KERALA HYDEL TOURISM CENTRE

Transcription

1 KERALA HYDEL TOURISM CENTRE (A VENTURE OF KSEB LTD.) CABIN NO: 426, 4 th FLOOR, VYDHUTHI BHAVANAM, PATTOM, THIRUVANANTHAPURAM dirkhtc@kseb.in REQUEST FOR PROPOSAL FOR CONDUCTING A FLOWER SHOW AT HYDEL PARK, MUNNAR BIDNo: 22/KHTC/HQ/ dated RFP DOCUMENT Name of the Bidder: Addres Date of issue : Sd/- Director KHTC

2 CONTENTS 1. Notice inviting Bid (Page 03) 2. Letter of Application (Page 04) 3. Instructions to Bidders (Page 05-06) 4. Conditions of contract (Page 07-14) 5. Schedule of Prices (Page 15) Proposal of the bidder for the subject work shall be attached separately to the document.

3 KERALA HYDEL TOURISM CENTRE (A VENTURE OF KSEB LTD.) CABIN NO: 426, 4 th FLOOR, VYDHUTHI BHAVANAM, PATTOM, THIRUVANANTHAPURAM Phone , , dirkhtc@kseb.in No. KHTC /Munnar/66/FS / RFP NOTICE No. 22/KHTC/HQ/ Name of work:- Conducting a Flower Show at Hydel Park, Munnar from 15 th October 2018 to 14 th January 2019 KERALA HYDEL TOURISM CENTRE invites sealed and competitive offers from experienced firms undertaking similar nature of works so as to reach the office of the undersigned on or before 3.00pm on The bids will be opened at 3.30 pm on the same day. An Earnest Money Deposit of Rs. 50,000/- is also to be attached along with the bid. Offers are to be submitted in the prescribed RFP document which can be obtained from this office at cost of Rs. 300/- +GST 12 % up to 12 Noon on and the document can also be downloaded from the website from The offer shall be submitted in a sealed cover superscribing the name of the work along with a demand draft for EMD and cost of document, if downloaded, as separate Demand Drafts in favour of Director, Kerala Hydel Tourism Centre and payable at Thiruvananthapuram. Further details regarding the work can be had from the office of the undersigned, during office hours. Sd/- Director KHTC

4 Part 2: LETTER OF APPLICATION Name of work: Conducting a Flower Show at Hydel Park, Munnar from 15 th October 2018 to 14 th January 2019 To The Director Kerala Hydel Tourism Centre Vydyuthi Bhavanam, Pattom, Thiruvananthapuram, Kerala. Sir, 1. I/We have gone through th e R F P document and I/We have not tampered/modified the RFP document in any manner. In case,if the same is found to be tampered/modified at a later stage, I/We understand that my/our bid will be summarily rejected and security deposit will be forfeited. 2. Having examined carefully the conditions of this Bid & contract,specifications and Schedules, etc. I /we hereby offer to carry out the works described in the said specifications, etc. at the rates entered herein. 3. I/We hereby undertake to plan, organize, execute and complete the whole of the work entrusted with me/us strictly according to the conditions of contract and the specifications if the work is awarded to me/us. 4. I/We also undertake to abide by the instructions of the KHTC in carrying out the work envisaged under this contract. Yours faithfully, Station: Date: (Signature of the bidder) N.B. Portions not applicable are to be struck off. Name & Address

5 3.1. INTRODUCTION Part 3 INSTRUCTIONS TO BIDDERS a. Offers are invited for the work as specified in the Schedule attached. b. The bid documents and other details can be had from the office of the undersigned or downloaded from the website on specified dates. c. A n EMD of Rs 50,000/- is to be attached along with this document for submission of this bid. EMD of bidders who are not awarded the work will be released after the bidder who undertakes the work executes agreement. d. The bid document fee once paid is not refundable on any account, nor will the amount be adjusted towards bid document fee for any other Bid. The bidders are advised to visit the site, before submitting the bid documents. In case of any doubt or issue, the bidder may collect whatever information required from the bidding authority. The financial proposal of the bid ( Part 2) shall be quoted after precisely considering all aspects that may be encountered d u r i n g e x e c u t i o n of the work. The fee shall be quoted as a percentage of revenue share for KHTC, which shall remain firm during the period of contract. The Contractor is not entitled for any claim other than that agreed to in the contract. 3.2 PREPARATION OF BID a. Intending bidders should submit their bids accompanied by a Letter of Application given in Part -2. b. The bid in original shall be sent by Registered post or Speed post or by Courier or by messenger in sealed cover so as to reach the Office of Director, Kerala Hydel Tourism Centre, Cabin No. 426, 4th floor, Vydyuthi Bhavanam, Pattom, Thiruvananthapuram before the prescribed time prescribed in the notice. c. The KHTC reserves the right to reject any of the bids which does not comply with the above conditions.

6 d. Signing of BID Document :- The Bidder shall sign the Bid document wherever required. If the Bidder is a Joint Venture/ Undertaking, all the parties need not sign, provided that a joint venture agreement and power of attorney for the person to sign is submitted along with the Bid SUBMISSION OF BID All the bid documents shall be submitted in single cover super scribing Name of Work and Bid No.. This cover shall contain Duly filled Bid Document including EMD and cost of document if applicable in separate covers OPENING OF BID The bids will be opened on the date & time stipulated in the Bid document. The cover containing the bid documents will be opened as per the schedule by the authority or his authorized representative in the presence of bidders or their authorized representatives who are present. Any Bid which does not conform to all the terms, conditions or specifications of bid documents or not substantially responsive and genuine will be rejected SCHEDULE The tentative schedule of key activities is same as given in the Notice inviting Bid. If any day specified in the schedule falls on a holiday for the KHTC, the next working day of the KHTC shall be considered. Normal working hours of KHTC Head Quarters office is am to 5.00 pm. The KHTC reserves the right to make necessary modifications, extending the dates in the tentative schedule above, as situations warrant. Director KHTC

7 1. Scope of work Part 4 - CONDITIONS OF CONTRACT The Kerala Hydel Tourism Centre is running a Hydel Park at Munnar which is situated by the side of Aluva Munnar roadway at a distance of about 2 KM from Munnar. It is adjacent to the the Ramaswamy Aiyar Headworks of the Pallivasal Hydro Electric Project of KSEBL. The park is spread over an area of 14 acres in the property of KSEBL for an extent of 26 acres with the power channels and tunnel intake of the project situated inside the park. Flower Shows have been arranged in the above park several times earlier. This year KHTC is proposing to conduct a Flower Show inside the park and this RFP is intended to select an agency for conducting the above show. 2. General Conditions of Contract The bidder shall understand the nature of works, location and extent and type of the work as mentioned below, before bidding for the work. The work should be carried out as per the directions of the agreement authority, and Spl. Officer & TC Member, Munnar Circuit who shall be the authorized representative of KHTC at Munnar. The bidder shall ensure that the assigned works are carried out as per the specifications in proper manner if it the work is awarded as per the directions of the officers concerned with adequate care. In case of withdrawal of Bid after it is accepted, or failure to carry out the work as per the specification of contract, the EMD will be forfeited. If the selected bidder fails to carry out the work in time, the work will be arranged otherwise and the loss sustained will be realized from the Contractor as per rules in force. The selected bidder will be issued a work order for proceeding with the work after completion of the bidding process and completion of negotiation if the bid submitted and terms and conditions and financial proposal are acceptable to KHTC. The selected bidder has to execute an agreement in Kerala Government Stamp Paper for the proper fulfillment of the contract. The exact stamp paper value due to a recent revision with effect from may be verified with the authorities before executing the agreement. On executing the agreement the bidder will be regarded as a Contractor of KHTC as far as the work is concerned. Unless otherwise specified anywhere in this contract, the following situations shall be treated as negligence from the part of the contractor: The neglect of the contractor to execute the work with due diligence and expedition.

8 The contractor refuses or neglects to comply with orders given in writing by the Engineer-in-charge. The contractor contravenes the provisions of the contract agreement. The bidder shall read the Special Conditions of Contract and shall abide by the conditions. Failure to be get acquainted with the above Special Conditions and work order shall not relieve the contractor from the obligations at a later stage. The security deposit will be be released only after completion of the work and clearing of the site. The rates quoted shall be inclusive ones, covering all the operations contemplated in the specifications and tender schedules and all incidental work necessary for such operations to complete the item of work. The bid documents must be put in a separate sealed cover and the above two sealed covers should be packed in another sealed cover on which the bid numbers, name or work, name of the office to which the bid is submitted and the name of the bidder should be written. Bids not submitted in such printed forms, or submitted incomplete in any respect whatever such as unattested errors and corrections in rates, quantities, units or amounts shall be liable to be rejected summarily. The acceptance of the bid rests with the Director, KHTC who does not undertake to accept the best offer or any particular bid. The EMD of unsuccessful bidders will be refunded as soon as possible after the tenders are disposed off. The bid notice, these conditions of contract, general conditions of contract, and general and technical specifications will form part of the contract document. The bidders should affix their signature wherever required in the tender documents and initial all the corrections appearing in the tender documents and fill up the blanks if any found therein for them to do so before submission of the tender failing which the tenders are liable for rejection. The right to carry out the work either in conformity with or in a manner entirely different from the terms of this RFP that may be considered most suitable subsequent to the receipt of bids due to the exigencies of work is reserved with the KHTC. Nothing contained in this contract shall prejudice any other means or remedy to which the KHTC may be entitled for the recovery of such sums due from the contractor. 3. Eligibility of contractor The bidders should have experience in execution of similar nature of works. Documents showing experience shall be included along with the Bid. The bidders shall have the following requirements.

9 a. The bidders shall have previous experience of successfully conducting flower show (of at least 2 weeks duration ) at least 6 times during the last 3 years period. b. Preferences will be given to those who runs their own floriculture nursery of area not less than 5 acre. The "interested person / firms" have to include in their proposals the testimonials of events they have conducted and ownership of floriculture nursery in order to claim preference in getting the work. c. The bidder should possess GST registration. d. The bidder should have an experience in this field for a minimum 5 Year experience. The Bidder must go through all the conditions stipulated in the Conditions and Special Conditions of Contract & Instructions to the Bidders and make themselves thorough with them before submitting the Bid 4. Submission of Bids The bid agreement in original, shall be sent by Registered post or Speed post or by Courier or by messenger in sealed cover so as to reach the Office of the Director, KHTC, Cabin No.426, 4 th floor, Vydyuthi Bhavanam before the prescribed time on the date of opening of the bid. 1. Any doubt regarding any clauses/ sentences/ phrases of this Bid should be made cleared from the office of the undersigned before submitting the Bid. 5. Opening of Bids The bids will be opened on the date & time stipulated in the bid document. The cover containing the bid documents as will be opened as per the bidding schedule by the bidding authority or his authorized representative in the presence of bidders or their authorized representatives who are present. Any Bid which does not conform to all the terms, conditions or specifications of bid documents or not substantially responsive and genuine will be rejected. 6. Firm Period The offer made in the Price Bid shall be firm for a period of 1 month from the date of opening of the Bid. 7. Security Deposit The EMD submitted by the selected bidder will be converted as Security Deposit. Additional Security Deposit of Rs 1 lakh for the work will be collected by deducting from the daily collection of the 10% of the share of the contractor till the amount reaches Rs 1 lakh. The additional Security Deposit will be released within a week of clearing the premises and initial Security Deposit will

10 be released to the contractor only after 1 month from the date of completion of work. 8. Quoted Amount The amount quoted by the Bidder should be a percentage share which shall be complete to carry out the work in all respects as per the Specifications, Conditions and Special conditions of contract covering the cost of all materials, Transportation, all taxes, Cess etc. required for the work. 9. Recoveries towards Tax, etc. All the statutory recoveries as per rules will be applicable to this contract also. 10. Period of completion. Period of completion of work will be 3 months from 15 th October 2018 or as specified in the of work order, issued by the Bid inviting authority. 11. Special Conditions of Contract for the work This work shall be undertaken subject to the following special conditions. The subject work is for conducting a Flower Show in the Hydel Park of KHTC. The selected contractor will have to perform all the activities required for conducting the Flower Show. The obligation of KHTC is limited to providing the required space for conducting the Show, regulating the entry by ticketing and providing toilet and parking facilities as is now available. The fee for leasing out the space for KHTC will be in the form of a share of the entry ticket fee. Parking fee will be collected by KHTC and the contractor will have no claim on it. The entry and exit to the park will be regulated by KHTC officials. Ticketing for entry will be vested with KHTC. The contractor shall supply and arrange flowering plants and other plants which are used in Flower Shows of required quantity so as to cover the open spaces and other locations around the existing plants of the at his cost. The plants shall be nursed properly in advance so as to have flowers throughout the period of show. The contractor shall arrange to run temporary stalls and Food courts in consultation with KHTC officials and the maximum number of stalls limited up to 5 nos. The contractor shall arrange to conduct cultural programmes every evening and for the purpose a Stage, Lights and Sound including taking permits from statutory authorities. The events and programme notice shall be finalized after getting approval from KHTC. The time for the conduct of the Flower Show shall be from 9 Am to 9 PM. The entrance to the park and adjacent areas should be arranged to be beautified with flowers to give a good appearance.

11 The sides of the park adjacent to the highway shall be covered with garden net. Necessary advertisement, announcements, road shows and other means of publicity shall be arranged by the contractor at his cost All statutory clearances required for running the Flower Show shall be obtained by the Contractor and copies given to KHTC. The role of KHTC will be limited to providing any liaisoning if required. Vehicular traffic of any mode will not be permitted inside the park at any time. No activity which shall affect the good will of KHTC shall be undertaken and shall be compensated financially and the decision of Director, KHTC shall be final and binding on the contractor. The Contractor will have to arrange power and water required at his cost. The contractor shall arrange to take a temporary connection from KSEBL or arrange to provide DG sets of required capacity. No power will be given from KHTC s power lines. Water can be given from KHTC s water supply lines subject to availability for which recovery will be made. The electric and water connections required for the stalls should be provided at the contractors cost. All safety measures shall be taken and statutory clearances obtained. It shall be the obligation of the contractor to provide all necessary lighting for keeping the park area well lighted up. The Contractor shall also provide all necessary illumination to decorate the park and to provide a pleasing and colourful appearance. The existing shops and activities which are in operation in the park will continue their services as usual and the contractor will not have interfere with its functioning nor raise any claim on account of this The stalls set up for the Flower Show shall not undertake those activities which are carried out by the existing shops. Each stall shall be numbered and the location finalized in consultation with KHTC. List of stalls and their activities shall be got approved by the Spl. Officer & TC Member, Munnar 7 days before the commencement of the Flower Show. In case the contractor proposes to undertake any Adventure Tourism activities as a part of the Flower Show, he shall be responsible for all safety aspects and KHTC will have no liability in this regard. KHTC may conduct boating trips that will be operated from the park and the entire revenue from boating shall be with KHTC. The Contractor should engage sufficient number of volunteers to regulate the crowd. The staff and security of KHTC at Hydel park will provide assistance only. All staff and volunteers engaged by the Contractor should wear identity cards issued by KHTC. All free/ complimentary passes will be issued by KHTC.

12 All garbage generated every day shall be removed from the park at the risk and cost of the Contractor on daily basis. Any lapses on this will be made good by KHTC at the cost of the contractor with penal charges. If the contractor wishes to conduct Inaugural function, Closing ceremony etc with Ministers, Local body representatives and other dignitaries, political leaders, it will be his sole responsibility to invite, receive and honour them well as per the state protocols. All amounts found due to KHTC by virtue of this contract shall be recovered from the contractor or his movable or immovable properties under the provisions of Revenue Recovery Act as if the amounts are arrears of land revenue or in other manner as KHTC deem fit. The contractor can give his written proposal to conduct the show which shall be attached to this document. The following minimum requirements shall be met by the Contractor for the work The open space and lawns available in Hydel park shall be covered with flowering plants with flowers by the contractor for an area not less than 25,000 sq.ft At least 5 stalls of area of about 10' x 10' shall be established and function during the show. An area of approx 500 m2 is available for conducting Stage programmes. The contractor shall establish a stage of suitable size and a pandal and shall arrange at least 250 chairs for the guests to view the programmes. He shall arrange stage programmes of various types on all the days of the show in the evenings. If the contractor fails to meet the minimum requirements as detailed in 1,2,3 above the contractors share will be reduced by 5 %. 12. Payments The ticket charges will be doubled during the period of Flower show. The total revenue will be remitted into KHTC account and payment to the contractor will be effected at the end of each week respectively. 13. PAN Card The contractor shall furnish copy of his/firm s PAN card while submitting the Bid as per the rules in force. Orginal PAN card is to be produced by the Bidder to the concerned officials of KHTC., if insisted. 13. Right to terminate the contract KHTC has the right to cancel the work/ agreement at any point of time if the successful bidder has not executed the required works as per specifications and conditions of contract. In the event of termination of the contract, the Bidder will have no claim for any compensation. 14. Disputes, If any In case of any disputes, the jurisdiction of court will be at Thiruvananthapuram only.

13 15.Mismatch / Discrepancy If there is mismatch or discrepancy in the stipulations in the General Conditions of Contract with Special Conditions of the Contract,those mentioned in the later one will prevail. Also, wherever KHTC is mentioned in any of the conditions, please read it as Kerala Hydel Tourism Centre with its Registered office Cabin No. 426, 4 th Floor, Vydyuthi Bhavanam, Pattom, Thiruvananthapuram OTHER CONDITIONS: a. If any bidder withdraws his offer before the expiry of the firm period of acceptance or fail to execute the agreement within 15 days from the date of issuance of work order, the KHTC shall have right and authority to recover from the bidder, any loss or damages caused KHTC as may be determined by the KHTC, appropriating the money inclusive of any kind of security furnished by the bidder and if the money or security is found inadequate, the deficit amount will be recovered from the Bidder and his proprieties movable or immovable. b. Every notice hereby required or authorized to be given may be either given to the Contractor personally or left at his residence or last known place of abode or business or may be handed over to his agent personally or may be addressed to the Contractor by post at his usual or last known place abode or business. c. Any sum of money due and payable to the contractor (including security deposit returnable to him) under this contract may be appropriated by the KHTC or any other persons authorized on this behalf by the KHTC or set off against the payment of sum of money arising out of or under any other contract made by the contractor with KHTC or any other person authorized in this behalf by the KHTC d. All other conditions prevailing in KHTC for similar works shall be applicable to this contract also. Director KHTC

14 PART 5 - SCHEDULE OF PRICES Name of work:- Conducting a Flower Show at Hydel Park,Munnar from 15 th October 2018 to 14 th January 2019 Sl. No QTY ITEM 1 1 Job Conducting a Flower Show at Hydel Park, Munnar for 3 months from 15 th October 2018 including supplying, designing and arranging flowering plants with flowers, making temporary stalls, conducting cultural programmes on Stage, all above not less than the minimum requirement, lighting and sound, supplying staff, clearing all waste etc. complete on revenue sharing basis Share of KHTC from income in words Share of the Contractor Total I/we agree to undertake to execute the work at the above mentioned revenue share. Signature of the Bidder: Name & Address of Bidder:- Sd/- Director KHTC