TENDER NOTICE FOR PHOTOGRAPHY SERVICES IN PUSHPA GUJRAL SCIENCE CITY KAPURTHALA (PUNJAB) TN/PGSC/ /7/Photography Services

Transcription

1 TENDER NOTICE FOR PHOTOGRAPHY SERVICES IN PUSHPA GUJRAL SCIENCE CITY KAPURTHALA (PUNJAB) TN/PGSC/ /7/Photography Services Pushpa Gujral Science City Jalandhar Kapurthala Road, Kapurthala, Punjab Telephone: / 64 Pushpa Gujral Science City: Tender: Photography Services Page 1

2 Tender Advertisement PUSHPA GUJRAL SCIENCE CITY Jalandhar-Kapurthala Road,Kapurthala Telephone: / 64 TENDER FOR CONTRACT FOR PHOTOGRAPHY SERVICES Separate Sealed offers are invited from reputed Agencies / firms for Photography Services at PGSC. Earnest Money: Rs. 5,000/- Lease Period: 3 years Pre-Bid Meeting: 26/07/2016 (1130 Hrs) at PGSC, Kapurthala Last Date for Submission of Tender: 02/08/2016 (1500 Hrs) at PGSC, Kapurthala Tender Document consisting of detailed scope of work and terms & conditions may be downloaded from PGSC website or obtained from the office of PGSC Kapurthala on payment of tender fee of Rs. 500/-. Note: PGSC reserves the right to accept or reject any application and to annul the process at any time, without any liability and assigning any reason thereof. Pushpa Gujral Science City: Tender: Photography Services Page 2

3 Pushpa Gujral Science City Jalandhar Kapurthala Road, Kapurthala TABLE OF CONTENTS S. No. Particulars Page 1. Covering Letter 4 2. Particulars of Tender 5 3. Photography Services 6 4. Instructions Scope of work, Term and Conditions of contract Financial Bid 14 ANNEXURES I Copy of Agreement 15 II Particulars of Tenderer III Checklist 18 Pushpa Gujral Science City: Tender: Photography Services Page 3

4 COVERING LETTER From, (Full name and address of the Tenderer) M/S To, The Director, Pushpa Gujral Science City, Kapurthala. Subject: Contract for Photography Services Facility at PGSC Sir, We hereby submit our offer in full compliance with terms & conditions of the attached tender. The tender is submitted in three separate and sealed envelopes marked: Part-I (EMD) Part-II(Technical Bid] Part-III (Financial Bid) Dated: (Signature of Tenderer) With seal Pushpa Gujral Science City: Tender: Photography Services Page 4

5 Particulars Contract for Photography Services Facility Date for Pre-Bid Meeting : 26/07/2016 at 1130 Hours Place for Pre-Bid Meeting : Committee Room, Administrative Block, Pushpa Gujral Science City (PGSC), Jalandhar-Kapurthala Road, Kapurthala Last Date for submission of Offer : 02/08/2016 upto 1500 Hours Place for submission of Offer : The Director, Administrative Block, Pushpa Gujral Science City (PGSC), Kapurthala Validity of the Offer : 3 (Three) Months from the last date for submission of Tender Contract Period : Three years Earnest Money Deposit : Rs.5,000/- (Rs. Five Thousand Only) Through Demand Draft in favor of Pushpa Gujral Science City, payable at Kapurthala Contact Persons at PGSC : Dr. B.S. Bhalla, Scientist-C, PGSC, Kapurthala Tel: Sh. Ritesh Pathak Scientist-C, PGSC, Kapurthala Tel: Note: The PGSC may, at his discretion, extend this date for the submission of tender by amending the Tender Documents in which case all rights and obligations of the PGSC and the Bidder previously subject to the original date shall thereafter be Subject to the new deadline as extended. If such nominated date for pre-bid or submission of tender is subsequently declared as a Public Holiday by the PGSC / Government, the next official working day shall be deemed as the date for pre-bid and submission of tender. Pushpa Gujral Science City: Tender: Photography Services Page 5

6 Photography Services Pushpa Gujral Science City (PGSC) is a popular tourist destination spread in 72 acres area. Tenders are invited for Photography Services in Science City, Kapurthala, Punjab from reputed Agencies for clicking of photographs of visitors in the Science City at various locations and sites on commission basis. Science City has very picturesque buildings and landscaping spread across the area with an artificial lake (Water Body) having one kilometer boating length. Water body has an island on which Dinosaurs Park has been created having natural flora and models of dinosaurs along with other unique attractions viz.be an astronaut, Swati aircraft, MIG, peacock diorama, virtual studiowhich provideforever remembrance sites to the visitors to get their snaps clicked.. About 3.26 Lacs visitors visit the Science City annually. Visitors generally spend 6 to 7 hours in the Science City. Pushpa Gujral Science City: Tender: Photography Services Page 6

7 Contract for Photography Services INSTRUCTIONS 1. PRE-BID MEETING 1.1 A pre-bid meeting shall be held for clarifying any issue raised by the prospective bidders. The prospective bidders may send their queries inadvance preferably. 1.2 The minutes of the pre-bid meeting shall be posted on the website of PGSC next working day. 1.3 Decisions taken in the pre-bid meeting shall have overriding effects on the provisions mentioned in scope, term and conditions of the Tender Document. 2. The offer should be submitted in three separate envelopes. Part - I (Envelope - I): containing Earnest Money Deposit of Rs. 5,000/- Part II(Envelope - II): containing Technical Bid Part III(Envelope - III): containing Financial Bid 3. The procedure for submitting the tender shall be as under: - ENVELOPE I: superscribed EARNEST MONEY DEPOSIT should contain Earnest Money Deposit in the form of Demand Draft for Rs. 5,000/- in favour of Pushpa Gujral Science City payable at Kapurthala. Tender fee of Rs. 500/- (in case downloaded tender from the PGSC website) in the form of Demand Draft in favour of Pushpa Gujral Science City payable at Kapurthala Tender submitted without the Earnest Money and tender fee will be summarily rejected. The earnest money deposited with PGSC will be refunded to the unsuccessful tenderer after award of work to successful bidder. In case of successful Tenderer, the Earnest Money will be retained as the Security Deposit/ Retention Money for satisfactory execution of the contract. In case successful Tenderer does not return the signed copy of the Agreement within 15 days of the issue of the intent letter, the earnest money shall be forfeited by the PGSC. No interest will be payable on the EMD. ENVELOPE - II: superscribed TECHNICAL BID should contain Broad Norms for participating Agency: 1. The agency should furnish the details of Photography Services and the past reference of similar experience with reputed customers in public and/ or private sector. 2. The Agency should furnish details and documents as per Annexure: II and III. ENVELOPE III: superscribed FINANCIAL BID should contain only the percentage of commission to be offered on realized revenue. All the envelopes mentioned above should be submitted in a larger envelope double-sealed cover, super-scribing the Tender For Photography Services in PUSHPA GUJRAL SCIENCE CITY, KAPURTHALA, PUNJAB.. 4. PROCEDURE Pushpa Gujral Science City: Tender: Photography Services Page 7

8 The procedure of opening the tender shall be as follows: Envelope I shall be opened in the first instance. Bids without proper Earnest Money and tender fee shall be out rightly rejected and Envelope II and III shall not be opened. Envelope II shall only be opened with Earnest Money in Envelope I as required. The Technical Bid will be evaluated by Technical Evaluation Committee. Envelope - III of only those bidder(s) shall be opened who have been qualified by the Technical Evaluation Committee. Conditional bids will be outrightly rejected. 5. CLARIFICATION OF BIDS To assist in the examination, evaluation and comparison of bids, PGSC may, if necessary, ask bidders individually for clarification of their bids with respect to documents etc. 6. SELECTION CRITERIA The Financial Bids of only those tenderers will be opened who will be recommended by the Technical Evaluation Committee. The Bidder quoting highest commission will be awarded the work. 7. Other Instructions 7.1 PGSC will process the tender as per PGSC norms & procedures and PGSC would not be under any obligation to give any clarification to the agencies whose bids are rejected. 7.2 Tenderers are advised to visit Science City and themselves see the location during office hours on any working day 7.3 PGSC reserves the right to reject / cancel any or all or part of the tender of the bidder without assigning any reason and shall also not be bound to accept highest bidder. The decision of the PGSC shall be final and binding. 7.4 Omission, neglect or failure on the part of bidder to obtain requisite reliable and full information or any matter affecting his / her tender, shall not relieve the bidder, from any liability in respect of the contract. Pushpa Gujral Science City: Tender: Photography Services Page 8

9 SCOPE OF WORK, TERMS & CONDITIONS 1. Scope of work: Tenders are invited for Photography Services in Science City, Kapurthala, Punjab from reputed Agencies for clicking of photographs of visitors in the Science City at various locations and sites on commission basis. 2. Period of Contract 2.1. The contract shall be for a period of THREE years from the date of start, which shall be indicated in the award letter. 3. Extension of Contract Period 3.1. If PGSC finds the work of contractor satisfactory and Contractor also desires to continue operations of Photography at Science City then contract can be extended on mutually agreed period and term & conditions The Security Deposit will be withheld for the extended period and no interest will be payable. 4. Security and Payments 4.1. Security The Bidders shall deposit EMD of Rs. 5,000/- at the time of deposit of tender. EMD of the successful bidder will be kept as Security Amount for the duration of the lease period. It will be returned only after the completion of the lease period Successful Bidder will deposit additional Rs. 5000/- or Bank Guarantee of equivalent amount with PGSC as a part of Security Deposit at the time of award of contract No interest will be payable on Security Deposit The Security deposit is liable to be forfeited wholly or partially if: Persistent Misbehavior of contractor or his employees The tenderer declines to render services at the rates agreed upon, due to any reason Tenderer fails to fulfill any terms & Conditions of the agreement As per the termination clause Mode of Payments The contractor shall deposit commission quoted of the total realized amount (minus taxes) on fortnightly basis calculated upto 15th day and end of the each month and shall be payable within 7 days. For late payment, 12% penal interest shall be charged The ticketing system shall be Computerized for which software shall be provided by the PGSC. The computers will be networked with the Server with the PGSC. For the purpose of computerized ticketing, sufficient Computer trained persons shall have to be employed by the Contractor. Pushpa Gujral Science City: Tender: Photography Services Page 9

10 If any person is found with photographs without computerized ticket, Rs. 1000/- (Rupees One Thousand only) will be charged from the contractor for each such omission PGSC shall have the right to surprise check the billing being done by the Contractor on any day at any time during operating hours Mode / Schedule of Payments will be as follows: Item Amount Time for Deposit of Money A EMD Rs 5,000/- Deposited along with Tender Document will be retained as part of Security Deposit in case of successful bidder. B Security Deposit Rs. 5,000/- Successful Bidder will deposit additional Security as Demand Draft to PGSC or Bank Guarantee of equivalent amount valid till the tenure of contract on award of contract. C Commission Quoted Commission Fortnightly basis calculated upto 15th day and end of the each month and shall be payable within 7 days. 5. Contractor s Responsibilities: 5.1. The contractor will be responsible for observing all the legal requirement / obligations regarding working conditions of his employees under various labour, service, ESI, PF, other statutory requirements and other laws which may be in force All the Taxes applicable from time to time shall be the responsibility of the contractor Indemnify PGSC against any such violation of rules / requirements etc found by authorized Agencies during inspections or otherwise To provide requisite Trained Manpower as per number of sites and locations To provide requisite High Quality Cameras with accessories (such as stands, memory sticks, data cables, cables, lens etc ) as per number of sites and locations Computer / Printer for printing of photographs 5.7. Paper and colour cartridges 5.8. Colour printout To provide requisite software for printing of photographs Setting up of Kiosk (design and site to be got approved from PGSC) Publicity panels (design and site to be got approved from PGSC) Pushpa Gujral Science City: Tender: Photography Services Page 10

11 5.12. Maintenance of Hardware such as Cameras, Computers, printers and other accessories and software Contractor will install computers and printers for the issue of tickets and bills while the software ticketing and billing will be provided by PGSC which will be linked with PGSC server Billing and Revenue Collection The Contractor will furnish a list of his employees with their names, father s name, correspondence address as well as permanent address, date of birth and photographs to the PGSC for record The contractor shall provide identity cards and uniforms to all his staff at his own cost Neither contractor nor any of his employees will perform the duty in drunken condition and if the contractor or any of his employees is found in such state, it may result in a fine of Rs. 2000/- for the first time and Rs. 5000/- for each subsequent offence(s) In case any legal action is brought about by any of the employees of the contractor for any grievance in regard to his service conditions, benefits or any other loss or injury suffered during performance of his duties etc. the entire responsibility shall be of the contractor, who shall indemnify PGSC against any such claim In case the contractor or his employees are found guilty of moral turpitude or any anti-social activity, the agreement may be cancelled by the PGSC. Besides, PGSC will be at liberty to take criminal / civil action as per provision of law against such person PGSC will not be responsible for payment of any type, on account of any loss occurring due to employees of the contractor for which the contractor shall be exclusively liable In case of any mishap or any accident in the contract space, the contractor shall be solely responsible for civil damages and criminal action and the contractor shall indemnify PGSC. Also it will be the responsibility of the contractor to shift the person / persons on this account to a suitable medical facility at his cost and meeting his/her medical expenses, if so required Contractor will be responsible for having cordial relations with tour operators / travel agents The contractor will be himself / herself responsible for insurance of his / her goods and will indemnify PGSC from any losses due to operations, fire, theft, force majure etc In the event of theft, pilferage or damage to the PGSC s property, and if proved that the contractor or his staff are responsible; the agency should make good all Pushpa Gujral Science City: Tender: Photography Services Page 11

12 the losses and remove the concerned person identified as responsible from the services. 6. Pushpa Gujral Science City (PGSC) Responsibilities: 6.1. Electricity power supply at the mutually selected site(s) by contractor and PGSC 6.2. Ticketing / Billing Software will be provided by PGSC, which will be connected with the Server of PGSC. 7. Mutual Responsibilities: 7.1. A standing committee consisting of two representatives of PGSC and two representatives of the contractor shall be constituted, which will be headed by the Director, PGSC or any other person assigned by the Director General, PGSC. For taking the decision(s) / settlement(s)for the following issues: Number of sites Location of sites Size of printout of photograph Price / Rate of printout of photograph For removing difficulties and for operating the contract on day to day basis and resolving mutual problems in an amicable manner, 8. Operations: 8.1. Presently PGSC is open 365 days (on all Saturdays, Sundays and Holidays) from 9:00 AM to 6:00 / 7:00 PM. Therefore facilities should be available all the time. Holiday, if any shall be notified in advance If opening and closing times are changed by the PGSC, the contractor will accordingly change the timings for services. 9. Termination of Contract 9.1. The contract can be terminated by either party after giving 6 months notice Without prejudice to other provisions herein, the contract can be terminated by PGSC by giving a prior notice of 3 months on violation of conditions of contract or on the grounds of default of proper services or deposit of payments by contractor. For operation of this clause a Consultative Committee of four representatives, two each from each party shall be constituted by the Director General, which shall meet from time to time and submit their deliberations to the Director General. The Director of the Science City or any other person authorized by the Director General, PGSC will be Chairman of the Committee In case of termination of contract for convenience of both the parties i.e. PGSC and contractor who mutually agree to terminate the contract, the contractor will Pushpa Gujral Science City: Tender: Photography Services Page 12

13 keep running the services as per the terms and conditions of the contract until PGSC appoints new contractor or for 3 months, whichever is earlier. 10. Arbitration All disputes between PGSC and the contractor arising out of this agreement entered into or in relation thereto or regarding the interpretation of any clause, terms and conditions thereof shall be referred to the Director General, Pushpa Gujral Science City acting as such at the time of reference or any other person as may be nominated by the DG who will be the sole arbitrator and his decision will be final and binding. In case the nominated Arbitrator is unable to commence or continue with the Arbitral proceedings for any reason whatsoever, the DG shall nominate / appoint another officer of PGSC who shall commence the proceedings and decide the reference. The provision of Arbitration and Conciliation Act 1996 shall apply The place for arbitration will be PGSC,Kapurthala. 11. Legal Jurisdiction District Courts at Kapurthala, Punjab Pushpa Gujral Science City: Tender: Photography Services Page 13

14 FINANCIALBID PHOTOGRAPHY SERVICES IN PUSHPA GUJRAL SCIENCE CITY, KAPURTHALA Item of work Percentage in Figures Percentage in Words Percentage of Commission of the total realized amount (minus taxes) The commission calculated as per above quoted commission rate will be NET PAYABLE to PGSC as per the terms and Conditions. Any taxes and levies payable will be extra as applicable. Date: Place: Name, Signature & Seal of Tenderer Note: In case there is any discrepancy in the amount mentioned in words and figures, that mentioned in words shall prevail. Date: (Name & Signature of Agency) With Seal Pushpa Gujral Science City: Tender: Photography Services Page 14

15 Annexure: I AGREEMENT AGREEMENT FOR PHOTOGRAPHY SERVICES IN PUSHPA GUJRAL SCIENCE CITY,KAPURTHALA This agreement is made on the between Pushpa Gujral Science City Society and its successors, assigns, executors etc. (hereafter referred to as the Society/ PGSC) and M/s (Hereinafter referred to as the contractor) for Photography Servicesin the campus of Pushpa Gujral Science City, Kapurthala. The terms of conditions of Tender Notice and minutes of pre bid meeting shall also form part of this contract Scope of Work Responsibilities Terms and Conditions----- For Contractor Designation Contractor Address For PGSC, Kapurthala Director Pushpa Gujral Science City Kapurthala Witness: Witness: Pushpa Gujral Science City: Tender: Photography Services Page 15

16 PARTICULARS OF TENDERER Use Additional Sheet if necessary Annexure: II S.No 1 Name of Agency 2 Postal Address address Telephone No. Fax No 3 Name and designation of the representative of the Agency to whom all references shall be made Mobile No. (Authorization Letter) 4 Status of Organization (Whether Private/ Public Sector Undertaking / Sole Proprietor / Partnership/Cooperative Society etc.) Attach Documentary Proof 5. PAN No.: Self Attested copy of last 1 year Income Tax Assessment / Return. 6. Service Tax No.: VAT No. of Punjab: (if applicable) (However, in case the bidder is not able to provide the Service Tax number/vat number or other statutory requirement/registration immediately, he will give an undertaking on Stamped legal paper or affidavit to obtain and communicate the same within one month from the date of award of work.) 7. Minimum Experience of one year is required in similar nature of work before the last date of submission of tender. Has the tenderer executed similar nature of work? (attach copies of work orders & references) Or own Studio / freelancing work then details of it. Pushpa Gujral Science City: Tender: Photography Services Page 16

17 10. Details of bank draft for Rs. enclosed as EMD 11. Details of bank draft for Rs. enclosed as Tender Document Fee 12. Signed & Stamped copy of Tender Document 13. Any Other Information Date: Place: (Name & Signature of Authorized Person) With seal Pushpa Gujral Science City: Tender: Photography Services Page 17

18 PUSHPA GUJRAL SCIENCE CITY Annexure: III CHECK LIST and MANDATORY DOCUMENTS Date of Pre-Bid Meeting : 26/07/2016 Venue of Pre- Bid Meeting : Committee Room, PGSC, Kapurthala Last Date of submission of Tender : 02/08/2016 Checking of EMD/ Document : 02/08/2016 Date of opening of Technical & Financial Bid: Will be intimated Items PART I EMD 1 Demand Draft of Earnest Money PART II TECHNICAL BID 1. Covering Letter 2 General Particulars of Tenderer 2.1 Authorization Letter: Power of Attorney in the name of the person, who has signed the Tender Document 2.2 Status of Organization: (Whether Private/ Public Sector Undertaking / Sole Proprietor / Partnership/Cooperative Society etc.) Documentary Proof 2.3 Self Attested Copy of PAN Card 2.4 Self Attested Copy of last one year Income Tax Assessment / Return 2.5 Copy of Service Tax No. VAT No. of Punjab State (if applicable) (However, in case the bidder is not able to provide the Service Tax number/vat number or other statutory requirement/registration immediately, he will give an undertaking on Stamped legal paper or affidavit to obtain and communicate the same within one month from the date of award of work.) 2.6 Details of Hardware of Cameras to be provided. 2.7 Minimum Experience of one year is required in similar nature of work before the last date of submission of tender. Has the tenderer executed similar nature of work? (attach copies of work orders & references) Or own Studio/ freelancing work then details of it. 2.8 Signed and Stamped Copy of Tender Document 2.9 Any other Supporting information PART III FINANCIAL BID 1. Commission to be Charged for Photography Services at PUSHPA GUJRAL SCIENCE CITY, KAPURTHALA The photography services of the agency may also be utilized for events/functions at Pushpa Gujral Science City on chargeable basis to be decided mutually. Pushpa Gujral Science City: Tender: Photography Services Page 18