Software Technology Parks of India BHUBANESWAR. SHORT NOTICE TENDER (Tender No. 70/12(125)/1387/STPI-BH/2015 dated

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1 Software Technology Parks of India BHUBANESWAR SHORT NOTICE TENDER (Tender No. 70/12(125)/1387/STPI-BH/2015 dated SHORT NOTICE TENDER FOR HIRING AN EVENT MANAGEMENT AGENCY FOR PROVIDING SERVICES FOR INAGURATION CEREMONY OF STPI INCUBATION CENTRE AT BALASORE 1. MODE OF TENDERING: TWO-BID SYSTEM 2. TENDER FEE OF RS (RUPEES FIVE HUNDRED ONLY) AND EARNEST MONEY DEPOSIT (EMD) OF AMOUNT OF RS. 10,000/- (RUPEES TEN THOUSAND ONLY) 3. LAST DATE, TIME & VENUE FOR SUBMISSION OF BID: BY 11:00 HRS AT STPI BHUBANESWAR. 5. DATE, TIME & VENUE FOR OPENING OF TECHNICAL BID: AT 11:30 HRS AT STPI BHUBANESWAR. 6. OPENING OF FINANCIAL BIDS: THE DATE OF OPENING OF FINANCIAL BIDS WILL BE ANNOUNCED ON THE DATE OF OPENING OF TECHNICAL BID WHICH WILL PREFERABLY BE THE DATE OF OPENING OF TECHNICAL BID. 7. VALIDITY OF BID: 60 DAYS FROM THE DATE OF CLOSING. 8. TIMELINE FOR COMPLETION OF PREPARATION: STRICTLY ON OR BEFORE 0600 HRS ON THE DAY OF THE CEREMONY. 9. FOR CLAIRIFICATION/ANY QUERIES, PURCHASE COORDINATOR, STPI BHUBANESWAR MAY BE CONTACTED OVER MOBILE NO Page 1 of 12

2 ANNEXURE-I GENERAL TERMS AND CONDITIONS AND INSTRUCTION TO BIDDERS STPI-Bhubaneswar invites bids in two bid system from interested parties who comply with general terms & conditions and scope of work, as detailed below, for hiring the services of an agency for providing services for INAGURATION OF STPI INCUBATION CENTRE AT NOCCI BUSINESS PARK AT Bamapada, Balasore (Odisha): 1. The bid document can be downloaded from our website URL: and/or from CPP portal 2. Tender process: The Bid shall be submitted in Two bid system as specified below: A) Cover-1 (Technical bid) should contain the following : Tender fee of Rs (Rupees Five Hundred Only) in the form of Demand Draft (DD) drawn in favour of Software Technology Parks of India payable at Bhubaneswar. Earnest Money Deposit (EMD) amounting Rs.10,000/- (Rupees Ten Thousand only) in the form of Demand Draft (DD) from any Nationalized Bank drawn in favour of Software Technology Parks of India payable at Bhubaneswar along with compliance as per Annexure-A & Annexure-B. Undertaking as specified in Item No. 8 below as per Annexure D B) Cover-2 (Financial Bid) should contain the following: Financial bid as per Annexure-C Technical bid and Financial bid are to be placed in two separate sealed envelopes (clearly super scribing 'Technical bid for hiring services of event management and Financial bid for hiring services of event management respectively) which in turn are to be placed in one bigger (Wax/Tape sealed only) cover. The bids of the parties whose Financial Bid is not in a separate sealed cover or the rates quoted by them find mention in their Technical Bid shall be rejected forthwith. The Financial bids of only those bidders shall be opened whose Technical bids are found to be eligible. 3. Bid shall be submitted with a forwarding letter on letter head of the bidder/agency duly signed and stamped by authorised signatory on each page to ensure the compliance of scope, services and general terms and conditions of the tender under reference. 4. No overwriting, corrections and cutting is permitted. 5. Bid validity should be 90 days from the specified date of closing. Page 2 of 12

3 6. The bidder shall submit the plan & design of the proposed area duly earmarking the arrangements for sitting of guest, area for VVIP/VIP, Media etc. as per the requirement along with the Technical Bid. However, plan may subsequently be changed as per advice and as per the convenience of STPI. 7. The selected bidder shall act in a transparent manner for the event and shall not in any way act in the manner that is detrimental to the interest and reputation of the STPI. 8. The selected bidder shall undertake to abide sincerely by all rules, regulations and laws of land for their responsibilities to manage the events and shall agree to keep itself liable and responsible for any such violation directly or indirectly related to their responsibilities for the event. 9. Consequence of Default In the event of any default which results in shabby presentation or any failure on any account shall be treated as breach of faith and accordingly be liable for penal provisions as will be decided by STPI. 10. EMD of unsuccessful bidders shall be refunded without any interest after finalization of the tender. EMD of Rs. 10, of successful bidder/agency will be adjusted as security deposit which is 10% of the bid value. In case of any shortfall in the amount of Security Deposit after adjustment of EMD, the differential amount is to be deposited by the bidder in shape of DD from any nationalized bank before award of work order/demand from STPI. The Security Deposit will be refunded along with release of payment on production of invoice and after successful management/completion of the event. 11. The completely filled bid document, duly sealed, should be addressed to The Director, Software Technology Parks of India, Fortune Towers, C Ground Zero, Chandrasekhar Pur, Bhubaneswar (Odisha) and should reach on/or before 1100 hrs on by registered post or by hand duly super scribed on the top of envelope as BID FOR HIRING AN EVENT MANAGEMENT AGENCY FOR PROVIDING SERVICES FOR INAGURATION CEREMONY OF STPI INCUBATION CENTRE AT BALASORE. 12. STPI shall not be responsible for postal or any other delays. Bids received in an envelope that is damaged/torn or merely stapled will be summarily rejected. 13. Bidders/authorized representative duly authorized in writing on letter head, are requested to be present at the time of opening of the bids. If the date of tender opening, by any chance happens to be a holiday, the tender will be opened on the next working day at the stipulated time. Page 3 of 12

4 14. Award Criteria: The work shall be awarded to the technically qualified bidder/agency quoting the lowest amount in the Annexure-C. In case the lowest amount thus quoted is identical in case of more than one bidder then the contract will be awarded to the bidder whose experience in conducting such event is more. 15. Payment Terms: The payment shall be made after submission of invoice and will be released through cheque after deducting TDS as applicable. 16. STPI reserves the right to cancel the work order at its discretion at any time without assigning any reason, thereof. 17. STPI reserves the right to reject any or all of the bids or accept them in part or to reject lowest bid without assigning any reason thereof. 18. Bidder will provide the services of good quality and up to the mark as per scope of work/schedule of requirement. 19. Cancellation by default: STPI Bhubaneswar may, without prejudice to any other remedy for breach of work order, by written notice of default sent to bidder, cancel the work order in whole or part: (a) If the Bidder/agency fails to provide services within the time period specified in the work order. (b) If the Bidder/agency fails to perform any other obligations under the work order. 20. Forfeiture of EMD/Security deposit: If the successful bidder/agency refuse/fails to accept Work Order issued by STPI or the work assigned to the agency/bidder are not done as per the scope of work/schedule of requirement, EMD/Security Deposit will be forfeited. 21. Rejection of the bid (a) The bidder is expected to examine all instructions, formats, terms & conditions, and scope of work in the bid document. Failure to furnish complete information or false information/documents which is not substantially responsive to the bid document in all respect shall result in rejection of bid. (b) In respect of interpretation/clarification of this bid document and in respect of any matter relating to this bid document, the decision of STPI- Bhubaneswar shall be final. (c) The bidder will have to furnish the requisite document as specified in the bid document, failing which the bid is liable to be rejected. Page 4 of 12

5 (d) Bids without EMD will be summarily rejected (e) The bids received after specified date & time shall not be considered. (f) The bids received through Fax/ or any other mode other then specified in the tender document shall not be considered. 22. Blacklisting Company/Firm blacklisted by Govt./PSU/Corporate organization are not eligible to participate in the bidding process. If at any stage of bidding process or during the currency of work order, such information comes to the knowledge of STPI, STPI shall have right to reject the bid or cancel the work order, as the case may be, without any compensation to the bidder. 23. Arbitration All disputes or difference whatsoever arising between the parties out of or relating to the meaning and operation or effect of the work order or the breach thereof shall be settled by reference to arbitration as per Indian Arbitration Act. 24. Force Majeure If, at any time, during the continuance of the agreement, the performance in whole or in any part by either party of obligation under the agreement shall be prevented or delayed by reasons of any war, hostile acts of the enemy, civil commotion, subrogate, fire, floods, earthquakes, explosions, epidemics, strikes and quarantine restrictions by acts of God,(herein after referred to as eventualities) then provided notice of the happening of any such eventualities is given by either party to the other within two days from the date of occurrence thereon, neither party shall, by reason of such eventualities be entitled to terminate this contract agreement nor shall either party have any claim of damages against the other in respect of such non performance or delay in performance. Performance of the contract agreement shall, however be resumed as soon as practicable after such eventuality has come to an end. I have read and understood all terms and condition and agreed upon. Signature & Seal of the Bidder Page 5 of 12

6 Scope of work and other conditions - ANNEXURE-II The INAGURATION CEREMONY OF STPI INCUBATION CENTRE AT BALASORE will be held at Balasore on 4 th July The date may be changed in case of any exigencies. The Director, STPI-Bhubaneswar invites sealed tenders from reputed & financially sound agencies/bidders for the services of Event Management for providing the foundation INAGURATION CEREMONY OF STPI INCUBATION CENTRE AT BALASORE as per details below:- Description AVAILING THE SERVICES OF AN EVENT MANAGEMENT AGENCY FOR PROVIDING SERVICES FOR INAGURATION CEREMONY OF STPI INCUBATION CENTRE AT BALASORE (As per the Tender Document) Venue NOCCI Convention Centre Industrial Estate, Bamapada, Balasore (Odisha) Date of event July 4, 2015 (Tentative) Scope of work/ As per Tender Document Schedule of requirement Guests Approximately 200 Page 6 of 12

7 Technical Compliance ANNEXURE-A Compliance Conditions for BIDDER S Condition Description The bidder should have experience of organizing events of such scale for State or National stature including public sector with covering audience of not less than 200 persons during the last 3 years in India. (Copy of the work order/valid proof for the same to be enclosed) The bidder should have successfully organized minimum 2 such events indicated above in last 3 years. (Copy of the work order/valid proof for the same to be enclosed) The bidder should have achieved a minimum annual turnover of Rs lakhs each year during last two financial years (FY , ) (Copy of Audited Balance Sheets/CA certificate should be furnished) Compliance (Yes/No) Bidder s Information S. No. Particulars Description / Details Reference Documents 1 Name of Bidder 2 Contact Details a) Address b) Mobile No c) Telephone d) Fax e) f) Website 3 Incorporation Details Certified copy of Incorporation under Indian Companies Act 1956/Any reference document in case of proprietary firm a) Incorporation No. b) Date of Incorporation 4 Permanent Account Number Certified copy of PAN (PAN) 5 Service Tax Registration Details a) Service Tax No. Card Certified copy of valid Service Tax Registration in India Page No. Page 7 of 12

8 b) Date c) Registration Authority 6 Financial Turnover Balance sheets / CA certified copies to be provided 8 Client List of last 3 (three) years duly supported by the self certified copies of the work order. (Attach separate sheet, if required) 9 Name of the Authorized Signatory a) Position/ Designation b) Mobile No. c) Telephone d) FAX e) 10 Additional Information if any 11 Total Experience of bidder in the field Authorization letter to be enclosed Place: Date: Signature & Seal of the Bidder Page 8 of 12

9 Schedule of requirement: S. No Particulars Unit Compliance to be filled by bidder (Yes/No) Lumpsum 1 2 Box Gates made of Iron frame printed in high quality flex 2 Carpeting of the staircases up to second floor in NOCCI Business centre 3 Executive Sofa with Glass center tables(with flower track) on the dias (with flower track) and approx 10 dignitaries (with name plates, cookies, dry fruit balls on dias table) Dias to be duly covered with new carpet and frontal mask and decorated with flower track using Orchids, Anthorium, jarbeeras etc. 4 Backdrop with high quality Flex (printed and mounted on metal stand/frame). Dual Side Projector Masks with LCD projectors of minimum 5000 ANSI lumens each for rear projection and side panels. Ample Lighting (Projected from Top on dias) and sufficient numbers of Show lights like Parcans, Podium with flower decoration, branding. Inaugural lamp with flower decoration on base and accessories. 5 Flower decoration of the STPI Incubation Centre 6 Branding: Standees(6 x3 ) 10 6 High quality PA System to be provided and integrated with the existing facility. Console for control panel for sound, light & video equipments is to be made. Required 1 number of splitters, switchers to be installed. 7 DSLR Photography, HD Videography with Live Output in 1 ANNEXURE-B Remarks if any Design to be approved by STPI Stage should be optimally illuminated. Measurement of backdrop shall be as per stage size To be done with high quality flowers The PA system should include sufficient number of microphones The operator(s) should be experienced enough to avoid any kind of inconvenience Still 02 - Video Photographers Page 9 of 12

10 all screens. DVD and photographs to be provided within 7 days of the event 8 Welcome Song and closing song (to be finalized by STPI before event) by professional troop to be arranged by the agency 9 Professional and experienced anchor for anchoring the event. (Script to be approved by STPI a day before the event). 4 number of Hostesses to be deployed. 10 Supply of Inauguration plaque 4 X3 with wooden frame and black background to be stickered with golden stickering material with motorized unveiling. 1 Matter has to be provided by STPI. The agency should make proper arrangement to get the board ready with Other conditions: The bidder may visit the premises and understand the exact requirements before submission of bids. However, the cost of the visit shall be borne by the bidder. The bidder has to submit their design and work plan based on the requirements as per tender document. Any interruption / failure of equipments during the event will be taken very seriously. Arrangement for security fencing etc as may be deemed necessary Proper care should be taken for water management in case of rain. Transportation of materials, boarding & lodging, travel expenses of manpower deployed to carry out the work has to be borne by the bidder. The Shortlisted Bidder has to take necessary approval & clearances from the local authorities for the event. I certify that all the schedule of requirement is complied by us. Signature & Seal of the Bidder ANNEXURE-C Page 10 of 12

11 Financial Bid FINANCIAL BID FOR PROVIDING SERVICES BY THE EVENT MANAGEMENT AGENCY FOR INAGURATION CEREMONY OF STPI INCUBATION CENTRE AT BALASORE S. Amount Amount Particulars Unit No in Rs. words in 1 Work as specified under Schedule of requirement (Annexure-B) Complete work with materials, resources and transportation etc. at the site 2. Taxes, if any (Please specify) 3 Grand Total 1. Amount quoted above should be inclusive of all taxes and duties. The tax component should be clearly mentioned. 2. The L1 will be decided taking into consideration the amount inclusive of all taxes. 3. The bid having any mismatch value wise between amounts quoted in numbers (Column-4) and in words (column-5) is liable to be rejected. 4. Only the amount for the required work is to be quoted in the financial bid. Any financial bid having any kind of Note/Condition will be rejected. I certify that all the terms and conditions of the tender documents are acceptable to us. Date: Place: Signature & Seal of the Bidder Page 11 of 12

12 ANNEXURE-D UNDERTAKING I/We.. hereby undertake to abide sincerely by all rules, regulations and laws of land for the responsibilities assigned by STPI to manage the event and shall agree to keep myself/ourselves liable and responsible for any violation directly or indirectly related to the responsibilities for the event. Date: Place: Signature & Seal of the Bidder Page 12 of 12