TENDER DOCUMENT FOR THE SELECTION OF COMPREHENSIVE ARCHITECTURAL, INTERIORS, & MEP DESIGN CONSULTANCY SERVICES FOR UNIVERSITY HOSTEL BUILDINGS AT IITE GANDHINAGAR

PART I: TECHNICAL BID & PART II: FINANCIAL BID

Tender Fee (Non-refundable) Rs. 5,000/- (Rupees Five Thousand Only)

Earnest Money Deposit (EMD -

Rs. 2,50,000/- (Rupees Two Lac Fifty Thousand Only)

Submission Portal Online via www.nprocure.com & Physical Submission of Tech Bid

Name of the Client The Registrar, Indian Institute of Teacher Education, Gandhinagar

Year of Empanelment & Selection:

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

1. Notice Inviting Tender & Letter of Invitation

1.1. Letter of Invitation

The Registrar, Indian Institute of Teacher Education (IITE), Gandhinagar, invites technical and financial

proposals for comprehensive engineering and architectural design consultancy services for the construction

of University Hostel buildings. Bidders are required to submit their offers under a Two-Bid System (Part I:

Technical Bid in hard copy and Part II: Financial Bid online only).

Key Project Metadata & Financial Commitments

Assignment Name Engineering and Architectural Design Consultancy

Services Including Planning, Preparing Estimates,

DPR, DTP Structure Design, and MEP design for

construction of University Hostel Buildings.

Tender Fee (Non-refundable) Rs. 5,000/- (Rupees Five Thousand Only) payable in

the form of a Demand Draft drawn in favor of Registrar,

IITE, payable at Gandhinagar.

Earnest Money Deposit (EMD) Rs. 2,50,000/- (Rupees Two Lac Fifty Thousand Only)

refundable, payable in the form of a Demand Draft

drawn in favor of Registrar, IITE, payable at

Tender Downloading Portal Available online on www.nprocure.com

Submission Mechanism Technical Bid, EMD, and Tender Fee in hard copy

(sealed envelope); Financial Bid (Part II) strictly online

only via www.nprocure.com.

1.2. Schedule of Tender Events (Timeline)

The timeline and schedule for the selection process of the Architectural Consultant are defined in the table

below. Bidders must adhere strictly to these timelines. No extension requests will be entertained.

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

Sr. No. Activity / Event Description Date & Time (Scheduled)

Downloading of Tender Documents from From publication date

www.nprocure.com onwards

Pre-Bid Meeting at Conference Hall, IITE,

21/09/2026 on or before

3. Last Date for Online Submission of Financial Bid

Last Date for Submission of Hard Copy 22/09/2026 on or before

(Technical Bid, EMD, Tender Fee, and Forms) 18:00 Hours

5. Opening of Technical Bids (Part I)

Note: Opening of financial bids will be intimated later to the technically qualified bidders only.

Bidders who qualify the initial criteria will be required to make a PowerPoint presentation before

the University Committee, for which a preparation window of at least 7 days will be given after

the opening of the technical bids.

2. Instructions to Bidders

The General Financial Rules (GFR) principles of transparency, fair competition, and cost-

effectiveness govern this procurement. Bidders must follow the instructions below:

2.1. Two-Part Bid Submission: Bidders must submit their proposals in two parts. Part I consists

of the Technical Bid containing EMD, Tender Fee, registration certificates, experience

details, other necessary documents required for technical bid and Annexures. Part II is the

Financial Bid, which must be submitted strictly online on www.nprocure.com. Under no

circumstances should the Financial Bid be submitted in hard copy. Hard copy financial

submissions will lead to immediate rejection.

2.2. Sealed Envelope: The Technical Bid (Part I) must be submitted in a sealed cover, clearly

marked on the outside: 'Bid for Architect/MEP Consultancy Services for IITE Hostel

Building' and addressed to the Registrar, IITE, Gandhinagar. Submissions must be sent via

Registered Post, Speed Post, Courier or delivered in person.

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

2.3. Signatures and Corrections: All pages of the tender documents must be signed and stamped

by the authorized signatory of the organization. Overwriting must be avoided. Any

corrections must be made by neatly crossing out, initialing, dating, and rewriting.

2.4 Rejection of Conditional Bids: Conditional tenders are strictly rejected. The University

Authority reserves the right to reject any or all bids without assigning any reason thereof.

No request for extension of submission deadlines will be entertained.

2.5. Disqualification Rules: Bidders will be disqualified if they have made misleading or false

representations, deliberately suppressed information in the qualification forms, are

blacklisted/debarred by any government department, or attempt to influence/canvas the

decision-making process.

2.6. Arbitration: In case of any dispute, difference, or question arising out of this agreement or

the execution of works, the matter shall be referred to the sole arbitrator, the Vice-Chancellor

of IITE, whose decision shall be final and binding on both parties.

2.7. Contract Award and Negotiation: Contract negotiations will be conducted with the bidder

scoring the highest final composite score as per the selection criteria. If negotiations fail, the

Client reserves the right to invite the consultant who is ranked second in the process. Upon

successful completion, other consultants will be promptly informed.

2.8. Termination: The agreement may be terminated by either party with one month's written

notice. The Employer may terminate without notice and entrust the work to another architect

if the consultant fails to adhere to the timeline, closes business, becomes incapacitated, or

changes the constitution of the firm. In such cases, the Employer reserves the right to use all

plans, drawings, and estimates prepared by the consultant.

3. Eligibility Criteria & Bid Evaluation (QCBS System)

3.1. Minimum Eligibility Criteria

To be considered pre-qualified and eligible for the technical evaluation stage, bidders must meet

all of the following minimum criteria. Non-compliance with even a single criterion will result in

immediate rejection of the bid:

 Experience: The firm must be a registered company or firm with a minimum of ten (10) years

of established experience in providing comprehensive planning and architectural services.

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

Experience will be counted on the base of date of Council of Architecture, India registration

 Council of Architecture (COA): The lead Architect or the firm must hold a valid, active

registration certificate with the Council of Architecture, India.

 Financial Turnover: The company or firm must have a gross annual turnover of at least Rs.

50 Lakhs solely from professional fees (and not the cost of works) during each of the last three

(3) financial years (2023-24, 2024-25, and 2025-26). This turnover must be certified by a

Chartered Accountant.

 Similar Project Experience: The bidder must have completed or currently have ongoing

consultancy services for at least one (1) similar project costing not less than Rs. 50 Crores, OR

two (2) similar projects each costing not less than Rs. 25 Crores, during the last ten (10) years.

'Similar work' is defined as comprehensive planning and design for university campuses or

school campuses with government, semi-government, or reputed private organizations.

 Local Office: For operational convenience and close coordination, the Architects must have a

representative office established in Ahmedabad or Gandhinagar.

 Team Composition: The team must include a qualified Lead Architect (at least 10 years’

experience) Senior Architect (at least 5 years exp) and MEP designers (at least 10 years exp)

on payroll, or have established linkages/associations with registers MEP design firms, backed

by documentary evidence.

3.2. Detailed Technical Bid Evaluation (40 Marks)

Bidders who meet the minimum eligibility criteria will be evaluated out of a maximum of

marks based on the specific parameters detailed in the Rating Sheet below:

S.No Evaluation Parameter Max Basis of Awarding Marks

1. Experience of the firm 10 Above 10 years - 2 marks for each year

beyond the minimum 10-year

2. No. of Qualifying 10 2 Marks for each qualifying professional

professionals on payroll or on payroll or having established

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

having established linkages/associations with registered

linkages/associations with MEP above the minimum requirement.

3. Average annual receipt of 10 Rs. Above 50 Lac to 1 Crore: 5 Marks

professional fees (Consultancy Above 1 Crore to 1.5 Crore: 8 Marks

fees only) Above 1.5 Crore: 10 Marks

4. Number of institutional 10 Up to 1 projects: 5 Marks

projects in similar works Up to 2 projects: 8 Marks

(Autonomous/Statutory/Educat More than 2 projects: 10 Marks

ional/PSU) Above the

eligibility Criteria

Qualification Threshold: Only firms securing at least 50% marks (20 marks out of 40) in this

profile evaluation system shall be considered technically qualified and eligible for the next

evaluation stages.

3.3. Technical Presentation Stage (30 Marks)

Based on the technical profile assessment, technically qualified firms will be shortlisted and

invited to deliver a PowerPoint presentation to the University Committee. This presentation is

evaluated out of a maximum of 30 marks.

The presentation will allow the University Committee to evaluate the bidder's understanding of

the project, preliminary concepts, design aesthetics, methodology, and past executed designs (The

criteria for the evaluation of the presentation - Creativity, Functionality, Environmental

Considerations, Cost Saving Features, and Maintenance). This results in an aggregated Technical

Score (T_raw) out of 70 marks (Profile: 40 + Presentation: 30).

3.4. Commercial Evaluation and Quality & Cost Based Selection (QCBS)

The commercial bids of bidders who made presentations shall be opened online. The evaluation

of bids is based on the Quality and Cost Based Selection (QCBS) framework as per GFR norms,

using a 70:30 weightage ratio (70% Technical, 30% Financial).

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

Step 1: Normalized Technical Score (T)

The technical score is normalized to a scale of 100 as follows:

Formula: T = (Technical Marks obtained by the bidder / Highest Technical Marks obtained by

Step 2: Financial Score (F)

Financial proposals are opened only for bidders who pass the technical threshold. The lowest

financial bid automatically receives a financial score of 100. Other bidders' financial scores are

inversely proportional to their quoted price:

Formula: F = (Lowest financial bid / Quoted price of the bidder) *

Step 3: Final Combined Score Calculation

The pre-stated weightages of Tw = 0.70 (Technical Weight) and Fw = 0.30 (Financial Weight) are

applied to calculate the final composite score:

Formula: Final Score = (T * Tw) + (F * Fw)

The vendor with the highest final composite score shall be awarded the contract, subject to

successful contract negotiations.

4. Terms of Reference (TOR) & Design Guidelines

The selected architect will provide comprehensive architectural and engineering services. The

design must be functional, safe, sustainable, and compliant with all standard guidelines.

4.1. Scope of Services

The consultancy scope is divided into two major phases: Preliminary Project Report (PPR) and

Detailed Project Report (DPR).

1. Preliminary Project Report (PPR) Phase: Preparation of preliminary drawings after site

survey, modification based on University feedback, and submission of final Architectural

drawings, cross-sections, elevations, a 3D view, and a preliminary cost estimate.

2. Detailed Project Report (DPR) Phase: Field survey (including Total Station Survey and

contour mapping); Structural design and drawings; Public Health Engineering (PHE) design

(plumbing, drainage, water supply, sewerage); Electrical and Electrification design;

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

Mechanical, Ventilation, and Air Conditioning (HVAC) design; external development work,

landscaping, boundary wall, driveway drawings; and preparation of detailed estimates,

Specifications, and Bill of Quantities (BOQ).

3. Statutory Approvals & Structural Stability: Assisting IITE in obtaining all required statutory

and local building approvals, and providing a Structural Stability Certificate from a

competent structural engineer.

4. Tender Assistance: Assisting IITE in preparing construction tender documents, evaluating

contractor bids, and executing contract agreements.

5. Evaluation of Executed Work: The firm shall be responsible to verify the work executed by

the contractor in line with the plans, designs and BOQ as well as cross verification of the

material used by the contractor in construction and electrification work.

4.2. Universal Design, Sustainability & Security Guidelines

 Universal Access: Designs must strictly follow universal access principles, ensuring the

facilities are completely accessible to disabled, elderly, visually challenged, and gender-

friendly users.

 Sustainable Concepts: The design must incorporate maximum natural daylight, cross-

ventilation, shaded windows, courtyards, rain harvesting, and a green building concept to

reduce reliance on artificial lighting and air-conditioning. It must prevent waterlogging both

inside and outside.

 Safety & Compliance: The structural design must conform to Seismic Zone safety parameters,

Fire Safety Norms, and National Building Code (NBC) guidelines, alongside UGC and other

statutory student safety parameters.

4.3. Hostel Program & Capacity Requirements

The hostel facility must be designed with the following capacity and room configurations:

Hostel Unit / Type Target Capacity Room Configuration

Boys Hostel 250 Students 3-sharing and 4-sharing

Girls Hostel 300 Students 3-sharing and 4-sharing

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

Guest/International & Research 50 Scholars 1-occupancy (single) and 2-

Fellow Hostel sharing rooms

Mandatory Supporting Facilities to be planned:

 Administrative Spaces: Hostel chief warden office, warden residence, reception, security

room, visitor waiting area, CCTV and central control room.

 Living Support Spaces: Attached toilets for guest rooms and common toilets for student

blocks, dedicated study spaces, floor-wise common lounges, drinking water points, and

linen/storage rooms.

 Catering Facilities: Dining hall, fully equipped kitchen with food preparation area, dry store,

cold/refrigerated storage, vegetable preparation area, dishwashing zone, waste collection

space, and LPG/PNG service piping and kitchen exhaust systems.

 Utility & Infrastructure Area: Laundry, electrical room, transformer and DG (diesel

generator) area, water pump room, fire pump room, water tanks, Sewage Treatment Plant

(STP) or sewerage connection, solid-waste area, and maintenance/store room.

4.4. Architect's Deliverables

The consultant must deliver the following documents in high quality:

 Hard and soft copy of Preliminary Project Report (PPR) and Detailed Project Report (DPR).

 PDF Drawings of all approved plans and revisions.

 Editable CAD/BIM files (the firm must specify CAD version and BIM level if required).

 Bill of Quantities (BOQ) in editable MS Excel format.

 Technical Specifications for all civil, electrical, plumbing, and interior works.

 High-resolution 3D views and perspective renderings.

 Required sets of hard copies of drawings and reports for execution and approval.

 As-built drawings and operation & maintenance documentation upon project completion.

 As and when the IITE authority calls for the progress review presentation, the architect shall

have to remain present with the powerpoint presentation.

5. Standard Submission Forms & Annexures

Bidders must use the formats prescribed in Annexures below to prepare their Technical Bid

submissions. Failure to submit information in these exact formats will lead to bid rejection.

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

FORM A: Letter of Transmittal

(To be submitted on the letterhead of the bidding firm)

Indian Institute of Teacher Education,

Ramakrishna Paramhans Vidya Sankul, "KH" Road, Sector-15, Gandhinagar -

Subject: Expression of Interest & Technical Bid for Selection of Architects for Hostel Buildings

at IITE Gandhinagar

Having examined the details given in the tender and Expression of Interest for the above-captioned

work, we hereby submit our qualification and relevant documents.

1. I/We hereby certify that all the statements made and information supplied in the enclosed Forms are

true and correct.

2. I/We have furnished all information and details necessary for Empanelment/Selection and have no

further pertinent information to supply.

3. I/We hereby confirm that we have read and understood all the stipulations given in this tender

document and agree that the decision of IITE with regard to our pre-qualification and technical

selection shall be final and binding on us.

4. I/We confirm that we are actively registered with the Council of Architecture, India.

Yours faithfully,

Signature of Authorized Signatory:

Date & Seal of Firm:

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

FORM B: Structure and Organization

Bidders must provide detailed legal and organizational information as structured below:

1. Name and Address of Applicant Firm

2. Group for which Empanelment is made Architecture, Interiors, & MEP Consultant Services

3. Contact Telephone, Fax No., & E-mail

4. Legal Status of Applicant [ ] Individual [ ] Proprietary [ ] Partnership [ ] Limited

Co. (Attach registration copies)

5. Names of Directors / Partners

6. Designation of Individuals Authorized to

7. Registration / Membership with Council

of Architecture (COA) (Attach COA

8. Details of Pending Litigation (If any,

provide separate sheet with details)

9. Conviction details by Court of Law (If

any, provide separate sheet with details)

10. Tax Registration Numbers PAN No:

11. Any Other Crucial Capability

Signature of Authorized Signatory & Seal:

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

FORM C: Financial Information

Bidders must declare their annual turnover solely from architectural and planning consultancy

fees (excluding construction costs) for the last five (5) financial years. This must be certified by a

registered Chartered Accountant.

Turnover from Consultancy (Rs.

S.No. Financial Year (FY)

Required Enclosures (Must be attached with Form C):

 Copies of Audited Balance Sheets and Profit & Loss accounts for the last five financial years.

 Valid GST registration certificate.

 Copy of Permanent Account Number (PAN) Card.

 Chartered Accountant (CA) Turnover Certification with UDIN.

 Details of litigations or disputes, if any.

Signature of Authorized Signatory & Seal:

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

FORM D: Institutional Empanelment & General Work Experience

Provide details of current empanelment’s or major completed projects with Government, Semi-

Government, Public Sector Undertakings (PSUs), or large private sector companies:

S.No. Name & Address of Category of Empanelment Period of

Organization / Client / Type of Work Empanelment /

Signature of Authorized Signatory & Seal:

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

FORM E: Form of Affidavit

(To be executed on non-judicial stamp paper of Rs. 300 & certified by a Notary Public)

I, the undersigned, do hereby certify that all the statements made in the required tender

attachments and forms are true and correct.

1. The undersigned hereby certifies that our firm M/s ________________________________

__________________ has neither been blacklisted nor has been debarred by any government

department, public sector undertaking, or statutory body in India.

2. The undersigned hereby authorizes and requests any bank, person, firm, or corporation to

furnish pertinent information deemed necessary and requested by the Indian Institute of Teacher

Education (IITE) to verify this statement or regarding our competence, financial standing, and

general reputation.

3. The undersigned understands and agrees that further qualifying information may be

requested, and agrees to furnish any such information at the request of IITE Gandhinagar.

Signed by an Authorized Officer of the Firm

Title of Officer: ___________________________

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

FORM F: Details of Similar Works Completed / Ongoing

Provide details of similar school or university campus planning and architectural works costing >=

Rs. 25 Crores completed or ongoing in the last five (5) years:

Sr. Name of Project Scope of Project Start End Client Contact Building

Services Cost (Cr) Date Date details Type

Note: Bidders must enclose copies of the Agreement / Award Letter and Completion Certificates

/ Milestone Sign-offs from the clients for each project listed.

Signature of Authorized Signatory & Seal:

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

FORM G: Details of Key Technical Manpower

Declare the details of key professional staff (including Architects, Structural Engineers, MEP

Designers, and Interior Designers) who will be assigned to this project:

Sr. Technical Professional Name of Person Parent Firm Designation Qualification Exp Firm

Name (Yrs) (Yrs)

1. Architect (Lead)

2. Structural Consultant

3. Electrical Consultant

4. Plumbing & Water

Supply Consultant

6. Interior Design

Signature of Authorized Signatory & Seal:

IITE Gandhinagar | Tender for Architect Selection (Hostel Buildings)

5. Financial Bid

Professional Fees:

The following GFR-aligned clauses define payment conditions "over and above" the total final

construction cost of the project:

Definitional Exclusions (What is excluded from the Fee Base)

When the architect's fee is calculated as a percentage of the "total final construction cost," the

contract must explicitly state what physical costs are excluded from this calculation. This prevents

the fee from inflating due to non-architectural expenditures. Standard GFR exclusions include:

 Statutory and Utility Charges: Fees paid to local government bodies (e.g., Gandhinagar

Urban Development Authority - GUDA, fire department, forest department for tree

cutting) and service connection deposits paid to electricity, water, and sewerage boards.

 Salvage Value: The value of any salvaged materials or demolished structures on site.

 Client-Supplied Specialized Equipment: The cost of loose furniture, equipment, or

specialized academic/hostel inventory not designed by the architect (e.g., industrial kitchen

machinery, laundry machines, or IT networking servers).

 University Project Management Costs: Salaries of the university’s site supervisors,

clerk-of-works, or independent Project Management Consultants (PMC).

Note on Schedule:

The online quoted rate shall be in percentage (Exclusive of GST) of final constructional cost of

the total project.

Acceptance of the bidder:

I/We are willing to carry out the above work at above mentioned rate.

Signed by an Authorized Officer of the Firm

Title of Officer: ___________________________