Following process shall be adopted for appointment of consultants for feasibility and the LDC (Rule 6.10)
Rule 6.10 Process for Appointment of Feasibility & LDC Consultants
- The CDD department shall prepare the templates of scope document for consultants’ appointment for various direct tasks, such as soil tests etc. and the LDC.
- Once approved, the same shall be formalised as standard scope for all the future use. CDD shall upload this in the data repository of the ERP. The scope document can be modified periodically to incorporate the lessons learnt from the past projects.
- The CDD department shall shortlist the consultants' list to be engaged for various direct tasks under the Development Plan and the LDCs. Towards this, the CDD department shall use an evaluation matrix, and weightage system and the evaluated data along with the list of consultants meeting the criteria shall be made available in the data repository of the ERP.
- One of the critical criteria for evaluation of LDC should be the past experience in BIM and the capacity to execute BIM for all the packages
- The consultant's appointment shall be by way of requisition of services by the CDD along with shortlisted consultant name, the timeline of various milestones of delivery and scope shared to the Pre-contract team. As of now, this process is manual and not in ERP.
- Once the requisition of service is received, the Pre-contract team shall float the Tender along with draft contract document, scope, timeline and seek the price proposal.
- Towards this, standard template of contract document shall be made by the Commercial Team and provided as part of the data repository of ERP
- Floating of Tender can be to a specific consultant or multiple short-listed consultants, as per the decision of CDD.
- On receipt of the priced Bid, CDD shall take the lead in negotiations, and the pre-contract shall assist the CDD in closing the negotiations.
- Award of Contract shall be by way of issue of LOA followed by the execution of Contract by Pre-Contract Team.
- The Contract shall be signed by the Director (Procurement) and countersigned by the head of CDD.
- Other than third party review consultant’s, all Consultants would be under LDC.
Following best practices shall be adopted for appointment of consultants for feasibility and the LDC (Rule 6.11)
Rule 6.11 Practice for Appointment of Feasibility & LDC Consultants
- As a matter of good practice, in case of LDC, a reasonable amount should be attributed to RFI's closure during the construction stage. This shall be jointly decided by the PMO and CDD Department. There shall be provision for penalties for errors, excessive RFIs and not meeting timelines.
- Similarly, there shall be provision to pay consultants for change in design and extra payment for rework caused by Phoenix.
- One of the critical terms shall be to include the nomination of LDC representative at the site for quicker resolution of RFIs.
- Intermittent progress reports/ trackers, design register (Log of drawings, BOQ, specification, with revision release dates) to be issued by the LDC in line with stage closure of the Development Plan along with monthly reports on change management, and declaration on deviation from baseline brief.
- Constraint logs to be issued by LDC tracking deliverables and notifying Phoenix of any potential delays, decisions, or approvals required.
- The Contract should include suitable penalty provisions for errors, major delay in the drawings and variations in BOQs to what has been committed.
- One of the consultant's deliverables shall be the package wise drawings register, which needs to be issued at the start of the design process or immediately after onboarding of the consultant. The same shall be numbered as per the ERP protocol. This will be a working document and will be continuously updated by LDC as per the drawing/document released even during construction stage (due to RFI if any) and Close-out stage with as-built list.
- Uploading of drawings in ERP shall be the responsibility of the LDC. The ERP team has facilitated the same by providing BOT applications (responsibility of the ERP team).
- Every consultant is must use the standardised BOQ templates available in the ERP for creating project specific BOQ. Any variation in the BOQ specifications or introduction of additional/new item should be identified separately to update the Master BOQ in ERP.
- The consultant should share the BOQ workings (splitting into the area of work execution) or calculation sheet at the time of issue of tender drawings & tender BOQs.
- Phoenix endeavours to use BIM in all future projects. The CDD team should take the lead in making the LDC use BIM in all future projects.
- Lessons learnt from past projects shall be available in the data repository of ERP. The CDD team's responsibility is to make the LDC aware of the lessons learnt to be incorporated into the ongoing design process.
- CDD should make sure that the concept designs & base build specifications once ready are presented to the Business Development and Facility Management Teams at appropriate stage & time and their inputs and suggestions are considered suitably.
- LDC should provide a recommended construction guide, highlighting interfaces and their concept of construction methodology as a reference within the design deliverables.
- Building user’s guide or manual-LDC should be made responsible to create a comprehensive document prior to completion of the building in PDF, on how the building is designed and works and all of the relevant information needed by the FM team to be completely aware of the building on 360-degree basis. This contains the information needed for more importantly from the operation & maintenance point of view and shall be handed over to FM team at the time of HOTO.
- The Consultants prepare critical documents of a tender package. This consists of the following documents which are highly inter-related.
(a) Tender drawings for the Work
(b) BOQ
(c) Technical specifications for the Work
(d) Material selection (preferred brands)
(e) Method statements *
Method statements should be prepared and annexed with the Technical specifications if the Work is of specialised nature or the consultants require the Contractor to adopt a particular sequence for execution. including provision of mock-ups where required. Along with the BOQ, the consultant should be insisted upon to share the calculation sheets/data sheets behind the BOQ. As part of the Development Plan, it is the responsibility of the CDD to get the above documents, do a quick check and attach the same as part of the Gateway documents. - CDD in consultation with TISS, introduce an audit system to check on quality of drawings and linked to penalties on the LDC, should the quality being below certain threshold level. This is required to make quantifiable approach for quality check. Audit should be on each stage, i.e. Concept Stage (DBRs), Schematic Stage, GFC stage and Tender Package Stage.
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