Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy Tender Reference: TEDA/EM/3393/PR/2012- RENERGY 2013 1/40 Government of Tamil Nadu RENERGY 2013 TENDER FOR EVENT MANAGING AGENCY FOR WORKS / SERVICES TO BE CARRIED OUT / ITEMS TO BE SUPPLIED IN CONNECTION WITH RENERGY 2013- AN INTERNATIONAL CONFERENCE CUM EXHIBITION ON RENEWABLE ENERGY Tender Reference: TEDA/EM/3393/PR/2012- RENERGY 2013 Advertised on 13.11.2012 Tender Details
Transcript
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
7.1.2 8.1.2 Details to be furnished in the Techno Commercial Bid 20
8.1.3 Signing the Techno Commercial Bid 20
8.1.4 Sealing the Techno Commercial Bid 20
8.2 Price Bid (Envelope-B) 21
8.2.1 Details to be furnished 21
8.2.2 Signing the Price Bid 21
8.2.3 Sealing the Price Bid 21
8.3 Outer Cover 21
8.4 Mode of submission of Bids 22
8.5 Modification and withdrawal of Bid 22
8.6 Tender Validity 22
9 Bid opening 22
9.1 Techno Commercial Bid Opening 22
9.2 Second stage Evaluation 23
9.3 Initial Scrutiny 23
9.4 Clarifications by TEDA 23
9.5 Price Bid Opening 24
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
10.1 Suppression of facts and misleading information 24
10.2 Techno Commercial Bid Evaluation 24
10.3 Price Bid Evaluation 23
10.4 Award of Contract 25
11 A Award of Work 25
11.1 Acceptance of the Tender 25
11.2 Letter of Acceptance (LOA) 26
11.3 Payment of Security Deposit (SD) 26
11.4 Execution of Agreement 26
11.5 Release of Firm Work Order 27
11.6 Refund of EMD to the successful bidders
27
11.7 Release of SD 27
11.8 Termination of Contract 27
11.8.1 Termination for insolvency 27
11.8.2 Termination for convenience 27
12 Payment Terms 28
13 Technical Bid(Annexure I) 28
14 Financial Bid(Annexure II) 32
15 Offer Letter 39
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
DETAILS OF THE WORKS/SERVICES TO BE CARRIED OUT / ITEMS TO BE
SUPPLIED IN CONNECTION WITH RENERGY 2013 (AN INTERNATIONAL
CONFERENCE CUM EXHIBITION ON RENEWABLE ENERGY)
BRIEF DESCRIPTION OF PROGRAMME
RENERGY 2013 is an International conference and Expo on Renewable
Energy organized by Tamilnadu Energy Development Agency (TEDA) at
Chennai Trade Centre. RENERGY 2013 is the outcome of the tremendous
success of RENERGY 2012.
RENERGY 2012 was organized on 12th & 13th March, 2012 at Chennai
Trade Centre, (CTC) Chennai. The event was a phenomenal success with 105
exhibitors, 1,400 conference delegates and about 10,000 visitors. The event
was inaugurated by Hon‟ble Minister for Electricity, Prohibition & Excise, Govt.
of Tamil Nadu. All Senior Officers from Govt. of India connected with the sector
participated. 65 expert speakers presented / deliberated in the conference.
The RENERGY 2013 Exhibition cum Conference is targeted to be twice
as large as 2012 with at least 20 foreign Exhibitors, 20 foreign speakers and
200 foreign delegates. The event will focus on exhibiting and promoting
solutions from diverse stake holders along the business value chain for all
Renewable Energy sectors. More than 15 State Nodal Agencies‟s will be
participating with 25 Key officials from MNRE and other states. The vision for
the Exhibition is to enable the industry and end users to understand the latest
available renewable energy solutions and for the solution providers to gain
relevant exposure for their solutions and to understand the needs of the target
segments.
The RENERGY 2013 Conference will be focused towards enabling India
become even more attractive to renewable energy investors and entrepreneurs.
To this end, the conference will analyse critical pain points for the primary
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
renewable energy sectors – Solar, Wind, Biomass, Waste to energy, Energy
Efficiency.
The International Exhibition cum Conference will be held on 9-11th May
2013 at Chennai Trade Centre, Nandambakkam, Chennai
EVENT MANAGING SERVICES
It is proposed to engage an Event Managing Agency, who would be
responsible, for executing various works, providing services and supplying
various items under the supervision of TEDA.
VENUE DETAILS
RENERGY 2013 – International Exhibition cum Conference will be held on 9-
11th May 2013 at Chennai Trade Centre, Nandambakkam, Chennai. The
Chennai Trade Centre is set up at a prime location in the Chennai metro at
Nandambakkam, adjacent to St. Thomas Mount in an area of over25 acres of
land with exhibition halls and support services. RENERGY 2013 will be
hosted in the Air – Conditioned Halls namely Hall No. 2 (1, 000 sq.mtrs.), Hall
No.3 (4,400 sq.mtrs) and Convention Centre Hall A and B (3200sq.m).
DETAILS OF WORKS / SERVICES TO BE CARRIED OUT / ITEMS TO BE SUPPLIED
Works / Services / Supply items are described in following broad groups /
sub-groups.
Intending bidders may note that time is the essence of this work and any
bidder failing to fulfill his obligations within the set time frame will face heavy
penalties, forfeiture of his EMD / Performance Guarantee / other dues as well
as black listing from future tendering.
Hence, only those bidders who are confident of executing the work / making
the supplies in strict time frames mentioned in this document should quote against
this tender enquiry.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Ensure that event branding effectively projects TEDA‟s marketing communication objectives
Design layout & flow of exhibition venue and conference venue
Design of theme based invitations
Design & production of event collateral – Marketing Brouchure
Assist in development of conference Agenda
Design & production of customized conference kits
Remainder mailers + Info mailers
Show Directory
Design & Onsite
Layouts
Entrance Arch
Pole Branding
Welcome Backdrop
Registration desk
Information Kiosk
Conference set
Exhibition Area design
Breakout session design
Convention centre general branding
Temp power Arrangement
House Keeping & Maintenance
Fire and Ambulance
Procurement of performance license as required
Facilitate & Manage live webcast of the complete Event
Touch screen kiosk- Information about TEDA and Event Program Schedule etc
Innovative branding options
Expo & Conference
Customising adhoc avenues through event branding – Airport desk, Hotel registration & Help desk, Coaches/Cars
Onsite Working office/Business Centre for Event & TEDA representative
Sourcing, Training & Supervision of Manpower – including Hostesses for welcome and registration, promoters for co-ordination etc
Manage Complete Registration process including manpower and collection of required information
Display Event branding at key touch points
Increase visibility & facilitate access by installing road signage‟s/branding
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Setting up and making necessary arrangements for stalls
Artiste Management – Identify, negotiate & make necessary arrangements
Briefing and guiding performers in order to customize entertainment thereby increasing relevance
Mentor Master of ceremony as they will be the face of the event
Scripting, recording and finishing of AV films to be screened during the conference
Scripting of event flow
Coordination & execution of event from start to finish as per designed event flow
Arranging and running of all sound,light and video equipment
Photo & video coverage of the entire event
Venue Management – liasing with Chennai Trade Centre for permissions, timings of set –up & coordination of services
Sourcing & customization of Gifts for delegates
Post Event
Create and submit Post Event Summary
Uploading of Event videos and photographs on the event Website
CD – Showcasing Expo 2012
Develop and design “Thank You “ mailer to all the delegates who attended hence facilitating feedback
2. Supplying jute bags, web castings, laptops and printer setup for live story coverage
3. Arranging of Food and High Tea
4. Facilitating accomodation for delegates and Speakers
5. Putting up temporary octonorm system stalls carpets inside & outside exhibition hall
6. Picture projections, arranging light and video, audio set & stage management
7. Supply of TEDA Lr. Head, brouchers, mementos, security guards etc
8. Arranging HD Video & Photo Coverage, Printing of flex,furniture
9. Concept Design,fabricate,TEDA Pavilion with all related promotional items
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
The cost of tender document is Rs. 200/-. If required by post, the cost of tender
document will be Rs. 300/-. The tender document can also be downloaded from
TEDA website free of cost.
3.1 Cost of Bidding
The Bidders should bear all costs associated with the preparation and
submission of Bids. TEDA will in no way be responsible or liable for these
charges/costs incurred regardless of the conduct or outcome of the bidding process.
3.2 Tender Document Fee
a) The Tender documents may also be purchased from the office of TEDA
on payment of fees in Indian Rupees as mentioned in the Tender Data
sheet. The Tender document is not transferable to any other Bidder.
b) The Tender document cost may be paid by way of Demand Draft /
Banker's Cheque in favour of “Tamil Nadu Energy Development Agency”,
payable at Chennai.
c) Alternatively, the Tender document can be downloaded free of cost from
the website. The Tender document fee is waived for those documents
downloaded.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
a) An EMD amount of Rs. 1 Lakh should be paid along with the Bid by way of Demand
Draft or Banker's cheque in favour of “Tamil Nadu Energy Development Agency”
payable at Chennai. The EMD in the prescribed form shall be kept in a separate cover
and sealed appropriately. The EMD cover shall be superscribed with “ EMD for
“EVENT MANAGEMENT” – Tender Ref.:_____________ due on __________. The “FROM”
address and “TO” address shall be written without fail.
b) The bids received without the specified EMD amount, in the prescribed form, will be SUMMARILY REJECTED. c) The EMD amount of the unsuccessful Bidders will be refunded within a reasonable
time. The EMD amount held by TEDA till it is refunded to the unsuccessful
Bidders will not earn any interest thereof.
d) The EMD amount will be forfeited by TEDA, if the Bidder withdraws the bid during
the period of its validity specified in the tender or if the successful Bidder fails to sign
the contract or the successful Bidder fails to remit the Security Deposit within the time
specified.
IMPORTANT NOTE:
Bidders must ensure that they submit all the required documents indicated in
the Tender document without fail. Bids received without supporting documents for the
various requirements mentioned in the tender document or test certificate are liable to
be rejected. The data sheet for the critical components should be submitted by the
Bidder for the scrutiny.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
The First stage Evaluation shall be carried out based on the following minimum
qualification criteria:
# Minimum Eligibility Criteria Proof to be submitted for fulfilling the Eligibility Criteria
1. The Event Manager shall
have an average annual turnover of Minimum Rs. 5 crore for the last
three financial years in the business
of Event Management
Annual report including Balance
sheets and Profit & Loss accounts
for the past three audited years
should be submitted
The Event Manager shall
have an experience in conducting 3
exhibitions/conferences of billing
more than Rs 50Lakhs with
Government(state or Central) and
have an experience in conducting 10
exhibitions/conferences of billing
more than Rs 50Lakh each.
Copy of Work order issued from
the organizer and relevant proof
for having organized the same
NOTE : TEDA would be free to
make enquiries from such clients
about the work, conduct,
performance, quality of service and
such other related general
enquiries about such bidders .
3.
The Event Manager should not have been
„blacklisted‟ by any of his existing / past clients, especially any Government Department /
organizations, for defective / deficient service or
any such reason related to services provided /
works executed by him.
Necessary undertaking letter should
be furnished
4. The Event Manager should have an office in
Chennai for the last 1 year and should be
registered as a PVT.Ltd Company with a
minimum of 20 staff on payroll.
Copy of own, Rent/lease agreement as
a proof for having an office in
Chennai.
Copy of Registration certificate Details of Staff on payroll
Note: The Event Manager must comply with all the above mentioned criteria. Non-compliance of any of
the criteria will entail rejection of the offer. Photocopies of relevant documents/certificates should be
submitted as proof in support of the claims made. TEDA reserves the right to verify/evaluate the
claims made by the vendor independently.
Only if the Bidder satisfies all the above minimum qualification criteria, the Bid will be taken for the second stage of Technical Evaluation
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
The Bidder in addition to the submissions of relevant documents for the below mentioned clauses will be called to make a detailed presentation before the technical committee
5.2.1 Bidders Experience
i. Qualification and Experience of the staff assigned to the project ii. Experience of having conducted exhibitions /Conferences iii. Pre Event designing iv. Concept designing v. Requisite arrangements for Expo and Conference
vi. Post Event
The Following marking scheme will be adopted
s.no Description Maximum
Marks
Marks awarding scheme
Criteria Marks awarded
1. Qualification and
Experience of the staff
assigned to the
project
20
Under Graduate + 3 yrs Experience
Under Graduate + 5 Yrs Experience
Post Graduate + 3 Yrs Experience
10
15
20
2. Average annual turnover for the last
three financial years
in the business of
Event Management
20
Average annual turnover : Rs.5 Cr Average annual turnover : Rs.10 Cr
Average annual turnover : Rs.15Cr
10
15 20
3. Experience of having
conducted 10
exhibitions
/Conferences from
the date of incorporation of the
company
10
Total Billing of 10 Exhibitions shall
have
Billing of Rs. 5 Cr
Billing of Rs. 7 Cr
Billing of Rs. 10Cr
5
7
10
4. Presentation of Pre
Event & Concept
designing
50
20
Total 100 100
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
The Financial Proposal of those bidders who get above 80 % marks on total of second stage evaluation alone will be opened. The Price Bid Format is given as Annexure II
6. INSTRUCTIONS TO THE BIDDER
6.1 General Instructions
a) It will be imperative for each Bidder to familiarize himself with the prevailing
legal situations for the execution of contract. TEDA shall not entertain any
request for clarification from the Bidder regarding such legal aspects of
submission of the Bids.
b) It will be the responsibility of the Bidder that all factors have been investigated
and considered while submitting the Bids and no claim whatsoever including
those of financial adjustments to the contract awarded under this tender will be
entertained by TEDA. Neither any time schedule nor financial adjustments
arising thereof shall be permitted on account of failure by the Bidder to
appraise themselves.
c) The Bidder shall be deemed to have satisfied himself fully before Bidding as to
the correctness and sufficiency of its Bids for the contract and price quoted in
the Bid to cover all obligations under this Tender.
d) It must be clearly understood that the Terms and Conditions and specifications
are intended to be strictly enforced. No escalation of cost in the Tender by the
Bidder will be permitted throughout the period of Agreement or throughout the
period of completion of contract whichever is later on account of any reasons
whatsoever.
e) The Bidder should be fully and completely responsible to TEDA/State
Government.
6.2 Language of Bids
The bid prepared by the Bidder as well as all correspondence and
documents relating to the bid shall be in English only.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
A letter of Authorisation from the Board of Directors or Managing Director of Bidder
organisation authorising the Tender submitting authority or a Power of Attorney
should be submitted in the Techno commercial Bid. The Bids received without the
Letter of Authorisation or Power of Attorney will be summarily rejected.
6.4 Clarifications and Amendments
a) A prospective Bidder requiring any clarification in the Tender may address
TEDA by Registered post or by personal delivery under acknowledgement. No
clarifications will be offered by TEDA within 48 hrs prior to the time of opening
of the Tender.
b) A pre-bid meeting will be held for addressing the clarifications on the date and
time mentioned in the Tender Data sheet or any other date decided by TEDA.
The Bidders are requested to participate in the Pre-bid meeting for
clarifications.
c) Before the closing date of the Tender, clarifications and amendments, if any,
will be notified in the government / TEDA website mentioned in the Tender
Data sheet. The Bidders should periodically check for the amendments or
corrigendum or information in the website till the closing date of this Tender.
TEDA will not make any individual communication and will in no way be
responsible for any ignorance pleaded by Bidders.
d) TEDA is not responsible for any misinterpretation of the provisions of this
tender document on account of the Bidders failure to update the Bid
documents based on changes announced through website.
6.5 Contacting Tender Inviting Authority
a) Bidders shall not make attempts to establish unsolicited and unauthorised
contact with the Tender Inviting Authority or Tender Evaluation Committee or
Tender Accepting Authority after the opening of the Tender and prior to the
notification of the Award and any attempt by any Bidder to bring to bear
extraneous pressures on the Tender Inviting/Evaluation/Accepting Authority
may lead to disqualification of the Bidder.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
b) Notwithstanding anything mentioned above, the Tender
Inviting/Evaluation/Accepting Authority may seek bona-fide clarifications from
Bidders relating to the tenders submitted by them during the evaluation of
tenders.
6.6 Force Majeure
Neither TEDA nor the Successful Bidder shall be liable to the other for any delay or
failure in the performance of their respective obligations due to causes or
contingencies beyond their reasonable control such as:
Natural phenomena including but not limited to earthquakes, floods and
epidemics.
Acts of any Government authority, domestic or foreign including but not limited
to war declared or undeclared, priorities and quarantine restrictions.
Accidents or disruptions including, but not limited to fire, explosions,
breakdown of essential machinery or equipment, power and water shortages.
6.7 Arbitration
In case of any dispute, the matter will be referred to a sole Arbitrator to be appointed
by the Chairman & Managing Director of TEDA under the “Arbitration and
Conciliation Act 1996”. The arbitration shall be held in Chennai (INDIA) and the
language shall be English only. Subject to the above, the Courts at Chennai alone only
shall have jurisdiction in the matter.
7.Tender Document Cost
The cost of tender document is Rs. 200/-. If required by post, the cost of tender
document will be Rs. 300/-. The tender document can also be downloaded from TEDA
website free of cost.
7.1 Cost of Bidding
The Bidders should bear all costs associated with the preparation and submission of
Bids. TEDA will in no way be responsible or liable for these charges/costs incurred
regardless of the conduct or outcome of the bidding process.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
a) The Tender documents may also be purchased from the office of TEDA on
payment of fees in Indian Rupees as mentioned in the Tender Data sheet. The
Tender document is not transferable to any other Bidder.
b) The Tender document cost may be paid by way of Demand Draft / Banker's
Cheque in favour of “Tamil Nadu Energy Development Agency”, payable at
Chennai.
c) Alternatively, the Tender document can be downloaded free of cost from the
website. The Tender document fee is waived for those documents downloaded.
7.3. Earnest Money Deposit (EMD)
a) An EMD amount of Rs. 1 Lakh should be paid along with the Bid by way of Demand
Draft or Banker's cheque in favour of “Tamil Nadu Energy Development Agency”
payable at Chennai. The EMD in the prescribed form shall be kept in a separate cover
and sealed appropriately. The EMD cover shall be superscribed with “ EMD for
“Event Managing Agency” – Tender Ref.:_____________ due on __________. The
“FROM” address and “TO” address shall be written without fail.
b) The bids received without the specified EMD amount, in the prescribed
form, will be SUMMARILY REJECTED.
c) The EMD amount of the unsuccessful Bidders will be refunded within a reasonable
time. The EMD amount held by TEDA till it is refunded to the unsuccessful
Bidders will not earn any interest thereof.
d) The EMD amount will be forfeited by TEDA, if the Bidder withdraws the bid during
the period of its validity specified in the tender or if the successful Bidder fails to sign
the contract or the successful Bidder fails to remit the Security Deposit within the time
specified.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Bidders must ensure that they submit all the required documents indicated in
the Tender document without fail. Bids received without supporting documents for the
various requirements mentioned in the tender document or test certificate are liable to
be rejected. The data sheet for the critical components should be submitted by the
Bidder for the scrutiny.
8. Bid Preparation and Submission
Bidders should examine all Instructions, Terms and Conditions and Technical
specifications as given in the Tender documents. Failure to furnish information required by
the Bid or submission of Bids not substantially responsive or viable in every respect will be at
the Bidder‟s risk and may result in rejection of Bids. Bidders should strictly submit the Bid
as specified in the Tender, failing which the bids will be held as non-responsive and will be
rejected.
The Bids should be submitted separately in two parts namely viz. (1) Techno
commercial Bid and (2) Price Bid. The Techno commercial Bid and Price Bid shall be
submitted in two separate covers. The Bids shall be addressed to “The Chairman & Managing
Director, TEDA, V Floor, EVK Sampath Maaligai, No.68,College Road, Chennai 600 006,
Tamil Nadu, India.
8.1 Techno commercial Bid (Envelope-A)
8.1.1 Bid Preparation
a) The Techno commercial Bid enables TEDA to evaluate whether the Bidder is
techno commercially competent and capable of executing the order. Only those
Bids which qualify in the Techno commercial stage will be eligible for the Price
bid opening. The Price Bids of Bidders who failed in the Techno commercial
stage will not be opened.
b) The Techno commercial Bid format as given in the Tender shall be filled, signed
and stamped in all pages. TEDA will not be responsible for the errors committed
in the Bids by the Bidders.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
c) The Techno commercial Bid should strictly not contain any Price
indications or otherwise the Bids will be summarily rejected.
8.1.2 Details to be furnished in the Techno Commercial Bid
a) The Techno Commercial Bid should be duly filled, signed by the CEO of the
company and stamped in all the pages and should be submitted.
b) The supporting documents to prove Bidder‟s eligibility should be duly attested
and should be submitted.
c) The published Annual Report should be signed by the authorised person and
stamped in all pages and should be submitted.
d) All the required documents insisted in the Tender should be enclosed in the
Techno Commercial Bid.
e) The documentary evidence shall establish Bidder‟s qualifications to the
satisfaction of TEDA.
8.1.3 Signing the Techno Commercial Bid
a) The Bids shall be typed and shall be signed by the Authorised Official(s) of
Bidder. All pages of the bid shall be signed and stamped by the authorised
person.
b) Any alterations, deletions or overwriting will be treated as valid only if they are
attested by the full signature by the authorised person.
8.1.4 Sealing the Techno Commercial Bid
The Techno Commercial bid shall be placed in a separate cover (Envelope-A) and
sealed appropriately. The Techno Commercial bid cover shall be superscribed with “
"TECHNICAL COMMERCIAL BID for Tender for Event Managing Agency for RENERGY
2013 BY TEDA "Tender Ref.:_____________ due on _______.”
The “FROM” address and “TO” address shall be written without fail otherwise the Techno
Commercial bid is liable for rejection.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
a) All the Price items as asked in the Tender should be filled in the Price Bid
format as given in the Tender. The prices quoted shall be in INDIAN RUPEES
(INR) only. The Tender is liable for rejection if Price
Bid contains conditional offers or partial offers and if quoted in any currency
other than INR.
b) The cost quoted by the Bidder shall be kept firm for a period specified in the
Tender from the date of opening of the Tender. The Bidder should keep the
Price firm during the period of Contract including the period of extension of
time if any. The Bidders should particularly take note of this factor before
submitting the Bids.
8.2.2 Signing the Price Bid
a) The Bids shall be typed and shall be signed by the Bidder or a person or
persons duly authorised to bind the Bidder to the Contract.
b) Any alterations, deletions or overwriting shall be treated valid only if they are
attested by full signature by the authorised person.
8.2.3 Sealing the Price Bid
The Price Bids shall be placed in a separate cover (Envelope-B) and sealed
appropriately. The Price Bid cover shall be superscribed with “Price Bid (Envelope B)
– "FINANCIAL BID for Tender for Event Managing Agency for RENERGY 2013 "
Tender Ref.:_____________ due on _______.” The “FROM” address and “TO” address shall be
written without fail otherwise the Price Bid is liable for rejection.
8.3 Outer Cover
The Techno Commercial Bid cover (Envelope-A) and Price Bid cover (Envelope-B) shall
then be put in a single outer cover and sealed. The outer cover shall be superscribed with “”
Tender for Event Managing Agency for RENERGY 2013 BY TEDA” Tender
Ref.:_____________ due on _______.” The “FROM” address and “TO” address shall be written
without fail otherwise the Bid is liable for rejection.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
a) The Bids should be dropped in the Tender box kept at TEDA, 5th Floor, EVK
Sampath Maaligai, No.68 College Road, Chennai- 600 006, Tamil Nadu, India,
on or before the due date and time. The Bids will not be received personally.
b) Alternatively, if the Bidder prefers to submit the Bid by post, the Bidders should
ensure that the Bids reach TEDA on or before the due date and time. TEDA will
not be liable or responsible for any postal delay or any other delay whatsoever.
c) The Bids received after Due Date and Time or Unsealed or in incomplete shape
or submitted by Facsimiles (FAX), E-mails etc., will be summarily rejected.
8.5 Modification and withdrawal of Bids
The Bids once submitted cannot be modified or amended or withdrawn.
8.6 Tender Validity
1. Bids submitted shall remain valid for a period of 270 days from the date of Tender
opening. If the bid validity is lesser than 270 days, the Bid will be rejected as non-
responsive.
2. In exceptional circumstances, TEDA may solicit the Bidders to extend the validity. The
Bidder should extend price validity and Bid security validity
9. Bid Opening
9.1 Techno Commercial Bid Opening
The Techno commercial Bid cover will be opened at TEDA on the date and time as
specified in the Tender Data sheet or any other date published in the website
specified. The Tender will be opened in the presence of the Bidders who choose to be
present. The representative(s) of the Bidder who chooses to attend Tender opening
shall bring an authorisation letter from the Bidder. A maximum of two representatives
for each Bidder would be allowed to attend the Tender opening. On opening the
Techno Commercial bid cover, if EMD in the prescribed form is not found, the
bid will be summarily rejected.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Bidders who are qualified in Techno commercial Bid (Envelope-A) only will be called
for the second stage evaluation. The Bidder in addition to the submissions of relevant
documents for the techno commercial bid will be called to make a detailed
presentation before the technical committee. Bidders should ensure that the
presentation (ppt) should be kept ready well in advance, since the eligible bidders will
be immediately called for to make a detailed presentation before the committee . The
Bidder is also requested to bring samples of various items that will be used to
demonstrate the quality requirements.
9.3 Initial Scrutiny
Initial Bid scrutiny will be held and Tenders as given below will be treated as non-
responsive.
Tender received without EMD amount
Tender not submitted in two parts as specified in the Tender and signing and
stamping in all pages of the Bid
Tender received without the Letter of Authorisation as specified in the Tender
Tender found with suppression of facts/details
Tender with incomplete information, subjective, conditional offers and partial
offers
Tender submitted without supporting documents to prove Eligibility criteria and
Evaluation
Tender not complying with any of the clauses stipulated in the Tender
Tender with lesser validity period
All responsive Bids will be considered for further evaluation. The decision of
TEDA will be final in this regard.
9.4 Clarifications by TEDA
When deemed necessary, TEDA may seek bona-fide clarifications on any aspect from
the Bidder. However, that would not entitle the Bidder to change or cause any change
in the substance of the Bid or price quoted. During the course of Techno commercial
Bid evaluation, TEDA may seek additional information or historical documents for
verification to facilitate decision making. In case the Bidder failed to comply with the
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
requirements of TEDA as stated above, such Bids at the discretion of TEDA, shall be
rejected as technically non-responsive.
9.5 Price Bid Opening
The Price Bid of those bidders who get above 80 % marks on total alone in the
second stage evaluation process alone will be opened. The Price Bids will be opened in
the presence of the Bidders at TEDA. The Bidders or their authorised representatives
(maximum two) will be allowed to take part in the Price Bid opening.
10. Tender Evaluation and Selection
10.1 Suppression of facts and misleading information
a) During the Bid evaluation, if any suppression or misrepresentation of
information is brought to the notice of TEDA, TEDA shall have the right to
reject the Bid and if after selection, TEDA would terminate the contract as the
case may be, will be without any compensation to the Bidder and the EMD/
Security Deposit as the case may be, shall be forfeited.
b) Bidders should note that any figures in the proof documents submitted by the
Bidders for proving their eligibility is found suppressed or erased, TEDA shall
have the right to seek the correct facts and figures or reject such Bids.
c) It is up to the Bidders to submit the full copies of the proof documents to meet
out the criteria. Otherwise, TEDA at its discretion may or may not consider
such documents.
d) The Tender calls for full copies of documents to prove the Bidder‟s experience,
capacity and other requirements to undertake the project.
10.2 Techno Commercial Bid Evaluation
a) The Bidders who have duly complied with the Eligibility Criteria (FIRST STAGE
EVALUATION) will be eligible for further evaluation processing.
b) The bidders who are qualified in the first stage of evaluation alone will be called
for the second stage of evaluation. In the second stage the Bidder will make
presentation on the criteria‟s mentioned in clause 4.2.1 .Based on the
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
performance of the bidder marks will be awarded as per clause 4.2.1 The
Bidders who get above 80 % marks on total in the evaluation process (second
stage evaluation) will be eligible for Price Bid Opening.
10.3 Price Bid Evaluation
1) Bidders who are qualified in First and Second stage Evaluation only will be
called for Price Bid opening. The Price Bids will be opened in the presence of the
Bidders at TEDA. The Bidders or their authorised representatives (maximum
two) will be allowed to take part in the Price Bid opening.
2) The Price Bid evaluation will be conducted as stipulated in the Tamil Nadu
Transparency in Tenders Act 1998 and Tamil Nadu Transparency in Tenders
Rules 2000. The Price evaluation will include all Duties and Taxes as given
below.
(i) In cases of discrepancy between the cost quoted in Words and in Figures,
the lower of the two will be considered.
(ii) In case of discrepancy between the actual total of price break up and the
total mentioned in the bid, the lower of the two will be considered.
3) The Bidder who quotes the lowest (on the total) will be adjudged as L1. TEDA
will not be responsible for any erroneous calculation of tax rates or any
subsequent changes in rates or structure of applicable taxes. All differences
arising out as above shall be fully borne by the Successful Bidder.
4) TEDA may negotiate with the Bidder (L1) for further reduction of price quoted.
10.4 Award of Contract
1) No dispute can be raised by any Bidder whose Bid has been rejected and no
claims will be entertained or paid on this account.
11. Award of Work
11.1 Acceptance of the Tender
The final acceptance of the Tender is entirely vested with TEDA/Govt who reserves the
right to accept or reject any or all of the Tenders in full or in part. The Tender
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
accepting authority may also reject any Tender for reasons such as changes in the
new technologies, court orders, accidents or calamities and other unforeseen
circumstances. After acceptance of the Tender by TEDA, the Bidder shall have no right
to withdraw their Tender or claim higher price.
11.2 Letter of Acceptance (LOA)
After acceptance of the Tender by TEDA, a Letter of Acceptance (LOA) will be issued
only to the Successful Bidder.
11.3 Payment of Security Deposit (SD)
a) The Successful Bidders will be required to remit the Security Deposit equivalent
to 5% (Five percent) of the total quoted price . The SD should be paid by way of
Demand Draft drawn in favour of “Tamil Nadu Energy Development Agency”
payable at Chennai or in the form of unconditional and irrevocable
The SD should be paid within 10 days from the date of issue of Letter of
Acceptance by TEDA.
b) The Security Deposit will be refunded to the Successful Bidder only on
completion of entire work of RENERGY 2013 to the satisfaction of TEDA. The
Security Deposit held by TEDA till it is refunded to the Successful Bidder will
not earn any interest thereof.
c) The Security Deposit/EMD will be forfeited if the Successful Bidder withdraws
the Bid during the period of Bid validity specified in the Tender (or) if the Bidder
fails to sign the contract (or) if the contract is not fulfilled as per the agreement.
11.4 Execution of Agreement
a) The Successful Bidder shall execute a Contract in the INR 100 non-judicial
stamp paper bought in Tamil Nadu only in the name of the Bidder, within 10
days from the date of Letter of Acceptance issued by TEDA.
b) The Successful Bidder shall not assign or make over the contract, the benefit or
burden thereof to any other person or persons or body corporate for the
execution of the contract or any part thereof without the prior written consent
of TEDA. TEDA reserves its right to cancel the work order either in part or full,
if this condition is violated.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
c) In case of the successful bidder fails to execute necessary agreements as
prescribed, within the stipulated period, then his EMD shall be forfeited and his
tender held as non responsive.
11.5 Release of Firm Work Order
After execution of the Contract and payment of Security Deposit, “Firm Work Order”
will be issued to the Successful Bidder by TEDA.
11.6 Refund of EMD to the successful bidders
The EMD amount paid by the Successful Bidder will be adjusted towards Security
Deposit payable by him. If the successful Bidder submits Security Deposit for the
stipulated value in full in the form of DD/ by way of Bank Guarantee, the EMD will be
refunded.
11.7 Release of SD
The Security Deposit will be refunded to the Successful Bidder on completion of entire
work of RENERGY 2013 to the satisfaction of TEDA.
11.8 Termination of Contract
11.8.1 Termination for Insolvency
TEDA may at any time terminate the Contract by giving written notice with a notice
period of 7 days to the Successful Bidder, if the Successful Bidder becomes bankrupt
or otherwise insolvent. In this event, termination will be without compensation to the
Successful Bidder, provided that such termination will not prejudice or affect any right
of action or remedy that has accrued or will accrue thereafter to TEDA.
11.8.2 Termination for Convenience
TEDA may, by written notice, with a notice period of seven days sent to the Successful
Bidder, may terminate the Contract, in whole or in part, at any time for its
convenience. The notice of termination shall specify that termination is for TEDA‟s
convenience, the extent to which performance of work under the Contract is
terminated, and the date upon which such termination becomes effective. On
termination, the successful Bidder is not entitled to any compensation whatsoever.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
2) No advance will be paid or no letter of credit will be issued.
3) Payments will be made only after completion of the event
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Subject: Works for RENERGY 2013 - An International Conference cum Exhibition on Renewable energy.
13. Techno Commercial Bid (Envelope-A)
(All pages of the Techno commercial Bid should be organised section-wise, annexed with
proof documents, serially numbered and stitched/or spiral bound intact and
submitted)Loose pages shall not be accepted.
A1.1 Profile of the Bidder
# Particulars Bidder
1. Name of the Company
2. Year of incorporation
3. Registered office
Address
Office Telephone Number
Fax Number
Contact Person
Name
Personal Telephone Number
Mobile Number
Email Address
5. Tender signing authority
Name
Address
Personal Telephone Number
Email Address
6. Registration Details
Permanent Account Number
VAT Registration Number
CST Registration Number
Service Tax Registration Number
7. Banker's Name, Address and Account
Number
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
A1.3 Details to be furnished for meeting the Eligibility Criteria
1) Details about Incorporation
# Description Bidder
1. Year of Incorporation /Registration
2. Please enclose Certificate of Incorporation / Registration
2) Details about Annual Turnover
Annual turnover for the following years (financial year from April 1 to March 31)
S.No Year
Annual Turnover (Rs. Lakhs)
1. 2011-12
2. 2010-11
3. 2009-10
4. 2008-09
(Please enclose Account / Audited Statements for the last 3 years)
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
3 )Details about the experience of Marketing exhibitions/conferences by the Bidder
# Description Documents to be enclosed
1. List of 3 Government (state /central) Exhibitions /conferences with a total billing of 50 Lakhs
List with complete address of the organiser &contact no , Work order, invoice copy of each event
2. List of 10 Exhibition/Conference with a total billing of Min 5 Crores @ 50 Lakhs each
complete address of the organiser &contact no , Work order, invoice copy
3. List of staff committed to the project with qualification and experience particulars
Furnish necessary Supporting documents
4) Details about the Blacklisting, if any
# Description Bidder
1. Has the Bidder have been blacklisted by any of the State/Central Government or organisations of the State/ Central Government
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Subject: Works for RENERGY 2013 - An International Conference cum
Exhibition on Renewable energy
FINANCIAL BID
(Attach extra sheet wherever required)
Some of the Bill of materials are given below , if required additional items may also be included
CONFERENCE
Sl.
No.
Description Size/Qty Rate(RS)
1. Main Backdrop 18'X14'X2 nos
Sponsor panel 13'X8'X2 nos
AV screen 12'X12' X 2nos
Logo Panel 4'X10' X 2 nos
Partition Panel 4'X14' X 2 nos
Steps 4 ft width X 2nos
Link Masking 2' X 10'X 2 nos
Link Masking 2'X12'X 2 nos
Delay AV Screen 10'X10'X3nos
Transportation
2
Venue Constructs
Standees across conference
centre
3'X6 'X 15 nos
Scrolls for the pre function area 3'X9' X 20nos
Stage for SLV console for both
the halls
18'X8'X2'X2nos
SLV console with black cloth 18'X4.5'X2nos+8'X4
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
5 Light for 3 days (Package Rate) Conference set up
Halogens (500 watt) for House
Light
6 nos.
Profile spot 6 nos.
Victory Scanners with Gobos 2 nos.
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
6 Video for 3 days (Package Rate)Conference set up
7500 Lumens Projectors (Main
Screens)
2 nos.
5500 Lumens Projectors (Delay
Screens)
2 nos.
4500 Lumens Projector (Dining
Area)
1 no.
Laptop with MS, Intel,min. 1 GB
Ram, pre-loaded with MS office
6 nos.
DVD player 1 no.
Extron/Kramer Seamless
Switcher
1 no.
Monitor for playback viewing 2 nos.
Laser Pointer 1 no.
Slide Changer 1 no.
Necessary Cabling
Technician Charges
Transport
Plasma 42" for prompting & dela
viewing
8 nos.
Total (A) (CONFERENCE)
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
authorized signatory with complete Name, Address, Contact No.(s) including Mobile
No(s).
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
To The Chairman and Managing Director Tamil Nadu Energy Development Agency
V Floor, EVK Sampath Maaligai,
68 College Road, Chennai-600006 (INDIA)
Subject: Works for RENERGY 2013 - An International Conference cum
Exhibition on Renewable energy
Ref: Your TEDA/EM/3393/PR/2012- RENERGY 2013 published in newspapers /website.
Dear Sir,
With reference to your Tender Notice inviting offers for Works for RENERGY 2013
by TEDA , I / we hereby submit my / our offer as follows:
a) Technical Bid – Annexure I (in separate sealed cover along with EMD of Rs.1,00,000- &
other documents) (Cover A)
b) Financial Bid – Annexure II (in separate sealed cover) (Cover B)
The two sealed covers containing technical bids and financial bids referred to
above have been put in main cover (Cover C) as required.
2. I hereby undertake to abide by all the terms and conditions contained in your Tender
No. TEDA/EM/3393/PR/2012- RENERGY 2013 dt ___________calling for offers.
3. I also accept to keep my offer valid for your acceptance upto 6 months of the tender
opening date (Technical Bid).
Tender for Event Managing Agency for works / services to be carried out / items to be supplied in connection with RENERGY 2013 - An International Conference cum Exhibition on Renewable energy
