Ashesha Hotel Project

Aziziah
Makkah – Kingdom of Saudi Arabia

FOOD & BEVERAGE / KITCHEN / LAUNDRY

WASTE MANAGEMENT & LOGISTICS
CONSULTANCY SERVICES

Request of Proposal
Sub-Consultant’s Scope of Services

April – 2015

AMSAD Architectural Associates

 Table of Contents

1.0 Introduction

2.0 Project Description

3.0 Scope of Work

4.0 Remuneration & Payment

1.0 Introduction
Ashesha Hotel Project, Aziziah - Makkah

1. Introduction

The design services for the Ashesha Hotel Project, Aziziah – Makkah, Kingdom of Saudi Arabia
will be done in two main stages:

1. Concept / Schematic design pricing stage.

2. Design development and construction documents stage.

The Client appointed AMSAD Architectural Associates as the prime Consultant responsible for
the delivery of the concept design, design Development and construction documents for the
Ashesha Hotel Project, Aziziah, Makkah - Kingdom of Saudi Arabia.

The complete concept /schematic design that will be prepared in the time frame as included in
schedule (4) and shall include sufficient information to enable the client to develop an accurate
estimate of the cost of the construction for the project, which will be subject to the approval of the
client.

The concept / schematic design pricing Package shall meet the requirements of the project
description as included in “Project Description” of this RFP, be suited to the expected
topographical and geotechnical conditions at the proposed construction site and meet the design
guides and brand standards of the hotel operator (renowned hotel operator) with respect to the
proposed Hotel project..

Upon the client approval of the Concept / Schematic design stage, the design development and
Construction Documents design stages will be planned in timely manner to enable the early start
of construction activities on site.

At the Concept Design stage, the sub-consultants shall form integral part of the design team and
will provide design input, reports, presentations and attending design workshops with the client /
AMSAD and the Hotel operator as required to provide the required design services.

2. Invitation

We have the pleasure to invite you among other Sub-Consultants to prepare and submit
Technical and Financial Proposals for the Food and Beverage / Kitchen / Laundry Waste
Management & Logistics Consultancy Services for the buildings as mentioned in the invitation
letter for Ashesha Hotel Project, Aziziah, Makkah – Kingdom of Saudi Arabia.

Proposals must fulfill, respond and include all the requirements as mentioned in this RFP or any
letters, addendums, materials…etc that might be issued before submission of proposals. The
following issues shall be respected:

2.1. Confidentiality

All information, Drawings, Data, Schedules and/or any materials which will be:
- Included in or attached to this RFP and/or,
- Sent, handed, mailed, e-mailed and/or
- Written in letters, correspondences, notes and/or
- Mentioned through meetings, discussions, phone calls, messages and/or any other
means of contacts

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Ashesha Hotel Project, Aziziah - Makkah

Starting from the date of receiving this RFP and its attachments until final hand over and
operation of this project, are considered of the highest degree of confidentiality. The
consultants shall not disclose duplicate, copy, distribute or use any of the aforementioned
materials or release any information to any other person or entity without a written
permission from the Client.

2.2. Ownership of enquiry documents

The enquiry documents are, and shall remain the property of Amsad Architectural
Associates (The Consultants) and are transmitted to the bidder solely for the purpose of
preparing and submitting a proposal in accordance therewith. Bidders shall maintain
confidentiality of the enquiry documents and will not release same to any third party for
any purpose other than obtaining quotations directly relating to their proposal.

2.3. Sufficiency of information

Sub-Consultant shall carefully examine and fully understand all information included in this
RFP. In case of any missing or required additional information, the Sub-Consultant shall
contact the Consultant.

2.4. Sufficiency of the proposal

The Sub-Consultant shall include in his proposal all required information as mentioned in
this RFP. The Sub-Consultant shall attach to his proposal any other information or
explanation needed to provide clear understanding of his proposal and support the Project
Manager in evaluating his proposal.

3. Definitions

In this RFP, except where the context otherwise requires, the following words shall have the
following meanings:

Employer: Takatuf Holding LLC

Consultant: AMSAD Architectural Associates.

4. Design Time Schedule

Overall design schedule shall be 5-6 weeks (detailed scheduled shall be finalized at the time of
award).

5. Scope of Services

The scope of services to be provided by the Consultant shall comply with the requirements of
“Scope of Work” (of this RFP) and shall cover the concept/schematic, design development and
construction documents for the Ashesha Hotel Project, Aziziah, Makkah, Saudi Arabia.

6. Sub-Consultant Qualifications & Requirements

Sub-Consultants submitting proposals should detail their experience, qualifications, specialized

abilities, resumes of key personnel, recent projects undertaken of a similar nature and their
proposed fees for carrying out the defined scope of services. The Sub-Consultant must possess
the skills and experience in carrying out the Services listed as part of this RFP.

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Ashesha Hotel Project, Aziziah - Makkah

The Sub-Consultant shall provide a time frame to complete the tasks identified in this RFP, with a
brief description of current office workload and the ability to complete the commission within the
suggested time frame. It is understood that “time is of the essence” for this project.

A current list of previous / current client references, including name of organization, contact
person, title and phone number

7. Proposal Submission
The sub-consultant acknowledges of receipt, queries, and proposals shall be delivered by the
Sub-Consultant to Consultant’s Office:

Mr. Sabry El Deeb

Technical Manager

AMSAD Architectural Associates

P.O. Box 140950, Jeddah 21333 – Kingdom of Saudi Arabia
Telephone: +966 12.2152424
Email: s.eldeeb@amsad.com

8. Proposal Contents

Deliverables shall be submitted in two volumes as described below:

1. Volume 1 – Technical Proposal

2. Volume 2 – Financial Proposal

The Sub-Consultant shall satisfy / comply with the following requirements / instructions in respect
to the detailed submission for Technical and Financial Proposals for the provision of the
Consultancy Services related to the Project.

8.1. The Consultant may, at any time prior to the date specified for submission of proposals;
issue to all responder’s an addendum containing clarifications and / or amendments to any
part of this RFP and / or any accompanying documentation. Any such addendum shall
form an integral part of the Tender documents and shall be binding on all responder’s.

8.2. Should the Responder require clarification, explanation or interpretation of any part of this
RFP or related addenda, the Responder must forward his request by email as in item 7
above, no later than 48 hours prior to the time specified herein for the submission of
proposals.

8.3. The Responders shall submit their detailed Technical and Fee Proposals for the provision
of Professional Consulting Services by hand or courier in a red wax sealed envelope
during normal working hours (9:00 am to 6:00 pm) no later than 6:00 pm on the date
stated in the Letter of Invitation and herein.

8.4. Any proposals received after this time may not be considered. Proposals submitted by
mail or email may be considered

8.5. Proposals shall be submitted in two volumes (“Volume 1: Technical Proposal” & “Volume
2: Financial Proposal”), each in (3) three original.

8.6. The Sub-Consultant is fully responsible for the correctness and completeness of the
submitted data, information, calculations … etc in his proposal.

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Ashesha Hotel Project, Aziziah - Makkah

8.7. The Sub-Consultant shall include in his proposal all required information as mentioned in
this RFP. The Sub-Consultant shall attach to his proposal any other information or
explanations needed to provide clear understanding of his proposal and support the
Project Manager in evaluating his proposal.

8.8. Failure on the part of the Sub-Consultant to provide any of the information or documents
listed under technical and financial requirements may result in the rejection of the
proposals, at the discretion of the Client and the Consultant.

8.9. All submitted proposals will be opened in private by the Consultant. The Consultant is
bound neither to accept any proposal nor to give reasons for rejecting any proposal.

8.10. The Sub-Consultant shall assume full responsibility for all costs and liabilities associated
with their participation in submitting a proposal to the Consultant in connection with the
Consultancy Services.

8.11. Company Profile: Company profile is requested to be submit with the Proposal, including
the information below:
- Company name:
- Year of establishment
- Number of architects and engineers per discipline
- Service Area
- Projects experiences (with projects detail, such as type of building, total floor area
etc.)
- Experiences in Saudi Arabia and Middle East.

8.12. List of Submission Documentation:

The Sub-Consultant shall provide the below listed documents of which the proposal
consists:
a) Fee Proposal (including estimate breakdown)
b) Table of Man Hour Rate
c) Details of Key Personnel and their CVs
d) Organization Chart
e) Copy of Trade License
f) Company Profile
g) Signed confidentiality Agreement

8.13. The proposal submission shall remain valid for a period of 90 days.

9. Terms & Conditions

9.1. The Consultant is not liable for any cost incurred by the Sub-Consultant in responding to
this RFP.

9.2. The issuance of this RFP, and your preparation and submission of the Proposal do not
commit the Consultant to award a contract for the Sub-Consultant or any other party
contained in the Proposal or otherwise, even if all the requirements stated in the RFP are
met. Any decisions rendered will be made on a “best value” basis at the sole discretion of
the Consultant. The Consultant doses not guarantee any award, whether partial or full to
the Sub-Consultant or may other respondent to this RFP. Only the full execution of a
written contract will obligate the Consultant to the terms and conditions contained such
contract.

9.3. The Sub-Consultant shall thoroughly examine the RFP and attachments, and if necessary
the location of the Project to become familiar with the conditions under which the

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Ashesha Hotel Project, Aziziah - Makkah

requested service is to be performed, and include in the Proposal all costs as could be
reasonably anticipated on the basis of this RFP.

9.4. All correspondence and response related to this RFP must be in English.

9.5. All pricing related to this RFP must be in Saudi Arabian Riyals..

10. Fees:

- Fees set out in the Proposal shall cover all costs for the complete service as described in
the Scope of Services.
- Man Hour Rate of each class of profession shall be provided for fee adjustment.
- Sub-Consultant to provide fee breakdown per phase.
- No reimbursable expenses shall be accepted, Sub-consultant to provide total lump sum
fee proposal including all required reimbursable expenses, taxes and the like.
- Sub-Consultant to provide cost of two trips minimum during the concept design stage and
two other trips during the design development and detailed design stage to Jeddah, K.S.A.

Introduction Page 5 of 5
2.0 Project Description
Ashesha Hotel Project, Aziziah, Makkah –Saudi Arabia

Project Description

1. General:

1.1 Design Concept & General Requirements:

The client wishes to develop a 4-Star Rated Hotel in the vicinity of Al-
Shesha District, Makkah as per the regulations and requirements of
Makkah Municipality and the guidelines of the Saudi Commission of
Tourism & Antiquities, Saudi Arabia. The Project design contains the
following:
• 4 –Star rated hotel with Modern External look with motifs
befitting Makkah and its culture
• Guest Rooms with all required amenities, rooms breakdown
into
 Studios (about 10-11 per floor, totaling 187 nos.)
 Junior Suites (about 2 per floor, totaling 34 nos.)
 Medium Suite (about 1 per floor, totaling 17 nos.)
 Total minimum room count: 238 keys
• General Requirements
 Required facilities such as restaurants, mosque floor,
shops, adequate car parking as per regulation etc.
 Adequate number of fast passenger elevators and
service elevators
 Centralized AC system
 Good quality finishing and furnishings for all rooms
and general/ common areas.
 Utilization of Building Management System (BMS) and
access control cards to control security, lighting
and cooling
 Car Parking which could be used for visitors & guest
as well (Number of cars according to Makkah
Municipality regulation and requirements);
 Technical zones to house the premises services, Utility
and MEP rooms.
 Study possibility of using Solar Energy and use of grey
water
 Study possibility of standardization of room sizes,
window and door sizes etc.

Project Description Page 1 of 1

3.0 Scope of Work
Ashesha Hotel Project, Aziziah, Makkah – Kingdom of Saudi Arabia

Scope of Works

1.0 KITCHEN DESIGN

1.1 Scope Areas:

• Four Star Hotel

1.2 Kitchen Objectives:

The main kitchens are utilized for the preparation, cooking and distribution of food
and beverages to the public eating places and by room service to the guest
rooms, and for dishwashing.

The scope of work includes all required pantries where final food and beverage
preparation and distribution to the banquet halls and any other food and beverage
areas not directly served by the main kitchen.

1.3 Design Stages:

1.3.1 Phase-I Concept Design Stage: Preliminary Assessment of

Operation & Conditions / Planning Kitchen Operation and Scope.

1. Review scope and type of service, menu, volume of food and

beverages, methods used in handling, preparing and packaging
/serving menu to guests, public and staff.

2. Prepare review list of operation areas and functions.

3. Review each operation's functions.

4. Provide methods of food and beverage handling, staging, storage,

prep. cooking, holding, chilling, thermalization, re-storage for future
use, reconstituting/reheating, and method of holding, delivery, and
serving.

5. Provide Preliminary Layouts for Kitchens & Pantries including all

required spaces & functions to meet F&B objectives. The layout will
include all spaces/rooms required for storage / preparation / cooking &
servicing / washing & handling.

6. Make recommendations to meet required service function and menu.

7. Prepare preliminary budget estimate.

8. Review with architect, hotel operator and the Client for approval.

1.3.2 Phase-II Design Development Stage:

1. Prepare schematic equipment layout that will be able to support the

menu and handle the volume expected. List of foodservice equipment
(to be designated into drawings).

2. Incorporate full scope and function of the operation and support

areas.

3. Lay-out functions and flow.

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Ashesha Hotel Project, Aziziah, Makkah – Kingdom of Saudi Arabia

4. Review budget for furniture, fixtures & equipment, and related items.

5. Review with architect, hotel operator and the Client for approval.

6. Revise as required to create final schematic drawing and equipment

list.

1.3.3 Phase-III Construction Documents Stage: Equipment & Furniture

Specification, Utility Requirements and Utility Stub-out Drawings

1. Write foodservice equipment / kitchen furniture specifications for

incorporation into architectural / construction documents.

2. Prepare foodservice / kitchen drawings & layouts for incorporation into

architectural / construction documents.

3. Prepare foodservice equipment / kitchen furniture utility schedule,

showing source, MEP ratings and utility requirements for each piece
of equipment, for incorporated into architectural / engineering
/construction documents.

4. Review with architect, hotel operator and the Client for approval.

2.0 LAUNDRY DESIGN

2.1 Scope Areas: Four Star Hotel

2.2 Laundry Functional Objectives:

A Laundry is used to provide an uninterrupted supply of fresh linen, toweling,

uniforms, cloths, robes etc and is necessary for the operation of the hotel. The
hotel provides a laundry, valet and pressing service, preferably 7 days a week.
Service to be same day or 24 hour where possible.

Calculations to be based on 100% occupancy, throughput of 7.74kg per key and

one shift operation.

The Laundry design will include housekeeping areas as a place for storing,
maintaining, and issuing all supplies of clean hotel linen, uniforms, cleaning
materials including required for sewing, mending and miscellaneous storage.

2.3 Design Stages:

2.3.1 Phase-I Concept Design Stage: Assessment of Operation &

Conditions / Planning Laundry Operation and Scope

1. Review scope and type of service, volume of supply for clean laundry,
methods used in handling, processing and serving guests, public and
staff.

2. Prepare review list of operation areas and functions.

3. Propose methods of linen handling, staging, storage and methods of

holding, delivery, and serving.

4. Provide preliminary layouts for laundry including all required spaces

for washing, drying, pressing, ironing, sorting storage, servicing and
handling.

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Ashesha Hotel Project, Aziziah, Makkah – Kingdom of Saudi Arabia

5. Make recommendations to meet required service function.

6. Prepare preliminary budget estimate.

7. Review with architect and the Client for approval.

2.3.2 Phase-II Design Development Stage:

1. Prepare schematic equipment layout that will be able to handle the

volume expected, list of laundry equipments (to be designated into
drawings).

2. Incorporate full scope and function of the operation and support

areas.

3. Lay-out functions and flow.

4. Review budget for equipment, and related items.

5. Review with architect and the Client for approval.

6. Revise as required to create final schematic drawing and equipment

list.

2.3.3 Phase-III Construction Documents Stage: Equipment & Furniture

Specification, Utility Requirements and Utility Stub-out Drawings

1. Write Laundry and related items specifications for incorporation into

architectural / construction documents.

2. Prepare Laundry layouts for incorporation into architectural /

construction documents.

3. Prepare Laundry equipment / kitchen furniture utility schedule,

showing source, MEP ratings and utility requirements for each piece
of equipment, for incorporated into architectural / engineering
/construction documents.

4. Review with architect and the Client for approval.

3.0 Waste Management & Material Handling

3.1 Scope Areas: Four Star Hotel

3.2 Waste Management:

3.2.1 Areas: The physical areas of Waste Management include:

 Bulk and General Stores
 Janitorial Closets
 Housekeeping rooms
 Kitchens & Pantries
 Soiled Linen Holding
 Laundry
 Hazardous Waste Storage
 Garbage Rooms / Compactors

3.2.2 Design Scope of Work – Concept Design:

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Ashesha Hotel Project, Aziziah, Makkah – Kingdom of Saudi Arabia

 Provide advice and assistance on Waste Management equipment,

operations.

 Develop and submit block and single line planning diagrams and
layouts for the utility rooms, Waste Management Center within the
Hotel. Drawings shall be provided on the Architect’s drawings and
backgrounds.

 Submit the following for the WM equipment:

a. Basic equipment dimensions and arrangements.
b. Electrical, plumbing and mechanical requirements.

 Submit preliminary cost estimates for utility room, WMC and dock
equipment and systems.

 Prepare and submit equipment specifications in a format as

requested by the Architect.

 Revise the design submission to incorporate comments by the Owner

and Architect to achieve a final approved design set.

3.3 Materials Handling Distribution – Concept Design:

3.2.1 Areas: All areas with the Hotel are impacted by the material handling and
distribution systems.

3.2.2 Design Scope of Work:

 Provide advice and assistance on Materials Handling equipment,

operations.

 Prepare detailed flow diagrams for the movement of materials within

the Hotel. Drawings shall be provided on the Architect’s drawings and
backgrounds.

 Revise the design submission to incorporate comments by the Owner

and Architect to achieve a final approved schematic design set.

 Submit a Basis of Design report identifying the requirements for

“Equipment Analysis and Program Validation”.

 Prepare and submit design development specifications for materials

handling and distribution.

Scope of Work Page 4 of 4

4.0 Remuneration & Payment
Ashesha Hotel Project, Aziziah, Makkah, Saudi Arabia

Remuneration and Payment

1 General

1.1 In consideration Food and Beverage / Kitchen / Laundry & Waste Management
Consultant, referred to here as the Sub-Consultant, performing the Services, AMSAD
Architectural Associates, referred to here as the Consultant shall pay to the Sub-Consultant
remuneration calculated and payable in accordance with clauses 2 to 6 inclusive as
stipulated below.

1.2 The Fees under Clauses 2.0 shall be inclusive of the Sub-Consultant’s profit and all costs,
expenses, travel and transportation, mobilisation and overheads of every kind incurred by
the Sub-Consultant in respect of the employment of the personnel in the performance of the
Services

1.3 The remuneration of the Sub-Consultant for any translation services which may be required
by the Consultant is deemed to be included in the Sub-Consultant’s Fees as prescribed
below.

1.4 The remuneration of the Sub-Consultant for the provision of insurance (including
Professional Indemnity Insurance) shall be included in the Sub-Consultant’s Fees as
prescribed below.

2 Fees for Food and Beverage / Kitchen / Laundry & Waste Management Consultancy
Services

2.1 The Sub-Consultant’s Fees for the performance of the whole Services in all Stages as
described within Scope of Services, shall be expressed as ‘Lump Sum’ amounts for each
submittal as approved.

2.2 The fees listed in the following table shall be paid based on the service approved:

Sl.# Description FEE (SAR)

1 Kitchen Design

2 Laundry Design

3 Waste Management & Material Handling

Total

Note: Lump Sum payment upon Consultant’s acceptance of the submittal.

3 Visas and Permits

3.1 The Sub-Consultant shall be responsible for and bear the cost of obtaining the visas and
other permits, lodging and food needed by the Sub-Consultant's personnel to enter into and
reside and work in the Kingdom of Saudi Arabia as required for the purposes of performing
the Services. The Sub-Consultant shall be responsible for all other legal requirements
relating to such personnel and their employment

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Ashesha Hotel Project, Aziziah, Makkah, Saudi Arabia

4 Payment

4.1 The Consultant shall within forty five (45) days of receipt of an invoice prepared and
substantiated in accordance with the approval of the Sub-Consultant work, the Sub-
Consultant’s Bank Account, (Bank details to be provided in writing to the Consultant), the
full amount due less any amount due from the Sub-Consultant to the Consultant. For the
purposes hereunder, the Consultant is hereby authorised by the Sub-Consultant to directly
deduct any such due amounts. If any items or any such invoice is disputed or subject to
question by the Consultant, this shall not entitle the Consultant to delay payment of the
other invoices or the undisputed amounts.

4.2 There will be no payment of fees to the Sub-Consultant until the Sub-Consultant provides
evidence that the Insurances as described within the RFP are submitted and approved.

5 Currency

5.1 Invoices submitted by the Sub-Consultant for payment shall in the case of fees be in Saudi
Arabian Riyals (SAR). Payment of the amount due under such invoices shall be Saudi
Arabian Riyals (SAR).

6 Appointment of Auditor

6.1 The Sub-Consultant shall maintain up-to-date records which clearly identify relevant time
and expense.

6.2 Within twelve (12) months (or within the period specified under Saudi Arabia law, if
applicable, whichever period is the longer) after the completion or termination of the
Services, the Consultant can at notice of not less than seven (7) days require that a
reputable person(s) or firm nominated by him audit any amount claimed by the Sub-
Consultant by attending during normal working hours at the office where the records are
maintained. The cost of such audit shall be borne by the Consultant.

7 Law

7.1 The agreement shall be governed by and construed in accordance with the law and
regulations of and from time to time applicable in the Kingdom of Saudi Arabia.

7.2 The Sub-Consultant shall be responsible for its failure, or the failure of Sub-Consultant’s
Personnel and the Sub-Consultant’s Representatives and agents, to observe and conform
in all respects during the performances of the Scope of Services with the provisions of any
applicable statue, ordinance, decree, proclamation, law, order, regulations or any
amendment thereto having the force of law in the Kingdom of Saudi Arabia.

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