TENDER NO: indextb/rfp/08/2012. Turnkey Solutions for Hospitality Services During Vibrant Gujarat: 2013 Summit

Transcription

1 TENDER NO: indextb/rfp/08/2012 Turnkey Solutions for Hospitality Services During Vibrant Gujarat: 2013 Summit Issue of Tender Important Dates From 09 August, 2012 upto 29 August, Hours Pre-Bid Briefing Meeting August at 11:00 hours Last Date of Submission of August 29, 2012 upto 1500 Tenders in both formats hrs (Physical & Online) Date of Opening of Tenders August 29, 2012 at 1600 hrs INDEX INDUSTRIAL EXTENSION BUREAU Block No. 18, 2 nd floor, Udyog Bhavan, GH-4 Sector - 11, Gandhinagar Phone: /93, Fax: indextb@indextb.com Website: -

2 CONTENT Sr.No. DESCRIPTION 1. PREFACE 2. PREPARATION OF BIDS 3. EVALUATION OF BIDS 4. INSTRUCTIONS TO BIDDERS SECTION 1 TECHNO-COMMERCIAL UNPRICED BID 5. GENERAL CONDITIONS OF CONTRACT 6. SPECIAL CONDITIONS OF CONTRACT 7. SCOPE OF WORK 8. DEVIATION STATEMENT 9. TECHNO-COMMERCIAL CONDITIONS (FORM FOR BIDDER) 10. LIST OF DOCUMENTS TO BE SUBMITTED ALONG WITH THE TENDER 11. FORMS FOR SUBMITTING THE INFORMATION a. Form A b. Form B c. Form C 12. AGREEMENT FORM ANNEXURE I - PROFORMA FOR PERFORMANCE BANK GUARANTEE SECTION 2 PRICED BID 13. PRICE BID 2

3 1.0 PREFACE Industrial Extension Bureau (indextb) is a Government of Gujarat Organization having its registered office at Block No 18, 2 nd Floor, Udyog Bhavan, Sector-11, Gandhinagar It is working as the nodal organization for organizing flagship event of Government of Gujarat Vibrant Gujarat: 2013 Summit. This Event would be organized in Ahmedabad & Gandhinagar at various dates in the months of December 2012 and January The main programme would be during January 11-13, 2013 however various events would commence from 7 th January, 2013 and would last up to 13 th January, 2013 at Mahatma Mandir, Gandhinagar. Vibrant Gujarat Summit is a mega event where in Seminars, Conventions, Business Meetings, Exhibitions, Networking and other events take place. This Summit is organized biennially starting from 2003 and has been successfully organized in the years 2005, 2007, 2009 and Eminent persons, Political Leaders, Diplomats, Sr. Government Officials, Businessmen, Executives, Investors, Opinion Makers, Policy Makers, Academicians, Media, etc from India and abroad participate in the Summit. Mahatma Mandir is being constructed in between Sector 13 and 15 in Gandhinagar on life and philosophy of Father of Nation. The Convention and Exhibition Center is ready and it has state for the art facilities for organizing Conventions, Seminars, Exhibitions and Business Conferences & Meetings. The last Vibrant Gujarat: 2011 Summit was held there. At Mahatma Mandir, the Convention Center has following facilities: Amenities Seating Area (sq. mt) Capacity Convention Hall with VIP Galleries When Partitioned into three halls each 2100 each Seminar Hall 1 (with Pantry & Video Conferencing Provision) Seminar Hall 2 (with Pantry & VC Provision) Seminar Hall 3 (with VC Provision) Seminar Hall 4 (with Pantry and Projection Room & VC Provision) Conference Rooms (total 3 Nos) Small Conference Rooms (Total 1-5 Nos) 6 to (VC Provision) Meeting Room Exhibition Hall # 1 (with VIP viewing Gallery) Exhibition Hall # 2 (with VIP viewing Gallery) Exhibition Hall # As stated earlier, various function would be taking place before the core dates for the Summit. For all the functions pre Summit and for the events during the Summit Hospitality services are required and indextb being the nodal agency for organizing the Summit on behalf of the Government of Gujarat, invites proposal from the experienced companies / firms engaged in the hospitality industry to provide on-site and also at following other sites. 3

4 1. Ahmedabad Airport Domestic and International 2. Venues for various discussion forums, panel discussions & other events as mentioned in this document, subsequently. Venues are under fn Wherein Hospitality Services are needed on Turnkey basis; herein after referred to as SERVICES for Mahatma Mandir Gandhinagar, Gujarat (hereinafter referred to as the agreed premises ). All the building and open areas would be occupied & operational for the Summit. indextb is proposing to hire an agency meeting the qualification criteria for providing Hospitality Services for a. pre-summit preparation period starting from to b. pre-summit events starting from to ; and c. main summit days to The details about the b and c are mentioned below. For a above, arrangements are required for tea / coffee / light snacks for persons on each day for the meetings that would be taking place at the Mahatma Mandir for the preparation of the main Summit. Table 2* Date Particular Venue 7 th January 2013 to 10 th January, 2013 Panel Discussions Discussion Forum 11 th January 2013 Inauguration of Vibrant Gujarat 2013 Summit Seminars 12 th January 2013 And Seminars, B2B and B2G Meetings and Valedictory Function At various places In Ahmedabad / Gandhinagar At Mahatma Mandir At Mahatma Mandir 13 th January 2013 B2B and B2G Meetings. The service provider would have to ensure following services at venues/places mentioned above as may be applicable: 1.1 Off-Site Services 1. Airport at Ahmedabad Domestic Services envisaged at the above points are as under: 1. Preparation of lounge at the airport of an area of 150 sq mt and to be furnished by necessary furniture such as sofa, tables, center table, literature display rack, etc. 2. Manning, upkeep, general Cleaning of Lounge. 3. Refrigerator for cooling drinking water (Water will be provided by us), etc. 4. Ensuring availability, serving and providing Tea/Coffee 4

5 5. Arrangements for display and distribution of Literature (Literatures would be provided by us. Only arrangements for display and distribution is to be made) 1.2 Services on site (i.e at the venues for various programmes in Gandhinagar and Ahmedabad) 1. Setting up of counters and manning the arrangements for Tea, Coffee, Soft Drinks, peanuts, cookies etc. 2. Arrangement of Tea/Coffee vending machines, Soft drinks, cookies, peanuts, grams etc. 3. Provision of manpower to man the machines vending machines and refrigerators, assist the delegates in providing the same and keep the record of servings. 4. Refrigerators for cooling drinking water, branded juices &, soft drinks etc. Water bottles will be provided by us. However, arrangements for the refrigerators and juices would be made by the bidder. 5. Bidder shall provide adequate approved crockery and cutlery and table cloth of standard quality. 6. The necessary manpower will have to be arranged by the bidder and they should be well dressed, presentable, well-mannered and trained to do such services. 7. Preparing of meeting rooms by ensuring and proper placing of pen, pad and other stationery, etc. (materials will be provided by indextb) 8. Maintaining cleanliness at the Seminar Rooms, Meeting Rooms, Convention Halls, MOU Singing Areas, Site Offices, lounges, etc through vaccum cleaning, mopping, use of freshners etc. The Common Area, toilets, passages, etc would not be in the scope of the bidder. 9. Hostesses are required to be present for necessary services at the venue having movement of eminent persons. Hostesses should be able to guide in English, Hindi & Gujarati languages 10. Golf Carts (that runs on solid turf) facility at the venue for VVIP on site movements The tender documents describe the Scope & Extent of Work, Commercial Terms & Conditions etc. Tenders are to be submitted in a sealed envelope, super-scribed on the top with Turnkey Solutions for providing Hospitality Services for Vibrant Gujarat: 2013 Summit at Mahatma Mandir, Gandhinagar. The event premise and plot areas are exposed to people from various walks of life, therefore the equipments used should be operated and maintained for complete personnel safety and should be very safe and not cause any health hazard. THE BIDDER SHOULD READ THIS DOCUMENT VERY CAREFULLY AND COMPLY WITH THE INSTRUCTIONS / TERMS / CONDITIONS THEREIN. ANY BID WHICH DOES NOT CONFIRM WITH THE INSTRUCTION / TERMS / CONDITIONS THEREIN IS LIABLE TO BE REJECTED WITHOUT ANY REFERENCE. INDUSTRIAL EXTENSION BUREAU RESERVES THE RIGHT TO ACCEPT OR REJECT ANY TENDER. 5

6 2.0 PREPARATION OF BIDS 2.1 Schedule for Bid Submission: The important dates related to submission of the bid are as under : Issue of Tender From 09 August, 2012 upto 29 August, Hours Pre-Bid Briefing Meeting August at 11:00 hours Last Date of Submission of August 29, 2012 upto 1500 Tenders in both formats hrs (Physical & Onlie) Date of Opening of Tenders Date of the Presentation to the Committee and Opening of the Price Bids August 29, 2012 at 1600 hrs On completion of the technical evaluation &/or presentation. Would be Intimated to qualifying bidders. 2.2 Submission of the Bids: It is compulsory to submit the bids online on the website and also by the physical copy. The bids submitted only online and not in the physical form and vice-a-versa would not be considered for evaluation. The bids are essentially required to reach us, in both the forms, by the last date and time of submission of the bids mentioned in 2.1 above. The Bid in the physical form should be submitted in two parts in two separate sealed envelopes. Both the parts i.e. Part-I and Part-ll (as mentioned below) have to be submitted before the due date and time at indextb Office Gandhinagar (Kind Attention Managing Director, Industrial Extension Bureau) at the following address of indextb. INDUSTRIAL EXTENSION BUREAU Block No. 18, 2 nd floor, Udyog Bhavan, GH-4 Sector - 11, Gandhinagar Phone: /93, Fax: Bids submitted through fax or will not be accepted. Further the onus of ensuring the timely submission of the bids lies on the bidder. indextb would not be responsible for delay due to post, courier or messenger or for any other reasons. The decision of indextb to accept or reject the bid would final. 6

7 If the last date of submission happens to be declared as a non-working day by indextb, the date for submission would be extended to the next working day. The time of submission remains unchanged, or otherwise published by indextb. The two parts of the bid would be as under : PART 1 - TECHNO-COMMERCIAL UN-PRICED BID This part describes the Scope & Extent of Work, Commercial Terms & Conditions etc. The Techno-Commercial Un-priced Bid shall be submitted in a separate sealed envelope duly super-scribed "Part 1 Techno-Commercial Un-priced Bid Turnkey Solutions for providing Hospitality Services for Vibrant Gujarat: 2013 Summit at Gandhinagar. NO PART OF PART 1(TECHNICAL BID) SHALL CONTAIN ANY INFORMATION ON THE BID PRICE. This part of the bid should be submitted in bound manner (hard or spiral), with each page having its page number and seal of the company submitting the bids. Loose papers, unbound, pinned / clipped, threaded, or in any other form may not be considered for further evaluation. The decision of Managing Director, indextb would be final in this regard. PART 2 - PRICE BID The Price Bid shall contain an original copy of the Schedule of Rates, duly filled and signed and stamped on each page, strictly in the format prescribed in this tender document. The Price Bid shall be submitted in a separate sealed envelope duly super scribed "Part 2 - Price Bid Turnkey Solutions for providing Hospitality Services for Vibrant Gujarat: 2013 Summit at Gandhinagar. This part of the bid should also be submitted in bound manner (hard or spiral), with each page having its page number and seal of the company submitting the bids. Loose papers, unbound, pinned / clipped, threaded, or in any other form may not be considered for further evaluation. The decision of Managing Director, indextb would be final in this regard. The language for the bid should be English only. The Bid price quoted should be in Indian Rupees (inclusive of all taxes, duties, levies, CESS applicable thereon, and applicable insurance to the extent specified as the responsibility of the Agency) for performing the services as described in the Bid Document. The bids in other languages and the prices in currencies other than mentioned above would be subject to disqualification in the preliminary round of evaluation. The decision of the Managing Director, indextb would be final in this regard. 7

8 Bids once submitted cannot be withdrawn after the due date and time of submission. The bidder willing to withdraw the bid, after due date and time; the bid submission fees would be forfeited. Bidder willing to withdraw the bid after the opening of the price bid, the EMD of the bidder would be forfeited and the bidder would be blacklisted from future bidding for the indextb s requirement for next five years. 2.3 Bid Submission Fees and EMD : The fees for Submission of the filled tender is Rs. 10, (non refundable) to be paid by demand draft drawn on Nationalized Banks in favour of INDUSTRIAL EXTENSION BUREAU payable at Gandhinagar, shall have to be submitted along with the tender. The information of the same is also to be furnished online. An EMD of Rs.1,00, (Rs. One lakh only) in form of a demand draft drawn on Nationalized Banks in favour of INDUSTRIAL EXTENSION BUREAU payable at Gandhinagar, shall also have to be submitted along with the tender. The information of the same is also to be furnished online. 2.4 Opening of the Bids : The bids received in the prescribed way manner, would be considered for opening on the prescribed date and time. First the online bids (Part I only) would be opened followed by the physical verification of the EMD and Bid Submission Fees. The first part of the bid will only be opened for technical evaluation. The authorized representative of the bidder can remain present during the opening. He should carry valid authorization letter. The bids would be opened at the address mentioned in 2.2 The cost of attending the opening would be borne by the bidder. INDEXTb reserves the right to accept and assigning reasons. / or reject any or all the bids without 8

9 3.0 EVALUATION OF BIDS 3.1 The bids received in the prescribed way as mentioned in the section 2.0, and supplemented by the valid Demand Draft for Bid Submission Fees and EMD would be taken up for the opening of the technical evaluation. 3.2 indextb and/or its agencies will examine/evaluate the techno-commercial Bids to determine whether they are complete, the required Bid security has been furnished, the documents have been properly signed, the Bids are in order and for any other conditions which may affect the acceptance of the Bid. 3.3 Prior to the evaluation, indextb will verify the responsiveness of each Bid to the conditions specified in the Bid Documents, more particularly to the conditions and stipulations provided in Section 4.0 of this Bid. A responsive Bid is one that conforms to the terms, conditions and specification of the Bidding documents to the satisfaction of indextb in its sole judgment and Bid evaluation criteria without any deviation. 3.4 The Bids shall be analyzed and evaluated on the basis of the Bidder's technical capability in carrying out the specific services, more specifically the stipulations and criterions provided in Section 6.0 of the Bidding document such as current turnover, no of programs served in last three years, no of persons served in each of the last three years, nature of the programs served national and / or international, past experience, availability of manpower for deployment on the present project. The decision of indextb shall be final regarding the responsiveness, capability and capacity of the Bidder. 3.5 This is a two bid Quality cum Cost based evaluation (QCB), where in the bidders would be evaluated first for technical parameters. The technical evaluation would carry a weightage of 50%. The bidders qualifying on the technical parameters may be called for the presentation to the Committee. 3.6 After the technical evaluation, the cost/ price bid would be opened. The representatives of the bidders may remain present. The price-bid would carry 50% weightage. 3.7 After having combined the marks of both technical (Quality) and Cost (Price), the agency / bidder getting highest marks would be declared as H1 Bidder and would be invited for the negotiations on the scope of work, price, etc. 3.8 indextb reserves the right to open the price Bid of such accepted Bidders only and no appeal against such decision shall be entertained from any bidders. 9

10 4.0 INSTRUCTIONS TO BIDDERS 4.1 The Bidder is expected to have visited all the sites if required, discussed / gone through the scope of work, local conditions, operational environment, materials & labour conditions as applicable to work and as required by various statutes in force for respective works. 4.2 Every Bidder must furnish along with the tender, detailed information in respect of works that they have completed during the past three years, including the name of work(s), name of the client(s), contact person(s) with telephone nos. and total cost of work. 4.3 Bidder shall not make alteration or amendments in the scope of work and in descriptions as incorporated in the tender documents, since in such cases the tender is liable to be rejected and if at all any alterations are made, IT SHOULD BE MARKED WITH BOLD LETTERS AND FURNISHED UNDER SEPARATE LETTER ALONGWITH THE TENDER. 4.4 Conditional bids are subject to rejection. The decision of Managing Director, indextb to accept or reject the conditional bid would be final. 4.5 The bidder before submitting tender shall visit the site and satisfy himself for the scope of work. The information contained herein is only indicative. The cost of the visits would be borne by the bidder. 4.6 The bidder having office, maintenance centre in Gujarat will be preferred and bidders must give the location, address, contact person of nearest office and maintenance centre. 4.7 Tender scope of work is detailed scope of work. However, the formats & records for day to day operation & maintenance are to be prepared by the successful bidder. The bidder should bid for all the services covered under the tender and not leave services out of scope. 4.8 The bidder shall furnish details about key people who are to look after the operations. Any deviation in this will render the bid liable for rejection. 4.9 Bidder shall be liable for any loss / damage to the client s property due to negligence of its staff Rates finalized for various services shall prevail upto 31 st March 2013, which period may be extended by mutual agreement and the bidder shall not cancel or withdraw the tender during this period The bidder shall use tender issued by the client to fill in the rates and shall return the original tender duly signed on all pages as a token of having read and accepted all the terms and complete in all respects The Tender form must be filled in English. If any of the documents is missing or unsigned, the Client at its discretion may consider the tender invalid. 10

11 4.13 Rates should be quoted both in figures and words in column specified, however in case of discrepancy; the amount written in words shall be considered as the quoted price All erasures and alterations made while filling the tender must be attested by initials of the bidder. Overwriting of figures is not permitted. Failure to comply with either of these conditions will render the tender void at client s discretion. No advice of any change in the rate or conditions after the opening of the tender will be entertained Each of the tender documents shall be signed by the person or persons submitting the tender in token of his / their having acquainted himself / themselves with the general conditions of the contract, scope of work, special conditions etc. as laid down. Any tender with any of the documents not signed is liable for rejection The tender submitted on behalf of the firm shall be signed by all the partners of the firm or by a partner who has the necessary authority on behalf of the firm to enter into the proposed contract or by a person who is duly authorised official in case of a Company The client does not bind himself to accept the lowest or any other tenders and reserves to himself the right to accept or reject any or all the tenders either in whole or in part without assigning any reasons for doing so The Contractor shall not assign the Contract to any other agency. He shall not sublet any portion of the Contract, except with the written consent of the Client. In case of breach of these conditions the Client can take severe action including termination of contract and without prejudice to his other remedies against the Contractor The successful bidder shall submit detailed methodology for Turnkey Solutions for providing Hospitality Services for Vibrant Gujarat: 2013 Summit at Gandhinagar, in triplicate, within a week on receipt of acceptance of the LoI The bidder must obtain for himself on his own responsibility and his own expenses all the information which may be necessary for the purpose of making a tender and for entering into a contract and must visit and inspect and totally familiarize himself with the location of the work, and acquaint himself with all local conditions, local rules and regulations, statutory requirements, means of access to the work, nature of the work and all matters appertaining thereto and provide for all tools / tackles equipments etc. as may be required for rendering the services The rates quoted shall include all existing taxes, duties and levies and shall be deemed to be for the complete duration of work. The rates shall also remain firm for the entire period of contract. However, any subsequent changes in taxes and levies shall be reimbursed to the contractor or passed on to the client as the case may be. 11

12 4.22 Each bidder shall submit with his tender a list of large works of similar nature he has executed giving details as to their magnitude and cost, the proportion of work done by the contractor in it and the time for which the works were carried out The bidder shall state clearly in his tender the standard tools, cleaning materials, consumables, machinery etc. which he will keep at site for the said SERVICES The successful bidder is bound to carry out any items of work necessary for smooth operation of the premises The successful bidder must co-operate with all the other agencies so that the work proceeds smoothly with the least possible delay and to the satisfaction of the Client. The protection, watch & ward and safe custody of all the materials supplied by the contractor shall rest with the contractor till the completion of work. The Client will provide janitors for storage; however, the sole responsibility for the safety of the materials stored shall be of the contractor The Bidder shall guarantee that the work shall confirm to the detailed scope of work to be carried out The Price Bid (Part 2) shall be submitted alongwith an EMD of Rs. 1,00, however, in case if the tender is submitted without the EMD, the bid shall be summarily rejected The contractor shall be reporting to authorized representative of client All routine works shall be done preferably in a manner to avoid disturbances to the normal functioning of the office / premises All deviations shall be clearly mentioned in a separate format as per Section 8 along with their price implications The Contractor shall submit his confirmation with offer as under on a Stamp Paper valid until end of the contract period. a. Confirmation to Scope of Work (Part 1 - Techno-Commercial Un-priced Bid) We confirm that the scope of work on which this tender is prepared has been verified by us and that we will meet with the requirements of all Government, Semi-Government Municipal, local and other authorities, whose permission would become necessary for completion of the project. b. Confirmation of Tender Prices (Part 2 - Priced Bid) Prices shall be inclusive of all taxes and levies. Only statutory variation for finished part of work shall be payable as extra / reduction shall be passed on to the client The above instructions shall form part of the conditions of the contract I / we hereby declare that I / we have read & understood the above instructions 12

13 for the guidance of the tender. Witness Signature of Bidder Address Date Date Please Note: The Bid should be submitted in two parts (Part 1 Techno- Commercial Bid and Part 2 Priced Bid) in two separate sealed envelopes. Both the parts i.e. Part 1 and Part 2 have to be submitted before the due date and time at Industrial Extension Bureau, Gandhinagar (Kind Attention of Managing Director, indextb.) 13

14 PART 1 TECHNO-COMMERCIAL UN-PRICED BID 14

15 5.0 GENERAL CONDITIONS OF CONTRACT 5.1. DEFINITION OF TERMS Client Shall Mean Industrial Extension Bureau (indextb) Block No 18, 2 nd Floor, Udyog Bhavan, Sector - 11, Gandhinagar Contractor shall mean the bidder whose tender has been accepted and shall include his heirs and successors. Scope of Work shall mean the scope of work attached along with the conditions of the Contract. Services shall mean Hospitality Services for Vibrant Gujarat: 2013 Summit at Gandhinagar as indicated in the Scope of Work at Section 7. Contract shall mean the agreement between the Contractor and Client for providing said services as indicated in the Scope of Work at Section 7. Agreed Premises shall mean the site of execution of the work. 5.2 EXECUTION This specification provides for the complete SERVICES for the premises at the AGREED PREMISES as mentioned earlier. If something is not specifically mentioned here but related to execution, shall be included in the scope of work. The client shall provide space for the storage of materials; however, the sole responsibility of the safety of the stored material shall be of contractor. The Contractor shall make his own arrangements for providing transportation, accommodation etc; for his workmen. The Contractor shall make good to all damages to the site, property, equipments and articles, how so ever arising from the execution of the said scope of work. The Contractor shall indemnify and hold harmless the client, its directors / officials etc. against all claims in respect of injury to any person how so ever arising out of the services provided by the contractor. The Contractor shall discharge all his obligations under the Indian Workman s Compensation Act, minimum wages act, bonus act, E.S.I. and other labour / manpower related laws / rules / guidelines in so far as it affects workmen in his employment. The contractor shall also be responsible for obtaining all necessary statutory licenses / permissions, if any, required for the work / manpower. The Contractor shall make his own arrangements for procuring the necessary labour, skilled and unskilled. He should conform to all local government laws and regulations concerning labour and their employment. 15

16 5.3 GENERAL In order to avoid correspondence and clarification at a later date, bidders are requested to indicate clearly all technical details and information asked for in the tender document. Absence of any information on item will be assumed to be negative reply. 5.4 COMPLETENESS OF CONTRACT All services whether specifically mentioned or not but which are usually required to operate & maintain utility systems and to ensure safe and satisfactory operation are to be provided by the Contractor without any extra charge. All tools & labour which may complete the work shall be considered to be in the scope of work of the Contractor and shall be furnished without extra charge. 5.5 SCOPE OF WORK The scope of work and other parts of this contract are to be considered as explanatory to each other or should anything appear in the one that is not described in the other or should any discrepancy or any misunderstanding arise on account of such discrepancy, or inconsistency, the site instruction given by the client shall prevail. The contractor shall execute the work according to such instructions / explanations given by the different parts of this contract, even though such works are not specifically shown and described therein. The contractor shall record all the works done on daily basis in approved format. 5.6 INSURANCE OF WORK The Contractor will insure entire tools for transit / storage during execution of work against losses, damages due to fire, earth-quake, war, floods, insurrections etc. No claims will be admissible on this account. The responsibility to insure all the manpower employed for the execution of above scope of work shall lie with Contractor and shall also submit a copy of the insurance policy before deployment of his manpower at the site. 5.7 CO-ORDINATION a. Work shall be carried out in conformation with the scope of work and with the general requirements of the Client. b. The Contractor shall also co-operate with other Contractors employed by the client / Clients Engineers, compare plans, scope of work and shall forward to the Client copies of all correspondence. 5.8 VARIATION OF WORK The Client shall have the power from time to time during the course of the work, by notice in writing to instruct the Contractor to make any alteration, omission, addition or variation in the work (herein after referred to as variation). The difference in the cost of such variation shall be added to or deducted from the contract price as the case may be, and if in the opinion of the contractor the variation 16

17 would prevent him from meeting any of his obligations or guarantees in the contract, he shall give the same in writing failing which he shall not be entitled to any modifications in his obligations. The variation required should nevertheless be carried out. The matter in difference shall be settled by arbitration. The Client shall give a reasonable notice to the Contractor to enable him to make arrangements for variation in work required by him. 5.9 NEGLIGENCE If the Contractor shall neglect to execute the work with the due diligence or shall contravene the provisions of the contract or Normal working practice, the Client or its representative may give notice in writing to the Contractor, calling upon him to make good the neglect or contravention complained of. If the Contractor fails to comply with such notice within a reasonable period, the Client shall have the option and be at liberty to determine the contract and to take the work wholly or in part out of the Contractor s hands and complete it either by himself or his agents at the risk and cost of contractor. The Client shall then be entitled to retain any balance payment which may otherwise be then due on the contract. The cost of execution of such work as aforesaid will be adjusted against the payment due to the Contractor. If the cost of execution shall exceed the balance due to the Contractor, the Client shall be at liberty to dispose off any of the Contractor s material that may be at site and apply the proceeds for payment of the difference of such cost and recover the balance by process of law, or from any moneys due to the contractor PROGRAM OF WORK & PROGRESS SCHEDULES The Contractor shall submit along with the offer detailed schedules showing the program and the sequence in which the Contractor proposes to carry out the work. Such schedules shall be approved by the Client before starting the work and shall be binding on the Contractor. If so required by the Client, the Contractor shall furnish daily / weekly service reports INSPECTION DURING EXECUTION The Client is at liberty to inspect any system during execution and the Contractor shall remedy any defects found free of cost. Any defects and deficiencies that are noticed during this inspection will have to be attended by the Contractor from time to time REJECTION OF DEFECTIVE WORK a. If the completed system or any portion thereof before it is taken over is found defective or fails to fulfill the intent of the scope of work, the Contractor shall on receipt of notice from the Client forthwith make defective work good. Should he fail to do so within a time considered reasonable by the Client, the Client may reject and replace at risk, and expense to the Contractor, the whole or any 17

18 portion of the system, which is defective or fails to fulfill the requirement of the contract. b. The Client shall have the right to operate all equipment, if in operating condition, whether or not such equipment have been accepted as complete and satisfactory TAKING OVER After completion of the contract, all the equipments, storage space, handed over to contractor for execution of contract shall be taken over by the Client in good working condition CLEAN-UP OF THE WORK SITE During execution, the Contractor shall at all time keep the working and storage areas free from waste or rubbish. On time-to-time, as directed by Client in charge, he shall maintain the premises neat and clean in a satisfactory condition WORK AT SITE Access to the work shall be allowed only to the Contractor and his duly appointed representatives. The Contractor shall not object to the execution of work by other Contractors or tradesman and shall afford them every facility for execution of their works simultaneously with his own. For the purpose, the contractor will have to have the verification carried out by the local police and should obtain the permissions as may be required to carry out the services at the venue / site CONTRACTOR S CONDITIONS OF CONTRACT Conditions of contract in Contractor s offer will be treated as null and void unless specifically agreed by the Client in writing SAFETY All the contractors personnel working shall be complete with approved safety devices wherever a potential hazard to personnel exists and with provision for safe access of personnel to and around equipment for operational and maintenance functions PERFORMANCE BANK GUARANTEE: a. The successful bidder shall furnish to indextb a Performance Bank Guarantee for 10% of the finalized contract value within 15 days of issue of the Contract / LOI in the format as given in Annexure-I. The bidder, by furnishing the Performance Guarantee, shall guarantee the performance of the Contract and shall also guarantee that the services/equipment so supplied under the order shall be in strict conformity with the specification. 18

19 b. indextb shall not be liable to pay any bank charges, commissions or interest on the amount of Performance Security / Performance Bond. c. Performance Security/Performance Bond shall be refunded/ returned to the CONTRACTOR after satisfactory execution of the order. d. In the event of non performance of the contract, if the losses suffered by indextb are more than the value of the Performance Security/Performance bond, indextb in addition to forfeiting the performance security/ performance bond, reserves the right to claim the balance amount of damages/losses suffered by indextb. e. The performance security/performance band shall remain at the entire disposal of indextb as a security of the satisfactory completion of the supply in accordance with the conditions of the contract. DATE. NAME OF COMPANY & SEAL (CONTRACTOR S SIGNATURE) DESIGNATION OF SIGNATORY 19

20 6.0 SPECIAL CONDITIONS OF CONTRACT 6.1 DURATION OF CONTRACT The duration of contract shall be up to the period 31 st March TERMS OF PAYMENT The terms of payment is as under: 1. 10% as advance payment on the finalized contract value 2. Rest on satisfactory work completion and due verification of bills 6.3 ELIGIBILITY CRITERIA 1. The average sales turnover from its service of hospitality, outdoor catering, event management, mandap service, etc of the company should be minimum of Rs crore in last three financial years. A letter from the CA firm should be submitted stating the average annual sales turnover from activities as mentioned in this clause. 2. That the bidding firm / company should be a profit making organization for the consecutive last three years. The profit and loss statement for the company s balance sheet for the last three financial years , and should be also provided. 3. The contractor should have professionally trained manpower to carry out the work. The details of the key manpower should submitted in the organization chart manner. 4. The Firm should give the certified copies of the following: a. Registration under ESI act b. Service Tax registration c. License by Labour Commissioner for contracting labour under Contract Labour Act d. License of Health Department of the competent authorities such as municipal corporation, notified area, etc. of the place of establishment. e. License under Food Safety and Standard Act, Government of Gujarat. f. Should submit certificate that up to date returns have been filed with the appropriate authorities along with certified copy of last three years returns. g. Should submit the Provident Fund A/C No. allotted by PF Commission. h. Registration under Shops and Establishment Act with the relevant municipal corporation, notified area, etc. as may be applicable i. Permanent Account Number. 5. Joint ventures/consortium is allowed in the tender participation having JV between not more than two firms. Copy of the Agreement should be submitted along with the Tender. Turnover criteria of the lead partner would be considered for evaluation. 20

21 6.4 EVALUATION CRITERIA: The technically responsive bids would be evaluated on the following parameters 1. The turnover of the company from the hospitality services (which includes of hospitality activities such as organizing conferences / hosting events, outdoor catering, event management, mandap service, etc). The turnover from the sales of rooms and other activities would not be taken into consideration. The bidders are requested to specifically provide the Certificate of CA stating the turnover from the activities as mentioned above, for the last three financial year , and The complete list of the programs served in the last 3 year. The details for the same should be provided as per the clause 11.0 Performa I Past Experience Details. 3. No. of years of experience in hospitality industry. 4.Experience of handling events of national and international significance / participation / importance. 21

22 7.0 SCOPE OF WORK Following would the broad scope of work the shortlisted agency would required to carry as Hospitality Contractor for Vibrant Gujarat: 2013 Summit. 7.1 SERVICES Arrangements are required for tea / coffee / light snacks such as sandwiches, samosa, pakoda, cutlet, etc in rotating basis for persons on each day from to for the meetings that would be taking place at the venue for the preparation of the main Summit All the services mentioned in the below table is required during January 2013 unless otherwise specified and for approx. 30,000 people unless otherwise specified Services are required at the Agreed Premises for preparation and service of beverages, snacks, venue upkeep, photography and any other services as mentioned below: Sr. No. Particulars 1. Creation of Lounge With necessary infrastructure like Sofa, Center table, chair etc. (during January, 2013) 2. Manning, up-keeping of the premise, collection and disposing of litter/waste 3. Provision of Tea/Coffee for 30,000 persons approximately through vending machines. The necessary counters for placing the vending machines, cups, saucers, Venue 1. Airport a. Domestic b. International 1. Convention Hall 5000 Capacity 2. Seminar Halls: a. SR Capacity b. SR Capacity c. SR Capacity d. SR Capacity e. SR Capacity f. SR Capacity 3. Conference Rooms: a. CR 1:50 Capacity b. CR 2:50 Capacity c. CR 3:50 Capacity Meeting Rooms Temporary Site Offices 6. Special Lounges and other facilitation centers 1. Airport Domestic 2. Convention Hall 5000 Capacity 3. Seminar Halls: a. SR Capacity b. SR Capacity c. SR Capacity d. SR Capacity e. SR Capacity 22

23 spoon, sugar, tea etc included. Including Necessary welldressed manpower 4. Provisions of Cookies, roasted peanuts, grams etc. 5. Provision of 30 Refrigerators on Rent of 300 liters capacity 6. Provision of branded Soft Carbonated Drinks (SCDs) and Juices 7. Single roses at the airport lounge for approx. 300 people during the operation of the lounge f. SR Capacity 4. Temporary site office 5. Special Lounges and other facilitation centers 6. Corridors of Convention halls in the first floor 7. Discussion Forum & Panel Discussion at 06 different locations in Ahmedabad and Gandhinagar Venues mentioned at point no. 03 Venues mentioned at point no. 03 Venues mentioned at point no. 03 At Airport 8. BTR Board and the necessary person to upgrade the board 1. Seminar Halls: a. SR Capacity b. SR Capacity c. SR Capacity d. SR Capacity e. SR Capacity f. SR Capacity 2. Conference Rooms: a. CR 1:120 Capacity b. CR 2:50 Capacity c. CR 3:50 Capacity Dustbins Venues mentioned at point no TOILETERIES For 04 toilets and items as indicated in Golf carts battery operated and capable at running at hard surface. the price bid Mahatma Mandir 23

24 All the services at the airport (both domestic and international) as mentioned in the above table is required from Water will be provided by the client. Supply of all Cutlery, Crockery, Glassware, Table Cloths, napkins, all consumables and required small food production machineries like food serving items has to be arranged by the bidder. 7.2 Instruction related to scope of work Serving food and beverages at prescribed timings in the Agreed premises including all cabins, cubicles, work stations, conference / meeting rooms, staff canteen and any other area as may be decided by the Client. Serving of snacks as per the instructions of Client / requirement of guests at the staff canteen, meeting / conference rooms or any other area as shall be directed by the Client from time to time at the agreed premises. Planning of F&B service in meetings, conference, parties, and all other function within the premises to be organized in consultation with the Client. Buying, procuring, storing and utilizing the best quality of dairy products, frozen foods, durables such as tinned food & beverages and to make the same available at all time in enough quantity. The shelf life of the food will be strictly followed. To store adequate stock, that covers the requirement. To use only fresh & high quality eatables. Maintaining the best standard of handling of service equipments with proper record of breakages and pilferage. Maintaining necessary equipments, stores, production as well as service area and room service in the professional manner. Maintaining the high standard of cleanliness and hygiene at all time. Upkeep of all records and formalities at all times. Necessary space for storage will be provided. Provision for standard products to be made on daily basis as per requirement. The contractor will be expected to make available services of qualified & experienced personnel for various services related to the event. Supply of electricity will be arranged by client Supply of cooking range with exhaust facilities, ban-marie & microwave oven shall be arranged by contractor, if required. Approval of the client is to be obtained before installation. 7.3 GENERAL MAINTENANCE: 1) The contractor will have to maintain and upkeep all the equipments provided by the Client, if any. 2) Co-ordination with site authorities for providing high standards of maintenance. 3) The contractor at his own cost will do repairs / maintenance of all equipments. 4) Co-ordination with outside agency for major jobs and repairs, if any. 7.4 TRANSPORT The contractor will make his own arrangement for the movements of staff, material to carry out purchase, conveyance, repairs and maintenance. 24

25 7.5 STAFF An experienced, competent and qualified unit supervisor, who will be responsible and answerable for day to day activities, should head the team. Qualified and Trained Cooks / Service Personnel for day-to-day service during the event. Permanent management of areas shall be contractor s responsibility and he will be fully responsible for the lapses, if any in service. 7.6 EQUIPMENTS Equipments / Gadgets required for production and services of food & beverages at the agreed premises shall be organized by the contractor and will also be responsible for the maintenance and replacement of the equipment. 7.7 ADMINISTRATION AND MANAGEMENT SERVICES For providing smooth and systematic services, contractor will be responsible for the management of operation such as the cost of wages, benefits, uniforms, insurance administrative expenses etc. 25

26 8.0 DEVIATIONS STATEMENT The Bidder shall fill this Deviation statement for any deviations made in the standard Tender Terms & Conditions. Sr. No. Original Tender Conditions Deviations Cost implications

27 9.0 TECHNO-COMMERCIAL CONDITIONS FORM OF TENDER Place: Date: M/s. Industrial Extension Bureau, 2 nd Floor, Block No. 18 Udyog Bhavan, Sector-11, Gandhinagar Dear Sir, Having examined the Scope of work as specified in the memorandum hereinafter set out and having visited and examined the location of the works specified in the said memorandum and having acquired the requisite information relating thereto as effecting the tender, We hereby offer to execute the works specified in the said memorandum for the time specified in the said memorandum on the basis of the Scope of work and in accordance with the Agreement, special conditions and Conditions of Contract and with services provided for, by and in all other respects in accordance with such conditions so far as they may be applicable for a sum as described in the Tender Documents. MEMORANDUM (a) Description of Works : Turnkey Solutions for Hospitality Services During Vibrant Gujarat: 2013 Summit at Mahatma Mandir, Gandhinagar (b) Terms of Payment : As per Clause 6.2 of Special Conditions of the Contract. (c) Duration of contract : Up to 31 st March Should this tender be accepted, I/We hereby agree to abide by and fulfill the terms and provisions of the said conditions of contract annexed hereto so far as they may be applicable or in default thereof to forfeit and pay to the Client the amount mentioned in the said conditions. The list showing the particulars of large works carried out as required are enclosed. SIGNED AND DELIVERED BY THE ) Within named CONTRACTOR ) ) in the presence of ) 27

28 10.0 LIST OF DOCUMENTS TO BE SUBMITTED ALONG WITH TENDER PART 1 - TECHNO-COMMERCIAL UN-PRICED BID CHECKLIST FOR SUBMISSION OF PART Certified copies of the following: a. Registration under ESI act b. Service Tax registration c. License by Labour Commissioner for contracting labour under Contract Labour Act d. License of Health Department of the competent authorities such as municipal corporation, notified area, etc. of the place of establishment. e. License under Food Safety and Standard Act, Government of Gujarat. f. Should submit certificate that up to date returns have been filed with the appropriate authorities along with certified copy of last three years returns. g. Should submit the Provident Fund A/C No. allotted by PF Commission. h. Registration under Shops and Establishment Act with the relevant municipal corporation, notified area, etc. as may be applicable i. Permanent Account Number. 2. Income Tax Returns for past three years 3. Registration of the Partnership firm / Company 4. List of major work of similar nature carried out in last three years with proof. 5. Labour registration and license 6. Audited Results of last three years IT returns. The profit and loss statement for the company s balance sheet for the last three financial years , and Demand Draft of the Tender Submission Fees of Rs.10, (Rs Ten Thousand only). 8. Demand Draft for EMD of Rs. 1,00, (Rs.One lakh only)and Demand Draft for the Tender Submission Fees Rs. 10, (Rs. Ten Thousand Only). 9. Breif description of the Methodology for catering to the requirements as mentioned in the tender, covering aspects such as deployment of personnels, machines, work process, etc. Category wise deployment of manpower to execute the work as mentioned in the scope of work (MUST) PART 2 - PRICED BID 1. Filled Price Bid as per the format. 28

29 11.0 FORMS FOR SUBMITING INFORMATION FORM A BASIC DETAILS FOR SUBMISSION OF TENDER (To be submitted on the Firm / Company / Hotel Letter Head, in case of JV, the lead partner should submit the details on its letter head.) Sr. Particulars Reply No. 1 Tender filled as a. Solo b. In Joint Venture 2 Name of the Bidding Firm and Full postal address (In case of JV, the details of all the members to be provided). 3 Name of the Contact and Designation of the Contact Person in relation to this tender: 4 Communication details of the Contact Person:- a) Telephone No. b) Fax No c) d) Mobile No 5 Whether proprietary/ Partnership/ Limited Company and year of constitution. Please furnish copy Registration (in case of JV, the copy of registration of the lead member). 6 Name/s of other Firm/s, Companies in which you are connected/having interest. If answer is affirmative, please declare full particulars 7 Year and Date of Establishment of the firm /lead member of the JV. 29

30 Sr. Particulars No. 8 Sales Turnover for last 3 years from the services of hospitality, outdoor catering, event management, mandap services, etc (Original Certificate from the CA in support should be enclosed) Reply Fin. Year (a) (b) (c) Turnover in Rs. 9 Whether your firm has been disqualified by any Government of Gujarat Organization / Department at any time in the past for supply of services referred to in the tender. If yes state reason. 10 Whether your firm owns different units. If yes, please Submit particulars. 11 ESI Registration Number 12 License by the labour department for contracting labour under the Contract Labour ACT (Copy to be enclosed). 13 License under The Food Safety and Standard Act 2006 (Enclose selfattested copy to enclose). License Number 14 Shop & Establishment License: (Enclose self-attested copy to enclose). 30