Bidding Document for Design & Supply of Musical

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BIDDING DOCUMENT

FOR

DESIGN & SUPPLY

MUSICAL INSTRUMENTS & COSTUMES FOR TRIBAL DANCE TROUPES AND SPORTS MATERIALS TO TRIBAL CLUBS OF SUNDARGARH DISTRICT ODISHA STATE

INTEGRATED TRIBAL DEVELOPMENT AGENCY, SUNDARGARH AT/PO/DISTRICT-SUNDARGARH, PIN-770001 ODISHA, INDIA

TELEPHONES: (91) 06622 – 273057, FAX : (91) 06622 – 273166/275171 WEBSITE: www.sundergarh.nic.in

SUNDARGARH DISTRICT AT A GLANCE:

Sundargarh District was constituted on the 1st January, 1948, out of the two ex–States of Gangpur and Bonai, which merged with Odisha on that day. True to its name, this beautiful District of Sundargarh with about 43 percent of its total area under forest cover and numerous colourful tribes dotting its landscape and with abundant mining potential is bounded by Ranchi District of Jharkhand on the North, Raigarh District of Chhatisgarh on the west and North West, Jharsuguda, Sambalpur and Angul Districts of Odisha on the South and South East and Singhbhum District of Jharkhand and Keonjhar District of Odisha on the east.

The Sundargarh town is the district headquarter. Geographically, the district is not a compact unit and consists of widely dissimilar tracts of expansive and fairly open, dotted with tree, clad isolated peaks, vast inaccessible forests, extensive river valleys and mountainous terrain. Broadly speaking, it is an undulating tableland of different elevations broken up by rugged hill ranges and cut up by torrential hill streams and the rivers IB and Brahmani. The general slope of the District is from north to south. Because of this undulating, hilly and sloping nature of landscape, the area is subjected to rapid runoff leading not only to soil erosion but also to scarcity of water for both agriculture and drinking purposes. Brahmani, Sankh, Koel and IB are the major rivers flowing though this District. Covering a geographical area of 9712 SQ. KMs., Sundargarh District is the second largest District of the state, accounting for 6.23 percent of its total area. Out of this total area, forests cover 4232.57 SQ. KMs., this being the second largest in the state, accounting for 8.53 percent of the state total.

Sundargarh District has 3 sub divisions, 18 Tehsils, 17 Blocks and 279 Gram Panchayats and 1779 no. of villages (includes 8 Census Towns and 9 out growths) and 04 Urban Local Bodies. Topographically, this district is located between latitude 21 degree 36’ N to 22 degree 32’ N and longitude 83 degree 32’ E to 85 degree 22’ E. The population of this District is 20,93,437, which is fifth most populous District of the state, out of which the rural population is 13,55,340 and urban population is 7,38,097 and the TRIBAL population of the district is 10,62,349, which is more than 50% of the total population. The literacy rate of the district is 73.34%.

The tribals all over the state/country particularly in the area of Sundargarh are known for their performing arts in the form of indigenous tribal songs, music and rhythmic dance. Music and dance forms an integral part of their life and living. The dances and songs of tribals as well as the music they play with their traditional musical instruments are so vibrant and rhythmic that many foreign visitors evince interest to visit tribal pockets only to catch a glimpse of such music and dance. But with changing times, the melodious song, music and dance forms of tribal are in the process of dying out.

The tribal people have extra ordinary sports talents, whose reflections are found in their culture and lifestyle also. Many players from Odisha, especially from Sundargarh district like Jerina Tirkey, Dipika Toppo, Asha Kerketta and Anita Kerketta are among several emerging girls from the tribals of Sundargarh district in hockey, who share a dream – they all want to play hockey professionally and represent India internationally just like Dilip Tirkey, Lazarus Barla, Subhadra Pradhan, Jyoti Sunita Kullu and Binita Toppo as done in the past. Padmashree Dr. Dilip Tirkey also captained the Indian Hockey Team. After all, both girls and boys at village level in Sundargarh district are making India proud. Accordingly, if they will be provided with proper shoes & shocks, dresses and other accessories, then their performance will definitely get a boost.

Similarly, so many players both girls and boys from the villages are rising under football game also. It is the time to improve their talents by participating in different tournaments at block, district and National level. Accordingly, if they will be provided with shoes & shocks, jersey and other accessories relating to football game, their performance will definitely improve.

The climate of this District is characterized by extremely hot summers and cool winters. Climate is hot & moist sub humid. Normal rainfall of the District is approximately 1230 mm, but there is a deviation in receipt of rainfall pattern which is influencing crop production.

Sundargarh is recognized as an industrial district in the map of Odisha. Steel Plant, Coal Mines, Power Plants, Fertilizer Plant, Cement factory, Ferro Vanadium Plant, Machine building factory, Glass and china clay factory and Spinning mills are some of the major industries of this District. Sundargarh occupies a prominent position in the mineral map of Odisha and is rich in iron ore, limestone, manganese, dolomite, and fire clay. Major industries are the Odisha Cements ltd, Hart Fertilizers Ltd, and Odisha Industries Ltd. The industrial town of Rourkela in this District has the first government sector plant built with foreign collaboration and was the first in India to use LD oxygen technology.

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By FAX/ E-Mail/ Regd. Post/ Speed Post

INTEGRATED TRIBAL DEVELOPMENT AGENCY : SUNDARGARH

ITDA, Sundargarh, At/Po/Dist-Sundargarh Sundargarh – 770001 Tel No. 06622-273057 E-mail: [email protected]

OFFICESHORT TENDER CALL NOTICE

No. 1 3 0 4 /ITDAS(SDC) Dated the 4th July, 2018

Bid Identification Notice No/ITDA-SNG-SDC-02/2018-2019

1. The Collector-cum- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh on behalf of Governor of Odisha 2nd time inviting Annual Rate Contract in OFF-LINE mode from eligible Manufacturers/ Suppliers/Proprietors for supply of Musical Instruments and Costumes for 35 nos. of Tribal Dance Troupes of registered youth clubs run by the ST Communities to continue performing art in Sundargarh district. Similarly, shoes, dresses and other accessories of hockey and foot ball games are also required to be supplied to the youth clubs run by the ST Communities to strengthen the rural sports in Sundargarh district. The approximate requirement of quantity of above games and the type of costume and musical instruments to be required is as per the list enclosed herewith separately. The other details can be seen from the DTCN of this Annual Rate Contract. (For details, visit www.sundergarh.nic.in). 2. Nature of Works Supply of Musical Instruments and Costumes to 35 Tribal Dance Troupes and shoes, dresses and other accessories for foot ball and :- hockey games to registered youth clubs run by the ST Communities to continue performing art and sports under ITDA, Sundargarh, Panposh and Bonai of Sundargarh district. 3. Availability of bid document From 06.07.2018 (11.00 A.M.) to 16.07.2018 (5.00 P.M.) :- in the website 4. Last date of receipt of Bids :- Dt.16.07.2018 (5.00 PM) 5. Mode of receipt of Bids By Registered Post/ Speed Post (Indian Post Offices) only and in :- no other means. 6. Date of opening of Bid Date: 17.07.2018 at 03.00 PM in the office chamber of Collector, :- Sundargarh. 7. The bidders have to participate in OFF-LINE bidding only. Further details can be seen from the website (www.sundergarh.nic.in). Any addendum /corrigendum /cancellation of tender can also be seen in the said website.

Sd/- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh

Memo No. 1 3 0 8 / ITDAS(SDC) Dated the 4th July, 2018 Copy forwarded to the Editor, DHARITRI([email protected])/PRAMEYA(E- Mail: [email protected]) with a request to publish in their Daily Odia(Within Odisha) before 06.07.2018 for wide publication & circulation of this Annual Rate Contract Tender Call Notice. Complimentary copy of newspaper containing the Tender Call Notice must be submitted alongwith bill to this office for reference, record and payment. Sd/- Project Administrator, ITDA, Sundargarh

By FAX/ E-Mail/ Regd. Post/ Speed Post

INTEGRATED TRIBAL DEVELOPMENT AGENCY : SUNDARGARH

ITDA, Sundargarh, At/Po/Dist-Sundargarh Sundargarh – 770001 Tel No. 06622-273057 E-mail: [email protected]

OFFICE

No. 1 3 0 4 /ITDAS(SDC) Dated the 4th July, 2018

Bid Identification Notice No/ITDA-SNG-SDC-02/2018-2019

Sl. Name & nature of work Quantity per dance EMD Cost Of Tender Period of Supply from No. group (In No.) (Fig. in Rs.) Paper the date of Work Order 1 2 3 4 5 6 Supply of costumes and 282 nos./ sets of musical instruments of KISAN costumes & 15 DANCE for Kisan Tribe 5,000/- 500/- including design, supply and nos. of musical One Calender month 1 transportation with all taxes. instrument Supply of costumes and 200 nos./ sets of musical instruments of ORAM costumes & 15 2 DANCE for Oram Tribe 5,000/- 500/- including design, supply and nos. of musical One Calender month transportation with all taxes. instrument Supply of costumes and musical instruments of 185 nos./ sets of KHADIA DANCE for Khadia costumes & 14 3 5,000/- 500/- Tribe including design, supply nos. of musical One Calender month and transportation with all instrument taxes. Supply of costumes and musical instruments of PAUDI 135 nos./ sets of BHUYAN DANCE for Paudi costumes & 40 4 5,000/- 500/- Bhuyan Tribe including nos. of musical One Calender month design, supply and instrument transportation with all taxes. Supply of costumes and musical instruments of 210 nos./ sets of SANTALI DANCE for Santal costumes & 16 5 5,000/- 500/- Tribe including design, supply nos. of musical One Calender month and transportation with all instrument taxes.

Supply of costumes and musical instruments of 132 nos./ sets of KRUSHNA GURU DANCE for costumes & 24 6 5,000/- 500/- the Tribe of Sundargarh nos. of musical One Calender month including design, supply and instrument transportation with all taxes. Supply of costumes and musical instruments of 132 nos./ sets of KIRTANYA DANCE for the costumes & 24 7 5,000/- 500/- Tribe of Sundargarh including nos. of musical One Calender month design, supply and instrument transportation with all taxes. Supply of costumes and musical instruments of PALA 14 nos./ sets of DANCE for the Tribe of costumes & 16 8 2,000/- 300/- Sundargarh including design, nos. of musical One Calender month supply and transportation instrument with all taxes. Supply of hockey sticks, balls, Approximately jersey, shoes & shocks, net, for 200 teams as

9 shin guards and accessories per list given in 10,000/- 500/- One Calender month of goal keepers. DTCN

Supply of football balls, Approximately jersey, shoes & shocks, net, for 200 teams as

10 shin guards and gloves for per list given in 10,000/- 500/- One Calender month goal keeper and other DTCN accessories.

2. Bid documents consisting the quantities and the set of terms and conditions of contract and other necessary documents can be seen in the office of the P.A., ITDA, Sundargarh during office hours every day except Sunday and public holidays till last date of receipt of tender documents i.e. up to 16.07.2018. Interested bidders may sought for further information if any from the same address.

3. The Bid documents consisting of the quantities of the works and the set of DTCN with terms & Conditions of contract and other necessary documents can be seen & downloaded from the Sundargarh District website

www.sundergarh.nic.in from 11.00 A.M. of Dt.06.07.2018 to Dt.16.07.2018 up to 5.00 P.M.

4. Bids shall be received through Registered Post/ Speed Post only, and in no other means, which must reach to I.T.D.A., Sundargarh by 5.00 PM of 16.07.2018 in the address of “Project Administrator, ITDA, Sundargarh, At/Po-Sundargarh, District-Sundargarh,PIN-770001”. The bids to be received beyond the date line (after 16.07.2018 - 5.00 PM) will not be taken into consideration for opening and will be rejected. The authority will not be held responsible for Postal delay if any or non-receipt of the tender documents by the date line. The bidders are required to write the name of the Firm/ Suppliers alongwith the name for which Tribal Dance/

Sports he is applying for & Notice No. on the outer cover of the bid.

5. The sealed bid documents are to be submitted in sealed cover and shall contain signed DTCN.

6. The cost of bid documents including EMD as mentioned against each item must be submitted by each bidder in shape of Demand Draft issued from any Scheduled bank payable at Sundargarh alongwith the Tender documents in favour of Project Administrator, ITDA, Sundargarh, failing which the bid will be rejected.

7. Other details can be seen in the bidding documents. All the pages of bid should be duly filled & signed by the tenderer/ proprietor properly.

8. In order to ensure that the envelopes are properly sealed, the suppliers/ manufacturers/ proprietors can seal them with superglue and also add tamperproof tapes as additional precaution.

9. The bids received through Registered Post/ Speed Post (Indian Post Office) only by the date line will be opened on Dt. 17.07.2018 at 03.00 PM in the office chamber of the Collector, Sundargarh, in presence of the bidders, if prefer to attend. If the office happens to be closed on the date of receipt /opening of the bids as specified, the bids will be received /opened on the next working day at the same time & venue.

10. The authority reserves the right to cancel any or all bids without assigning any reason thereof.

Sd/-

Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh

Memo No. 1 3 0 5 / ITDAS(SDC) Dated the 4th July, 2018

Copy submitted to Sri Santosh Kumar Amat, Hon’ble Chairman, SDC, Sundargarh (Local Address: At/Po-Sundargarh, District-Sundargarh, PIN-770001,, near Consumer Court) for kind information.

Copy submitted to Smt. Kusum Tete, Hon’ble –Vice Chairperson, SDC, Sundargarh (Local Address: At/Po-Tasaladihi, PIN-770002, District-Sundargarh) for kind information.

Copy submitted to all SDC Members for kind information.

Sd/-

Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh

Memo No. 1 3 0 6 / ITDAS(SDC) Dated the 4th July, 2018

Copy forwarded to the Additional Secretary to Government, Planning & Convergence Department, Government of Odisha, Bhubaneswar for kind information.

Copy forwarded to the Director, SCSTRTI & Ex-Officio Advisor (Tribal Development & Special Development Council, SCSTRTI Building, Bhubaneswar for kind information.

Sd/-

Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh

Memo No. 1 3 0 7 / ITDAS(SDC) Dated the 4th July, 2018

Copy to the A.D.M., Sundargarh/ Rourkela/ P.D., DRDA, Sundargarh/ Executive Officer, Zilla Parishad, Sundargarh/ Sub-Collector, Sadar/Panposh/ PA, ITDA, Panposh/ Bonai/All Block Development Officers & Tahasildars of the District/ DI & PRO, Sundargarh/ Rourkela/ D.W.O., Sundargarh/ District Culture Officer, Sundargarh/ District Toursit Officer, Rourkela/ PM, DIC, Rourkela/ GM, DIC, Sundargarh for information and with a request to display this Annual Rate Contract Tender Call Notice in their respective office Notice Board for wide publication.

Copy to all the Members of the Tender Committee for information & necessary action. They are requested to remain present during opening of Bids.

Sd/-

Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh

Memo No. 1 3 0 8 / ITDAS(SDC) Dated the 4th July, 2018

Copy forwarded to the Editor, DHARITRI([email protected])/PRAMEYA(E-Mail: [email protected]) with a request to publish in their Daily Odia(Within Odisha) before 06.07.2018 for wide publication & circulation of this Annual Rate Contract Tender Call Notice. Complimentary copy of newspaper containing the Tender Call Notice must be submitted alongwith bill to this office for reference, record and payment. Sd/- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh

Memo No. 1 3 0 9 / ITDAS(SDC) Dated the 4th July, 2018

Copy to DIO, NIC, Sundargarh with a request to upload this Bid Identification Notice in the Sundargarh District Web Site www.sundergarh.nic.in by 06.07.2018 for wide publication and timely response by the intending Manufacturers/Suppliers/ Proprietors. Sd/- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh

By FAX/ E-Mail/ Regd. Post/ Speed Post

INTEGRATED TRIBAL DEVELOPMENT AGENCY : SUNDARGARH

ITDA, Sundargarh, At/Po/Dist-Sundargarh Sundargarh – 770001 Tel No. 06622-273057 E-mail: [email protected]

OFFICE A. CRITICAL Bid Information (FACT SHEET) Sl. No Item Details 1 Bid Identification No . Collector-cum- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh (ITDAS Bid Identification Notice No/ITDA-SNG-SDC-02/2018-2019) 2 Name of the Work Invitation of Annual Rate Contract 2nd time in OFF-LINE mode from eligible Manufacturers/ Authorized Suppliers/Proprietors for supply of Musical Instruments and Costumes for 35 Tribal Dance Troupes and sports items under football and hockey to registered youth clubs run by the ST Communities to continue performing art and sports under Integrated Tribal Development Agency, Sundargarh, Panposh and Bonai of Sundargarh district. 3 Officer Inviting tender Collector-cum- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh 4 Officer concerned with head quarters (1)P.A., ITDA, Sundargarh authorized for the Tender. (Contact No. 06622-273057/ 9178968362/9438037974) (2)District Culture Officer, Sundargarh (Contact No. 9439829795) 5 Accepting Authority Collector-cum- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh 6 Intended completion period / Time 01 (One) Calendar months from the date of supply order/ Work Order. period assigned for supply of items. 7 Availability & downloading of Tender “www.sundergarh.nic.in” Documents from the Website. Dt.06.07.2018 (11.00 AM) to Dt.16.07.2018 (5.00 PM) 8 Date for sending Pre Bid Query By Dt.11.07.2018([email protected]/[email protected]) 9 Date of Pre-Bid Meeting Dt.12.07.2018 (12.00 Noon) 10 Date of publishing Pre-Bid queries Dt.13.07.2018 (04.00 PM) response 11 Last Date for submission of Bid Dt.16.07.2018 (5.00 PM) 12 Date of Bid Opening Dt.17.07.2018 (03.00 PM) 13 Place of Bid Opening Office Chamber of the Collector, Sundargarh 14 Address for communication Project Administrator, ITDA, Sundargarh, At/Po/District-Sundargarh (Odisha),PIN-770001 16 Cost of Bid Document Rs.500/- for items at Sl.1 to 7 and No.9 to 10 and Rs.300/- for item No.8 to be submitted in shape of DD in favour of Project Administrator, ITDA, Sundargarh to be drawn at Sundargarh. 17 Bid Security(Earnest Money Deposit) Rs.5,000/- for items at Sl.1 to 7, Rs.2,000/- for item No.8 and Rs.10,000/- for item at Sl.9 & 10 to be submitted in shape of DD in favour of Project Administrator, ITDA, Sundargarh to be drawn at Sundargarh. 18 Validity of Proposal 90 days from the date of submission. 19 Mode of submission of Bids Through Speed Post/Registered Post only and in no other means. 20 Currency of Contract Indian Rupees 21 Language of Contract English 23 Format of Financial Bid As per Annexure-II

Sd/- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh

DOCUMENTS TO BE ENCLOSED ALONGWITH THE OFFER

The tender should be comprises of the following documents;

a) Forwarding letter.

b) Details of past experience against supply made to different state nodal agencies.

c) Photocopies of certificate of satisfactory performance of items supplied previously to any Agency/Firm/ Govt. department along with copy of supply order.

d) Earnest money deposit

e) Tender Paper Cost deposit.

f) Financial Bid as per Annexure-II.

DETAILED TENDER CALL NOTICE(D.T.C.N.)

INVITATION FOR BIDS(IFB)

Bid Identification Notice No/ITDA-SNG-SDC-02/2018-2019

11. The Collector-cum- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh on behalf of Governor of Odisha inviting Annual Rate Contract in OFF-LINE mode from eligible Manufacturers/ Suppliers/Proprietors for supply of Musical Instruments and Costumes for 35 nos. of Tribal Dance Troupes of registered youth clubs run by the ST Communities to continue performing art in Sundargarh district. Similarly, shoes, dresses and other accessories of hockey and foot ball games are also required to be supplied to the tribal youth clubs to strengthen the rural sports in Sundargarh district. The approximate requirement of quantity of above games and costume & musical instruments to be required is as per the list enclosed herewith separately. The approximate requirement of quantity and the type of costume and musical instruments for 08 different tribal dance groups and sports materials will be as per the list enclosed herewith separately at Annexure-I. Like-wise, 35 sets of costumes and musical instruments will be required for different tribal dance groups and 50 sets of sports materials for both hockey and football, which may vary basing on the actual requirement at the time of placing of orders. The bidders are required to quote their rate in the enclosed Financial Bid (Annexure-II) separately for each group in the said Format.

The bid documents are available in the Sundargarh District Official website of NIC www.sundergarh.nic.in and can be downloaded from 11.00 A.M. of Dt-06/07/2018 to 5.00 P.M. of Dt-16/07/2018. The last date and time of submission/receipt of Bid as per contract data through Registered Post/ Speed Post only is up to 5.00 PM of 16.07.2018. The authority will not be held responsible for Postal delay if any or non-receipt of the tender documents by the date line.

MUSICAL INSTRUMENTS & COSTUMES: The musical instruments and costumes as per list at Annexure-I should be of good quality. Priority will be given to the bidders considering the quality of materials and price quoted thereof. Approximately 35 sets of costume and musical instruments for 08 different tribal dance groups will be required. The requirement may exceed or decrease depending on the actual requirement and orders will be placed accordingly from time to time during the period of Annual Rate Contract. The bidders are required to quote their rate item-wise/unit-wise in the enclosed prescribed Format of Financial Bid separately for each group at Annexure-II/1 to Annexure-II/8.

SPORTS ITEMS: The sports materials as per list at Annexure-I should be of good quality. Priority will be given to the bidders considering the quality of materials and price quoted thereof. Approximately 50 sets of sports materials for hockey and 50 sets of sports materials for football will be required to be supplied to the tribal youth clubs. The requirement may exceed or decrease depending on the actual requirement and orders will be placed accordingly from time to time during the period of Annual Rate Contract. The bidders are required to quote their rate item-wise/unit-wise in the enclosed prescribed Format of Financial Bid for hockey at Annexure- II/9 and for football at Annexure-II/10.

Manufacturer/Supplier/Proprietor: 1. A person, group, or company that owns or runs a manufacturing plant. 2. A person, group, or company that manufactures/ Authorized Supplier.

1. Eligibility Criteria: 1.1 All manufacturers/ Suppliers/ Proprietors dealing with supply of musical instruments and costumes for tribal. 1.2 Preference shall be given to the manufactures/ Suppliers/ Proprietors of Sundargarh district.

1.3 The Supplier should have valid Income Tax( PAN)/Sales Tax Registration Certificate.

1.4 The Financial Bid (Annexure-II) should also be accompanied with the tender document.

1.5 All the terms & conditions of DTCN must be fulfilled by the bidders and the required amount towards Cost of Tender Paper & EMD must be submitted in shape of Demand Draft alongwith tender documents.

2. Scope of work: 2.1 The broad scope of the work would be design, supply and transportation of musical instruments and costumes for tribal to blocks/ Registered Club/ Community Centre point by whom Supply Order are to be placed.

2.2 The block-wise requirement of the musical instruments and costumes of tribal and sports materials both under hockey and football will be provided along with the supply order. The supply order will be given by the concerned blocks/ Groups/ Clubs and the payment will also be released to the concerned suppliers by the BDO/Concerned Registered Club/ Community Centre.

2.3 A clear understanding on the supply to the assigned Registered Club/ Community Centre/ Groups under 03 ITDAs of Sundargarh district is available with the District Cultural Officer, Sundargarh and District Sports Officer, which can be enquired through their contact numbers mentioned in the FACT Sheet, which requires a prior discussion.

2.4 Storage facility of the items to be supplied should be provided by the Supplier for inspection at intermediate points for facilitating the process.

2.5 The Agencies shall have to supply the items to the Registered Club/ Community Centre/ Groups as per the work order. Intended Suppliers are advised to collect all necessary information before hand about approach road to the village, distance and mode of transportation etc, before submitting the Annual Rate Contract.

2.6 Proper storage of musical instruments and costumes and spots materials shall be the responsibility of the Suppliers. The name of Registered Club/ Community Centre/ Groups will be provided with the work order. In some cases, actual number of items to be supplied may vary to some extent, hence suppliers are required to seek confirmation in this regard from District Culture Officer, Sundargarh and District Sports Officer, Sundargarh, as the case may be, prior to dispatch of musical instruments and costumes and sports materials respectively.

2.7 After supply of the musical instruments/ costumes and sports materials to the Registered Club/ Community Centre/ Groups in the specific locations as per instruction of the District Cultural Officer/ District Sports Officer/ Concerned PA, ITDAs/Authorized Officer, the Suppliers shall obtain acknowledgement from the concerned Registered Club/ Community Centre/ Group about receiving the musical instrument/ costumes/ sports materials in good condition.

2.8 The date of commencement of supply shall be reckoned as the date of issue of Supply Order.

2.9 All necessary conditions as further outlined in the subsequent sections of this document are to be followed.

3. Instructions to Bidders: 3.1 Bidders must submit their bid through proper means.

3.2 Bid must be submitted in English language only.

3.3 Incomplete, telegraphic or conditional bids shall not be accepted.

3.4 Prices quoted must be firm and fixed. No price variation / escalation shall be allowed.

3.5 The bidders/ authorized Agent must sign at the bottom of each page of the bid documents at the time of submission in token of unconditional acceptance of the departmental terms and conditions, technical specifications etc.

3.6 Copy of IT returns Statement / Valid GSTN/Copy of PAN card etc. duly attested must be submitted along with the bid.

3.7 Deviations in terms and conditions, Inspection clause etc. would not be accepted under normal conditions. However, under exceptional situation the same may be considered at the discretion of authority.

3.8 The quantity of materials to be purchased are subject to alteration without any notice.

3.9 Since timely supply of materials are of paramount importance, requests for extension of time shall not be entertained.

3.10 Canvassing in any manner shall not be entertained and will be viewed seriously leading to rejection of the bid.

3.11 All essential supplementing documents should be signed in case of need for verification, originals should be produced.

3.12 Earnest money/ Tender Paper Cost must be deposited in shape of Demand Draft to be drawn in favour of the Project Administrator, ITDA, Sundargarh payable at Sundargarh from any Scheduled Bank. Bids without E.M.D and Bid Cost will be rejected.

3.13 The last date of receipt of the bid through OFF-LINE mode i.e. by Registered Post/ Speed Post (Post Office only) is up to 5.00 P.M. of 16.07.2018, after which the tender documents if any to be received by the office will be rejected.

3.14 The bid documents received in OFF-LINE mode through Registered Post/ Speed Posts by the date line shall be opened on 17.07.2018 at 03.00 PM in the office chamber of the Collector, Sundargarh in presence of the bidders or their authorized representatives, who may like to be present at the time of opening.

3.15 The bidders during supply of the materials are required to fix with logo of Special Development Council to be supplied by ITDA, Sundargarh to the selected suppliers, after

the tender is finalized. 3.16 Power of attorney to sign the agreement on behalf of bidders & partnership deed articles, if any, should be enclosed along with original bid documents.

3.17 Notice inviting tender, bid documents, prescribed price bid, terms & conditions will form the part of the tender.

3.18 In case of supply of any defective material or substandard material, the materials will be rejected & it will be the responsibility of the supplier for taking back & replacing the rejected materials at their own cost. In case of non-lifting of such rejected materials within a reasonable time offered by the office, it will have the right to suitably dispose of the same and forfeit the amount.

3.19 The supplied materials should be strictly complied with the specifications as mentioned in the bid; otherwise the material would be liable for rejection.

3.20 Bidders may in their own interest visit the sites or undertake field enquiry of the proposed places before submitting bids. SDC, Sundargarh will not be responsible for any incidental or consequential losses of the firms during supply of materials.

3.21 All bids received will remain valid for a period (90 days) as specified in the Contract Data after the deadline date for submission of bids and validity of bids can also be extended if agreed to by the bidder and the Department.

(4) Procedure for opening of Tender: (A) The procedure of opening of the bid shall be as under

i) The Bid documents alongwith Financial Bid shall be opened by the Tender Committee as per the date, time and venue mentioned in the “Tender Call Notice & DTCN‟, in presence of tenderers who choose to be present. The financial suitability of offers will be examined in detail consideration documentation submitted by the Supplier also.

ii) All bidders shall essentially quote their rate in the Financial Bid Format (Annexure-II).

(5) Acceptance/ Rejection of the bid documents: Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh reserves the right to;

i) Reject or accept any or all bids without assigning any reason thereof.

ii) To split the quantities against the bid on more than one firm for the same items.

iii) Alter or delete any of the terms and conditions mentioned in this bid documents during the process of tender till finalization, for which, No reason will be assigned by SDC for this and the same will be binding on the bidders.

6. Earnest Money Deposit:

6.1 The earnest money deposited (EMD) is to be paid through Demand Draft issued from any Scheduled Bank in favour of the Project Administrator, Sundargarh and should be enclosed with the bid documents.. 6.2 Unsuccessful Bidder's EMD will be discharged/ returned as promptly as possible within thirty (30) days after the issuance of work order to successful bidder. The bid security may be forfeited: a) if a Bidder : (i) Withdraws its bid during the period of bid validity specified by the Bidder on the Bid Form. (ii) in case a successful Bidder fails to sign the Contract within the specified period.

7. Payment Terms: Payment under normal circumstances will be done as detailed below; i) The Payment will be released by the BDO concerned/ Registered Club/ Community Centre only after supply of the intended materials in good condition, on production of necessary bills/ vouchers in this regard by the Supplier. The Suppliers are also required to furnish a certificate to that effect regarding handing over of the materials.

8. TERMS & CONDITIONS:

(a) The Bid documents shall be submitted by Registered Post/ Speed post only in the address of Project Administrator, Sundargarh, At/Po-Sundargarh, District- Sundargarh, PIN-770001, Odisha. Conditional tenders and tenders without EMD shall be rejected.

(b) The Rates quoted should be on the basis of FoR destinations anywhere in Sundargarh district. Prices to be quoted in Financial Bid will be with all applicable taxes. to Quoted rates shall be valid for one year from the date of opening of tender as this is Annual Rate Contract.

9. The bidders from Sundargarh district should be given priority during finalization of tender.

10. ITDA, Sundargarh/ Special Development Council, Sundargarh reserves the right to split the work order on the lowest quoted rates to one or more than one qualified bidders other than Lowest-1 for early supply of materials or any other reasons, if requires. The decision of SDC, Sundargarh regarding quantity will be final and binding on selected bidders in this case.

11. The material shall be supplied at the specified site after confirming from the District Culture Officer/ Concerned PA, ITDAs.

12. The work order(s) shall be placed depending upon the requirement of the agency from time to time within the validity period of tender.

13. All disputes relating to this work shall be subject to the jurisdiction of Sundargarh district headquarters and Collector, Sundargarh shall be the sole arbitrator.

14. The undersigned reserves the right to accept or reject any or all the tenders without assigning any reason in the interest of the SDC, Sundargarh.

15. Transit Insurance if any to be required will be taken by the Supplier at his own cost

16. Conditional offers with addition/ omission to original DTCN are liable to be rejected.

Sd/- Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh

ANNEXURE-I

LIST OF MUSICAL INSTRUMENTS / COSTUMES TO BE SUPPLIED TO DIFFERENT TRIBES/ REGISTERED CLUBS/ COMMUNITY CENTRE

Sl. Type of tribal Sub Sl Description Number of Sl. Type of tribal Sub Sl No. Description of item Number of No. Dance No. of item to be quantity to No. Dance Group to be supplied quantity to Group supplied be be supplied supplied

KISAN COSTUMES: 2 ORAM COSTUMES: 1 1 Khadad 13 1 Khadad Saree 10 DANCE Saree DANCE 2 White Dhoti 7 2 Saya 10 3 White 7 3 White Shirt 10 Gamucha 4 Red 15 4 White Dhoti 10 Gamucha 5 White Shirt 7 5 White Gamuchha 10 6 Pagdi Topi 7 6 Bahati 10 set 7 Gajra Mali 20 7 Bandaria 10 set 8 Bahati 13 set 8 Kataria 10 set 9 Bandaria 13 set 9 Nepur 15 set 10 Kataria 13 set 10 Khagala 15 11 Khagala 20 11 Mali 20 12 Nepur 15 set 12 Khusa 10 13 Panpatari 13 13 Taisil 10 14 Taisil 13 14 Paisa Mali 10 15 Paisamali 20 15 Chaur 10 16 Khirpini 13 set 16 Mayur Poch 5 bida 17 Kusa 13 17 Khirpini 10 set 18 Mayur 5 bida 18 Karna Fula 10 set Poch 19 Karan 13 set 19 Pagdi Topi 5 Fhula 20 Red Chudi 13 set MUSICAL INSTRUMENTS 21 Dhanusar 2 1 Mandal Baja 4 22 Jhapi 2 2 Nagara Baja 3 23 Chhat Dola 4 3 Jham 2 24 Pital Gadu 2 4 Dram Baja 5 25 Lau Tuma 2 5 Bansi 1 26 Belpati 15 Silbhar 27 Churia 2 MUSICAL INSTRUMENTS 1 Mandal 3 Baja 2 Nagra 2 Baja 3 Jham 2 4 Gini 2 5 Singa 2 6 Bansi 1 7 Ring 2 8 Keyboard 1

KHADIA COSTUMES: 4 PAHUDI COSTUMES: 3 1 Khadad 10 1 White Saree 5 DANCE Saree BHUYAN 2 Saya 10 DANCE 2 Saya 5 3 White Shirt 10 3 White Dhoti 10 4 White Dhoti 10 4 White Gamuchha 10 5 White 10 5 Bandari 5 set Gamuchha 6 Bahati 10 set 6 Katria 5 set 7 Bandaria 10 set 7 Bahati 5 set 8 Katria 10 set 8 Nepur 10 set 9 Nepur 10 set 9 Khagala 10 10 Khagala 15 10 Mali 20 11 Mali 20 11 Kusa 5 12 Khusa 10 12 Taisil 5 13 Taisil 10 13 Paisa Mali 10 14 Paisa Mali 10 14 Khirpini 5 set 15 Khirpini 10 set 15 Mayur Poch 5 bida 16 Mayur 5 Bida 16 Karna Fhula 10 set poch 17 Karna 10 set 17 Pagadi Topi 10 Fhula 18 Pagdi Topi 5

MUSICAL INSTRUMENTS 1 Changu Baja 15 2 Siso Badi 15 3 Bansi 2 4 Chhot Mandal Baja 3 5 Chang Baja 5

MUSICAL INSTRUMENTS 1 Mandal 5 Baja 2 Nagra Baja 3 3 Jham 2 4 Dram Baja 3 5 Bansi 1

SANTALI COSTUMES: 6 KRUSHNA COSTUMES: 5 1 Banam 14 1 Rangin Saree 10 DANCE Saree Guru 2 Dhoti 10 DANCE 2 Saya 10 3 Gamucha 15 3 Rangin Dhoti 10 4 Saya 14 4 Rangin Gamuchha 20 5 Bandari 14 set 5 Rangin Genji 10 6 Katri 14 set 6 Radha Dresses 1 7 Bahati 14 set 7 Krusna Dresses 1 8 Nepur 10 set 8 Nepur 15 set 9 Khagala 14 9 Taisil 10 10 Mali 20 10 Gajara 10 11 Khusa 14 11 Mali 20 12 Taisil 14 12 Chhudi 10 13 Paisa Mali 14 13 Mayur Poch 5 bida 14 Karna 14 Phula 15 Mayur 5 bida poch 16 Pagadi 5 Topi 17 Khirpini 5 set

MUSICAL INSTRUMENTS 1 Mrudanga Baja 2 2 Pokhoj Baja 1 3 Manjara 5 4 Jham 5 5 Khanjani 5 6 Ram kathi 5 7 Chamr 1 MUSICAL INSTRUMENTS 1 Tula 5 Mandal Baja 2 Kartal 2 3 Chilum 2 4 Chat Chadi 2 Baja 5 Bansi 2 6 Chamar 1 7 Jham 2

KIRTAN COSTUMES: 8 PALA COSTUMES: 7 1 Rangin 10 1 Pala Dresses 6 YA Saree DANCE DANCE 2 Saya 10 2 Nepur 6 set 3 Rangin 10 3 Kundal 2 Dhoti 4 Rangin 20 Gamuchha 5 Rangin 10 Genji 6 Radha 1 Dresses 7 Krushna 1 Dresses 8 Nepur 15 set 9 Teisil 10 10 Gajara 10 11 Mali 20 12 Chuddi 10 13 Mayur 5 bida Ponch

MUSICAL INSTRUMENTS 1 Mrudunga Baja 1 2 Nal Baja 1 3 Dabli 1 4 Tal 5 5 Gini 2 6 Ring 2 7 Kathia 3 MUSICAL INSTRUMENTS 8 Chamar 1 1 Mrudanga 2 Baja 2 Pokhoj 1 Baja 3 Manjara 5 4 Jham 5 5 Khanjani 5 6 Ram kathi 5 7 Chamr 1

Type of tribal Sub Sl Description Number of quantity to be Type of tribal Sub Sl Description of item Number of quantity to be Dance No. of item to be supplied Dance Group No. to be supplied supplied Group supplied

HOCKEY Requirement of items per FOOTBALL Requirement of items per team team 1 Hockey stick 18 nos. 1 Football 04 nos. (Rakshak/ Alfa / (Cosco/ Nivia) Vampire/ Presto) 2 Ball (Rakshak/ 04 nos. 2 Boot (Nivia/ Rakshak) 18 Pair Vampire/ Presto) (Size-6,7 & 8) 3 Shin Guard 18 pair 3 Shin Guard 18 Pair 4 Shoes (Rakshak/ 18 pair 4 Shocks 18 Pair Fenta/ Nivia) (Size-6,7 & 8) 5 Shocks 18 pair 5 G.K. Gloves 03 Pair 6 G.K. Pads 01 Set 6 Net 02 nos. 7 Net 02 nos. 7 Carry Kit Bag(Individual) 18 nos.

8 Jersey Set 18 Pair 8 Jersey Set (Rakshak) 18 Pair (Rakshak) (Size- (Size-S, M, L, XL, S, M, L, XL, XXL) Average Rate to XXL) Average be quoted. Rate to be quoted. 9 Trouser, T-Shirt 18 Pair 9 Trouser & T-Shirt (Size- 18 Pair (Size-36, 38, 40, 36, 38, 40, 42) 42) Average rate Average rate. 10 Changing T-Shirt 18 Pair 10 Changing T-Shirt (Size- 18 Pair (Size-36, 38, 40, 36, 38, 40, 42) 42) Average rate Average rate. 11 Carry Kit Bag 18 nos. 11 Water Bottle 18 nos. (Individual) 12 Water Bottle 18 nos. 12 Tracksuit 18 nos. 13 Tracksuit 18 nos.

LIST OF 35 TRIBAL DANCE TROUPS OF SUNDARGARH DISTRICT TO WHOM COSTUMES & MUSICAL INSTRUMENTS WILL BE SUPPLIED UNDER ANNUAL RATE CONTRACT (1ST [PHASE)

Sl Name of the Cultural Proficiency In District Block GP Village Phone No no Club which dance 1 2 3 4 5 6 7 9 1 Sundargarh Bisra Dareikela Dareikela Adivasi Club Kurukh/Oram 2 Sundargarh Bisra Badabamua Kulenbahal Adivasi Club Oram Munda Dance 3 Sundargarh Bisra Bhalulata Kaparanda AdivasiClum Group 4 Sundargarh Bisra Jamsera Jabaghat Adivasi Women Oraon Dance 5 Sundargarh Bisra Jareikela Kopsingha Mahila Adivasi Club Oraon Dace Adivasi Mahila Cultural Oram Dance & 6 Sundargarh Bisra Jhirpani Jhirpani Club other 7 Sundargarh Bisra Kapatmunda Birkera Youth Adhivasi club Misc Dance group 8 Sundargarh Bisra Santoshpur Pograbahal Adivasi Club Oram Dance 9 Sundargarh Bisra Tulsikani Jherbera Mahila Adivasi Club Adivasi Dance 10 Sundargarh Bisra Udusu Udusu Udusu Adivasi Club Oram Dance 11 Sundargarh Bisra Manko Bad lamloi Manko Cultural club Adivasi dance 9777491835, ORAON CULTURAL 12 Sundargarh BISRA SARUBAHAL BISRA ORAON DANCE GROUPE 9439068088 DANCE 13 Sundargarh Kuarmunda Andali Andali Women club Khadiya 14 Sundargarh Kuarmunda Dalki Dalki Adivasi Club Oram 15 Sundargarh Kuarmunda Dumerjore Dumerjore Adivasi Club Oram Munda Dance 16 Sundargarh Kuarmunda Jayadega Jayadega Adivasi Club Group Mixed Tribal 17 Sundargarh Kuarmunda Jharbeda Jharbeda Adivasi club dance 18 Sundargarh Kuarmunda Jhunmur Jhunmur Adivasi Khadiya Dance 19 Sundargarh Kuarmunda Kacharu Kacharu Adivasi Oram Dance 20 Sundargarh Kuarmunda Kadobahal Kadobahal Mahila adivasi club Oram dance 21 Sundargarh Kuarmunda Kalosihiria Sann-Kalosihira Adivasi Club Oram Dance 22 Sundargarh Kuarmunda Khukundubahal Ratakhandi Adivasi Club Oram 23 Sundargarh Kuarmunda Kuarmunda Teliposh Mahila adivasi club Oram Dance 24 Sundargarh Kuarmunda Kumjharia Lase AdivasiMahila Club Oram Dance 25 Sundargarh Kuarmunda Padampur Padampur Adivasi Club Oram Dance 26 Sundargarh Kuarmunda Pratappur Pratappur Adivasi Club Kurukh 27 Sundargarh Kuarmunda Puturikhaman Puturikhaman Women Club Oram Dance 28 Sundargarh Kuarmunda Raiboga Raiboga Youth Club Oram 29 Sundargarh Kuarmunda Salangabahal Salangabahal Mahila Club Oram dance Nuagaon Mob No.- 30 Sundargarh Nuagaon Nuagaon Munda Dance Group Munda Dance Uparpada 9938284040 Khuntgaon Mob No.- 31 Sundargarh Nuagaon Khuntgaon Chanchala Dance Group Kugukh (Sarejtoli) 9668008752 Mob No.- 32 Sundargarh Lathikata Birkera Birkera Saliatola Dance Group Sarhul & Karma 9938581900 Guru Gomke Cultural Mob No.- 33 Sundargarh Lathikata Suidihi Ashurchhapal Shantali Troupe 9438063539 Mob No.- Oraon Ghungru 34 Sundargarh Kuarmunda Putrikhaman Dumandirhi Oraon Ghungru Dance 9938742521 Dance Mob No.- 35 Sundargarh Kuarmunda Putrikhaman Dumandirhi Munda Dance Munda Dance 9938742521

ANNEXURE-II/1

TENDER FOR MAKING ANNUAL RATE CONTRACT FOR THE YEAR 2018-19 FOR SUPPLY OF MUSICAL INSTRUMENTS/ COSTUMESTO VARIOUS TRIBALS/ REGISTERED CLUBS/ COMMUNITY CENTRE TO DIFFERENT TRIBAL DANCE GROUPS IN SUNDARGARH DISTRICT (ODISHA)

FINANCIAL BID Name of Work: Financial Bid for supply of Musical Instruments and Costumes for Tribal Dance Troupes to all registered youth clubs run by the ST Communities to continue performing art under THREE Integrated Tribal Development Agency, such as, Sundargarh, Panposh and Bonai of Sundargarh district under Annual Rate Contract for the year 2018-19.. Sl. Type of Sub Description of UNIT Rate to be quoted here per No./Pair/ Set by the No. tribal Sl item to be BIDDER Dance No. supplied per Group group Rs. in figure Rupees in words KISAN COSTUMES: 1 DANCE 1 Khadad Saree One No. 2 White Dhoti One No. 3 White Gamucha One No. 4 Red Gamucha One No. 5 White Shirt One No. 6 Pagdi Topi One No. 7 Gajra Mali One No. 8 Bahati One No. 9 Bandaria One No. 10 Kataria One No. 11 Khagala One No. 12 Nepur One No. 13 Panpatari One No. 14 Taisil One No. 15 Paisamali One No. 16 Khirpini One No. 17 Kusa One No. 18 Mayur Poch One No. 19 Karan Fhula One No. 20 Red Chudi One No. 21 Dhanusar One No. 22 Jhapi One No. 23 Chhat Dola One No. 24 Pital Gadu One No. 25 Lau Tuma One No. 26 Belpati Silbhar One No. 27 Churia One No. MUSICAL INSTRUMENTS 1 Mandal Baja One No. 2 Nagra Baja One No. 3 Jham One No. 4 Gini One No. 5 Singa One No. 6 Bansi One No. 7 Ring One No. 8 Keyboard One No.

Signature of the Bidder/Tenderer Signature of Collector-cum-Ex-Officio Chief Executive Officer, Special Development Council, Sundargarh ANNEXURE-II/2

Sl. Type of Sub Description of UNIT Rate to be quoted here per No./Pair/ Set by the No. tribal Sl item to be BIDDER Dance No. supplied Group Rs. in figure Rupees in words ORAM COSTUMES: 2 DANCE 1 Khadad Saree One No. 2 Saya One No. 3 White Shirt One No. 4 White Dhoti One No. 5 White Gamuchha One No. 6 Bahati One No. 7 Bandaria One No. 8 Kataria One No. 9 Nepur One No. 10 Khagala One No. 11 Mali One No. 12 Khusa One No. 13 Taisil One No. 14 Paisa Mali One No. 15 Chaur One No. 16 Mayur Poch One No. 17 Khirpini One No. 18 Karna Fula One No. 19 Pagdi Topi One No. MUSICAL INSTRUMENTS 1 Mandal Baja One No. 2 Nagara Baja One No. 3 Jham One No. 4 Dram Baja One No. 5 Bansi One No.