TAMILNADU TRADE PROMOTION ORGANISATION TENDER DOCUMENT FOR EMPANELMENT Name of Services, Tender for Empanelment of Service Providers Relating to Exhibition Industries such as Stall Fabrication, Arch Gate, Fabrication of Hanger, Path Way Carpet, Electrical Works, DG Sets & Decoration Lights, Customs and Logistic Services, Housekeeping, Security Services, Manpower Agencies, Out door Catering and Restaurant services, Plants & Florists Decoration, Stall interior decorators, Event Management Companies, Audio & Visual suppliers, Registration Management, Cultural Event Organizer, Service Apartments and Hotels & Taxi / Cab operators. December-2012 TAMILNADU TRADE PROMOTION ORGANISATION (A Joint Venture of Govt of India and Govt of Tamil Nadu) Chennai Trade Centre Complex Mount Poonamallee Road, Nandambakkam, Chennai 600 089. Phone No: 044-2231 6033, 2231 3555, Fax No: 044-2231 3555 Website: www.chennaitradecentre.org Email: tntpo@chennaitradecentre.org 1
DISCLAIMER The information contained in this tender document or subsequently provided to bidders, whether verbally or in documentary form by or on behalf of Tamilnadu Trade Promotion Organisation (TNTPO) or any of their employees or advisors (collectively referred to as TNTPO representatives ), is provided to the bidders on the terms and conditions set out in this document and any other terms and conditions subject to which such information is provided. This document is not an agreement and is not a offer or invitation by TNTPO Representatives to any other party. The purpose of this document is to provide interested parties with information to assist the formulation of the proposal This document does not purport to contain all the information each bidder may require. Certain bidders may have a better knowledge of the proposed assignment and project than others. Each bidder should conduct its own due diligence, investigations and analysis and should check the accuracy, reliability and completeness of the information in this document and obtain independent advice from appropriate sources. TNTPO Representatives make no representation of warranty and shall incur no liability under any law, statue, rules or regulations as to the accuracy, reliability of completeness of the document, the award of the assignment, the information and any other information supplied by of on behalf of TNTPO or otherwise arising in anyway from the selection process. The prospective bidder will be responsible for all obligations to its staff, their payments, complying with the labour laws, minimum wages Act and any other Act relevant for the working of the bidder s staff. Under no circumstances, TNTPO will be responsible for any non-compliance with statutory requirements of the bidder s staff. TNTPO may in their absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this document from time-totime, after intimating the same to the bidders. TNTPO reserves the right to accept or reject any or all proposals without giving any reasons. The bidding process shall be governed by the laws of India and courts at the State of Tamilnadu will have jurisdiction over the matter concerning and arising out of document. 2
CONTENTS Sl. No. Details Page No. 1. Introduction 4 2. Signing of the Application Form 5-6 3. Pre- qualification conditions for Empanelment 7 4. Minimum turn over required for Pre qualification 7-8 5. Application for Empanelment 9-10 6. Empanelment Fees (For Six Months) 11-12 3
TAMILNADU TRADE PROMOTION ORGANISATION (A Joint Venture of Government of India and Government of Tamil Nadu) Chennai Trade Centre Complex Mount Poonamallee Road, Nandambakkam, Chennai 600 089. 1) Introduction: Tamil Nadu Trade Promotion Organisation (TNTPO) was started in the year 2001, as a joint venture between India Trade Promotion Organisation (ITPO) and Tamil Nadu Industrial Development Corporation Limited (TIDCO), with an equity participation of 51% and 49% respectively. TNTPO was set up with an objective of promoting trade and industries through facilitation, by organizing national and international trade fairs and thereby enhancing the global competitiveness among the traders and industrialists. The Chennai Trade Centre (CTC) was started in a prime location of the Chennai metro at Nandambakkam, adjacent to St. Thomas Mount, in an extent of 25.48 acres. It comprises air-conditioned exhibition halls in varying sizes, with Hall No.1 measuring 4,400 sq.mtrs, Hall No.2 of 1,760 sq.mtrs and Hall No.3 of 4400 sq.mtrs, with a height of six meters, to display all merchandise and machineries. The air-conditioned halls with no intermittent pillars or columns are eminently suitable for multiple uses such as organizing exhibitions, conferences, conventions and conducting other trade, commerce and industry-related events. All the halls are interlinked and additionally, Hall No.3 is connected with the Convention Centre. In Chennai Trade Centre an a average 101 Exhibitions consisting of 279 event days held in the Exhibition Halls and 111 Events consisting of 207 event days held in the Chennai Convention Centre for the past 11 years. Advantages for the empanelment of agencies at Tamilnadu Trade Promotion Organisation, Chennai Trade Centre a) Registered Service Provider in the Empanelment list of TNTPO will be allowed to provide their services to the organizer during event days in Chennai Trade Centre b) Registered Service Provider alone will be allowed to get details such as address and contact details of the organizer/event managers who have confirmed their events in Chennai Trade Centre. c) To ensure the quality of services to the organizer through the registered service provider for their event. d) List of Registered Service Provider for the various services will be uploaded in the website www.chennaitradecentre.org 4
e) Registered Service Providers with Chennai Trade Centre shall be entitled to promote their market during event/non event days. f) Organiser have a wide choice of Service Providers details from the website itself to avail the standardize services for the successful and full satisfactorily completion of their events. g) The organizer should have availed the services any one of the empanelled registered Service Provider in the respective category of services in TNTPO empanelment list. If the utilization of their service agency not in the empanelment list of TNTPO penalty will be invoked on the organizer/event managers. 2) Signing of the Application Form: The application form should be signed by Chief Executive of the firm applying for empanelment viz. Proprietor / Managing Partner / Managing Director or by Executive who holds a general power of attorney in his favour, in which case a photocopy of such power of attorney should be forwarded along with application. BIDDING SCHEDULE S.No. Event Description Date 1 Advertisement-Date of issue 07.12.2012 2 Issue of Tender Document (10.00 hrs to 17.00 hrs in all working days) 3 Last date of Bid submission Due Date, at 15.00 hrs 4 Opening of Technical & Commercial Bids at 15.30 hrs 07.12.2012 to 26.12.2012 27.12.2012 27.12.2012 5 Publishing Approved empanelment List 01.01.2013 3) The tenderer should submit the PAN No. and Service Tax registration certificate relevant to the services proposed for empanelment 5
4) The Tamilnadu Trade Promotion Organisation (TNTPO), reserves the right to reject any application for empanelment without assigning any reason at its own discretion. 5) During the currency of registered period if any agencies are blacklisted due to any reason, further enquiries will be stopped. 6) TNTPO reserves its right to limit enquiries to only agencies at its own discretion. 7) The application for empanelment should be in the prescribed form only. 8) During filling up the empanelment forms, if the space permitted is found insufficient additional sheets may be used as annexures. 9) The empanelment application forms are not transferable. 10) The Tenderer though meet the below criteria s are also subject to be disqualified, on the ground of untrue or false representation in the forms, statements, attachments submitted, record of poor performance, previous record of incomplete execution of contract, inordinate delays in completion or financial failure, etc. 11) The applicant/s should not have been blacklisted by any authority / event Organizers for the violation or non-compliance of event standards of similar works in any of the events/exhibition that has taken place in any parts of INDIA. 12) The minimum qualification criteria as stated below shall be scrutinised only against supporting documents. 13) The tenderer requested to sign at the end all pages. PRE-QUALIFICATION CONDITIONS FOR EMPANELMENT: 6
1) Experience in the similar field:- The applicant firm / supplier should have a minimum similar professional experience for at least 3 years. The applicant s company profile should be enclosed with complete details of events/exhibitions conducted or managed for past 3 years (Documentary proof must be enclosed). Sl. No. 2) Average Annual Turnover of the applicant should not be less than the amount as mentioned below in Table-I for the immediate 3 financial years ended 31.03.2011 which is duly attested by the Chartered Accountant. 3) The applicant should not be the defaulter of any statutory payments such as Service Tax, Income Tax etc. and self declaration should be enclosed in this regard. 4) The tenderer should have functional office/godown in Chennai (The copy of proof must be enclosed) 5) For electrical works in serial No.3 of table No.1 applicant firm should have valid A grade license issued by Tamilnadu Electrical License Board, Chennai. 6) The Taxi / Cab operators should enclosed the Xerox copy of RC book on their own vehicles minimum of 5 numbers of vehicles and agreement copy tie up with other vehicle owner s minimum of 15 numbers of vehicles. They are allowed to use out door space allotted by TNTPO to place one table with chair and also to allot sufficient parking facility with in CTC to park at a time 3 vehicles. TABLE-I MINIMUM TURNOVER REQUIRED FOR PRE-QUALIFICATION Nature of Services Average Annual Turnover Rs.in lakhs 1. Stall Fabrication & Path Way Carpet 50 2. Arch Gate and fabrication of Hangers 10 3. Electrical Works, DG Sets & Decoration Lights 5 4. Customs and Logistic services 50 5. Housekeeping 5 6. Security Services 5 7. Manpower Agencies 3 8. Outdoor Catering & Restaurant Services 10 7
9. Plants & Florists Decoration 1 10 Stall Interior Decorators, 5 11 Event Management Companies 10 12 Audio & Visual Suppliers, 2 13 Registration Management 2 14 Cultural Event Organizer 2 15 Service Apartments Not Applicable 16 Hotels Not Applicable 17 Taxi / Cab operators Not Applicable The applicant firm should have supplied/worked for reputed Firms. (Xerox copy of the documentary proof should be enclosed) Following copy of the documents is to be enclosed along with filled and signed empanelment application form: 1. List of sitting Directors in case of limited concern and a certified copy of partner s deed in case of partnership concern should be submitted. 2. List of copy of annual report (or) Audited Profit and Loss Account and Balance Sheet with sales turnover for the previous three financial years. 3. Firm s registration certificate. 4. Year of Establishment certificate. 5. Dealership certificate (or) Agency agreement as applicable. 6. Customers reference list. 7. Registration certificate with other Govt. companies if any 8. List of machinery details. 8
Sl. Information Sought No 1. Name of the Firm (In Block Letters) 2. Date of Establishment / Incorporation of firm. APPLICATION FOR EMPANELMENT 3. Correspondence address and Telephone No. Fax No. Email: 4. Address of Head Office (If Separate) Telephone No. Fax No. Email: 5. Status Proprietary / Partnership / Private Limited Company / Public Limited Company 6. Names of the partners / Directors 7. Name of Chief Executive with his present addresses and Telephone Nos. Email: 8. Name of Representative (s) with Designation who would be calling on us and attending to our jobs and Cell Number 9. Name of Bankers with addresses & telephone No. 10. Is the Firm is registered Under the Factories Act? If so, state (a) License No: (b) Date of Last renewal of license (Copy of the license to be enclosed): I PAN No.: (d) ESIS No., If any: (e)epf Registration No. if any 11. Whether holding certificate under shops & establishment act, duly renewed. Copy should be enclosed 12. State the latest Income Tax Assessed year and the amount of Tax assessed (Copies of last 3 years, IT Returns, Balance Sheets & Revenue A/c to enclosed): Information Provided 9
13. Turnover for last three years: F.Y. 2010-2011 F.Y. 2009-2010 14. Are you agreeable to provide the required services to Chennai Trade Centre. F.Y. 2008-2009 15. Are you agreeable to abide strictly by the Terms and Conditions of the Tenders and Contracts? 16. If your firm is empanelled with any other PSU (Central), please give name and address. 17. Name, Addresses and Telephone Nos. of some of your most valued clients (Separate List may be attached): 18. Approximate value of your output per year: 19. Mention any other specialties of your Establishment: We Certify that the details furnished above are correct to the best of our knowledge and in case the details furnished above are found incorrect at any time TNTPO shall remove our name from the empanelment list and appropriate action shall be taken for giving false information. I/We hereby agree to the terms and conditions of empanelment as indicated above. I/We also undertake to abide any instruction given by TNTPO from time to time. I/We also certify that we have not been blacklisted or debarred by any Government Departments/ Organization from undertaking any work. Dated at.this..day of, 2012 Signature with Seal: Name: Designation: Note: 1) Please types this form or fill it legibly in ink. If space provided is insufficient, please type or write the replies on a separate sheet giving appropriate question number and attach it to the form. 2) The Company reserves the right to cancel the name of the supplier/firm from its approved empanelled lists at this absolute discretion without assigning any reason. 10
Sl. No. SERVICES REQUIRED FOR EMPANELMENT WITH ANNUAL EMPANELMENT FEES TABLE-II Nature of Services Empanelment fees (Six Months) 1. Stall Fabrication & Path Way Carpet Rs.37, 500/- 2. Arch Gate and fabrication of Hangers Rs.12, 500/- 3. Electrical Works, DG Sets & Decoration Lights Rs.12, 500/- 4. Customs and Logistic services Rs.12, 500/- 5. Housekeeping Services Rs.5, 000/- 6. Security Services Rs.5, 000/- 7. Manpower Agencies Rs.5, 000/- 8. Outdoor Catering & Restaurant services Rs.12,500/- 9. Plants & Florists Decoration Rs.2, 500/- 10. Stall interior decorators, Rs.2, 500/- 11. Event Management Companies, Rs. 5, 000/-. 12. Audio and visual suppliers, Rs.2, 500/- 13. Registration Management Rs.2, 500/- 14. Cultural Event Organizer Rs.2, 500/- 15. Service Apartments Rs.2, 500/- 16. Hotels:- a) 7 Star Category b) 5 Star Category c) 3 Star Category d) Budget Hotels Rs.5,000/- Rs.3,750/- Rs.2,500/- Rs.1,250/- 17. Taxi / Cab Operators Rs.2, 500/- TNTPO invited tender for the services as mentioned above for empanelment from the experienced agencies for the period six months and if the satisfactory performance of the services will be extended for another one year. Interested agencies may apply in the 11
prescribed application form accompanied by two separate Demand Draft as mentioned below: 1) Annual Empanelment Fees: Amount as mentioned in the above Table II and the same will be refunded within 30 days if the agency is not enrolled in the empanelment of TNTPO. 2) Cost of Application Form: Rs.500/- (Non-refundable) D.D. should be in favour of Tamilnadu Trade Promotion Organisation payable at Chennai. Application should reach the Managing Director, Tamilnadu Trade promotion Organisation, Chennai Trade Centre Complex, Mount Poonamallee Road, Nandambakkam, Chennai on or before 26.12.2012 at 15.00 Hours. Tender document can also be downloaded from the official website www.chennaitradecentre.org and the payment of cost of tender document shall be enclosed along with tender document. Application form not received in the prescribed format and not accompanied by two separate DDs, will be rejected. TNTPO right to reject any or all applications without giving reasons thereof. Managing Director Tamilnadu Trade Promotion Organisation Nandambakkam, Chennai 89. 12