FIFA U-17 WORLD CUP INDIA 2017 LOC UNIFORM PROVIDER BRIEF 1.GENERAL OUTLINE India will host the FIFA U-17 World Cup in 2017. The Local Organising Committee (LOC) is the entity in charge of organising the Tournament. The LOC is an organisation within the All India Football Federation (AIFF) and acts through a mandate by FIFA to host the event. The LOC is a financially independent entity and will be the one who will hire directly with the company that provides the services described in this Brief. 1.1 Description The objective is to invite offers from Apparel Companies, both in financial and technical terms, for providing the services specified in the document. 1.2 Documents that regulate the Services. The Services will be executed in conformity with the following documents: Laws, ordinances and regulations and in general any applicable norm that applies to the Services. The current Brief. Norms related with personnel and working condition, safety measures and work standards. Internal bylaws of the LOC. 1.3 Definitions. The following terms used in the current Brief, will mean as following: Brief : Is the current instrument and its annexes.
Contract : The legal document agreed and signed between the Manager and the Provider of the Services. Contractor : The company whose offer will be accepted by the LOC. Offer : The technical and financial offer that the Proponent gives the Manager in conformity to what has been established in this Brief. Proponent : The company that presents an offer to the Manager for the implementation of the Services. Supervisor : Person designated by Contractor to direct and execute the Services. Administrator : The LOC worker that has been designated as valid point of contact person with the Contractor to coordinate the implementation of the Services. Manager : The LOC, for all the management of the current Services and the Contract that will be subscribed afterwards. Services : Those indicated in the current Brief. Winner : The participant whose offer is selected for the Services. Competition : The FIFA U-17 World Cup India 2017. 1.4 Questions. There is a stage, after receiving the Brief and before the Offer, for any Proponent to ask the questions that they may deem necessary for better interpretation of the current Brief, regarding the requirements and specifications that must be fulfilled during the implementation of the Services. 1.5 Schedule. The following schedule will be followed for the allotment of the Services: Delivery of Brief 22 nd August, 2017 Questions/Answers 22 nd - 24 th August, 2017 Offers Received 29 th August, 2017 Decision, Communication to Winner 30 th August, 2017 Start of Services 30 th August, 2017 2. DESCRIPTION OF SERVICES 2.1 General Aspect The LOC, in its mission to host the FIFA U-17 World Cup, requires uniforms for its staff at a central and venue level. The bidder should handle all apparel (uniforms) services, providing solutions from measurement to logistics of the individual uniforms for the event to be held from 6th to 28th October 2017 at the following venues:
City Stadium Address Goa Jawaharlal Nehru Stadium Fatorda Sports Complex, Fatorda, Margao, Goa-403602 Guwahati Indira Gandhi Athletic International Stadium Kochi Jawaharlal Nehru International Stadium Sarusajai, Guwahati, Assam Banerji Road, Staduim road, Kaloor, Kochi, Kerala 682020 Kolkata Vivekananda Yuba Bharati Krirangan B Block, Sector III, Salt Lake City, Kolkata, West Bengal-700098 New Delhi Jawaharlal Nehru Stadium CWG Secretariat Office, Jawaharlal Nehru Stadium, Pragati Vihar, New Delhi, Delhi-110003 Navi Mumbai DY Patil Sports Stadium Sector 7, Nerul, Navi Mumbai, Maharashtra-400706 2.2 Specific Aspects The Services for the event will specifically include, without the following list being definitive, the following: 2.2.1 Visual Representation a) Based on the information provided by the LOC, the Company should provide a plan with timelines and a visual representation of the said services that must include the design, production, delivery, alteration and issue resolution. 2.2.2 Scope of Work a) The contractor will be responsible for designing, producing, delivering, altering and resolving issues for all the activities in connection with providing uniforms for the FIFA U-17 World Cup India 2017. b) Provide services that are consistent with customer expectations whilst working within agreed budgets; work in partnership with LOC and contribute to the overall success of the FIFA Under 17 World Cup 2017. c) The uniform include a trouser, and a shirt with the Official Emblem embroidered on the shirt. The count for each of the above is mentioned in Annexure A & C. d) As mentioned in annexure A, all the bidders need to submit a quote of one complete uniform set per individual and also per unit. The rates are to be including all taxes and other charges. e) The contractor must provide LOC with a complete price breakup report from fabric
quality to design, stitching and supporting information to demonstrate how they arrived at their given numbers. f) The contractor shall have to make arrangements for obtaining measurements of each team member of the central staff based in New Delhi. LOC will provide standard sizes of the staff located at other host cities. g) The uniforms are required to be produced using specified quality confirmed by LOC as per annexure B & C. h) The contractor also has to provide the quality certificate of each type of fabric used in the production of the uniforms. i) The contractor should submit samples of one complete uniform set with embroidered emblem (male & female) within 7 days of announcement of winner. j) The mass production should commence only after sample approval by LOC. k) The contractor shall have to make arrangements for their own transport, staffing, raw material, and equipment, required for the execution of the work. The contractor has to properly deliver the uniforms to all venues, with approved packaging, from their production unit maintaining the quality of the same. l) The contractor is not authorized to waive or release any privilege or other protection of information, confidential, secret, or otherwise, obtained from or on behalf of the LOC. m) A periodic check will be conducted by the LOC for evaluation purpose to see the work status of the contractor. n) The uniforms have to be delivered to the venues mentioned in the table 2.1. Address details to be reconfirmed by LOC at the time of packaging & delivery. 2.2.3 Coordination/Support Services a) Appoint an overall Supervisor exclusively in charge of managing the overall services. b) To provide a dedicated team available for the duration of the contract on a 24hr basis with the capability to supply information, confirm/modify/cancel any arrangements as instructed by the point of contact from the LOC. 2.2.4 Rights a) The Proponent acknowledges and agrees that the rights granted to it upon announcement as the Winner are not marketing rights, namely the right to market its product and services. In particular, the Winner does not seek to have any form of association with FIFA and/or the Competition and does not engage in any activity which creates any such association b) The Winner does not refer to itself as Official Apparel/Uniform Provider Official Licensee or use any other names, logos, emblems, symbols, designs, designations, identifications or marks in any way connected with, or which could reasonably be interpreted as being connected with, FIFA or the Competition.
c) The Winner does not display or use their name or any other marks or logos owned by them or any third party names, marks or logos in relation to FIFA or the Competition. The Winner shall not be permitted to have its name, logo, and emblem symbol on the uniforms and shall not be granted the right to associate with FIFA and/or the Competition. Documentation: Pre-delivery a) The contractor must provide the LOC with a complete Design, Production, Delivery, Alteration and Issues Resolution plan, which must include timelines. b) Samples The contractor must provide LOC with a finished sample of the whole set of uniform including packaging within 7 days of announcement of winner. Post-delivery c) Provide a report with receipt signed of the uniforms delivered to the respective venues and central staff. d) Provide all supporting documentation substantiating any additional charges. 2.3. Location. The Services will be provided in the host cities as mentioned in 2.1 3. TECHNICAL REQUIREMENTS AND ELIGIBILITY CRITERIA The offering company must comply with the following requirement and documentary proof must accompany the bid: 1.1 Mandatory Requirements a) The bidder should be registered business entity and have been operating in the business of apparel for last 3 years. b) The bidder should have Income tax PAN, TIN/Sales Tax, Service tax registration, GST, certificate from Commercial Taxes Department, or from the competent authority. c) Have clean legal and commercial background. d) The bidders should not have been blacklisted by any state / central government department, Company, corporation, urban local body anytime. e) The bidder should submit their offer on official company letterhead, signed and stamped by authorised signatory.
f) The bidder should submit experience certificate from at least three previous clients, preferably from sports industry. g) Have personnel that are duly authorized, instructed and capable of delivering the services, as well as having the necessary implementation and equipment to provide the services to the finest level 4. OBLIGATIONS OF THE WINNING PROPOSER DURING THE CONTRACT FOR THE SERVICES The Winning Proposer must comply with the following obligations while the contract is valid: a) Maintain up to date all the contracts with the personnel destined to work with the LOC, and also the labor and social security obligations that arise from those contracts b) Give their personnel the appropriate equipment for development of the Services contracted and oversee their adequate usage c) Take responsibility for the safety of their workers, while they are executing the Services with the LOC d) Cover any additional personal expenses arising from the engagement of the personnel in the specified Service with the LOC e) Direct, supervise, oversee, control, manage, coordinate, programme and technically execute the Services, having to oversee in a continuous, exclusive and permanent manner in the execution of the Services through a Supervisor, whom, among other things, must supervise the correct, full and timely execution of the Services. 5. WORK RESPONSIBILITY a) The Contractor will be the sole responsible towards the LOC for the execution of the Services. b) The personnel that the Contractor assigns for the execution of the Services will not be related in any shape or form with the LOC. For all legal effects, the workers will depend solely and exclusively of the Contractor. Therefore, the Contractor will be the sole and exclusive responsible of the payment obligations of salaries, per diems, insurances and other working obligations, of all the workers that it assigns for the execution of the Services, as well as fines, sanctions and band that may be applied by the authorities due to not fulfilling the aforementioned obligations, which should be paid in due time. c) The Contractor must have all the civil and criminal responsibility for all and any damage produced by accidents and others that may occur during the execution of the Services and that affect third parties or the LOC.
d) Likewise, the LOC may end immediately the Contract in the event the Contractor has any outstanding issues with its workers duly certified by the competent authorities. 6. CONTRACT DURATION a) The Contract subscribed for the execution of the Services will start on 30 th of August 2017. 7. TERMS OF PAYMENTS The contractor will need to submit an invoice in hard copy to the Authority. Upon verification of the invoice by the Authority, the payment will be released within 15 days of receipt of the invoice. No adjustment of the price quoted in the Financial Bid shall be made because of any variations in costs of labor and materials, currency exchange fluctuations with international currency or any other cost component affecting the total cost in fulfilling the obligations under the contract. The prices, once offered, must remain fixed and must not be subject to escalation for any reason whatsoever within the period of the validity of the Bid and the contract. An invoice submitted with an adjustable price quotation or conditional proposal may be rejected as non-responsive. The Authority reserves the right to ask the contractor to submit proof of payment against any of the taxes, duties, levies indicated within specified time frames. 8. ISSUING OFFERS The Offers must be issued by 29 th of August, 18:00 in LOC office situated at First Floor, CWG Secretariat Office, Jawaharlal Nehru Stadium, Pragati Vihar, New Delhi-110003. Contact number: +919731949228 The Offer must be presented in 3 parts, namely: (A) Proponent Background; (B) Technical Offer; and (C) Financial Offer; which must contain the information below: A. PROPONENT BACKGROUND a) Identification of the Proponent and its legal representatives. Name, Tax ID Number, address, contact telephone, website and email. b) Financial Background c) Legal background d) Technical Background, highlighting its experience in the matter.
B. TECHNICAL OFFER The offering company must comply with the following mandatory requirements and documentary proofs of the same must accompany the bid: S. Criterion Supporting Documents to be No Submitted 1 The Bidder must have qualified number of The bidder must provide an personnel that are duly authorized, undertaking for the same. trained, instructed and capable of delivering the required services, as well as having the necessary implementation and equipment infrastructure to provide the required services to the finest level and standard in all the six venues of the world cup. 2 The bidder should be registered business entity and have been operating in the business of apparel field for at least the last 3 immediate years. The Bidder has to provide a copy of Certificate of Incorporation. 3 The Bidder should have at least 3 Years of experience in Operating Apparel business, preferably for sports companies or leagues. 4 The bidder should have the following mandatory registrations Companies Act 1956, Income Tax PAN, TIN/Sales Tax, Service Tax registration, Certificate from Commercial Taxes Department, GST etc. from the relevant competent relevant authorities. The Bidder must provide the contractual details for their work of at least two recent large projects (equal to or larger than quantities mentioned in annexure A). The Bidder can submit contract details entered with either the client or an Company. Experience certificate or work completion certificate provided by the client or an Company. The original copies of Income Tax, PAN, TIN/Sales Tax, Service Tax registration certificate for the concerned commercial taxes department needs to be provided
5 The bidder should have a clean legal and commercial background and should not have been blacklisted by any state / central government, corporation, urban or local body at any time 6 The bidder must use fabric of LOC specified quality and color (Refer annexure A, B & C). 7 The Bidder must issue the full plan it has to provide the Services The bidder should provide the selfcertified undertaking on Company Letter head duly signed by competent authority. The bidder must provide at least five fabric samples as per annexure B out of which the uniforms will be produced along with quality certificate. At least one of the five samples should have FIFAU17WC Official Emblem embroidered for quality check as specified in Annexure C. The contractor must provide the LOC with a complete Design, Production, Delivery, Alteration and Issues Resolution plan, which must include timelines. C. FINANCIAL OFFER The Proponents must detail the charges for the complete uniform production and delivery, including any applicable Government taxes as per Annexure A. 9. OFFERS EVALUATION The Manager will make an evaluation of the Offers regarding the technical and financial matters, in accordance with the needs and reality of the LOC. The Manager can disqualify an Offer that may have exclusions or conditions that set them apart from what has been established by the Brief. Likewise, it may ask for clarifications on a certain Offer, as well as complementary background or documents that may be deemed necessary. The Manager will communicate in writing to all the Proponents the result of the Process, keeping the right to accept the one that thinks is the most convenient to the LOC, even though it may not be the lowest financial offer. Likewise, it can reject all the Offers in case none comply with the expectations of the LOC. The Manager keeps the rights to disqualify those Proponents that are currently undergoing bankruptcy, debts or any lack of financial or technical capacity.
10. CONFIDENTIALITY The Proponents and the Winner should maintain absolute confidentiality about the terms and conditions of the current Brief and all the information given by the LOC. ANNEXURE A LIST OF GROUPS TO BE CONSIDERED FOR UNIFORMS Directors Head of Departments Rest of central staff Venue staff APPROXIMATE NUMBERS TO BE CONSIDERED FOR UNIFORMS
Sr. No. Particulars Total Quantity Per Unit Cost (inclusive of all taxes) Total Amount (inclusive of all taxes) 1 MALE Shirts Trousers 795 530 FEMALE Shirts Trousers 255 170 Please note: The above numbers are tentative and the sizes will vary from small to triple extra large. ANNEXURE B FABRIC SPECIFICATIONS Sr. No. Particulars Colour Specifications 1 Shirt Light Blue Cotton or Linen 2 Trouser Grey Polyester wool blend
The above picture is just for reference. ANNEXURE C FIFA U-17 WC OFFICIAL EMBLEM SPECIFICATIONS Particulars Size Embroidery Total Number of Shirts Shirts 9 cm Coloured 1050
ANNEXURE D TIMELINES Sr no. Particulars Timeline 1 Work starts 30 th August 2017 2 Finished Sample 5 th September 2017 3 Completion of Measurements 5 th September 2017 4 Delivery to Central Staff 18 th September 2017 5 Delivery to Venue Staff 20 th September 2017 6 Addressing Issues/alterations, if any 25 th September 2017