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OFFICE OF THE DIRECTOR TOURISM, JAMMU.

SHORT TERM “EXPRESSION OF INTEREST” FOR CONCEPTUALIZING AND

ORGANISING “WINTER CARNIVAL-2018 AT PATNITOP” BY ASSOCIATING

EVENT MANAGEMENT COMPANIES/AGENCIES.

EOI No. 55 of 2017-18

Dated: 12.12 .2017

For and on behalf of Governor of J&K State, sealed EOI affixed with Rs.6.00

Revenue Stamp(s) are invited from registered Event Management Companies/Agencies

for “Conceptualizing, Organizing & Conducting of Winter Carnival 2018 at

Patnitop”. EOI document can be had w.e.f. 11.12.2017 to 22.12.2017 upto 2.00 p.m on

payment of Rs.1000/- (Rupees one thousand) only in cash/DD from Directorate of

Tourism, Jammu which is non-refundable. The sealed EOI document must be

accompanied with CDR/FDR/DD of Rs. 50,000/- (Rupees fifty thousand only) pledged to

Accounts Officer, Directorate of Tourism, Jammu.

EOI document with requisite certificates/enclosures duly filled in signed and

stamped by applicant in a sealed cover superscribed as “EOI for Conceptualizing,

Organizing & Conducting of Winter Carnival, 2018 at Patnitop” containing two

sealed envelopes duly marked as “Technical Bid” & “Financial Bid” should be sent

through registered Post/Speed Post/Courier or handed over personally to the Directorate

of Tourism, Jammu on or before 22.12.2017 upto 3.30 p.m. The bids will be opened on

23.12.2017 at 1.00 p.m. in presence of intending bidders or their authorized

representatives. In case of any change, the same will be notified separately.

Director Tourism, Jammu reserves the right to reject any bid or any part of the

bid without assigning any reason(s) thereof.

Bids received after the prescribed time and date or incomplete shall be rejected.

Sd/-

No.DTJ/Pub/4795-96 ( Er. S. K. Attri) KAS

Dated: 12.12.2017 Deputy Director Tourism,

Copy to the:- (Publicity), Jammu.

1. Joint Director, Information Department, Jammu with the request to publish

the above NIT in leading local newspapers and one leading National

daily. (Delhi edition).

2. Incharge Web Portal, Directorate of Tourism, Jammu to upload the notice

alongwith the E.O.I document.

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EOI for conceptualizing and organizing Winter Carnival at Patnitop by

associating with Event Management Companies/Agencies. 1. Introduction

Traditionally Winter Carnival is being organized every year in the month of

January or February at Patnitop for three days and is one of the most important tourism

event of the State . This year department is contemplating to organize Winter Carnival

in the month of January, 2018 on a bigger canvas & professionally by associating

experienced & innovative Event Management company/Agency to produce a World

Class Event.

2. SCOPE OF WORK. i. Day 1(12/1/2018)

Inaugural ceremony at Patnitop will be held at 4.00 p.m. with cutting of ribbon,

releasing of balloons, inauguration of departmental / food stalls, cultural evening,

Theme based Laser Show of 15 minutes duration alongwith performance by

renowned celebrity, camp fire and DJ.

Painting Competition.

Department of Handicrafts, Handloom, Agro, JKTDC, Industries, Travel

Trade Organizations, Hotel & Restaurant Associations etc. shall be asked to

put up their stalls

Stalls to be erected by the Agency (Min 15 to 20)

Signature item

ii. Day 2(13/01/2018)

Snow games(Skiing, Sledging, Zorbing), snow man making competition, Tug of

war, musical chair competition, snow sculpture, background DJ music with

anchor, Tambola, evening performance by celebrity and camp fire.(Lohri)

Painting Competition

Departmental and food stalls.

Distribution of prizes to winners of various competitions.

Signature item.

iii. Day 3 (14/01/2018)

Snow games(Skiing, Sledging, Zorbing), snow man making competition, Tug of

war, musical chair competition, snow sculpture, background DJ music with

anchor, Tambola, evening performance by celebrity and camp fire.

Photography Competition.

Departmental and food stalls.

Distribution of prizes to winners of various competition.

iv. Valedictory function shall be organized at 5.00p.m. onwards at Patnitop on day 3.

Performance by Celebrities alongwith showing of presentations to audience of

highlights for all the three days of the carnival by the Event Management Agency.

Dates/venues are tentative and subject to change if the need so arises.

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3. General Instructions

3.1 Bidder must be registered in accordance with the requirements of applicable laws

and in particular as applicable to the State of J&K.

3.2 Bidders meeting the pre-qualification criteria shall be shortlisted.

3.3 Bidders will be required to make the presentation of their concept, overall plan tomanage the proposed event, capabilities and past work at the Directorate of Tourism, Jammu.

3.4 Presentation will be part of technical bid and shall form the basis of technical qualification.

3.5 Participation by a Bidder in more than one Bid will result in the disqualification of

all Bids in which the Bidder is involved.

3.6 EOI Document alongwith requisite certificates/enclosure duly signed and stamped by the applicant must reach on the following address as per the directions given in the EOI Notice.

“Directorate of Tourism, Jammu Vir Marg, Residency Road, TRC, Jammu, Pincode No:- 180001.

3.7 The offer should be inclusive of all taxes and duties etc. 3.8 The CDR/FDR/DD will be refundable to unsuccessful Bidder when applied.

3.9 The agencies should also attach self attested photocopies of GST & PAN allotted in their favour. In case the firm applied for exemption of any type of tax the firm has to submit a certificate of the concerned department failing which the offer shall be rejected out rightly. 3.10 The Department reserves the right to accept or reject any offer without assigning

reason(s).

3.11 No conditional offer shall be accepted.

3.12 No other conditions except those mentioned in EOI document will be entertained in the offer. 3.13 No advance will be paid by this office for carrying out the said event(s). All applicable taxes shall be deducted at source.

3.14 Successful Bidder will have to execute an agreement in the prescribed form with the Directorate of Tourism, Jammu to abide by all conditions mentioned in EOI document.

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3.15 The jurisdiction of all disputes shall be limited to Jammu only at the cost of the bidder. 3.16 Financial Bid must be quoted in INR only. The Financial bid of only those bidders

shall be opened who will qualify the technical bid.(Financial bid of agencies whose technical bids does not fall in the criteria fixed by the Department shall be rejected and will be returned back unopened when applied).

3.17 The sealed envelope in respect of Technical bid should contain:

a) PAN and GST details. (Self attested copies to be attached) with technical bid. b) Experience as mentioned in 4.1 of which successfully conducted at least two

events(fairs/festivals/exhibitions) per year for last two years for Govt/Corporate Sector.(Certificates/proof to this effect be appended with technical bid).

c) Annual turn over certificate and other documents/certificates as mentioned in 4.2. d) FDR/CDR/DD of Rs.50,000/- pledged in favour of Accounts Officer, Directorate of

Tourism, Jammu. e) Concept Plan ( Hard copy). f) Certificate regarding company not being bankrupt/insvent from Statutory Charter

Accountant (CA)/ Company Secretary (CS).

3.19 If after the agreement has been entered into, it is proved that any of the information furnished by the bidder in the EOI is false or that the bidder secured the contract through misrepresentation of facts, in whatsoever manner, the agreement is liable to be terminated forthwith and security deposit shall be forfeited by this office. The decision of Director Tourism, Jammu in this regard shall be final.

4. Pre-qualification criteria (PQC)

4.1 The bidder should have experience of at least three years in organising events such as exhibitions, fairs, festivals etc.

4.2 The minimum average annual turnover of the bidder from organizing events, such as,

exhibitions, fairs, festivals etc. should be Rs. 100.00 lacs (1 cr.) in any one year of last three current financial year. The turnover of bidders should be reflected in balance sheet certified by the chartered accountant. In case this turnover is not reflected separately in the balance sheet, a certificate in respect of the turnover of the company should be enclosed.

4.3 The bidder should have managed at least 2 events (fairs/festivals/exhibition per year for

the last two financial years for Govt./Corporate sector.

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5. Presentations All the pre-qualified bidders shall be required to give an Audio-Visual presentation at Directorate of Tourism, Jammu on the date so intimated, before the Publicity committee. The presentation shall cover the following points and evaluation would be based on exclusiveness and originality of the proposals.

a) Tourism related experience.

b) Experience of event management.

c) Novelty in concepts and event specific attractive proposals. Hard copy along with a soft

copy of presentation has to be provided to the Department at the time of presentation.

All costs incurred by the agency in respect of submission of offer and presentation shall be borne by the agency concerned. 6. ROLES & RESPONSIBILITIES OF AGENCY

6.1 Prize money/ mementos/souvenirs for the all category VIPS/VVIPS/guests/artists to be provided by agency as finalized by DOTJ. 6.2 Provision and payments for hiring of labour & the Technical manpower support. This

includes their travel, accommodation . 6.3 Transportation, accommodation, F&B facilities of all kinds for Officials,/ VIPS and

media/Guests during the carnival period including inauguration and closing ceremonies as finalized by DOTJ.

6.4 The supplies and materials as required in entire events. 6.5 Branding of the Pre & Post event (Design to be approved by Director Tourism, Jammu). 6.6 Payment to all artistes, anchors, celebrity including their lodging boarding and travel. 6.7 Designing, Production and Installation of Pole Banner/Kiosks double sides (approx. 500 Poles), Tourism buntings, flagging of venue and approaches to the venue. 6.8 DOTJ shall provide administrative support to agency for liasoning work with government Departments/agencies wherever necessary & required as per request of bidder.

6.9 Successful bidder shall be responsible for keep up provision of facilities, event infrastructureof all kind to conduct the event.

6.10 The festival venue and all preparations shall have to be finalized including Stage and

seating arrangements prior to official starting date.

6.11 Vinyl branding of buses/vehicles if required.

6.12 Agency shall arrange 6 (Six) Nos of Walkie-Talkie sets with ear lid (Mic-Transmitter)

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6.13 Outdoor hoardings. Agency shall put up hoardings for a period of 15 days prior to festival on 50 Locations in J&K to be identified by Directorate of Tourism, Jammu.

6.14 Responsibility for taking insurance of event for injury, permanent or temporary disabilities or death of a person or loss of any asset.

6.15 All utilities such as electricity, water, public address, garbage disposal, Mobile toilets in sufficient Nos. (Gents & Ladies) etc. at their own cost.

6.16 First aid services including aid centre and staffing

6.17 Vehicle parking management. Successful Agency shall visit the venue and will submit the proposal for vehicular traffic and parking Management.

6.18 Agency must provide to DOTJ, before publication, any promotional material, festival

schedule ( Posters, flyers, magazine advertisement copy etc) for approval.

6.19 Venue location map, venue layout, Carnival map and Carnival area layout.

6.20 Profile and management of the event

6.21 Taking overall responsibility for Carnival preparation as directed by DOTJ.

6.22 Post event documentation, Photography and Videography( Soft and hard copies to be submitted in triplicate within 15 days after the commencement of the Carnival)

6.23 Providing sufficient manpower at each site for smooth conduct of event.

6.24 Arrangement of Guests (including VIPs) refreshment for approximately 300 Pax on

inauguration & closing ceremonies and 150 pax for the 2nd day will have to be made by the

successful bidder. The Accommodation for VIPS/ Officers/ Officials shall also be the

responsibility of the successful bidder.

7. BID-SECURITY

The successful bidder shall have to submit the Bid security @ 2% of the bid amount for

proposed festival, in the form of a Banker’s cheque or Demand Draft drawn accordingly in favor

of Accounts officer Directorate of Tourism, Jammu payable at Jammu. This would be

submitted separately by the successful bidder before agreement.

8. Agreement

Successful Bidder will be required to sign a contract with Directorate of Tourism, Jammu which

would inter-alia include the following:-

8.1 Scope of Work, Role & Responsibilities as mentioned in 2&5.

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8.2 Indemnification:

a) Any breach of any statute, regulation, direction, orders or standards from any governmental body.

b) Any breach of the terms and conditions in this agreement by the Agency.

c) The Agency will comply with all the J&K laws, directives, guidelines issued etc. by Government

from time to time.

This clause shall survive the termination or expiry of the contract.

8.3 Dispute Resolution/Arbitration

a) The contract and any matter relating to the same shall be governed by and in accordance with J&K

Law(s).

b) In the event of any question, dispute or difference arising under the agreement the same shall be referred to the sole arbitration of the Secretary to Government, Tourism Department J&K state.

c) There will be no objection to any such appointment on the ground that the arbitrator is Administrative Secretary of Tourism Department, J&K. He/she may from time to time with the consent of both the parties enlarge the time frame for making and publishing the award and the award of the arbitrator shall be final and binding both the parties to the agreement.

d) The venue of the arbitration proceeding shall be the office of the Secretary to Government, Tourism Department J&K state or such other places as the arbitrator may decide.

9. Penality

If the agency fails to organize the event or proposed of event, the bid scruits and CDR/FDR/DD will be forfeited and company/agency will be blacklisted. Department will arrange/conduct the same either from third party or itself at cost of Bid amount.

10. Evaluation on Proposals

Shortlisted agencies, after scrutinizing technical bids, shall be evaluated by presentation before a

committee for following technical points. The total weight age for technical/conceptual

presentation shall be 65%.

Criteria for Technical Score (T)

S.NO PARTICULARS MAX. POINTS

1 Infrastructure of Firm/Agency

a) Manpower; and

b) Network offices

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2 Concept of festival/exclusiveness of originality of proposal, plan to manage the event.

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3 Previous experience in managing similar cultural events/tourism related event and major events done in last three years.

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4 Complete solution of various aspects of event. Designing of stage, stalls, layout performance and sitting plan, outsourcing of various services and hiring of equipments & signature item.

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5 Engaging Celebrities/Artistes 25

TOTAL 100

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*T- stands for Technical score

Copies of Job order & completion Certificates and other documents supporting the claims be

appended with Technical Bid.

The conceptual proposal should contain the creative options which will be implemented by the bidder

and will be graded on a scale of 100 points. The Publicity Committee will view the presentation and

award points for the creative content. The financial bids of all those bidders will be opened who score

65 and above points out of 100.

*Companies/Agencies shall quote the bid in INR only inclusive of all taxes.

- Financial score (F) shall be computed as under: F=100xFL/Fb

- Where: F is the financial score of the Price Proposal given by bidder.

- FL is lowest amount quoted by any bidder shortlisted

- Fb is the amount offered by bidder under evaluation.

The weightage for financial bid shall be 35%. The financial bid shall be submitted in a separately

sealed envelope for proposed festival/Carnival.

- Technical score will be given weightage of 65% as per formula

- Financial score will be given weightage of 35% as per formula

- Total score Ts = (T*65/100 )+( F*35/100). Ts will be total score assigned to each bid and the work will be awarded to the bidder whose bid is

having the highest Total score(Ts).

In case of Tie decision taken by the Publicity Committee shall be final.

In case of any query regarding Tender, the Bidders may contact Dy. Director Tourism (Publicity), Vir Marg, Jammu ph. 0191-2548172, 9858600323, 94192-37594, 9469797329. . Dy. Dir. Tourism (Publicity) Jammu

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Technical Bid ( Annexure “A”)

Name of Work –Conceptualizing and Organizing of Winter Carnival by associating with

Event Management Company/Agency.

EOI No. OF 2017-18 Dated: .12.2017

1. Name of the Company/Agency submitting Bid:

2. Postal address :

3. email id & contact No:

4. Address of Head Office:

5. Number of years the company/agency has been in the business of Event Management/ Any

Other Business ( Bidder to submit copies of Job orders).

6. Annual turnover in organising events, such as, exhibitions, fairs, festivals, tourism summits, etc.

in last three financial year and current financial year:

S.No. Year Turn over

I

ii

iii

iv.

7. GST NO: (Enclose GST details)

8. Details of Income Tax Registration: Enclose copy of IT Return & PAN.

9. List of clients with contact details & document of recently done works (Enclose details)

10. Creative (Concept Plan) to be enclosed. (Hard copy)

11. FDR/CDR/DD Details:

We, the undersigned, declare that:

1. We have examined the EoI Document.

2. If our Bid is accepted, we commit to deposit the BID Security within stipulated time.

3. Our firm, its affiliates or subsidiaries, has not been debarred by any state / central government

department(s)or corporate firm(s).

4. We understand that this bid together with your written acceptance shall constitute a binding

contract between us, until a formal contract is prepared and executed.

5. We understand that you are not bound to accept the highest (highest total score) evaluated bid or

any other bid that you may receive.

Name and Signature of Applicant With seal

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The sealed envelope in respect of Technical bid should

contain:

a) PAN and GST details. (Self attested copies to be attached) with technical bid.

b) Experience as mentioned in 4.1 of which successfully conducted at least two events (fairs/festivals/exhibitions and tourism summits) per year for last two years for Govt/Corporate Sector.(Certificates/proof to this effect be appended with technical bid).

c) Annual turnover certificate as mentioned in 4.2.

d) FDR/CDR of Rs.50, 000/- pledged in favour of Accounts Officer, Directorate of Tourism, Jammu.

e) Concept Plan ( Hard copy)

f) Copies of Job order & completion Certificates and other documents supporting the claims be appended with Technical Bid.

g) Certificate regarding company not being

bankrupt/insolvent from Statutory Charter Accountant (CA)/Company Secretary (CS).

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Annexure - “B”

Financial BID

PARTICULARS Rate in INR (Indian National Rupee) (Inclusive of all taxes)

Conceptualizing, Organizing &

Conducting of Winter Carnival 2018 at

Patnitop

TOTAL