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INDIA TRADE PROMOTION ORGANISATION

GSTIN : 07AAATI2955C1ZX , PAN No : AAATI2955C



ITPO/Muba/3/C&D/2013-14

INDIA TRADE PROMOTION ORGANISATION

(F&B Unit)

Sub:  Bids for Construction & Decoration of India Pavilion at Muba Fair, Basel (Switzerland), Feb. 14-23, 2014

1.     INTRODUCTION

 

1.1                India Trade Promotion Organization (ITPO) is the nodal agency of the Govt. of India for promoting trade.  To meet its objectives, ITPO is engaged in organizing fairs, exhibitions and conventions in India and abroad including trade fairs, India shows, buyer seller meets, market surveys, etc.

  1. About Muba Fair

MCH Swiss Exhibition (Basel) Ltd. is the organizer of Muba Fair. MUBA is Switzerland’s oldest and biggest consumer fair launched in 1917. Over a surface area of 75,000 sq. mtrs, about 950 exhibitors present their products, trends and innovations to more than 3,00,000 visitors from Switzerland and neighboring countries. Retail sales are allowed in this fair.

2.1                  ITPO is representing India in the following fair and will set up India Pavilion in the area allocated to ITPO.  India has been given an area of 136 sq mtrs in Hall 2 Lay out plan and Design plan are attached.

Name of the fair/exhibition

Muba Fair, Basel

Date of the Fair

Feb. 14-23, 2014

Venue

MCH Messe Basel, Switzerland

Fair Organiser

MCH Swiss Exhibition (Basel) Ltd

Gross area allotted to ITPO

136 sq mts

Area required to be build up

136 sq mts

 

2.2                ITPO is inviting bids from the interested companies for construction & decoration of India Pavilion in the above Show.

 

3.            SCOPE OF WORK

 

3.1                  Gross area allocated to ITPO by the Show Organiser is 136 sqm in Hall no 2 There will be approximately 20 exhibitors in the India  having different size of the booths i.e. 6/9/12/18 sq mtr as per lay out plan.

 

3.2                  The work will include booth construction of the Pavilion in maxima system of 3.5 mtr height in the front elevation of booths and octonorm system for stand construction as per specifications given in the drawing/lay out plan (attached) with display props/furniture, lights, carpeting, power connections, fascias, carpeting of passage area, title graphics. The Hall will be available as per fair authorities guidelines, attached herewith and may also may be seen at the fair authorities website at http://www.muba.ch. The work must be completed latest by 11a.m on Feb 13, 2014. The premises must be handed over to the Fair organizer in a neat and clean condition one day after the conclusion of the event as per the guidelines of the Show Organizer/Venue Owner.  Guidelines/Regulations of MCH Messe Schweiz, Basel may please be seen at http://www.mch-group.com and http://www.muba.ch and strictly adhered to. The Agency will submit all necessary documentation and application forms to concerned authorities for use of the venue and approval of plans etc.  The selected agency will undertake the C & D activities for the event on turnkey basis and on hire purchase.

 

3.3                  Lay out indicating the circulation plan and size of the booths is attached. The construction work has to be in accordance with this lay out plan.

 

3.4                  Designs of standard booth size of 6, 9, 12 and 18 sq mtrs indicating display aids and furniture, i.e. table, chairs, lockable counter, shelves, pegboard, electric socket, dustbin, stand lights (600 watt for 12 sq mtr and rest proportionate), fascia and carpet are attached. The agency will provide the same as per details given in the plan drawings attached.

 

3.5                  The agency will undertake cleaning of the India Pavilion on daily basis and maintain cleaning throughout the day.

 

3.6                  The agency will ensure presence of technical manpower onsite throughout the show for attending any complaint/contingency.

 

3.7                  The agency will provide new carpet inside the booth area as per the color (red) indicated in the layout plan.

 

 

3.8                  The material such as wall panels, maxima system, furniture, display aids etc. to be used by the agency has to be of a very high quality. Chairs/Tables, counters, display aids etc provided in the stand area should be of same type & colour. 

 

3.9                  Fascia name and booth numbers will be provided by ITPO separately. Each corner booth will have 2/3 fascias.

 

3.10               Please provide 3D mages/presentation of India pavilion (both hard and soft copy) clearing showing the complete projection of India pavilion from different angles. It must also show the complete 3D look of standard booth of 6/9/12/18 sq mtrs with complete display aids and furniture. The 3D presentation should also graphics etc. in detail.

 

3.11               It shall be the responsibility of the agency for making and fixing Façade Boards/ Graphics indicating “India” title in German (Indien) and Hindi at different locations as per the design attached.

 

3.12               Power supply and main electrical connection will be arranged by ITPO. It shall be the responsibility of the Agency to distribute the electricity across the India pavilion.

 

3.13               The price quoted will be for the whole duration of the event & include assembling, dismantling, and transportation, maintenance, cleaning on the day before opening and daily thereafter including waste disposal and thereafter till the handing over the space in a neat condition to the fair authorities.

 

3.14               The Agency is also required to quote rates for optional items such window dresser/decorators, trolleys, furniture/display items including shelve, counters, showcase, garment rail, peg board, tables, chairs etc. for use by ITPO or exhibitors directly.

 

3.15               The approved agency will be responsible to have sufficient manpower present at the site for construction & maintenance of the pavilion and coordination of the event till the end.

 

3.16               The approved agency will have to settle all bills of the Show organizers and other vendors before vacating the venue.

 

4.    Eligibility Criteria

 

Agencies having the following criteria are hereby invited to bid for the event on turnkey basis.

 

4.1                  Must be a registered business entity/service provider.  Registration no. of TAN/Direct tax/Income tax/Trade Tax/VAT/GST, etc. as applicable may be quoted in the technical bids format and copy of the certificate/proof must be attached.

 

 

4.2                  Minimum annual turnover of Rs. 20 Million for the last 3 years from the business of setting up of pavilions in international events.  Proof of annual turnover from the said business activities with certificate from auditor or any other empowered authority must be attached.

 

4.3                  A minimum of 3 years experience in designing and executing the project on turnkey basis for setting up Pavilion in International events organized outside India.  List of major events undertaken and clients with whom they have worked in the past must be attached.

 

4.4                  Submission of EMD in the form of DD is essential for the bid without which the bid offer will be rejected.

 

5.    TERMS & CONDITIONS

 

5.1                  The approved bidder will work under the directions and guidance of ITPO.  It shall be the sole responsibility of the Agency to ensure all activities undertaken by them for ITPO are in accordance with the Swiss Laws.

 

5.2                  Bid value should be quoted in CHF (Swiss Francs) only inclusive of all taxes. 

 

5.3                  Interested eligible agency may submit their bids as per Annex-I & II with supporting documents including earnest money (EMD) of Rs. one lakh or equivalent Euros in the form of a demand draft drawn in favour of India Trade Promotion Organization payable at New Delhi.  The EMD will be refunded to the unsuccessful bidder after the selection of the vendor.  The EMD will be refunded to the successful bidder after completion of the project satisfactorily.  Misrepresentation of facts/withdrawals of bids will lead to forfeiture of EMD.

 

5.4                  Agency will ensure that the manpower engaged for India Pavilion should be in the line with the local laws.  Further, the agency indemnifies ITPO against any claim.

 

5.5                  The agency is required to sign each page of the bid documents by the authorized signatory.  Authorization letter is to be enclosed.  Validity of the bid is till 90 days of last day of submission of bids.

 

5.6                  ITPO shall have right to appoint different agencies for different services envisaged in the offer.

 

5.7                  ITPO requires that bidders under this contract observe the highest standard of ethics during the period of agreement and free from any vigilance enquiry.  The bidders have to bear the cost associated with the preparation and submission of bid documents to ITPO.

 

5.8                  ITPO will reject a proposal for award of work if it is determined that the Applicant recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.

 

5.9                  ITPO will declare a Applicant/Bidder ineligible, either indefinitely or for a stated period of time, to be awarded a contract/contracts, if it at any time determines that the Applicant/Bidder has engaged in corrupt or fraudulent practices in competing for, or in executing the contract.

 

5.10               Agency will indemnify ITPO against any claims, loss, suit, liability or judgment suffered.

 

5.11               ITPO reserves the right to  :

 

·         Make minor changes in the Design plan.

 

·         Extend the deadline for the submission of applications/bid documents at its discretion.

·         Accept or reject any proposal at any time prior to award of contract/order, without assigning any reasons and without any liability on ITPO.

·         Suspend the project, cancel the contract with the selected party in part or in the whole at any time if in the opinion of the ITPO it is necessary or expedient in the public interest.  The decision of the ITPO shall be final and binding in this regard.  ITPO shall

also not be responsible for any damage or loss caused or arisen out of aforesaid action.

 

·         Modify terms and conditions of the contract which shall be granted to the successful bidder after the bidding process, if in the opinion of the ITPO, it is necessary or expedient to do so in public interest or for proper implementation of the project.  The decision of the ITPO shall be final and binding in this regard.

 

For interpretation of any clause of this document, the decision of ITPO would be final and binding on the bidder.

 

6.    SUBMISSION OF  BIDS

 

            Bids shall be submitted by the bidder with supporting documents in a sealed envelope in the following manner:

 

Envelope I      : Containing Earnest money in the form of a DD. Of Rs.1, 00,000/-

 

Envelope II      : Containing Annexure I (Technical Bid) duly filled in with supporting   documents. The envelope should be sealed and marked as “Technical Bid for Construction/Decoration of India Pavilion at Muba 2014, Basel.

 

Envelope III    : Containing Annexure – II (Financial Bid) duly filled in for the bid value in CHF (Swiss francs) including all taxes for the complete project of India Pavilion as per layout plan and terms & condition of the Tender document. The envelop should be sealed and marked as for Construction/Decoration of India Pavilion at Muba 2014, Basel.

 

Envelope- IV    : Envelopes I, II & III should be kept inside the Envelope – IV and again sealed.  The name of the bidder should be clearly written with full address, Tel: nos., E-mail on the Envelopes (I, II, III & IV)

 

This Master Envelope (Envelope – IV) should be marked as “Tender Document for Construction/Decoration of India Pavilion at Muba 2014, Basel.” and shall be submitted/sent at the following address:

                        Mr. Sanjay Uppal,Deputy Manager

                        F&B Division

India Trade Promotion Organization

Pragati Bhawan, Room No. 133

Pragati Maidan

New Delhi – 110001 (India)

 

Last date of submission of Bids: 23.01.2014 (12.30 p.m.)

Date of opening of Technical Bids: 23.01.2014 (3.00 p.m.)

Date of opening of Financial Bids: 24.01.2014(3.00 p.m.)

 

·         In case the bidder require any clarifications or further information, please contact ITPO, Mr SanjayUppal,Deputy Manager,  Tel: 2337 8131 (direct), 23371540 ext. 210 Fax: 23371459, Email: sanjayuppal.itpo@gmail.com  during  office hours.

 

 

 

·         The evaluation of bids will be made in two stages – Technical and Financial.  The Technical bids shall be opened on the same day in the presence of the bidders or their authorized representatives.

 

·         Financial bids of only those firms will be considered for opening who have fulfilled the technical requirement /evaluation.  After opening of financial bids,   financial evaluation will be made &

financial raking statement will be prepared and the selection of the vendor/agency will be done on the basis of L1 criteria.

 

·         Bids received after the dead line of submission of application will not be considered or opened under any circumstances.

 

·         No conditional bids shall be considered.

 

·         Bids received through email shall not be considered.

 

·         No modification or substitution of the submitted application shall be allowed.  An applicant may withdraw its application after submission, provided that written notice of the withdrawal is received by ITPO before the due date for submission of applications.  In case an applicant wants to resubmit his application, he shall submit a fresh application following all the applicable conditions by the stipulated date.

 

7.  Force-Majeure        

 

            If at any time, during the continuance  of this contract, the performance in whole or in part, by  either party, of any obligation under this is prevented or delayed, by reason of war, or hostility, acts of the public enemy, civic commotion,  sabotage, Act of State  or direction from  Statutory Authority, explosion, epidemic, quarantine restriction, strikes and lockouts (as are not limited to the establishments and facilities of the contractor), fire, floods, natural calamities for any act of  GOD (hereinafter referred to as EVENT), provided notice of happenings of any such EVENT is given by the  affected party to the other, within 15 Calendar days from the date of occurrence thereof, neither party shall, by reason of  such event, be entitled to terminate the this contract, nor shall either party have any such claims  for damages against the other, in respect of such non-performance or delay in performance provided the contract  shall be resumed as soon as  practicable, after such EVENT comes to an end or ceases to exist.  The decision of the CMD, ITPO as to whether the service may be so resumed (and the time frame within which the service may be resumed) or not, shall be final and conclusive, provided further that if the performance in whole or part of any obligation under this contract is prevented or delayed by reason of any such event for a period exceeding 30 days either party may, at his option terminate the contract.

 

 

8.    Arbitration

 

All matters of dispute arising

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