191N6026Q0008-PR16205552-Answers to Vendor questions.docx

Solicitation No.: 191N6026Q0008 – PR16205552 Title: Physical space design and furnishing work at American Center Chennai

VENDOR QUESTIONS:

Question 1:

Please confirm the extent of fabrication, assembly and pre-assembly activities permitted to be undertaken off-site vs at the American Center Chennai, and whether substantial assembly/pre-assembly is expected to be completed off-site, with only final assembly, installation, positioning and finishing activities carried out on-site.

Consulate Answer:

Yes, substantial construction, assembly and preassembly expected to be completed off-site with only final assembly, installation, positioning and finishing activities carried out on-site. If fabrication takes place on our site, it must be in a designated area outside and the area should be cleaned to its original condition before the end of the project. No fabrication should take place inside the building.

Question 2:

Is there a maximum limit on the number of workers permitted on site on a working day? Please also confirm whether approved personnel may be rotated depending on the execution requirements.

We expect workers assigned per day to be within reasonable expectations. Yes, approved personnel may be rotated based on execution.

Question 3:

Please clarify what the "4 workdays allotted" refers to under the 2% daily penalty as SOW already specifies the overall contract duration and milestones. Please confirm whether there is a maximum limit % of penalty on the total order value. And whether 2% is calculated before or after GST.

Once the award is made, the contractor will be provided with written notice specifying the start date and end date of the project, taking into consideration the timeline required for this project. A 2% penalty on the total value of the contract will be applicable if the work remains incomplete beyond 4 working days after the project end date, unless prior written permission is granted by the Contracting Officer's Representative.

Question 4:

Is there an estimated budget range for this contract? Even an indicative budget band would be appreciated.

Please note that we are unable to share our internal budget estimate for this project as part of the solicitation process. We encourage you to submit your proposal based on your own cost analysis and understanding of the requirements outlined in the solicitation documents.

Question 5:

Please confirm if a 1-year Defects Liability period would be acceptable from the date of completion and acceptance of work.

Consulate Answer:

Yes.

Question 6:

Please confirm whether qualified manufacturers or subcontractors engaged by the Prime Contractor for specialized activities are required to maintain their own SAM registration, or whether the Prime Contractor’s SAM registration is sufficient, provided that the Prime Contractor retains full responsibility for the contract and all subcontracted activities.

Consulate Answer:

The subcontractors engaged by the primary contractor are not required to maintain their own separate SAM registration.

Question 7:

We propose the working hours to be 9:00 AM - 6:00 PM, Monday to Friday. Please confirm.

All work shall be performed between 09:00 hrs. – 17:00 hrs. Monday through Friday except for the holidays. Other hours, if requested by the Contractor, may be approved by the Contracting Officer's Representative (COR). The Contractor shall give 24 hours in advance to COR who will consider any deviation from the hours identified above.

Question 8:

The existing office has carpet flooring, and the proposed furniture arrangement will be substantially different from the existing layout. This may result in visible differences in carpet color, texture and wear between areas previously covered by furniture and exposed areas.

Considering the proposed new furniture layout, can the existing carpet flooring be replaced throughout the affected area with new carpet flooring to achieve a uniform and cohesive appearance? If permitted, can the carpet replacement be executed using dust-free/low-dust installation methods to minimize disruption to the existing operational office?

New carpeting isn’t part of the SOW. Vendor may propose as an add on, optional line item.

Question 9:

For the proposed customized/modular furniture, please confirm whether limited on-site carpentry works are permitted, including cutting/ adjustment of wood or boards, laminate fixing, edge finishing and minor modifications.

Alternatively, please confirm whether all furniture components are required to be factory-manufactured and only assembled/installed at site.

Consulate Answer:

Substantial construction, assembly and preassembly expected to be completed off-site with only final assembly, installation, positioning and finishing activities carried out on-site. Cutting work must be completed off site as should any work that produces fine dust/ shavings/ waste in large quantities.

As mentioned in question #2, any minor finishing requirements must be in a designated area outside and the area should be cleaned to its original condition before the end of the project.

Question 10:

As the proposed design involves a new furniture arrangement, please confirm whether the existing furniture identified for disposal will be cleared/ removed by the USG prior to commencement of the works.

Please also confirm which existing furniture items are intended to be retained and reused as part of the proposed design.

Consulate will dispose of old furniture. The vendor who wins the award will recommend which furniture to retain for the literary/ reading corner.

Question 11:

Since the proposed furniture arrangement and space planning will introduce a new interior theme, the existing wall finishes may not visually integrate with the proposed design.

May the contractor propose wall finishing and decorative works to achieve a cohesive overall interior theme, subject to USG approval? Such works may include wall painting/ repainting, wallpaper or feature wall finishes, signage, environmental graphics, wall décor/ artwork and other approved decorative treatments.

Please confirm whether such floor and wall finishing works can be incorporated into the proposed design and quotation.

Consulate Answer:

Wall design is not part of the SOW. Vendor may propose it as an optional line item.

Question 12:

We understand that the existing false ceiling is to remain unchanged. However, due to the proposed new furniture and space-planning arrangement, some existing light fixtures may not align with the new functional areas and furniture positions.

Please confirm whether the contractor may propose relocation/repositioning of selected existing light fixtures, while retaining the existing false ceiling, wherever required to suit the approved layout.

Please also clarify whether associated minor electrical works, wiring extensions, cable management and making-good works can be included in the contractor's scope.

It is best that lighting remains unchanged.

Question 13:

Meeting & Discussion Space

For the 2 modular space separators, please confirm the required height, width, acoustic/ privacy performance and finish. Should the separators be movable/ freestanding or fixed to the floor/ ceiling?

Vendors were asked to take measurements during site visit. No acoustic preference. Privacy and finish can be opaque, semi opaque or frost finishing. Separators should be movable as mentioned during the site visit. They can’t be fixed to floor or ceiling.

Question 14:

Floor plan drawings required for furniture positioning.

Consulate Answer:

Attached

Question 15:

Kindly specify make of the furniture.

Consulate Answer:

Vendor must propose.

Question 16:

Can we take site measurements for drawing preparation?

During the site visit, vendors were permitted to view the space and take measurements. Vendors may submit their proposals based on these initial measurements. Once the award is finalized, the successful bidder will be allowed to take final measurements prior to beginning installation.

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American center Floor plan.pdf

AutoCAD SHX Text

K

J

H1

H

G

F

E

D

B1

C

B

A

OFFICE

LIBRARY

LIBRARY

ELECTRICAL

LIBRARY STAFF ROOM

Sheets and Views

Model