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Directorate of Science & Technology

Science & Technology and Information Technology Department, Government of KPK

BIDDING DOCUMENT FOR

ORGANIZING REGIONAL SCIENCE OLYMPIADS/ FAIRS

DoST – TD -2018-19/4

Issue Date: 28/12/2018

[Total Number of Pages including this page: 08]

Note: The bidder is expected to examine the Bidding Documents carefully, including all instructions,

forms. terms. specifications etc. Failure to furnish all information required by the Bidding documents

or submission of a Bid not substantially responsive to the Bidding Documents in every respect would

result in the rejection of the Bid.

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INSTRUCTIONS

1. The Directorate of Science & Technology (DoST), Government of Khyber Pakhtunkhwa,

Peshawar under its developmental scheme titled “Promotion & Support of Scientific

Innovation/Product Development by Youth of Schools/ Colleges/ Universities (SIPDY)” invites

sealed bids from eligible bidders for organizing Regional Science Olympiads/ Fairs (Open

competition for science ideas, research, models, prototypes from

Schools/Colleges/Universities and General Public) at various regions of Khyber Pakhtunkhwa

Province on the basis of “Single Stage — Single Envelope Bidding Procedure” comprising of

Financial Bids.

2. The Bidder should provide list clients, detail of managerial staff, list of other relevant

resources, number of similar assignments & past relevant record (public & private sector)

relevant experience last 3 years, etc.

3. Financial Bids must be accompanied with call deposit/earnest money (refundable) in shape of

pay CDR of two percent (02%) of total bid amount in favor of Deputy Director, Directorate of

Science and Technology, Peshawar.

4. The bids will be opened after deadline for submission of bids on 15-01-2019 at 11:30 AM. by

the Directorate Consultant Selection Committee (DCSC) in the presence of the bidder’s

/bidder’s representatives who choose to attend.

5. Financial Bid will be straightaway rejected if the following documents with supporting

documents are not provided by the bidder even if it quoted the lowest bid:

a. Registration with Income/Sales Tax Department reflected on Active Tax Payer List of

FBR.

b. Registration with Khyber Pakhtunkhwa Revenue Authority (KPRA).

c. At-least 10 Managerial/ Technical staff

d. Documented proof of that the bidder have organized at least 03 Number of similar

assignments (Public & Private Sector) during the last 03 years.

e. Affidavit that the bidder is not been blacklisted by any of the provincial / federal government or organizations of the state / federal government of Pakistan.

6. Any bid not received as per terms and conditions laid down in this document will be

considered as rejected. No offer shall be considered if:

a. Received without earnest money;

b. It is received after the date and time fixed for its receipt;

c. The tender document and the bid is unsigned;

d. The offer is ambiguous;

e. The offer is conditional i.e. advance payment, or currency fluctuations etc.;

7. The Directorate of Science & Technology, Peshawar will not be responsible for any costs or

expenses incurred by bidders in connection with the preparation or delivery of bids.

8. As authority competent to accept the tender, Directorate of Science & Technology, Peshawar

reserves the right to accept or reject one or all the tenders by assigning cogent reason as

KPPRA Rules.

9. If bidder found to have engaged in corrupt or fraudulent practices in competing for the award

of contract or during the execution of the contract, Directorate of Science & Technology,

Peshawar may, at any time, without prejudice to any other right of action / remedy it may

have, blacklist the Contractor, either indefinitely or for a stated period, for future tenders.

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10. All prices quoted must include all Taxes applicable, such as GST, Income Tax, etc. If not

specifically mentioned in the Quotation, it will be presumed that the prices include all the

taxes.

11. The Bidders are requested to give their best and final price for as per specifications given in

Bidding Documents inclusive of all taxes. The bid must be valid for one year from date of

opening of the bid.

12. Failure to complete the task within the stipulated time period (1st Event within 02 week time)

will invoke penalty as specified in this document. In addition to that, 02% Call Deposit amount

will be forfeited and the company will not be allowed to participate in future tenders as well.

13. Directorate of Science & Technology, Peshawar reserves the right to increase/ decrease

number of activity/ equipment and/or any other items mentioned in this tender document.

14. Directorate of Science & Technology, Peshawar reserves the rights to claim compensation for

the loss caused by the delay in execution of task.

15. Usage of correction fluid & corrections are strictly prohibited unless duly initiated.

16. Bidders are essentially required to provide correct and latest postal/email/web addresses,

phone/mobile/fax numbers for actively and timely communication.

17. All the raw material/ infrastructure procured and installed shall be the property of Directorate

of Science & Technology, Peshawar except those being rented for holding the event.

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PROJECT BACKGROUND

Promotion & Support of Scientific Innovation/ Product Development by Youth of

Schools/Colleges/Universities (SIPDY) is a project executed by Directorate of Science & Technology,

Government of Khyber Pakhtunkhwa aims to attract exceptionally motivated students to study science

and pursue careers in S&T. Main Objective of the project is to is striving to infuse spirit of inquiry &

innovation and to increase the interest of students in Science and Technology.

To identify students with talent, innovative ideas and aptitude for research, help them realize their

potential in their studies, encourage them to take up research careers in science and ensure the growth

of the best scientific minds for research and development in the Directorate of Science and Technology

(DoST), Government of Khyber Pakhtunkhwa has initiated Regional Science Olympiads/ Fairs program

thorough out Khyber Pakhtunkhwa. It will be open competitions for science innovative ideas, research,

models, prototypes processes & projects etc. among schools, colleges, universities and general public.

This program aims to promote excellence in Science among Schools/ Colleges/ Universities students

and General Public with talent and ideas. The best exhibited projects will be selected for cash prizes

and certificates accordingly and will qualify for Grand Provincial Science Olympiad/ Fair (culmination of

all Regional Science Olympiads).

REGIONS Region-wise Olympiads to will be organized to search talented and motivated students and to

encourage them. Tentative regions for organizing RSO’s are:

Sr

No Regions

Proposed

city

1 Southern Region:

Hangu, Kohat, Karak, Bannu, Lakki-

Marwat, DI Khan, Tank, newly created

adjacent districts of KP (i.e. North/ South

Waziristan and Kurram)

Bannu/ DI

Khan

2 Central Region: Peshawar

3 Malakand Region:

Malakand, Upper Dir, Lower Dir

(Timergara), Swat, Shangla, Buner and

Tribal district of Bajuar)

Chakdara/

Mingora-

Swat

4 Hazara Region:

Abbottabad, Mansehra, Haripur,

Batagram, Upper Kohistan (Dassu),

Lower Kohistan (Pattan), Tor Ghar

Abbottaba

d/Mansehr

a

5 Chitral Region: District Chitral

Chitral City

Note: Proposed Venues for organizing RSO’s should be preferably Government Academic institutions

or any other appropriate location which must be selected on mutual consultations of the both the

parties and should be reserved at least a week before the event that should be a central location of

the region and easily accessible for general public.

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SCOPE OF WORK

Regional Science Olympiads/ Fairs aim at promoting excellence in Science among Schools/ Colleges/

Universities students and General Public with talent and ideas. At the average about 100 projects &

models and more than 1000 visitors will be expected to participate/ visit the venue on the event days

including Government Secretaries and Ministers. Event Manager should bring a creative and strategic

lens to the coordination, planning, and event management processes. Event Management/ Service

provider firm will be required to offer it’s bids for the below mentioned works (new ideas/activities

shall be highly appreciated).

The Bidders should provide creative designing and printing of posters, banners and all other branding

material as required on site for showcasing projects & models. The bidders must provide quotations

for the following list of items/ services for all the 5 RSO’s:

1. RESERVATION OF VENUE

Proposed Venues for organizing RSO’s should be preferably Government Academic

institutions or any other appropriate location which must be selected on mutual consultations

of the both the parties and should be reserved at least a week before the event that should

be a central location of the region and easily accessible for general public.

2. PRINTING

a. Pana flexes (Backdrop, standees and for walls)

b. Shields for chief guests and other dignitaries

c. Badges for Organizers/participants

d. Invitation Cards

e. Distinction/ Participation Certificates

f. Brochures/ banners

3. VENUE ARRANGEMENTS

Venue will be comprising of Main-Exhibition venue, Opening/ Closing Ceremony venue, and a

separate hall/ venue for Hi-Tea etc.

a. General Arrangements

i. Create and maintain a better entertaining environment for the visitors and

participants in the event.

ii. Timely cleanliness to be made of full venue throughout the event

iii. Electrification, lighting, sound systems, and Power arrangements with backup

generators

iv. Availability of either of Fans, Air-coolers, Heaters, ACs as per weather

demands at the venue

v. Availability of drinking water at the venue

vi. Fire safety and housekeeping services

b. Main-Exhibition Venue

i. Providing carpet at entrance and walk way of the visitors

ii. Electrification

iii. Set up a Projects Exhibitions Venue for at least 100 projects/ models teams

comprising upto 3 team members and a supervisor including a table, chairs,

with electricity arrangements and space for participants to walk around and

hold informal discussions comfortably.

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c. Opening/ Closing Ceremony venue

i. Installation of stage of standard size (if not available at the venue) along with

dice, electrification, and sound system etc. for opening/ closing ceremonies.

(with Standby Generator to support equipment)

ii. At least 6 executive chairs for the stage including 100 chairs for the audience

iii. Opening ceremony will include ribbon cutting with a round of the exhibition

area and Closing ceremony will include prize distribution and closing remarks

from dignified spokesmen

iv. Speeches, Presentations/ demonstrations, Informal discussions, or sessions

will continue throughout the event

d. Hi-Tea Venue

i. Arrangement of Hi-Tea for VIPS and guests along with carpeted entrance and

pathways

4. LUNCH/ HI- TEA

a. Lunch

Two item lunch boxes for about 500 persons (E.g., Rice & Curri)

b. Hi-Tea

Hi-Tea for about 100 guests (E.g. Chicken Boti, Samosa, Biscuit, Cake, Tea(separate))

5. MEDIA COVERAGE

a. Media Coverage/ Press Releases on behalf of DoST (Print & Electronic Media)

6. MISCELLANEOUS

a. Documentary of the event along with photography / videography (in HD format only)

of each event. Soft Copy of photographs in DVD along with videography to be

provided by the bidder. The cost of same must be part of the financial bid.

Note: Detailed Breakup of each item to be provided in financial proposal as per proforma attached as

Annexure-I. The bidders are requested to apply for the whole activity i.e., 05 Regional Science

Olympiads/ Fairs. DoST reserves the right to increase/ decrease the number of items. Payment to the

Bidder will be made as per the services/ goods procured.

The Competent Authority has the right to reject all bids under Rule 47 of the Khyber Pakhtunkhwa

Public Procurement Regulatory Authority (KPPRA)

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Annexure-I

FINANCIAL PROPOSAL PROFORMA

Sr No Items Description Minimum Quantity

Size/ Quality Unit Cost Per RSO

Cost

Cost for 05 RSO/ Fairs

RESERVATION OF VENUE

1 Reservation of Venue 1 Lump sum

PRINTING

1 Pena flex (Backdrop) 1 10 x 10 ft per sq. feet

2 Pena flexes (standing & for walls)

6 & 6 8 x 5 ft (6 no) 2*5 ft (6 no)

per sq. feet

3 Shields with standard size

10 Standard Size/ 10

Qty per unit

4 Badges/ Cards for Organizers and Participants

50 Standard Quality per unit

5 Invitation Cards 200 Standard Size

Standard Quality Paper

Per unit

6 Distinction/ Participation Certificates

500

A4 size, imported hard paper of 300

grams, and colored (500 Qty)

Per unit

7 Brochures or Banners 1000 Standard Size

Standard Quality Paper

per unit

VENUE ARRANGEMENTS

General Arrangements

1 General Arrangements As mentioned

- - Lump sum

2 Backup Generators - 50 KVA / 100 KVA Per unit

3 Sound System 1 2 Pair/ 3 Pair unit cost

Main Exhibition Venue

1 Projects Exhibitions Venue

- As mentioned Lump sum

Opening/ Closing Ceremony Venue

1 Setting up stage, dice, executive and Audience Chairs

- Lump sum

Hi-Tea Venue

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1 Renting of furniture, crockery and Venue setup

lump sum

LUNCH/ HI- TEA

1 Two item lunch boxes 500 As mentioned per unit cost

2 Hi-Tea 100 As items mentioned per unit cost

MEDIA COVERAGE

1 Media Coverage/ Press Releases 1

At least 03 newspapers

lump sum

MISCELLANEOUS

1 Documentary (3-5 mins)

HD Quality lump sum

2 Photography HD Quality lump sum

3 Videography HD Quality lump sum