RFP FOR SELECTION OF EVENT MANAGEMENT AGENCY FOR NATIONAL SPORTS MEET FOR EKLAVYA SCHOOLS (GRADE 6-12) AT BHOPAL - (MADHYA PRADESH)
TENDER REFERENCE NO. EMRS/509/2019/1756
THE SECRETARY, MADHYA PRADESH TRIBAL WELFARE RESIDENTIAL AND ASHRAM EDUCATIONAL INSTITUTIONS SOCIETY
GOVT. OF MADHYA PRADESH
IInd Floor, Satpura Bhawan, Arera Hills, Bhopal-462001
Contact: 0755- 2576864,
e-mail: [email protected]
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Table of Contents 1. Introduction ...... 6 1.1. Bid Data Sheet ...... 8 1.2. Guidelines To Bidders For E-Tendering System ...... 9 1.3. Definitions ...... 11 1.4. Interpretation by the bidder ...... 12 2. Instructions to the Bidders ...... 13 2.1. General ...... 13 2.2. Compliant Bids / Completeness of Response ...... 13 2.3. Bidders to Inform ...... 13 2.4. Bid preparation cost ...... 13 2.5. Pre-bid Meeting and Clarification ...... 13 2.5.1 Bidders Queries...... 13 2.5.2 Response to Pre-Bid Queries and Issuance of Corrigendum ...... 14 2.6. RFP Document Fee ...... 14 2.7. Earnest Money Deposit (Bid Security) ...... 14 2.8. Bid Validity Period ...... 14 2.9. Contents of Bid ...... 14 2.10. Language ...... 15 2.11. Authentication of Bids...... 15 2.12. Amendment of Request for Proposal ...... 15 2.13. Late Bids ...... 16 2.14. Right to terminate the process...... 16 2.15. Subcontracting ...... 16 2.16. Acceptance and Rejection of Bids ...... 16 2.17. Disqualification and Clarification...... 16 2.18. Corrupt or Fraudulent Practices ...... 17 2.19. Conflict of Interest ...... 17 2.20. Right to vary quantity...... 17 2.21. Modification and Withdrawal of Offers ...... 18 2.22. Confidentiality ...... 18 2.23. Award of Contract ...... 18 2.24. Performance Bank Guarantee (PBG) ...... 19 2.25. Site Visit at Bhopal ...... 19 3. Scope of Work ...... 20 3.1. Collection of Information & Co-ordination with Participants, Staff and Officials, etc. ... 20 3.2. Infrastructure Development ...... 20
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3.2.1. Expected Footfall during the opening and closing ceremonies: ...... 20 3.2.2. Seating arrangements for Visitors/Participants/Dignitaries/Guests/other staff: 20 3.2.3. Site Preparation: ...... 21 3.2.4. Stage arrangement for dignitaries/ guests on opening and closing days: ...... 21 3.2.5. Control Room for participants/officials: ...... 21 3.2.6. Media Room ...... 21 3.2.7. Information/Reception counters: ...... 22 3.2.8. First-aid Counter: ...... 22 3.2.9. Green Rooms: ...... 22 3.2.10. Relaxing Rooms ...... 22 3.2.11. Theme based designing and decoration of Entry/Exit Gates: ...... 22 3.2.12. Power Back Up ...... 22 3.2.13. Temporary Toilets: ...... 22 3.2.14. Managing Parking Areas: ...... 22 3.3. Coordination for Accommodation, Transportation, Logistics and Meals arrangement ...22 3.3.1. Coordination with Sports Department ...... 24 3.3.2. Arrangement for school children from Bhopal as viewers ...... 24 3.4. Security & Other Arrangements at venues:...... 25 3.5. Permissions/ NOCs: ...... 25 3.6. Designing and Printing of Accreditation Cards, Food coupons and Certificates ...... 25 3.7. Operations: ...... 25 3.8. Photography & Videography:...... 26 3.9. Cleaning & Waste Management: ...... 27 3.10. Advertisement, Publicity & Promotions: ...... 27 3.11. Apparels & Uniforms ...... 28 3.12. Victory Medals, Trophies, Certificates: ...... 28 3.12.1. Collation of Results ...... 30 3.13. ICT Infrastructure ...... 30 3.14. Right of Use of Site ...... 30 3.15. Modifications in the program schedule ...... 30 3.16. Risk Management: ...... 31 4. Qualification and Evaluation ...... 31 4.1. Stage 1: Pre-Qualification ...... 31 4.2. Stage 2: Technical Evaluation ...... 31 4.3. Stage 3: Commercial/Financial Bid Evaluation ...... 32 5. Manpower and Key Professionals ...... 34 6. Terms of Payment ...... 36 7. Penalty Clause ...... 37
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8. General Terms and Conditions of Contract ...... 37 8.1. Conditions Precedent ...... 37 8.2. Taxes ...... 38 8.3. Indemnity ...... 38 8.4. Dispute Resolution ...... 38 8.5. Force Majeure ...... 38 8.6. Publicity ...... 39 8.7. Risk Purchase ...... 39 8.8. Insurance (Loss of Property and/or Life) ...... 39 8.9. Limitation of Liability ...... 39 8.10. Intellectual Property Rights ...... 40 8.11. Confidentiality ...... 40 8.12. Events of Default by EMA ...... 40 8.13. Consequences of Event of Default ...... 41 8.14. Termination for Breach ...... 41 8.15. Effects of Termination...... 41 8.16. Termination of Contract due to bankruptcy ...... 42 8.17. Rights other than Termination ...... 42 9. Bidding Formats for Pre-qualification bid ...... 43 9.1. Pre-Qualification Checklist ...... 43 9.2. Pre-qualification Covering Letter ...... 44 9.3. Company Profile ...... 45 9.4. Format for Power of Attorney to Authorize Signatory ...... 46 9.5. No Deviation Certificate ...... 47 9.6. Self-Declaration by bidder for not being blacklisted ...... 48 9.7. Relevant Experience as per the Pre- Qualification Criteria ...... 49 10. Bidding Formats for Technical bid ...... 50 10.1. Technical Proposal Checklist ...... 50 10.2. Technical Bid Covering Letter ...... 51 10.3. Experience of Event Management Projects ...... 52 11. Format for Commercial/Financial Bid ...... 53 12. Format to submit Pre-bid queries ...... 54 13. Format for Performance Bank Guarantee / Security Deposit ...... 55
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Important Dates
EVENT DATE
Release of RFP 12th October 2019 04:00 PM Last date of receipt of queries on RFP Pre bid queries to be shared at – [email protected] by 18th October 2019 Pre-bid meeting 21st October 2019 at 11:00 AM Bid Submission Start Date and Time 23rd October 2019 from 02:00 PM Last date and time for submission of bids 30th October 2019 till 03:00 PM Opening of Pre-Qualification Bids and Technical Bids 31st October 2019 at 03:00 PM
Date for Technical Presentation by Bidders To be informed later
Declaration of short-list of bidders for Commercial/Financial To be informed later proposal evaluation Opening of Commercial/Financial bids To be informed later
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1. Introduction Eklavya Model Residential Schools (EMRS)
EMRS started in the year 1997-98 to impart quality education to Tribal children in remote areas in order to enable them to avail of opportunities in high and professional educational courses and get employment in various sectors. The schools focus not only on academic education but on the all- round development of the students. Each school has a capacity of 480 students, catering to students from Class VI to XII.
In order to give further impetus to EMRS, it has been decided that by the year 2022, every block with more than 50% Tribal population and at least 20,000 tribal persons, will have an EMRS. Eklavya schools will be on par with Navodaya Vidyalaya and will have special facilities for preserving local art and culture besides providing training in sports and skill development.
Madhya Pradesh EMRS Society is hosting a National Sports Meet for Eklavya School Children (Grade 6 to 12). The aim of organizing the games is to encourage greater participation of children in sporting activities to discover talent for higher level at an early stage. The event is scheduled to be held in Bhopal (MP) from 9th Dec to 14th Dec 2019. Eklavya school children from 23 states of India will take part in this event. This will be a multi-day, multi-sport event including following sporting disciplines:
1. Athletics 2. Football 3. Badminton 4. Kabaddi 5. Volleyball 6. Archery 7. Kho Kho 8. Boxing 9. Wrestling 10. Basketball 11. Hockey 12. Swimming 13. Handball 14. Taekwondo
Within the above ambit, it is the objective of EMRS Society to engage an Event Management Agency (EMA), who can successfully manage this sports meet. The support/services to be provided by the EMA is clearly mentioned under section 3 Scope of Work of this RFP. EMA should undertake the planning and execution of the entire National Sports Meet for Eklaya School Children to make this event at par with any national level sports meet.
Following are the tentative venues where the above mentioned sports would be played:
SNo Sports Tentative Venue 1. Athletics TT Nagar Stadium 2. Football Motilal Nehru Stadium( Lal Parade Ground) and Motilal Vigyan Mahavidyalaya (MVM) 3. Badminton TT Nagar Stadium 4. Kabaddi TT Nagar Stadium 5. Volleyball TT Nagar Stadium 6. Archery Adarsh Higher Secondary School (Model School), TT Nagar
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7. Kho Kho Naveen Girls School, Tulsi Nagar 8. Boxing TT Nagar Stadium 9. Wrestling TT Nagar Stadium 10. Basketball TT Nagar Stadium 11. Hockey Sports Hostel - Mayur Park, Aishbagh Stadium and Sports Authority of India (SAI) - Centre 12. Swimming Prakash Tarun Pushkar, Main Road No.1 13. Handball 1. Adarsh Higher Secondary School (Model School), TT Nagar 2. Kamla Nehru Higher Secondary School 14. Taekwondo TT Nagar Stadium
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1.1. Bid Data Sheet S. No. Item Particulars 1. Bid Inviting Authority Madhya Pradesh Tribal Welfare Residential and Ashram Educational Institutions Society 2. Tender For SELECTION OF EVENT MANAGEMENT AGENCY FOR NATIONAL SPORTS MEET FOR EKLAVYA SCHOOLS (GRADE 6-12) AT BHOPAL - (MADHYA PRADESH) 3. Availability of RFP Download from mptenders.gov.in document 4. Date of RFP Issuance 12th October 2019 at 04:00 PM 5. Tender Fee Rs. 10,000 online/NEFT/RTGS through (Non-refundable, Non- mptenders.gov.in exempted) 6. Bid Security / Earnest Rs. 10,00,000/- (Rupees Ten Lakhs Only) through Money Deposit (EMD) mptenders.gov.in 7. Last date and time for 18th October 2019 on email id - Submission of Pre-bid [email protected] queries 8. Pre-Bid Conference (Date, 21st October 2019 at 11:00 AM at Office of The Time and Address) Secretary, EMRS Society, 2nd Floor, Satpura Bhawna, Area Hills, Bhopal- 462001. 9. Posting responses to Pre- mptenders.gov.in bid queries 10. Last date and time for Bid 30th October 2019 till 03:00 PM Online at submission mptenders.gov.in 11. Bid Submission Start Date 23rd October 2019 from 02:00 PM and Time 12. Date, time for opening of 31st October 2019 at 03:00 PM Pre-qualification and Technical Bid 13. Address of Communication Office of The Secretary, EMRS Society, 2nd Floor, Satpura Bhawan, Arera Hills, Bhopal, Madhya Pradesh 14. Contact No. 0755-2576864
15. Contact Person Prashant Shrivastava 16. Email Address [email protected] 17. e-Tendering Support 24 x 7 Help Desk Number- 0120-4001 002, 0120-4200 462, 0120-4001 005 0120-6277 787
For the procurement process, the bidders should follow the procedure described on e-Tendering website (www.mptenders.gov.in). Further details about the e-Tendering procedure & its requirements, refer guidelines available on e-Tendering website.
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1.2. Guidelines To Bidders For E-Tendering System The bidders are required to submit soft copies of their bids electronically on the MP TENDER Portal (https://mptenders.gov.in), using valid Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering on the MP TENDER Portal, prepare their bids in accordance with the requirements and submitting their bids online on the MP TENDER Portal (https://mptenders.gov.in).
More information useful for submitting online bids on the MP TENDER Portal may be obtained at: https://mptenders.gov.in/nicgep/app.
REGISTRATION
1) Bidders are required to enroll on the e-Procurement module of the MP TENDER Public Procurement Portal (URL: https://mptenders.gov.in/nicgep/app) by clicking on the link “Online bidder Enrollment” on the MP TENDER Portal.
2) As part of the enrolment process, the bidders will be required to choose a unique username and assign a password for their accounts.
3) Bidders are advised to register their valid email address and mobile numbers as part of the registration process. These would be used for any communication from the MP TENDER Portal.
4) Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate ( Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India (e.g. Sify / nCode / eMudhra etc.), with their profile.
5) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they do not lend their DSC’s to others which may lead to misuse.
6) Bidder then logs in to the site through the secured log-in by entering their user ID / password and the password of the DSC / e-Token.
PREPARATION OF BIDS 1) Bidder should take into account any corrigendum published on the tender document before submitting their bids. 2) Please go through the tender advertisement and the tender document carefully to understand the documents required to be submitted as part of the bid. Please note the number of covers in which the bid documents have to be submitted, the number of documents - including the names and content of each of the document that need to be submitted. Any deviations from these may lead to rejection of the bid. 3) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender document / schedule and generally, they can be in PDF / XLS / RAR / DWF/JPG formats. Bid documents may be scanned with 100 dpi with black and white option which helps in reducing size of the scanned document. 4) To avoid the time and effort required in uploading the same set of standard documents which are required to be submitted as a part of every bid, a provision of uploading such standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders. Bidders can use “My Space” or ‘’Other Important Documents’’ area available to them to upload such documents. These documents may be directly submitted from the “My Space” area while submitting a bid, and need not be uploaded again and again. This will lead to a reduction in the time required for bid submission process. The Bidder needs to upload the documents pertaining to the specific link provided on the portal for the particular document.
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SUBMISSION OF BIDS 1) Bidder should log into the site well in advance for bid submission so that they can upload the bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other issues. 2) The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document. 3) Bidder has to select the payment option as “online/NEFT/RTGS” to pay the tender fee / EMD as applicable and enter details of the instrument. However if the site allows for online Tender fee payment, then Bidder may pay Tender fee online. PAYMENT OF TENDER FEE IS MANDATORY IN ANY CASE. 5) Bidder should submit the EMD online as per the instructions specified in the tender document. Only if the physical submission of EMD through demand draft is permissible by the department and mentioned in the tender document, the DD in original should be couriered and must reach the concerned office, latest by the last date of bid submission or as specified in the tender documents. The details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected. 4) Bidders are requested to note that they should necessarily submit their financial bids in the format provided and with the same file name and no other format is acceptable. If the price bid has been given as a standard BoQ format with the tender document, then the same is to be downloaded and to be filled by all the bidders. Bidders are required to download the BoQ file, open it and complete the unprotected cells with their respective financial quotes and other details (such as name of the bidder). No other cells should be changed. Once the details have been completed, the bidder should save it and submit it online, without changing the filename. If the BoQ file is found to be modified by the bidder, the bid will be rejected. 6) The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders should follow this time during bid submission. 5) All the documents being submitted by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized persons until the time of bid opening. The confidentiality of the bids is maintained using the secured Socket Layer 128 bit encryption technology. Data storage encryption of sensitive fields is done. Any bid document that is uploaded to the server is subjected to symmetric encryption using a system generated symmetric key. Further this key is subjected to asymmetric encryption using buyers/bid opener’s public keys. Overall, the uploaded tender documents become readable only after the tender opening by the authorized bid openers. 7) The uploaded tender documents become readable only after the tender opening by the authorized bid openers. 8) Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid Submission” in the portal), the portal will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time of submission of the bid with all other relevant details. 9) The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This acknowledgement may be used as an entry pass for any bid opening meetings.
ASSISTANCE TO BIDDERS Any queries relating to the tender document and the terms and conditions contained therein should be addressed to the EMRS Society (Tender Inviting Authority). This should be as per timelines (about ‘seek clarification’ start & end dates) given in Tender only. The bidder may contact the TIA on Contact: 0755-2576864, e-mail: [email protected].
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Any queries relating to the process of online bid submission or queries relating to MP TENDER Portal in general may be directed to the 24x7 MP TENDER Portal Helpdesk.
1.3. Definitions In this tender document and associated documentation, the following terms shall be interpreted as indicated below:
a. “EMRS SOCIETY” Or “Purchaser” Or “Department” or “Eklavya Model Residential Schools” means Madhya Pradesh Tribal Welfare Residential and Ashram Educational Institutions Society who is the Bid Inviting Authority for this RFP b. “Agency” or “EMA” means the successful agency who will be awarded this contract of event management. c. “Bid” means an offer submitted by the Bidder to carry out work or provide the services at the quoted price. d. “Bidder” means the participating agency who wish to submit its bid response against this RFP. e. “LoI” means Letter of Intent which would be given by purchaser to successful agency. f. "Contract" means an agreement entered into by the Purchaser with the successful bidder by signing a contract form in a given format by the parties, including all the attachments and appendices thereto, and all documents incorporated by reference therein g. "Contract Amount" or “Contract Value” means the price payable to the Agency under the contract for the full and proper Performance of its contractual obligations;
h. “Completion of Work” means that all the work undertaken by the Agency with respect to this RFP and mentioned in Scope of Work has been successfully completed along with all the final deliverables of the project have been delivered to the client as mentioned herein. i. “Secretary” means Secretary, EMRS Society j. “Committee” means different committees formed by the department to oversee and manage the event k. “Start Date” means the date of issuance of LOI to the successful bidder. l. “Sub-Contractor” means an individual or group of individuals or a business that signs a contract to perform part of the obligations of the Event Management Agency. m. “Non-compliance” means failure/refusal to comply the terms and conditions of the Tender; n. “Non-responsive” means failure to furnish complete information in a given format and manner required as per the tender documents or non-submission of tender offer in given Forms / Formats/Pro-forma or not following procedure mentioned in this tender or any of required details or documents is missing or not clear or not submitted in the prescribed format or non-submission of tender fee on EMD. o. “e-Tendering System” or “e-tendering Portal” means the Government of Madhya Pradesh’s electronic tendering system listed at https://mptenders.gov.in
p. “Working days” means working days of Government of Madhya Pradesh.
q. “Event Management Related Activities” means activities such as planning, coordination and overall arrangement and management of large-scale events such as conferences, national ceremonies, concerts, seminars, conclaves, national summits, national meet-ups, national sports events or conventions etc.
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r. “Notice” means a notice; or a consent, approval or other communication required to be in writing under this Contract.
s. “Services” means the work to be performed by the bidder pursuant to this RFP and to the contract to be signed by the Agency in pursuance of the work awarded by the Purchaser.
1.4. Interpretation by the bidder In the contract except where the context requires otherwise –
Words indicating one gender include all genders Words indicating the singular also include plural or vice versa Provisions including the word “agree”, “agreed” or “agreement” requires the agreement to be recorded in writing “Written” or “in writing” means hand written, Typewritten, Printed or electronically made on resulting
However, In case of any difference in opinion, understanding or interpretation with respect to the Scope of Work and Terms and Conditions of the RFP, the interpretation of the Secretary, EMRS shall be final and binding on both the parties.
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2. Instructions to the Bidders
2.1. General While every effort was been made to provide comprehensive and accurate background information and requirements, Bidders should propose suitable services to meet Purchaser’s requirements.
All information supplied by Bidder as a part of their bids in response to this RFP, may be treated as contractually binding on the Bidders, on successful award of the Work Order by the purchaser on the basis of this RFP.
No commitment of any kind, contractual or otherwise shall exist unless and until a formal written contract has been executed by or on behalf of purchaser. Any notification of preferred bidder status by purchaser shall not give rise to any enforceable rights by the Bidder. Purchaser may cancel this public procurement at any time prior to a formal written contract being executed by or on behalf of purchaser.
Bids should be received by the purchaser on www.mptenders.gov.in portal before the time and date specified in the schedule of the tender notice. The Purchaser may, at its discretion, extend this deadline for submission of offers by issuing corrigendum and uploading the same on e-Procurement portal.
2.2. Compliant Bids / Completeness of Response Bidders are advised to study all instructions, forms, terms, requirements and other information in the RFP documents carefully. Submission of the bid shall be deemed to have been done after careful study and examination of RFP document with full understanding of its implications.
Failure to comply with the requirements of this RFP may render the bid non-compliant and the Bid may be rejected. Bidder should: 1. Include all documentation specified in this RFP, in the bid 2. Follow the format of this RFP while developing the bid and respond to each element in the order as set out in the RFP 3. Comply with all requirements as set out within this RFP
2.3. Bidders to Inform The bidders shall be deemed to have carefully examined the Terms and Conditions, Scope, Service Levels, Specifications and Schedules of this RFP. If bidder has any doubts/clarification as to the meaning of any portion of the Condition as to the meaning of any portion of the conditions or the specifications he shall, before the last date of submission of Pre-bid queries, set forth the particular thereof and submit them to Purchaser in writing in order that such doubt may be removed or clarified as provided.
2.4. Bid preparation cost The Bidder shall bear all costs associated with the preparation and submission of its bid, including cost of preparations, etc. for the purpose of clarification of the bid, if so desired by the Purchaser.
2.5. Pre-bid Meeting and Clarification
2.5.1 Bidders Queries Any clarification regarding the document and any other item related to this procurement can be submitted to purchaser as per the timelines mentioned in the Fact Sheet. The pre-bid queries should be submitted as per format mentioned in section 12 in this RFP along with name and details of the organization submitting the queries. The bidders will have to submit their queries through email to the address(es) specified in the fact sheet.
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Purchaser shall not be responsible for ensuring bidders queries have been received by them. Any queries for clarification post the indicated date and time shall not be entertained by Purchaser.
2.5.2 Response to Pre-Bid Queries and Issuance of Corrigendum Purchaser will organize a pre-bid conference and will respond to any request for clarification or modification of the bidding document. Purchaser shall formally respond to the pre-bid queries after the pre-bid conference. No further clarifications shall be entertained after the date and time of submission of queries.
Purchaser makes no representation of warranty as to completeness or accuracy of any response made in good faith. Purchaser does not undertake to answer all the queries that have been posted by the Bidders.
Any modification of the RFP document, which may become necessary as a result of Pre-Bid Conference, shall be made by Purchaser exclusively through a corrigendum. Any such corrigendum shall be deemed to be incorporated in this RFP. However, in case of any such amendment, the bid submission date may be extended at the discretion of the Purchaser.
Any corrigendum/notification issued by Purchaser, subsequent to issue of RFP, shall only be available on the website www.mptenders.gov.in. Any such corrigendum shall be deemed to be incorporated into this RFP.
2.6. RFP Document Fee The tender document is available and downloadable on website (www.mptenders.gov.in). Tender Fee of Rs. 10,000/- (Ten Twenty Thousand Only) should be paid online through e-Tendering portal. Without the payment of tender fee the bids will be taken as incomplete and non-responsive and shall not be considered. The tender fee should be non-refundable.
2.7. Earnest Money Deposit (Bid Security) EMD of Rs. 10, 00,000/- (Rupees Ten Lakhs Only) should be paid online through www.mptenders.gov.in portal. Proof of online submission of EMD should be uploaded with technical bid response, failure to which bidders are subjected to the disqualification and their bid response will not be considered while opening of tender. No exemption for submitting the EMD will be given to any agency. Bid security in any other form will not be entertained. The bid security/EMD of all the bidders would be returned without interest upon end of the event. In case bid is submitted without the bid security/EMD then Purchaser reserves the right to reject the bid without providing opportunity for any further correspondence to the bidder concerned. The EMD may be forfeited in any of the following circumstances: 1. If a bidder withdraws its bid during the period of bid validity 2. In case of a successful bidder, if the bidder fails to submit the performance bank guarantee and/or sign the contract in accordance with this RFP
2.8. Bid Validity Period Bid should remain valid for 180 days from the last date of submission of Bid. On completion of the validity period, unless the Bidder withdraws his bid in writing, it will be deemed to be valid until such time that the Bidder formally (in writing) withdraws his bid.
2.9. Contents of Bid The three (3) bids system should be followed. Pre-Qualification, Technical and Commercial/Financial Offers should be uploaded separately through the www.mptenders.gov.in portal.
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Document Name of Document Set Set
Pre-Qualification bid as per Section 9 along with the One Pre-Qualification Bid required supporting documents.
Technical bid as per Section 10 along with the required Two Technical bid supporting documents.
Commercial/Financial Three Commercial/Financial bid as per Section 11 along with the bid required supporting documents.
a. All documents should be uploaded on the www.mptenders.gov.in portal. b. Please note that Prices should NOT be indicated in the Pre-Qualification Bid or Technical Bid but should only be indicated in the Commercial/Financial Bid. Price quoted elsewhere should be liable to rejection. c. All the pages of the bid should be sequentially numbered. The bid documents should contain in the beginning of the document, a list of contents with page numbers. Any deficiency in the documentation may result in the rejection of the Bid. d. All pages of the bid should be initialed and stamped by Authorized Signatory in whose name Power of Attorney has been issued. e. Failure to submit the bid before the submission deadline specified in the Fact Sheet would cause a bid to be rejected. f. Purchaser will not accept delivery of bid by fax, e-mail or in-person.
2.10. Language The bid should be prepared and submitted by the bidders in English language only. If any submitted supporting documents are in any language other than English, translation of the same in English language is to be provided (duly attested) by the Bidders. For purposes of interpretation of the documents, the English translation shall be governed.
2.11. Authentication of Bids Bid should be accompanied by an authorization in the name of the signatory (or signatories) of the Bid. The authorization should be (in the Section 9.4) a written power of attorney accompanying the Bid or in any other form demonstrating that the representative has been duly authorized to sign.
2.12. Amendment of Request for Proposal At any time prior to the due date for submission of bid, Purchaser may, for any reason, whether at its own initiative or in response to a clarification requested by prospective bidder(s), modify the RFP document by amendments. Such amendments should be uploaded on the www.mptenders.gov.in portal website, through corrigendum and should form an integral part of RFP document. The relevant clauses of the RFP document should be treated as amended accordingly.
It should be the responsibility of the prospective bidder(s) to check the www.mptenders.gov.in portal website from time to time for any amendment in the RFP document. In case of failure to get the amendments, if any, Purchaser shall not be responsible.
In order to allow prospective bidders a reasonable time to take the amendment into account in preparing their bids, Purchaser, at its discretion, may extend the deadline for submission of bids. Such extensions shall be uploaded on the www.mptenders.gov.in website.
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2.13. Late Bids Late submission will not be entertained and will not be permitted by the www.mptenders.gov.in Portal. The bids submitted by fax/e-mail etc. shall not be considered. No correspondence will be entertained on this matter. Purchaser should not be responsible for any non-receipt/non-delivery of the documents due to technical snag whatsoever at Bidder’s end. No further correspondence on the subject will be entertained. Purchaser reserves the right to modify and amend any of the above-stipulated condition/criterion.
2.14. Right to terminate the process Purchaser may terminate the RFP process at any time and without assigning any reason. Purchaser makes no commitments, express or implied, that this process will result in a business transaction with anyone. This RFP does not constitute an offer by Purchaser.
2.15. Subcontracting The selected agency may subcontract some part of the work mentioned under Scope of Work in this RFP. However, EMA will be entirely and solely responsible for execution and management of this event.
2.16. Acceptance and Rejection of Bids Purchaser reserves the right to reject in full or part, any or all bids without assigning any reason thereof. Purchaser reserves the right to assess the Bidder’s capabilities and capacity. The decision of Purchaser shall be final and binding. Bid should be free of over writing. All erasures, correction or addition should be clearly written both in words and figures and attested. In the event of any assumptions, presumptions, key points of discussion, recommendation or any points of similar nature submitted along with the Bid, Purchaser reserves the right to reject the Bid and forfeit the EMD. If there is any discrepancy in the Commercial/Financial bid, it will be dealt as per the following: a. If, in the price structure quoted for the required goods/services, there is discrepancy between the unit price and total price (which is obtained by multiplying the unit price by the quantity), the unit price shall prevail and the total price corrected accordingly. b. If there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals should prevail and the total should be corrected. c. If there is a discrepancy between words and figures, the amount in words should prevail. d. If there is such discrepancy in an offer, the same shall be conveyed to the bidder with target date up to which the bidder has to send his acceptance on the above lines and if the bidder does not agree to the decision of Purchaser, the bid is liable to be disqualified.
2.17. Disqualification and Clarification The bid is liable to be disqualified in the following cases or in case bidder fails to meet the bidding requirements as indicated in this RFP: i. During validity of the bid, or its extended period, if any, the bidder increases its quoted prices ii. The bidder’s bid is conditional and has deviations from the terms and conditions of RFP iii. Bid is received in incomplete form iv. Bid is not accompanied by all the requisite documents and if bidder fails to furnish the required supporting documents asked by the tendering authority.
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v. Information submitted in technical bid is found to be misrepresented, incorrect or false, accidentally, unwittingly or otherwise, at any time during the processing of the contract (no matter at what stage) or during the tenure of the contract including the extension period, if any vi. Financial bid is enclosed with the same document as technical bid. vii. Bidder tries to influence the bid evaluation process by unlawful/corrupt/fraudulent means at any point of time during the bid process viii. In case any one party submits multiple bids or if common interests are found in two or more bidders, the bidders are likely to be disqualified, unless additional bids/bidders are withdrawn upon notice immediately
2.18. Corrupt or Fraudulent Practices The Purchaser requires that the Bidders under this tender should observe the highest standards of ethics during the procurement and execution of such contracts. In pursuance of this policy, the Purchaser defines the terms set forth as follows:
i. “Corrupt Practice” means the offering, giving, receiving or soliciting of anything of value to influence the action of the public official in the award of the RC, procurement process or in contract execution;
ii. In the event of corrupt practice and fraudulence in addition to penal action as per the terms and conditions of the contract, legal action shall also be initiated against the concerned.
iii. “Fraudulent practice” means a misrepresentation of facts in order to influence award of contract or a procurement process or an execution of a contract to the detriment of the Purchaser, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Purchaser of the benefits of the free and open competition;
iv. The Purchaser will suspend the award of contract if prima-facie it is established that the EMA had engaged in corrupt or fraudulent practices in competing for the contract in question.
v. The Purchaser will declare a Bidder ineligible after giving opportunity of being heard, either indefinitely or for a stated period of time, to be awarded a contract if at any time it is found that the Bidder has engaged in corrupt and fraudulent practices in competing for, or in executing, this contract.
2.19. Conflict of Interest A bidder shall not have a conflict of interest that may affect the Selection Process or the Service delivery. Any Bidder found to have a Conflict of Interest shall be disqualified. In the event of disqualification, Purchaser shall forfeit and appropriate the EMD, if available, as mutually agreed genuine pre-estimated compensation and damages payable to Purchaser for, inter alia, the time, cost and effort of Purchaser including consideration of such Bidder’s Bid, without prejudice to any other right or remedy that may be available to Purchaser hereunder or otherwise. Purchaser requires that the bidder provides solutions which at all times hold Purchaser’s interests paramount, avoid conflicts with other assignments or its own interests, and act without any consideration for future work. The bidder shall not accept or engage in any assignment that would be in conflict with its prior or current obligations to other clients, or that may place it in a position of not being able to carry out the assignment in the best interests of Purchaser.
2.20. Right to vary quantity During the contract period, the quantity of goods or services originally specified in the Bidding document/Bill of Quantity may be increased or decreased. It shall be without any change in the unit prices or other terms and conditions of the Bid and the bidding documents.
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If the Purchaser procures less than the quantity specified in the bidding documents due to change in circumstances, the bidder shall not be entitled for any claim or compensation except otherwise provided in the bidding document. The payment to the agency shall be made on actual basis.
Repeat orders for additional quantities may be placed, for the items mentioned in the bidding document, on the rates and conditions given in the contract if the original order was given after inviting open competitive bids. Delivery or completion period may also be proportionally increased.
2.21. Modification and Withdrawal of Offers The bidder may modify its bid through e-Tendering system at any time prior to submission of bids. However, withdrawal of original offer will not be allowed. No offer can be modified by the Bidder, subsequent to the closing date and time for submission of offers. If date of submission is extended due to some reasons, modification in offer is possible till extended period provided bid has not been opened.
2.22. Confidentiality a. As used herein, the term “Confidential Information” means any information, including information created by or for the other party, whether written or oral, which relates to internal controls, computer or data processing programs, algorithms, electronic data processing applications, routines, subroutines, techniques or systems, or information concerning the business or financial affairs and methods of operation or proposed methods of operation, accounts, transactions, proposed transactions or security procedures of either party or any of its affiliates, or any client of either party, except such information which is in the public domain at the time of its disclosure or thereafter enters the public domain other than as a result of a breach of duty on the part of the party receiving such information. It is the express intent of the parties that all the business process and methods used by the Bidder in rendering the services hereunder are the Confidential Information of the Bidder. b. The Bidder shall keep confidential any information related to this tender with the same degree of care as it would treat its own confidential information. The Bidders shall note that the confidential information will be used only for the purposes of this tender and shall not be disclosed to any third party for any reason whatsoever. c. At all times during the performance of the Services, the Bidder shall abide by all applicable security rules, policies, standards, guidelines and procedures. The Bidder should note that before any of its employees or assignees is given access to the Confidential Information, each such employee and assignees shall agree to be bound by the term of this tender and such rules, policies, standards, guidelines and procedures by its employees or agents. d. The Bidder should not disclose to any other party and keep confidential the terms and conditions of this Contract agreement, any amendment hereof, and any Attachment or Annexure hereof. e. The obligations of confidentiality under this section shall survive rejection, expiry or termination of the contract.
2.23. Award of Contract Purchaser will notify the successful Bidder in writing by e-mail / courier which needs to be confirmed by the Bidder in writing by email / courier.
After the notification of award, Purchaser will issue Letter of Intent (LOI). Accordingly, a contract shall be signed between successful bidder and Purchaser or the agency designated by Purchaser. As an acceptance of the LOI, the Bidder shall sign and return back an acknowledgement of the same to the Purchaser. The bidder shall submit the Performance Bank Guarantee within 07 days from the date of issuance of LOI. On receipt of the Performance Bank Guarantee, Purchaser or the agency designated by Purchaser shall enter into a contract with the successful bidder. Successful bidder shall submit two copies of Contract on Rs. 100 stamp Paper to Purchaser.
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Terms and Conditions of RFP and corrigendum/amendments thereof shall form the part of the contract to be signed between the EMA and Purchaser.
2.24. Performance Bank Guarantee (PBG) Within seven days (07) days from the date of issuance of LOI, the successful Bidder shall at his own expense submit unconditional and irrevocable Performance Bank Guarantee (PBG) to the Purchaser as per the format mentioned under Section 13. The PBG shall be from a Nationalized Bank or a Scheduled Commercial/Financial Bank payable on demand, for the due performance and fulfilment of the contract by the bidder.
This Performance Bank Guarantee shall be for an amount equivalent to 10% of total contract value. PBG shall be invoked by Purchaser, in the event the Bidder: a. fails to meet the overall penalty condition as mentioned in RFP or any changes agreed between the parties, b. fails to perform the responsibilities and obligations as set out in the RFP to the complete satisfaction of Purchaser, c. Misrepresents facts/information submitted to Purchaser
In the event of the Bidder being unable to service the terms and conditions for whatever reason(s), Purchaser shall have the right to invoke the PBG. Notwithstanding and without prejudice to any rights whatsoever of Purchaser under the contract in the matter, the proceeds of the PBG shall be payable to Purchaser as compensation for any loss resulting from the bidder’s failure to perform/comply its obligations under the contract. . If the Performance Bank Guarantee is liquidated /encashed, in whole or in part, during the currency of the Performance Bank Guarantee, the EMA shall top up the Performance Bank Guarantee with the same amount as has been encashed within 15 days of such encashment without demur.
Purchaser shall notify the bidder in writing of the exercise of its right to receive such compensation within 60 days, indicating the contractual obligation(s) for which the bidder is in default. Purchaser shall also be entitled to make recoveries from the bidder’s bills, performance bank guarantee, or from any other amount due to him, an equivalent value of any payment made to him due to inadvertence, error, collusion, misconstruction or misstatement.
This Performance Bank Guarantee shall be valid till the completion of the period of contract and six months thereafter.
2.25. Site Visit at Bhopal It is highly recommended that all the bidders should visit the sites/venues in Bhopal (MP) where the matches will be played and make their own assessment of infrastructure/manpower requirement to make this event successful.
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3. Scope of Work
The Event Management Agency (EMA) will be responsible for end-to-end management and execution of this event. Considering the magnitude of this event and number of activities involved, it is imperative that EMA should work collaboratively with department officials to make this event successful. The scope mentioned in this section is indicative only and it’s strongly recommended that bidders should make their own assessment of the activities which shall be required to make this event successful. It is deemed to be understood that the EMA has factored in all the aspects of the work to be undertaken and the corresponding activities to be performed as per the Scope of Work mentioned in the RFP. Scope of Work includes the following but not limited to:
3.1. Collection of Information & Co-ordination with Participants, Staff and Officials, etc. EMA shall be responsible for entire coordination with local and other state’s participants, support staff and officials. This should also include collating their information such as names, contact address, mobile numbers, email-id, unique identity proof and any other information deemed necessary.
3.2. Infrastructure Development
3.2.1. Expected Footfall during the opening and closing ceremonies: Below is the expected footfall during the opening and closing ceremonies, numbers may increase or decrease. EMA must ensure proper arrangements in all respects:
S. No Particulars Tentative expected Nos Opening Ceremony (Date/Time: 09 Dec 19 at 1400 Hrs) 1 Total Number of participants and supporting staff 4000 expected 2 Expected Numbers of Dignitaries/Guests visiting on 300 opening ceremony function Closing Ceremony (Date/Time: 14 Dec 19 at 1500 Hrs) 1 Total Number of participants and supporting staff 2000 expected 2 Expected Numbers of Dignitaries/Guests visiting on 250 closing ceremony function
3.2.2. Seating arrangements for Visitors/Participants/Dignitaries/Guests/other staff: All the necessary seating arrangements for the participants, support staff and officials shall be provided by the EMA as per the requirement of all the locations. TT Nagar Stadium has the existing arrangement of theatre style sitting for public/visitors (additional table/chairs to be arranged by EMA as per the requirement).
Dignitaries/Guests lounge’s are need to be set up which must have sufficient good quality three seaters sofa set and chairs for seating, portable mikes and loud speaker arrangements with other decorative items (such as carpet, table, electric mashaal for inauguration, etc.). Chairs should be in two categories, pre-inspected fiber make and Padded, armrest cushion chair (cushion at seat and backrest) of clean and of good quality. Table should be provided with table cover and frill (with daily replacing facility). EMA should create necessary demarcated service/storage space to the Lounges for storage, refrigeration of fruit drinks (Non-carbonated in tetra packs fruit drinks), preparation of tea/coffee etc. Necessary service staff would have to
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be deputed at the Dignitaries/Guests lounges for upkeep of the lounge and to attend to the refreshment needs.
3.2.3. Site Preparation: The venues/sites for the event shall be provided on “as-is-where-is” basis. EMA shall be entirely responsible for design, printing and putting up of hoardings, other decoration related activities. There should be enough general posters/large collages etc. for the decoration including provision for signage in strategic locations at all the venues of the event. Venues needs to be decorated with fresh flowers and potted plants (small and big). The flowers in Flower Vase in Dignitaries/Guests Lounges to be changed on daily basis. EMA shall arrange displays of the days fixtures about sports matches each day at prominent locations informed by the department outside and inside the venues.
3.2.4. Stage arrangement for dignitaries/ guests on opening and closing days: A theme-based wooden stage approx 1200 sq ft size at TT Nagar Stadium for the opening and closing days to be setup by EMA in consultation with the department. The stage must be equipped with complete necessary audio & visual equipment’s, sitting arrangements, podium arrangement including mikes for speakers, carpets on passage, backdrops, electric mashaal and other decorative items. The Stage should have adequate load bearing capacity. Creative decorations covering the entire pathways and the overall venue including draping, props, flags, cutouts, branding etc. as per overall theme shall be done by the EMA. Well dressed and presentable female representatives are to be staffed to present all the on stage activities (including opening ceremony, closing ceremony, award giving ceremony etc.)
3.2.5. Control Room for participants/officials: Control room will be setup at TT Nagar stadium to manage the opening/closing ceremony and other day to day games related activities. Control room shall act as “One Point of Contact” for all participants/team leaders/officials for all purposes related to invitations, accreditation and coordination for arrival/departure, stay arrangements and to & fro movement of participants and other staff to venue/ railway stations, cultural programme schedule, rehearsals, food/meals etc. The department shall provide the designated space for the control room in TT Nagar stadium, however the EMA shall be responsible for all the necessary arrangement to make it operative. Control room shall be manned by atleast five (5) authorized representative of the Event Management Agency. Appropriate amenities such as desktop computers, tables, chairs, printer, 4G internet connection etc. should be made available by the agency. The centralized help desk shall be managed by the Event Management Agency and two mobile numbers should be exclusively assigned for this help desk which will be circulated to all participants/officials/agencies/team leaders/organizers for any kind of assistance/support. The Department shall provide one dedicated landline number for the event.
3.2.6. Media Room EMA shall setup German Hanger with two partitions, attached temporary toilet and handwash area and all amenities. One partition of the German Hanger would be used to setup dignitaries/guests lounge and other partition would be used to setup the media room. Seating arrangements for 15-20 media persons shall be done with all the amenities such as three seaters sofa sets, coffee table, good quality chairs (Padded, armrest cushion chair (cushion at seat and backrest), table, snacks, drinking water, tea/coffee vending machine with tea/coffee material and disposables, 56 inches LED Screen, multifunction printer with stationary, 4G internet connection, one operator and other decorative items etc. during the entire event at TT Nagar stadium.
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3.2.7. Information/Reception counters: One Information/Reception counters round the clock at the TT Nagar Stadium with basic amenities like Tables, Chairs, lightings, fan, plug-points extension etc. need to be setup. Each Information/Reception counter is also required to be manned by a minimum of four representatives.
3.2.8. First-aid Counter: Ten number of first-aid counters are to be arranged (medical tent ~ 22 sq mtrs. with standing fans) with physiotherapy tables during the entire event including rehearsal periods. The counters should be manned by qualified paramedic professional (one at each counter) having complete first-aid facilities such as medicines, bandages, cotton, glucose, stethoscope, oxygen inhalers, antiseptics, dressings items, sterile gloves, scissors, pain killer sprays, skin creams, thermometer, distilled water, ice boxes etc. as per the standards and in compliance with concerned authorities.
3.2.9. Green Rooms: Arrangement should be made at TT Nagar stadium for four green rooms separately for women and men with all basic vanity amenities like mirrors, lightings, hangers, signages, fan etc. with proper masking.
3.2.10. Relaxing Rooms EMA shall create one relaxing room at each venue separately for men and women with necessary facilities such as beds (3 Nos at each room), pillows, sheets, blankets. EMA shall ensure proper cleaning of rooms.
3.2.11. Theme based designing and decoration of Entry/Exit Gates: EMA should decorate theme-based Entry/ Exit Gates including flowers, plants, signage, banners, posters, hoardings, banners etc. The decoration should be completed one day prior to the commencement to the event and be maintained till the conclusion of the event in all respects.
3.2.12. Power Back Up The EMA shall make arrangements for 1 No. of 50 KVA soundless generator for adequate power back-up at TT Nagar Stadium during opening and closing ceremony and 1 No. of 50 KVA soundless generator for adequate power back-up at Aishbagh Stadium during the entire event. Plug-points extension etc. need to be setup by the EMA at locations as per the requirements. EMA shall also provide electricians cum operators.
3.2.13. Temporary Toilets: The EMA shall be responsible for arranging the temporary toilets (as per the standard norms of how many toilets should be provided on count of people and hours of sitting) at each location separately for men and women with all other required amenities and also ensure to maintain the hygiene.
3.2.14. Managing Parking Areas: The department will designate the parking areas for the event. However, it is responsibility of the EMA to provide supporting arrangements and sufficient manpower to manage the parking provisions. The EMA representatives shall coordinate with the Bhopal Traffic Police officials deployed at the venue whenever required.
3.3. Coordination for Accommodation, Transportation, Logistics and Meals arrangement Arrangement for accommodation, food (Breakfast, Lunch and Dinner only) and local transportation for participants and accompanying staff will be done by the department/MP
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Tourism. However, EMA will be responsible for proper local coordination with all the concerned stakeholders to ensure hassle free arrangements.
Arrangement for Snacks and Drinking Water Facility for Participants, Officials, Dignitaries and other staff: The Department will make necessary arrangements for Breakfast, Lunch and Dinner for participants and accompanying staff. However, EMA shall be responsible to make the arrangements for the drinking water (throughout the day) and snacks (two times a day) at all the venues during the entire event in following manner: Particulars Indicative Items Tentative Quantity Participants, Support Staff Non-carbonated tetra 4000 Nos of tetra packs packs Fruit drinks for Opening and Closing Day each and 4000 Nos of bottles for each day in total at respective venues Clean Drinking Water 2 x 20L Dispenser setup (continuously refillable) at each location within TT Nagar Stadium 1 x 20L Dispenser setup (continuously refillable) at other venues
Banana fruit Lump sum as per the requirement throughout the event at respective venues Good quality Lump sum as per the Toffees/chocolates requirement during opening and closing ceremony Good quality Chana, Lump sum as per the peanuts requirement throughout the event at respective venues Disposable plates and Lump sum glasses Ceramic plates 100 big and 100 small size plates with continuous washing facility Glassware drinking 50 Nos of glasses with glasses continuous washing facility Officials, Dignitaries, Guests, Grilled Sandwich 1000 Nos at Opening and Media Persons Closing Days each and 2000 Nos for each day in total at respective venues Samosa 1000 Nos at Opening and Closing Days each and 2000 Nos for each day in total at respective venues Mineral Water Bottle 1000 Nos at Opening and (200 ML) Closing Days each and 2000 Nos for each day in total at respective venues
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Tea/Coffee Vending 2 Nos of machines Machine with continuous at TT Nagar refilling with operator Or Stadium, Local Tea/Coffee arrangements tea/coffee arrangements (if required) Local tea/coffee arrangements at other venues Disposable plates and Lump sum glasses
Please Note: 1. EMA shall ensure that all the food and drinking items should be of good quality with expiries dates beyond one month post event for packaged items and proper hygiene should be maintained during the cooking for the cooked items. EMA shall arrange proper arrangement for refrigeration of the items which are need to be stored in low temperature. 2. EMA shall design and print sufficient number of coupons date-wise for above mentioned meals. Coupons should be handed over to the concerned committee/person five days before the commencement of the event. Payment to agency shall be made on the basis of actual coupons consumed.
Local Transportation & Logistical Support: Department/MP Tourism will arrange Local transportation and logistical support for participants/team leaders & officials to & fro from the concerned Railway stations/bus depots to the place of stay at the time of arrival/departure, to & fro movement from place of stay to the venue during pre-event, post-event and during the event as per the schedule. The EMA shall be responsible for the coordination for such arrangements with the concerned department for the timely availabilities. EMA shall be responsible to set up Canopy Counters with necessary flex and sitting arrangements (2 Nos - at Habibganj Station, Bhopal Station for four days (opening, closing and one day before and after opening and closing ceremonies resp.) EMA shall deploy two Coordinators each at Airport, Habibganj and Bhopal stations in 3 shifts to provide necessary assistance to the participants/team leaders and officers.
3.3.1. Coordination with Sports Department EMA shall ensure the proper liasoning with sports department and tribal department officials to ensure availability of all sports equipment and consumables and raising demand well in time. The department will arrange procurement of sports gear and other sports related items for the event.
3.3.2. Arrangement for school children from Bhopal as viewers EMA shall be liasoning with local schools authorities to bring school children at different venues to watch the matches. Following arrangement shall be arranged by the EMA for children:
a. Transport to and from venue – EMA shall arrange two numbers of 50 seater buses to carry the children to and from respective schools to the event venues. These children should be accompanied by a representative from agency during to and from movement. EMA shall make sure that the equal number of children should be present during the to and fro transit. Responsibility of safety and security of children will be on EMA.
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b. Food and water arrangements – EMA shall arrange snacks and drinking water facility for the children at the event venues as per following:
Indicative Items Tentative Quantity Non-carbonated tetra packs Fruit 100 Nos of tetra packs each day during the entire drinks event Clean Drinking Water 1 x 20L Dispenser setup (continuously refillable) along with disposable glasses at each venue Banana fruit Lump sum as per the requirement throughout the event at respective venues Good quality Toffees/chocolates Lump sum as per the requirement throughout the event at respective venues Good quality Chana, peanuts Lump sum as per the requirement throughout the event at respective venues Disposable plates and glasses Lump sum as per the requirement throughout the event at respective venues
c. Additional security for children – EMA shall make available two security guards all the time along with children at the respective venues while watching the matches.
3.4. Security & Other Arrangements at venues:
EMA to ensure deployment of minimum 10 (including females) well-groomed/trained uniformed security guards (Skilled/Semi-skilled) from reputed security agency for security at the venues. Installation of enough CCTV Cameras at the venues. The EMA shall submit complete recording of the event in pen drive within 15 days of completion of the event. EMA should ensure that quality of CCTVs footage should be compliant as per the industry standard.
3.5. Permissions/ NOCs: The EMRS society would initiate the process seeking necessary permissions/NOCs to the concerned department and provide required support to EMA. However, It shall be the responsibility of the EMA to liaison and coordinate with all respective Government authorities and stakeholders to timely obtain the necessary permissions to organize the event.
3.6. Designing and Printing of Accreditation Cards, Food coupons and Certificates The EMA should ensure following:
Designing, Printing and distribution of accreditation cards with lanyards for participants, officials, Organizers, representatives and other staff in different colors for each category. Designing and Printing of the Certificates for winners and participants. Designing and Printing of Food coupons and hand over the same to the concerned officer five days before the commencement of the event.
3.7. Operations: i. Pre-event: The Event Management Agency shall make necessary arrangements for rehearsal for performances at the venue including and not limited to music/sound/audio equipments, basic refreshments like drinking water/tea/snacks. The rehearsals may commence from one day prior to the opening day ceremony and one day prior to the closing day ceremony. The rehearsal space shall be made available by the department. The Event Management Agency has
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to complete the entire job of designing, fabrication and setting up in all respect two days prior to the inauguration of the event.
ii. Opening and Closing Ceremony: The Opening/Inauguration Ceremony shall include parade by the participants in their traditional attire from across the country. All the necessary amenities for the parade such as multicolor flags, GI pipes to tie the flags, two pairs of placards state wise for 23 states etc. has to be arranged by the EMA well before the ceremony. The EMA shall coordinate and manage the entire parade in coordination with team leaders/participants /organisers in a systematic manner. Cultural programmes for the opening and closing day ceremonies will be prepared by the department, the EMA shall be responsible for all the on field arrangements to make these programmes execute. The Event Management Agency shall also engage sufficient number of personnel’s to assist during opening ceremony, parade, closing ceremony. The EMA shall also make arrangements for fireworks and balloons for the opening and closing ceremony. The Event Management Agency shall be responsible for complete stage management including deputation of good Anchor having good presenting skills and experience of hosting events/programs with command over both the Hindi and English language.
iii. During Event: The Event Management Agency shall manage and coordinate the entire event. The Event Management Agency shall coordinate with the respective team leaders/officials/organizers and prepare a day-wise flow of event and manage the entire day activities. The Event Management Agency shall be responsible for complete stage management including deputation of smart Anchors having good presenting skills with command over both the Hindi and English language. Necessary arrangements of security, refreshments/drinking water etc. has to be made for participants and officials. The Event Management Agency shall supervise, coordinate and ensure fulfillment of all requirements for smooth flow of events throughout.
iv. Post-event: The entire set-up including all equipments/lighting/materials etc. has to be dismantled by the Event Management Agency and its vendors immediately on the conclusion of the event and the duly cleaned up venue shall have to be handed over to the venue owner within 1 day of closing of the event. EMRS SOCIETY shall not be responsible for any kind of theft, damage or shortfall of any item/material/ equipments etc. from the venue prior to, during the event and after the event.
Please Note that all the necessary approvals have to be taken by EMA from concerned committees before executing or finalizing any activity/design/item.
3.8. Photography & Videography: EMA has to arrange professional photographers and videographers to cover the entire sport event. The photographers have to cover the event through high resolution digital cameras and provide photographs in soft copies of each day’s coverage. Similarly, the videographers have to cover the entire event and provide the soft copies of the entire coverage in the Pendrive within 15 days of the completion of events. Further, the Event Management Agency shall prepare one hour documentary on the entire event and handover the same in the soft copy in pendrive before the final settlement of accounts with EMRS SOCIETY. Live streaming of opening and closing ceremonies shall have to be done on the Youtube channel.
EMA shall also arrange the high resolution video capturing of the opening and closing ceremonies through DRONEs.
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3.9. Cleaning & Waste Management:
The Event Management Agency has to keep the entire venue including Pavilions, Dignitaries/Guests Lounges, Stage, Green Rooms, Public seating areas/arrangements, Dignitaries/Guests seating areas/arrangement, Pathways, Pavements, Refreshment stations, help desk, registration counters, first-aid counter, back areas as well as any other areas within the venue properly cleaned all the time during the event including rehearsals. The Event Management Agency has to deploy sufficient number of staff for regular emptying of all the garbage bins within the venue during the event. It shall be the responsibility of the Event Management Agency to keep the entire venue clean at all times. The Event Management Agency shall deploy exclusive staff for cleaning and maintenance of all toilets regularly during the event. Items/things which should be replaced/changed on daily basis shall be taken into due consideration by the agency and have to be done without any negligence. The Event Management Agency shall also deploy staffs for cleaning and maintenance of designated public toilets assigned by venue owner for the event. The EMA shall place sufficient number of dustbins as per standard norms across the venue. Large size recyclable garbage bags shall be placed inside the dustbins/garbage containers, deposited with the Nagar Nigam garbage trucks and replaced with new bags daily. The Event Management Agency shall handover the cleaned venue to the venue owner to their satisfaction after completion of the event and removal of entire setup and materials.
3.10. Advertisement, Publicity & Promotions:
The Event Management Agency shall also undertake the advertisement and publicity measures for the event. The tentative advertisement and publicity measures which the Event Management Agency shall carry out are as under:
S. No. Measures Size/Quantity Remarks Designing & Printing of e-brochure and printed brochures. Brochure will highlight key areas such as- Messages from Key Persons e-brochure and Photographs along with contact 1 printed details of MP Tribal department officers brochures Details about the event, etc. Time schedule of events The printing should be in english (The brochures shall be released at least 10 days prior to the event). Designing of Department will arrange the printing, EMA Pre-inaugural 2 1/4 page shall have to coordinate with the concerned Advertisement committee in newspaper Designing of Department will arrange the printing, EMA 3 Inaugural Day 1/2 page shall have to coordinate with the concerned Advertisement committee Branding at Nos: 10 Rotaries 4 8 ft x 10 ft, 4 ft x 6 Size may vary as per actual requirement through flex and ft, 12 ft x 15 ft posters
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S. No. Measures Size/Quantity Remarks 10-15 seconds jingles at 10 spots in atleast FM Radio 5 two FM stations authorized by Jansampark Jingles department at prime time Dedicated Facebook page to be created and Dedicated 6 updated constantly from 15 days prior to the Facebook page event till 2 days post event From 4 days prior to the event which is to be YouTube updated till conclusion of the event. Live 7 Channel streaming of opening and closing ceremony shall be done on YouTube Channel Design and Printing of No.s: 3 for 7 days Location and size of hoarding to be 8 Hoardings at informed by department officers prominent locations Standees Sport Nos.: 32 9 Wise 2 ft x 6 ft
Two Mascot (humans in costumes) Human Mascots should be made available from 3 days Mascot for No.s: 02 10 before the event for the entire event Event Mascot Cutouts Cutouts of mascots should be arranged Nos: 15; 3 ft x 10 ft at all the venues
3.11. Apparels & Uniforms The department will arrange designing and fabrication of the uniforms. The EMA shall coordinate with the department, concerned committee and respective state teams to obtain the details for size and numbers of apparels and uniforms required well in time. EMA shall also coordinate for the timely availability of the uniforms for the participants/officials on the site. The EMA should highlight immediately if encounter any risk or red flags without any delay.
3.12. Victory Medals, Trophies, Certificates: EMA shall ensure the following parameters regarding the event operations team for the event:
Provide EMRS SOCIETY with a sample of each medal, certificate, trophy for quality confirmation, Ensure that the correct spelling of winner names is reflected on all certificates issued for all medal winners, The EMA shall coordinate and manage the Award Giving Ceremony throughout the event with the necessary consultation with the department. EMA shall design and set up Victory Podiums/Stands for the entire event to distribute the trophies/medals to winners at all the location of matches. An illustrative list of quality specifications and quantity of total requirements is given below, the exact specification and quantity of each of the items will be confirmed by ERMS Society after approval of the samples provided by the agency:
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Name of the Specification Approx. Qty. item Req.
A MEDALS
A-1 Gold plated 2.5” size Round kaskoot / zinc Medal as per sample 100 medal weight 72 gms with LOGO embossing with multi-colors and other side small logo
A-2 Silver plated 2.5” size Round kaskoot / zinc Medal as per sample 100 medal weight 72 gms with LOGO embossing with multi-colors and other side small logo
A-3 Bronze plated 2.5” size Round kaskoot / zinc Medal as per sample 100 medal weight 72 gms with LOGO embossing with multicolor and other side small logo
B TROPHIES
B-1 Overall Total height 26” includes 6” height double wooden stand champions 4 side colored name plates with proper box packing. trophy Attractive designed in brass silver or gold plated with cup/statue/star/ring/ball etc. used and shining polish. 1
B-2 Over-all Total height 22” includes 6” height double wooden stand Runners-Up 4 side colored name plates with proper box packing. trophy Attractive designed in brass silver or gold plated with 1 cup/statue/star/ring/ball etc. used and shining polish
B-3 Total height 18” includes 5” height double wooden stand Over-all 4 side colored name plates with proper box packing. Second Attractive designed in brass silver or gold plated with Runners-Up cup/statue/star/ring/ball etc. used and shining polish. trophy 1
B-4 Trophy 16” height includes 5” wooden stand with glossy Trophies for polish with 4 side colored name plates with proper box team sport packing. Attractive design in brass silver or gold plated first shining polish 10
B-5 Trophies for Trophy 14.75” height includes 4” wooden stand with team sport glossy polish with 4 side colored name plates with proper second box packing. Attractive design in brass silver or gold 10 plated shining polish
B-6 Trophies for Trophy 13” height includes 3.5” wooden stand with glossy team sport polish with 4 side colored name plates with proper box third packing. Attractive design in brass silver or gold plated 10 shining polish
B-7 Special Gold polish Brass material trophy on Melamine Polish 1 trophies for Wooden stand with name plate in color and lamination.
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Name of the Specification Approx. Qty. item Req.
best The height of the trophies should be 14.5" and Base disciplined Width 4"X 4". state
C CERTIFICATES
C-1 Winners For all winners 500 certificates
C-2 Participation For all participants 3000 certificates
3.12.1. Collation of Results Collating of results of all the matches from every venue shall be the responsibility of the EMA. EMA shall create proper formats for recording of results and shall take the approval from the concerned committee. The EMA should need to ensure proper coordination with the relevant authorities, concerned committee for timely collating and publishing of the results.
3.13. ICT Infrastructure EMA shall ensure arrangement of following ICT equipment’s in sufficient number during the entire event. S. No Item 1. Laptop internet enabled 2. Printer MFP A4 (Black) with stationary 3. Printer MFP Color with stationary 4. 4G Internet Connection 5. Cartridges 6. Walkie talkie 7. Any other hardware and Software component required to achieve the objective
3.14. Right of Use of Site The Purchaser shall hand over the sites of the event to the Agency, two days prior to the date of event respectively for their preparation and management. Accordingly, the Agency shall be required to handover the site back to the Purchaser within 1 (one) day of the completion of the event. It is the obligation of the Agency 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 Agency, the Purchaser has right to claim for compensation. The Agency shall not sublicense, transfer or assign the use of the site to any person or entity without the prior consent of the Purchaser.
3.15. Modifications in the program schedule The Purchaser has the right to make any modifications in the program (including pre-event, post-event and during the event) and specifications of items mentioned under bill of quantity (BoQ) as per the requirements and the same shall have to be incorporated by the Agency.
Considering the magnitude and the importance of the event, The EMA should ensure the availability of appropriate number of items in spare to handle the situations where any existing item/equipment gets impaired or the need will be get increased in last minutes. The EMA will be entirely responsible for such availabilities on time.
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3.16. Risk Management: The Event Management Agency must identify all risks associated with the planning and delivery of the services for the Sports Event and shall have ready strategies to mitigate such risks. The Agency will highlight those risks along with the Risk Mitigation Plan for the discussion with the concerned officers. All the necessary approvals are to be taken from the department prior to executing any step.
4. Qualification and Evaluation
4.1. Stage 1: Pre-Qualification Following criteria prescribed as the Pre-Qualification criteria for bidder interested in undertaking the project. In case, the Bidder does not meet all of the below conditions, the bidder shall be disqualified.
S.No Pre-Qualification Criteria Supporting Document Required 1. The bidder should be a company registered 1. Copy of Certificate of under the Companies Act, 1956/2013 (and Registration/Certificate of amendments thereof) and should be in Incorporation operation in India for at least 5 years as on date 2. PAN card of submission of bid 3. GST registration 2. The bidder should have average annual Certificate from the Statutory Auditor/CA turnover of at least Rs. 15 Crores during the last on turnover details from Event three financial years (FY 2018-19, FY 2017-18 Management related activities and FY 2016-17) from Event Management Related Activities 3. Bidder must have Experience in event Copy of Work order and Client Management project of seminar/ conclave/ Certificate for satisfactory performance, expo of Government/PSUs/Private mentioning number of participants /International level (which involves Project Details to be provided as per format given in Section 9.7 participation of 2000 plus participants) over the last three years (from the date of submission of bid) for the contract value of: Atleast 1 project of Rs. 4 Crores or above 4. Bidder should not be under a declaration of Self-Declaration with affidavit for not being ineligibility for corrupt or fraudulent practices blacklisted on Bidder’s letter head or blacklisted with any of the Government separately as in Section 9.6 (Central or State), Semi-Govt & PSU in India in last three years (from the last date of submission of bid) 5. The Bidder should have submitted the EMD Proof of online submission of EMD online on e-tendering portal as per Section 2.7
4.2. Stage 2: Technical Evaluation Technical Proposal of only those Bidders will be opened who have found to be in compliance with the Pre-Qualification Criteria. Purchaser reserves the right to check the past performances of the bidder with relevant clients at any time during the entire project including bid evaluation period.
Conditional bids are liable to be rejected.
The committee shall check Technical eligibility of the bidder based on criteria given in table below. Each Technical proposal will be assigned a technical score out of 100. Only the bidders who get an Overall Technical score of 60 or more will qualify for financial evaluation stage.
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# Technical Criteria Documentary Evidence 1. The Bidders having average Annual turnover for Certificate from the Statutory last three years from event management activities (FY Auditor/CA on turnover 2018-19, FY 2017-18 and FY 2016-17);(Maximum 20 details from Event marks) Management related a) Turnover of Rs 15 Cr. = 10 Marks activities b) For each additional 1 Cr = 1 mark 2. Experience in event management (Maximum 40 Copy of Work Order / Marks)– Certificate from Client / Agreement Executed project of similar nature (which involves Certificate from client participation of 2000 plus participants, activities performed highlighting the actual are similar to what has been mentioned in the scope of number of participants in work) for Government/PSUs/Private /International clients the conducted event. with project value of Rs. 4 Cr or above during last three years (from the last date of submission of bid) Projects Details as per format given in section a) 3 or more Projects each of Rs. 4 Cr or above = 40 Marks 10.3 b) 2 Projects each of Rs. 4 Cr or above = 30 Marks c) 1 Projects of Rs. 4 Cr or above = 20 Marks 3. Experience in Sports Event Management Copy of Work Order / (Maximum 10 Marks) Certificate from Client / Agreement, highlighting Organized any sports meet/seminars/event for nature of event i.e. sport and contract value. Government/PSUs/Private /International clients during the
last three years (from the last date of submission of bid) for Projects Details as per the project value of Rs. 1.5 Crores or above format given in section 10.3 a) 1 Project of Rs. 1.5 Cr or above = 05 Marks
b) 2 Projects each of Rs. 1.5 Cr or above = 10 Marks 4. Technical Presentation (Maximum 30 Marks) Evaluation will be done on the technical presentation Understanding of scope of the work and observation by Methodology and work plan for management of the Evaluation committee along event covering all aspects with department officials Execution strategy to make event successful Advertising / Publicity Strategy
4.3. Stage 3: Commercial/Financial Bid Evaluation
The Commercial/Financial bids for technically qualified bidders will be opened. Commercial/Financial bids, not substantially responsive or incomplete in any manner, are liable to be disqualified. The technically qualified bidder (which is scoring 60 or above scores while Technical Bid Evaluation) with the overall L1 rate shall be selected. (L1 rate is the lowest rate discovered among financial bids submitted by the technically qualified bidders). Prices exclusive of any applicable taxes, levies, etc. will be considered while arriving at L1 rate. If any taxes are not quoted as per the currently applicable rates without giving details or proof of applicability of the taxes at any concessional/ higher rates, the Purchaser reserves the rights to load the quoted prices as per the applicable rate of taxes prevalent at the time of bid evaluation for price comparison purposes. However, responsibility in this regard shall solely rest with bidder.
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The Purchaser shall be under no obligation to accept the lowest or any other offer received in response to this tender notice and shall be entitled to reject any or all offers, including those received late, or incomplete, without assigning any reason therefore. The Purchaser reserves the right to make changes in terms and conditions of the tender. The Purchaser will not be obliged to meet and have discussions with any of the Bidder and / or to give a hearing on their representations.
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5. Manpower and Key Professionals The agency should ensure deployment of necessary and adequate manpower to accomplish the tasks mentioned under Scope of Work. Agency should make proper assessment of manpower requirement before the start of event.
Team Leader, Assistant Team Leader, Promotion Coordinator, Playground and Equipment Coordinator should be deployed onsite by agency within 7 days of issuance of Letter of Intent (LOI). Other resources should join within 12 days of issuance of LoI.
Following resources will work closely with department and other stakeholders to make this event successful:
S. No Role Minimum Key Responsibilities under this Experience assignment
1. Team Leader Post Graduate in event Responsible for end-to-end (Event Manager) management with 10+ management and execution of the Years of relevant event experience in event Work closely with client and day- management to-day interaction with all stakeholders 2. Assistant Team 8+ Years of relevant Provide every assistance to Team Leader experience in event Leader for the end-to-end management management and execution of the event Work closely with client and day- to-day interaction with all stakeholders along with the Team Leader 3. Promotion & Media 7+ Years of relevant Responsible for Coordinator experience designing/carrying out all the marketing, promotional & media activities for the event 4. Accommodation 5+ Years of relevant Responsible for end-to-end Coordinator experience coordination for the accommodation for participants/team leader Will work in close consultation with the concerned committee 5. Food Coordinator 7+ Years of relevant Responsible for end-to-end experience coordination for the food, snacks and water etc. for participants/ officials/dignitaries/guests/staff Will work in close consultation with the concerned committee 6. Opening and 6+ Years of relevant Responsible for end-to-end Closing Ceremony experience execution and coordination for the Coordinator opening and closing ceremonies. Will work in close consultation with the concerned committee
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7. Reception and 5+ Years of relevant Responsible for providing all Registration experience necessary assistance and support Coordinator on any kind of queries for participants/ officials/ dignitaries/guests/staff Collating of information in timely and organized manner Will work in close consultation with the concerned committee 8. Anchors For 5+ Years of relevant Presentation of the opening and Opening and experience closing ceremony Closing ceremony Have good presenting skills, experience of hosting events/programs and command over both the Hindi and English language 9. Anchors on other 4+ Years of relevant Presentation of the entire event on days experience other days Have good presenting skills, experience of hosting events/programs and command over both the Hindi and English language 10. Paramedic 5+ Years of relevant Responsible for providing all Professional experience necessary medical assistance to participants/ officials/ support staff 11. Playground and 6+ Years of relevant Responsible for providing end-to- Equipment experience end coordination for all the on field Coordinator arrangements for sports equipments/stage items/decorative items/uniforms/award ceremony items etc. Will work in close consultation with all the concerned committees/stakeholders 12. Transport 4+ Years of relevant Responsible for end-to-end Coordinator experience coordination for the transport and logistics for participants/team leader/officials Will work in close consultation with the concerned committee
i. All the above mentioned resources shall work as per the stipulated and finalized timelines and having encounter any risk flags should highlight them immediately to the department’s concerned person. These resources should carry two contact numbers with them available throughout their engagement and make these numbers listed in the concerned committee’s contact details. ii. The EMA shall maintain proper system of attendance on daily basis for the deployed staff and shall handover the same to the concerned officer of the department whenever ask for.
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iii. All the staff should carry identity card with them. Helpers are to be provided with proper badges and uniforms.
6. Terms of Payment Payment to the selected agency shall be released as per the following schedule:
S. No Parameter Percentage of Remark Amount 1 Deployment of 5% of the contract value Deployment of resources within following resources: against the the stipulated timeline of 07 days o Team Leader, Performance Bank from the date of issuance of LoI. o Assistant Team Guarantee Leader, o Promotion & Media Coordinator, o Playground and Equipment Coordinator
2 Approval by 5% of the contract value The inception report should department of in against the outline the approach/ Inception Report Performance Bank methodology and execution submitted by the Guarantee programme/manpower agency deployment plan of key professionals/timetable for different activities mentioned in the scope of the work and it should be prepared in consultation with the department. Inception Report should be submitted within 12 days from the date of issuance of LOI. 3 Post completion of 70% of the contract Payment to be made by event value department after due verification of the invoices and supporting bills/food coupons. Payment shall be made on actual basis/Pro-rata basis irrespective of the quantity/services mentioned in the BOQ. 4 Submission of Final 20% of the contract The activity should be done within Event Report along value 15 days post completion of the with videos, CCTV event. recordings and Payment shall be made on final acceptance by the department, i.e. photographs of the if all the deliverables found event satisfactory.
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7. Penalty Clause 1. EMA has to deploy the resources on site in Bhopal as per the requirement mentioned under section 5 of this RFP within the stipulated time on issuance of LOI. Inception report need to be submitted by EMA within 12 days of issuance of LOI. In case of any delay in deployment of resource, penalty of INR 50,000 per resource/per day will be levied on EMA. Similarly, in case of any delay in submission of Inception Report, penalty of INR 50,000 per day will be levied on EMA.
2. During the term of the Contract, EMRS Society, at its sole discretion, will assess the EMA’s performance regarding fulfilment of its obligations. It is contemplated that this assessment of the EMA’s performance shall be based on the following factors:
Timely delivery of the services Standard of quality of services Quantity of the items as per the RFP
3. EMRS SOCIETY will carry out the regular assessment of the EMA performance, if performance not found satisfactory on any of the above-mentioned factors, the following penalty may be levied upon the EMA: If the EMA fails to timely deliver the services, EMRS SOCIETY may proceed to take such remedial action(s) including award of work to any other Agency, as deemed fit by EMRS SOCIETY, at the risk and expense of the EMA and without prejudice to other contractual rights and remedies which EMRS SOCIETY may have against the EMA. Any other delay by the bidder in the performance of its obligation, shall attract penalty at the rate of 10% of the value of particular work per day to a maximum of 50% of the value of relevant portion of Work Order.
In case the default in quality of goods/services is found, the designated committee of EMRS SOCIETY will assess the actual value of the goods/services supplied and payments will be made based on this assessment. Over and above, EMRS SOCIETY reserves the right to levy penalty ranging from 10% to 50% of relevant portion of Work Order for the work, as decided by the designated committee of EMRS SOCIETY.
4. EMRS society has every right to blacklist the EMA in case of poor performance.
5. Also, any failure by EMA in maintaining its contractual obligations shall render EMA liable to any or all of the following sanctions without prejudice to other contractual rights and remedies which EMRS SOCIETY may have against the EMA:
i. Forfeiture of its Performance Security
ii. Termination of the Contract for default
8. General Terms and Conditions of Contract
8.1. Conditions Precedent i. In case of any difference in opinion or understanding with respect to the Scope of Work and Terms and Conditions of the RFP, the interpretation of the Secretary, EMRS shall be final and binding on both the parties. ii. Obtaining of all statutory and other approvals required for the performance of the Services under this Contract. This may include approvals/clearances, wherever applicable, that may be required for execution of the contract e.g. clearances from Government authorities for importing equipment, exemption of Tax/Duties/Levies, work permits/clearances for Bidder/Bidder’s team, etc.
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iii. Furnishing of documents as the Purchaser may specify/ demand.
8.2. Taxes iv. All payments to the EMA shall be subject to the deductions of applicable taxes. All costs, damages or expenses which the Purchaser may have paid or incurred, for which under the provisions of the Contract, the EMA is liable, the same shall be deducted by the Purchaser from any dues to the EMA. v. EMA shall bear all personnel taxes levied or imposed on its personnel, or any other member of EMA’s team, etc. on account of payment received under the Contract. EMA shall bear all corporate taxes, levied or imposed on EMA on account of payments received by it from the Purchaser for the work done under the Contract. vi. Should EMA fail to submit returns/pay taxes in times as stipulated under applicable Indian/State Tax Laws and consequently any interest or penalty is imposed by the concerned authority, EMA shall pay the same. EMA shall indemnify Purchaser against any and all liabilities or claims arising out of this Contract for such taxes including interest and penalty by any such Tax Authority may assess or levy against the Purchaser/Prime Bidder.
8.3. Indemnity The EMA (the "Indemnifying Party") undertakes to indemnify the Purchaser and its nominated agencies (the "Indemnified Party") from and against all losses, claims, damages, compensation etc. on account of bodily injury, death or damage to tangible personal property arising in favor of any person, corporation or other entity (including the Indemnified Party) attributable to the Indemnifying Party’s negligence, willful default, lack of sue care or breach of terms of the Contract.
8.4. Dispute Resolution a) Both the parties shall make every effort to resolve amicably by direct informal or formal form of negotiation any disagreement or dispute arising between them under or in connection with the Contract b) In case, a dispute is referred to arbitration, the arbitration shall be under the Indian Arbitration and Conciliation Act, 1996 and any statutory modification or re-enactment thereof. c) The Arbitration proceedings shall be governed by the Arbitration and Conciliation Act, 1996. d) The Arbitration proceedings shall be held in Bhopal, Madhya Pradesh, India. e) The Arbitration proceeding shall be governed by the substantive laws of India. f) The proceedings of Arbitration shall be in Hindi/English language. g) Except as otherwise provided elsewhere in the contract if any dispute, difference, question or disagreement arises between the parties hereto or their respective representatives or assignees, at any time in connection with construction, meaning, operation, effect, interpretation or out of the contract or breach thereof the same shall be referred to a Tribunal of three (3) Arbitrators, constituted as per the terms of and under the (Indian) Arbitration and Conciliation Act, 1996. Each party to the contract shall appoint/ nominate one Arbitrator each, the two Arbitrators so appointed/ nominated by the Parties herein shall together choose the third Arbitrator, who shall be the Presiding Arbitrator of the Tribunal. The consortium of the three Arbitrators shall form the Arbitral Tribunal. h) The fees of the arbitrator, costs and other expenses incidental to the arbitration proceedings shall be borne equally by the parties.
8.5. Force Majeure If, at any time, during the continuance of this contract the performance in whole or in part by either party of any obligation under this contract shall be prevented of delayed by reason of any war, hostility, acts of the public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics, quarantine restriction, strikes, lock-outs or acts of God (hereinafter referred to as “incidents”), provided notice of happening of any such incidents eventuality is given by either party to the other
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within 21 days from the date of occurrence thereof, neither party shall by reason of such event, be entitled to terminate this contract nor shall either party have any claim for damages against the other in respect of such non-performance or delay in performance; and deliveries under the contract shall be resumed as soon as practicable after such incident has come to an end or ceased to exist, and the decision of the purchasing officer as to whether the deliveries have been so resumed or not, shall be final and conclusive, provided further that if the performance in whole or part of any obligation under this period exceeding 60 days, either party may at its option terminate the contract PROVIDED ALSO that it the contract is terminated under this clause, the purchaser shall be at liberty take over from the contract at a price to be fixed by the purchasing Officer which shall be final all unused, undamaged and acceptable materials, bought out components and stores in course of manufacture in the possession of the contractor at the time of such termination or such portion there of as the purchaser may deem fit accepting such material, bought out components and stores as the contractor may with the concurrence of the purchaser elect to retain.
8.6. Publicity Neither Party may use the trademarks of the other Party without the prior written consent of the other Party except that the EMA may, upon completion, use the Project as a reference for credential purpose. Except as required by law or the rules and regulations of each stock exchange upon which the securities of one of the Parties is listed, neither Party shall publish or permit to be published either alone or in conjunction with any other person any press release, information, article, photograph, illustration or any other material of whatever kind relating to the Contract, the SLA or the business of the Parties without prior reference to and approval in writing from the other Party, such approval not to be unreasonably withheld or delayed provided however that the EMA may include the Purchaser or its client lists for reference to third parties subject to the prior written consent of the Purchaser not to be unreasonably withheld or delayed. Such approval shall apply to each specific case and relate only to that case.
8.7. Risk Purchase If the EMA fails to perform its obligations (or any part thereof) under the Contract or if the Contract is terminated by the Purchaser due to breach of any obligations of the EMA under the Contract, the Purchaser reserves the right to procure the same or equivalent Goods / Services from alternative sources at the EMA risk and responsibility. Any incremental cost borne by the Purchaser in procuring such Goods /Services shall be borne by the EMA. Any such incremental cost incurred in the procurement of the such Goods /Services from alternative source will be recovered from the undisputed pending due and payable Payments /Performance Bank Guarantee provided by the EMA under the Contract and if the value of the Goods /Services under risk purchase exceeds the amount of Performance Bank Guarantee, the same may be recovered, if necessary, by due legal process.
8.8. Insurance (Loss of Property and/or Life) The entire event should have a comprehensive insurance coverage from prominent companies. Any loss of property and / or life during preparations of the event and during the event itself would be borne entirely by the Event Management Agency and Purchaser shall not be held liable for any claims. The Event Management Agency shall be responsible for the payments arising out of any Third Party claims. The Event Management Agency is advised to procure insurance for meeting such liabilities at his own expense.
8.9. Limitation of Liability
i. The liability of the Purchaser (whether in contract, tort, negligence, strict liability in tort, by statute or otherwise) for any claim in any manner related to the Contract shall be limited to the amount of fees remaining to be paid to the EMA under the Contract. ii. Except as otherwise provided herein, in no event shall either party be liable for any consequential,
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incidental, indirect, special or punitive damage, loss or expenses (including but not limited to business interruption, lost business, lost profits, or lost savings) nor for any third party claims, even if it has been advised of their possible existence. iii. Notwithstanding anything contained in the foregoing, the liability cap and exclusion for the EMA given under the Clause shall not be applicable to the indemnification obligations and breach of confidentiality provisions.
8.10. Intellectual Property Rights The EMA shall not use any material with intellectual property right without prior permission. The Bidder shall have to take all required permissions and clearance related to intellectual property used during the event prior to its use. The Purchaser shall not be held liable for any default.
8.11. Confidentiality i. EMA shall not, either during the term or after expiration of this Contract, disclose any proprietary or confidential information relating to the Services/Contract and/or Purchaser’s business/ operations, information, Application/software, hardware and other information / documents without the prior written consent of the Purchaser. ii. The Purchaser reserves the right to adopt legal proceedings, civil or criminal, against EMA in relation to a dispute arising out of breach of obligation by EMA under this clause. iii. EMA shall do everything reasonably possible to preserve the confidentiality of the Confidential Information including execution of a confidentiality agreement with the Purchaser to the satisfaction of the Purchaser. iv. EMA shall notify the Purchaser promptly if it is aware of any disclosure of the Confidential Information otherwise than as permitted by the Contract or with the authority of the Purchaser. v. EMA shall be liable to fully recompense the Purchaser for any loss of revenue arising from breach of confidentiality.
8.12. Events of Default by EMA i. The failure on the part of EMA to perform any of its obligations or comply with any of the terms of the Contract shall constitute an Event of Default on the part of EMA. The events of default are but not limited to: a. The EMA has failed to perform the obligations under the Contract or failed to execute the scope of work under the Contract; b. the EMA has failed to remedy a failure to perform its obligations in accordance with the specifications issued by the Purchaser, despite being served with a default notice which laid down the specific deviance on the part of the EMA to comply with any stipulations or standards as laid down by the Purchaser; or c. the EMA or its team has failed to conform with any of the service specifications as set out in the RFP or the Contract; d. the EMA has failed to demonstrate or sustain any representation or warranty made by it in the Contract, with respect to any of the terms of its Proposal, the RFP and the Contract; e. EMA / EMA’s Team has failed to demonstrate or sustain any representation made by it in this Contract, with respect to any of the terms of its Bid, the RFP and the Contract f. There is a proceeding for bankruptcy, insolvency, winding up or there is an appointment of receiver, liquidator, assignee, or similar official against or in relation to EMA. g. EMA’s Team has failed to comply with or is in breach or contravention of any applicable laws. h. The EMA has failed to comply with any terms and conditions of the Contract ii. Undue delay in achieving the agreed timelines for delivering the services under the Contract; iii. Where there has been an occurrence of such defaults inter alia as stated above, the Purchaser shall issue a notice of default to EMA, setting out specific defaults / deviances / omissions /
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non-compliances / non-performances and providing a notice of thirty (30) days to enable such defaulting party to remedy the default committed. iv. Where despite the issuance of a default notice to EMA by the Purchaser, EMA fails to remedy the default to the satisfaction of the Purchaser, the Purchaser may, where it deems fit, issue to the EMA another default notice or or proceed to adopt such remedies as may be available to the Purchaser including but not limited to the remedies provided in clauses hereunder.
8.13. Consequences of Event of Default Where an Event of Default subsists or remains uncured, the Purchaser shall be entitled to:
i. Impose any such obligations and conditions and issue any clarifications as may be reasonably necessary to, inter alia, ensure smooth continuation of the Services and the project which the EMA shall be obliged to comply with. The EMA shall in addition take all available steps to minimize loss resulting from such event of default.
ii. Terminate the Contract in full or in part.
iii. Retain such amounts from the payment due and payable by the Purchaser to the EMA as may be required to offset any losses caused to the Purchaser as a result of such event of default and the EMA shall compensate the Purchaser for any such loss, damages or other costs, incurred by the Purchaser in this regard.
iv. Invoke the Performance Bank Guarantee and other Guarantees furnished hereunder, enforce indemnity provisions, recover such other costs/losses and other amounts from the EMA which may have resulted from such default and pursue such other rights and/or remedies that may be available to the Purchaser under law.
8.14. Termination for Breach The Purchaser may, terminate the Contract by giving the EMA a prior and written notice of up to 05 days indicating its intention to terminate the Contract under the following circumstances:
i. Where the Purchaser is of the opinion that there has been such Event of Default on the part of the EMA which would make it proper and necessary to terminate the Contract and may include failure on the part of the EMA to respect any of its commitments with regard to any part of its obligations under its Proposal, the RFP or under the Contract.
ii. Where it comes to the Purchaser’s attention that the EMA (or the EMA’s Team) is in a position of actual conflict of interest with the interests of the Purchaser, in relation to any of terms of the EMA’s Proposal, the RFP or the Contract.
iii. Purchaser may terminate the Contract if it comes to knowledge of the Purchaser that the EMA or any of the EMA’s personnel have been involved in any fraudulent or corrupt practices or any other practice of similar nature.
8.15. Effects of Termination i. In the event of termination of the Contract due to any cause whatsoever, (whether consequent to the stipulated Term of the Contract or otherwise) the Purchaser shall be entitled to impose any such obligations and conditions and issue any clarifications as may be necessary to ensure an efficient transition and effective business continuity of the project which the EMA shall be obliged to comply with and take all available steps to minimize loss resulting from that termination/breach, and further allow the successor EMA to take over the obligations of the erstwhile EMA in relation to the execution/continued execution of the scope of the Contract.
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ii. Nothing herein shall restrict the right of the Purchaser to invoke the Bank Guarantee and other Guarantees furnished hereunder and pursue such other rights and/or remedies that may be available to the Purchaser under law.
8.16. Termination of Contract due to bankruptcy Where the EMA’s ability to survive as an independent corporate entity is threatened or is lost owing to any reason whatsoever, including inter-alia the filing of any bankruptcy proceedings against the EMA, any failure by the EMA to pay any of its dues to its creditors, the institution of any winding up proceedings against the EMA or the happening of any such events that are adverse to the Commercial/Financial viability of the EMA, the Purchaser shall reserve the right to take any steps as may be necessary, to ensure the effective transition of the project to a successor EMA, and to ensure business continuity provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the Purchaser.
8.17. Rights other than Termination The termination hereof shall not affect any accrued right or liability of either Party nor affect the operation of the provisions of the Contract that are expressly or by implication intended to come into or continue in force on or after such termination. The termination provisions set out in this Clause are in addition to any termination rights that the Purchaser may have under the Contract/RFP and are in addition to, and without prejudice to, other rights that the Purchaser may have under law and the Contract.
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9. Bidding Formats for Pre-qualification bid
9.1. Pre-Qualification Checklist
Prescribed Compliance Document Format (Yes / No / NA)
Acknowledge Tender Document Fees ment slip
Acknowledge Earnest Money Deposit ment slip
Prequalification Covering Letter Section 9.2
Company Profile Section 9.3
a) Copy of Certification of Incorporation / Registration None Certificate
b) PAN card c) GST registration
“Certificate from the Statutory Auditor/CA” on turnover details None over the last three (3) financial years (FY 2018-19, FY 2017-18 and FY 2016-17) from Event Management Related Activities
“Copy of Work order” and “Client Certificate for satisfactory None performance mentioning number of participants” for having experience in Event Management experience of seminar/ conclave/ expo of Government/PSUs/Private /International level (which involves participation of 2000 plus participants) over the last three years (from the date of submission of bid) for the contract value of 1 project of Rs. 4 Crores or above
Power of Attorney to authorized signatory (Duly attested on Section 9.4
stamp paper) to be accompanied with Board resolution
No Deviation Certificate Section 9.5
Self-Declaration with affidavit for Non-Blacklisting status of Section 9.6
Bidder
Relevant Project Experience As per the Pre-Qualification Criteria Section 9.7
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9.2. Pre-qualification Covering Letter [On Bidder’s Letterhead] Date:………………….. To The Secretary, EMRS Society Govt. of Madhya Pradesh 2nd Floor Satpura Bhawan Bhopal – 462003
Sub: Request For Proposal (RFP) For Selection Of Event Management Agency For National Sports Meet For Eklavya School Children (Grade 6-12) At Bhopal (MP) Ref: RFP No. <<…..>> dated << …..>> Dear Sir, With reference to your “Request For Proposal (RFP) For Selection Of Event Management Agency For National Sports Meet For Eklavya School Children (Grade 6-12) At Bhopal (MP)”, we hereby submit our Prequalification bid, Technical Bid and Commercial/Financial Bid for the same. We hereby declare that: a. We hereby acknowledge and unconditionally accept that the Purchaser can at its absolute discretion apply whatever criteria it deems appropriate, not just limiting to those criteria set out in the RFP and related documents, in short listing of Agency b. We have submitted EMD and Tender fee online through e-Tender Portal https://mptenders.gov.in. c. We hereby declare that all information and details furnished by us in the Bid are true and correct, and all documents accompanying such application are true copies of their respective originals. d. We agree to abide by our offer for a period of 180 days from the date of opening of pre-qualification bid prescribed by Purchaser and that we shall remain bound by a communication of acceptance within that time. e. We have carefully read and understood the terms and conditions of the RFP and the conditions of the contract applicable to the RFP. We do hereby undertake to provision as per these terms and conditions. f. In the event of acceptance of our bid, we do hereby undertake: i. To provide the services as stipulated in the RFP document ii. We affirm that the prices quoted are inclusive of execution of all the activities and providing necessary support. g. We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and notification of award of contract, shall constitute a binding contract between us. h. We understand that the Purchaser may cancel the bidding process at any time and that Purchaser is not bound to accept any bid that it may receive without incurring any liability towards the bidder. i. We fully understand and agree to comply that on verification, if any of the information provided in our bid is found to be misleading the selection process, we are liable to be dismissed from the selection process or termination of the contract during the project, if selected to do so In case of any clarifications please contact ______email at ______Thanking you,
EMRS Society, Bhopal (MP) Page 44 of 57 RFP for SELECTION OF EVENT MANAGEMENT AGENCY FOR NATIONAL SPORTS MEET FOR EKLAVYA SCHOOLS (GRADE 6-12) AT BHOPAL - (MADHYA PRADESH)
Yours sincerely, (Signature of the bidder)
Printed Name Designation
Seal
Date: Place: Business Address:
9.3. Company Profile [To be submitted on bidder’s Letter Head]
A. Bidder Details
S. No. Particulars Details
1. Name of Bidder
2. Legal status of Bidder (company, Pvt. Ltd., etc.)
3. Main business of the Bidder
4. Registered office address
5. Incorporation date and number
6. GST Registration number
7. PAN details
8. Primary Contact Person (Name, Designation, address, mobile number, fax, email)
9. Secondary Contact Person (Name, Designation, address, mobile number, fax, email)
B. Certificate of Incorporation
C. Bidder Financial Details
Financial Year FY 2018-19 FY 2017-18 FY 2016-17 ---- Turnover from supply and services of Event
Management and equivalent
Copy of audited financial statements or declaration from the appointed statutory auditor to be provided as proof of the financial turnover as mentioned in Section 4.1.
EMRS Society, Bhopal (MP) Page 45 of 57 RFP for SELECTION OF EVENT MANAGEMENT AGENCY FOR NATIONAL SPORTS MEET FOR EKLAVYA SCHOOLS (GRADE 6-12) AT BHOPAL - (MADHYA PRADESH)
9.4. Format for Power of Attorney to Authorize Signatory POWER OF ATTORNEY
[To be executed on non-judicial stamp paper of the appropriate value in accordance with relevant Stamp Act. The stamp paper to be in the name of the company who is issuing the power of attorney.]
We, M/s.______(name of the firm or company with address of the registered office) hereby constitute, appoint and authorize Mr. or Ms.______(Name and residential address) who is presently employed with us and holding the position of ______, as our Attorney to do in our name and our behalf all or any of the acts, deeds or things necessary or incidental to our Request for Proposal (RFP) for Selection Of Event Management Agency For National Sports Meet For Eklavya School Children (Grade 6-12) At Bhopal (MP), including signing and submission of the RFP response, participating in the meetings, responding to queries, submission of information or documents and generally to represent us in all the dealings with Client or any other Government Agency or any person, in connection with the works until culmination of the process of bidding till the Agreement is entered into with EMRS Society and thereafter till the expiry of the Project Agreement. We hereby agree to ratify all acts, deeds and things lawfully done by our said Attorney pursuant to this power of attorney and that all acts, deeds and things done by our aforesaid Attorney shall and shall always be deemed to have been done by us.
Dated this the _____ day of ______2019
(Signature and Name of authorized signatory)
______
(Signature and Name in block letters of all the remaining partners of the firm Signatory for the Company)
Seal of firm Company
Witness 1: Witness 2:
Note : The Mode of execution of the power of attorney should be in accordance with the procedure, if any laid down by the applicable law and the charter documents of the executant(s) and when it is so required the same should be under common seal affixed in accordance with the required procedure.
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9.5. No Deviation Certificate [On Bidder’s Letterhead] Date:………………….. The Secretary, EMRS Society Govt. of Madhya Pradesh 2nd Floor Satpura Bhawan Bhopal – 462003
Sub: RFP For Selection Of Event Management Agency For National Sports Meet For Eklavya School Children (Grade 6-12) At Bhopal (MP)
Dear Sir,
This is to certify that our offer is exactly in line with your tender enquiry/RFP (including amendments) no. ______dated ______. This is to expressly certify that our offer contains no deviation either Technical (including but not limited to Scope of Work) or Commercial/Financial in either direct or indirect form.
(Authorized Signatory)
Signature: Name: Designation: Address:
Seal: Date:
EMRS Society, Bhopal (MP) Page 47 of 57 9.6. Self-Declaration by bidder for not being blacklisted [To be executed on non-judicial stamp paper of the appropriate value in accordance with relevant Stamp Act. The stamp paper to be in the name of the company who is issuing the power of attorney.]
Date:………………….. To The Secretary, EMRS Society Govt. of Madhya Pradesh 2nd Floor Satpura Bhawan Bhopal – 462003
Sub: RFP For Selection Of Event Management Agency For National Sports Meet For Eklavya School Children (Grade 6-12) At Bhopal (MP)
We M/s ______(Name of the Bidder) having head office at ______undertake the following
We M/s______(Name of the Bidder) are not under a declaration of ineligibility for corrupt or fraudulent practices or blacklisted with any of the Government (Central or State), Semi-Govt & PSU in India in last three years (from the last date of submission of bid).
Signed on behalf of M/s ______(Name of Bidder)
Name and Designation of Signatory:
Place:
Date:
EMRS Society, Bhopal (MP) Page 48 of 57 9.7. Relevant Experience as per the Pre- Qualification Criteria
S.No Item Details
1 Name of the project
2 Work Order / Contract No.
3 Contract Value (In Lakhs)
4 Client Details
5 Name, Title & Address of the Client who can be contacted
6 Project Duration
7 Start Date & End Date
8 Scope of work
9 Relevant work domain
EMRS Society, Bhopal (MP) Page 49 of 57 10. Bidding Formats for Technical bid
10.1. Technical Proposal Checklist
Prescribed Compliance (Yes Document Format / No / NA)
Technical Bid Covering Letter Section 10.2
Certificate from the Statutory Auditor/CA on turnover None details from Event Management related activities
“Copy of Work Order / Certificate from Client / Agreement None copy” for executing project of similar nature (which involves participation of 2000 plus participants, activities performed are similar to what has been mentioned in the scope of work) for Government/PSUs/Private /International clients with project value of Rs. 4 Cr or above during last three years (from the last date of submission of bid)
“Certificate from client highlighting the actual number of participants in the conducted event.”
“Copy of Work Order / Certificate from Client / Agreement None copy”, highlighting nature of event i.e. sport and contract value for organizing any sports meet/seminars/event for Government/PSUs/Private /International clients during the last three years (from the last date of submission of bid) for the project value of Rs. 1.5 Crores or above
Relevant Project Experience As per the Technical Section 10.3 Evaluation Criteria
Un-priced Bill of Material Section 10.4
EMRS Society, Bhopal (MP) Page 50 of 57 10.2. Technical Bid Covering Letter [On Bidder’s Letterhead] Date:………………….. To The Secretary, EMRS Society Govt. of Madhya Pradesh 2nd Floor Satpura Bhawan Bhopal – 462003
Sub: RFP For Selection Of Event Management Agency For National Sports Meet For Eklavya School Children (Grade 6-12) At Bhopal (MP)
Ref: RFP No. <<…..>> dated << …..>> Dear Sir,
I / We, <
We declare that all the services shall be performed strictly in accordance with the RFP documents.
We confirm that the information contained in this response or any part thereof, including its exhibits, and other documents and instruments delivered or to be delivered to EMRS Society, Government of Madhya Pradesh is true, accurate, verifiable and complete. This response includes all information necessary to ensure that the statements therein do not in whole or in part mislead the department in its evaluation process. We also confirm that we shall not attract conflict of interest in principle.
We hereby declare that in case the contract is awarded to us, we shall submit the contract Performance bank guarantee in the form prescribed at section 13 of this RFP.
We hereby declare that our bid is made in good faith, without collusion or fraud and the information contained in the bid is true and correct to the best of our knowledge and belief.
We understand that our bid is binding on us and that you are not bound to accept a Bid you receive. This bid is valid for 180 days after opening of technical bid. We shall extend the validity of the bid if required by Purchaser.
Thanking you,
Yours sincerely,
(Signature of the Bidder)
Printed Name Designation
Seal
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Date: Place: Business Address:
10.3. Experience of Event Management Projects
S.No Item Details
1 Name of the project
2 Work Order / Contract No.
3 Contract Value (In Lakhs)
4 Client Details
5 Name, Title & Address of the Client who can be contacted
6 Project Duration
7 Start Date & End Date
8 Scope of work
9 Relevant work domain
Please note:
Prices should NOT be inserted anywhere in the technical bid response otherwise the bidder would get disqualified.
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11. Format for Commercial/Financial Bid The rates in the Commercial/Financial bid would have to be filled in the Price Bid.
<< Online As per Price Bid Format >>
Notes: i. The bidder should take care that rate mentioned sufficiently covers the expenses that the bidder shall incur on the project as mentioned in the scope of work. There should not be any separate cost for each item. ii. All work should be carried out in consultation with designated committee /officer of EMRS SOCIETY iii. It is recommended that all the bidders should visit the sites/venues in Bhopal (MP) where the games will be played and make their own assessment of infrastructure /manpower requirement and should quote prices accordingly iv. The numbers indicated herewith are tentative and may be scaled-up or scaled-down. The final requirements shall be derived upon in consultation with the successful bidder, and basis on actual on-field requirement. Payment to the agency shall be made on actual basis and as per the final assessment report of nodal officer v. "EMRS society has every right not to select any item from BOQ of successful agency, if they feel rate of that particular work/item is unusual higher/inflated. EMRS society at its sole discretion may decide to give portion of that work/item to any other external agency and EMA should ensure proper coordinate and support to the external agency. vi. In view of above, it is highly recommended to all bidders to carry out proper market assessment and necessary due diligence before quoting prices." vii. No conditions should be attached to the price bid viii. "The amount should be quoted in both figure and words. In case of discrepancies in the prices mentioned in the figure and word, the prices mentioned in the words shall be considered as final price." ix. Applicable taxes shall be paid extra on submission of documentary proof at the time of submission of invoices
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12. Format to submit Pre-bid queries Page Reference Suggested Revised Sr. Content in no. of Clause Clarification sought Clause no. the RFP RFP no.
Clauses related to RFP
Any Addition Request in Scope of Work & Bill of Quantity (BOQ)
Note: In addition to the Pre-Bid queries bidders are free to submit their opinions/recommendations on any addition required in Scope of Work and Bill of Quantity (BOQ).
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13. Format for Performance Bank Guarantee / Security Deposit [On Bidder’s Letterhead] Date:………………….. To The Secretary, EMRS Society Govt. of Madhya Pradesh 2nd Floor Satpura Bhawan Bhopal – 462003 Dear Sir,
WHEREAS
M/s. (name of event management agency), a company registered under the Companies Act, 1956, having its registered office at (address of the bidder), (hereinafter referred to as “our constituent”, which expression, unless excluded or repugnant to the context or meaning thereof, includes its successors and assignees), agreed to enter into a contract dated …….. (Herein after, referred to as “Contract”) with you Madhya Pradesh Tribal Welfare Residential and Ashram Educational Institutions Society for referred RFP.
We are aware of the fact that as per the terms of the contract, M/s. (name of event management agency) is required to furnish an unconditional and irrevocable bank guarantee of amount 10% of purchase order in favor of Madhya Pradesh Tribal Welfare Residential and Ashram Educational Institutions Society for an amount <<....>>, valid for a period of six (6) months beyond the expiry of the contract duration and guarantee the due performance by our constituent as per the contract and do hereby agree and undertake to pay the amount due and payable under this bank guarantee, as security against breach/ default of the said contract by our constituent.
In consideration of the fact that our constituent is our valued customer and the fact that he has entered into the said contract with you, we, (name and address of the bank), have agreed to issue this Performance Bank Guarantee. Therefore, we (name and address of the bank) hereby unconditionally and irrevocably guarantee you as under:
In the event of our constituent committing any breach/default of the said contract, and which has not been rectified by him, we hereby agree to pay you forthwith on demand such sum/s not exceeding the sum of amount <<....>>), without any demur.
Notwithstanding anything to the contrary, as contained in the said contract, we agree that your decision as to whether our constituent has made any such default(s) / breach(es), as aforesaid and the amount or amounts to which you are entitled by reasons thereof, subject to the terms and conditions of the said contract, will be binding on us and we shall not be entitled to ask you to establish your claim or claims under this Performance Bank Guarantee, but will pay the same forthwith on your demand without any protest or demur. This PBG will remain valid for a period of six (6) months beyond the expiry of the contract duration.
We further agree that the termination of the said agreement, for reasons solely attributable to our constituent, virtually empowers you to demand for the payment of the above said amount under this guarantee and we would honor the same without demur.
We hereby expressly waive all our rights to pursue legal remedies against Madhya Pradesh Tribal Welfare Residential and Ashram Educational Institutions Society.
We the guarantor, as primary obligor and not merely surety or guarantor of collection, do hereby irrevocably and unconditionally give our guarantee and undertake to pay any amount you may claim (by one or more claims) up to but not exceeding the amount mentioned aforesaid during the period from and including the date of issue of this guarantee through the period.
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We specifically confirm that no proof of any amount due to you under the contract is required to be provided to us in connection with any demand by you for payment under this guarantee other than your written demand.
If it is necessary to extend this guarantee on account of any reason whatsoever, we undertake to extend the period of this guarantee on the request of our constituent upon intimation to you.
This Performance Bank Guarantee shall not be affected by any change in the constitution of our constituent nor shall it be affected by any change in our constitution or by any amalgamation or absorption thereof or therewith or reconstruction or winding up, but will ensure to your benefit and be available to and be enforceable by you during the period from and including the date of issue of this guarantee through the period.
Notwithstanding anything contained hereinabove, our liability under this Performance Guarantee is restricted to amount <<....>>), and shall continue to exist, subject to the terms and conditions contained herein, unless a written claim is lodged on us on or before the aforesaid date of expiry of this guarantee.
We hereby confirm that we have the power/s to issue this Guarantee in your favor under the Memorandum and Articles of Association/ Constitution of our bank and the undersigned is/are the recipient of authority by express delegation of power/s and has/have full power/s to execute this guarantee under the Power of Attorney issued by the bank in your favor.
We further agree that the exercise of any of your rights against our constituent to enforce or forbear to enforce or any other indulgence or facility, extended to our constituent to carry out the contractual obligations as per the said Contract, would not release our liability under this guarantee and that your right against us shall remain in full force and effect, notwithstanding any arrangement that may be entered into between you and our constituent, during the entire currency of this guarantee.
Any payment made hereunder shall be free and clear of and without deduction for or on account of taxes, levies, imports, charges, duties, fees, deductions or withholding of any nature imposts.
This guarantee shall be governed by and construed in accordance with the Indian Laws and we hereby submit to the exclusive jurisdiction of courts of Justice in Bhopal (M.P) for the purpose of any suit or action or other proceedings arising out of this guarantee or the subject matter hereof brought by you may not be enforced in or by such count.
Dated ……………………. this ……….. day …………. 2019.
Yours faithfully,
For and on behalf of the ……………
Bank,
(Signature)
Designation
(Address of the Bank)
Note:
This guarantee will attract stamp duty as a security bond.
EMRS Society, Bhopal (MP) Page 56 of 57
RFP for SELECTION OF EVENT MANAGEMENT AGENCY FOR NATIONAL SPORTS MEET FOR EKLAVYA SCHOOLS (GRADE 6-12) AT BHOPAL - (MADHYA PRADESH)
A duly certified copy of the requisite authority conferred on the official/s to execute the guarantee on behalf of the bank should be annexed to this guarantee for verification and retention thereof as documentary evidence.
EMRS Society, Bhopal (MP) Page 57 of 57