Request for Proposal (RFP) for engaging Overlays Agencies for providing Temporary Overlays and other facilities on Hire / Rental Basis for the 35th National Games in the following venues: Aquatics Complex,Pirappancode - Thiruvananthapuram Tender No: 89/NGOC/2014-15 December 09, 2014 National Games Secretariat, Chandrasekharan Nair Stadium, Palayam, Thiruvananthapuram, Kerala, India Phone: +91 471 2302287|| Fax: +91 471 2302267 || Email:[email protected]|| Website:www.35thnationalgames.in 1 Contents Disclaimer ........................................................................................................................................... 4 1. Section I –Background of the Tender and Notice Inviting Bids ............................... 6 1.1 Background of the Tender ................................................................................................. 6 1.2 Notice Inviting Bids ............................................................................................................. 8 2. Section II: Scope of Work ..................................................................................................... 11 2.1 Scope of Services ................................................................................................................. 11 2.2 Project Timelines ............................................................................................................... 13 2.3 Milestones and Payments ............................................................................................... 14 2.4 Liquidated Damages for Delays ................................................................................... 14 3 Section III: Terms & Conditions and Instructions to Bidders ................................. 15 3.1 Important points while making online payment for e-Tenders ........................ 15 3.2 Eligibility Criteria for Participation:...........................................................................17 3.3 Disqualification .................................................................................................................. 18 3.4 Pre-Bid Conference ............................................................................................................ 18 3.5 Clarifications on RFP ....................................................................................................... 19 3.6 Amendment to RFP Document....................................................................................... 19 3.7 RFP Document Fees ........................................................................................................... 20 3.8 Earnest Money Deposit (EMD)/ Bid Security .......................................................... 20 3.9 –Deleted-- ............................................................................................................................. 21 3.10 Bidder’s Responsibility .................................................................................................... 21 3.11 Project Inspection and Site Visit ................................................................................... 22 3.12 Cost of Bidding .................................................................................................................... 22 3.13 Bid Validity .......................................................................................................................... 22 3.14 Documents Comprising the Bid..................................................................................... 22 3.15 Submission of Bids ............................................................................................................ 23 3.16 Due Date of Bid Submission ........................................................................................... 25 3.17 Late Bids ............................................................................................................................... 25 3.18 NGS’s right to accept any Bid and to reject any or all Bids ................................. 25 3.19 Disputes ................................................................................................................................. 26 3.20 Jurisdiction .......................................................................................................................... 26 3.21 Applicable Law ................................................................................................................... 26 3.22 General Conditions ....................................................................................................... 27 4 Section IV: Bid Evaluation .................................................................................................. 29 4.1 General Instructions ......................................................................................................... 29 4.2 Evaluation of Responsiveness ....................................................................................... 30 2 4.3 Eligibility Evaluation ....................................................................................................... 30 4.4 Technical & Financial Evaluation ................................................................................ 30 4.5 Notification of Award ....................................................................................................... 31 4.6 Performance Security....................................................................................................... 31 4.7 Signing of Agreement ....................................................................................................... 32 4.8 Rectification of Errors...................................................................................................... 33 4.9 Financial Bid Rejection Criteria ................................................................................... 33 Annexure 1 - Letter of RFP submission .............................................................................................. 34 Annexure 2 – Form 1 – General Details ............................................................................................ 36 Annexure 2 – Form 2 – Eligibility Criteria Response Sheet ............................................................ 37 Annexure 2 - Form 3: Experience Details of Bidder ......................................................................... 39 Annexure 2 - Form 4: Financial Details of Applicant ...................................................................... 40 Annexure 3 - Format for Power of Attorney for Signing of Application ........................................ 42 Annexure 4 - Performance Bank Guarantee ..................................................................................... 43 Annexure 5 – Proforma for Preliminary Agreement ....................................................................... 46 Annexure 6 – Detailed Scope of Work ............................................................................................... 48 Annexure 7 – 35th National Games ................................................................................................... 53 Annexure 8 - Competition Schedule .................................................................................................. 57 3 Disclaimer This Request for Proposal (“RFP”) is issued by the National Games Secretariat (“NGS”). National Games Secretariat isthe Nodal Agency formed by the Department of Sports & Youth Affairs, Government of Kerala (GoK) for facilitating the conduct of the 35th National Games. NGS is the institutional arm for Sports Infrastructure creation and conduct of the Games and has been registered as a society under Travancore – Cochin Literary Scientific and Charitable Societies Act – 1955 for the effective monitoring of all projects for Games. This Request for Proposal is neither an agreement, nor an offer or invitation to perform work of any kind to any party. The purpose of this Request for Proposal is to provide interested parties with information to assist the preparation of their Proposals. Whilst the information in this RFP has been prepared in good faith, it is not and does not purport to be comprehensive or to have been independently verified. Neither NGS, nor any of its officers or employees, nor any of their advisers nor consultants accept any liability or responsibility for the accuracy, reasonableness or completeness of, or for any errors, omissions or misstatements, negligent or otherwise, relating to the proposed Project, or makes any representation or warranty, express or implied, with respect to the information contained in this RFP or on which this RFP is based or with respect to any written or oral information made or to be made available to any of the recipients or their professional advisers and, so far as permitted by law and except in the case of fraudulent misrepresentation by the party concerned, and liability therefore is hereby expressly disclaimed. The information contained in this RFP is selective and is subject to updating, expansion, deletion, revision and amendment at the sole discretion of NGSprior to the last date of submission of the bid by prospective bidders. It does not, and does not purport to, contain all the information that a recipient may require for the purposes for making a decision for participation in this process. Neither NGS nor any of its officers, employees nor any of its advisors nor consultants undertakes to provide any Party with access to any additional