EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

3 Estimated cost put to tender -

4 Initial criteria for Eligibility As per clause 2.4, Letter of Invitation.

And Evaluation criteria

5 Tender fee  ₹ 6000 (Non-refundable)

 DD of approved bank (as per GR of Finance

department, GOG) in favour of “Executive Engineer,

GUDA Gandhinagar” payable at Gandhinagar (to be

enclosed with the tender documents of Part- A)

6 Earnest money Deposit  ₹ 1,00,000 (Refundable)

 FDR of approved bank (as per GR of Finance

department, GOG) in favor of “Executive Engineer,

GUDA Gandhinagar” payable at Gandhinagar (to be

enclosed with the tender documents of Part- A)

7 Bid Validity period 120 Days from the last date of online bid submission

8 Period of Empanelment 3 (Three) years from the date of work order given

9 Last date & Time of online Dt. ……………………….. Up to 18:00 hrs

Submission of tender

10 Date of Pre-Bid meeting & Dt. ………………………… at 12:00 hrs. Onwardsat

Venue GUDA Bhavan, Sargasan, Gandhinagar -

11 Period during which EMD, On or Before ……………………………….. up to 18:00 hrs

tender fee and other tender

documents in physical

12 Place and mode of By RPAD / Speed Post / Courier only

Submission of EMD, tender Addressed to:

fee and other tender

documents CEA, GUDA Bhavan, Sargasan, Gandhinagar

13 Time & date of online Dt. ……………………………….. at 12:00 hrs

opening of technical bid

14 Time & date of online The time and date of opening will be communicated to the

opening ofFinancial bid. technically qualifying bidders later.

15 GST, TDS, or any other Tax Quoted rates shall be inclusive of all taxes excl. GST

which shall be paid e as per prevailing Government rules

Conditional tenders will not be accepted. Chief Executive Authority reserves the rights to

reject any or all the tenders without assigning any reasons thereof.

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

2 Letter of Invitation

Gandhinagar Urban Development Authority

GUDA Bhavan, Sargasan, Gandhinagar

Name of Work: EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES

(PMC) Lake Development, Garden, Landscape and Beautification Projects in GUDA

Area (2025-26)General

You are hereby invited to submit technical and financial proposals for

providing project management consultancy services for various projects of

Lake Development, Garden, Landscape and Beautification Projects & Other Misc

2.1.1 The purpose of this assignment is to empanel technically sound agencies:

I. To obtain independent & objective assessment of the technical quality of

construction works to be completed and to ensure that the Works are

constructed as per approved design, drawings, and specifications with good

construction materials &workmanships per desired standards of good quality

II. To monitor physical progress of the works with respect to scheduled time frame.

III. To certify measurements of all items of work done and keep the project track

with respect to quantity

IV. To assist GUDA in maintaining requisite project documentation

V. To act as an extended arm of the GUDA in the technical and contractual issues

connected with the implementation of the project

VI. Checking of Detail Project Reports (DPRs), Draft Tender Papers (DTPs),

invitation of tenders, vetting of technical and financial bids of bidders, checking of

the design and overall project management

VII construction supervision, inspection of material, attending review meeting,

advising client in techno-legal matter as well as in matter of excess, extra item, time limit

etc. during the contract period including defect liability and O & M period.

The Assignment is phased: Yes

The role of PMC will be in four phases. The review and approval of designs shall run

parallel to the construction works;

 Pre construction activities

 Activities during construction

 Defects correction supervision

 Post construction activities

(Checking and approval of detailed design & drawings of Development plan and

other civil structures (hydraulic & structural designs) prepared by the EPC contractor

or other agency)

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

3.6 Your financial proposal shall be quoted as a firm and fixed prices for Project

Management, construction supervision and inspection of materials as given in

the price bid. This cost shall contain the details of costs together with breakup

as listed in the price bid.

(a) The costs shall be given inclusive for the seven phases of work, i.e.

1) Checking & approval of DTPs & Conceptual Designs prepared by

DPR agency Vetting of technical and financial bid of bidder, assisting

client in all techno- legal matter, excess extra items, time limit etc.

Checking and approval of detailed design & drawings of Development

plan and other civil structures (hydraulic & structural designs)

Inspection of materials

2) Day to day supervision of Construction activities, taking measurement

. & preparation of bill, certification of bills, satisfactory certification of work.

3) Monitoring towards Commissioning & successful running of projects

4) Periodical monitoring for Defect correction period of Respective

5) ii) The construction supervision period is ranging from starting of Work From

Completion of Work, which includes the contractor's mobilization period. Bidders

shall base their pricing on this duration but take into account the various items in the

construction contract (e.g. work schedule and bill of quantities), which may affect the

need for reduced / increased staff input during particular stages of works' execution.

With regard to early or delayed completion, refer to the Sample Draft Contract

6) iii) The “Defects Correction Supervision” will be of duration of 36 (Thirty Six )

months from the date of issue of the certificate of substantial completion or as per

main project tender provision to the contractor. Team Leader during contract

management and construction supervision shall be on standby in your head (branch)

office to be available for a site visit at any time on 24 hours notice by the Client. As

the magnitude of the work is huge, to supervise the work on day-to-day basis,

consultant has to deploy resident supervisory staff till completion and commissioning

of the project.

(b) For each phase of the works, consultants shall provide.

i) Professional staff in head (branch) office:

The rates hereto shall be all inclusive per staff member and month, and

cover basic salary, social charges (incl. pension fund and similar

payments), overheads (incl. tax and insurance liabilities, sickness, holiday

and bonus payments, charges for support staff office and backstopping,

etc.) consultant's fees and any other accountable and variables.

ii) Professional staff on site

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

The rates hereto shall be all-inclusive per staff member and month, and

cover salaries, social charges, overheads, fees, etc. as above; charges

for travel of staff from home base to site and field allowances for boarding

and lodging, etc. shall also be covered.

iii) Transportation

The rates hereto shall be all-inclusive per vehicle type per month and

cover rent/depreciation, running and maintenance, driver's wages,

charges and allowances, consumables and any other accountable and

iv) Site office and equipment

The rates hereto shall be all-inclusive per month and cover rent /

depreciation, operation, running and maintenance, costs for document

reproduction, communication, support staff like draughtsman, tracers,

labourers, etc. and any other accountable and variables.

v) Other expenses (if any)

(To be specified by consultant in his financial proposal)

(c) Costs per phase and breakdown for components shall be entered into the

annexed format. All rates and amounts are to be quoted in figures and in

words. The rates in words shall be governing in the event of a discrepancy

between figures and words.

(d) All costs and rates quoted shall be fixed for the duration of the contract

agreement, except as otherwise provided for therein.

(e) Any costs not entered shall not be payable, except as otherwise provided for

in the contract agreement.

i. GUDA intends to empanel all the technical qualified tenderer with the lowest rate

received in financial bid in specified category.

ii. To act as an extended arm of the GUDA in the technical and contractual issues

connected with the implementation of the project.

Empanelment does not assure the guarantee to get the project. However, GUDA has

reserve the rights to give number and type of the project to any empanelled consultant

Gandhinagar Urban Development Authority - Page 8 of

EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

2.1.2 The following documents have been enclosed to enable you to submit the

I. General Terms and Conditions

II. Terms of Reference

III. Standard Forms for bid submission

IV. Declaration and affidavit

To obtain first-hand information on the assignment and the local condition, it is

considered desirable that a representative of your firm visits the office of the

Chief Executive Authority, Gandhinagar Urban Development Authority (GUDA),

Gandhinagar before the proposal is submitted.

Your representative shall meet the following officials.

Executive Engineer,

Gandhinagar Urban Development Authority

GUDA Bhavan, Sargasan, Gandhinagar.

2.1.4 Pre-proposal Conference:

I. Pre-proposal conference open to all prospective consultants will be held on the

date & time mentioned in schedule of e-tendering. The prospective consultant

will have an opportunity to obtain clarification regarding the scope of the work,

terms of reference, contract conditions and any other pertinent information.

II. The Bidders shall obtain the clarifications to the queries raised in form of Minutes

of Meeting which will be uploaded by GUDA on the website. These minutes shall

be a part of RFP Document.

2.1.5 Bids invited through online tendering

I. The tenders are invited through e-tendering. The RFP document shall be

available on the website www.nprocure.com

II. Bidders who wish to participate in this tender will have to register on website

http://www.nprocure.com

III. The wishful bidders will also require procuring valid digital certificate as per

Information Technology Act –

IV. Bidders can procure this certificate from any of the Government approved

certifying agency i.e.

(n)Code Solutions

(A Division of Gujarat Narmada Valley Fertilizers Company Ltd.)

301, GNFC Infotower, BodakDev, Ahmedabad-300

Email: [email protected] or http://www.nprocure.com

Gandhinagar Urban Development Authority - Page 9 of

EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

2.1.6 Tender Fee:

I. Tender fee for the bid document is Rs. 6000.00 (Non-refundable).

II. Tender fee shall be paid in form of Demand draft in favour of “The Executive

Engineer, GUDA, Gandhinagar.” Payable at Gandhinagar.

III. The demand draft for tender fee shall be drawn from any of the banks as

approved vide GR of the Finance department, Government of Gujarat.

IV. A scan copy of the D.D. for tender fee shall be submitted online and the physical

submission must contain the instrument in original.

V. Proposal submitted without tender fee shall not be considered for the

2.1.7 Earnest Money Deposit (EMD):

I. EMD for the bid document is Rs. 1,00,000.00 (refundable).

II. EMD shall be paid in form of FDR/BG in favour of “The Executive Engineer,

GUDA, Gandhinagar.” Payable at Gandhinagar.

III. The FDR for EMD shall be drawn from any of the banks as approved vide GR of

the Finance department, Government of Gujarat.

IV. A scan copy of the F.D.R. for EMD shall be submitted online and the physical

submission must contain the instrument in original.

V. Proposal submitted without EMD shall not be considered for the qualification.

VI. EMD of bidders shall be released after finalisation of empanelment procedure.

2.1.8 Security Deposit:

2.1.10.1 Performance Guarantee

I. The empanelled agency will have to pay Rs.2,00,000/- as a Performance

Guarantee in form of FDR/BG in favour of “The Executive Engineer, GUDA,

Gandhinagar.” Payable at Gandhinagar Valid for 3 years from the date of

II. The Performance Guarantee has to submitted within 15 days from the date of

issue of Letter of Acceptance.

The Performance Guarantee shall be release after 30 days from the

completion of Empanelment Period.

2.1.10.2 Security Deposit

III. 5 % From Each R.A Bill deduction for Security Deposit

IV. Security deposit of bidders shall be released as per the stages as mentioned

a. 50% of the amount shall be released within15 days from the date of issue of final

completion certificate of the execution / development work by GUDA

b. The rest 50% of the amount shall be released upon completion of contractor’s

defect liability period for the project.

Gandhinagar Urban Development Authority - Page 10 of

EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

2.2 Tender submission and opening of proposals

2.2.1 The proposal shall be submitted in two parts:

I. Technical bid

II. Financial bid

2.2.2 Both the bids shall be submitted in the prescribed formats provided with the bid.

2.2.3 Technical Bid

I. The technical bid shall contain the original tender fee and EMD.Tender fee and

EMD instrument & Other Require supporting all document shall be placed in

single sealed envelope superscripted as “Earnest Money Deposit, Tender fee

with Name of work ” mentioned there on and must be submitted to tender

opening authority before stipulated date and time.

II. The technical bid shall contain bidder’s information in formats as prescribed with

necessary supporting documents pertaining to but not limited to & A To G (

Form 1 to 6 with declaration) & other require all document must be

uploaded. Any Form or document missing in uploaded document those will

not qualify for Financial bid

a. Description of the bidder’s firm / organisation along with statutory documents and

registrations with respect to establishment of the firm (Form – 1)

(Must Mention which category applied )

b. Bidder’s average annual turnover for last five years (Form – 2) . Bidder must be

submitted Total Turn Over & PMC fees of all project Turnover (Turn Over Only

Consider PMC Fees of all Project ) as per form -2 with CA Certified. If Bidder

not specify in turn over it will be disqualify

c. Bidder’s general experience in the field of assignment (Form – 3)

(Must be attached Form 3A which shown in Form -3)

d. Proposed approach, methodology and work plan in response to the suggested

terms of reference (Form – 4)

e. Qualification and competency of the personnel proposed for the assignment

(Form – 5 & 5a)

f. Bidder’s litigation / arbitration history (Form – 6)

g. Affidavit and declaration as per Section – 6 of the document (Both Declaration

. 2 To be submitted on non-judicial stamp paper of Rs. 300.00, duly signed and

. authenticated by authorized notary public)

Any other information deemed necessary to aid bidder’s criteria pertaining .

…..organisation, general and specific experience

III. Documents pertaining to eligibility of the bidder such as Registration certificate,

certificate of work experience, Audited balance sheet and Annual Turnover, bank

solvency certificate and other related documents for eligibility shall be submitted

duly certified in the prescribed format within the stipulated time in a separate

envelope marked as “Eligibility Documents”. & Must be uploaded

IV. Both the envelopes shall be placed in another envelope with due mention of

Name of work, date, and time of opening of tenders and to be submitted in the

Gandhinagar Urban Development Authority - Page 11 of

EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

office of the GUDA Office, GUDA Bhavan, Sargasan, Gandhinagar, during the

period as mentioned in the NIT.

V. The technical bid along with necessary supporting documents shall be submitted

online as well as in physical form as per the date and time mentioned in the NIT.

VI. In case of any discrepancy between online submission and physical

submission, the documents submitted online shall be considered final for

VII. Technical bid shall not contain any information pertaining to cost whatsoever.

2.2.4 Financial Bid

I. The financial proposal shall contain detailed price offer for the consultancy

services and shall be submitted in the prescribed format only.

The Rates shall be quoted on percentage basis only and shall be inclusive of staffing

billing rate plus overhead, travel and accommodation, report reproduction, and statutory

requirements and taxes such as professional tax, TDS etc. complete except Goods and

Service Tax. The rates quoted shall be inclusive of all taxes & duties.

 The rates to be quoted % basis of (Project Cost Varies From 5.00 CR TO

CR ) and with reference to quoted rate by bidder PMC fees will be payable with

respect to Estimated Project cost or Sanctioned Tender Cost or work done cost

(included GST) whichever is less.

 This Quoted Rate shall be included GST. Income tax if any shall be born by PMC

agency. The TDS shall be deducted at source as per provision of IT rules.

Gandhinagar Urban Development Authority - Page 12 of

EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

II. The financial bid shall be submitted online only.

2.2.5 Opening of proposal

I. Opening of Bid documents will be held on Date & time shown above in the office

of Executive Engineer, GUDA, Gandhinagar.

II. Intending bidders or their representative who wish to remain present at GUDA,

premises at the time of tender opening can do so.

III. At first, the envelope containing the instruments of tender fee and EMD shall be

IV. Upon verification of validity of tender fee and EMD, envelope containing eligibility

documents shall be opened only of those bidders whose tender fee and EMD

instrument are found to be in order.

V. After opening of technical bid, if certain clarity is required, it will be intimated to

the Agency ,and it should be clarified by Agency within 48 hours. If not clarified

department will take appropriate decision.

VI. Tenders which do not fulfil all or any conditions or are submitted incomplete in

any respect will be rejected.

VII. Conditional tenders will not be accepted and will be rejected outright.

VIII. Upon concluding technical evaluation of eligibility of the bidders based on the

documents submitted, financial bid only of the qualified bidders shall be opened

online. The date and time of opening of financial bids shall be communicated to

qualified bidders later.

2.2.6 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.

2.2.7 The tender notice shall for part of tender document.

2.2.8 The Bidders are advised to carefully read the tender documents.

2.2.9 If name of the firm or constitution of the firm has changed or company splits

within previous 10 years, then one of the director/partners should be common in

all companies and should be a qualified civil engineer. An affidavit for the same

should be attached.

2.2.10 The tenderer without the consent in writing of the Chief Executive Authority shall

not assign or sublet the contract nor make any subcontract with any person or

persons for the execution of any portion of the work. In case of violation if the

clause, the client shall have the right to disqualify the bidder at any stage of the

2.2.11 In case of any dispute or clarification in specifications of any tender items the

decision of Engineer in Charge shall be final.

2.2.12 The Chief Executive Authority reserves the right to reject any or all tenders

without assigning any reason whatsoever.

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

2.2.13 The onus of providing, all necessary company / project related information in

prescribed formats to demonstrate Earnestness and Competency of the

Applicant and to allow proper evaluation, will rest entirely on the Applicant.

2.2.14 If the Pre-Qualification Document is taken in company’s name, a `power of

attorney’, in favour of the person who is authorised to sign the PQ (Pre-

qualification) document on behalf of the company, must accompany the PQ

2.2.15 Information furnished in the Pre-Qualification Document will be kept confidential.

2.2.16 The pre-qualification requirements are explicitly stated in this document.

Applicant is required to study these requirements in detail & make a Pre-

Qualification bid as defined above completely meeting these requirements. The

Pre-Qualification bid must be complete in all respect leaving no scope for

2.2.17 Failure to provide information which is essential to evaluate the applicant’s

qualifications or to provide timely clarification or substantiation of the information

supplied may result in disqualification of the applicant / rejection of Bid at any

2.2.18 Proof for fulfilment of eligibility criteria mentioned in the Pre-qualification bid

should be submitted along with Pre-qualification document. If the Pre-

qualification document is submitted without valid documents and without proof of

eligibility criteria, the bid will be rejected.

2.2.19 If Client is convinced that an Applicant has resorted to material

misrepresentation or provided fraudulent information / statement, the said

Applicant will be liable for disqualification / rejection at any stage.

2.2.20 The Client reserves the right to accept or reject any Pre-Qualification bid and to

annual the bidding process and reject all PQ bids at any time without thereby

incurring any liability to the affected Applicant(s) or any obligation to inform the

affected Applicant(s) on the grounds for their action.

2.2.21 No applicant shall contact Client / Consultant on any matter related to its Pre-

Qualification bid after the time of submission of PQ Bid, unless requested so in

writing. Any effort by applicant to influence Client / Consultant in their decision in

respect of Pre-Qualification bid evaluation will result in rejection of the

Applicant’s PQ Bid.

2.2.22 Canvassing in any form by the Applicant or by any other Applicant on their behalf

may lead to disqualification of their PQ Bid.

2.2.23 Cost of Bidding: The Applicant shall bear all costs associated with the

preparation or submission of its PQ Bid, participating in discussion etc. Including

costs and expenses related with visits to the site(s). Client will in no case be

responsible or liable for those costs and expenses regardless of the outcome of

the Bidding process.

2.2.24 Client reserves its right to call for clarifications / original of the supporting

document for verification, as deemed fit and to cross check for any details as

furnished by the Applicant(s) from past – executed projects / Clients /

Consultants etc. Bidder(s) shall have no objection whatsoever in this regard.

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

2.3 Eligibility Criteria

2.3.1 Joint Venture: Joint Venture / Consortium / Tie-ups shall not be allowed for all

2.3.2 For all work, for arriving to the present value of turnovers and consultancy fee

receipts, the enhancement factors shall be applied as tabulated below:

Financial Year Enhancement Factor

2.3.3 The bidders satisfying the eligibility criteria shall only be considered for further

stages of evaluation.

2.3.4 Material Testing Laboratory:

A. The firm should have the best in the field-testing equipment and should have

own material testing laboratory with required instruments/ equipment OR should

have an MOU with laboratories approved by Road & Building Department,

Government of Gujarat for required testing of materials. (Submit the list of

equipment and copy of ownership of lab or MOU executed with Road & Building

Department, Government of Gujarat approved laboratory).

B. The bidder must submit validity letter of R & B department, Government of

Gujarat valid at the last date of submission of tender.

2.3.5 Existence of the Firm:

The firm wishful to submit their proposal for empanelment as a project

management consulting agency shall be in existence for years as enlisted below

for various categories: (See Form -1 For Other Details)

Work Type Minimum Existence in years

Supervision, Third-Party inspection,

Quality Monitoring, Project

Management Consultancy in Any

I. The bidder must submit requisite supporting documents to support his claim

pertaining to firm existence.

2.3.6 Entity Turnover from consultancy fees:

The minimum average annual turnover from consultancy receipts only for the last

five financial years (i.e., FY 2020-21 to FY 2024-25) as enlisted below for various

categories: (See Form -2 for Other Details)

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

Work Type Total Turn Over (Rs. In Lakh)

I. The bidder must submit CA certified copies of turnover and audited copies of

balance sheet, profit and loss statement, and other relevant documents in

support of his claim.

2.3.7 Similar experience of the firm:

The firm, within last five years from the last date of submission of the current

tender, must have an experience of having completed a single project or works

under a single agreement with government / semi-government entities only with

the Total Project Cost (Garden development, Lake development, Landscaping &

Other beautification Work) not being less than as enlisted below : (see Form -3

For Other Details)

A.) One similar completed works (Lake Development, Gardens,

landscaping Work & Other Beautification Work) costing not less than

the amount equal to 300.00 Lakh. (Project Cost incl. all taxes)

B) Two similar completed work (Lake Development, Gardens,

landscaping Work & Other Beautification Work) costing not less than

the amount equal to 200.00 Lakh. (Project Cost incl. all taxes)

I. The bidder must submit duly certified copies of work order and completion

certificate, without these documents work experience not take in consideration.

Key Personnel: following key person must be employed with employer to be

qualify for the work. Bidder has to submit CVs and Certificate with signature for

below staff. (See Form 5 & 5a For Other Details)

Key Personnel Details Nos Education Required Minimum

M.E/M.Tech Water Resource

Team Leader 01 05 Years

M.E/M.Tech Environmental

Senior Engineer 01 03 Years

Eng../ Water Resource Engi.

BE/B.Tech Civil,

Senior Engineer 01 03 Years

Environmental Engi.

Senior Engineer 01 BE Civil 03 Years

Junior Engineer 01 BE Civil 00 Years

Mechanical Engineer 01 BE/DIPLOMA Mechanical 05 Years

Gandhinagar Urban Development Authority - Page 16 of

EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

Key Personnel Details Nos Education Required Minimum

Safety Engineer 01 BE in safety 03 Years

Electrical Engineer 01 BE/Diploma Electrical 03 Years

Availability of Key Personnel:

The bidder shall ensure that the above Key Personnel required for the assignment are

available. The Authority will not normally consider any request of the selected bidder for

substitution of Key Personnel during negotiations and subsequent delivery of the

assignment. Substitution will, however, be permitted if the Key Personnel is not available for

reasons of any incapacity or due to health, subject to equally or better qualified and

experienced personnel being provided to the satisfaction of the Authority.

Please note specifically that, considering the type of work by the PMC,

engineers possessing the qualifications specified in the instructions given on-

site by GUDA must be deployed on-site.

The necessary certificates / documents in proof of above will be submitted by

consultant / firm along with his offer.

2.4 Deciding Award of Contract

2.4.1 The bids received shall first be evaluated as per the evaluation criteria

mentioned at Clause:

2.4.2 Price bid, only of those bidders, who qualify the eligibility criteria shall be opened.

2.4.3 The empanelment shall be offered to all the qualified bidders at the ‘L1’ (Lowest

rate among qualified bidders), subject to justifiability of the rate.

2.4.4 All the consultants shall give letter of consent to the department to work at the

approved rate offered by the GUDA. Bidder should be give letter about it, If Any

bidder will not agree as rate offer by Guda (at Lowest rate of L-1) , He will not

listed in Empanelled for 3 years.

2.4.5 GUDA intends to make an empanelment of bidders at the approved lowest rates.

GUDA reserves the rights to entrust any work to any of the empanelled bidders.

Yours’ Faithfully,

Chief Executive Authority

Gandhinagar Urban Development Authority (GUDA)

 General Terms & Conditions

 Terms of Reference

 Standard Forms for bid submission

 Declaration and affidavit

Gandhinagar Urban Development Authority - Page 17 of

EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

3 General Terms and Condition

3.1 Eligibility for Bidding

3.1.1 Any Project Management Consultants (PMC) firms are only eligible to compete

in their own names in this bid and accordingly contract agreement shall be

executed with agency. However, agency may designate only one representative

on appropriate power of attorney acceptable to GUDA (hereinafter referred to as

the client) who may deal with GUDA on his behalf. The specimen signature of

authorized signatory of the PMC firms shall be given in the tender so that during

the execution of contract the correspondence from the same authority shall be

3.1.2 Joint venture / consortium / tie-ups are not allowed.

3.1 Quoting rates

3.1.1 The rates are invited on percentage of (Project cost Approximate Varies from

CR TO 15.00 CR ) shall be inclusive of staffing billing rate plus overhead, travel and

accommodation, report reproduction, testing charges for construction materials and

statutory requirements and taxes such as professional tax, TDS etc. complete except

Goods and Service Tax.

3.1.2 The rates quoted shall be inclusive of all taxes except goods and services tax. Goods

and services tax shall be paid extra, if applicable as per prevailing government

3.1.3 The rates quoted shall cover for all expenses to be incurred to perform the complete

scope of assignment comprising of but not limited to staff remuneration including

overtime, all allowances, PF, ESI, Professional tax, GST, TDS, Office expenses,

computers, printers, software, stationary, Overhead and Profit etc. all necessary to

perform the complete scope of Consultant/Consultancy firm as per tender document.

3.1.3 TDS shall be deducted as per prevailing government norms.

3.2 Bid Validity

3.2.1 The bidder must keep its offer valid for the duration as mentioned in the NIT

starting from the last date of submission of the tender.

3.3 Duties and Taxes

3.1.4 The rate quoted shall be inclusive of all liveable taxes (Local Governing Body, state

government and central government) except Goods and Services Tax (GST). GST

shall be paid extra, if applicable as per prevailing government norms.

3.4.1 Paying Authority: GUDA

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3.5.1 After approval of GUDA, approved or accepted tendering agency shall be

required to enter into an agreement for the execution of the contract. The stamp

duty on all documents to be executed in connection with this contract to be

entered into shall be borne by consultant.

3.5.2 The contract agreement shall have to be executed on a Non-Judicial stamp

paper of appropriate value as per value in force at that time.

3.6.1 The contract shall be valid for a period of 3 (three) years from the date of

approval of the Contract or further extended as per requirement of GUDA.

Also, during the period of three years, if the services of PMC are not found

satisfactory, the contract will be terminated at any time without giving any

3.7 Responsibility of PMC Consultant

3.7.1 PMC Agency shall be responsible as per details mention in Scope of the PMC.

GUDA shall exercise its power to blacklist the agency and can take action for

recovery of cost of the poor work/supply

3.8 Termination of Contract

3.8.1 Competent Authority of GUDA OR any officer authorized by him shall use their

discretionary power as per either of the conditions as given below with a future

action to terminate the contract.

I. If any PMC/ agency fail to discharge its duties as per scope of PMC work within

time limit satisfactorily, it shall be debarred from participating in the tenders of

GUDA for the period of Contract validity & three years thereafter.

II. The decision of the Competent Authority of GUDA is authorized in this regard

shall be final & binding to the agency.

III. If the consultancy firm is found guilty of contract leading to the loss to the GUDA,

which may occur on account of consultant.

3.9 Right to reject

3.9.1 Right to reject any OR all offers failing to comply the tender conditions is

reserved by Gandhinagar Urban Development Authority, Gandhinagar.

3.10 Force Majeure

3.10.1 The PMC Agency shall not be responsible for any event beyond the control of

the agency, and which could not have been foreseen & could not be prevented

OR avoided by a prudent person provided a notice of the happening is given

within 15 days from the date of occurrence thereof by agency.

3.10.2 These events include but are not restricted to acts of God, Acts of enemy, Acts

of Government, fire, floods, earthquake, cyclone, explosion, riot, strikes lockout

civil commotion, sabotage, terrorism, epidemics.

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3.11 Jurisdiction:

3.11.1 In the event of any dispute on difference arising out of this tender / contract, the

jurisdiction of the court shall be Gandhinagar.

3.12.1 The PMC agency shall at all-time indemnify the Competent Authority of GUDA,

Gandhinagar OR any officer authorized, against all claims which may be made

for infringement of any right protected by patent registration and shall take all risk

of accidents or damage which cause a failure of the supply from whatever cause

arising and entire responsibility for the sufficiency of the means use by supplier

for the fulfilment of the contract provided always that in the event of any claims in

respect of alleged breach of letter, Patent, registered patent, registration design

of trademark being made against the GUDA shall notify to the PMC agency shall

be at the liberty at his own expense to conduct negotiation for settlement of any

litigation that may arise there from.

3.13.1 In the event of any problem, dispute or difference arising out of or under this

contract the decision of CEO of GUDA, Gandhinagar OR any officer authorized

by CEO shall be the final and binding to the parties/agencies to this contract.

3.14 Mode of Payment

3.14.1 Payment shall be made as per payment schedule.

3.15 Undertaking of the PMC Agency

3.15.1 General Standards of performance by the Project Management Consultant

I. The Project Management Consultant (PMC) Agency shall carry out the services

with the diligence and efficiency and shall exercise such skill and care in the

performance of theservices as is consistent with recognized professional

II. The PMC Agency shall act at all times so as protect the interest of the GUDA

and shall take all reasonable steps to keep all expenses to a minimum consistent

with sound (Engineering) practices.

3.16 Specifications and designs

3.16.1 The PMC Agency shall review and ensure that the specifications, architectural

and structural designs, and all documentations relating to procurement of

materials, goods and services for the project are prepared on an impartial basis

so as to promote fairness and standard engineering practices.

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3.17.1 The PMC Agency shall keep accurate and systematic records in respect of the

services in such form and details as is customary in the profession. These

records shall be kept at project site office of the PMC Agency and shall be made

available to the client as and when required or asked for.

3.17.2 The PMC Agency shall permit the duly authorized representative of the client to

inspect its records and accounts relating to the service provided and to make

copies thereof and shall permit the client or any person authorized by the client

to audit records and accounts during and after the service.

3.18 Information

3.18.1 The PMC Agency shall furnish the client any such information relating to the

service and the project as the client may require from time to time.

3.19 Assignments of sub-contracts

3.19.1 In no case the consultant shall assign or transfer the PMC services or any part

there of or engage any independent PMC Agency or sub-consultant to perform

any part of the services. This will be considered as breach of contract and would

attract punitive actions from GUDA.

3.20.1 Except with the prior written consent of the client, the PMC Agency shall not

communicate / disclose any confidential information known to them to any

person or entity for the purpose of the service. If any PMC agency fail, it shall be

debarred from participating in any of the tender of GUDA shall debar contract for

the period of contract validity & three years thereafter.

3.21 Prohibition on association

3.21.1 The PMC Agency agrees that during the project work of this contract the PMC

Agency limits its role under the project for the provision of the services and

otherwise disqualifies itself if any other, contractor/consulting engineer or

manufacturer with which the PMC Agency is found associated or affiliated for the

provision of goods or services in any capacity for this project including bidding for

any part of the project except as the client may otherwise agree.

3.22 Independent contractor

3.22.1 Nothing contained herein shall be construed as establishing or creating between

the client and PMC Agency the relationship of master and servant or principal

and agent. It be understood that the position of PMC Agency and of anyone else

performing the service is that of an independent contractor.

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3.23 Proprietary right of the client equipment

3.23.1 Equipment supplied by the client during the project shall always remain the

property of the client and shall be returned by the PMC Agency in accordance

with procedures to be determined by the client.

3.23.2 Equipment purchased by the client or by the PMC Agency for the client for the

purposes of the project shall be property of the client.

3.24 Proprietary Right of the client in report and records

3.24.1 All reports and relevant data such as maps, diagrams, plans, statistics and

supporting records or materials complied or prepared in the course of the service

shall be confidential and shall be absolute property of the client. The PMC

Agency agrees to deliver all these materials to the client upon completion of this

contract. The PMC Agency may retain a copy of such data but shall not use the

same for purposes unrelated to this contract without prior written approval of the

3.25.1 The PMC Agency shall take out and maintain adequate professional liability

insurance as well as adequate insurance purchased by the PMC Agency for

providing service to the client for performance of this contract.

3.25.2 The client undertakes no responsibility in respect of any life, health,

accident, travel, and other insurance which may be necessary or desirable

for the personal of PMC

3.25.3 Agency or any person (staff / associate / specialist) authorized by the client to

work on the assignment the PMC agency for the purpose of the service nor for

any members of any family of any such persons.

3.26.1 All reports and recommendations and general correspondence from the PMC

agency to the client and all tender documents prepared by the PMC under this

contract shall be in the English/Gujarati language as desired by client.

3.27 Notice of delay

3.27.1 If PMC agency foresee any delay in obtaining the required service or facilities for

the discharge of the service, the PMC agency shall promptly notify client of such

delay and may request an appropriate extension of time for completion of the

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3.28 Contractual Ethics

3.28.1 No fees, gratuities, rebates, gifts, commissions, or other payments, other than

those shown in the proposal, or the contract be given or received in connection

with the selection process or the contract execution.

3.29 Establishment

3.29.1 PMC agency must establish office in Ahmedabad/Gandhinagar in Gujarat with

Computer, Telephone, and Internet facilities within a period of one month from

signing the agreement of contract and should give details to GUDA.

3.30 Work allotment

3.30.1 Allotment of PMC work will be solely the right of GUDA.

3.31 Staff deploy on PMC work by Agency

3.31.1 In case when the first project is allotted to the empanelled agency, the agency

must depute the same personnel as proposed in the bid as part of qualifying

3.31.2 In the event, when an additional project is assigned to the same agency while

the first project is still in progress, the PMC agency shall propose a list of

additional staff of requisite qualification and experience as per tender document.

3.31.3 The staff proposed for the additional work will be interviewed and verified by the

GUDA and only upon securing approval for the personnel, his/her deployment at

the site shall be permitted.

3.31.4 In case the staff (any/all) proposed by the agency is rejected by GUDA, the PMC

agency must propose other staff of requisite qualification and experience within

the stipulated time provided by the Engineer – in – Charge.

3.31.5 In case the agency fails to provide additional staff within the stipulated time

frame, the engineers – in – charge reserves the right to allot the work to other

empanelled agency.

 Compulsory Requirements of Staff for PMC Team

Sr. Description Nos. Frequency of Task Assigned

No. visits per site

1 Team 4 Visits per Guidance to Senior Civil Engineer, Jr

Leader(M.E/ 1 month engineer Liaoning with client,

M.Tech Water consultant and relevant consultants

Resource Engi) and attending progress review

Senior Overall responsibility to check All the

Engineer Agriculture related Work and assure

(M.E/M.Tec Require when the quality of whole work must be

2 h Agriculture carried out as per tender/codal

Environmen work in provision.

tal Eng../ progress

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3 Senior 1 Per Full time Overall responsibility to check All the

Engineer Site Work and assure the quality of whole

(BE/B.Tech work must be carried out as per

Civil, tender/codal provision.

4 Senior 1 per Full Time Overall responsibility to check All the

Engineer site Work and assure the quality of whole

(BE Civil) work must be carried out as per

tender/codal provision

5 Junior 1 per Full Time Assistance of Senior Engineer. Day

Engineer site to day supervision and record of

(BE Civil) materials received and consumed to

carryout cube test and other material

testing at site. Record all the

measurements of each work and

maintain all the registers day to day.

6 Mechanical 1 per When Required Assistance/Guidance to AE / JE and

Engineer site ensure all the Mechanical

(BE/DIPLOMA component at site must be as per

Mechanical) design tender dwg & Govt Codal

7 Safety 1 Per 4 Visits per Ensure all safety measures at site

Engineer Site month must be as per govt. Rules &

(BE in safety) Regulation.

8 Electrical 1 Per Require when Check and ensure all electrical work

Engineer Site electrical work as per tender specification,

(BE/Diploma in progress govt.guidlines & Codal Provision.

 Compulsory Requirements of Staff for PMC Team (In DLP Period+O&M Period)

Sr. Description Nos. Frequency Task Assigned

No. of visits per

1 Senior Civil 1 1 Visits per Overall responsibility to check and

Engineer month confirm the quality of whole work

including overall control of site &

Ensure all the Component must be

2 Asst. / Junior 1 2 Visits per Overall checking of site & if any

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Engineer month defects found inform to agency and

immediately action for its repairing.&

Check any unauthorised

construction & Ensure all the

Component must be functioning

3 Structure 1 When Overall checking of all structure &

Engineer Required checking all structure member as

4 Electrical 1 2 Visits per Checking all electrical components

Engineer month & Ensure all electric component

must be functioning.

1. Consultant shall have to engage the required staff to the satisfaction of Engineer-in-

charge within 7 days from the date of work order issue. If the consultant fails to

deploy the required staff within stipulated time, Gandhinagar Urban Development

Authority may deduct the amount as a penalty while making the payment for the staff

not deployed/service not provided.

2. The decision of the competent authority regarding the penalty shall be final and

binding to the consultant. The project Management Consultant shall have to engage

supervisory staff beyond routing working hours in shift or to deploy additional

supervisory staff if the progress of the work wants so. The consultant should clearly

note that no work shall be unattended or the progress of the work shall be suffered

due to lack of supervisory staff. Furthermore, it is to be noted that no additional

payment shall be made in such cases.

3. As per the opinion of Engineer in charge, If no. of staff (as mentioned in table &

clause 3.31 ) to be deployed at site is less and/or found absent at site than

Rs.1000.00 per day/Person or 0.5 % of Put to Tender Amount or Work Order

amount whichever is high shall be deducted from the amount to be payable to

the consultant. and more than three times it is repeated, Guda reserve right to

terminate this contract without any notice given to agency. No Excuse will be

accepted about it.

3.32 Liquidated Damages

3.32.1 If PMC does not carry out the inspection work in time as demanded by Engineer

in charge of GUDA or delay or left out the site, GUDA shall levy the liquidated

damages at the rate of 0.1 percent of consultancy cost for work per day limited to

10 percent of consultancy cost for the particular work and GUDA shall take the

action to blacklist or withdrawal of all the work from PMC agency.

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4 TERMS OF REFERENCE FOR PMC

4.1.1 Gandhinagar Urban Development Authority was created on 12-3-96 by Govt. of

Gujarat. Draft Development Plan of GUDA and General Development

Construction Regulations for GUDA were sanctioned by GOG on 16-2-2004 and

came in to force from the same day. The prime objective of the GUDA's

formation was to carry out the sustained planned development of the area failing

outside the periphery of Gandhinagar Notified Area. With a view to ensure well

planned development of Gandhinagar capital city and 25 villages admeasuring

area of 388 sq. km. As a result of this mandate given, GUDA is carrying out

various housing, building, and infrastructure projects. GUDA is in process of

empanelling qualified consultants to provide project management support for

their forthcoming projects.

4.1.2 A project as a whole will be executed and monitored by GUDA. The Project

Management Consultants (PMC) shall be to support GUDA by performing

assigned tasks in all respect for execution of work as per construction tender

provisions, latest provision of various codes, and respective scheme or mission

guideline applicable at the time of execution.

4.1.3 The Project Management Consultants (PMC)) shall provide consultancy services

for supervision of construction activities, certification of the measurements of all

items of work done, maintaining all registers, inspection of materials, preparation

of the documents for the submission for all required testing and follow up work

for getting the results for works with in time limit.

4.1.4 The PMC appointed by the GUDA shall be responsible for day-to-day work and

shall remain in close contact with GUDA.

4.1.5 The basic agreements that govern for the work of the Consultant are:

I. The Construction work agreement between the GUDA and the respective

II. The PMC agreement between the GUDA and the PMC

4.1.6 The PMC shall act as an extended arm of the GUDA in the technical and

contractual issues connected with the implementation of the project. The two

agreements are deemed to be a part of this TOR, in so far as the duties and

obligations of the PMC are concerned, and the PMC shall acquaint himself to the

spirit of the agreements.

4.1.7 The duties and responsibilities of the PMC flow from the above two agreements

between the parties, but the primary agreement governing the PMC shall be the

Construction agreement.

To provide project management service through appointment of qualified

manpower as per requirement of GUDA.

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4.3 Scope of work

4.3.1 The scope of work will be mainly as under:

4.3.2 Deployment of qualified manpower as per the requirements.

4.3.3 Perform project management functions for GUDA projects through the deployed

4.3.4 There will be wide range of projects that are covered as under:

a) Garden Development

b) Lake Development

c) Landscaping Related Work

d) Beautification Related Work

e) Entrance gates & canopies

f) Community Centre / Town hall/ Auditorium

g) Maintenance & Repairs and Addition & Alteration to existing Building

h) Road Development OR Beautification Work

j) Convention Centre / Exhibition Centre / Art gallery

k) Pay and use toilet

l) Other project related to subjects

The above list of projects is indicative and the projects will be added or deleted

according to the nature decided by GUDA.

4.3.5 For each individual work/group of works by GUDA, the PMC will be given order

with reference to particular cost category with requirement of manpower.

4.4 Governing Conditions

Services provided by the consultants will be subject to following governing

4.4.1 Deployment of Staff

I. Upon receipt of work order given by the EE-GUDA, PMC has to study all the

architectural drawings, structural drawings, and the tender between GUDA and

the contractor and shall coordinate with the contractor and procure contractor’s

construction schedule and propose the staff deployment schedule to GUDA in

alignment with the contractor work schedule. The agency shall deploy the

manpower as per the schedule approved by the Executive Engineer, GUDA.

II. The agency upon award of the first assignment by GUDA, shall deploy the

specific manpower as proposed in the RFP. In case of a subsequent award of

work while the scope for first work is in progress, the agency shall propose

manpower of equivalent or exceeding qualification and experience. All

manpower proposed to be deployed by the agency will be vetted by GUDA by

resume, qualification and experience documents and interview.

III. Any technical staff other than approved list will not be allowed and any payment

will not be proposed for other staff if deployed on site without prior approval from

EE.. The deduction Rs.1000.00 per day/Person or 0.5 % of Put to Tender

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Amount or Work Order amount whichever is high , if not deployed the staff

on work as per list given along with work-order.

IV. PMC has to issue photo I-card to all the approved staff along with their place of

posting. Team leader has to maintain the presence register of their staff on site

of work and GUDA field engineers will verify the same on daily basis.

V. In case of any dispute in manpower deployment, the report of the Deputy

Executive Engineer / Assistant Engineer / AAE deputed at site and Executive

Engineer will be final and binding to the PMC.

VI. All the PMC engineers have to reach on the site latest at the time of starting the

work and remain present till close of work / activity in the evening.

VII. PMC has to arrange their own vehicle for their staff and shall also arrange

computers, printers, measure taps, calculators etc. all required to perform the

scope appropriately. No extra payment will be made to PMC for these facilities.

VIII. Executive Engineer will inform PMC for nos. of required staff to be deployed on

site. Depending upon works requirement, EE can ask for deployment of

more/less manpower in particular category, PMC shall provide the same at the

agreed category rate within 15 days.

IX. If GUDA issues notice to PMC about closure of work due to any reason, the

PMC has to rearrange the staff and stop sending staff. The presence of technical

staff will be considered only as per instructions of Engineer in charge and/or

Deputy Executive Engineer and payment will be proposed accordingly based on

attendance of the required staff.

X. PMC staff must remain present if the site work is going on by the contractor at

night/ holiday or festival holiday.

XI. Presence for the employed engineers at site by the consultant will be verified by

GUDA officers at any time.

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4.4.2 Project Management Tasks to be Performed by PMC

I. Team leader has to submit the activity/ duty performed by each PMC staff on

II. The contract is for an important public infrastructure and facilities; the Client

binds the contractor on performance. It shall be the responsibility of PMC to see

that the overall performance of the project is as per design and technicality of

tender requirements. PMC shall ensure that a complete internal record of the

work is available.

III. All activities before starting the work like levelling OGL / ground, line out of

work, preparation of level books, L-sections as per FRL finalized by GUDA

and as directed by GUDA for the said work.

IV. The PMC shall, inspect the project site daily in order to determine the progress.

The PMC shall monitor the progress of surveys, review the construction drawing

submitted by the contractor / GUDA and shall review the contractor's

proposal in broad terms of Technical Requirements.

V. PMC has to finalize the quality assurance plan for a project covering tests as per

norms for each material to be used in the work and for tender items of work (like

concrete cubes, earth work, Bricks, Paver Blocks, Kerb blocks, Other Flooring

Materials/stones/blocks, WMM work, Type Test/ Routine Test / Factory

Acceptance Test (FAT) / Site Acceptance Test (SAT) for Electro –Mechanical

Items, sampling or etc. as per IEC, IEEE, IS, BIS or other worldwide excepted

standards based on tendered quantity of each item before starting the execution

VI. Monitoring all testing of material as well as work done at each stage as per

standard norms and to certify the results and to suggest any change if found

required in the interest of work with the technical justification.

VII. Facility for material testing at site will be provided by work contractor and PMC

shall check calibration certificates of all equipment and ascertain their validity. If

the calibration of any equipment is not found in order, the PMC shall have to get

it calibrated through the Contractor or get it replaced. No work shall commence

until the calibration of all the equipment is accepted by PMC.

VIII. PMC has to Inspect of Material brought on site as well as at manufacturer’s

location and testing of all materials as per standard norms during construction

period and maintain the prescribed testing registers of GUDA as well as all

testing records received from GERI and NABL approved Laboratories.

IX. PMC shall witness all field tests as per norms in field laboratory / site of work

during progress of work and maintain all records of each result and to submit

monthly statement of all tests carried out and results received with their remarks.

X. PMC has to define testing method, sampling, and validity criteria as per tender

conditions and relevant codes in quality assurance plan.

XI. PMC shall ensure that all the reports of the tests carried out at outside laboratory

are collected in stipulated time and records are maintained.

XII. PMC has to ensure that all the Safety is taken care in ongoing works at site. if

any lapes of safety found actions will taken against PMC.

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XIII. PMC has to submit daily and monthly report along with certificate of work in

prescribed proforma for work done as per tender specifications and carrying out

of required tests as per norms. Various photographs and progress chart of the

work for different items of the work are also to be enclosed with the monthly

report by PMC. This certificate shall be submitted by PMC up to 5th date every

month, otherwise necessary action will be taken by GUDA for penalty/deduction

up to 10% of monthly payment of PMC.

XIV. PMC shall ensure setting up of field laboratories with respect to tender

XV. PMC shall supervise work during progress of each and every construction

activity for all items of work. PMC has to study schedule B and detailed

specification of each tender item and to supervise the work accordingly.

XVI. At each stage of work, Request for Inspection (RFI) issued by the work agency

must be signed by PMC after proper inspection and verification of executed

stage of work for allowing agency to execute next stage / layer of work.

XVII. During supervision work, PMC has to maintain GUDA’s prescribed cement

register, cube register, level register, asphalt registers, measurement register

and other registers that GUDA suggests for all items with date of execution.

XVIII. If any rectification / corrections are required during the progress of work, PMC

shall inform GUDA site Engineers and the work agency also. Such type of

instructions and rectifications should be maintained in register properly and

signed by PMC, work agency and GUDA engineers. If any discrepancy arise /

non-attendance by Contractor, the matter to be handled by GUDA authorities

and decision of the DEE /EE shall be final.

XIX. PMC shall maintain library of relevant BIS and other codes/MoRTH/

CPHEEO/CBIP manuals, HIS Standards, relevant books having latest edition on

site office for ready reference till completion of the work.

XX. PMC has to make photographic documentation of the work on day to day basis

and to prepare power point presentation (PPT) for meetings and submit soft and

hard copies to the DEE/EE at least two days prior to the meeting.

XXI. Any changes in the drawing shall be marked, and on completion of project as

built drawings are to be generated by designer and contractor. PMC shall

coordinate this to ensure submission of work completion drawing/as built

drawings in soft copy & TWO sets duly certified and signed in hard copy.

XXII. Supervision of work during the Defect liability period and free maintenance

guarantee period. PMC has to monitor the work at every months after completion

and give report regarding any damage, if found, so that work agency may be

informed accordingly for rectification if required. If any defect found during defect

liability and free maintenance guarantee period and work agency has to rectify in

presence of PMC. PMC has to suggest the methodology for repair work and also

to supervise the repair work and to give certificate after satisfactory completion of

XXIII. No extra payment will be made to PMC for monitoring / supervision of damage /

repair work up to the completion of free maintenance guarantee period. This

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work is included in the quoted / approved rates of PMC agency for monthly rate

of technical staff. If the PMC will not perform the duty properly as stated above

during defect liability period and free maintenance guarantee period, the penalty

/ recovery will be made from performance security of PMC, as decided by the

Engineer in charge.

XXIV. The representative of PMC shall, during the construction period, be available on

regular basis at the project site in order to supervise, inspect, monitor and certify

the works, and shall see that the technical requirements and the performance

standards stipulated for the works are fully taken care of as per tender

XXV. The PMC shall also monitor the progress of setting out and review the

construction drawings and as-built-drawings submitted by the contractor. The

PMC shall also perform checking of measurements, adherence to project

programmes, and reporting.

XXVI. The PMC shall report to the Client at very frequent intervals, on a daily, weekly,

and monthly basis, such details as are mutually agreed between the Client and

XXVII. Apart from period reports, the PMC shall intimate the Client in writing of any

deviations from the Technical Requirements and Performance Standards.

XXVIII. The PMC shall ensure that his inspections do not impede the design / execution.

XXIX. During inspection of materials, the samples are to be collected as prescribed

under IS/Contract specifications. PMC shall guide regarding the handling of

materials, storage guidelines and other such factors which if ignored can affect

the quality of materials.

XXX. PMC agency shall report directly to GUDA and should avoid direct control over

contractor as far as possible. GUDA shall hold sole power for instructions to

XXXI. PMC shall be liable to carry out the execution according to tender specifications.

XXXII. PMC has to ensure that contractor submits a realistic bar-chart considering

project milestones and project durations. The PMC shall carry out tracking of

progress against the bar-chart.

XXXIII. Full time supervision of All construction works / activities for the project

XXXIV. On-site design co-ordination and issue of drawings / clarifications

XXXV. Organize approval to contractors drawings, product data sheets, samples

XXXVI. Refinement of works breakdown structure

XXXVII. Monitoring the progress of work with the Master construction schedule

XXXVIII. Prior flagging of anticipated bottlenecks and analysis of its reasons

XXXIX. Day to day correspondences including contractual issues

XL. Change order management for design changes and extra items

XLI. Prepare QA/QC plan and Method Statement

XLII. Quality assurance and control to ensure conformance to drawings and

specifications.

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Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

XLIII. Establish EHS plan (Environment, Health and Safety)

XLIV. Issue GFC drawings to respective contractors and keep updated record issued.

XLV. Scrutinize and check working drawings received from Architects /designer

XLVI. Organize Progress review meetings on weekly basis.

XLVII. Collect, review and maintain all the records of contractors’ daily progress reports.

XLVIII. Advice about probable date of Substantial Completion

XLIX. Preparing & addressing the schedule of defects / punch lists

L. Provide assistance in Testing and commissioning of the facility

LI. Collection and integration of various O and M manuals, commissioning & test

LII. Reconciliation and Certification of Final bills of contractors, suppliers, vendors

and consultants

LIII. Preparation of project close-out report including learning

LIV. Collate and verify all As-built drawings

LV. Addressing any queries during defects liability period

LVI. Co-ordination with the Contractors to rectify the defects during the defects

liability period,

4.4.3 Review / Approval of the documents by PMC

I. Study of all architectural drawings, structural drawing and contract documents for

civil, electro-mechanical, instrumentation, automation works.

II. Inspection test plan prepared by the contractor for civil, electro-mechanical,

instrumentation, automation works.

III. Material test certificates for cement, reinforcement, asphalt and other materials

incl. civil, electro-mechanical, instrumentation, automation works.

IV. Certificate for selection of quarry site.

V. Checking certification ofall test reports (laboratory as well as field) for the

materials such as cement, mortar, cubes, asphalt and electro-mechanical,

instrumentation, automation works.

VI. PMC agency shall witness and certify each test as per prescribed norms of

relevant code and standards in the factory, when the call for Inspection is

received from supplier/ manufacturer/Contractor of work.

VII. If materials received at store or site of work are found to be of inferior quality or

are found doubtful then as per the report of PMC, all the materials shall have to

be replaced by the manufacturer / supplier / contractor.

4.4.4 Specific Requirements for Road works

I. While asphalt work is in progress, PMC staff has to reach on site before start of

the plant in early morning and to remain present till completion of final rolling of

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II. PMC has to arrange additional technical staff one for plant site and one for paver

site having knowledge of asphalt work and its tests, in addition to regular staff, as

per directives of EE and / or DEE / AE / AAE.

4.4.5 Specific scope for electro-mechanical works

The scope of work includes but not limited pumping machinery, streetlights,

building electrification, escalators, elevators, external and internal power supply,

transformer related works, fire fighting, instrumentation & SCADA work and other

automation works.

I. To prepare bar chart, proposed execution work chart, deciding quantity of

execution as per site survey / requirement in consultation with EE / DEE.

II. The items listed in scope of works are major items covered under the SITC of

electro-mechanical. The miscellaneous and any other items required for the

successful implementation of the project shall also form the part of scope of work

under this consultancy.

III. To scrutinize electro-mechanical, SCADA/PLC philosophy, fire-fighting drawings

and also scrutinize /prepare QAP (quality assurance plan), data sheets, material

test report for major/ bulk items bough out items, Inspection Test Plan (ITP) /

Factory Acceptance Test (FAT) /Site Acceptance Test (SAT)/ sampling plan as

per latest IEC, IEEE, IS, BIS, HIS or other relevant standards based on tendered

item quantity of each item before starting the execution of work submitted by the

contractor/OEM.

IV. To ensure test set-up laboratory for internal/ external test at Factory premises /

On-site as per Relevant Standards / Manuals.

V. To ensure supply,installation, testing & commissioning of electro-mechanical,

instrumentation, automation items as per relevant standards/ manuals/ approved

QAP/ITP and submit final as-built drawings/ documents through OEM, design

consultants and contractors.

VI. Site survey for deciding quantity of execution as per site requirement shall be

done within 7 days of receiving work order/acceptance order of PMC.

VII. Approval of Bar Chart, Layout, QAP, technical datasheet, drawing shall be done

within 3-5 days after submitted by GUDA/Agency. And If any query in Bar Chart,

Layout, QAP, technical datasheet, drawing shall be done within 3-5 days after

submitted by GUDA/Agency, submit it within 24 to 48 hrs. If no response is given

by you in context to the Bar Chart, Layout, QAP, technical datasheet, drawing

submitted, it will be treated as your consent for the same. Follow-up of Agency

within 7 days, if any query raised by PMC for Re- submission to agency.

VIII. Arrange factory inspection of material /item within 7 days after a call for

inspection received from Agency/GUDA

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4.5 Responsibility of failure

4.5.1 Materials tested at factory fails at site and if authentication of materials is proved

that these are tested by PMC, the responsibility of failure lie with PMC agency.

GUDA will take the actions such as (i) for termination of the PMC contract, (ii) for

penalizing the PMC agency up to 10% of fees payable to PMC agency, (iii)

blacklisting the PMC agency from the department for a period up to three years

or/and by other means as deemed fit to GUDA.

4.6 Payment terms to PMC agency:

4.6.1 PMC agency shall raise their monthly bills of manpower to GUDA as per

approved format. (As Per Payment Schedule attached here with & Must be

attached all require site register Photocopy with bill with PMC & Agency

4.6.2 The bill must be prepared on % basis as per progress of work.

4.6.3 PMC shall have performed their duty satisfactorily as per their scope of work as

detailed above till end of earlier month, timely submission of monthly report

including certificate in prescribed performs between date 1st to 5th of every

month along with all the testing results up to last month’s work duly certified by

4.6.4 PMC shall ascertain that the tests are carried out as per tender requirement and

such statement be attached with monthly report.

4.6.5 Penalty will be levied for absence of the staff against approved requirement and

as directed by GUDA. Penalty will be levied also for non-performance of the

4.6.6 Price Escalation: The rates quoted and approved by GUDA for empanelment in

various work and cost categories are for the three year. No Increase any rate

quoted by bidder in these three year.

Interim payment will be made by GUDA every month if possible as per

availability of fund and as per break up given in the schedule of payment.

1. Prices shall be quoted online in schedule prescribed by GUDA and shall be

entered in figures carefully which will be considered for Price Evaluation & same

shall form part & partial of the contract agreement. No any request regarding any

type of mistake in rates quoted shall be considered.

Contract, the Specifications and other sections of these bid documents and

these documents are to be taken as mutually explanatory of one another.

3. Prices quoted by the consultant shall be firm for the entire period of Contract

without any escalation.

4. GUDA will distribute the work among more than one consultant at the same

rates, terms & conditions as deemed fit.

5. The consultant should acquaint himself with the site conditions including the

access to worksite. The successful bidder shall have to make suitable access to

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worksites at his own cost. These accesses will be used by the other contractors

working for the same project.

6. If any delay in work progress/completion due to any non-reasonable

reason , Guda reserve to right penalty to PMC. Amount is proposition to

delay days & will be finalised by Guda.

To supervise the work on day-to-day basis, consultant has to deploy resident supervisory

staff till completion & commissioning of the project

Payment Schedule for PMC Services

The breakup of Payment to PMC shall be as under:

1. Pre tendering activities (If Require) & Construction supervision and allied 80 %

2. Commissioning & trial running. 10 %

3. Defect liability and O&M period 10%

Schedule of payment

(1) Pre Tendering Activity (If Require) Construction, Supervision and allied works

work: 80 % of quoted price proportionate to percentage of cost of work

carried out. (Break up of Activity): .(Break up of Activity)

Percentage to be released for pre-

Sr. No. Particulars

1 Checking & approval to the DTPs & 40 %

conceptual designs prepared by the client or

any other agency on behalf of client

2 Preparing the tender notice, managing pre 60 %

bid conferences, technical & financial

evaluation of tender after receipt of the bids

and recommendation for approval

Percentage to be released for

Sr. No. Particulars

construction & supervision activity

1. As per Running Bill amount of 100 %

actual work executed (After

days of Payment to Contractor )

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 The payment shall be based upon percentage of PMC contract with respect to

work contract for each activity and percentage of work carried out by work

contract, work inspected, inspection certificate released and bill of work contract

 The proposal of statutory permission e.g. Railway, Forest, Road crossing shall

be prepared by PMC. Necessary letters shall be issued by Executive Engineer

(2). After handover of Project with all respect (including Commissioning & trial

running & other necessary requirement ) : 10 % of Quoted price (Break up of Activity)

Sr. No. Particulars Percentage to be released

1 On commissioning, Trial run & clearing and 100%

tiding of sites by the contractor to complete

& carry out all works required to finalize the

construction contract administratively. of the

project in all respect

(3). Defect liability and O & M period: 10 % of Quoted price (Break up of Activity)

Percentage to be released

Sr. No. Particulars (Example 03 Years Of DLP &

1 During defect liability Or operation & 30%

maintenance period (1st Years )

2 During defect liability Or operation & 30%

maintenance period (2nd Years )

3 During defect liability Or operation & 40%

maintenance period (3rd Years )

Note : If Monthly report not given by PMC to Guda in DLP/O & M period, Guda will not

pay to PMC (3). Defect liability and O & M period: 10 % of Quoted price to PMC.(

Defect liability and O & M period Is Varried in Each Project So Accordingly DLP &

O&M Period Payment Of Stage – 3 Will be Payable to PMC.

4.7 Report submissions

Project management consultant shall submit reports soft and hard copies of the

reports as under:

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4.7.1 Daily, Weekly and monthly progress reports

4.7.2 Monthly Progress Report

4.7.3 PMC staff attendance report

4.7.4 Planned versus actual physical progress

4.7.5 Financial progress

4.7.6 Details of testing done

4.7.7 Highlight problems in progress of work

4.7.8 Highlight quality issues

4.7.9 Payment certified

4.7.10 Change in scope and extra items

4.7.11 Recommendations

4.7.12 Final certified bill on completion of the project

4.7.13 Certified as-built drawings

4.7.14 Requisite photographic documentation for various stages of the work and

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

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5 STANDARD FORMS

Form – 1: Bidder’s general information (Common for all cost categories)

Category For Apply :……………………………. ( Must be filled )

Sr. Particulars Details

1.1. Name of the Firm :

1.2. Registered address of the firm :

1.3. Communication address of the firm :

1.4. Communication address of the firm :

branch office (if any)

1.5 Firm Telephone No. :

1.6 Firm email address :

2.1 Name of the person authorized to bid :

/ sign the bid on behalf of firm

2.2 Mobile no. of the authorized person :

2.3 Email address of the authorized :

3a Proprietorship :

3b Partnership :

3c LLP / Private Limited :

3d Public Limited :

4. Year of establishment :

5.2. GST registration No. :

5.3. EPF registration No. :

5.4. ESI registration No. :

6 Category For Apllied :

7 Firm registration with the other :

departments and certificates

8 Acceptance of the terms and : Yes / No

conditions of the tender

It is certified that the above information is true to the best of my knowledge and belief.If any

information furnished above found incorrect or false in that case, I(Bidder )shall be liable for

penal action as decided by GUDA.

Note: The bidder shall provide all necessary documents self-attested in support of the

information provided above.

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5.1 Form – 2: Statement showing year-wise consultancy fee receipt

(Common for all cost categories)

Total consultancy Charges

received (Rs.) (Consider

Sr. No. Financial Year Total Turn Over (Rs)

Only all Project

Consultancy Fees)

Note: The bidder shall provide CA certified copy of turnover certificate specifically

mentioning income from consultant receipt only along with the audit reports for the

respective years in support of the information provided above.

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake Development, Garden, Landscape and Beautification Projects in GUDA

5.2 Form – 3: Statement of work experience of the firm (During Last five Years i.e., 2020-21 to Last date of Bid Submission)

(To be submitted separately for all cost categories & Years Wise)

Details Of Project Was

Cost of Consultancy

Owner or Plinth No of assignment

Sr. Project Fee Date of Date of

Name of Project sponsoring Area Stories Details satisfactorily

No. (Rs. In received Staring Completion

authority of Completed

Lakh) (Rs. In Lakh)

Project and remarks

Note : Form 3A must be attached for work mention in above Table. Form 3A Consider for Govt sector/semi govt sector like

mahanagar palika ,nagarpalika, authority etc . if Work mention in Above Table and Form 3A not attached it will be consider.

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

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5.3 Form – 4: Approach and methodology to be adopted for the assignment

a. A short note on the line of approach and methodology outlining various steps for

performing the PMC scope as per tender document.

b. Comments on TOR

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

5.4 Form – 5: Team Composition

(To be submitted separately for cost categories)

The bidder must submit a detailed profile / CV in the format prescribed at “5.6” of

the firm’s personnel as enlisted below:

5.4.1 Profile of the firm’s owner / anyone partner / director

5.4.2 Profile of All the staff as required for respective categories as elaborated in 2.4.9

Statement showing the key staff to be deployed for the projects

Year Name of the Name of Academic Experience Remarks

post staff Qualification Field Years

C.V. of all the

Note: The experience of the key personnel will be in the relevant field.

Client Authorized person of consultant

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

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5.5 Form – 5a: Format for CV / Resume for bidder’s personnel

2. Profession / Present Designation:

3. Years with firm / Organization:

4. Area of Specialization:

5. Proposed position of team:

6. Key qualification:

(Under this heading, give outline of staff member’s experience and training most

pertinent toassigned work on proposed team. Describe degree of responsibility held by

staff member on relevant previous assignment and give dates and locations. Use up to

(Under this heading, summarize college / University and other specialized education of

staff member, giving names of schools / colleges etc. date attended, and degrees

obtained. Use up to a quarter page)

8. Employment Record:

(Under this heading, list of all positions held by staff members since graduation, giving

dates, names of employing organization, title of positions held and location of

assignments. For experience also give types of activities performed and client

references, where appropriate. Use up to three quarters of a page)

(Indicate proficiency in speaking, reading and writing of each language by “excellent”,

“good”or “poor”)

Signature of Staff Member Date:

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification Projects in GUDA Area (2026-27)

5.6 Form – 6: Litigation / Arbitration History

Year Client Award for work Name of

client/cause of

litigation and matter

Note: Self certificate if there is no arbitration/litigation history than certify as a NIL.If any

such history may be found from any other source than PMC agency shall be

debarred from participating in any of the tender of GUDA and block contract for the

period of Contract validity & three years thereafter or any decision taken by Client

shall be bind to Agency.

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

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6 Declarations and Affidavits

(To be submitted on non-judicial stamp paper of Rs. 300.00, duly signed and

authenticated by authorized notary public)

6.1 Declaration

I. I/we agree that the decision of the Gandhinagar Urban Development Authority

inempanelment/selection of PMC will be final and binding to me/us.

II. All the information and data furnished here with are correct to my/our best of

III. I/we agree that we have no objection if inquiries are made about our works, its

related areas and any other inquiry regarding all details, projects and works

listed by us in the post qualification documents at any stage

IV. I/we undersigned on behalf of our firm

M/s…………………………………………. Here by give undertaking that I/we

am/are jointly and solely responsible to meet the liabilities over and above the

business of the firm/agency and make good the above financial loss sustained

by theclientasaresultofmy/ourabandoningtheworkentrustedtome/us/thisfirm.

6.2 Affidavit -

I. I/we undersigned ,do here by certify that all the statements made in the required

attachments are true and correct.

II. The under signed also hereby certifies that neither our firm/agency

M/s…………………………………nor any of its constitute partners have

abandoned any work or any contract awarded to us or any work has been

rescinded, during last Three years upto the date of this application.

III. The undersigned hereby authorized(s) and request(s)any bank, person, firm, or

Authority to furnish pertinent information deemed necessary and request by the

Departmenttoverifythisstatementorregardingmy(our)competenceandgeneralreput

IV. The under signed understand sand agrees that,If further qualifying information

may be requested, from the client, the same will be furnished.

6.3 Affidavit –

(To be submitted at the time of receipt of work order from GUDA)

I{----------------------}here by give binding that to the best of my knowledge, belief

and professional opinion, all the components of the tender are in accordance

with the specification and standard of the tender also attest that to the best of my

knowledge, belief, and professional practice the approved PMC carry out the

inspections which are stipulated to be performed by the relevant Staff or the work

assigned to him/her have been performed in accordance with specification of

tender or as per the instruction of client/authority. If any violation in the duties or

failure or damage of any part or full by inaccuracy or carelessness of my self or

by the concern staff may lead to judicial action against me. I also under take that

the damages may be recoverable from me.

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EMPANELMENT OF PROJECT MANAGEMENT CONSULTING AGENCIES (PMC) FOR Lake

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7.1 General Notes

I. The rates to be quoted % basis of (Project Cost Varies From 5.00 CR TO

CR ) and with reference to quoted rate by bidder PMC fees will be payable with

respect to Estimated Project cost or Sanctioned Tender Cost or work done

cost whichever is less.

II. The rates quoted shall be completely in alignment to perform the scope as per

TOR and should be inclusive of all as per the tender document.

III. The rates quoted are inclusive of all taxes except GST. GST shall be paid as per

prevailing government norms, if applicable.

IV. PMC Fees Will Be Calculate With Reference to Estimated Project cost or

Sanctioned Tender Cost or work done cost whichever is less.

JOB DESCRIPTION TO BE QUOTED IN % OF PROJECT

EMPANELMENT OF PROJECT MANAGEMENT % in figure % in Word

CONSULTING AGENCIES (PMC) FOR Lake

Development, Garden, Landscape and Beautification

Projects in GUDA Area (2025-26)

FOR PROJECT COST 5.00 Crore TO 15.00 CRORE

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