Government of Bihar Directorate of Tourism 4 th Floor, BSFC Building, Frazer Road Patna

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1 Government of Bihar Directorate of Tourism 4 th Floor, BSFC Building, Frazer Road Patna Request for Proposals for selection of Agency for design, construction and maintenance of the main pandal for religious ceremonies and tented city at Gandhi Maidan and 2 other locations in Patna on the occasion of the 350th birth anniversary of Shri Guru Gobind Singh Ji (Prakash Utsav) CORRIGENDUM I This is with to the d Request for Proposal issued by the Department of Tourism. This document contains pertinent clarifications to the RFP, bidders are advised to make themselves aware of the contents of this document prior to submitting their respective proposals to the Department. 1 Electricity & Water Clause (o) 2 Key events & information The successful bidder shall make necessary arrangements for water, and electricity including drinking water for visitors, service persons and staff from outside source. The authority shall assist the operator in providing necessary support to get various approvals from various govt. departments. Tender Fee & Bid Security in favour ofmanaging Director, Bihar State Development Corporation Will there be a particular point where we will get the electricity & water & from there we have to distribute around the locations as moving water tanker will be very hard especially at Gandhi Maidan location as All arrangements pertaining to electricity, water & sewerage shall be provided for by the bidder. Bidders are encouraged to conduct a site visit for ascertaining the details. Tender Fee & Bid Security in favour ofmanaging Director, Bihar State Tourism Development Corporation

2 3 Layout/map Can we have a layout from the Nagar Palika or the A map for Gandhi Maidan and Bypass Parking Areais competent authority as we appended along with as will know the exact sizes. It Annexure 1. was also very hard to do a recce yesterday during the wet condition. 4 Consortium It is requested to please allow Consortium/JV as it will make the task easy to fabricate the tented city, to manage & monitor during the ceremony to make the operation smooth & make this a fabulous event to be remembered. Joint Ventures may participate in the tender process, however in no event shall more than three firms be allowed as partners. The terms and conditions of the JV and the format of the Agreement have been listed below in Annexure 2. The lead member of the Joint Venture shall be responsible for all contractual obligations under the resultant RFP. The format of the Joint Venture Agreement is appended along with as Annexure 2. The prime bidder must meet

3 all prequalification Criteria specified in the RFP. 5 Tri Stage Area Clause i (c) The setup of the stage and all other infrastructural requirements for the pandal would have to be provided by the bidder. This list is inclusive of but not restricted to: More clarification on tri stage set-up (is it a triangular stage setup or we have to give three stages) The bidders will have to study similar Sikh events held in the country and suggest a suitable design as per Sikh Maryada. VIP washrooms nearby, heaters etc Carpeting of the pandal Stage Preparation/decoration as per Sikh tradition 6 Ground Map 7 Toilets (r), (c) An appropriate acoustic system that can be heard audibly The applicant should also arrange for the water connection from the utility providers and shall arrange for distribution of water to toilets and other areas as per layouts. Please provide us the ground map. It is urgently required, on this basis only we will be able to work out the plan Sewer line, Drinking water lines should be provided by the government on the required points Please refer to item 2 above. All arrangements for electricity, drinking water and sewerage shall be the responsibility of the bidder.

4 8 DG Set Clause (n) 9 Value Added Tax 10 Works Contract tax 11 Clause 1.8 The sewerage shall have to be connected to nearest available drain/sewer manhole/sock pit; if not available proper arrangements shall be made/constructed. Scope of work includes complete arrangement for solid waste disposal works which are technically and structurally sound The operator shall arrange for DG set for 100% back up with all accessories, consumables, cabling, change over switches, panel board, etc. complete at his cost The operator shall manage the tented facilities including housekeeping like maintaining toilets, drinking water facility, water supply for other works, electricity supply, cleanliness, garbage disposal, security, up keeping of the structures. 100% Backup is desired, Our suggestion is that it should be only 25-30%. Making entire area on 100% back up would be very costly affair. Not applicable on rental business,. please let us know whether it will be deducted at source or not Not applicable on rental business? What would be the rate? Whether it will be deducted at source or not? Drinking water connection and electric connectionshould be provided by the government 12 Payment Payment Condition:not mentioned in the RFP Not acceptable. Only taxes applicable per law shall be deducted at source. Only taxes applicable per law shall be deducted at source. Please refer to item 1 above. Payment under the resultant contract shall be as follows:

5 document. Our suggestion is that, it should be like : Mobilization advance: 15% When material reaches on site: 25% During work in progress: 40% Within 07 days of the end date of the event: 20% Mobilization advance 15% When material reaches on site: 15% Post event 70% , The bidder shall deposit a Bid security of Rs 5,00,000/- (Rupees Five Lakh only) in accordance with the provisions of this RFP. The bidder shall provide the bid security as a demand draft The Authority has adopted a two-stage bidding process (collectively referred to as the Bidding Security Deposit of 10% is too much, it is ideally 02% of the contract value in such type of work. Request the committee to please explain the process as the current bid document The referred clause is in relation to bid security required at the time of bid submission. The clarification however pertains to performance guarantee. It may be noted, that the bidders request is not in consonance with relevant rules (Rule 131P of the Bihar Financial Rules), accordingly the same is not accepted. The bidder shall submit three separate envelopeseach containing

6 Process ) for selection of the Bidder for award of the Project. The first stage (the Qualification Stage ) of the process involved pre-qualification of interested parties/ Consortia in accordance with the provisions of the RFP. At the end of the Qualification Stage, the Authority short-listed Applicants who are eligible for participation in this second stage of the Bidding Process (the Bid Stage ) comprising Request for Proposals. In the Bid Stage, the aforesaid short-listed Applicants, including their successors, (the Bidders ) are being called upon to submit their financial offers (the Bids ) in accordance with the terms specified in the Bidding Documents. The Bid shall be valid for a period of not less than 120 (one hundred and twenty) days from the Bid Due Date. makes simultaneous submission of Price Bid & Technical from all bidders (a) Pre-qualification (b)technical and (c) Financial Proposals whichshall be put into a single envelope and together shall constitute a bidders proposal. Only bidders qualifying at the preceding stage shall be eligible for tender opening in the subsequent stage. Illustratively: Technical Proposals of only those bidders who have been successfully prequalified shall be opened , A Bidder is required to deposit, along with its Bid, a bid security of Rs 5,00,000 (Five Lakh Only) (the Bid Security ), refundable not later than 60 (sixty) days from the Bid Due Date, except in the case of the Selected Bidder whose Bid Security shall be retained till it has provided a Performance Security under the Agreement. The Bidders will provide Bid We would like to submit that BID SECURITY of Rs /- and Minimum Turnovers defined of 150,00,000/- are very low considering the work defined in scope documents and for Financial proposals of only those bidders who have cleared the technical evaluation shall be opened. No change, bidders competency for completion of specified work shall be evaluated in the technical proposal.

7 Security in the form of a demand draft. Where a demand draft is provided, its validity shall not be less than 180 (one hundred and eighty days) days from the Bid Due Date, for the purposes of encashment by the Authority and may be extended as may be mutually agreed between the Authority and the Bidder from time to time. The Bid shall be summarily rejected if it is not accompanied by the Bid Security. shortlisting / identification of competent agencies. The bidder should have a minimum average annual financial turnover from similar services of 1.5 Cr per year during over the past 3 years ( , , ) To design, construct, operate & maintain a tented city at three locations: i. Gandhi Maidan (60.91 acre) to house 30,000 people ii. Gurudwara KanganGhat (approx. 10 acres) to house 5,000 people iii. Bypass Parking Sthal (approx. 60 acres) to house 20,000 people We believe that areas required for undertaking Accommodation arrangements for pax, 5000 pax and pax requires substantially bigger land parcels In case of shortage of the land to accommodate such numbers, additional land shall be allotted at the Bypass Parking Area to make up for the shortage To design, construct and maintain the main We would request the committee to please explain Bidders shall opt to submit their financial bid for either of

8 pandal at Gandhi Maidan. The Bidder shall quote for Gandhi Maidan and atleast one more locations, in their technical & financial quotations. All the bidders compulsorily have to quote for additional tents. Hence the bidders have three options for financial bids: Option 1: Gandhi Maidan, KanganGhat& Additional Tents Option 2: Gandhi Maidan, Bypass Parking Sthal& Additional tents Option 3: Gandhi Maidan, KanganGhat, Bypass Parking Sthal& Additional tents Financial evaluation will be done separately for each of the three locations i.e. (a) Gandhi Maidan (b) KanganGhat and (c) Bypass Parking Stahl along with the additional tents Tender Document also says that p would be given to bidder who can undertake all three sites subsequently how would the comparison between somebody who had quoted for one of the options 1,2 would be compared with somebody who have quoted for option 3 ( All sites). the following 3 options: Option 1: Gandhi Maidan, KanganGhat& Additional Tents Option 2: Gandhi Maidan, Bypass Parking Sthal& Additional tents Option 3: Gandhi Maidan, KanganGhat, Bypass Parking Sthal& Additional tents In their financial proposal bidders shall quote separate line items for each of the venues i.e. Gandhi Maidan Bypass Parking Sthal KanganGhat A separate Techno-Financial evaluation shall be arrived at separately for each of the above three venues. The bidder scoring the highest techno financial marks for a site shall be

9 finally awarded the bid for that site (b) Hygiene (Toilets and Sanitation) We would request the committee to define the number of Toilets that we need to create per 100 people along with Type/ Design / Speciifications for the same as it can lead huge difference in estimates. Similarly Type/ Design/ Specification for Dormitory needs to be defined for proper and comparable estimates. We should also define as to how many people need to housed together. Definition of toilets/ wash numbers for dormitories.. Additional marks shall be assigned in the presentation to bidders undertaking all three sites. Toilets shall be made of fibre / sunglass and roofing with fibre of suitable size as per standard Indian/Western Commode pan with foot rests. Water tap lighting & ventilation provision shall be made. Compartments shall also have septic tank/bio digester facility. Water supply arrangements with sufficient storage capacity shall be made. Toilets shall have the following facilities: Toilets connected to Soakpits/ Septic Tanks Water and Plumbing connections. Overhead Water Storage tank.

10 Housekeeping and Maintenance for Festival Period. Electrical Lamps and wiring and connections to mains Restoration of Site to original sate after the function. Urinals will have facility for collection tank and attached to Soak pit. Round the clock maintenance of the toilets shall be done with one Housekeeping (well dressed and groomed attendant) in each shift for every 10 units equipped with all cleaning equipment and cleaning material. After completion of the programme the entire structure shall be removed from the site and site should be cleared. 19 Location for Location of provision of All arrangements for water,

11 supply of water and drainage (i), (j), (k) The operator shall have to bear the all expenditure regarding getting temporary connections, all deposits, usage charges and any other chargeable expenses for all ancillary services, as listed in Section 5, Scope of Work, Part B & any other arrangements required The expenses towards electricity usage & water usage shall be payable by operator based on actual consumption including all taxes & levies directly to concerned authorities and shall be subsequently reimbursed by the Authority Water supply and drainage facilities / sewer/ septic connections in the venue. as this would affect estimates. We submit that cost and responsibility for Electrical and Water Supply has to be assumed by State and it is simply not possible for contractor to arrange them on their own. Contractor can assume responsibility for Power Backup/ Generators drainage, sewer, septic connections shall be provided for by the bidder and shall be his responsibility. Operator will have to pay requisite fee to take connections. Refer clause , the said costs therein, shall be reimbursed to the operator on actuals. 21 Appendix VI In case of non-availability of such facilities, operator shall manage to get these facilities on his own cost & resources Description of work Weightage For tented city at Gandhi Maidan 1 For Tented city at Gurudwara KanganGhat 1 We would request a clarification why a weightage of 15 has been provided for Sl 4 Cluster of additional 200 Additional Tents. We would further request that rates be called for exclusive of all taxes as A higher weightage for additional tents is provided to deter a bidder from quoting an unduly high price for additional units that may be required for the event.

12 For tented city at Bypass Parking sthal 1 For a cluster of 200 additional tents 1 (Please Note: The rate should be inclusive of all taxes like Service Tax, Value Added Tax, Works contract tax, insurance etc.) many agencies from outside the state may be submitting their bids. Government can deposit State like VAT, Work Contract Tax etc directly to state treasury. Similarly in respect of Central Taxes like Service Tax government can ask for proof of payments To design, construct and maintain the main pandal at Gandhi Maidan. The Bidder shall quote for Gandhi Maidan and atleast one more locations, in their technical & financial quotations. All the bidders compulsorily have to quote for additional tents. Hence the bidders have three options for financial bids: We would request the committee to please explain how would the comparison between somebody who had quoted for one of the options 1,2 would be compared with somebody who have quoted for option 3 ( All sites). Please refer to item 16 above. Option 1: Gandhi Maidan, KanganGhat& Additional Tents Option 2: Gandhi Maidan, Bypass Parking Sthal& Additional tents Option 3: Gandhi Maidan, KanganGhat, Bypass Parking

13 Sthal& Additional tents Financial evaluation will be done separately for each of the three locations i.e. (a) Gandhi Maidan (b) KanganGhat and (c) Bypass Parking Stahl along with the additional tents Tender Document also says that p would be given to bidder who can undertake all three sites subsequently 23 Payment We also request the committee to please explain the payment schedule for the current works proposed/discussed. Please refer to clause 11 above. 24 Key Events & Information The last date for submission of the proposals shall be 04 th Annexure 1 Bypass Parking Sthal Map October, 2016 by 12:00 PM.

14 Gandhi Maidan

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16 Annexure 2 Terms of JV& Form of Agreement

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19 5.1 The lead partner shall meet not less than 50% (fifty percent) of the prequalification criteria specified in the RFP. 5.2 Each of the remaining partners shall meet not less than 25% (Twenty Five percent) of all the qualifying criteria specified in the RFP. 5.4 The Joint venture must also collectively satisfy the subject of the criteria of the pre-qualification section of the RFP for this purpose the relevant figures for each of the partners shall be 100% or more. 5.5 In the event that DoT has caused to disqualify a consortium member on the grounds of: made misleading or false representations in the forms, statements and attachments submitted in proof of the qualification requirements; and/or have record of poor performance such as abandoning the works, not properly completing the contract, inordinate delays in completion, litigation history, or financial failures etc; and/or

20 participated in the previous bidding for the same work and had quoted unreasonably high bid prices and could not furnish rational justification to the employer. Then all of the JV partners will be disqualified.

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