Construction of Extension to Office Building

Tender publication / download window

Tender dated 14.08.2026; download available from 14 August 2026 to 31 August 2026 till 03:00 PM from www.icsi.edu or CPPP e-publish.

• Document reference: ICSI/INFRA/KOCHI/2026 dated 14.08.2026.
• No corrigendum has amended these dates.

Pre-bid conference and query channel

Pre-bid conference on 21 August 2026 at 3:00 PM at ICSI-Kochi Chapter site; pre-bid queries to be emailed to [email protected] and [email protected].

• Venue: Plot no. 65/635, Judges Avenue, RBI Quarters Rd., Kaloor, Ernakulam, Kochi-682017.
• No separate written pre-bid query deadline is stated beyond the conference date and the email instruction.

Bid submission deadline

Sealed tenders must be received on or before 31 August 2026 till 3:00 PM at ICSI-Kochi Chapter (Registered Post/Speed Post/courier or tender box drop).

• Addressed to The Chairman, Kochi Chapter of ICSI-SIRC at the Kochi site address.
• If the stated date is a declared holiday, the next working day applies.

Bid opening

Technical bids open on 31 August 2026 at 4:00 PM at ICSI-Kochi Chapter, in presence of authorized bidder representatives who wish to attend.

Bid validity

Offer remains valid for 90 days from the last date of submission of bid to ICSI.

Completion, commencement and agreement timelines

Contract period is 180 days; commencement within 7 days of LOI; agreement to be signed within 7 days of LOI/acceptance.

• Salient Features: completion 180 days from the 7th day of receipt of letter of Intent; commencement within 7 days of LOI delivery by post or e-mail, whichever is earlier.
• ITT Clause 12.0: 180 days from date of issue of letter of intent, with phased site handover while the building remains operational.
• Articles of Agreement: 180 days from handing over of the site/area inclusive of mobilization period (conflicts with LOI-linked start — see contradictions).
• Successful tenderer must execute agreement on stamp paper of appropriate value within 7 days of notice of acceptance/LOI, failing which EMD is forfeited.

Defect liability period

Defect liability period is 12 months from virtual completion / completion and handing over.

• Salient Features: 12 months from issue of virtual completion certificate by Architect.
• Articles: balance retention retained till expiry of defect liability period of one year from completion and handing over.

Estimated cost

Estimated cost is ₹55,33,714 (item-rate contract).

• Payment is based on actual executed quantities after joint measurement and certification.

EMD / bid security

EMD Rs. 1,10,674/- (refundable) by scheduled-bank DD in favour of Institute of Company Secretaries of India payable at New Delhi, or online payment with receipt enclosed; NSIC/MSME bidders may claim exemption with valid certificate.

• Unsuccessful bidders: EMD refunded without interest within 30 days after award decision.
• Forfeiture triggers include bid withdrawal; failure to start within 7 calendar days of acceptance/Work Order; failure to supply/perform as ordered; misleading information, cartel, multiple bids, etc.
• EMD of successful bidder is treated as deposit/security till completion (with retention money).
• Note: Clause 1.2 also says any tender not accompanied by EMD in Demand Draft will stand rejected, while the same clause and MSME note allow online payment/exemption — treat as drafting conflict (see contradictions).

Tender document fee

Non-refundable cost of tender documents Rs. 3,000/- by scheduled-bank DD in favour of “The Institute of Company Secretaries of India” payable at New Delhi, or online via https://apps.icsi.edu/TenderApp/; receipt/DD must accompany the bid.

• NIT requires tender-fee DD in a separate sealed envelope.
• Bid without tender cost is not considered for evaluation.

Performance / security deposit and retention

No separate performance bank guarantee percentage is prescribed at award; EMD plus 7.5% retention from each bill form the security deposit.

• Retention: 7.5% from each bill (Salient Features and Articles).
• Articles payment split: 92.5% of bill value released on certified work; 7.5% retained till end of one-year DLP, releasable against equivalent Bank Guarantee.
• Security Deposit (Articles): EMD treated as deposit till completion; retention + EMD = security deposit; 50% released after virtual completion certified by Architect; balance 50% till expiry of defects liability period.
• Mobilization advance available: 10% of contract price against equivalent BG from any Nationalized Bank in favour of ICSI, payable at New Delhi.

Payment terms and other recoveries

Monthly interim payments with minimum running-bill threshold; bills processed after Architect certification; rates all-inclusive of taxes/GST; labour cess 1%; TDS/GST deduction at prevailing rates.

• Interim payments: once every month (Salient Features).
• Minimum value of work for running bills stated as Rs.12,00,000/- (except final bill) in Salient Features, but Articles state Rs.15,00,000/- — conflict (see contradictions).
• Period of honouring certificates: 21 days from Architect certificate (Salient Features) vs admissible amount within 15 days of bill certification (Articles) — conflict.
• Final bill to be submitted by contractor within one month of virtual completion.
• Labour Cess: 1% of contract value deducted by ICSI as labour Cess payable to Delhi Government or as prescribed from time to time (site is Kochi — see risks/contradictions).
• No price escalation; rates firm and inclusive of all taxes, GST, charges, surcharges, Cess etc.

Liquidated damages

LD 0.5% of contract price per week or part thereof for delay, capped at 10% of accepted contract price.

• Time is essence of contract; LD recoverable from moneys due without relieving other obligations.

Similar work experience

Must have satisfactorily completed similar work in last five years: one work ≥80% of estimated cost, OR two works each ≥50%, OR three works each ≥40%.

• Similar work means Construction/Alteration/Additional Construction for Office/Institute/Commercial buildings.
• Evidence: list of jobs with details/value; work orders from reputed Organization/Firm/Institute; completion certificates from customers — certified and stamped by authorized signatory.

Financial turnover

Average annual financial turnover of Rupees 45 Lakh in last three consecutive financial years ending on 31.03.2026.

• Submit copies of audited profit and loss accounts with relevant schedules for turnover figures, certified/stamped by authorized signatory.

GST registration

Valid GST Registration Certificate is mandatory.

Assignment, JV/consortium and blacklisting

Assignment and subletting are not allowed (except limited sub-contractor engagement with owner consent under agreement); blacklisting grounds are prescribed; no JV/consortium eligibility framework is provided.

• Salient Features: Assignment & Subletting — Not allowed.
• Articles allow engagement of sub-contractors only after owner consent where nature of work requires it.
• Blacklisting triggers include false/fake documents, withdrawing after financial bid opening, refusal of work order at quoted prices, failure on quantity/quality/time, unethical/illegal practices, and other justified reasons.
• No express consortium/JV formation rules, equity floors or lead-member requirements are stated — single contractor tender assumed.

MSME/NSIC EMD exemption

Valid NSIC/MSME registration allows EMD exemption if certificate is enclosed in Envelope 1 instead of EMD DD.

• Tender fee exemption is not stated for MSME/NSIC.

Work overview and location

Item-rate vertical extension / construction of extension to ICSI-Kochi Chapter office building at Plot no. 65/635, Judges Avenue, RBI Quarters Road, Kaloor, Ernakulam, Kochi-682017 (Kerala).

• NIT title: Vertical Extension of Office Building for ICSI-Kochi Chapter.
• Technical specifications frame the work as extension to accommodate a Seminar Hall.
• Architect/Consultant: M/s Safe Matrix Architectural & Engineering Consultants (I) Pvt Ltd., Muvattupuzha.

Contractual scope items

SCC/Articles scope includes second-floor construction & finishes, lift supply & installation with electrical inspectorate approval, rainwater downtake/floor traps, external flooring renewal with waterproofing, and external plumbing rectification — executed while the building remains operational.

• Must keep non-handed-over areas clean; barricade work zones; coordinate with other agencies; self-arrange material transport/stacking with no extra payment.
• Site handed over in phases; next phase only after completion of previous phase.
• Working drawings issued only after work order to successful tenderer; tender drawings are for bidding idea only.
• Technical Specs describe extension on existing first-floor level over ground floor and exclude earthwork/excavation/foundations — conflicts with 'second floor' wording (see contradictions).
• BOQ safety item refers to second-phase extension protecting existing G+2 floors and second-floor slab.

Disciplines, deliverables and BOQ packages

Financial Bid BOQ covers Civil & Structural; Exterior & Interior; Plumbing & Sanitary; Electrical; ELV (seminar hall AV/IT plus CCTV); and Fire (sprinklers, detectors, signages, extinguishers).

• Civil/structural: demolition, structural strengthening/bonding, RCC superstructure, waterproofing, safety protection nets around second-floor work on constrained ~643 m² city site with parking on plot.
• Interiors: gypsum false ceiling, carpet/vitrified flooring, granite, pavers, doors/windows/glazing, painting, joinery/stage woodwork as specified.
• ELV seminar hall package includes interactive display, audio gear, mics, network switch etc.; CCTV IP package (5 cameras, NVR, switch, HDD).
• Fire: pendent sprinklers, GI piping, smoke detectors, photoluminescent signages including Fire lift sign, extinguishers.
• Standards: IS Codes, NBC, local bye-laws; approved makes; sample approval and testing at contractor cost.
• Contractor also to liaison for local/Kerala clearances and fire NOC/completion certificate; statutory fees reimbursed by ICSI, modifications at contractor cost.

Completion timeline and site constraints

Complete entire work in 180 days under firm rates, with operational building, phased access, congested site and mandatory safety protection.

• No claim for idle labour due to coordination with other works.
• Prestressed members exist in structure — no breaking/drilling in column/beam/slab without written Architect/Consultant permission.
• Water & electricity at single point by owner; contractor distributes safely and may arrange DG backup.

Submission mode and address

Physical sealed-bid submission only (not e-bid upload): Registered Post/Speed Post/courier or drop in sealed tender box at Kochi Chapter by 31 August 2026, 3:00 PM.

• Outer sealed envelope addressed to The Chairman, Kochi Chapter of ICSI-SIRC, Plot no. 65/635, Judges Avenue, RBI Quarters Road, Behind Indian Express, Kaloor, Ernakulam, Kochi-682017.
• Superscribe: “Tender for - Extension of Office building for Kochi Chapter.”
• Tender documents downloadable from www.icsi.edu/tenders/ and CPPP e-publish; amendments only via Institute website — bidder must track updates.
• Conditional tenders summarily rejected; incomplete bids / missing fee or EMD not considered.

Two-envelope structure

One outer sealed envelope containing sealed Envelope-1 (Technical) and Envelope-2 (Financial).

• Envelope 1: Technical Bid (filled, signed & stamped each page); prescribed EMD and cost of tender paper; eligibility supporting documents (Section IV); other supporting documents; Authorization Letter of Signatory.
• Envelope 2: Financial Bid — duly filled BOQ, signed and stamped on each page.
• Tender fee DD also described as being in a separate sealed envelope in NIT.
• Addenda/corrigenda if issued must be signed and submitted with tender; all issued documents/drawings returned stamped and signed.
• Every page of tender to be signed at bottom right; white fluid/overwriting not permitted.

Signing, attestation and post-award formalities

All bid pages signed and stamped; eligibility papers certified/stamped by authorized signatory; successful bidder signs agreement on stamp paper within 7 days.

• Article of Agreement to be executed on Rs 100 non-judicial stamp paper (post-award).
• No Class-II/III digital signature requirement is stated (physical submission tender).
• No separate physical-original follow-up deadline after online upload is applicable — submission itself is physical.

No corrigendum/addendum on record

No corrigendum or addendum is included in the tender document set; original Vol-I/Vol-II dated 14.08.2026 currently apply.

• NIT states amendments/corrigenda/clarifications will be uploaded on Institute website only; bidders must monitor https://www.icsi.edu/tenders/ and CPPP.
• Final applying key values from original documents: estimated cost ₹55,33,714; EMD Rs.1,10,674; tender fee Rs.3,000; submission 31 Aug 2026 3:00 PM; opening 31 Aug 2026 4:00 PM; pre-bid 21 Aug 2026 3:00 PM; validity 90 days; completion 180 days.

Completion period start date differs across clauses

180-day completion is variously tied to LOI issue date, 7th day after LOI receipt, and site handing-over date.

• ITT 12.0: 180 days from date of issue of letter of intent.
• Salient Features item 7: 180 days from the 7th day of receipt of LOI.
• Articles Art.3: 180 days from date of handing over of the site/area inclusive of mobilization.
• Articles/Agreement order of precedence places Agreement above tender text after award; until clarified, bidders should price the tightest LOI-linked reading and seek pre-bid confirmation.

Minimum running-bill threshold Rs.12 lakh vs Rs.15 lakh

Salient Features set minimum interim bill value at Rs.12,00,000/-; Articles set Rs.15,00,000/-.

• Cash-flow impact: higher threshold delays first interim payment.
• Post-award, Agreement text is higher in precedence than tender Salient Features, so Rs.15,00,000/- is likely to prevail unless corrected by corrigendum.

Bill payment processing time 21 days vs 15 days

Salient Features allow 21 days to honour Architect certificates; Articles say admissible amount released within 15 days of certification.

• Both cannot operate simultaneously; seek clarification or assume Agreement 15-day term after award under precedence clause.

Floor level: first floor vs second floor extension

Technical specifications describe seminar-hall extension on the existing first-floor level; SCC/Articles and BOQ safety item refer to second-floor / G+2 / second-phase extension.

• Affects structural assessment, access, safety nets, quantities and lift interface.
• Must be clarified at pre-bid/site visit before pricing.

Lift in scope narrative but absent as BOQ item

SCC/Articles require supply & installation of lift and electrical inspectorate approval, but Vol-II BOQ packages (Civil, Interior, Plumbing, Electrical, ELV, Fire) contain no passenger-lift supply/installation item.

• Only incidental use of word 'lifts' appears in debris disposal wording.
• Material pricing risk if lift is expected inside quoted item rates without a measurable BOQ line — critical pre-bid clarification.

EMD form: DD-only rejection wording vs online/MSME options

Clause 1.2 both allows online EMD payment and MSME exemption, and states any tender not accompanied by EMD in Demand Draft will stand rejected.

• Practical reading: DD, online receipt, or valid MSME/NSIC certificate in Envelope 1; but literal DD-only sentence creates rejection risk if evaluators apply it strictly.

Labour cess payable to Delhi Government for Kochi works

Salient Features deduct 1% labour cess payable to Delhi Government though the worksite is Kochi, Kerala.

• May be template carry-over; confirm applicable BOCW/labour cess jurisdiction and rate at pre-bid.

Is passenger lift in priced scope, and where is it measured?

Ask ICSI to confirm whether supply/installation of lift is required and, if yes, to add BOQ item with capacity/stops/make or identify the inclusive item.

• SCC/Articles list lift SITC + inspectorate approval, but Vol-II has no lift line item.
• Material bid/no-bid and multi-lakh pricing impact.

Which floor is being extended — first or second — and what is existing configuration?

Request definitive floor designation, existing G+ levels, structural drawings and whether work is second-phase vertical extension above current top floor.

• Specs say first-floor level over GF; SCC/BOQ say second floor / G+2.
• Needed for scaffolding, safety nets, load assessment and quantities.

Which 180-day start trigger and phased-handover calendar apply?

Seek written confirmation whether completion clock starts on LOI issue, 7th day after LOI receipt, or actual phased site handing-over, and whether phased access extends time.

• Building remains operational; subsequent phase only after prior phase completion — LD exposure is high if clock runs while areas are withheld.

Confirm interim payment threshold and honouring period

Ask which figure governs: Rs.12,00,000 vs Rs.15,00,000 minimum running bill, and 21 vs 15 days payment processing.

• Direct cash-flow effect on a ~Rs.55 lakh contract.

Structural adequacy, prestressed members and strengthening responsibility

Request existing structural drawings, prestressed-member locations, whether strengthening/jacketing is already fully measured in BOQ, and who bears cost if assessment finds shortfall beyond BOQ.

• Specs require joint assessment and strengthening prior to new work; drilling/breaking restricted without written permission.
• Major latent-condition risk on vertical extension over live building.

Fire NOC / statutory clearance extent on other floors

Clarify scope and cost responsibility for modifications on already completed other floors needed to obtain fire NOC/completion, and list of mandatory clearances before start.

• Clause says contractor must obtain fire NOC for already completed works on other floors and do required modifications without extra cost; only statutory fees reimbursed.

Labour cess jurisdiction and MSME tender-fee treatment

Confirm whether 1% Delhi labour cess applies to Kerala site or local BOCW cess applies, and whether MSME exemption extends to tender fee (currently only EMD exemption stated).

Tight 180-day programme on live, phased-access site

Time is essence; LD 0.5%/week up to 10%; contractor cannot claim extension as of right; site handed over only phase-wise while building stays operational.

• ITT 1.6: tenderers shall not claim any extension of time; ICSI may extend solely at its discretion.
• Idle-labour claims for coordination with other works are barred.
• Congested ~643 m² city plot with limited parking increases logistics delay risk.

Firm prices with wide inclusive obligations

Rates are firm with no escalation and must be all-inclusive of taxes/GST/cess and incidental works reasonably inferred for a complete facility.

• Quantity schedule may be altered by omission/addition at owner discretion.
• ICSI may accept whole or part of tender; part acceptance does not allow extra charges.
• Unpriced scope risks (lift narrative, fire modifications on other floors, structural strengthening beyond BOQ) sit with bidder if not clarified.

High retention / security lock-up and payment friction

7.5% retention through DLP, EMD held as security, high minimum interim-bill thresholds, and owner rights to withhold bills create working-capital strain on a ~Rs.55 lakh job.

• 50% of total security released only after virtual completion; balance after DLP.
• Owner may withhold pending/future bills if third-party demands exist; insurance non-compliance can stop running payments.
• Mobilization advance (10%) requires nationalized-bank BG.

One-sided termination, blacklisting and arbitration venue

Owner may terminate after commencement for any reason with limited compensation; broad blacklisting grounds; arbitration seated at New Delhi though works are in Kochi.

• On full termination, contractor has no claim for loss of profit on unexecuted work; only actual work done paid on part cancellation.
• Jurisdiction of contract deemed New Delhi.
• EMD forfeiture and blacklisting for multiple bid-stage and performance defaults.

Insurance, indemnity and live-building damage exposure

Contractor must insure works and third-party/workmen risks in joint names until virtual completion and fully indemnify ICSI; any damage to existing structure/finishes is contractor’s cost.

• Policies to be deposited within 7 days of signing/commencement; owner may insure and recover premium if contractor defaults.
• Prestressed existing structure and operational occupancy elevate damage and safety liability.

Statutory clearances and fire-compliance risk shifted to contractor

Contractor must liaison for Kerala/local approvals and fire NOC including other floors; non-fee modification costs are not reimbursable.

• Can expand scope beyond measured BOQ and delay completion/handover.

Inviting authority / owner

The Institute of Company Secretaries of India (ICSI), ICSI House, 22, Institutional Area, Lodhi Road / Lodi Road, New Delhi - 110003; website www.icsi.edu.

• Agreement signing side: The Secretary (ICSI) / Director as authorized signatory for Owner.
• Department context: infrastructure tender ICSI/INFRA/KOCHI/2026.

Bid receiving office (physical submissions)

Physical bids and tender-box drops go to The Chairman, Kochi Chapter of ICSI-SIRC at the Kochi Chapter building.

• Address: Plot no. 65/635, Judges Avenue, RBI Quarters Road, Behind Indian Express, Kaloor, Ernakulam, Kochi-682017 (Kerala).
• Same address is pre-bid venue and bid-opening venue.

Site visit and local contact

Site visits on working days 10:00 AM–5:30 PM in coordination with Mr. Sreekumar T.S., Contact No. 97472 87198; Kochi Chapter phone 0484-2375950.

• Clarifications also available from ICSI Kochi chapter office during the same working hours.

Pre-bid / infrastructure email contacts

Pre-bid queries to [email protected] and [email protected].

• Tender pages: https://www.icsi.edu/tenders/ and CPPP https://eprocure.gov.in/epublish/app.
• Online fee/EMD portal: https://apps.icsi.edu/TenderApp/ (tender fee) and https://apps.icsi.edu/TenderApp/bidderentryform.aspx (EMD).

Architect / consultant

M/s Safe Matrix Architectural & Engineering Consultants (I) Pvt Ltd., Manapattu Building, First Floor, Kavumpady Road, Muvattupuzha-686661.

• Architect interpretations on printing/typographical errors are final and binding on contractor.