request for proposal (rfp) for krishi unnati mela...
TRANSCRIPT
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Request for Proposal
(RFP)
FOR
KRISHI UNNATI MELA 2019
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F. No. 2(35)/ 2018-Exhibition (Pt. 5)
Government of India Ministry of Agriculture & Farmers Welfare
Department of Agriculture, Cooperation & Farmers Welfare Directorate of Extension
Krishi Vistar Sadan, Pusa, New Delhi
. Dated the 28th December, 2018
TENDER NOTICE
For and on behalf of President of India, e-bids are invited in two bid system for organization of “Krishi Unnati Mela, 2019” (February/March, 2019) at Mela Ground, IARI Pusa, New Delhi-110012.
Criteria for Date sheet
Date & Time of Download of Tender Paper
28.12.2018 (10:00am)
Bid Submission Start Date 28.12.2018 (10:00 am)
Bid Submission End Date 12.01.2019 (upto 04.00 pm)
Bid Opening Date 14.01.2019 (10.00 am)
Presentation by Bidders 15.01.2019 (4.00 pm)
Validity of offer 6 months
EMD Rs. 30,00,000/- (Rupees Thirty lakh only) .
Tender Fee Rs. 5000/- ( Five Thousand only)
The tender documents are available on the website https://eprocure.gov.in/cppp/ and www.agricoop.nic.in,
www.krishivitar.gov.in and same can be downloaded. Bid shall be submitted online only at CPPP website: https:// eprocure.gov.in. Bidders are advised to follow the instructions provided in the “instructions to the Bidders for online
submission of the bids through the Central Public Procurement Portal for e-Procurement at https://eprocure.gov.in/cppp/. The bid will be opened at
Krishi Bhawan, New Delhi-110001.
For any queries, please contact:
1. Dr. Y.R. Meena, Additional Commissioner (Extn.),
DAC&FW, MoA&FW Krishi Bhawan, New Delhi-110001
Phone: 011-23382758 2. Dr. Shailesh Kumar Mishra,
Director (Farm Information),
Directorate of Extension, KVS, CTO, Pusa, New Delhi-110012 Phone: 011-25849881
3. Dr. Ranvir Singh,
Joint Director (Exhibition) Directorate of Extension, KVS, CTO, Pusa, New Delhi-110012. Phone: 011-25846612
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REQUEST FOR PROPOSAL (RFP)
1. INTRODUCTION:
The Department of Agriculture, Cooperation & Farmers Welfare
(DAC&FW), Ministry of Agriculture & Famers’ Welfare, Govt. of India proposes
to engage a Project Management Agency (PMA) to coordinate the activities like organizing, marketing, promotion and to manage the Krishi Unnati Mela 2019
(KUM 2019). The approximate area involved in the KUM 2019 is about 1,76,100 m2 (tentative layout is given at Annexure). The objective of the Krishi Unnati Mela is to demonstrate, disseminate and exchange views & ideas on
technologies and practices in the field of agriculture, horticulture, animal husbandry, dairying & fisheries, agriculture engineering and post harvest management, etc. with farmers and other stakeholders.
Department of Agriculture, Cooperation & Farmers Welfare (DAC&FW)
invites Technical & Financial Bids online through CPPP for organising ‘Krishi Unnati Mela, 2019” after short listing the eligible Project Management Agency (PMA) through the Expression of Interest.
‘Krishi Unnati Mela, 2019” would be held between February-March, 2019
at Indian Agricultural Research Institute (Mela ground), Pusa, New Delhi-
110012.
It is expected that a large number of farmers will be visiting the Krishi Unnati Mela- 2019 from various parts of the country.
2. SCOPE OF WORK & SERVICES:
The PMA would undertake the organization and coordination of the following activities:
a) Event and Exhibition Management, layout design
b) Exhibition design, layout, construction, fabrication, signage designing and logistic planning.
c) Event Marketing (Stall/Space Selling) and promotion for participation from all the stakeholders.
d) Co-ordination with all the concerned Ministries/Departments/ Organizations/Agencies and obtaining clearances from the respective Authorities (Fire Safety, Delhi Police, SPG, Labor Department etc).
e) Coordination for security arrangements, infrastructure, VVIP programme (coordination with security agencies)
f) Inaugural programme cum advertisements, publicity, preparation of short films etc.
g) Coordination with Media- through DAVP/ Mass Media (Print, Radio,
TV). h) Printing of Brochures, pamphlets, books, invitation cards, souvenir,
badges etc.
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i) Seed selling counters in coordination with IARI. j) Fire safety arrangements for the venue
k) Sign boards and help desks at Railway Stations, Bus Stations (ISBTs), Metro Stations and Airports.
l) Mobilize private sector participation. m) Webcasting in coordination with IT Division (DAC&FW), NIC and DD. n) Help desk at different locations in mela ground.
o) Signage and layout/location display at all important location within and outside mela ground.
p) Volunteers q) Organizing Conferences/Kisan Goshties/Cultural Programme etc. on
identified/selected topics. Cultural Programme Related Work. Details of cultural programme related work shall be submitted & approval of DAC&FW shall be solicited.
r) Arranging all miscellaneous items viz. Souvenirs, Mementoes.
s) To & fro transportation of VIP guests and farmers to the mela ground. t) Stay arrangements for farmers in Dharmshalas, Guest Houses, Farmers
Hostels and Baratghar etc. u) Event infrastructure to be setup with allied facilities as per financial bid. v) Copyright of all the plans/documents lies with the DAC&FW and PMA
cannot exercise any rights on the documents. No information should be made public either directly or indirectly nor allowed to be accessed by an unauthorized person. Without prior written consent from the
Authority, i.e. Department of Agriculture, Cooperation & Farmers Welfare (DAC&FW), Ministry of Agriculture & Farmers Welfare, PMA
shall not disclose the Contract, or any provision thereof, or any specification, plan, pattern, sample or information furnished by or on behalf of DAC&FW in connection therewith, to any person/agency in the
performance of the Contract. All project related documents issued by the DAC&FW, other than the
Contract itself, shall be the property of the DAC&FW and shall be returned (in all copies) to the DAC&FW on completion of the work under the Contract.
i) In any circumstances, for any conditions breach on PMA behalf,
the Authority may levy penalty for the same and/or any legal or
administrative action may be taken against the PMA.
ii) PMA should ensure no unauthorized distribution of audio/video
recording of the event/conferences. All tools and tackles required for handling of equipment and materials at site of work as well as for their assembly and erection, maintenance & security and also necessary test instruments shall be the responsibility of the PMA.
w) Entire water & Electricity arrangements for the venue to be done by PMA. All the necessary permissions/approvals and coordination are to be ensured by PMA. DAC&FW shall not pay any electricity and water bills of Krishi Unnati Mela, 2019 separately. PMA will ensure the backup plan for electricity and water services. The cables used should be ISI/BIS standard
x) PMA must note that the KUM 2019 Site is a Government facility and all
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works to be carried out not disturbing the day-to-day work of the facility. The PMA will take all necessary consent and permissions for the same from/through the ICAR-IARI. The PMA must ensure at all times that the land provided for the event is a Government land and no deed is to be performed which spoils the dunes/landscaping/plants/infrastructure.
y) The PMA shall be responsible for maintenance of the provided area/venue and will keep the same clean/tidy during the event. The PMA shall be responsible for maintenance and watch and ward of the Structures and Equipment and other infrastructure, safety of all fittings and fixtures during the occurrence of the event. The PMA would also solely be responsible for all his staff, and their liabilities whether permanent or temporary, and ensure their safety and security and due legal compliances. The DAC&FW will not be responsible for any of the above under any circumstances. The PMA should made all necessary arrangement for the Disaster Management
3. PERIOD OF ENGAGEMENT:
Work will start from date of Issuance of “Letter of Acceptance”.
4. MINIMUM ELIGIBILITY CRITERIA FOR TECHNICAL BID:
The Agency should be either a company registered under the Companies Act,
1956 or should be a society registered under Society Act 1860. Also Trusts
such as Trade Promotion Bodies, Chamber of Commerce, EPCs, Association, etc. are eligible for participation. The copy of memorandum
and article of association should be enclosed with the bid.
(ii). The Bidder is an Income Tax Assesses for the last three years. IT Certificate with PAN/TAN card and GSTN details to this effect should
be enclosed;
(iii). The Bidder has at least 50 regular technical/ professional manpower
including the qualified supervisor (provide details as per Form-5).
(iv). Bidder should have atleast cumulative turnover of Rupees 15.00 crores (Rupees fifteen crores) during the last three financial years (2015-16, 2016-17 & 2017-18). Copies of the audited balance sheet
and profit and loss account of last three years or the Certification from Chartered Accountant be attached in support of this qualification;
(v) The Bidder should have executed atleast Two (02) events related to agriculture fairs during last three financial years, of the value not
below Rs.5.00 crores (Rupees five crores) in each case. Details to be submitted in Form-3 with relevant documents.
(vi). The Bidder should have carried out minimum one event covering a
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space ranging over 20,000 sq. mtrs. as net area directly or as coordinating Bidder during the last financial year and should be active
and competent in undertaking promotion activity in print and electronic media both in inland and at overseas countries.
(vii) Any Bidder, which is in financial dispute with MoA&FW or which has not cleared its financial dues towards MoA&FW, shall not be
eligible to apply.
5. CLARIFICATION AND AMENDMENT OF RFP DOCUMENT:
5.1 Bidders may request a clarification on any clause of the RFP
document within the timeframe indicated in the tender notice. Any
request for clarification must be sent in writing or e-mail
([email protected]) to the office of Additional Commissioner
(Extension), Extension Division, DAC&FW, MoA&FW, Room No.345,
Krishi Bhawan, New Delhi-110001. The Ministry will respond in
writing or by e-mail and post all such clarifications on the website
http://www.agricoop.nic.in and www.krishivistar.gov.in.
5.2 At any time before the submission of bids, the Ministry may amend
the RFP by issuing an addendum in writing or by announcing it
through its website. The addendum shall be binding on all Bidders.
Bidders shall acknowledge receipt of all such amendments. To give
the Bidders reasonable time in which to take an amendment into
account in their bids, the Ministry may, if the amendment is
substantial, extend the deadline for submission of the bid.
6. BIDDING PROCESS:
All the required documents (self attested) in support of eligibility criteria are to be submitted along with the tender documents. All tender documents should be numbered serially. Bids may be submitted online
at https://eprocure.gov.in/cppp/ after perusal of the detailed instructions of Bidders.
Bids including Bid Documents should be submitted under the ‘Two-Bid System” for Technical and Financial Bids.
(A) TECHNICAL BID:
Following documents (Signed and Scanned copy) shall be submitted as part of the Technical bid:
1. Form- 1 Letter of Bid Submission
2. From- 2 Bid Proposal Sheet 3. Form -3 Experience Statement
4. Form -4 Description of Approach, Methodology and Workplan
5. Form -5 Team Composition and Task Assignment
6. Details of EMD submission
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7.Self attested copy of the company/ firm/PMA registration certificate, PAN/TIN,GSTN, IT returns during the last 03 years,
Memorandum and Article of Association of the Agency
8. Audited Balance Sheet for last 3 years duly indicating financial turnover duly certified by Chartered Accountant
9. Work Schedule.
(B) FINANCIAL BID:
Bidders shall express the price of their assignment/job in Indian Rupees (INR) only in Form 6. Following documents shall be submitted
with the bid: 1. Form -6 Bid Offer (Financial) item wise
2. Form -7 E Payment 3. Form -8 Statement of Deviations Note: Rates quoted by bidders shall be inclusive of all taxes and statutory levis applicable.
7. EARNEST MONEY DEPOSIT & TENDER FEE:
(i) The Bidder has to deposit an initial Earnest money of Rs. 30,00,000 (Rupees Thirty lakh only) and Tender fee of Rs. 5000/- (Rupees five thousand only). Bidder may download the tender documents from the website; https://eprocure.gov.in/cppp/, www.agricoop.nic.in and www.krishivistar.gov.in directly. Necessary Earnest Money & Tender Fee may be remitted through Bank Guarantee/Demand Draft issued from any nationalized/scheduled bank in favour of “D.D.O, Directorate of Extension, Pusa, New Delhi-110012”. The EMD shall be valid for a period of six months. The original EMD & Tender Fee should be submitted in the office of Additional Commissioner (Extension), Extension Division, DAC&FW, Room No.345, Krishi Bhawan, New
Delhi-110001 on or before the last date and time of online bid
submission. The details of D.D./Bank Guarantee physically sent, should tally with the details available in the scanned copy and the data entered during the online bid submission time, otherwise, the uploaded bid will be rejected.
(ii) The Bids not accompanied by EMD shall be declared as non-responsive and shall be summarily rejected.
(iii) The EMD will be refunded to the all unsuccessful Bidders after the selection process is over. Conditional bids shall not be considered and will be rejected out-right.
(iv) EMD in respect of the successful PMA shall be retained until the Performance Guarantee is deposited. No interest shall be payable by the Ministry for the sum deposited as EMD.
(v) Forfeiture of EMD: The EMD shall be forfeited by the Ministry in the following events: a) If the bid is withdrawn during the validity period or any extension agreed by the bidder thereof. b) If the contract is varied or modified in a manner not acceptable to the Ministry after opening of bid or during the validity period or any
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extension thereof. c) If the PMA tries to influence the evaluation process, d) If the PMA refuses to enter into contract after issue of Letter of Acceptance
(vi) Performance Bank Guarantee & Assurance: The successful bidder shall be required to furnish a Performance Bank Guarantee equivalent to 10% of contract value rounded-off to the nearest thousand Indian Rupees in the form of an unconditional and irrevocable Bank Guarantee from a scheduled commercial bank in India in favour of “DDO, Directorate of Extension, Pusa, New Delhi” payable at New Delhi. It shall be submitted within 07 days of the award of work in the format enclosed at Form-9 The validity of Performance Bank Guarantee shall be 08 months from the date of award of work. Performance Guarantee would be returned only after successful completion of tasks assigned to them and only after adjusting/recovering any dues recoverable/payable from/by the PMA on any account under the contract. On submission of performance Guarantee and after signing of the contract, EMD would be returned. The Performance Guarantee (PG) shall be released after completion of the work based on Completion Certificate issued by the Competent Authority stating that the PMA has completed the work in all respects satisfactorily. If the PMA fails to complete the work satisfactorily, contract may be rescinded and Performance Guarantee shall be encashed. The balance work shall be got done independently without risk & cost of the failed PMA. The Ministry is also entitled to partly or fully encash the Bank Guarantee in case PMA fails to honour the terms of contract to the satisfaction of Ministry.
8. OPENING OF BIDS:
The technical bids will be opened on the date and time indicated in tender notice in the presence of the representatives of the bidders who wish to attend. Financial bids of the shortlisted applicants will be opened
thereafter on the date, time and place as indicated.
9. (A) BID EVALUATION: (a) In the first stage, the Technical Bid will be evaluated for minimum
eligibility criteria. Applicants fulfilling the minimum eligibility criteria will then further proceed for marking as per the Technical marking sheet mentioned hereunder.
(b) Bidders qualifying minimum eligibility criteria shall make
presentation before the evaluation committee on their plan of event
management.
(c) Final technical score will be calculated based on the table given.
(d) Only those applicants obtaining a total score of 30 marks (out of 70
marks) or more in the Technical Bid on the basis of criteria for
evaluation given below would be declared technically qualified.
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Financial bids of only those bidders which are declared technically
qualified shall be opened publicly, on the date and time to be specified
by the Ministry, in the presence of the bidders ‘representatives who
choose to attend.
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TECHNICAL MARKING SHEET S.NO. MARKING SYSTEM TOTAL
MARKS
MARKS
SCORED
TECHNICAL OFFER EVALUATION
A Bidder should have constructed minimum 20000sqm
of net space area in exhibition on agriculture in India
in last three years (2015-16, 2016-17 & 2017-18).
20000 – 25000 sqm -06 marks
25000 sqm – upto 40000 sqm -08 marks
More than 40,000 sqm -10 marks
10
B Bidder should have completed at least two event
related to agriculture fairs during last 03 years from 2015-16, 2016-17 & 2017-18 in their own name of
value not less than 5 crores. The Bidder should be
registered under Company Act/Society Act.
(a) 2 events -10 marks
(b) 3-5 events -12 marks
(c) >5 events -15 marks
Details of the experience shall be submitted in form 3 separately with relevant documents
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C Cumulative annual turnover for the last 03 financial
years (2015-16, 2016-17 & 2017-18)
(a) Rs. 15 crore -10 marks
(b) Rs. 16-20 crore -12 marks
(c) More than Rs. 20 crore -15 marks
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D Technical / skilled and non-skilled manpower
deployment chart
(Relevant proof of Deployment document to be enclosed)
10
E Presentation of overall Layout of Exhibition/Event
complete with Design of Signages, Entry Gates,
Lanyards etc. and Details and Specifications of
Infrastructure/Material to be used including Electrical
Plan, Conservancy Plan, Security, Deployment of
manpower etc.
20
Total Marks 70
Bidder securing minimum 30 marks will only be qualified for opening of the financial
bid
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(B) METHOD OF SELECTION:
(a) The marking would be done on all the technical bids. The marking of
Technical and Financial bid would be in ratio of 70:30 respectively.
The Bidders who secure minimum 30 marks out of 70 marks in
technical evaluation will be short listed and only their financial bids
shall then be opened. Financial bid will carry a maximum of 30 marks.
The calculation of marking will have the following method:
(i) L1 = 30 marks
(ii) L2 = 30xL1 (the cost quoted by L1)/L2 (the cost quoted by L2) and in similar fashion for L3, L4 etc. (depending on no. of bids
received).
(b) After the financial marks are obtained the technical and financial
marks will be calculated using the formula mentioned at above and
the Bidder scoring highest aggregate marks will stand selected.
(c) The bid can be rejected by the DAC&FW, Ministry of Agriculture &
Farmers Welfare based on the recommendations of concerned
committee without assigning any reasons thereof.
(d) After completing the technical evaluation, the committee members
shall notify those bidders whose bids do not meet the minimum
standards and their financial bids shall be returned un-opened.
10. FINANCIAL NEGOTIATIONS:
Negotiations, if considered necessary, shall be held only with the Bidder
who obtains highest marks after combined evaluation of the Technical
and Financial Bid. Under no circumstance, the financial negotiation shall
result into an increase in the price originally quoted by the bidder. Date
and Time for negotiation shall be communicated to the selected Bidder.
Representatives conducting negotiations on behalf of the Bidder must
have the written authority to negotiate and conclude the Bid.
11. AWARD OF WORK:
After completing all the formalities, Ministry shall issue a Letter of
Acceptance to the selected Bidder. The PMA will sign the contract after
fulfilling all the formalities/pre-conditions (contract to be signed after the
selection of PMA), within 7 days of issuance of the Letter of Acceptance.
The PMA is expected to commence and complete the assignment/ job as
per the instruction of DAC&FW.
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12. CONFIDENTIALITY:
Information relating to evaluation of bids and recommendation
concerning awards shall not be disclosed to the Bidders who submitted
the bids or to other persons not officially concerned with the process,
until the publication of the award of contract. The Bidders qualifying for
opening of the financial bids based on the evaluation of the technical bid
may, if desired, attend the financial bid opening meeting of the evaluation
committee. The undue use by any bidder of any information related to
the process may result in the rejection of its bid and may be subjected to the
provisions of the Ministry’s antifraud and corruption policy.
13. PAYMENT SCHEDULE:
The payment shall be made to PMA as per following schedule:
(a) 30% advance after award of work
(b) 40% on satisfactory completion of the event
(c) 30% after due verification of the bills and work executed, subject to
deduction/penalty, if any.
Variation in quantities of the BOQ items, if any, shall be subject verification and within limits specified.
In case of non satisfactory completion in term of any of the deliverables or the measurable output of any BOQ activity/item, penalty at the rate of 2 percent per day of that activity’s/item’s total value subject to a maximum of 10 percent may be deducted at the discretion of DAC&FW. Decision of DAC&FW shall be final and binding in this regard.
14. GENERAL TERMS AND CONDITIONS:
a. Bidder shall submit the offer duly signed in every page by the
Authorized Signatory. Scanned copy shall be uploaded on the CPP
Portal. b. DAC&FW shall in no circumstance what so ever, be held responsible or
liable in any manner whatsoever, for any costs or expenses incurred or any loss suffered by Bidder, in connection with or in consequence of the preparation or delivery of any bids, or compliance with any of the
requirement so the Invitation for bids or in any other manner. c. Any concealment of a material fact or a misrepresentation shall lead to
disqualification of the Bidder. d. In case any clarification is sought by DAC&FW after opening of bids,
the reply of the Bidder should be restricted only to the clarification
sought. e. Canvassing in any form shall render the bids liable to be rejected.
f. The Bidder shall be deemed to have duly considered all terms of this Invitation for bids document and acknowledge that it intends to
submit bids offer in accordance with the provisions of this document having accepted the terms and conditions as have been incorporated
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herein and/or that may be incorporated by DAC&FW through any Addendum(s).
g. The decision of DAC&FW shall be final while short listing the bids entities. h. The Bidder should not directly or indirectly relate to any employee of
DAC&FW.
i. The Bidder has not been declared blacklisted/debarred/ defaulter in making
payments by DAC&FW at any stage. j. The PMA would be fully responsible to follow all labour welfare legislations
in India and DAC&FW will not be responsible for any default/ violation of labour welfare legislations by the party.
k. PMA shall be directly responsible for any/all disputes arising between him and his personnel/workers and shall keep DAC&FW indemnified against all
losses, damages and claims arising thereof. l. PMA shall be solely responsible for payment of wages/ salaries/all
applicable tax and allow ancestor their personnel that are applicable under the laws in force including any new act or order of Government that may be
come applicable. DAC&FW shall have no liability whatsoever in this regard. m. PMA shall be fully responsible for theft, burglary, fire or any mischievous
deeds by his staff.
n. All consumable items & material used by the PMA shall be of Standard make and approval of designated officer of the DAC&FW shall be taken for the same
o. DAC&FW reserves the right to award the work in full or in part through one or many PMAs and to reject any one or all the bids without assigning any
reason. p. No change in the composition of PMA will be permitted by the DAC&FW
after the Bid or subsequently during execution. q. (a) Notwithstanding anything contained in the Bid Document, the
DAC&FW reserves the right to accept or reject any application and to cancel or withdraw or amend the bid, scope of work, bid process and reject
all applications in full or in part, at any time without any liability or any obligation for such acceptance, rejection or annulment, without assigning
any reason. (b) The DAC&FW reserves the right to reject any application, if at any time a material misrepresentation is made or uncovered. This would lead to the
disqualification of the application and further legal recourse for future. r. (i) All hangers/stalls/equipment should be ready in proper working
condition three (03) days prior to the event. ii) The quantity mentioned in the bid document is as per the scope of work
as on date.
iii) Quantity can be increased or decreased before or during the event or as
the case may be, to the extent of 25% without any change of rates. iv) The rates quoted in Price Bid should be inclusive of all taxes/GST.
s. The Ministry shall not be bound to accept the lowest on any Tender or to
assign any reason for non-acceptance or rejection of a Tender. The Ministry reserves the right to accept any tender in respect of the whole or any portion of the work specified in the tender papers or to sub-divide the work
among different Tenderes or to reduce the work or to accept any Tender for less than the tendered qualities without assigning any reason what so ever.
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15. DISPUTE RESOLUTION:
If a dispute of any kind whatsoever arises between the DAC&FW and
the PMA in connection with or arising out of the bids or the execution of the logistics, whether during the execution of the event or after its
completion and whether before or after repudiation or termination of the Agreement, including any dispute as to any decision, opinion, consent, expression of satisfaction, approval, determination of value,
action or instruction of the DAC&FW, the matter in dispute shall be referred in writing to the DAC&FW. DAC&FW shall give notice of its
decision of the same to the Bidder/successful Bidder/PMA at the earliest. All rights are reserved with DAC&FW.
******
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ON BIDDERS LETTER HEAD FORM-1
To,
Office of Additional Commissioner (Extension) Extension Division, DAC&FW 345, Krishi Bhawan
Dr. Rajendra Prasad Road New Delhi-110001
LETTER OF BID SUBMISSION
Sub: Bids Document “Krishi Unnati Mela, 2019” to be held between February-March, 2019 at Mela Ground, Indian Agricultural Research Institute, Pusa, New Delhi-110012
Dear Sir,
I/We, the undersigned offer to provide the services of Project Management
Agency (PMA) for Krishi Unnati Mela 2019 in accordance with your Request for Proposal (RFP) dated ………………… and our Bid. We are hereby submitting our bid, which includes Technical Bid and Financial Bid is submitted
separately. Technical Bid includes the Form 1, 2, 3, 4 & 5 and Financial Bid includes Form 6, 7 & 8 documents. The costing is for the entire period of the
event from the date of engagement till the closure of the Event (which includes the final settlement of the accounts and submission of the final report).
I/We fully understand the Terms, Conditions and other provisions as contained in the RFP. We undertake, if our bid is accepted, to provide the
services mentioned in the contract within the time frame specified, starting from the date of receipt of notification of award.
I/We agree to execute a contract in the form to be communicated by the Ministry, incorporating all agreements with such alterations or additions thereto as may be necessary to adapt such agreement to the circumstances of
the standard and notice of the award within time prescribed after notification of your intention to accept this bid.
Unless and until a formal agreement is prepared and executed this bid
together with your written acceptance thereof shall constitute a binding
contract agreement. As per requirement of RFP, Earnest Money Deposit (EMD) in form of
Demand Draft/Bank Guarantee bearing No……………dated…………… drawn in favour of……………payable at…………..for Rs…………./-
(Rs………………..only) payable at Delhi is enclosed with the bid document. We understand that you are not bound to accept a lowest or any other
offer you may receive and not to give any reason for rejection of any offer and
that you will not defray any expenses incurred by us in preparation of bids.
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If negotiations are held during the period of validity of the Bid, I/We undertake to negotiate on the basis of the submitted bid. Our Bid is binding
upon us and subject to the modifications resulting from Contract negotiations.
I/We irrevocably and, unconditionally accept and agree that by submitting bids:
(i) Agree to be bound by the terms, conditions and obligations set out in this Invitation for bid document together with such other terms and conditions as DAC&FW may, in its sole discretion, require ;
(ii) Read, understood, agrees and accepts the provisions and
procedures and terms and conditions (including the outcome) of
this Invitation for bids.
(iii) Agree that the offers shall remain valid till the expiry of the validity
period as specified in this Invitation for bids.
I/We hereby declare that all the information and statements made in this Bid are true and accept that any misinterpretation contained in it may lead to our disqualification.
I / We also undertake that my / our firm / PMA has not been black listed / terminated in the middle of contract period or any litigation is pending
in any Ministry / Department / organisation of any Central Government / State Government of Public Sector Undertaking for last five years for any reason.
Yours sincerely,
Name & Signature of the Authorized Signatory
Name & Address of Agency
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FORM-2 BID PROPOSAL SHEET
1. Name of the Agency:
2. Registration Number with date of establishment:
3. PAN NO and GSTN No.:
4. Registered office address:
(a) Plot No. Street Area/Locality/City/Pin:
(b) Contanct No/Fax:
(c) E-mail & Website Address:
5. Local office address:
(a) Plot No. Street Area/Locality/City/Pin:
(b) Contact No/Fax & E-mail Address:
6. Contact Person Details:
(a) Designation:
(b) Contact No/Fax & E-mail Address:
7. Documents Submitted:
(a) Company/society registration documents, PAN No. document:
(b) Memorandum & Article of Association of the Agency
(c) Audited balance sheet duly certified by CA, clearly showing annual
turnover for last 03 financial years:
(d) IT returns for last 03 financial years:
(e) GSTN documents
Authorized Signatory
FORM-3
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EXPERIENCE STATEMENT
[For last 03 financial years (2015-16,2016-17 & 2017-18)]
1. Name of the Agency:
2. Title of the Work Experience:
3. Details of the Work Experience:
(a) Award Value (In rupees):
(b) Final payment received (in rupees):
(c) Start date:
(d) Completion date:
(e) Exhibition Area (in sq-mtr):
4. Brief Write-up of the Work Experience:
5. Role of the Agency:
6. Document to be enclosed
(a) Copy of the work order for experience
(b) Certificates of successful completion of work
(c) Details of Payment received
(d) Proof of the area of fair/exhibition covered: An affidavit on Rs.100
stamp paper should be submitted as proof.
Note: Use separate sheet for a separate work experience
Authorized Signatory
FORM-4
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DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR
PERFORMING THE ASSIGNMENT/JOB
[Technical approach, methodology and work plan are key components of the
Technical Bid. You are suggested to present your Technical Bid divided into the
following three chapters:]
a) Technical Approach and Methodology,
b) Work Plan, and
c) Organization and Staffing,
a) Technical Approach and Methodology: In this chapter your should explain
your understanding of the objectives of the Assignment/job, approach to the
Assignment/job, methodology for carrying out the activities and obtaining the
expected output, and the degree of detail of such output. You should highlight
the problems being addressed and their importance, and explain the technical
approach you would adopt to address them. You should also explain the
methodologies you propose to adopt and highlight the compatibility of those
methodologies with the proposed approach.
b) Work Plan: The Bidder should propose and justify the main activities of the
assignment / job. The proposed work plan should be consistent with the
technical approach and methodology, showing understanding of the RFP and
ability to translate them into a feasible working plan.
c) Organization and Staffing: The bidder should propose and justify the
structure and composition of your team. You should list the main disciplines of
the Assignment/job, the key expert responsible, and proposed technical and
support staff.] Detail, be as per Form 3.
Authorized Signatory
FORM-5
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TEAM COMPOSITION AND TASK ASSIGNMENT/JOBS
Professional Staff:
Serial
No.
Name
of
Staff
Qualification Area of
Expertise
Work
experience
(in years)
Position/Task
assigned for
this Job
Authorized Signatory
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FORM-6
BID OFFER (FINANCIAL)
ITEM-WISE REQUIREMENT/SPECIFICATION (BOQ) FOR KUM, 2019
S.No. Items/ Elements UNIT QTY Rate Amount
1 INAUGURATION AREA
1.1 Aluminum Hanger 60X120 mtr. with fire
retardant roof and side covers & internal lighting and doors at front façade
Sq.mtr 7200
1.2 Tent pandal structure besides the hanger
white cloth covering tent pandal:30X105
mtr.X2nos.
Sq. mtr 6300
1.3 Stage set up :50'x20'x8' ft height MS structure (scaffolding) with single ply
on top, carpet flooring, both side 8 ft
wide steps with railing, skirting of the
stage, ramp head table set up with sitting arrangement of 10 PAX-AC &
lecture podium
Designer wooden backdrop with theme of agriculture
Job 1
1.4 Flower Decoration on Stage Job 1
1.5 Sound System line array Speakers 8 pair
array, 4 pair Sub, etc. with amplifier,
mixer, podium mike, cordless mike, etc.
Job 1
1.6 Lights:
PAR 64 CP-61 (sidelight)= 16 nos.
LED Par RGBW (side light)= 12 nos.
PAR 64 CP-61 FOH= 12 nos.
LED Par RGBW (back light)= 10 nos.
Job 1
1.7 LED wall 44 ft x 12 ft for stage backdrop Sq.ft 528
1.8 Hiring of show running team, renowned
Master of Ceremonies (MC), content fro screen, 20 nos male and female host and
hosteses
Job 1
1.9 Wooden platform with Ply on top Sq.mtr 7200
1.10 Carpeting Sq.mtr 13500
1.11 Carpeting with FR spray Sq.mtr 4000
1.12 Chairs banquet chairs with covers Nos. 12000
1.13 FR banquet chairs Nos. 2000
1.14 1 seater Sofa set Nos. 10
Two seater sofa set Nos. 20
Three seater sofa set Nos. 70
1.15 Mozo barricading Run-feet 3500
1.16 High platform for media, console and
camera etc.
Sq. ft. 1200
1.17 Green rooms (10x10mtr) PM lounge &
VVIP toilets Van
Job 1
1.18 LED Walls with platform inside & outside hangar structure (with live streaming ) to
view the stage (20x8 ft)
Nos. 10
1.19 Green net for open area Sq.mtr 6000
1.20 PM, AM & CM Lounge with high quality
interiors, pantry with VVIP refreshment
and VIP toilets (100 sq-mtr)
Job 1
1.21 Pedestal Fans Nos. 30
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2 VIP LOUNGE
2.1 Side covered hanger structure (with
external branding) with Air-conditioning
and platform and wooden flooring/ carpeting
Sq.mtr 800
2.1.a. Sitting area with four side wooden
wall with digital prints on the theme
Krishi Unnati Mela 2019, VVIP furniture
with false seiling as per design, 03 nos
Swiss cottage (4Mx8M) fully furnished
Sq.mtr 400
2.1.b. lunch area with buffet tables &
other furniture
Sq.mtr 400
2.2 Catering for VIP Area: Tea, coffee, Soft
drinks, light snacks, drinking water
Nos. 1000
2.3 Buffet food for VIPs Nos. 1000
2.4 Vehicle mounted AC toilet van for VIP
lounge, placed at backside (one combined
male and female and second only for
women)
Job 1
3 MEDIA LOUNGE
3.1 Hanger structure with Air Conditioning,
platform, carpeting, general lighting, power point connection and fixing of 20
workstations, media lounge, directors
cabin etc as per layout and design
including furniture
Sq.mtr 800
3.2 Maxima wall paneling for side walls Run-mtr 150
3.3 Media lounge stage set up (20x10M) with
banquet chairs
Sq.mtr 200
3.4 LED Wall 20x8 ft with sound system for live streaming
Sq.ft 160
4 CAMP OFFICE FOR OFFICERS OF
DAC&FW
4.1 Side covered hanger structure (with
external branding) with air conditioning,
carpeting and general lighting with power
points- 600 sq-mtr
25 cabins for senior officers (3Mx5M) with one executive chair & table and
4 visitor chairs and two power points
in each cabin
One meeting room with 25 chairs and meeting tables
Job 1
4.2 Catering: tea, coffee, soft drinks, drinking
water and light snacks (300 per day)
Nos. 900
5 CONFERENCE/SEMINAR HALL (2 Nos.
with 800 sqm (40Mx20M) area in each hall)
5.1 Side covered hanger structure (with
external branding) with general lighting,
Air conditioning and carpeting
Sq.mtr 1600
5.2 Stage set up:40x24 ft stage with 4 ft
height and side steps with flex print
backdrop and LED wall (20x10 sq-feet) on center as per design and wooden
platform with Ply on top for sitting area
Nos. 2
5.3 Maxima Walls 4 sides with 8 ft height Run-mtr 300
5.4 Banquet chairs with covers (250 in each) Nos. 500
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5.5 Sound System with 04 Cordless Collar
Mike, 06 Cordless Handheld Mike,
Amplifier, Mixer, Speakers suitable for entire hall along with attendant
Job 2
5.6 LED TV 50 inch with stand Nos. 4
5.7 Mementos, small value gift packets for six
programmes
Nos. 60
6 THEME AREA (40MX50M= 2000 sq-
mtr)
6.1 Multi Peak Hangar with general lighting
AC and Platform & carpeting. Designing
and Conceptualization of Theme Area with Script & Story Line on mela theme,
Designer wooden fascia complete with
branding, Logo, Graphics & Art Work.
Side flex fascia with M.S tube frame. 10
nos High Density indoor LED video wall
(10x10 sq-ft) complete with automated controller switching. Designed wooden
stalls complete with Raised Platform,
Wooden Flooring, Laminated Wall
Paneling, Parabolic False Ceiling,
Complete Lighting and Power points with
cabling and manpower, Display Podiums, Tall Tartum with Logo, Complete
Branding, Reception & Furniture, Ushers
& Attendants, Cleaning and Sweeping of
stalls. 10 nos Interactive kiosks/Touch
Panels, backlit wooden translite with digital posters (about 3000 sq-ft)
Job 1
6.2 Vertical Garden 30'x12'x2 Nos. Sq.ft. 720
6.3 Green Potted Plants and Flower Pots Nos. 1000
6.4 LED TV (50 inch) on wall/stands Nos. 36
7 HANGER [4 Nos with 5000 sq.mtr
(100Mx50M) area for each]
7.1 Side covered hanger structure (with external branding) with AC, platform,
passage carpet, general lighting
Fascia Gate made of flex mounted on MS Frame & Pillars
Sq.mtr 20000
7.2 In the hanger area - Octonorm shell
scheme stalls (3Mx3M) with four spot lights, 01 no octonorm table, 02 no chair,
01 no fascia, 01 no dust bin, 02 power
socket as per requirement.
Job 1
8 MARKET AREA
8.1 Shamiyana covering, carpet, 02 chair, 01
table each for 20 stalls along with lighting
arrangement and power point
Sq.mtr 400
9 FOOD COURT (Total 06 nos. = one of
20Mx120M, two of 20Mx50M & three (for private vendors) of 5Mx10M)
9.1 Side covered hanger structure (with
external branding) for food courts along
with demarcated kitchen area and food
counter with general lights, fans with coir
type carpet
Job 1
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9.2 Tent table seating and plastic chairs for
500 persons for covering all four food
courts, sufficient nos of dustbins
Job 1
9.3 Portable washbasin with water supply Nos. 20
9.4 Industrial silent coolers Nos. 40
10 CATERING
10.1 Vegetarian Lunch for farmers (10000 per day) as per decided menu
Nos. 30000
10.2 Three numbers of private and paid stall
providing food, snacks and other
miscellaneous items on payment basis on
No Profit No Loss Basis
Job 1
10.3 Arrangement of drinking water for
farmers and visitors at 10 locations
- -
10.3.a. 04 no. of dispensers at each water station
Nos. 40
10.3.b. 1000 Water bottles (20ltr) with
sufficient disposable glasses and dust
bins
Nos.
3000
11 REGISTRATION CUM HELP DESK
11.1 05 pagodas (5x5mtr.), chairs, power
points and general lighting.
Provision of announcement and arrangement of playing music etc at
one of the pagoda
Nos. 5
11.2 Designing, printing of lanyards & Badges
with multi color logo of Krishi Unnati
Mela 2019 for organizers, delegates and
exhibitors
Nos. 10000
11.3 Designing and printing of 2000 invitation
cards with envelopes, 1000 car passes
Job 1
11.4 Designing and color printing of mela brochures (4 page folded) in Hindi and
English
Nos. 25000
11.5 Providing of manpower for registration/
help desk (10 attendants)
Job 1
11.6 Setup help desk with sign boards &
Manpower at Railway Stations (New
Delhi, Nizamuddin & Old Delhi), Bus Stations (Kashmiri Gate, Anand Vihar &
Sarai Kale Khan) & Important Metro
Stations (Shadipur, Patel Nagar &
Rajendra Place)and Airport
Nos. 12
12 OPEN MACHINE AREA AT 03
DIFFERENT PLACES [1500sq-mt each
(50Mx30M)]
12.1 Jute type carpet used-polypropylene
(1500sq-mtr x 03) with general lighting
and power points
Sq.mtr 4500
13 ANIMAL SHED
13.1 Hanger structure for pens made of iron
pipes & galvanized wires, channeling
fencing with silver paint, with carpet, fan
and general lighting
Sq.mtr 5000
14 TOILETS
14.1 Pagoda Toilets 5x25 sq-mtr. Area with laminate finish on flooring and walls with
Job 2
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gypsum ceiling 8 WC and 24 urinals for
gents, demarcated 8 WC for ladies and 1
WC for handicap in one set toilet with water supply, general lighting, exhaust
fan
14.2 Portable chemical toilets for the event for
SPG, Delhi Police, Camp Office, parking
area with water supply
Nos. 10
14.3 Sulabh sauchalaya (urinals with water
supply) with proper waste disposal
mechanism
Nos. 30
15 ARRANGEMENT OF ELECTRICITY
15.1 100 per cent power & power backup with
cabling before event (for construction),
during event
Job 1
15.2 LED lighting with suitable light intensity
all across the venue including parking
Job 1
16 TRANSPORTATION
16.1 Arrangement of transport for local
movement during the event. The rates
may be quoted for per shuttle and per taxi for 10 hrs/80 kms.
16.1.a. Shuttles (16 seater ) Nos. 10
16.1.b. Taxis (hatchback) Nos. 30
16.1.c. Taxis (sedan) Nos. 70
17 CULTURAL PROGRAMME
17.1 Stage arrangement for the cultural
programmes including lighting and
sound system
Job 1
17.2 Arrangement of music bands and artists
for cultural programmes
Job 1
17.3 Mementos for Cultural Program Nos. 150
17.4 Arrangement of High tea during/after
cultural event
Nos. 500
18 PARKING AREA
18.1 Planning, demarcation and management
of parking area with security guards
Job 1
19 PHOTO/VIDEOGRAPHY
19.1 Photography and videography for
coverage of entire exhibition especially
during seminar, inauguration, VIP visits,
valedictory, cultural programme (to be
submitted to the Department after the event)
Job 1
20 SECURITY
20.1 Digital footfall counter at main entry Nos. 5
20.2 Police control rooms, 5Mx5M pagoda with
platform, carpet, general lighting, AC and
basic furniture
Nos. 3
20.3 CCTV Cameras setup all over the venue
(the cameras shall have night vision with
control rooms)
Job 1
20.4 Security personnel round the clock – 05 supervisors, 40 male guards & 10 female
guards one day prior to the event and
during the event
Job 1
20.5 DFMD machine Nos. 20
20.6 HHMD machine Nos. 20
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20.7 Baggage scanning machines Nos. 4
20.8 Fire safety personnel round the clock- 10
nos fire marshals & 25 nos fire men
Job 1
20.9 Fire van in exhibition premises Nos. 1
20.10 Providing fire extinguishers in exhibition
area 10 kg abc type cylinders
Nos. 200
21 MISC. ITEMS
21.1 Tin shade barricading of 7.5 ft height Run-mtr 1000
21.2 Main Gate of venue in line of mela theme at entry
Nos. 1
21.3 Medical Room, 5Mx10M pagoda with
platform, carpet, general lighting, AC and
basic furniture
Nos. 1
21.4 Outdoor Passage Carpet Sq.mtr 2000
21.5 Local permission/licenses from
concerned Authorities
Job 1
21.6 Designing and printing of city hoardings
made of iron frame with print on block out flex with installation and removal
Sq.ft 24000
21.7 Signage and layout/location display at all
important location within and outside
mela ground.
Job 1
21.8 Arrangement of VIP bouquets during the
inauguration, valedictory, seminar and
cultural programme etc.
Nos. 150
21.9 PA Sound system for entire venue and parking with suitable sound outreach at
all places
Job 1
21.10 Conservancy for entire exhibition area
with provision of dustbin before and
during the event
Job 1
21.11 Green net for open area Sq.mtr 3000
Authorised signatory
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Form-7
E PAYMENT
S.
No.
Particulars Details
1. Beneficiary name
2. Account Type
3. Bank Account No.
4. Name & Address of Bank
5. Bank Telephone/ fax No. with STD
Code
6. Bank Branch MICR Code
7. Bank Branch IFSC Code
8. Firm e-mail address
I/ We confirm that I/We will bear the change, if any, levied by my/our bank for
the credit of NEFT Accounts in my/our account.
Thanking you,
For________________
___________________
Authorised Signatory
We confirm that we are enabled for receiving NEFT/ RTGS credits and further
confirm that the A/c No. of (Firm’s Name). The signature of authorised signatory
and the MICR and IFSC Code of our branch mentioned above are correct.
Bank’s Verification
(Manager’s/ Officer’s Signature)
With Bank’s Stamp
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Form-8
STATEMENT OF DEVIATIONS
All the clauses of tender conditions and specifications are compiled with and
there are NIL deviations, except those mentioned below:
S. No. 1 Clause no. ________________ (Description)
Deviations: _____________________________ (as asked
for or
proposed
or suggested)
Financial Implications, if any: ______________________
(In Rs.)
Justifications
& Remarks, if any: _______________________________
S. No. 2 ________________________
________________________
________________________
S. no. 3 ________________________
________________________
________________________
N.B. Deviation quoted anywhere else in the RFP offer, but not mentioned here also,
will be treated as NULL & VOID.
Authorised signatory
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Form-9
PERFORMANCE BANK GUARANTEE
Additional Commissioner (Extension) Ministry of Agriculture & Farmers Welfare, Department of Agriculture Cooperation & Farmers Welfare, Extension Division 345, Krishi Bhavan, Dr. Rajendra Prasad Road, New Delhi - 110001
OUR LETTER OF GUARANTEE No. : ______________ In consideration of Department of Agriculture Cooperation & Farmers’ Welfare having its
office at Directorate of Extension, Krishi Vistar Bhawan, Pusa, New Delhi – 110 012 (hereinafter referred to as “DAC&FW” which expression shall unless repugnant to the content or meaning thereof include all its successors, administrators and executors) and having entered into an agreement/Letter of Acceptance No. ___________________________________ dated _______ with/on M/s _________________________________________________ (hereinafter referred to as “The Project Management Agency” which expression unless repugnant to the content or meaning thereof, shall include all the successors, administrators, and executors).
WHEREAS the The Project Management Agency having unequivocally accepted to execute the work as per terms and conditions given in the Agreement/Letter of Acceptance No.______dated ______ and DAC&FW having agreed that the Project Management Agency shall furnish to DAC&FW a Performance Guarantee for the faithful performance of the entire contract, to the extent of 10% (ten per cent) of the value of the Letter of Acceptance i.e. for ________.
We, _______________(“The Bank”) which shall include OUR successors, administrators and executors herewith establish an irrevocable Letter of Guarantee No. ____________ in your favour for account of __________________________ (The Project Management Agency) in cover of performance guarantee in accordance with the terms and conditions of the Letter of Acceptance.
Hereby, we undertake to pay up to but not exceeding _____(say _______only) upon receipt by us of your first written demand accompanied by your declaration stating that the amount claimed is due by reason of the Project Management Agency having failed to perform the Agreement and despite any contestation on the part of above named Project
Management Agency.
This guarantee will remain in force up to date of validity and any demand in respect thereof should reach the Bank not later than the specified date/dates. However, notwithstanding anything else contained to the contrary in this Guarantee, if the Project Management Agency does not submit the fresh performance bank guarantee till 15 days before expiry of this performance bank guarantee, the Ministry may either forfeit the guarantee or ask the Bank to extend validity of the Bank Guarantee. In the latter situation, the Bank shall comply with such a request of extension.
_______________ Authorized Signatory Manager Seal of Bank
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