(Draft for info only)

REQUEST FOR PROPOSAL FOR QUANTITY SURVEYING SERVICES FOR

……………………………

SUBMISSION DUE ON ……………………….

PROJECT PRODUCT MIX………………………….

SCOPE OF SERVICES ON PROJECT:
_ The scope of services shall constitute cost working during design and development for the entire
project, Pre-Contract, Post Contract services of the project.
_ Beyond the above period in case if the deliverables are not met, for what so ever reason the consultant
shall continue to provide services without extra cost.
_ Employer may put the project on hold and this on-hold period will not be considered in the in the above
mentioned duration of services.

1.0 SCOPE OF SERVICES:

Responsibilities
The Quantity Surveyor shall exercise all reasonable skill, care and diligence in the discharge of the duties
agreed to be performed and insofar as any of his duties is discretionary, shall act fairly as between the
Client and the building contractor and subcontractors employed for the Project. The Quantity Surveyor
plays important role at design stage in evolving economical and suitable designs by suggesting alternative
designs/ specification solutions by using cost planning and cost control technique. He prepares details/
specification and other contract documents for builder. He will help the Client in formulating brief and
also prepares initial and final cost estimate at design stage.

2.0 BASIC SERVICES BY THE QUANTITY SURVEYOR

The scope of basic services to be provided shall be as follows:
2.1 PART A – CONCEPT DESIGN STAGE:
The basic services to be provided during this stage includes –
• Advise and assist the Client on project feasibility studies and scheduling;
• Prepare in co-ordination with the design consultant prepare Preliminary Cost Appraisals and Cost Plans
as and when required for the Project for the Client's approval based on schematic design drawings,
specifications and other information; if the proposed scheme is rejected by the Client or the Authorities,
the Quantity
Surveyor shall revise and submit revised Cost Plans. Such revision and resubmission shall not constitute
an extra service;
• As the project design develops, conduct series of cost check and value engineering workshop as and
when necessary to ensure that Client’s budget are kept within the approved limit. Prepare a preliminary
Cost Plan based on plans, specifications and information furnished by the master planner.
• Prepare the economical cost plan and budget based on client’s budget

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• Attend meeting with design consultants/ employer, when called and provide spot cost estimate and
suggest alternatives
• Provide the cost estimate of following:
I. Strom water drainage system
II. Sewerage system and STP
III. Water supply system and cost estimate for bring it from source that may be outside from the site
IV. Power supply system and cost estimate for bring it from source that may be outside from the site
V. Telecom system
VI. Road network
VII. Landscape –Softscape and Hardscape
VIII. External lighting system
IX. Leveling of land depending on the final master plan level
X. Boundary wall of the Project
XI. Development of associated infra i.e. club with retail, food court, gym and lobby finishes
XII. Others depending on the project need and required by the employer
During this stage QS Consultant may work off-site and should come to attend the meeting when required

2.2 PART B – PRE & POST CONTRACT STAGE:

PRE-CONTRACT SERVICES
2.2.1 Advise and assist the Employer, Consultants Contract procurement, project feasibility studies and
procurement scheduling;
2.2.2 Prepare Preliminary Cost Appraisals and Cost Plans as and when required for the Project for the
Employer's approval based on information provided by Employer;
2.2.3 If the proposed scheme is rejected by the Employer or the Authorities, the Quantity Surveyor shall
revise and submit revised Cost Plans. Such revision and resubmission shall not constitute an extra service;
2.2.4 To organize and conduct value management / value engineering workshop and studies and advise
the Employer on the result of the studies. A Value Management Report shall be submitted to the
Employer to the Project Manager’s satisfaction;
2.2.5 As the project design develops, conduct series of cost check as and when they are necessary to
ensure that the costs are within Employer’s budget. Prepare a Final Cost Plan based on plans,
specifications and information furnished by the Consultants and DD&B contractors;
2.2.6 Prepare predicted project cash flows of expenditure as required by the Employer;
2.2.7 Advice on procurement of works contracts
2.2.8 Prepare Form of Contract and Specifications for tendering purposes.

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2.2.9 The detailed specifications, schedules, etc for the Specialist Works will be prepared by Project
consultants/ clients Project manager. The Quantity Surveyor shall incorporate those specifications, etc
into the Main Contract tender document and shall be responsible for the co-ordination of such documents
so as to ensure that
they do not conflict with the contract conditions, the Bills of Quantities or Preliminaries and Preambles;
2.2.10 Conduct works Contractor/Sub-contractor pre-qualification exercises evaluate results and assist the
Project Manager and Employer to shortlist suitable Contractors /Subcontractors for tender exercises;
2.2.11 Prepare pre-tender estimates and submit reports to Project Manager and Employer before tenders
are called;
2.2.12 Check all tender documents to ensure that they are in order to safeguard Employer’s interests for
all tender packages
2.2.13 Check, analyze and report on results of tenders for the work Contract and those Sub-Contracts
handled by the Quantity Surveyor and make recommendations;
2.2.14 Prepare Contract and Sub-Contract Documents for execution and circulation;
During this stage QS Consultant may work off-site and should come to attend the meeting when required.
Post Contract Services
The following post contract duties shall be carried out by 1 full time qualified Senior Quantity Surveyors
& 2 full time qualified Quantity Surveyors under the supervision of the Project Director from the
Quantity Surveying firm.
2.2.16 Prepare valuations of work executed before submitting to the Project Manager for his formal
certification of Progress Payments;
2.2.17 Preparing budget reconciliation on a bi-monthly basis by providing the Employer a status report on
all variations, site instructions and contractor’s claim
2.2.18 Vet all performance guarantee documents and insurance policies to ensure that they are in
accordance with contract agreement and that the Employer’s interests are properly covered.
2.2.19 Prepare predicted project cash flows of expenditure, cost checks and monthly financial status
reports;
2.2.20 Assist the Project Manager in evaluation of claims for payments and time extension submitted by
the work Contractors and/or all Sub-Contractors;
2.2.21 Evaluate claims for loss and expense and/or compensation (including liquidated damages) and/or
variations for the work Contractor and all Sub-Contracts;
2.2.22 Attend all project and site meetings as and when directed by the Employer;
2.2.23 Conduct Variation Order (VO) meetings with work Contractors;

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2.2.24 Prepare and complete the Statement of Final Accounts for the Project including incorporating the
Final Accounts of those Specialist works;
2.2.25 Advising on the value of building fire insurances and
2.2.26 Render services, acts, matters and things which are normally performed by quantity surveyors
according to the practice of their profession in relation to the works and matters aforesaid.
Notwithstanding the above, the Quantity Surveyor shall render such services and acts which are normally
performed by Quantity Surveyors according to the practice of their profession.
2.3 ADDITIONAL SERVICES BY THE QUANTITY SURVEYOR
The following services when performed by the Quantity Surveyor with the prior authorization of the
Client in writing shall be compensated for by the Client by way of payment of a fee in addition to the Fee
stated. The Quantity Surveyor must notify the Client and agree with the Client on the quantum of
additional fee in writing before carrying out any of the following services:
• Consultation concerning replacement of any work damaged by fire, storm, tempest, lightning,
earthquake, aircraft or anything dropped there from, aerial objects, flood, riot and civil commotion.

2.4 Performance
The Quantity Surveyor shall perform the Services strictly in accordance with sound internationally
recognized professional standards and shall exercise all possible skill, care and diligence in the discharge
of the duties agreed to be performed by it hereunder.
2.5 Quantity Surveyor Representative
a) Within fourteen (14) days after the receipt of the Employer's Notice to Proceed, the Quantity Surveyor
shall appoint in writing its representative (the "Consultant's Representative"), one of its senior
personnel who is fluent in the English language (both written and oral) and shall delegate to the
Representative in writing the applicable and necessary authorities and duties of the Consultant under this
Project. The Consultant shall deliver to the Employer a copy of such written appointment and delegation
of authorities. . All instructions or directions (whether written or oral) given by the Employer to the
Consultant's Representative shall be deemed to be given to the Consultant. The appointment of the

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Consultant's Representative and the extent of the said authorities and duties delegated to the Consultant's
Representative shall be subject to the prior written approval of the Employer. The Employer's approval of
the person in office as the Consultant's Representative may at any time be withdrawn in writing and in
such event the Consultant shall as soon as practicable thereafter and at no cost to the Employer terminate
the appointment of such person as the Consultant's Representative and appoint as the Consultant's
Representative one of its other senior personnel and all the provisions of this Clause 2.5 shall apply in
relation to such replacement Consultant's Representative. All costs incurred by the Employer as a result of
any delay, which has been or may be caused by such termination and the appointment of one of the
Consultant's other senior personnel shall be borne by the Consultant.
b) The Consultant's Representative shall be responsible to the Employer for his acts, defaults and
neglects. The Consultant shall be responsible to the Employer for the acts, defaults and neglects of the
Consultant's Representative as if they were the acts, defaults and neglects of the Consultant itself.
Accordingly, no actions of the Consultant's Representative shall relieve the Consultant from any
obligations or liability under this Project.
2.6 Personnel
a) The Consultant shall provide and employ in the performance of the Services only such technical
personnel as are skilled, qualified and experienced in their respective fields. The said performance is to
the professional standards referred to in Clause 2.4.
b) A reference to personnel of the Consultant in this project shall be deemed to include personnel of any
person employed by the Consultant in the performance of the Services.
2.7 Changes in Personnel
The Employer shall be at liberty to object to and require the Consultant to remove forthwith any person
employed or appointed by the Consultant in the performance of the Services whether in India or
elsewhere, who, in the opinion of the Employer is guilty of misconduct or is incompetent or negligent in
the proper performance of his duties or whose appointment is otherwise considered by the Employer to be
undesirable. The Consultant shall immediately arrange for any person so removed to be replaced within
fourteen (14) days after such removal at no cost to the Employer by a competent substitute approved by
the Employer. All costs incurred by the Employer as a result of any delay, which has been or may be
caused by such removal and replacement shall be borne by the Consultant.
2.8 OBLIGATIONS OF THE EMPLOYER
Employer's Representative
The Employer shall delegate to the Employer’s Representative in writing certain authorities and duties of
the Employer under this Project and shall deliver to the Consultant a copy of such written delegation. The
Consultant shall adhere strictly to the instructions and directions of the Employer's Representative

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(whether written or oral) given in accordance with such written delegation. Any oral instruction or
direction shall be confirmed in writing by the Employer's Representative within three (3) working days. If
the Consultant has not received such written confirmation within the said three (3) working day period,
the Consultant shall within two (2) working days after the end of that period request the Employer in
writing to confirm the said oral instruction or direction in writing.
2.9 Information to be furnished
a) The Employer shall without charge furnish to the Consultant upon written request the information,
data, drawings and documents required by consultant to perform his duties.
b) To the extent that the Consultant is required under this Project to adopt such information, data,
drawings and documents furnished by the Employer the Consultant shall satisfy itself in all respects as to
their completeness, accuracy and correctness and shall take responsibility as if the Consultant had
prepared them as part of the Services.
2.10 Decisions
The Employer shall give its decision in writing on all matters referred to it in writing in connection with
this Project in a reasonable time with a view to not delaying or disrupting the performance by the
Consultant. The Consultant shall at all time keep the Employer fully informed in writing pertaining to
matters which have been so referred and on which the decision of the Employer is awaited.
2.11 Approvals
The approval or any decision of the Employer in respect of a matter relating to the Services shall not
obviate the Consultant from its obligations or liabilities under this Project.
2.12 INFORMATION, DOCUMENTS AND CONFIDENTIALITY
Information and Documents
a) The Consultant shall at all times keep the Employer fully informed as to its progress in the
performance of the Services and shall promptly make available and deliver to the Employer all such
information, data, drawings and documents in relation thereto as the Employer may from time to time
reasonably request.
b) All information, data, drawings and documents developed or prepared by the Consultant in the
performance of the Services shall forthwith become the absolute property of the Employer. The Employer
shall be entitled to use or copy (and/or arrange for others to use or copy) such information, data, drawings
and documents for the Project and for the purpose for which they are intended and the Employer
need not obtain the Consultant's permission to so use or copy and/or to arrange for others to so use or
copy as aforesaid.
c) Except for standard specifications, details and designs previously used on other projects by the
Consultant the copyright in relation to all information, data, drawings and documents developed or

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prepared by the Consultant in the performance of the Services shall forthwith vest in the Employer and
the Consultant shall not use them for any purpose other than for the performance of the Services.
d) All information, data, drawings and documents of the Employer of which the Consultant may become
possessed or aware shall remain the Employer's absolute property and the Consultant shall only be
entitled to use the same for the performance of the Services.
e) All information, data, drawings and documentation developed or prepared by the Consultant in the
performance of the Services shall be provided to the Employer in both "hard" and "soft" copy. The
Consultant shall provide with the "soft" copy form of such drawings a detailed description of the drawing
document software version used and the applicable layering standards together with any other
applicable protocols and information required for future reading of the said drawings, reproduction and a
document archiving management system.
2.13 Confidentiality
a) The Consultant shall ensure that its personnel, representatives and agents shall obtain prior written
approval of the Employer for the following:-
b) Issue, disseminate, publish, cause to publish or divulge to any third party, alone or in conjunction with
any other person, any information, article, press release, drawing, photograph, illustration or any other
publicity relating to this Project or the Project generally or use such information for any purpose other
than performing the Services, or
c) Take or permit to be taken any photograph of the Project, the Project site or any part thereof other than
photographs required by the Consultant for record purposes.
d) The obligations of the Consultant under this Clause shall continue indefinitely notwithstanding the
expiration or termination of this Project.
2.14 Protected Rights
a) The Consultant shall fully and effectively indemnify the Employer (including without limitation to its
personnel, representatives and agents against all claims, losses, fees, expenses, liabilities, costs, actions,
demands or damage which may be made against it or which it may incur as a result of or in connection
with any infringement or alleged infringement or any exercise or alleged exercise of the rights protected
by any patent, registered design, copyright, trade mark, trade name or other industrial or intellectual
property right protected by law and arising by reason of the performance of the Services and the use by
the Employer in relation to the Project of any information, data, drawings and documents developed or
prepared by the Consultant in the performance of the Services.
b) The obligations of the Consultant under this Clause shall continue indefinitely notwithstanding the
expiration or termination of this Project.
GENERAL PROVISIONS

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2.15 Compliance by Consultant
The Consultant is deemed to understand the nature and extent of this Project and the Services and to have
obtained all information on matters affecting its performance of the Services. Failure to obtain
information on the foregoing shall not relieve the Consultant from any risks or liabilities or from the
responsibility of providing the Services and complying with this Project to the Employer's satisfaction.
2.16 Independent Consultant
The Consultant acknowledges and agrees in respect of its undertakings and obligations under this Project
that it is an independent Consultant and that neither it nor any of its personnel, subcontractors,
representatives or agents engaged in the performance of the Services or in complying with this Project are
employees or agents of the Employer. The Consultant acknowledges and agrees that it is and shall remain
completely independent of any person, firm, supplier, company or organization which, by the nature of its
activities, would be in a position to carry out work on or to provide services, goods or materials for any
project relating to or resulting from the Services.
2.17 Equipment and Facilities at Site Office
a) The Employer shall without charge provide to the Consultant fully furnished, equipped, air conditioned
site office accommodation at the Project site for use by the Consultant's personnel, together with utility,
cleaning and maintenance services , telephone, electronic mail and fax services etc..
b) The Consultant shall provide all computers and associated and ancillary equipment and computer
software and office consumables required for the performance of the Services.
c) The Employer shall pay all telephone, electronic mail and fax call charges reasonably incurred by the
Consultant ( supporting documents to be submitted duly) in the performance of the Services in the said
site office accommodation.
d) The Consultant shall ensure that its area of the site office accommodation is kept neat and tidy at all
times to the satisfaction of the Employer, Provided that the Employer shall not provide such site office
accommodation to the Consultant after the issue of the last Taking-Over Certificate.
2.17 Client’s Responsibility
a) The Client shall provide full information as to his requirements for the Project. If the Client is unable to
obtain the required information, the Quantity Surveyor shall, nevertheless, proceed with his work based
on assumptions, and mutual discussions with PM and Client.. The Quantity Surveyor shall update his
work from time to time and replace assumptions made with the information made available to him
subsequently. It shall be the Quantity Surveyor’s responsibility to notify the Client immediately on any
changes that will affect the Client’s decisions in connection with and/or arising out of the Quantity
Surveyor’s work.

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b) The Client shall designate the Project Manager who shall be the Client’s authorized agent responsible
for the implementation of the Project and any instructions whether written or oral issued by the Project
Manager or their duly authorized representative shall be construed as instructions originating from the
Client provided that oral instructions are subsequently confirmed in writing.
c) The Client will provide the site-based quantity surveyor with furnished office space at site. Since the
entire project is based on Green Building concept, The Quantity Surveyor will prepare all the costing and
budget as per the Green building concept considering various economical options.
The request for proposal shall contain the following information in the format
mentioned below:
1. Name of the firm :
Address :
Telephone No. :
Office :
Mobile :
Fax :
E-Mail :

2 a) Whether proprietary/partnership/ :
Pvt. Ltd. / Public Ltd. (certificate Of registration / partnership deed to be enclosed as Annexure-I).
b) Name of the Proprietor :
Partners, Directors
I)
II)
III)
c) Year of establishment :

3. Registration with Tax Authorities :

i) Income-tax (PAN) No. :
ii) Service tax No. :
iii) EPF Regn. No. :
iv) ESI Regn. No. :
v) VAT/ TIN No.
(Copies of certificates of registration with relevant authorities to be enclosed as Annexure-II-A, II-B, II-
C, II-D, II-E)

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4. Whether registered if so,
Please mention the number. :
(Copy of certificate to be enclosed as Annexure-III)

5. Enclose copies of audited balance- :

Sheet and Profit & Loss A/C. for The last 3 years as Annexure IV-A, IV-B and IV-C)

6. Give details if at present involved in litigation in similar type of contracts

7. Details of civil suit, if any, that arose :

during execution of contract in the past 10 years.

8. Specify maximum value of single :

value project executed during the last three financial years.

9. Details of work executed during the last 5 financial.

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10. Details of work on hand Projects enclosed as Annexure-VI. Attach the list.

11. a List of key technical personnel (full time and part time separately) giving their experience
including that in present organization. The statement should also show the administrative staff
available in the organization.

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11.b Detail of proposed team for this project

12. Employment strength of the organization along with no. of branches:

13. List of software used in the organization:

14. a Turnover during last 5 financial years:

14. b Total value of commitment in terms of consultancy fee for next 3 years
Copies of income-tax returns / assessment orders for each year to be enclosed as Annexure-VII A, B, C,
D & E)
15. List of enclosures:

16. REMUNERATION OF THE QUANTITY SURVEYOR

a) In consideration of the above services to be performed by the Quantity Surveyor under this Project,
hereby agrees:
A lump sum fee Rs------- for the design stage
For pre contract and post contract services ----------% of Total construction cost

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The Total Construction Cost comprises the following costs:
(i) Fees paid to the Building Contractor for construction of buildings for the
Project;
(ii) The cost of all materials and fixtures (but not trade fixtures) supplied by the Building Contractor and
relevant Contractors for construction of buildings for the Project.
For the avoidance of doubt, the following shall not be included in computing Construction Costs:
(i) Costs for work performed before the lease for the site of the Project was signed by the Client;
(ii) Improvements made outside of the premises constructed for the Project;
(iii) Costs covered by warranties and insurance;
(iv) Premium or “overtime” wages and costs incurred to complete construction on time;
(v) Financing costs, points and fees expended in connection with the financing of the construction;
(vi) Costs or premiums for performance bonds, completion bonds, payment bonds and other such
security;
(vii) Insurance premiums for builder’s risk insurance, liability insurance, or casualty or worker’s
compensation coverage;
(viii) Costs to remedy construction defects;
(ix) Costs to remove or abate asbestos, PCB or other hazardous materials;
(x) Costs of changes to the plans and specifications required by governmental authorities, and the cost to
retrofit such changes if the affected improvements have already been constructed;
(xi) Legal fees related to the construction contract and construction management contract negotiated and
executed by the Client, the Contractor and relevant Contractors ;
(xii) Legal fees related to any disputes arising during or after construction of the buildings for the Project;
(xiii) Services taxes and any other related taxes;
(xiv) works carried out by any relevant authorities or local utility provider or their respective contractors;
(xv) All Consultants fees towards this project and services.
(xv) Contingency provisions cost of temp. Office.
b) The above fee is inclusive of:-
_ Provision of one full time Sr. Quantity Surveyor and two full time Quantity Surveyors on Civil and
finishing works and MEP/Services.
_ All applicable taxes except service tax and educational cess
_ Payment of the Fee stated herein shall be made by the Client to the Quantity Surveyor at the completion
of each stage of each phase of the Project in the following manner and percentages:

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Payment Schedules

17. KEY PERSON IN-CHARGE

• The Quantity Surveyor shall appoint _____________ as their key person-in-charge of and be
responsible for the Independent Consultancy and quantity surveying services No change in the key person
in-charge of the Project shall be effected without the prior written consent of the Client. Such consent will
not be unreasonably withheld. Person to be stationed at Site in_______________.
19.PROPOSAL SUBMISSION
The proposal to be submitted through sealed covers latest by ………….
Please note no extension shall be granted for submission of proposal.
Fee proposal must include the following information and details:
- Company Profile, supporting credentials and capacities.
- Overall Organization Chart.
- Proposed Project Personnel Deployment Schedule.
Also enclose your fee proposal in a sealed envelope with superscript as below and forward us at below
mentioned communication address:
“PRIVATE AND CONFIDENTIAL”
FEE QUOTATION FOR QUANTITY SURVEYING CONSULTANCY SERVICES
FOR ……………..

20. GENERAL CONDITIONS:

1. Professional service tax shall be reimbursed at actual, if applicable. In case if the same is exempted to
for payment by the Employer adhering to SEZ rules, the same shall not be claimed.
2. TDS shall be deducted as per prevailing norms.
3. Employer reserves right to review your services during execution of Project.
4. Any dispute arising during execution of project is to be amicably solved with Employer. At any point
of time if the services rendered by the consultant are not meeting the requirement of the Employer as per
the agreed terms the Employer reserves the right to terminate the services of the consultant without giving
any prior notice.
5. All the sections and pages in the proposal document shall be stamped by the consultant and included in
the submission.

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21. COMMUNICATIONS:
Please submit your proposals in a sealed envelope to the below mentioned address:
…………………………….

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