Call for Expressions of Interest

Call for Expressions of Interest
DEMOCRATIC SOCIALIST REPUBLIC OF SRI LANKA
Ministry of Petroleum Industries
Name of the Procuring Entity: Ceylon Petroleum Corporation
CONSULTANCY SERVICES (CONSORTIUM) FOR CONSTRUCTION OF A CIRCUIT
BUNGLOW AT CHINA BAY IN TRINCOMALEE DISTRICT
The Department Procurement Committee (DPC) on behalf of the Ceylon Petroleum Corporation,
herein after referred as CPC invites eligible Consultancy Firms (consortium services) registered
with Institute of Architects, Sri Lanka to indicate their interest in providing the services described
herein. Interested consultants must provide information indicating that they are qualified to
perform the services (in the form of brochures, description of similar assignments, experience in
similar contracts, availability of appropriate skills among staff, etc.). Consultants may associate to
enhance their qualifications (if required). The Work will include design and develop a conceptual
Master Plan and relevant architectural, structural and electro mechanical drawings and estimate
including Bill of Quantities (BOQ) for tendering for a three storey Circuit Bungalow with modern
architectural finishes, features and design with provisions for a furnished small office, dinning
hall, linen and cutlery store, recreation room, caretakers rooms, bed rooms, etc. with the idea of
optimum utilization of energy and available land giving an eco-friendly green touch.
A consultant will be selected in accordance with the procedures set out in the Guidelines for
Selection and Employment of Consultants, published by National Procurement Agency.
Interested consultants may obtain further information for this consultancy service from the
website www.ceypectco .gov.lk.
Expressions of interest must be delivered to the address below on or before 14.00 hrs. on
17.10.2014.
Manager (Procurement & Stores)
Procurement & Stores Function
1st Floor
Ceylon Petroleum Corporation
No. 609, Dr. Danister De Silva Mawatha
Colombo 09.
Tel: 5455330, 5666225
Fax: 5455424
E-mail: rajapakse@ceypetco.gov.lk
Expression of Interest & Proposal for the Consultancy Services (Consortium)
for Construction of a Circuit Bungalow
At Chinabay in Trincomalee District
Objective:
Master Plan, Construction drawings and the estimate with Bill of Quantities for
whole Circuit Bungalow Complex (including Architectural, Structural, Electrical
and Mechanical drawings)
Contents
1. Request for Pre-Qualification and Scope of Work
2. Background and Introduction
3. General Instructions
4. Minimum Eligibility Criteria
5. Selection Process
6. Fees Details
7. Submissions of documents
8. Contact Information
9. Disclaimers
10. Guiding Information
1. Request for Pre-Qualification and Summary of the Scope of Work
1.1 Expressions of Interest (EOI) are invited on behalf of Ceylon Petroleum Corporation from
eligible Consultants/ Consultancy firms (Consortium services) referred to as Consultant(s) or
Applicants for the following Works:
Development of Master Plan, Architectural planning and design, all services
including structural drawings, Electrical & Mechanical drawings, interiors,
landscape, external development, preparing estimated including Bill of Quantities
for tendering and periodic supervision for Development of the Circuit Bungalow
Complex at Chinabay in Trincomalee District.
1.2 Further, the Consultant shall provide comprehensive architectural services design (Including
interior design architecture, landscape architecture, site development). The Guiding
Principles for the architecture of the circuit bungalow are also listed separately in this
document. The eligibility criterion is defined separately in the EOI document.
1.3 The circuit is expected to have facilities comprising of dinning area, small office, linen and
cutlery store, recreation room, care takers room, common wash rooms, bed rooms, etc.
1.4 The selection of a Consultant is through a two steps selection criteria:
1.4.1 Stage 01: Prequalification of Consultants.
1.4.2 Stage 02: Cost and qualification based evaluation stage with a presentation by the
shortlisted consultants.
1.5 Total time of the project is 12 months, including planning, approvals, construction, and
project closure.
2. Background and Information
2.1 The proposed circuit bungalow will be an eco-friendly green building with modern
architectural features and finishes which match with the CPC vision and mission. The circuit
bungalow should improve the values of the tourism of locals with leisure and entertainer
facilities.
2.2 The state /government norms should be followed and the space allocations need to be
adequate as per other applicable standards and practices of the industry.
2.3 The proposed circuit bungalow is comprised of;
2.3.1




Ground Floor
Dinning Area
Small Office
Recreation room
Care taker room with attached bathroom to accommodate 4 persons (the existing
buildings to be modified/renovate to suit the new proposal including the architectural
concept too)
 Drivers room with attached bathroom to accommodate 2 persons (the existing
buildings to be modified/renovate to suit the new proposal including the architectural
concept too)
 Linen & Cutlery Store
 Common Wash Room
2.3.2 First Floor
 Four Bed rooms with attached bathrooms
2.3.3 Second Floor
 Two bed rooms with an open area
 Overhead Water Tank
2.3.4 Upper area
 Modify the wash room for VIP usage in two bed rooms
 Create a dinning area and modify/renovate the existing unit to suit the new proposal
including the architectural concept too
3. General Instructions
3.1. Selection of a Consultant shall be as per the selection process described later in this
document. The decision taken by the Procurement Committee regarding the selection is
final.
3.2. Applicants must acquaint themselves fully about the assignment before submitting the
proposal.
3.3. Applicants may please note that this should be an eco friendly green field site.
3.4. CPC reserves the right to reject any proposal, if at any time, a material misrepresentation is
made or discovered, or the applicant does not provide the responses sought by the CPC
within the stipulated period.
3.5. The proposals must reach before the stipulated date of submission. Late submissions will be
rejected.
3.6. References and certificates from the respective Institutes to be submitted along with
documents.
4. Minimum Eligibility Criteria
4.1. To be eligible for prequalification for the consultancy services, the applicant should be a
consultancy firm. The Architectural Consultant must have built three projects of similar to the
proposed circuit bungalow or hotel complexes with the project cost above 50Million LKR in
past five years. Completion of at least one project for the government/ semi government
institution with the project cost above 50Million will be an added qualification.
4.2. In the above for the Architectural services, built means having the scope of work similar to
scope of this project i.e. providing comprehensive circuit planning, architectural, and design
services (including electrical, mechanical, structural, interior, landscape, external services etc).
4.3. The Architectural Consultant must be registered with the Institute of Architecture, Sri Lanka.
5. Selection Process
5.1 Each Applicant will submit an EOI, structure of which is given later in the Section 7 along with a
suitable covering letter.
5.2 There will be a technical screening of the EOI based on which a maximum of seven applicants
for Consultancy will be short-listed.
5.3 The shortlisted applicants will submit their responses for the Request for Proposals (RFP) which
will be subjected to an evaluation based on the qualifications (which includes a presentation on
their past experience and conceptual plan or layout for the presentation) and cost proposals in
order to select a consultant for the Work. Subsequently, a Letter of Acceptance (LOA) will be
issued on the approval of the relevant Procurement Committee.
6. Fee Details
6.1 The Applicants should specify the fees in Rupees per square meter of covered area of building,
and an itemized rate for landscape design services.
6.2 The Applicants shall submit the Schedule of Payments for the entire consultancy services & Land
scape design services.
6.3 The fees shall be all inclusive for the entire scope of work including architectural services,
furniture layouts, (electrical scheme, structural, electrical and mechanical drawings, etc.),
external development (such as, water supply and sanitary scheme, roads and public lights, etc),
landscape architecture, relevant approvals, preparation of estimates including BOQ for tendering
and no other costs/claims etc will be admissible.
6.4 The detail payment schedule will be specified later.
7. Submission of Documents
7.1. For Minimum Eligibility Criteria
Provide information of minimum three projects similar to the proposed circuit bungalow or a
hotel complex (at least one for government/semi-government institutions will be an added
qualification) with the project cost above 50Million LKR in past five years. Only those projects
will be considered which are satisfying the minimum eligibility criteria (as prescribed in Section
4 above) determined from the following data:
Reference Projects Summary
 Project name, location, and brief description
 Employer of the project
 Total covered area (in sqm)
 Time taken to complete the project
 List of key buildings in the project, their height (in no of storeys) and area
 Scope of work handled by the applicant in this project
 References (name, title telephone no/email)
7.2 Criteria for Consultancy Services
Technical screening of those applicants who satisfy the minimum eligibility criteria (as
prescribed in section 4) will be carried out based on following additional criteria:
I.
II.
III.
IV.
V.
Planning of Circuit Bungalow - any three similar projects of your choice
Architectural Expressions – Any three similar projects of your choice.
Experience and background of the key personnel involved.
Average turnover in last three years (Not less than LKR 10 Million)
National level competitions won during practice.
The following documents should be submitted for each of the above.
I. Planning of Circuit bungalow:
 Master plan of each circuit bungalow or hotel complex of similar capacity in A3 format.
 Three photographs of each circuit bungalow or hotel complex of 150mm x 200mm.
 Write up on a single page A4.
 Certificate from the promoter/employer that the participant/consultant/architect has
designed the project.
II. Architectural Expression:
 Of similar Buildings of 20,000 sq.m. or more.
 Site plan, ground floor plan, typical floor plan in A3 format for each building.
 Two external photographs of 150mm x200mm.
 Write up on a single page A4.
 Certificate from the promoter/employer that the participant/consultant/architect has
designed the project. (The committee may contact the references provided – the applicant
should ensure that the references are prepared to provide the desired input.)
III. Information about the Firm and Personnel
 This part should include (i) background of the firm, (ii) background and experience of
key members of the proposed.
 Write up on a single page A4 explaining as to why you feel that you should be selected
for the project?
IV. Average Turnover in last three years
 Professional fees of the firm for the last three years. (Please attach certified copies of
payments as proofs)
V. National Competitions won by the firm
 Attach certified copy of citation received or copy of official announcement in press.
8. Contact Information
8.1. Queries/clarifications may be e-mailed to ………………, or faxed to …………...
Clarifications will be posted/faxed within 02 days. No individual replies/clarifications will
be sent.
8.2. Hard copy along with a CD are to be submitted to the Manager(Procurement & Stores),
First Floor, Ceylon Petroleum Corporation, No: 609, Dr. Danister De Silva Mw., Colombo
09.
9. Disclaimer
9.1. Notwithstanding anything contained in this document, the selection committee reserves the
right to amend/accept and/or reject any/all proposals and to annul the selection process at
any time without assigning any reason and without any liability and/or obligation.
9.2. Any costs for preparing this submission and presentations will be borne by the applicant
and CPC is not liable in any way for such costs, regardless of the outcome of the selection
process.
9.3. It is entirely the responsibility of the applicant to provide complete/sufficient information.
Incomplete/insufficient information can adversely affect technical evaluation.
9.4. Information provided in this document is indicative and not exhaustive.
10. Guiding Information
10.1. CPC will provide following information and documents to the applicants in order to
prepare a complete EOI.
10.1.1. Survey Plan of the said land at Chinabay premises of Ceylon petroleum
Corporation.
10.1.2. Layout Plan of the existing circuit bungalow.
10.1.3. Information on Client Requirement (will be available on request).
FORM FOR EXPRESSION OF INTEREST
To be furnished by the applicants.
S.No. Particulars
1.
Name of Organization
Registration No.
(Issued by the Institute of Architects, Sri Lanka)
2.
Address
3.
4.
Telephone No:
Fax No:
E-mail:
Name(s)
and
other
Directors/Partners/Proprietors
(a)
details
of
(b)
5.
6.
7.
8.
9.
10.
11.
(c)
List of permanent professional Employees and key
personnel mentioning their specialization, qualification,
experience and association with the firm
List of Architectural Consultancy Assignments
undertaken & completed with documentary evidence
a) Government/semi-government Institutions
b) Non-Governmental Institutions
c) Private Sector Institutions
List of Architectural Consultancy assignments in progress
List of consultants associated on regular basis
List of resources (software, etc.) available with the firm
List of award winning entries (during last three years)
Financial Status
Annexure No. I
Annexure No. II
Annexure No. III
Annexure No. IV
Annexure No. V
Annexure No. VI
Annexure No. VII
Please provide detailed information as per Annexures enclosed.
Signature of the Applicant
Name, Designation & Seal