INDIAN INSTITUTE OF MANAGEMENT INDORE Prabandh Shikhar, Rau-Pithampur Road, Indore-453556 (M.P.), India Tender Document TENDER DOCUMENT FOR PROVIDING, ERECTING & FURNISHING TENTS/STALLS/STAGE AND SUPPORTING INFRASTRUCTURE FOR IIM FOUNDATION DAY (2ND OCTOBER 2014 TO 3RD OCTOBER 2014) TO BE HELD AT IIM INDORE. BID ISSUE DATE : 20-09-2014 From 3:00 PM ONWARDS FORM OF TENDER : Limited Tendering LAST DATE OF BID : 26/09/2014 SUBMISSION Up to 3:00 PM DATE OF TECHNICAL : 26/09/2014 BID OPENING At 4:00 PM Page 1 of 48 TENDER DOCUMENTS VOLUME- I : (TECHNICAL BID) VOLUME- II : (TENDER SPECIFICATION) VOLUME- III : (TENDER DRAWINGS) VOLUME- IV : (FINANCIAL BID) Note: Tender document can be downloaded from official website of IIM Indore under URL: http://www.iimidr.ac.in/iimi/index.php/tenders. The bid along with the Demand draft for EMD and Tender Fees (Non Refundable) shall be submitted by the bidder in the form of Cash / DD in original (as applicable) through Dak or hand delivery so as to reach to the Director, IIM Indore, on or before 26.09.2014 at 03:00PM. Page 2 of 48 VOLUME-I TECHNICAL BID TENDER DOCUMENT FOR PROVIDING, ERECTING & FURNISHING TENTS/STALLS/STAGE AND SUPPORTING INFRASTRUCTURE FOR IIM FOUNDATION DAY (2ND OCTOBER 2014 TO 3RD OCTOBER 2014) TO BE HELD AT IIM INDORE. VOLUME I – A CONTENTS 1.0 INVITATION TO BID 2.0 FORM OF TENDER & CONTRACT DATA 3.0 INSTRUCTIONS TO BIDDERS 1.0 INVITATION TO BID Sub: Invitation to bid for Providing, Erecting & Furnishing Tents/Stalls/Stage and supporting Infrastructure for the foundation day of IIM Indore to be held at Indore, scheduled on 02/10/2014 to 03/10/2014. Dear Sir/(s), Bids are invited from Contractors / Tent Providers or firms having experience of minimum 3 years in handling such events, for IIM Indore to be held from 02/10/2014 to 03/10/2014 at Indore. The scope of work includes Execution of works, Management and Supervision at the site, including exterior and interior furnishing & allied services etc. The base structural planning for the proposed work is attached herewith in Volume-III and the Contractor who will be assigned this work shall be developing this in consultation with the Officer in charge of IIM Indore appointed by the Competent Authority. Details of scope shall be as per price bid and broad specifications are given in Volume II of Technical Bid. 1.1 Tender document can be downloaded from 20/09/2014 to 26/09/2014 Up to 03:00 PM from the official website of IIM Indore under URL: http://www.iimidr.ac.in/iimi/index.php/tenders. Cash / Demand draft for EMD of Rs. 5,000/- and tender fees of Rs. 5,00/- (Non Refundable) shall be submitted along with the bid. This submission is mandatory, accordingly offer of those shall be opened whose EMD and tender fees is received. Bidder has to submit the Entire technical Bid in hard copy which includes the Pre- Page 3 of 48 qualification documents mandatory to qualify in separate envelop on or before the submission date and time. 1.2 In case the bidders need any further information about the Event or want to visit the site they are requested to put up the request on or before 25th Sep, 2014 till 05.00 P.M to the Chief Engineer, IIM Indore for its clarification. No query shall be entertained after the same. 1.3 Bids invited are as per two-envelope system. Firms / Bidders are requested to submit technical and financial bid in two separate sealed envelope simultaneously, one containing the Technical Proposal along with the EMD & Tender fee and the other containing the Price Proposal. Both Envelopes are then put up in a Big single envelope, which should be sealed & submitted. 1.4 Short listing will be made on the basis of statement of qualification and experience in handling similar nature and size of work as per Pre-qualification requirements. 1.5 Qualification requirements specifying financial capacity, technical, minimum acceptable levels with regards to Bidders experience in relevant Events and other related factors such as work on hand, other commitments on that time frame and litigation history as given and described will be evaluated first and those qualification criteria will be considered for further evaluation. Technical Proposal, which is not considered substantially responsive, will be rejected. The short listed bidders’ Price bids shall be opened for further evaluation in the presence of the Bidders who choose to attend the opening. 1.6 The employer shall not be responsible for any costs or expenses incurred by the bidders in connection with the preparation and delivery of bids, including costs and expenses related to visits to the sites etc. 1.7 Technical Proposal not containing the EMD and Tender fee will be out-rightly rejected. 1.8 Technical Bids & there after Financial bids will be opened in the presence of bidder’s representatives who choose to attend, at Project Office, IIM Indore at 4:00 PM on 26/09/2014 for further short listing. 1.9 All Bidders participating as a Limited Company, Firm or a Joint Venture will have to attach a valid Power of Attorney in the name of the person who signs the bid. Bidders will also nominate and authorize the person/s who will attend various meetings such as opening of Technical and Financial Bids. Persons other than such nominated and authorized persons shall not be permitted to attend and participating tender events. For joint ventures and consortiums a legal document of Memorandum of Understanding shall be attached. In case of Joint Venture all the partners jointly & severally responsible for the event. Page 4 of 48 2.0 FORM OF TENDER 2.1 Philosophy The tender is item rate tender, with certain lump-sum items included. The Tender process is aimed at selecting suitable Tent Providers only. The work will be awarded to a responsive bidder whom the Evaluation Committee finds suitable after elaborate screening process and presentation. 2.2 CONTRACT DATA Important contract data is summarized as under; Providing Erecting & Furnishing Tents/stalls/stage and supporting Infrastructure for the foundation day of IIM 2.2.1 Name of work : Indore to be held at IIM Indore 2.2.2 Source of Funds : IIM Indore IIM Indore Campus & Dussehra Maidan Rajendra Area / District Covered under : Nagar Indore in the district of Indore 2.2.3 the Bid 2.2.4 Type of work : Temporary (Rental Base) Supply, erection and furnishing 2.2.5 Event Implementation Period : 02/10/2014 to 03/10/2014 2.2.6 Defect liability Period : Up to the Completion of Event and demobilizing 2.2.7 Communication for Site : Project Office, IIM Indore 2.2.8 Issue of Bid documents : 26/09/2014 Up to 3:00 PM 2.2.9 Place of issue of documents : On-line from IIM Indore website 2.2.10 Earnest Money Deposit : Rs. 5,000/- (Rupees Five Thousand only) by Cash / Demand Draft. 2.2.11 Scrutiny fees Nil 2.2.12 Form of Securities : By Demand Draft Payable In favour of the IIM Indore . 2.2.13 Bid Validity : Fifteen (15) days from due date for submission of bid 2.2.15 Submission of Bid : Up to Dt. 26/09/2014 up to 3:00 PM 2.2.16 Opening of the Technical Bids : 26/09/2014, 4:00 PM (Date & time) 2.2.17 Place of Opening of Bids : Project Office, IIM Indore 2.2.19 Security Deposit : Total of 5% of the agreed project amount in the form of DD within 1 days from issuance of LOI which Shall be released after successful and satisfactory completion of the event after getting the completion report from the competent authority. Page 5 of 48 3.0 INSTRUCTION TO BIDDERS CONTENTS A. INTRODUCTION B. BIDDING DOCUMENTS C. PREPARATION OF BIDS D. SUBMISSION OF BIDS E. TECHNICAL AND FINANCIAL BID OPENING AND EVALUATION F. AWARD OF CONTRACT A. INTRODUCTION 3.1. SOURCE OF FUNDS Event will be funded by IIM Indore. 3.2. EVENT DESCRIPTION AND SCOPE OF WORK: Unlike every year the IIM Indore is celebrating its Foundation day in which the bidders may have to Provide, Erect & Furnish Tents and supporting Infrastructure.The said celebration is to be held at Indore & is scheduled on 02/10/2014 to 03/10/2014. The work under this tender cover the area/district specified under the Sr. No. 2.2 of the Guidance to Bidders. During the celebration of Foundation day various activities such as: Thursday, 02 October 2014 : Indore Marathon. Friday, 03 October 2014 : Foundation Day Lecture, Presentation of Awards, Hindustani Vocal Classical Recital, Dinner etc. THE WORK COVERS: The Tent Provider shall, after taking instructions from the Employer, render the following services, namely: • Provide, Erect & Furnish Tents and supporting Infrastructure which may require to be modified to suit the situation and as per the direction of Client. • To erect the structures considering season, forces and codes with safety of public being a prime concern • Execute the work with due respect to aesthetics, safety, theme consistent with best of industry practices within given time and approved budget. • Modify the conceptual design incorporating required changes as may be suggested by the Department/the Employer/Committee. • Tent Provider shall finalize and arrange for necessary agencies independently with sufficient manpower so as to complete the work as per schedule. • Tent Provider shall depute adequate staff for supervision of the work under execution for the efficient handling of the project and to ensure that the project proceeds in accordance with conditions of contract and time schedule.