet any of his obligations
under the contract, and if such party gives to the other party written
notice of the event within seven (7) days of its occurrence, such
obligations of the party as it is unable to perform by reason of the
event shall be suspended for as long as the inability continues.
b) Neither party shall be liable to the other party for loss or
damages sustained by such other party arising from any event
referred to in Article 8.6 (a) or delays arising from such event.
c) The term ‘Force Majeure’ as employee herein shall mean acts of
God, strikes, lock-outs or other disturbances, acts of the public
enemy, wars, blockades, insurrections, riots, epidemics, landslides,
earthquakes, storms, lightening, floods, washouts, civil
disturbances, explosions or suspension or premature termination of
the construction contractor’s contract and any other similar events
not within the control of either party and which by the exercise of
due diligence neither party is able to overcome.
d) Force Majeure shall not include any event, which is caused by
the negligence or intentional action of a party to this contract or
such party’s associates or agents or employees. Force Majeure shall
not include insufficiency of funds or failure to make any payment
required hereunder.
e) Any party affected by Force Majeure shall take all reasonable
measures to remove such inability to fulfill his obligations herein
with a minimum of delay and take all reasonable measures to
minimize the consequences of such Force Majeure. Not later than
thirty (30) days after notifying in terms of clause 8.6(a) either of
the parties has become as a result of an event of Force Majeure.
Unable to meet his obligations under the contract, the parties shall
consult with each other with a view to agreeing on appropriate
measures to be taken in the circumstances.

8.7 Variation of Contract

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The contract may be varied by written agreement between the parties.

All such variations shall be in writing signed by the duly authorized
representatives of the parties.

9.0 MISCELLANEOUS
9.1 Effectiveness and Expiration
The contract shall become effective upon the date of notice is given to
proceed with the services under para 2.2 and shall be in full force until
the services and all payments therefore have been completed and at
such time the contract shall expire and the parties hereto shall be
mutually released from all obligations hereunder.
9.2 Failure to Commence
Should the PMC after having been given notice to proceed with the
services as per Para 2.2 fail to commence within 15 days, the BOARD
is entitled to make alternative arrangements for carrying out the
services and all expenses incurred thereto will be payable by the PMC.
9.3 Time is the Essence

BOARD has informed PMC that the time is essence of the contract and
that no dispute between the parties shall in any manner entitle PMC to
stop rendering services during such dispute resolution. PMC has been
made aware and is also fully aware that the delay in the execution of
works will delay the entire project and will delay the BOARD in
complying with its obligations and assurances to the third party
allottees as well as delay the other agencies involved in the project
which are depending upon each other for the completion of the project
for which contract is awarded.
9.4 Authorized Representatives

Any action required or permitted to be taken, and any document

required or permitted to be executed with the local authority, if
required, under this contract may be taken or executed on behalf of the
BOARD by the Assistant General Manager Co-ordinating unit/Project.
[

9.5 Liberty to the BOARD

The BOARD has the right to appoint any third person competent in the
field to evaluate the work executed by the PMC. Any observations
made by such third party affecting the interest of the BOARD will, at
the discretion of the BOARD will be notified to the PMC who will
rectify the defects so pointed out within a period of 15 days thereof.

9.6 Notices
Any notice, request or consent permitted to be given or made under this
contract shall be in writing in English language. Such notice, request
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or consent shall be deemed to be duly given or made when it shall have

been delivered by hand, mail or cable to the party to which it is
required to be given or made at such parties address specified below, or
at such other address as either party may specify in writing and
acknowledgment obtained.
For BOARD Name : Chief Engineer
Karnataka Housing Board
Cauvery Bhavan,
K.G. Road, Bengaluru – 560 009
Phone No : 080-22100077

Fax Nos. : 080-22240976/22215125

For the PMC Name : -- --- --- --- --- --- --- --- --- --- --- ,
Address : ----------------------------,
----------------------------,

Phone Nos. : ----------------------------

M.No: : ----------------------------
Fax : ----------------------------
E-mail : -----------------------------

9.7 Law Governing Contract

The Law governing the Contract shall be the law and may be the law
and any other instrument having the force of law in India as they may
be issued and in force from time to time.
9.8 Language

This contract has been executed in the English and/or in Kannada

Language. The ruling language shall be English and all
correspondence under the contract shall be conducted either in English
or in Kannada.
9.9 Headings
Headings shall not limit, alter or affect the meaning or generality of
this contract.

9.10 Good Faith

The parties undertake to act in good faith with respect to each others
rights under this contract and to adopt all reasonable measures to
ensure the objectives of this contract.
The Parties recognise that it is impracticable in this contract to provide
for every contingency which may arise and the parties hereby agree

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that it is their intention that this Contract shall operate to achieve and
timely completion of the works and the parties shall fairly conduct
themselves in the best interest of the works.
9.11 Non Assignment

The Consultant will not be entitled to assign this contract or any of its
rights and obligations under this contract in favour of any third party
or any other Consultant.

9.12 Jurisdiction

This Contract is subject to jurisdiction of Court, at Bengaluru.

9.13 Supremacy of the BOARD

The BOARD irrespective of any provision of the terms of this Contract

and the authority granted to the PMC, will be entitled to take decision,
and if it is communicated to the PMC shall be final and binding and
PMC shall be bound by the said decision and act accordingly.

10.0 Liquidated damages for delay in completion

In case of any delay not attributable to BOARD and attributable to
PMC at various stages of complying with the obligations by the PMC,
and timely completion of the obligations of inspection and certification
as per the milestones of completion set out in construction contract,
BOARD shall recover as liquidated damages and not as penalty, from
PMC, a sum equivalent to half percent (½%) of the fees payable on the
Contract value of the item delayed per week or a part thereof subject to
a maximum of Ten percent( (10%) of the fees payable on the contract
value.

10.0 Dispute Resolution

In the event of there being any disputes or differences arising under

this contract or connected there with or interpretation of any of the
terms of this contract which is not settled as stated in clause 8.5, the
same shall be referred to arbitration of two arbitrators one to be
appointed by each party and umpire and such arbitration shall be in
terms of the Indian Arbitration and Conciliation Act, 1996 and the
rules there under. Any award by such Arbitrator shall be final and
binding on the parties hereto.

The seat of such arbitration shall be at Bengaluru and the courts in

Bengaluru alone shall have jurisdiction for this contract. It is further
agreed by PMC that during such arbitration proceedings PMC shall not
withdraw any of the services that is required to be rendered under this
contract unless the contract is terminated by the BOARD.
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12.0 Trademark

The PMC shall not in any manner use any of the Trademarks, service
marks of BOARD in any of its publications, brochures, or any manner
without the prior written consent of BOARD.

13.0 Breach

In the event of breach by any of the parties which though notified and
not rectified the party not in breach will be entitled to apart from
terminating this contract will also be entitled to claim all losses cost
damages and expenses.
14.0 Interpretation
It is agreed between the parties hereto that with regard to the several
obligations and rights and the terms of this Contract shall be
interpreted in such a manner to give full effect to the clauses in the
beneficial interest of the Project and in the event of there being any
contradiction or doubt with regard to interpretation of one clause or the
other, then in that event the clause more beneficial for the
implementation of the Project, taking into consideration the time being
the essence of the contract, shall be given to such clause and not
otherwise;

15.0 Annexure:

All the Annexures annexed hereto constitute and form part and parcel
of this Proposal.

16.0 Standard Forms:

The Technical Proposal Should provides the following information

using the attached standard Forms (ANNEXURE - D).

16.1 Firm Reference to be provided (Form - B). Any comments or

suggestions on the Terms of Reference services, and facilities to be
provided by the Client/Board ( Form -C)

16.2 A description of the methodology and work plan for performing

the assignment(Form - D).

16.3 T he list of the proposed staff team, by specialty, the tasks that
would be assignment to each staff team member, and their timing
(Form E).

16.4 CVs recently signed by the proposed professional Key staffs and
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the authorized representative submitting the (Form F). Key

information should include number of years working for the
firm/entity, and degree of responsibility held in various assignments.

16.5 Composition of the whole team personnel and task(s) of each member
to be provided. (Form E)

16.6 The Technical Proposal must not include any financial information.

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ANNEXURE – A

TERMS OF REFERENCE
WORKS SUBJECT OF THE CONSULTANCY SERVICES FOR
THE a. Construction of Minority Welfare Department Morarji Desai Residential School at Sunakal
Bidari village, Ranebennuru Taluk, Haveri District, b. MDRS at Byatanala village, Hanagal Taluk,
Haveri District and c. Central Navodaya Type Residential School at Basapura Village, Haveri Taluk,
Haveri District-3 Works (Package-VII).

1. Scope of Services
In the capacity of Engineer, the PMC shall carry out duties and
authorities, which include without being limited to them, the
following functions and tasks by phase of work.

2 Contract management and construction supervision

2.1 Getting acquainted with sites (soil and water) surveys, designs
and detailed project report submitted by Architectural and
Engineering Firm.
2.2 Prepare work plan to time scale.
2.3 Developing formats for recording and reporting.
2.4 Read and understand the concept of the details of the works
and of the Services from the various documents prepared by or
on behalf of the BOARD.
2.5 Inspect all existing surveys, mapping and other site data to
determine and identify additional work as required to provide
the contractor with sufficient information to execute the works
with no extra claims or time extension.
2.6 Milestones will be worked out for the execution of the works and
also detailed PERT chart, and Bar Chart will be prepared for the
execution of the project and payment in consultation with the
Architectural Engineering firms.
2.7 Jointly with the BOARD, develop formats for reporting and
recording.
2.8 Mobilize all staff and other requirements well in time to carry
out the Services.

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2.9 Administration of construction contract, with emphasis on time

assurance, quality assurance and quantity assurance.
2.10 Keeping accurate records of all site activities and operations.
2.11 Monitoring of progress of works to ensure execution as per work
program.
2.12 In case of delays, devise corrective actions.
2.13 Checking contractors setting out with the assistance of Architects
and Engineers.
2.14 Inspection of materials and equipment arriving on site.
2.15 Monitoring and inspection of construction methods.
2.16 Quality control of materials and works executed at site including
workmanship, test reports and maintaining records thereof.
2.17 Directing and witnessing tests.
2.18 Supervising contractors detailed investigations of existing
facilities and advising regarding suitability for retaining them.
2.19 Issuing of instructions to contractor.
2.20 Measuring and valuation of permanent works.
2.21 Verifying the contractor’s statements and bills.
2.22 Maintaining financial records for cost control.
2.23 Preparing operation and maintenance manuals.
2.24 Training of scheme operators and maintenance staff.

3 Contract management

3.1 Within the powers granted to the Engineer, administer the construction
contract on behalf of the BOARD.
3.2 Work closely with the BOARD, to assist him to carry out his
obligations under the construction contract in order that the contractor
is not hampered in any way in carrying out his duties.
3.3 Ensure that the contractor carries out the works in accordance
with the
construction contract and oversee the contractor to fully carry out his
obligations within the tender time and amounts that are payable to him
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 - 29 -

under the provisions of this contract and within the scheduled time for
completion.

3.4 Liaise between the BOARD and the contractor to ensure prompt
and
efficient communication between all parties including the Consultant,
Board and the Project Management Committee.
3.5 Keep accurate records of all site activities and operations and
those
required elsewhere for efficient works execution from the contractor
and others under the construction contract, including but not restricted
to :
3.6 Correspondence between BOARD, PMC and contractor as well as
between them and third parties.
3.7 Draw and keep the Minutes of scheduled meetings.
3.8 Obtain Daily, weekly and monthly reports from the Engineer’s
Representative and the site inspectors.
3.9 Instructions, variation orders approval forms, etc.
3.10 Level and survey books, including checks on setting out and completed
work.
3.11 Work records, such as measurement books, level and dimension books
and material delivery notes.
3.12 Progress charts and drawings, including photographs.
3.13 Test data and laboratory reports.
3.14 Plant and labour returns.
3.15 Day work records
3.16 Financial records, including interim statements plus supporting
particulars and certificates.
3.17 Administrative records concerning leave, sickness, accidents etc.;
3.18 Weather records
3.19 Whether applicable as submitted and as corrected, if necessary.

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4 Works’ programming

4.1 Agree with the BOARD on the overall construction programme.

4.2 Agree the contractor at the start of the works on his detailed work
programme.

4.3 Monitor progress of the works and ensure that the contractor, as and
when required, produces revised programmes.
4.4 Ensure that the contractor allows for sufficient lead time for the
provision of all materials, plant equipment and labour to avoid hold-
ups or bottlenecks;

4.5 Timely devise, jointly with the contractor, a plan of action for detailed
investigations and testing of existing facilities, if any, to be
incorporated in the permanent works;
4.6 Prevent any hold-ups due to factors beyond the control of the
contractor, including such factors in the hands of the BOARD like
granting of access to all parts of the site, provision of certain facilities
and storage areas, obtaining of rights-of-way and way leaves and any
such other items which are the duty of, or where assistance is to be
given by the BOARD.

5 Construction Supervision
5.1 Supervise the mobilisation of the contractor, his staff, plant,
equipment, etc., and his provisions for storage and other operating
areas, paying particular attention to land made available for the
construction of the works, including right-of-way and way leaves.

5.2 Provide the contractor with points, lines and levels of reference,
as made available by the BOARD or otherwise established, and check
the Contractor’s setting out; this shall include the accurate locations
and levels of all structures;

5.3 Check all construction materials and equipment arriving on site to

ensure that they are in compliance with the lists of supplies submitted
by the contractor and meet the requirements of the specification and the
applicable standards: ensure that all materials’ handling and storage is
in accordance with the manufacturers’ recommendations.

5.4 Monitor and inspect the Contractor’s methods of construction for

permanent and temporary works, including false work, as well as
materials and equipment installation, workmanship and other site
operations in regard to compliance with the requirements of the
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specification, the applicable standards and the manufacturer’s

recommendations, with all due attention being given to adherence to
safety codes, labour laws, bye-laws and regulations and avoidance of
public nuisance.

5.5 Prepare and issue to the contractor from time to time, as and when
necessary. Such instructions as required under the construction
contract to enable the contractor to complete his obligations under his
contract in a timely manner.

5.6 Direct and witness from time to time all quality control tests regarding
construction materials and equipment and works executed including
workmanship as required under the construction contract to be executed
by the contractor and instruct the contractor to undertake corrective
action in case of non-compliance with the specification or the
applicable standards.

5.7 Supervise the contractor’s detailed investigations and testing of

existing facilities, if any, in regard of compliance with the plan of
action and decide on the basis of the results of the testing as to whether
the said facilities are sufficiently sound to be incorporated in the
permanent works without adversely effecting later operation and
functioning.

5.8 In the event of technical problems arising on site, assist the contractor
in overcoming them in the interest of the BOARD within the tender
value and within the scheduled time for completion.

5.9 Issue instructions to carry out work on a day work basis as and when
necessary.
6. Measurement, valuation, Certification, Settlement of Claims and
Financial Control

Monthly or otherwise on completion of each milestones periodically

measure the permanent works and value them in accordance with the
methods of measurement and notes on pricing as well as the unit rates
of the bill of quantities as included in the construction contract.

Receive the contractor’s monthly statements and, upon verification

against the measurement and valuation as above, certify the statements
or correct them as required under the construction contract and forward
them to the Project Management Committee for certification and
authorisation of payment.

Keep accurate records to maintain an effective cost control system in

order that the cost of works executed remains within the budgetary
provisions: during the period of the execution of the works.

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7 Operation and Maintenance Manual and Training of Operators

Ensure that “as built” drawings meeting professional standards are

provided by the Architectural and Engineering Firms.

Ensure that Detailed Project Report “as-executed” and operation and

maintenance manuals for all components of the works, as required are
provided by the Architectural and Engineering Firms.
Train scheme operators, selected by the BOARD or others, to give them
the appropriate skills for proper operation and maintenance of the
works.

8 Defects correction supervision

8.1 Ensuring outstanding work and repairs are carried out properly

8.2 Supervising operators.

8.3 Make periodic site visits to ensure that any outstanding work
agreed upon with the contractor before the issue of the certificate
of substantial completion is properly carried out.

8.4 In the event of any defect reported and whenever required, visit
the site; ensure that repairs are properly carried out.

8.5 On the occasion of site visits as above and/or on request of the

BOARD, supervise performance of the operators and report to the
BOARD in case of shortcomings, including recommending
corrective actions.

8.6 At the end of the defects correction period and when all
outstanding work is completed and all repairs are carried out
satisfactorily, issue the defects correction certificate in accordance
with the provisions of the construction contract.

8.7 PMC will during the defect correction period maintain

register/record which shall incorporate the details of the defect
registered and rectified. The said register/record shall be handed
over to the BOARD on the completion of each year of the defect
liability period with one copy being digitalized.

9 Post-contract work
9.1 Finalize Contract administratively in rendering these services,
the PMC will act in the capacity of Engineer, independently but
with approval of the BOARD or his authorized representative.

9.2 On removal of all of materials, plant, equipment and staff by the

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contractor, certify to the BOARD and the contractor on all money

owed to or by the contractor, including the remaining retention
money, and release of guarantees and securities in accordance with
the provisions of the construction contract.

9.3 After clearing and tiding-up of the site by the contractor is

Complete, carry out all work required to close the construction
contract administratively.

10 Phasing of and Location for Consultancy Services

In the Consultancy Services to be rendered, four phases of work can be
distinguished. Together with the locations, where the particular
services have to be rendered, the phases are as follows:

a. Pre-contract work office/site, as appropriate.

b. Contract management and Construction supervision site.
c. Defects correction supervision site.
d. Post contract work office/site, as appropriate specific details of the
services to be rendered are defined by phase in Clause 5 of these
Terms of Reference.

11 Procedures and Authority Level

11.1 The PMC shall carry out the services as defined in Clause 1 of these
Terms of reference Annexure or as otherwise required for efficient
works execution, while acting in the capacity of the “Engineer”
according to the intentions of the “Conditions of Contract”, which form
part of the tender/contract documents for works’ execution.

11.2 Principally, the Engineer shall carry out the day-to-day qualitative and
quantitative supervision of works’ execution and construction contract
administration on behalf of the BOARD following the procedures and
codes usually complied with for works executed by or on behalf on the
Karnataka Housing Board. In particular, the Engineer shall ensure that
the duties and authorities accorded under these procedures and codes
are carried out fully by his staff.

11.3 The powers vested in the Engineer hereto under the terms and
conditions of this Contract are subject to limitations as stipulated in the
above said “Conditions of Contract” in respect of taking major steps in
construction contract administration notably referring to:
Approving assignment and sub-contracting
Issuing a notice to commence
Issuing a certificate of substantial completion
Issuing a defects correction certificate
_________________________ ___________________
Project Management Consultant Chief Engineer
 - 34 -

For which the specific approval of the BOARD in writing will be

needed in the advance.

11.4 Whilst therefore being fully accountable to the BOARD in ensuring

that the works are executed within the tender total and within the
scheduled time for completion. The Engineer also has duties towards
the contractor in administrating and interpreting the contract properly
and fairly to maintain the work schedule and to avoid disputes. The
Engineer shall ensure that the BOARD’s and Contractor’s rights under
the construction contract are upheld by ensuring good verbal and
written communication between himself, the BOARD and his
representatives and the contractor and his representatives. The
Engineer shall follow the contractor’s progress carefully and forecast
well ahead and needs for critical actions to be taken. He shall ensure
that items with a lead time or otherwise not readily available are
ordered well in time by the contractor. He shall also ensure that
excessive quantities of materials are not ordered where the delivery of
such quantities could cause difficulties on site or the materials could
deteriorate.

11.5 In particular, the Engineer shall ensure that payments to the contractors
can be made on time by giving ample notice and opportunity to the
BOARD’s representative to carry out whatever quality checks and
measurements he may wish prior to authorizing payment of amounts
certified by the Engineer to the Project Management Committee
provided that the BOARD’s representative has been given adequate
notice in writing to carry out his checks and measurements but fails to
do so, works’ execution will continue without delay and payment of the
amounts may be certified by the Engineer to the Project Management
Committee. This clause is not in any way limiting the BOARD’s rights
to carry out spot checks and measurements at any time.

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 35 -

ANNEXURE-B - PERSONNEL

NUMBER OF PROFESSIONALS TO BE DEPLOYED FOR SCHEME :

a. Construction of Minority Welfare Department Morarji Desai

Residential School at Sunakal Bidari village, Ranebennuru
Taluk, Haveri District, b. MDRS at Byatanala village, Hanagal
Taluk, Haveri District and c. Central Navodaya Type Residential
School at Basapura Village, Haveri Taluk, Haveri District-3
Works (Package-VII).

a. PROJECT PERIOD :11 / 18 (Eleven / Eighteen ) MONTHS DURATION

b. Defect liability PERIOD :2 YEARS (Two Years).

Sl Name/
No. Designation Qualification Experience Address

Main Project Office @ Bengaluru

SPECIALISTS
1 Project Manager one
2 Structural Engineer Consultants
3 Public Health Engineer ONE
(Water supply, Sanitary)
4 Electrical Engineer ONE
5 Supporting staff
a. Draftsman/Computer As per
Operators requirement
b. Office peon -do-
AT PROJECT SITE
1 Dy. Project Manager one
2 Supervisors 2 Nos
Minimum
QUALITY ASSURANCE (Quality Control & Documentation)&
QUANTITY SURVEY AT PROJECT SITE
1 Quality/Material Engineer one
2 Supervisors 1 Nos Minimum

DURING DEFECT LIABILITY PERIOD i.e., Two(2) years after the virtual
completion certificate – Project Wise
During defect liability period a team comprising of Projec t Man ager al on g wi th
S tru ctu ral , El ectri cal , an d Plu mb in g E n gi n eers sh al l mak e p eri od i c si te vi si ts an d rep ort to
th e Board . In case of an y d efects are noti ced recti fi cati on s sh al l b e fu rn i sh ed an d ensu re
th at rep ai rs and recti fi cati on s are p rop erl y carri ed ou t.

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 36 -

ANNEXUR E – C

ROLE AND RESPONSIBILITIES FOR ARCHITECTURAL AND

ENGINEERING CONSULTANCY (AEC) AND PROJECT
MANAGEMENT CONSULTANT (PMC)
Notations:
CONSTRUCTION SUPERVISION - PMC
PRINCIPAL - P
SUPPORT-COMPLIMENTARY - S(C)
SUPPORT-SUPPLEMENTARY - S(S)

Sl.
No. Description P S
1 Site visit to have safe work is done to true intent & PMC
meaning of drawings.
2 Approval of samples & mock up & finishes KHB PMC(C)
3 Critical test for approval of samples Agency
a. Formulate/Inspect/Obtain/Review & Revert PMC
b. Comment & Concur KHB
4 Testing & Report on quality Agency
a. Review & Revert-Check/concur & accept. PMC
5 Record measurements of work done project wise
Compile joint measurements to support/substantiate
and to establish meeting of milestones/benchmark
to enable submission of bills duly certified to the
Project
Management Committee for certification PMC
a. Comment & Accept KHB
6 Day to day supervision PMC
7 Safety at construction site PMC
8 Safety and performance of building and structures PMC
9 Infrastructure & Landscaping KHB Supervision

PMC

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 37 -

Sl.
No. Description P S
10 PCB Norms, Municipal approval, KEB norms and
local bylaws.
a. Prepare/Obtain/Compile KHB
b. Review & Revert PMC
11 Works Programming/Progress review PMC
12 Specification/Drawings, Rate analysis for
authorized extra works.
a. Specification, drawings & data KHB
b. Analysis of rates, submitted by Contractor and PMC
report
c. Accept/Release variation order KHB
13 Quantity & Quality – Progress Report – weekly PMC
14 Issue of correction – Progress Report – Monthly PMC
Agency to furnish/ charts photographs / samples
15 Issue of correction notice and subsequent PMC KHB(S)
documents
16 Giving legal effects to issues arising out of this KHB PMC(S)
contract.
17 As Built Drawings
a. Prepare/Obtain/Compile & Forward AGENCY
b. Review & Revert PMC
c. Comment & Concur KHB

SUMMARY

From award of work to completion - PMC-P

PMC-S as appropriate

ANNEXURE – D - STANDARD FORMS

FORM A
1. TECHNICAL PROPOSAL SUBMISSION FORM

(Location, Date)

FROM: (Name of Firm) TO: (Name and address of Client)

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 38 -

…………………………………….. ………………………………..

----------------------------------------

---------------------------------------

Ladies/Gentlemen:

Subject: a. Construction of Minority Welfare Department

Morarji Desai Residential School at Sunakal Bidari village,
Ranebennuru Taluk, Haveri District, b. MDRS at Byatanala
village, Hanagal Taluk, Haveri District and c. Central
Navodaya Type Residential School at Basapura Village,
Haveri Taluk, Haveri District-3 Works (Package-VII) .

We, the undersigned, offer to provide the consulting services for the above in
according with your Request for proposal dated: ……………….. and our Proposal. We are
hereby submitting our proposal which includes this technical proposal and a financial
proposal sealed under a separate envelope.

If negotiations are held during the period of validity of the i.e., before (date)
…………………, we undertake to negotiate on the basis of the proposed staff. Our proposal
is binding upon us and subject to modifications resulting from contract negotiations.

We understand you are not bound to accept your proposal you receive.

We remain,

Yours Sincerely,

Authorised Signature
---------------------------------
Name & Title of Signatory:
--------------------
Name of Firm:
-----------------------------------
Address:
------------------------------------

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 39 -

FORM - B

2. FIRM’S REFERENCES

Relevant Services Carried Out in the Last Five Years

That Best Illustrate Qualifications

Using the format below, provide information on each reference assignment for which your
firm/entity, either individually as a corporate entity or as one of the major companies within
an association, was legally contracted.

Assignment Name: Country:

Location within country: Professional staff provided by your
firm/entity (profile):

Address No. of staff

Start Completion Date Approximate value of services (in Rs.)
Date(Month/Year): (Month/Year):
Project Cost:

Name of Associated Consultants, if any: No. of months of Professional staff, provided

by Associated Consultants.
Name of Senior Staff (Project Director/Co-ordinator, Team Leader) involved and functions
performed:
Narrative Description of Project:

Description of Actual Services Provided by your Staff:

Services to be separated

Firm’s Name: …………………………………………………………………

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 40 -

FORM - C

3. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF

REFERENCE

On the Terms of Reference:

1.

2.
3.
4.
5.

CONSULTING FIRM’S NAME: …………………………………….

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 41 -

FORM - D

4. APPROACH PAPER ON METHODOLOGY AND WORK PLAN FOR

PERFORMING THE ASSIGNMENT

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 42 -

FORM - E

5. COMPOSITION OF THE TEAM PERSONNEL AND TASK (S) OF EACH TEAM

MEMBER

Key Staff

Sl. No. Name Position Task

Support Staff
Sl. No. Name Position Task

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 43 -

FORM - F

CURRICULUM VITAE OF PROPOSED PROFESSIONAL STAFFS

Proposed Position: ……………………………………………………………………..

Name of Firm: …………………………………………………………………………..

Name of Staff: …………………………………………………………………………..

Profession: …………………………………………………………………………….

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

Years with Firm/Entity: …………………………………. Nationality: ……………………

Membership in Professional Societies:

……………………………………………………………\

Papers presentation …………………………………………………………………………..

Detailed Tasks Assigned

…………………………………………………………………………..

Key Qualifications:

(Give an outline of staff member’s experience and training most pertinent to tasks on
assignment. Describe degree of responsibility held by staff member on relevant previous
assignments and give dates and locations. Use about half a page).

Education:

_________________________ ___________________
Project Management Consultant Chief Engineer
 - 44 -

(Summarize college/university and other specialized education of staff member, giving

names of schools, dates attended and degree obtained. Use about one quarter of a page).

Training obtained …………………………………………………………………………..

Employment Record:

(Starting with present position, list in reversed order, every employment held. List all
positions held by staff member since graduation, giving dates, names of employing
organization, title of positions held and location of assignments. For experience in last ten
years, also give types of activities performed and client references, where appropriate. Use
about three-quarters of a page).

Languages:

(For each language indicate proficiency: “good”, “fair”, or “poor”: in speaking, reading and
writing).

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, these data correctly
describe mention, my qualifications and my experience. I am available for providing the
service during the period of this project.
…………………………………………………………………………..
Date: ………………….

Signature of Staff Member and Authorised representative of the firm Day/Month/Year

Full Name of the Staff Member:

Full Name of authorized representative:

_________________________ ___________________
Project Management Consultant Chief Engineer