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Planning, Organizing and Conducting a Mega Event at Capitol Complex, Chandigarh on 19th and 20th November 2016

Chandigarh AdministrationDepartment of Tourism

invites

Request for Proposal (RFP)for

Planning, Organizing and Conducting a Mega Event

at

Capitol Complex and Sukhna Lake

On

19th and 20th November 2016(TENTATIVE DATES)


CRITICAL DATE SHEET

Published Date October1, 2016

Bid Submission Date October 21, 2016 (11:00 AM)

Technical Bid Opening Date October21, 2016 (12:00 PM)

Presentation to Committee October 22, 2016 (01:00PM-03:00 PM)

Financial Bid Opening Date October 24 2016 (11:00 AM)


Table of Contents

Information to Bidders ...............................................................................................................6

1 Introduction .......................................................................................................................6

2 Submission of Proposal......................................................................................................7

2.1 Technical Proposal .......................................................................................................... 72.2 Financial Proposal ........................................................................................................... 82.3 Other Formats to be signed and submitted after selection............................................ 82.4 Important Details ............................................................................................................ 82.5 Minimum Eligibility Criteria ............................................................................................ 9

3 Evaluation Of Proposals .....................................................................................................10

3.1 Evaluation of Technical Proposal .................................................................................... 103.2 Evaluation Criteria........................................................................................................... 103.3 Evaluation of Financial Proposals………………………………………………………………………………..113.4 Award of Work .............................................................................................................. .11

4 Terms of Reference...........................................................................................................12

4.1 Schedule of Events………………………………………………………………………………………………………124.2 Scope of Work of Event Manager ................................................................................. 134.3 Obligations of Client...................................................................................................... 15

5 Payment schedule............................................................................................................155.1 Loss of Property and/or Life.......................................................................................... 165.2 Subcontracting .............................................................................................................. 165.3 Modifications in cultural ceremony .............................................................................. 165.4 Settlement of Disputes ................................................................................................. 165.5 Representations and Warranties .................................................................................. 175.6 Right of Use of Site........................................................................................................ 175.7 Licenses and Rights for use of Names and Song ........................................................... 175.8 Intellectual Property Rights .......................................................................................... 185.9 Sponsorship Rights…………………………………………………………………………………………………185.10 Terms of Contract ......................................................................................................... 185.11 Termination................................................................................................................... 18

Annexure ..................................................................................................................................

Annexure1 Site Details......................................................................................................19

Annexure2 -Various Formats ............................................................................................20


Disclaimer

The information contained in this Request For Proposal (RFP) document or subsequently provided to Bidders, whether verbally or in documentary form by or on behalf of Department of Tourism (“TOURISM” or “Client”) or any of its employees or advisors, is provided to Bidders on the terms and conditions set out in this RFP document and any other terms and conditions subject to which such information is provided.

This RFP document is not an Agreement and is not an offer or invitation to any other party. The purpose of this RFP document is to provide the Bidders with information to assist the formulation of their Proposal submission. This RFP document does not purport to contain all the information each Bidder may require. This RFP document may not be appropriate for all persons, and it is not possible for TOURISM and their employees or advisors to consider the investment objectives, financial situation and particular needs of each Bidder. Certain Bidders may have a better knowledge of the proposed Assignment than others. Each Bidder should conduct its own investigations, studies and analysis, and should check the accuracy, reliability and completeness of the information in this RFP document and obtain independent advice/information from appropriate sources.

TOURISM at all times with regard to all the references in this RFP document or any other Addendum attached thereto shall mean Department of Tourism &TOURISM. TOURISM and their employees and advisors make no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of the RFP document.

TOURISM may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP document at any stage.

This RFP document and the information contained herein are confidential and for use only by the person to whom it is issued. It may not be copied or distributed by the recipient to third parties (other than in confidence to the recipient's professional advisor). In the event that the recipient does not continue with the involvement in the Assignment in accordance with RFP the information contained in the RFP shall not be divulged to any other party. The information contained in the RFP must be kept confidential.


Information to Bidders1 Introduction

Department of Tourism (TOURISM), through its Director (Tourism), Chandigarh(henceforth referred to as “Client”), shall select an Event Manager for “Planning, Organizing and Conducting a Mega Event at Capitol Complex & Sukhna Lake in Chandigarh on 19th and 20th November 2016(hereinafter called as “Assignment”).

1.1. The Bidders are invited to submit the Proposals to provide services for “Planning, Organizing and Conducting a Mega Event at Capitol Complex & Sukhna Lake in Chandigarh on 19th and 20th November 2016” in the form of Technical Proposal and Financial Proposal, as per the procedure detailed out in Clause2.

1.2. The Bidders must acquaint themselves with the facts/parameters in relation to this Assignment and take them into account in preparing their Proposals.

1.3. The costs of preparing the Proposal and of negotiating the Contract, including visit to the site(s) & to the Client, are not reimbursable.

1.4. The Proposals to be submitted by the Bidder shall be valid for a period of 60 (sixty) days from the date of opening of Proposals. The Client may request for an extension in the validity of the Proposal by upto 30 days or as the case maybe.

1.5. During the selection and execution of the Contract, the Client shall observe and also expect the Event Manager to observe highest standards of ethics during theselection and execution of this Contract.

1.6. The Client is not bound to accept any proposal/ bid; and reserves the right to annul the selection process at any time prior to contract award, without incurring any liability to the Bidders.

1.7. JVs/Consortiums are not allowed.

NOTE: The Client can reject a proposal for award even after the signing of the Contract Agreement if it is determined that the Event Manager recommended for award has engaged in corrupt or fraudulent activities in competing for the contract in question and/or if it is determined that the Event Manager recommended for award has suppressed or misled while furnishing facts during the period of contract. The Client reserves the right to declare any Bidder/ Event Manager ineligible without assigning any reason.


2 Submission of ProposalThis Request for Proposal (RFP) document consisting of detailed Scope of Work, Eligibility Criteria and other Project details etc. will be available on the website www.chandigarhtourism.gov.in

The Bidders shall submit their Proposals/ Bids online in Electronic Format with Digital Signatures. For participation in the above e-tendering process, the Bidders shall have to get themselves registered with https://etenders.chd.nic.in and get User ID, Password. Digital Signature is mandatory to participate in the e-tendering process. Detailed Notice Inviting Tender and other terms & conditions are available on website: www.chandigarhtourism.gov.in

Earnest Money Deposit (as mentioned in the document) shall have to be submitted physically in the office of Director Tourism in the shape of Demand Draft in favour of Director Tourism, Chandigarh Administration payable at Chandigarh. Soft copy of the demand draft should be uploaded online while applying for the tender.Scanned copies of all the documents i.e. technical and financial proposal shall be uploaded as part of the Proposal within the prescribed time limit.

For any clarification/difficulty regarding e-tendering process flow, please contact us on 24 x 7 Help Desk Number 0120-4200462, 0120-4001002, 8826246593.

2.1 Technical Proposal

2.1.1 While preparing the Technical Proposals, Bidders are expected to examine in detail the documents mentioned in this RFP document. Material deficiencies in providing the information requested may result in rejection of Proposal.

2.1.2 The Technical Proposal should consist of the following information/ documents, filled and supported by adequate proof wherever required and/or asked for-

i. Complete Letter of Proposal (Format1),ii. Information of the Bidder (Format2),

iii. List of Key Assignments undertaken in last five years (Format3),iv. Financial Information of the Organization (Format4)v. Work Plan - Detailed activity schedule specifying inter alia the tasks and duration

of each component of assignment. (Format5)vi. Abstract of assignments as part of Eligibility Criteria and Technical Evaluation

(Format6)vii. CVs of Key Personnel as requested in Technical Evaluation (Format7)


viii. Concept Presentation on the details of events proposed (Duration 15 minutes)-A brief description of the Bidder - Organization structure, number of

employee, presence in IndiaAn outline of recent experience on assignments of similar nature Concept / activities plan – Details of the Mega Event at Capitol Complex as envisaged by the Bidder.

ix. Details of manpower and infrastructure like number of persons utilized per event, stage size, details of equipment/ instruments/ machinery (number and rating) to be deployed in the Opening and Closing Ceremonies must be specified in the Technical Proposal.

x. If the Technical Proposal accompanies Financial Proposal in the same cover, it shall be summarily rejected.

2.2 Financial Proposal

The Event Management Company who will manage the maximum sponsorship to bear the expenditure and the company who will quote the lowest financial bid after adjusting the said sponsorship money shall be preferred.Submission Format (Format 8).

2.3 Other Formats to be signed and submitted after selectioni. Contract Agreement (Format 9)

2.4 Important Details

1.1 above) should be uploaded on the websitehttps://etenders.chd.nic.in latest by 1100 hours, on21st October, 2016.

Earnest Money of Rs. 5.00 lakhs in the shape of Demand Draft in favour of Director Tourism, Chandigarh payable at Chandigarh shall be paid physically in the office of Director Tourism.

Power of Attorney attested by a Public Notary.Earnest money of unsuccessful Bidders shall be refunded within 30 (thirty) days

after the successful completion of event with the Successful Bidder. RFP document to submit the

requisite information and the Proposal. (Refer Annexures)21st October, 2016 at 1200 hours

and evaluated on the same day, i.e. the submission date. Concept presentation by the technically qualified bidders shall follow thereafter in the office of Department of Tourism, Chandigarh, 4th Floor, Paryavaran Bhawan, Sector 19 B, Madhya Marg, Chandigarh.

Interested Bidders shall be required to send a competent authorised representative on the proposal submission date (as referred above) to present the proposal.


2.5 Minimum Eligibility Criteria

• The bidder should be a single entity (consortiums not allowed) and shall be a company incorporated under Companies Act 1956. The copy of memorandum and article of association should be enclosed. The proof should be enclosed.

• The Bidder is an Income Tax Assesse for the last three years. The proof should be enclosed.

• The Bidder have at least 5regular professional manpower having relevant experience in organizing events of any State/Central Government. CVs of 5such professional to be provided. The proof should be enclosed.

• The Bidder should have minimum average annual turnover of Rs. 60 lac during last three years. Copies of the audited balance sheet and profit and loss account of last three years should be provided. The proof should be enclosed.

• A Certification from Chartered Accountant certifying the turnover of bidder from event management work should be attached; The proof should be enclosed.

• The Bidder should have carried out similar events in the last 7 financial years of any state or central government out of which one event should be of a minimum value of 1.60 crores. The proof should be enclosed.

• Copies of work orders of the projects handled for Government of India or any Central Ministry or Corporate or State/Central Government in the last five years should be submitted along with the bid. The proof should be enclosed.

• The Bidder should have atleast 2Regional Offices across India. The proof should be enclosed.

• The Bidder should not have been blacklisted by any State/Central Government/ Public Sector Undertaking. The bidder should submit an affidavit in this regard.

• The Bidder should not have any legal case pending by any government, before the courts in India. The bidder should submit an affidavit in this regard.

Pursuant to compliance with the “Minimum Eligibility Criteria”, the Technical Proposals of the Bidders shall be marked/ evaluated by an evaluation committee as mentioned in accordance with Clause 3.2 by calling the qualified bidder for a presentation as per scheduled date and time.


3 Evaluation of Proposals3.1 Evaluation of Technical Proposal

Pursuant to the qualification of Bidders as per the Minimum Eligibility Criteria (laid down in Clause 2.5), the Evaluation Committee intends to evaluate the Technical Proposals, by applying the evaluation criteria as detailed in Clause 3.2 below. Each responsive Proposal shall be given a technical score.

3.2 Evaluation Criteria

make a detailed presentation to the Evaluation Committee in a Power Point Format (PPT) (duration of presentation is 15 minutes) for evaluation purposes. This presentation shall be made by eligible Bidders only in the office of Department of Tourism, Chandigarh 4th Floor, Paryavaran Bhawan,Sector 19 B, Madhya Marg, Chandigarh.The Technical Proposals of the qualified Bidders shall be analysed and evaluated and the Technical Proposal Marks (TPM) shall be assigned to the proposal of each shortlisted Bidder. The criteria for evaluating technical bid will be as under:

Bid Component Technical Proposal (Marks)1 Prior experience of the Bidder 301a) In organizing event/s of similar nature in last 7

(seven) years. (3 marks for each event)15

1b) Prior experience in planning, organizing and conducting events of any Central or State Government in last 5 years(3 marks for each event)

15

2 Project team and experience of key personnel 202a) An Anchor, fluent in Hindi, Punjabi & English with

experience of more than 5 (five) years who has conducted atleast five large scale cultural events based on Punjabi culture and folklore

10

2b) Technical Crew with all lead members as specified here with more than 5 years of experience of working in eligible events. (Stage manager, Production Manager, Back Stage Crew Leader, Lighting Desk operator, Master Electrician)

10

3 Event Proposals(Presentation on Event concept and flow of maximum duration of 15 minutes)

50

3a) Understanding the requirements of the proposedEvent and concept / theme for the project


3b) Proposed concept & plan of the events- Technological Innovation- Performances and performers- End-to-end management - Lighting & Sound effects- Seating plan, access management- Adherence to CM/Governor Protocol- Stage design- Light & Sound (Water) Show- Others

TOTAL 100

The Evaluation Committee shall evaluate and rank each Technical Proposal on the basis of the Proposal’s responsiveness to the scope using the evaluation criteria and score system specified above. Each Technical Proposal shall receive a technical score. The Proposal shall be rejected if it does not achieve the minimum technical mark of 65 (sixty five) out of maximum of 100 (one hundred) marks.

3.3 Evaluation of Financial Proposals

The Event Management Company who will manage the maximum sponsorship to bear the expenditure and the company who will quote the lowest financial bid after adjusting the said sponsorship money shall be preferred.

3.4 Award of Workcontract will be awarded to the Event Management Company who will

manage the maximum sponsorship to bear the expenditure and the company who will quote the lowest financial bid after adjusting the said sponsorship money shall be preferred.

Even if only a single Proposal is received (and technically qualified) or a single Proposal amongst several is technically qualified, TOURISM retains the right to open this Financial Proposal and award the Assignment.


4 Terms of Reference

4.1 Introduction

CHANDIGARH TOURISMPROPOSED EVENT LIST

The schedules of events are as follows:

Type of Event Date of Event Venue

Opening CeremonyLight & Sound Show

19thNovember 2016 Capitol Complex

Light & Sound (Water) Show 20thNovember 2016 Sukhna Lake

Brief Synopsis of each event is as follows:

1. Opening Ceremony at Capitol Complex, Chandigarh on 19th November 2016

The Event would be around 90 minutes to 110 minutes covering the buildings of Capitol Complex, Complex, Chandigarh with the following shows:

i. Aerial Welcome of Guests with Rose Flowers by Helium Balloon Girlsii. Light & Sound Show

iii. 3D Projection Mappingiv. The WOW moment will be a Storyboard using laser technology on

evolvement of Chandigarh and its signifancev. Cultural Performance depicting various dance forms of India.

vi. Awards Ceremony.

2. Light & Sound (Water) Show at Sukhna Lake, Chandigarh on 20thNovember 2016

Water Screen Projection:The event would be around of 60 minutes with the complete story to be woven

around and presented using laser storyboard in water screen.


4.2Scope of work

1. Identification and sanitisation of the Venue

The aim of this section is to help you formulate a comprehensive map or plan of the site. You will need to consider potential hazards, access and egress of emergency services, and other needs such as pedestrians, traffic and shelter.

Some considerations to get you on the right track include: ß Where are the designated evacuation points? ß Take note of where the fire extinguishers are located – take note also of their tags and

when they were last tested (note they should be tested every 6 months). ß A site plan is a map of the event and is essential for event planning and management.ß Schedule rain plan, if applicable

2. Event Management

Temporary Structures Temporary Structures include - a stage or platform a tent, marquee or booth a seating stand a prefabricated building. Event organizers should consult with their local government authority when temporary structures are required.

∑ Lighting and Powerß Even in venues darkened for the performance, lighting should always be adequate to

identify exits as well as corridors and aisles leading to them. ß Auxiliary battery power or generators should be installed to provide light in a power

outage and to power the public address system. ß As many concerts are performed with only stage lighting, access to the main lighting or

house lights is essential in case of an emergency. ß The location of the controls for these lights, and the operation of the controls, must be

known to those on-site responsible for emergencies.ß Do you have emergency power & lighting? Describe emergency power and lighting

systems. It is recommended that an electrician be available for the event.

∑ Signage ß Clear appropriate signage is essential. ß When and where signage can be placed. Examples of signage required include:

Entrances and exits Parking Toilets, First aid post, Security Information/Communication/Incident Control Centre

∑ A/V capabilitiesß Microphones – wired or wireless, Microphones – hand held or lavaliere, Microphones –

table or floor stands, Video camerasß Portable sound systems, Mixer boardsß Desktop – laptop computersß Projectors


ß Media Sources; CD - DVD - Visual Presenterß Screens ß Lecterns- With / without microphoneß Supplemental lighting, Specialty lighting – trusses – rigging – spots, Lighting placement

for presenters & speakers ß Electrical supply OK or additional needed Staging built-in or rental of risers if neededß Hand rails and steps to order Background music – Sound effects ß Speaker-ready rooms (Green room) ß Speaker's live screen review monitor

3. Creative Innovative Ideas

ß Overall theme and conceptualisation of the eventß Creative and execution of the main eventß Content and AVsß Elaborated presentation on the nature of launchesß The event should be innovative in order to excite the imagination and interest of your

audience ß Think outside of the boxß Use of technology

4. Programme and Event Flow

ß Drafting a sequence of event -activities to be listed in the order that they occurred. They go in time order from the beginning to the middle to the end without jumping around in time

5. Innovative activities using technology during the Capitol Complex and Sukhna Lake event.

6. Expenditure on Hoardings & Banners: The expenditure for designing, installing and removal of 30 nos. hoardings of size 8 x6, 10 nos. of hoardings 20x10, 400 nos. of banners/flex on electric poles of size 2x6, 20 nos. of standees to be displayed on various designated places shall be borne by the successful bidder.

7. Expenditure on entrance arch: The company will install a larger arch in the form of an artistic iron gate, reflecting the design aesthetics of Chandigarh to welcome the guests and colourful lanterns to light up the walkways.

8. Rotating Sitting Arrangement: The company will install/put up 2000 nos. of high class theatre style seating with rotating facility for VIP’s guests,.

9. The agency will be responsible for the license fee certificate from IPRS & PPL etc if applicable.

Minimum Infrastructure required

Stage size with combination of elevated and ground level design


Necessary equipment/ instruments for suitable lighting effects. Stage Lighting should be of suitable rating & of reputed brand as per the requirement of the event and stage

∑ Suitable LED installation with minimum 4 LED screens

∑ Suitable number of rated projectors for projection system

∑ Professional sound system of reputed brand of required capacity as per event including Public Address Services

Silent diesel power generator sets of desired capacity

Please Note: The Event Manager shall also have the option to place before the Client any new technology/ new concept/ new idea w.r.t the arrangements, infrastructure requirements etc. as part of the Concept Presentation. The Client reserves the right to approve / disapprove the same and no change in the above stated infrastructure requirements or event capacity shall be allowed without prior written approval of the Client.

4.3 Obligations of Client

The Client shall be required to take all statutory clearances as required for the Assignment, from time to time.


5 Payment scheduleThe agreed fee/ lump sum amount (Contract Price) shall be released as mentioned below, subject to acceptance of reports/proposals by the Client:

∑ 30% (thirty percent) of the amount quoted at the time of signing of Agreement will be given as advance

∑ 70% (seventy percent) of the amount will be released after successful completion of the event

The TDS will be deducted as per rules/applicable.

The Department of TOURISM reserves the right to deduct portion of the agreed fee to the successful Bidder, in case of any deficiency in the services rendered.

Other Conditions of Contract

5.1 Loss of Property and/or LifeAny loss of property and / or life during preparations of the event and the event itself would be borne entirely by the Event Manager and Department of Tourism &TOURISM shall not be held liable for any claims. The Event Manager shall be responsible for the payments arising out of any Third Party claims. The Event Manager is advised to procure insurance for meeting such liabilities at his ownexpense.

5.2 SubcontractingAny kind of JV/Consortium shall not be allowed. However, the Event Manager may subcontract parts of the Assignment to other parties with prior approval of the Client.

5.3 Modifications in cultural ceremonyThe Event Manager shall have to submit the video of the rehearsals of the cultural event before the event and the Client has the right to make any modifications in the cultural event as per its requirements and the same shall have to be incorporated by the Event Manager.

5.4 Settlement of DisputesThe parties shall use their best efforts to settle amicably all disputes arising out of or in connection with the agreement or its interpretation.

Any dispute between the parties, which cannot be settled amicably within 30 days of receipt, by one party of the other party’s request for such amicable settlement, shall be submitted to arbitration by the sole Arbitrator to be appointed by the Department of Tourism &TOURISM. The arbitration proceedings shall be conducted in accordance with the provisions of the Arbitration and Conciliation Act, 1996. The arbitration proceedings shall be held at Chandigarh and the Courts at Chandigarh shall have the jurisdiction.

Either party’s performance under this agreement is subject to acts of God, war,


epidemics, government regulation, strikes, or any other occurrence of event(s) or emergency beyond the party’s control (except for rains), making it impossible, illegal, or commercially impracticable for either party to perform its obligations under this agreement, in whole or in part.

5.5 Representations and WarrantiesThe Event Manager represents and warrants that all services performed under this Agreement shall be of professional quality conforming to generally accepted industry practices. Services performed by the Event Manager which are determined by the TOURISM to be of less than professional quality shall, at the TOURISM option, be corrected by Event Manager, at the Event Manager’s expense.

5.6 Right of Use of SiteTOURISM shall hand over the sites of the event to the Event Manager, 6 (six) days prior to the date of both the events respectively for their preparation and management. Accordingly, the Event Manager shall be required to handover the site back to the TOURISM within 2 (two) days of the completion of the event. In case of change of site of event, the Event Manager must be informed at least 10 (ten) days prior to the date of the event.

It is the obligation of the Event Manager to maintain the horticulture and fixtures already present in the sites during their term of use. In case of damages caused at the sites due to fault of Event Manager, the TOURISM has right to claim for compensation. The Event Manager shall not sublicense, transfer or assign the use of the site to any person or entity without the prior consent of the TOURISM.

5.7 Licenses and Rights for use of Names and Song

The TOURISM does hereby grant to the Event Manager a limited non-exclusive license to use the Event name and “Department of Tourism &TOURISM” name solely in connection with the preparations, programmes and management of the events, provided the Event Manager complies with the terms and conditions contained in this Agreement.

The Event Manager shall not use the names and the song for any event or purpose other than the said event.

The authority of the Event Manager to use the names and the song commences upon the effective date of this Agreement and terminates upon the expiration of the term of this Agreement or upon termination of this Agreement, whichever shall occur first.

The Event Manager shall not sublicense, transfer or assign the use of the names and song to any person or entity without the prior consent of the TOURISM.


5.8 Intellectual Property RightsThe selected Bidder shall not use any material with intellectual property right without prior permission. The Bidder shall have to take any and all permissions and clearance related to intellectual property used during the event. The Concessioning Authority shall not be held liable for any default.

5.9 Sponsorship Rights: The sponsorship rights will be given to the successful Event Management Company by the Tourism Department. The name and logo of sponsors/co-sponsors shall be displayed on publicity material i.e. hoardings/standees etc at public places and roundabouts subject to permission granted by Chandigarh Municipal Corporation.

5.10 Terms of ContractThe contract shall be effective on the date of its signing and shall continue until the date of the successful completion of both the events unless terminated sooner by either of the parties.

5.11 TerminationThe contract shall stand terminated for following reasons:-

a) Successful completion of both the eventsb) In case of non-performance of work due

- Due to Force Majeure- Due to non-performance of contract by either of the parties

In case of Termination due to Force MajeureForce Majeure shall mean occurrence in India of any act of God, such as rain, fire, flood, earthquake or other natural calamity causing the cancellation of the event. In such a case, the Event Manager shall be paid only for the time actually spent planning the event. In case of any material and equipments cost, the same shall be paid on actual basis.

In case of Termination by ClientIf the Client terminates this agreement for reasons other than Force Majeure more than 10 days before the scheduled event, the Client shall refund the EMD to the Event Manager and the Client shall reimburse the Event Manager for all outstanding out-of-pocket expenses. If the Client terminates this agreement for any reason within 10 days of the scheduled event, the full fee shall be payable to the Event Manager.

In case of Termination by Event ManagerIf the Event Manager terminates this agreement, then the Client shall forfeit the EMD paid by the Event Manager and the client can also forfeit the bank guarantee submitted against the mobilization advance paid to the Event Manager. The Client shall also claim compensation for damages incurred due to termination of contract on actual basis.


Annexure

Annexure1

Site Details

∑ Capitol Complex–Opening Ceremony (Approximate attendees 5000persons)

∑ Sukhna Lake – Sound & Light (Water) Show (Approximate Attendees 5000 persons)


Annexure2 - Various Formats

1. Format 1 – Letter of Proposal2. Format 2 – General Information of the Bidder3. Format 3 –List of Key Assignments executed in last five years4. Format 4 - Financial Information of the Organization5. Format 5 – Work Plan - Detailed activity schedule specifying inter alia the tasks and

duration of each component of assignment6. Format 6 – Abstract of Assignments as required for Eligibility Criteria and Technical

Qualification7. Format 7 – CVs of Key Personnel8. Format 8 – Financial Proposal9. Format 9 – Contract Agreement


Format 1 - Letter of Proposal(To be executed on letterhead)

ToDirector (Toursim)Department of TOURISM4th Floor, Paryavaran BhawanSector 19 B, Madhya Marg, Chandigarh

Subject: Planning, Organizing and Conducting a Mega Event at Capitol Complex & Sukhna Lake in Chandigarh on 19th and 20th November 2016

Dear Sir,

1. With reference to your RFP Document dated ………….., I/we, having examined all relevant documents and understood their contents, hereby submit our Proposal for the captioned project. The proposal is unconditional and unqualified.

2. All information provided in the Proposal and in the Appendices is true and correct and all documents accompanying such Proposal are true copies of their respective originals.

3. This statement is made for the express purpose of appointment as the Bidder for the aforesaid Project.

4. I/We shall make available to the Authority any additional information it may deem necessary or require for supplementing or authenticating the Proposal.

5. I/We acknowledge the right of the Authority to reject our application without assigning any reason or otherwise and hereby waive our right to challenge the same on any account whatsoever.

6. The requisite Earnest money has been paid physically. 7. I/We agree and understand that the proposal is subject to the provisions of the RFP

document. In no case, shall I/we have any claim or right of whatsoever nature if the Bidder for the Project is not awarded to me/us or our proposal is not opened or rejected.

8. I/We agree to keep this offer valid for 60 (sixty) days from the Proposal Due Date specified in the RFP.

9. I/We agree and undertake to abide by all the terms and conditions of the RFP Document. I/we submit this Proposal under and in accordance with the terms of the RFP Document.


Format – 2I. General details of the bidding organization:

a) Name of Bidder:b) Status of the Bidder (Proprietorship / Partnership Firm / Company / Society /

Any other(Specify):c) Name of Authorized signatory:d) Date and Country of incorporation:e) Address of the corporate headquarters and its branch office(s), if any, in India:f) Income Tax Registration details:

II. Other details of the Bidding Organizationa) Employee Strength (in India)b) Organization Structure(chart):c) Total number of similar assignments in past 5 financial years:

a. 2011-12:b. 2012-13:c. 2013-14:d. 2014-15:e. 2015-16:

III. Details of individual(s) who will serve as the point of contact / communication for the Client within the Company:(a) Name :(b) Designation :(c) Company :(d) Address :(e) Telephone Number :(f) Mobile Number :(h) E-Mail Address :

Signed:(Name of the Authorised Signatory)

For and on behalf of (Name of the Bidder)Designation: Place:Date:

Supporting Documents to be enclosed:1. Documents certifying Bidder’s legal status i.e. Certificate of incorporation / registration, MOA &

AOA, Partnership Deed etc.2. Power of Attorney of the Authorized person in case of Company.3. Undertaking that the Company has been providing turnkey cultural event management for at

least 5 (five)years.4. Latest brochures/ organization profiles, etc.


Format – 3List of key assignments executed in last five years

S.No

Name of Project

(includingthe detail of

date)

Location (City)

Name of ClientScope of

Work

Professional Fees received by

Bidder

1234

5

Supporting Documents to be enclosed:

1. The Bidder should provide separate undertaking of each project event to provide brief particulars of project, client, scope of work etc.2. Experience certificate of various contracts related to the particular project event from the Client. The experience certificate must have the assignment value along with the satisfactory completion certificate.


Format - 4Financial Capacity of Applicant

S. No. Financial Year Annual Turnover

1. 2012-2013

2. 2013-2014

3. 2014-2015

4. 2015-2016

Certificate from the Statutory Auditor

This is to certify that .................... (Name of the Applicant) has annual Turnover as shown above.

Name of the audit firm: Seal of the audit firm Date:

(Signature, name and designation of the authorized signatory)

$ In case the Applicant does not have a statutory auditor, it shall provide the certificate from its chartered accountant that ordinarily audits the annual accounts of the Applicant.

Supporting Documents to be enclosed:o Audited Balance Sheets or,o CA certificate (incase audited balance sheets are not available)


Format – 5

Work Plan - Detailed activity schedule specifying inter alia the tasks and duration of each component of assignment along with details of the team composition and tasks assigned to the key members of the team

S.No. Activity Days Total Days12345

1 Indicate all main activities of the Assignment / job, including delivery of reports (e.g.: inception, interim, draft and final reports), and other benchmarks such as Employer approvals. For phased Assignment / jobs indicate activities, delivery of reports/ drawings, and benchmarks separately for each phase.

2 Duration of activities shall be indicated in the form of a bar chart.

TEAM COMPOSITION AND TASK ASSIGNMENT/JOBS[Detailed CV for each key professional to be prepared as separate Format 7]

S. No.Name of the Key

PersonnelArea of Expertise Position / Task assigned for this job


Format – 6Abstract of Assignments as required for Eligibility Criteria and Technical Qualification

S.No

Name of Project

(includingthe detail of date & place

where the event has

takenplace)

Name of Client

Name of main artist

to have made an

appearance

Nature of Event (Opening and

Closing Ceremonies/Award Ceremonies/Product Launch shows etc)

Professional Fees

received by Bidder

1234

5

Supporting Documents to be enclosed:1. The Bidder should provide separate undertaking of each event to provide brief

particulars of project, client and the artists having made an appearance in the event.2. Experience certificate of various contracts related to the particular event from the

Client. The experience certificate must have the assignment value along with the satisfactory completion certificate.


Format - 7CVs of Key Personnel

Proposed Position:

Name of Firm:

Name of Staff: [Insert full name]:

Date of Birth:

Nationality:

Education:[Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]:

Membership of Professional Associations:

Other Training:

Countries of Work Experience:[List countries where staff has worked in the last ten years]:

Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:

Employment Record:[Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:

Detailed Tasks Assigned[List all tasks to be performed under this Assignment / job]

Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned[Among the Assignment / jobs in which the staff has been involved, indicate the following information for those Assignment / jobs that best illustrate staff capability to handle the tasks listed under point 12.]

Name of Assignment / job or project: Year:Location: Employer:Main project features: Positions held: Activities performed:


Certification:I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes my qualifications, my experience, and myself. I understand that any willful mis-statement described herein may lead to my disqualification or dismissal, if engaged.

Date:

[Signature of staff member or authorized representative of the staff] Place:


Format 8 - Financial Proposal Submission(To be executed on a letterhead)

ToDirector (Tourism)Department of Tourism &TOURISM4th FLOOR, Paryavaran Bhawan, Sector 19 BMadhya Marg, Chandigarh

Subject: Planning, Organizing and Conducting a Mega Event at Capitol Complex & Sukhna Lake in Chandigarh on 19th and 20th November 2016

Dear Sir,We, the undersigned, offer to provide the services for Planning, Organizing and Conducting a Mega Event at Capitol Complex & Sukhna Lake in Chandigarh on 19th and 20th November 2016 in accordance with your Request for Proposal (RFP) document.

Our Financial Proposal is as given below.

Our Financial Proposal shall be binding on us till the expiration of the validity period of the Proposal unless extended by us.

We understand that you are not bound to accept any proposal you receive.

We remain,Yours sincerely

(Authorized Signatory)

Name & title of signatory Name & stamp of firm

Fee for Service inclusive of all taxes etc. after deducting sponsorship money

(In Rs.)


Format 9 - Form of ContractContract Agreement

This CONTRACT (hereinafter called the “Contract”) is made on the day of the month of 2016, by and between,

Department of Tourism, (hereinafter referred to as “TOURISM” or “Client” (which expression shall unless the context otherwise requires include its successors and assigns), of the ONE PART.

And

M/s , a incorporated under theand having its registered office at , (hereinafter

referred to as the “Event Manager” which expression shall, unless the context otherwise requires, include its successors and permitted assigns) through Mr. ,the dulyauthorized representative of the Event Manager, of the OTHERPART.

WHEREAS

1. Department of Tourism &TOURISM, through a transparent competitive single stage bid process, has appointed an Event Manager for “Planning, Organizing and Conducting a Mega Event at Capitol Complex & Sukhna Lake in Chandigarh” on 19th

and 20th November 2016(hereinafter referred to as“Assignment”) with complete sponsorship rights to the Event Manager;

2. The Client has requested the Event Manager to provide services as mentioned in Clause 4 of the RFP Document i.e. Appendix-I to the Contract Agreement;

3. The Event Manager, having represented to the Client that they have the required professional skills, personnel and technical resources and also, agreed to provide the Services on the terms and conditions set forth in this Contract.

NOW THEREFORE the parties hereto hereby agree as follows:1. All Appendices (from Appendix-I to Appendix-IV) attached hereto with this Contract

Agreement shall have a legally binding effect upon the parties to this Contract Agreement.

2. The Appendices (from Appendix-I to Appendix-IV) shall be deemed to form an integral part to this Contact Agreement, having full effect of laws in force and shall be contractually binding upon the parties.

3. The details of the Appendices (from Appendix-I to Appendix-IV) are given asunder:

Appendix I: Request for Proposal(“RFP”)Document Appendix II Technical Proposal of the Event Manager Appendix III: Financial Proposal of the Event Manager

4. The mutual rights and obligations of the Client and the Event Manager shall be as set forth in the Contract, in particular:


a) The Event Manager shall carry out the services in accordance with the provisions of the Contract Agreement; and

b) The Client shall make payments to the Event Manager in accordance with the provisions of the RFP Document i.e. Appendix-I to the Contract Agreement.

IN WITNESS WHEREOF the Parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written.

For and on behalf of DEPARTMENT OF TOURISM

[NAME]

[Designation] DIRECTOR TOURISM

Signature:

For and on behalf of EVENT MANAGER

[NAME]

[Designation]

Signature:

Witness 1:

[NAME]

[Designation]

Signature:

Witness 2:

[NAME]

[Designation]

Signature:

Place: Chandigarh Date:


CHECKLIST FOR ELIGIBILTY CITERIA

Sr. No.

Particular Yes/No

1. Whether the bidder has submitted EMD of Rs. 5.00 lac physically in the department before due date and time.

2. Whether bidder is single entity and company incorporated under Companies Act

3. Whether memorandum and article of association is enclosed4. Whether the Bidder is an Income Tax Assesse for the last

three years5. Whether the Bidder have at least 5regular professional

manpower 6. Whether the Bidder has provided CVs of 5 regular

professionals7. Whether the Bidder should have minimum average annual

turnover of Rs. 60 lac during last three years8. Whether the copies of the audited balance sheet and profit

and loss account of last three years is attached.9. Whether certification from Chartered Accountant certifying

the turnover of bidder from event management work is attached

10. Whether the Bidder have carried out similar events in the last 7 financial years for any state or central government

11. Whether one event organized by the bidder out of the events as mentioned at Sr. No. 10 have a minimum value of 1.60crores.

12. Whether copies of work orders of the projects handled for Government of India or any Central Ministry or Corporate or State/Central Government in the last five years have been submitted along with the bid.

13. Whether the Bidder have atleast 2 Regional Offices across India

14. Whether an affidavit with regard to non-blacklisting by any State/Central Government/ Public Sector Undertaking is attached

15. Whether an affidavit with regard to not having any legal case pending by any government, before the courts in India is attached.

16. Whether the Bidder has uploaded Annexures in format as detailed in tender.


NOTE: The bidder must attach all the relevant documents and work orders online as required during the evaluation criteria as mentioned at Clause 3.2 and also detailed below:

Sr. No.

Particular

1. The bidder must upload the work order for organizing event/s of similar nature in last 7 (seven) years

2. The bidder must upload the work order for Prior experience in planning, organizing and conducting events of any Central or State Government in last 5 years

3. The bidder must upload the details of an Anchor, fluent in Hindi, Punjabi & English with experience of more than 5 (five) years who has conducted atleast five large scale cultural events based on Punjabi culture and folklore

4. The bidder must upload the details of Technical Crew with all lead members as specified here with more than 5 years of experience of working in eligible events. (Stage manager, Production Manager, Back Stage Crew Leader, Lighting Desk operator, Master Electrician)


Chandigarh AdministrationDepartment of Tourism

E-Tender

Chandigarh Administration will be celebrating the UNESCO

World Heritage Status tentatively on 19th and 20th November 2016. The E-

Tender is invited from reputed EventManagement Companies along with an

earnest money of Rs. 5.00 lac in theshape of Demand Draft in favour of

Director Tourism, Chandigarh Administration.

The schedule of the events and other terms & conditions for the

e-tender can be downloaded from the official website of Chandigarh

Administration, U.T. i.e. https://etenders.chd.nic.in. The last date for filling

upof e-tender is 21stOctober2016 by 11.00 a.m.

Director TourismChandigarh Administration