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Bid Document
For
Selection of Event Managenment agency
for
“Vastraya - 2020”
(A Buyers’ & Sellers’ Meet and Seminar on Textile Industry in Maharashtra)
Tender No. Samanya/ Vastray-2020/621/2019-2020
Sr No Important Event Date
1 Date of issue of tender 31.01.2020
2 Last date for submission of Technical and
Financial Bids
15.02.2020 at 15:00 Hrs. (IST)
3 Date for opening of Technical Bid 17.02.2020 at 11:00 Hrs. (IST)
(This document is meant for the exclusive purpose of inviting bids and shall not be transferred
reproduced or otherwise used for purposes other than that for which it is specifically issued)
Note:-
1. Technical Bid is required to be submitted on line as well as Hard Copy
2. Financial bid is to be submitted online only.
By
Commissionerate of Textiles,
Maharashtra State, Nagpur, Old Secretariate Building, OPP G.P.O. Nagpur 440001
Tender Document Fee: ₹ 14,000.00
Page 2 of 56
Reference Table of Contents
Chapter Subject Page
No.
1. About Commissionerate of Textiles, Maharashtra State, Nagpur 4
2. General Information to Bidders regarding procedure for submission of
Tender Documents 5
3. Bid evaluation criteria and selection procedure 13
4. General Terms and Conditions 16
5. Annexure 1: Eligibility Criteria and Application Form 26
6. Annexure 2: Letter of undertaking 30
7 Annexure 3: Performance Bank Gurantee Format 31
8 Annexure 4: Self-Declaration – Non Blacklisting 34
9 Annexure 5: Details of Similar Works Executed 35
10 Annexure 6: Format of Power of Attorney 36
11 Annexure 7: Representative Authorization Letter 37
12 Annexure 8: Financial Bid 38
13 Annexure 9: Detailed Specification 40
14 Annexure A: Quantity for Instructions of Civil Work 46
15 Annexure B: Publicity News paper 49
16 Annexure B1: Publicity other than News paper 51
17 Annexure B2: Cultural Programme 51
18 Annexure C: Seminar 52
19 Annexure 10: Instructions to the Contractors/Bidders for the
e-submission of the bids online through e-Procurement Portal 54
Page 3 of 56
NOTICE INVITING TENDER
Tender No. Samanya/ Vastray-2020/621/2019-2020
Commissionerate of Textiles, Maharashtra State, Nagpur-440001 invites open e-tender from the agencies
empaneled by Ganeral Administrative Department, Government of Maharashtra vide Government
Resolution No. MVJ-2017/CR No 376/34, Dated 21st May,2018 (शासन ननर्णय, सामान्य प्रशासन निभाग क्र .
मािम- 2017 प्र .क्र . 376/34 नि.21 मे 2012) under two bid system for the Providing Event Management
Services FOR “VASTRAYA - 2020” (A Buyers’ & Sellers’ Meet and Seminar on Textile Industry in
Maharashtra) at Kolhapur/ Mumbai/Nagpur on 1st week of March 2020.
Sl.N
o. Item Details
1 Name of Work: Organising Event
“VASTRAYA - 2020”
(A Buyers’ & Sellers’ Meet and Seminar on
Textile Industry in Maharashtra) with all
preparations
Place: Kolhapur/ Mumbai/Nagpur
Date: 1st week of March 2020.
Date of availability of Tender Document 31st January 2020 from 18.00 hours
to
15th February 2020 up to 15.00 hours
3 Mode of Selection e Tender two Bid System
4 Last date and time for submission of bids 15th February 2020 up to 15.00 hours
5 Date of Pre-bid Meeting 5th February 2020 from 11.00 hours
6 Opening of Technical Bid 17th February 2020 up to 11.00 hours
7 Presentation by the Bidders to the
Evaluation Committee
17th February 2020 up to 14.00 hours (any
change will be intimated)
8 Opening of Financial Bid 17th February 2020 up to 16.00 hours
9 Earnest Money Deposit (EMD) ₹ 1,40,000/-
10 Cost of tender document
(non-refundable).
No physical sale of tender document
₹ 14,000/-
11 Address for Submission of Hard copy of
Technical Bid (including Tender Document
Fees & EMD) on or before the closing date
and time of bid submission
Commissionerate of Textiles, Maharashtra State, Nagpur,
Old Secretariate Building,
OPP G.P.O. Nagpur 440001
12 Website for downloading tender Document,
Corrigendum, Addendums etc.
www.mahatenders.gov.in
Disclaimer :
This tender is not an offer by Commissionerate of Textiles, Maharashtra State, Nagpur, but an invitation
to receive offer from Eligible Bidders. No contractual obligation whatsever shall arise from the tender
process unless and until a formal contract is signed and executed by duly authorized Officer of
Commissionerate of Textiles, Maharashtra State, Nagpur with the vendor.
Commissioner Textiles,
Commissionerate of Textiles, Maharashtra State, Nagpur
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Chapter 1
About Commissionerate of Textiles, Maharashtra State, Nagpur
Commissionerate of Textiles, Maharashtra State, Nagpur-440001, is established in the
year 1971. The Commissionerate is a entity of Co-operative, Marketing & Textiles Department
of the Government of Maharashtra, It works for cooperative textile industry. Commissioner
(Textile) is ex officio registrar for co-operative textile societies. The Commissionerate also
works for the implementation of the various schemes for co-operative spinning mills, power
loom societies and handloom societies. Working of the Commissionerate is regulated by the
Maharashtra Co-operative Societies Act 1960 and various rules of Government of Maharashtra.
Commissionerate of Textiles, Maharashtra State, Nagpur is trying to adapt the needs of
fast changing digital world and is continuously in process of up gradation. These efforts will
show positive results only when we make the process transparent and public participative.
Commissionerate of Textiles, Maharashtra State, Nagpur developed an mobile application –
TexApp, TexApp is one such innovative concept where textile department is aiming to put all
registered textile units of Maharashtra on Global platform and create business opportunities for
the textile units. The success of the TexApp concept depends on its penetration in society and
actual people connect. Hence to create awareness among the digital generation of India, it is
necessary to arrange a seminar on TexApp Promotion and problems before the Indian Textile
Industry.
Commissionerate of Textiles, Maharashtra State, Nagpur invites e-bids against Tender
in the prescribed format to be submitted on www.mahatenders.gov.in from Eligible Bidders
preferably engaged in Event Management from Maharashtra.
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Chapter 2
General Information to Bidders regarding procedure for submission of
Tender Documents
1. The Tender document has to be downloaded from web site (www.mahatenders.gov.in) and
be submitted online through www.mahatenders.gov.in along with the scans of tender
document fee of Rs. 14000/- ( Rs. Fourteen Thousands only) (non-refundable) and EMD
of Rs 1,40,000/- (Rupees One Lakh Forty Thousand only) through online payment
gateway on mahatenders portal only.
2. Apart from submission of bid through mahatenders Portal, the original hard copy of
Technical Bid along with copy of payment/Transaction receipts for Tender fee and EMD as
above should reach at the following address on or before the date and time of the bid
closing:
Commissionerate of Textiles,
Maharashtra State,
Old Secretariate Building,
OPP G.P.O. Nagpur- 440001
3. This hard copy shall not entail the bidder to be eligible for consideration of bid unless and
until the bid is complete in all respects is submitted through e-Procurement portal. Any
variation in hard copy of technical bid from the uploaded technical bid shall make the bid
liable to rejection.
4. No physical sale of Tender Document will be done and there is no exemption from payment
of tender document fees. The bids without tender document fee shall be summarily rejected.
However, the bidders who are eligible for the exemption for EMD as per the existing Rules
of Government of Maharashtra, will be given exemption from payment of EMD only,
However they have to submit/attach/upload the valid documents for exemption.
5. Documents to be enclosed with the Technical and Financial Bid: The documents shall be
as per the below mentioned checklist in two bid format:
A Technical Bid :
I. Part A (to be Uploaded on mahatenders portal)
Part I of the Technical bid should be uploaded containing the following:
a) Tender documents duly completed, digitally signed but without indicating the price
quoted. (To be attached as Annexure-1)
b) Scanned copies of payment/Transaction receipts for Tender fee and EMD. (To be
attached as Annexure-2)
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c) Audited annual accounts for last 3 years. (i.e. 2016-17, 2017-18, 2018-19) (To be
attached as Annexure-3)
d) Income Tax return certificates for last 3 years. (i.e. 2016-17, 2017-18, 2018-19) (To
be attached as Annexure-4)
e) The Applicant should have an average annual turnover of at least Rs. 75 lakhs
(Rupees Seventy Five Lakhs Only) in any one year from the last three financial years
(2016-17, 2017-18 & 2018-19). Turnover certificate of at least one financial Year
from last three years should be attached. (i.e. 2016-17/ 2017-18/2018-19) (To be
attached as Annexure-5)
f) PAN Card copy of Firm/ Proprietor (To be attached as Annexure-6)
g) GST Registration Certificate if applicable as per GST Act. (To be attached as
Annexure-7)
h) Self-Declaration – non-blacklisting as per (To be attached as Annexure-8)
i) Details and proof regarding past performance of the similar work/services & list of
clients of similar works executed to Government / Semi Government/ Private
Institutions. The Bidder should have successfully completed, during 3 years from 1st
April, 2016, at least one assignment of minimum value of Rs.50 lakhs or two such
assignments of minimum value of Rs. 35 lakhs each for any Government
organization/ Government ITI/ Government Engineering Colleges/ Government
Polytechnics/ Private Engineering College of repute in India. (To be attached as
Annexure-9)
II. Part B (Presentation to be made on event concept and flow of maximum duration of
20 minutes to evaluation committee of Commissionerate of Textiles, Nagpur.)
Conceptual Presentation of the event proposal should include -
Proposed concept & plan of the events should include
Technological Innovation
Performances and performers
End-to-end management
Lighting & Sound effects
Seating plan, access management
Stage Designs
Others
B Financial bid (to be Uploaded on mahatenders portal)
a) Should be uploaded in BoQ format only (hard copy of financial bid not to be sent)
containing the following
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b) The bidder shall quote the prices/rates online as specified in the BoQ format given at
(As per Annexure 7).
c) The bidders should quote their most competitive prices/rates.
d) All prices/rates should be clearly written both in figures and in words.
e) The prices/rates quoted shall be firm throughout the period of the validity of the offer
and subsequently during the currency of the contract and shall not be subject to any
variation/revision.
f) Price should be quoted for each and every item failure to which will lead to
cancellation of bid.
g) Work order will be given to one bidder who will quote lowest amount considering
sum of all quoted prices of all items. (Individual item wise work orders to various
bidders quoting lowest prices for various equipment will not be given)
h) Liberty of purchasing individual items depends upon will of purchaser and it will be
bind upon successful bidder.
Notes:
a) All the Bidders have to abide by all the terms and conditions mentioned in this
Tender document.
b) Each bid document and supporting documents uploaded must be signed. The original
documents of Technical Bid shall be signed by a person duly authorized to bind the
organization to the Contract. A duly stamped Power-of-Attorney (as per annexure-
5) accompanying the Bid Document shall support the representative authorization
letter (as per annexure-6).
c) The person signing the Bid Document shall sign and stamp at the bottom all
pages of the Bid Document and each page of the bid document should be
properly numbered and submitted as a package along with forwarding letter on
bidder’s letter head. There should not be any overwriting or cutting or interpolation
and any correction/ overwriting/ cutting/use of whitener etc. will lead to
rejection of the Bid.
d) In case, any bidder encloses the financial bid within technical bid or sends hard copy
of financial bid separately or with hard copy of the technical bid, the same shall be
rejected summarily.
e) Submission of Technical Bid and Financial Bid in any other format than prescribed
or with any variation/modification from prescribed format may result in
invalidation/rejection of such bids. Bid once submitted cannot be modified.
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f) Reproduced / re-word-processed formats or Bidder own formats for the price bids
will disqualify the tender. However the Bidder can reproduce exactly the same
format for clarity in filling due to shortage of space.
g) All information called for in the enclosed Annexures should be furnished against the
respective columns in the forms. If information is furnished in a separate document,
reference to the same should be given against respective columns in such cases.
h) If any particular condition/term/query is not applicable, it should be stated as “Not
Applicable”.
i) Not giving complete information called for in the tender forms or not giving it in
clear terms or making any change in the prescribed Annexures or deliberately
suppressing the information may result in the bidder being summarily disqualified
and initiation of legal action under the purview of the applicable law.
6. Rectification of Errors: Bidders are advised to exercise greatest care in entering the pricing
figures. No requests regarding correction of mistakes in the financial bids will be entertained
after the bids are opened. If any interlineations, erasures, alterations, fluid-marking, additions
or overwriting are found the bid shall be rejected summarily. Arithmetic errors in bids will be
considered as follows:
a) Where there is a discrepancy between the amounts in figures and in words,
the amount in the words will be considered.
b) Where there is a discrepancy between the unit rate and the line item total resulting
from multiplying the unit rate by the quantity, the unit rate will govern unless, in the
evaluation, there is obviously a gross error such as a misplacement of a decimal
point, in which case the line item total will govern or whichever is logically correct.
c) If the bidder does not accept the correction of errors, its bid will be rejected.
d) Notwithstanding the above, the decision of the Evaluation Committee shall be final
and binding.
7. Undertaking for reasonableness: The bidder will give an undertaking with financial bid
that to the best of their knowledge and belief tendered rates are at par with the prevailing
market rates and not more than the price usually charged for similar service from any other
purchaser/client private, foreign or Government.
8. The Bidder shall bear all costs associated with the preparation and submission of its bid and
Commissionerate of Textiles, Nagpur will, in no case, be responsible or liable for those costs,
regardless of the conduct or outcome of the bid process.
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9. Interested bidders are advised to study the document carefully. Submission of bids shall be
deemed to have been done after careful study and examination of the document with full
understanding of its implications.
10. The Commissioner Commissionerate of Textiles, Nagpur reserves the right to award the
work/cancel the award without assigning any reason. In case of differences, if any, the
decision of the Commissionerate of Textiles, Nagpur shall be final and binding.
11. If Commissionerate of Textiles, Nagpur deems it appropriate to revise any part of this Tender
Document or to issue additional data to clarify an interpretation of the provisions of this
Tender Document, it may issue supplements to this Tender Document. Such supplemental
information, including but not limited to, any additional conditions, clarifications, minutes of
meeting, official communication over email/ post, etc. will be communicated to all the
bidders by putting up on Commissionerate of Textiles, Nagpur Website
(http://www.dirtexmah.gov.in) and www.mahatenders.gov.in. Any such supplement shall be
deemed to be incorporated by this reference into this Tender Document.
12. Commissionerate of Textiles, Nagpur, at its sole discretion, may extend the deadline for the
submission of bids, and the extended date will be displayed on the website
(http://www.dirtexmah.gov.in) and www.mahatenders.gov.in.
13. Bidders are neither allowed to join hands to participate in the tender nor allowed to submit
multiple bids. In case of detection of such, their bid (s) is/are liable to be rejected. Bidding
through consortium is not allowed.
14. Enquiries and Clarifications:
Enquiries, if any, shall be addressed to Commissioner Textiles on email id: textilecomm.ng-
[email protected] within 7 days of Tender Document Download Start Date & Time.
15. Performance Security Deposit/Refund of EMD
a) The successful Supplier/ Bidder shall, within Seven (07) days of award of contract,
provide a Performance Security deposit. Performance Security Deposit would be for
an amount of 5% (five percent) of the value of the awarded contract.
Performance Security shall be furnished in the form of Account Payee Demand Draft
in favour of "Assistant Director(Accounts), O/o Commissionerate of Textiles,
Nagpur”..
b) EMD shall be refunded to the selected bidder only after signing of the contract and
receipt of Performance Security Deposit. EMD will be returned to unsuccessful
bidders without interest within 120 days after award of contract or setting aside the
tender, as the case may be.
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c) The proceeds of the Performance Security deposit shall be payable to the Purchaser
as compensation for any loss (including loss of opportunity, time or cost) resulting
from the Supplier’s/ Bidder’s failure to comply with its obligations under the
Contract.
d) The Performance Security deposit for “Providing Event Management Services
FOR “VASTRAYA - 2020” should remain valid for a period of 60 days beyond
the date of completion of all contractual obligations including warranty obligations if
any.
16. Forfeiture of EMD: The EMD will be forfeited:
a) If the bidder withdraws the bid after quoting and submission / acceptance;
b) If the bidder withdraws the bid , or unilaterally amends, impairs or rescinds the offer
before the expiry of the validity period of the bid or within the time frame of
extension given by Commissionerate of Textiles, Nagpur in special case
communicated before the expiry of the bid;
c) If the bidder fails to comply with any of the provisions of the terms and conditions of
the bid specification;
d) If the successful bidder fails to furnish the Performance Security in the form of
Demand Draft within the prescribed time;
e) If the bidder submits the offer with forged documents or alters the Tender terms and
conditions or language/wordings in any manner.
17. Forfeiture of PSD: Performance Security Deposit shall be forfeited/invoked in the following
cases: -
a) When any term and condition of the contract is breached.
b) When the Contractor/ Bidder fails to provide deliverables after partially executing the
work order or contractor fails to fulfil its obligations under the contract.
18. No interest will be paid by Commissionerate of Textiles, Nagpur on the amount of EMD and
performance security Deposit.
19. Forfeiture of Earnest Money Deposit / Performance Security Deposit shall be without
prejudice to any other right of Commissionerate of Textiles, Nagpur to claim any damages as
admissible under the law as well as to take such action against the Contractor/ Bidder such as
severing future business relation or black listing, etc., as may be deemed fit.
20. Last Date for Submission of e-Bids: Last date of submission of Tender Document is as per
schedule given. However, Commissionerate of Textiles, Nagpur reserves the right to
postpone and/or extend the date of submission/opening of bids or to withdraw the Tender
Document, without assigning any reason thereof. In such a case the bidders shall not be
Page 11 of 56
entitled to any form of compensation from the Commissionerate of Textiles, Nagpur.
21. Acceptance of offer: Commissionerate of Textiles, Nagpur reserves the right to accept
any bid under this tender in full or in part, or to reject any bid or all bids without
assigning any reason. All responses including Financial and Technical bids would be
deemed to be irrevocable offers/proposals from the Bidders and if accepted by
Commissionerate of Textiles, Nagpur.
22. Excuse from Claim: The Bidders at no point of time can excuse themselves from any claims
by Commissionerate of Textiles, Nagpur whatsoever for their deviations in conforming to the
terms and conditions, payment schedules, time frame for implementation etc. as mentioned in
Tender document.
23. Adherence to Schedule: The Bidder has to adhere to the time schedule of activities
mentioned in the Tender Document and no request to change the last date or extend period /
time for submission shall be entertained by Commissionerate of Textiles, Nagpur.
24. Right to Termination/Cancellation: Notwithstanding anything contained in this document,
Commissionerate of Textiles, Nagpur, reserves the right to cancel/terminate the bidding
process without assigning any reason whatsoever, at any time, prior to signing the contract
and Commissionerate of Textiles, Nagpur shall have no liability for above‐mentioned
actions.
25. Completeness of Bids: Information must be furnished in comprehensive manner against
each column of Bid Document. Commissionerate of Textiles, Nagpur will examine the Bids
to determine as to whether they are complete in all respects. In particular, whether
a) they meet all the conditions of the Tender Document and Technical Specifications
b) any computational errors have been made
c) required sureties have been furnished
d) the documents are as prescribed and have been properly signed
e) the Bid Documents are substantially responsive to the requirements of the Tender
Document
26. Rejection of Bid:
a) The Bids that are not submitted on mahatenders portal shall not be accepted and bids
submitted only by post, Telex, fax or email would not be entertained.
b) Any condition put forth by the Bidder not conforming to the Tender Document
requirements shall not be entertained at all and such Proposal shall be rejected.
c) Tender documents with any condition or with alteration to formats of declarations,
undertakings and bid formats will be summarily rejected.
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d) Bid may be rejected at any stage of the evaluation if it is found that the
firm/company has provided misleading information or has been blacklisted by a
central or any state government or an autonomous body or has indulged in any
malpractice/ unethical practice or has not honoured contractual obligation elsewhere.
e) If the bidder deliberately gives incorrect or misleading information in their tender or
wrongfully creates circumstances for the acceptance of the tender, Commissionerate
of Textiles, Nagpur reserves the right to reject such a bid at any stage.
f) A bid that does not meet all pre-qualification criteria or is not responsive shall be
rejected by Commissionerate of Textiles, Nagpur and will not subsequently be made
responsive by correction or withdrawal of the nonconforming deviation or any
reservation by the Bidder.
g) Even though bidder may satisfy the qualifying criteria, it is liable to disqualification
if it has record of poor performance or not able to understand the scope of work etc.
27. Designated Contact person:
Dr Janardhan G Pakwane
Assistant Director (Accounts)
Commissionerate of Textiles,
Old Secretarial Building, OPP G.P.O. Nagpur 440001
Ph. No. :0712-256 1247, Email id: [email protected]
Page 13 of 56
Chapter 3
Bid evaluation criteria and selection procedure
The Bidding process below specifies the procedures that would regulate the overall bidding
process. It contains standard provisions that have been prepared to Design, Prepare, Advertise/
Publish, Submit, Open, Evaluate, Compare bids and Award of Contract and are to be strictly
adhered to by the bidder.
3.1Guiding Principle for Evaluation of Bids
a) The tendering authority shall determine to its satisfaction whether the selected Bidder
that has submitted the best and substantially responsive Bid is qualified to perform
the Contract satisfactorily.
b) The determination shall be based upon an examination of the documentary evidence
of the Bidder’s qualifications submitted by the Bidder
c) An affirmative determination shall be a prerequisite for award of the Contract to the
Bidder. A negative determination shall result in disqualification of the Bid, in which
event the tendering authority shall proceed to the next best bid to make a similar
determination of that Bidder’s capabilities to perform satisfactorily.
d) To evaluate a Bid, the tendering authority shall use all the criteria and methodologies
defined in this document.
e) To evaluate a Bid, the tendering authority shall consider the following: -
i. The bid price as quoted in accordance with bidding document.
ii. Price adjustment for correction of arithmetic errors in accordance with bidding
document.
f) The tendering authority/ procurement committee, in observance of best practices,
shall: -
i. Maintain the bid evaluation process strictly confidential as per the details
below.
ii. Reject any attempts or pressures to distort the outcome of the evaluation,
including Fraud and corruption.
iii. Strictly apply only and all of the evaluation and qualification criteria specified
in the Bidding document.
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3.2Confidentiality
a) Information relating to the examination, clarification, evaluation and comparison of
bid proposals, and recommendations for the award of the work will not be disclosed
by Commissionerate of Textiles, Nagpur to Bidders or any other persons not
officially concerned with such process until the award of work to the successful
Bidder has been announced.
b) Any attempt by a Bidder to influence the tendering authority or other officials in the
examination, evaluation, comparison, and post qualification of the Bids or Contract
award decisions may result in the rejection of its Bid.
c) From the time of bid opening to the time of Contract award, if any Bidder wishes to
contact the tendering authority on any matter related to the bidding process, he/she is
allowed to do so in writing.
3.3 Clarifications of Bids
a) To assist in the examination, evaluations and comparison of bids, Commissionerate
of Textiles, Nagpur may, at its own sole discretion, ask the Bidder for clarification on
the Bid submitted.
b) The request for clarification and the response shall be in writing by post or email.
c) If the response to the clarification is not received before the expiry of deadline
prescribed in the request, the Bid shall be rejected.
d) No representation in this regard would be entertained after rejection of the Bid.
e) Any clarification submitted by a Bidder with regard to its Bid that is not in response
to a request by the tendering authority shall not be considered.
f) No change in the prices or substance of the Bid shall be sought, offered or permitted,
except to confirm the correction of arithmetic errors discovered by the tendering
authority in the evaluation of the Financial Bids.
3.4 Opening of Technical Bids
a) Bids duly submitted/uploaded, will be opened online on the schedule date and time.
The bids will be opened and the bidders or their authorized representative may, if
they so desire be present at the time of opening of the bids.
b) Bid of only those bidders will be opened who have submitted requisite Technical Bid
with Tender document fee and EMD in original as above within the specified time
limit.
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c) If due date of receipt of bids and/or that of opening of bids happens to be a closed
holiday(s), the bids would be opened on the next working day but the time of receipt
of bids will remain the same.
d) The Bidder’s names, the presence or absence of requisite fees will be announced at
the opening.
3.5 Evaluation of Technical Bids
a) Tentative date, time and venue of opening of technical bid is given in schedule. If
there is any change, all bidders will be intimated by displaying the same on the
website of Commissionerate of Textiles, Nagpur http://www.dirtexmah.gov.in and
www.mahatenders.gov.in only.
b) The Evaluation Committee shall evaluate each Technical Proposal on the basis of the
Proposal’s responsiveness to the scope and presentation given before committee.
Part I should contain the technical documents uploaded.
Part II will be conceptual presentation
3.5 Evaluation of Financial Bids:
c) Tentative date, time and venue of opening of financial bid is given in schedule. If
there is any change, shortlisted bidders will be intimated by displaying the same on
the website of Commissionerate of Textiles, Nagpur http://www.dirtexmah.gov.in
and www.mahatenders.gov.in only.
d) The submission and opening of bids will be through e-tendering process only.
Financial bid has to be submitted on-line only (no hard copy).
e) The rate should not be provided as a percentage figure but in absolute Indian Rupees.
f) The rate quoted shall be reasonable and valid till the completion of project. The
period can be extended with mutual agreement.
g) The financial bids will be opened for the shortlisted technically qualified
bidders only.
h) The name of Bidder, bid prices of each Bid, shall be announced by Commissionerate
of Textiles, Nagpur during opening of financial Bid. The bidders or their authorized
representative may, if they so desire be present at the time of opening of the bids.
i) The bidders qualified from technical bid and quoting lowest amount in financial bid
for the event will be awarded the tender.
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Chapter 4
General Terms and Conditions
1) Income Tax, GST
No Bidder, who does not hold a valid PAN from Income Tax department, Valid GST
Certificate should submit Bid .The PAN, GST certificate should be quoted in the tender
document without which the tender is liable to rejection.
2) Contract Documents (Non – Disclosure Agreement)
The Bidder shall not, without prior written consent from Commissionerate of Textiles,
Nagpur, disclose the Contract or any provision thereof, to any person other than a
person employed by the Bidder in the performance of the Contract. Disclosure to any
such employed person shall be made in confidence and shall extend only so far, as may
be necessary for purposes of such performance. The Bidder shall not, without prior
written consent of Commissionerate of Textiles, Nagpur, make use of any document or
information made available for the project, except for purposes of performing the
Contract. All project related documents issued by Commissionerate of Textiles, Nagpur,
other than the Contract itself, shall remain the property of Commissionerate of Textiles,
Nagpur and shall be returned (in all copies) to Commissionerate of Textiles, Nagpur, on
completion of the Bidder’s performance under the Contract if so required by
Commissionerate of Textiles, Nagpur.
3) Interpretation
a) If the context so requires it, singular means plural and vice versa.
b) Commercial Terms: The meaning of any trade term and the rights and obligations of
parties there under shall be as prescribed by commercial terms. All the terms shall be
governed by the rules prescribed in the current edition of commercial terms, published by
the Indian Chamber of Commerce at the date of the Invitation for Bids or as specified in
the bidding document.
c) Entire Agreement: The Contract constitutes the entire agreement between
Commissionerate of Textiles, Nagpur and the contractor and supersedes all
communications, negotiations and agreements (whether written or oral) of parties with
respect thereto made prior to the date of Contract.
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d) Amendment: No amendment or other variation of the Contract shall be valid unless it is
in writing, is dated, expressly refers to the Contract, and is signed by duly authorized
representatives of each party thereto.
e) No waiver: Subject to the conditions (f) and (g) below, no relaxation, forbearance, delay,
or indulgence by either party in enforcing any of the terms and conditions of the Contract
or the granting of time by either party to the other shall prejudice, affect, or restrict the
rights of that party under the Contract, neither shall any waiver by either party of any
breach of Contract operate as waiver of any subsequent or continuing breach of Contract.
f) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing
and signed by an authorized representative of the party granting such waiver, and must
specify the right and the extent to which it is being waived.
g) The contract shall be governed by the provisions of and instructions issued by
Government of Maharashtra having jurisdiction to issue orders/instructions of
procurement related matters. In case the provisions of Contract/Agreement/this
Document are at variance with the Orders/Instructions issued by Government of
Maharashtra, the Orders/Instructions will prevail.
h) Severability: If any provision or condition of the Contract is prohibited or rendered
invalid or unenforceable, such prohibition, invalidity or unenforceability shall not affect
the validity or enforceability of any other provisions and conditions of the Contract.
i) In case of any ambiguity in the interpretation of any of the clauses in the tender
document, the interpretation of the clauses by Authorized Representative of
Commissionerate of Textiles, Nagpur shall be final and binding on all parties.
4) Language
a) The Contract as well as all correspondence and documents relating to the Contract
exchanged by the Supplier/ Bidder and the Commissionerate of Textiles, Nagpur, shall be
written in English only or as specified in the special conditions of the contract.
b) Supporting documents and printed literature that are part of the Contract may be in
another language provided they are accompanied by an accurate and authenticated
translation of the relevant passages in English language. Supporting material, which is
not translated in English, will not be considered for evaluation.
5) Notices
a) Any Notice given by one party to the other pursuant to the Contract shall be in writing to
the address specified in the contract. The term “in writing” means communicated in
written form with signatures. Faxes/emails shall be followed by written signed letter.
Page 18 of 56
b) A Notice shall be effective when delivered or on the Notice’s effective date, whichever is
later.
6) Applicable Law
a) The contract shall be interpreted in accordance with the laws of the Government of
Maharashtra.
c) Governing Law and Choice of Forum :
i. The laws of the Government of Maharashtra shall govern this project. Any suit, action
or proceeding shall be confined to the exclusive jurisdiction of Courts at Nagpur
(Maharashtra, India).
ii. Any suit/legal action filed by any third party on account of the services provided by
the contractor against any item related/pertaining to this project shall be settled by the
contractor at its own cost. Commissionerate of Textiles, Nagpur will NOT be a party
to the same.
7) Deliverables
The bidder shall be single point of contact with Commissionerate of Textiles, Nagpur and
shall be solely responsible for the execution & delivery of the work. The bidder whose tender
is accepted shall arrange to start the services as per agreement/contract.
8) Terms of Payment
a) The currency or currencies in which payments shall be made to the Bidder under this
Contract shall be Indian Rupees (INR) only
b) No advance payment shall be made including payments of handling charges/service
charges etc. under any circumstances to the bidder.
c) All remittance charges will be borne by the bidder.
d) The successful bidder has to sign an agreement on non-judicial stamp paper which shall
contain clauses related to liquidated damages on account of delays, errors, cost and time
over-run etc.
e) In case the bidder fails to execute the contract, Commissionerate of Textiles, Nagpur
shall have liberty to get it done through any other agency with full cost recoverable from
the bidder in addition to damages and penalty.
f) Amount payable to the successful bidder as stated in the Contract shall remain non-
negotiable and fixed during the tenure of the Contract. The prices quoted shall not be
conditional /optional.
g) All payments to the Bidder/agency shall be made through NEFT/RTGS only for which
they are required to submit the following information:
i. Bank Account Number of bidder/agency
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ii. Name of the Account
iii. Bank Name
iv. Branch Name
v. IFSC Code.
h) Tax Deduction at source: All Central/State Govt. /Local Body Levies as applicable from
time to time shall be deducted at source from the payment to the Supplier/ Bidder as per
the respective law in force at the time of execution of contract. Commissionerate of
Textiles, Nagpur shall deduct tax at source /duties under any other law/statute as may be
applicable at the time of making payments (e.g. Income tax TDS and GST TDS). The
supplier shall furnish to the Commissionerate of Textiles, Nagpur, PAN (for TDS) And
GST Certificate, as applicable
i) For all services supplied, the Bidder shall be entirely responsible for all taxes, stamp
duties, license fees, and other such levies imposed/incurred until delivery of the
contracted products or services.
j) The rates quoted shall be firm. However, after the award of contract, any variation in
government levies shall be as per actuals.
9) Rates/ Prices
The rates quoted shall remain firm during the period of contract. However, after the award of
contract, any variation in government levies shall be as per actuals.
10) Standard of performance
a) The Bidder shall provide the services and carry out its other obligations under the
agreement with due diligence, efficiency, economy, confidentiality, promptness and
techniques.
b) The Bidder shall always support and safeguard the legitimate interests of
Commissionerate of Textiles, Nagpur, in any dealings with the third party.
11) Penalty Clause
Quality of the service as per the contract to be served by the Contractor. In case of failure
penalty of 0.5 % will be levied on contractor.
12) Consortium
No consortium will be entertained by Commissionerate of Textiles, Nagpur. The bidder shall
hold the full responsibility of the contract. Any consortium formed by the bidder at its end
which was formed either to gain entry into the agreement with Commissionerate of Textiles,
Nagpur or during the project for the execution of the agreement will be at the sole risk and
responsibility of the bidder and would lead to rejection of tender or termination of contract
with penalty.
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13) Subcontracts
The Bidder shall not subcontract the awarded contract or part thereof.
14) Termination
Commissionerate of Textiles, Nagpur may without prejudice to any other remedy for breach
of contract, terminate the contract in case of occurrence of any of the following events. In
such an occurrence Commissionerate of Textiles, Nagpur shall give not less than thirty days
written notice of termination to the contractor.
a) Termination of the Contract
The Contract is liable to be terminated if the Contractor/firm/company:
i. Becomes bankrupt or insolvent or goes into liquidation (other than a voluntary
liquidation for the purpose of amalgamation or reconstruction, in the case of a
Company) or is ordered to be wound up or has a receiver appointed on its assets or
execution or distress is levied upon all or substantially all of his/their assets; or
ii. Makes an arrangement with or assignments in favour of his/their creditors or agrees
to carry out the contract under a committee or inspection of his/their creditors; or
iii. Abandons the work; or
iv. Persistently disregards the instructions of Commissionerate of Textiles, Nagpur in
contravention of any provision of the Contract; or
v. Fails to adhere to the agreed program of work; or
vi. Assigns or sublets the work in whole or in part thereof without prior written consent
of Commissionerate of Textiles, Nagpur; or
vii. Performance is not satisfactory; or
viii. Defaults in the performance of any material undertaking under the contract and fails
to correct such default to the satisfaction of Commissionerate of Textiles, Nagpur
within fifteen days (15) after written notice of such default is provided to the
Contractor. Such termination will be by 15 (fifteen) days notice in writing and no
claim/compensation shall be payable by Commissionerate of Textiles, Nagpur as a
result of such termination.
ix. At any time, the contractor makes default in proceeding with the works/job with due
diligence and continues to do so after a notice in writing of seven (7) days from
Commissionerate of Textiles, Nagpur.
x. If the contractor obtains the contract with Commissionerate of Textiles, Nagpur
through illegal measures;
xi. Information submitted/furnished by the contract are found to be incorrect.
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xii. The above shall be without prejudice to Commissionerate of Textiles, Nagpur’s other
rights under the law.
b) Consequences of Termination
If the contract is terminated by Commissionerate of Textiles, Nagpur for reasons detailed
above or for any other reasons whatsoever:
i. Commissionerate of Textiles, Nagpur shall reserve the right to get work completed at
the risk and cost of the contractor and to recover from the contractor any amount by
which the cost of completing the work by any other agency shall exceed the value of
the contract without prejudice to any other remedies/rights/claims that may be
available to Commissionerate of Textiles, Nagpur.
ii. Performance Security Bond/Guarantee in any form submitted by the contractor shall
stand forfeited.
iii. The contractor shall have no claim to compensation for any loss sustained by him by
reason of having entered into any commitment or made any advances on account of
or with a view to the execution of works or on account of loss of expected profits.
iv. All the dues payable to the contractor for the work executed by him before and up to
termination shall only be released after making adjustments for the expenses, charges,
demands, expected losses incurred by Commissionerate of Textiles, Nagpur as a
consequence of termination of the contract.
c) Termination for Convenience
Commissionerate of Textiles, Nagpur, by Notice sent to the contractor, 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 Commissionerate of Textiles, Nagpur’s convenience,
the extent to which performance of the Bidder under the Contract is terminated, and the
date upon which such termination becomes effective.
15) Settlement of Disputes
a) General: If any dispute arises between the contractor and Commissionerate of Textiles,
Nagpur during the execution of contract that should be amicably settled by mutual
discussions. However, if the dispute is not settled by mutual discussions, a written
representation will be obtained from the contractor on the points of dispute. The
representation so received shall be examined by Commissionerate of Textiles, Nagpur.
Thecontractor shall also be given an opportunity of being heard and the decision on the
representation will be conveyed in writing.
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b) Committee for Settlement of Disputes: If a question, difference or objection arises in
connection with or out of the contract agreement or the meaning of operation of any part,
thereof or the rights, duties or liabilities of either party have not been settled by mutual
discussions, it shall be referred to the empowered committee for recommendations. The
committee shall consist of following officers of Commissionerate of Textiles, Nagpur: -
i. Commissioner: Chairman
ii. Joint commissioner (Admn): Member
iii. Assistant Director (Accounts): Member
iv. Assistant Commissioner (Admin): Member Secretary
17) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties
regarding contract shall be settled by a competent court situated in Nagpur, Maharashtra,
India only.
18) Reservation of Rights
Commissionerate of Textiles, Nagpur reserves the right to:
a. Extend the Closing Date for submission of the Proposals
b. Amend the proposal requirements at any time prior to the Closing Date, provided that
the amendment is displayed on Commissionerate of Textiles, Nagpur website
http://www.nielit.gov.in/Nagpur and www.eprocure.gov.in.
c. Seek information from the bidders on any issue at any time.
d. To accept any bid not necessarily the lowest, reject any bid without assigning any
reasons and accept bid for all or anyone options for which bid has been invited or
distribute options to more than one bidder.
e. Terminate or abandon the entire bidding process whether before or after the
receipt of bids.
f. Seek the advice of external consultants to assist Commissionerate of Textiles, Nagpur
in the evaluation or review of proposals.
g. Make enquiries of any person, company or organization to ascertain information
regarding the Bidders and its proposal.
h. Reproduce for the purposes of this Procedure the whole or any portion of the
Proposal.
19) Force Majeure
a) Notwithstanding anything contained in the Bid Document, the contractor shall not be
liable for forfeiture of security, liquidated damages or termination for default, if and to
the extent that, it’s delay in performance or other failures to perform its obligations under
the agreement is the result of an event of Force Majeure.
Page 23 of 56
b) For purposes of this clause “Force Majeure” means an event beyond the control of the
contractor and not involving the contractor’s fault or negligence and which was not
foreseeable. Such events may include wars or revolutions, fires, floods, earth quakes,
epidemics. The preventive measures for fire breakdown must be followed otherwise will
not be applicable here. The decision of Commissionerate of Textiles, Nagpur, regarding
Force Majeure shall be final and binding on the Bidder.
c) If a Force Majeure situation arises, the contractor shall promptly notify to
Commissionerate of Textiles, Nagpur in writing, of such conditions and the cause thereof
within 15 days of occurrence of such event. Unless otherwise directed by
Commissionerate of Textiles, Nagpur in writing, the contractor shall continue to perform
its obligations under the agreement as far as reasonably practical, and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure event.
d) Commissionerate of Textiles, Nagpur may, terminate this agreement by giving a written
notice of a minimum 15 days to the contractor, if as a result of Force Majeure; the
contractor is unable to perform the services for a period of more than 60 days.
20) Special Terms and Conditions
a) In case of any damage to the furniture and premises of venue due to any action(s) directly
or indirectly attributable to the contractor the cost as per actual shall be recovered from
the contractor.
b) Contractor shall indemnify and hold harmless, defend, protect and fully compensate
Commissionerate of Textiles, Nagpur and its employees/ officers/ staff/ personnel/
representatives/agents from and against all claims or demands of liability and all
consequences arising out of any suits, actions or administrative proceedings, claims,
demands, losses, damages, costs, and expenses of any nature, including attorney’s fees
and expenses, due to the employees and the workers of the Contractor engaged by the
contractor for the purpose of event.
c) The Contractor shall also be responsible for all liabilities of his/her/their employees’
provident fund, E.S.I. and all other statutory obligations. The Commissionerate of
Textiles, Nagpur shall not be treated as Principal Employer for any purpose and shall not
be party to any dispute that arises between contractor and his/her employees.
d) The contractor shall comply with the Child Labour (Prohibition and Regulation) Act.
e) The contractor shall provide best quality food (break-fast, Lunch, Dinner etc.) services in
the event.
f) The contractor shall use good quality ingredients for the break-fast, Lunch, Dinner etc.
The contractor shall maintain cleanliness, full hygienic atmosphere in the event. The
Page 24 of 56
contractor shall be responsible for the food poisoning or any untoward incidents/events if
any, occurred due to use of the food supplied in the event of the Commissionerate of
Textiles, Nagpur.
g) The contractor shall not serve stale items.
h) The contractor shall be responsible for getting the License and Clearance under the Food
Adulteration Act, necessary for conducting catering service.
i) The contractor shall not serve cigarettes, alcoholic drinks tobacco items & Gutkha etc. or
any banned substances at the venue.
j) The contractor shall not be involved in any illegal activity.
k) The Contractor has to arrange for commercial Gas Cylinders for venue catering.
Note: Non-observance of above conditions by the contractor shall lead to cancellation of
his/her contract, black listing of his/her firm/ company, forfeiting of performance Security
besides any other legal action as deemed fit by Commissionerate of Textiles, Nagpur against
him/her.
21) Criminal Charges and Conviction
The Bidder warrants that it has disclosed and shall continue to disclose during the term of
this Contract full details of all criminal convictions and all pending criminal charges against
it or any of its personnel and associates.
22) Change in Laws & Regulations
If after the date of proposal submission, any law, regulation, ordinance, order or by-law
having the force of law is enacted, promulgated, abrogated or changed which shall be
deemed to include any change in interpretation or application by the competent authorities,
that subsequently affects the costs and expenses of the Bidder and/or the Time for
Completion, the Contract Price shall be correspondingly increased or decreased, and/or the
Time for Completion shall be reasonably adjusted to the extent that the Bidder has thereby
been affected in the performance of any of its obligations under the Contract.
23) Conflict of Interest
Commissionerate of Textiles, Nagpur considers a conflict of interest to be a situation in
which a party has interests that could improperly influence that party’s performance of
official duties or responsibilities, contractual obligations, or compliance with applicable laws
and regulations, and that such conflict of interest may contribute to or constitute a prohibited
practice under Commissionerate of Textiles, Nagpur's Procurement Ethics. In pursuance of
Commissionerate of Textiles, Nagpur's Procurement Ethics requirement that bidders,
suppliers, and contractors under contracts, observe the highest standard of ethics,
Commissionerate of Textiles, Nagpur will take appropriate actions against the bidder, if it
Page 25 of 56
determines that a conflict of interest has flawed the integrity of any procurement process.
Consequently all Bidders found to have a conflict of interest shall be disqualified.
A Bidder may be considered to be in a conflict of interest with one or more parties in the
bidding process if, including but not limited to:
a) have controlling shareholders in common; or
b) receive or have received any direct or indirect subsidy from any of them; or
c) have the same legal representative for purposes of the Bid; or
d) have a relationship with each other, directly or through common third parties, that
puts them in a position to have access to information about or influence on the Bid of
another Bidder, or influence the decisions of the tendering authority regarding this
bidding process; or
e) A Bidder participates in more than one bid in this bidding process. Participation by a
Bidder in more than one Bid will result in the disqualification of all Bids in which it
is involved. However, this does not limit the inclusion of the same subcontractor, not
otherwise participating as a Bidder, in more than one bid.
24) Responsibilities of the Bidder
The bidder shall be responsible for Providing Event Management Services FOR
“VASTRAYA - 2020” as per the terms & specification and directions of Commissionerate
of Textiles, Nagpur.
Page 26 of 56
Annexure 1
Eligibility Criteria and Application Form
1. Firms/ Company Particulars:
Name of Bidder
Name & Designation of
Authorized Signatory
Registered Head Office Address
Details of Incorporation of the
Firm/ company. Certificate to be
submitted in Technical bid
Date:
Ref #
Details of Commencement of
Business
Date:
Ref#
Permanent Account Number
(PAN)
Goods and Services Number
(GST)
Address of the Firm/company
Type of Firm/company Public
Limited
Private
Limited
Partner-
ship
Proprie-
tary
Society
Put Tick( ) mark
Telephone/Mobile Number(s) of
Contact Person
Email Address / Web Site Email: Web-Site:
Fax No.
Certification/Accreditation/Affili
ation, if Any (attach proof)
Clientele details along with
contact numbers from Govt.
ITI’s/Govt. Polytechnics/ Govt.
Engineering Colleges/ Private
colleges/ PSU / Corporate
Clients from whom certificates of
satisfactory report can be
Page 27 of 56
produced. Commissionerate of
Textiles, Nagpur may also
independently seek information
regarding the performance from
such clients.
Indicate if organization has been
blacklisted for any of the offices
of Central or State Govt. or
autonomous body or any of its
other customers? If so, details
may be provided.
2. Audited Annual Accounts for last 3 years as mentioned below:
As per audited Balance Sheets (in Cr)
Sr.No. Year 2016-17 2017-18 2018-19
1 Turn Over
3. Details of Tender Document Fee and EMD Payment
(i)Tender Document Fee Number Dated Amount Drawee Bank &
Branch
Rs. 14000/-
(Rupees Fourteen
thousands Only)
(ii) Earnest Money
Deposit
Number Dated Amount Drawee Bank &
Branch
Rs. 1,40,000/-
(Rupees One
Lakh Forty
Thousand Only)
4. Eligibility Criteria
Bidders shall provide such evidence of their continued eligibility satisfactory to the
tendering authority as per the “Eligibility Criteria” mentioned in the bidding document
and/ or as the tendering authority shall reasonably request. In general Bidder must furnish
Page 28 of 56
the following information along with self-attested copies of supporting documents, failing
which the proposal shall not be considered:
S.
No. Eligibility Criteria Supporting documents
To be
annexed as
1 Covering Letter + Application Form On Applicant’s Letter head Anx-1
2 The Bidder must be a Proprietorship
Concern/Company registered under
relevant acts such as Indian Companies
Act, 2008/ Firm/company registered
under The Partnership Act 1932/ Society
registered under Societies Act, 1860, etc.
A bidding firm should be an individual
corporation/ company. Consortium of
companies/ firms is not allowed.
Copy of the Certificate of
Incorporation of the
Company/ Firm’s
Registration Certificate.
Anx-2
3 The Bidder should hold a valid PAN
from Income Tax department.
Bidder must possess and submit a valid
Permanent Account Number (PAN) of
Bidder
Valid copy of all the
mentioned/ required
Certificates / Documents.
Anx-3
4 The Bidder should have successfully
completed, during 3 years preceding 1st
April, 2016, at least one assignment of
minimum value of Rs.50 lakhs or two
such assignments of minimum value of
Rs. 35 lakhs each for any Government
organization/ Government ITI/
Government Engineering Colleges/
Government Polytechnics/ Private
Engineering College of repute in India.
Reference, information and
certificates from the
respective clients certifying
delivery and execution
capability of the bidder. The
documentary evidence in
form of work/contract and
client report must be
enclosed.
Anx-4
5 The Applicant should have an average
annual turnover of at least Rs. 75 lakhs
(Rupees Seventy Five Lakhs Only) in
any one year from the last three financial
years (2016-17, 2017-18 & 2018-19).
Copies of audited balance
sheets including profit & loss
accounts/ annual reports of
last three financial years and
CA Certificate.
Anx-5
6 Firm/company is not eligible to
participate in this tender process while
under sanction by Commissionerate of
Textiles, Nagpur whether such sanction
was directly imposed by
Commissionerate of Textiles, Nagpur, or
imposed by Commissionerate of
Textiles, Nagpur pursuant to the
Agreement for Mutual Enforcement of
Debarment Decisions. A bid from a
Undertaking to this effect
shall be submitted by the
applicant on its letter head.
Anx-6
Page 29 of 56
S.
No. Eligibility Criteria Supporting documents
To be
annexed as
sanctioned or cross-debarred firm will be
rejected.
7 The bidder must be empaneled under
empanelment done by General
Administrative Department, Government
of Maharashtra vide Government
Resolution No. MVJ-2017/CR No
376/34, Dated 21st May,2018 (शासन ननर्णय, सामान्य प्रशासन निभाग क्र .मािम-2017 प्र .क्र . 376/3 4 नि. 21 मे 2012)
Valid copy of all the
mentioned/ required
Certificates / Documents
Anx-7
8 Letter of Undertaking Valid copy of all the
mentioned/ required
Certificates / Documents
Anx-8
9 Power of Attorney and Representative
Authorization Letter whichever
applicable
Valid copy of all the
mentioned/ required
Certificates / Documents
Anx-9
We agree to abide by all the conditions mentioned in this Tender Document issued by the
Commissionerate of Textiles, Nagpur and also the further conditions of the said Tender Notice
given in the attached sheets (all the pages of which have been signed by us in token of
acceptance of the terms mentioned therein). We understand that Commissionerate of Textiles,
Nagpur is not bound to accept the offer and that Commissionerate of Textiles, Nagpur has the
right to reject the offer without assigning any reasons whatsoever.
Yours faithfully,
Name of the Bidder: -
Authorized Signatory: -
Seal of the Organization:-
Place:
Date:
Page 30 of 56
Annexure 2
Letter of undertaking
(ON THE LETTER HEAD OF THE BIDDER)
To,
The Commissioner,
Commissionerate of Textiles,
Maharashtra State,
Old Secretariate Building, OPP G.P.O. Nagpur 440001
Subject: Providing Event Management Services FOR “VASTRAYA - 2020”
Sir/Madam,
This bears reference to Commissionerate of Textiles, Nagpur tender Tender No. Samanya/ Vastray-
2020/621/2019-2020 dated : 31 January, 2020. We have critically examined the proposal and
hereby, accept all the terms and conditions for submitting bid as mentioned in this tender
Document. We hereby certify that no terms and conditions have been stipulated by us
i. the Financial Bid and all declarations/undertakings are in the format
prescribed.
ii. Until a formal contract is prepared and executed, this proposal, together with
your written acceptance thereof and your notification of award, shall constitute
a binding Contract between us. We undertake that, in competing for (and, if the
award is made to us, in executing) the above contract, we will strictly observe
the laws against fraud and corruption in force in India.
iii. We understand that you are not bound to accept the lowest or any proposal you
may receive.
The above document is executed on _____/______/2020 at (place) _____________ and
we accept that if anything out of the information provided by us is found wrong our tender/ work
order shall be liable for rejection.
Thanking you,
Yours faithfully,
Name of the Bidder: -
Authorized Signatory: -
Seal of the Organization: -
Page 31 of 56
Annexure 3
PERFORMANCE BANK GUARANTEE FORMAT
Name of the Bank: ----------
To
Commissionerate of Textiles, Nagpur.,
Sector-16 A, Noida
PERFORMANCE BANK GUARANTEE FORMAT
In consideration of the Commissionerate of Textiles, Nagpur acting through-------------------------
-------------------- (Designation & address of Contract Signing Authority), (hereinafter called
“The Commissionerate”) having agreed under the terms and conditions of agreement/Contract
Acceptance letter No.-----------------------------------dt…………….Made between………….
(Designation & address of contract signing Authority) and……………. (here in after called “the
said Service Provider” for the work…………. (here in after called “the said agreement”) having
agreed for submission of a irrevocable Bank Guarantee Bond for …….……only) as a
performance security Guarantee from the Service Provider for compliance of his obligations in
accordance with the terms & conditions in the said agreement.
1. We……………………( indicate the name of the Bank) hereinafter referred to as the
Bank, undertake to pay to the Commissionerate of Textiles, Nagpur an amount not
exceeding ………. ( ……..only) on demand by the Commissionerate of Textiles, Nagpur
2. We…………… ( indicate the name of the bank, further agree that ( and promise) to pay
the amounts due and payable under this guarantee without any demur merely on a
demand from the Commissionerate of Textiles, Nagpur through the Commissioner,
Commissionerate of Textiles, Nagpur, or --------------------------(Designation & Address
of contract signing authority), stating that the amount claimed is due by way of loss or
damage caused to or would be caused or suffered by the Commissionerate of Textiles,
Nagpur by reason of any breach by the said Service Provider of any of the terms of
conditions contained in the said agreement or by reason of the Service Provider failure to
perform the said agreement. Any such demand made on the Bank shall be conclusive as
regards the amount due and payable by the Bank under this guarantee. However, our
liability under this guarantee shall be restricted to an amount not exceeding ……… (
………….Only).
3. (a) We …………… ( indicate the name of Bank ) further undertake to pay to the
Commissionerate of Textiles, Nagpur any money so demanded notwithstanding any
dispute or dispute raised by the Service Provider in any suite or proceeding pending
Page 32 of 56
before any court or Tribunal relating to liability under this present being absolute and
unequivocal.
(b) The payment so made by us under this Performance Guarantee shall be a valid
discharge of our liability for payment there under and the Service Provider shall
have no claim against us for making such payment.
4. We………….. (indicate the name of bank) to further agree that the guarantee herein
contained shall remain in full force and effect during the period that would be taken for
the performance of the said agreement and that it shall continue to be enforceable till all
the dues of the Commissionerate of Textiles, Nagpur under or by virtue of the said
agreement have been fully paid and its claims satisfied or discharged by ………..
(Designation & Address of contract signing authority) on behalf of the Commissionerate
of Textiles, Nagpur, certify that the terms and conditions of the said agreement have been
fully and properly carried out by the said Service provider and accordingly discharges
this guarantee.
5. (a) Not withstanding anything to the contrary contained herein the liability of the bank
under this guarantee will remain in force and effect until such time as this guarantee is
discharged in writing by the Commissionerate of Textiles, Nagpur or until (date of
validity/ extended validity) whichever is earlier and no claim shall be valid under this
guarantee unless notice in writing thereof is given by the Commissionerate of Textiles,
Nagpur within validity/ extended period of validity of guarantee from the date aforesaid.
(b) Provided always that we…………….. ( indicate the name of the Bank)
unconditionally undertakes to renew this guarantee or to extend the period of guarantee
form year to year before the expiry of the period or the extended period of the guarantee,
as the case may be on being called upon to do so by the Commissionerate of Textiles,
Nagpur. If the guarantee is not renewed or the period extended on demand, we ……….
(indicate the name of the Bank) shall pay the Commissionerate of Textiles, Nagpur the
full amount of guarantee on demand and without demur.
6. We, …………….. (indicate the name of Bank ) further agree with the Commissionerate
of Textiles, Nagpur that the Commissionerate of Textiles, Nagpur shall have the fullest
liberty without our consent and without effecting in any manner out of obligations
hereunder to vary any of the terms and conditions of the said contract from time to time
or to postpone for any time or from time to time any to the powers exercisable by the
Commissionerate of Textiles, Nagpur against the said service provider and to forbear or
enforce any of the terms and conditions of the said agreement and we shall not be
relieved from our liability by reason of any such variation, or extension being granted to
Page 33 of 56
the said service provider for any bearance act or omission on the part of the
Commissionerate of Textiles, Nagpur or any indulgence by the Commissionerate of
Textiles, Nagpur to the said service provider for by any such matter or thing whatsoever
under the law relating to sureties for the said reservation would relive us from the
liability.
7. This guarantee will not be discharged by any change in the constitution of the Bank or
the Service Provider.
8. We, (indicate the name of the Bank ) lastly undertake not to revoke this guarantee except
with the previous consent of the Commissionerate of Textiles, Nagpur in
9. This guarantee shall be valid upto (Date of Completion plus Handholding Period). Unless
extended on demand by Commissionerate of Textiles, Nagpur. Notwithstanding anything
to the contrary contained hereinbefore, our liability under this guarantee is restricted to
Rs…………….. (Rs………………………..only) unless a demand under this guarantee is
made on us in writing on or before…………….. we shall be discharged from our
liabilities under this guarantee thereafter.
Dated: the day of For
(indicate the name of bank)
Signature of Banks Authorised
official
Witness ( Name )-------
Designation with Code No. ---------
1 Full Address-----------
2.
Page 34 of 56
Annexure 4
SELF-DECLARATION – NON BLACKLISTING
(On Non-Judicial Stamp Paper of ₹100/- duly attested by the Notary Public)
To
The Commissioner,
Commissionerate of Textiles,
Maharashtra State,
Old Secretariate Building,
OPP G.P.O. Nagpur 440001
Sir/Madam,
In response to the tender No. Tender No. Samanya/ Vastray-2020/621/2019-2020 dated : 31
January, 2020. for Event Management Services FOR “VASTRAYA - 2020”, I/ We hereby
declare that presently our Company/ firm _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ is having
unblemished record and is not declared ineligible for corrupt & fraudulent practices in similar
services either indefinitely or for a particular period of time by any State or Central Government
in India/autonomous body /SPSUs/CPSUs/any other government organisation or its
undertakings/Private or Government Engineering College/ ITIs/ Polytechnics during last three
years preceding the date of submission of bid.
We further declare that presently our Company/ firm ___________________is not
blacklisted and not declared ineligible for reasons other than corrupt & fraudulent practices in
similar services by any State or Central Government in India/autonomous body
/SPSUs/CPSUs/any other government organisation or its undertakings/Private or Government
Engineering College/ ITIs/ Polytechnics on the date of Bid Submission during last three years
preceding the date of submission of bid.
If this declaration is found to be incorrect then without prejudice to any other action that
may be taken, my/ our security may be forfeited in full and the tender if any to the extent
accepted may be cancelled.
Thanking you,
Yours faithfully,
Name of the Bidder:
Authorized Signatory:
Seal of the Organization:
Date:
Place:
Page 35 of 56
Annexure 5
DETAILS OF SIMILAR WORKS EXECUTED
Sr.
No
Name of
Event
Organised
& Location
Owner
of sponsoring
organization
Cost of
Work
(in Lakhs)
Date of
Event
Litigation/Arbit
ration pending
in progress with
details, if any
Name,
Designation and
Address/telepho
ne number of
officer to whom
reference may
be made
Remarks
1 2 3 4 5 8 9 10
Name of the Bidder: -
Authorized Signatory: -
Seal of the Organization: -
Date:
Place:
Page 36 of 56
Annexure 6
Format Power of Attorney
(On Stamp paper of relevant value)
Know all men by the present, we _________________________________ (name of the
company/firm and address of the registered office) do hereby appoint and authorize Mr
__________________ (full name and residential address) who is presently employed with us
holding the position of _______________________ as our attorney, to do in our name and on
our behalf, deed and things necessary in connection with or incidental to our proposal in
response to the tender document by Commissionerate of Textiles, Nagpur, including signing and
submission of all the documents and providing information/responses to Commissionerate of
Textiles, Nagpur in all the matters in connection with our bid.
We hereby agree to ratify all deeds and things lawfully done by our said attorney
pursuant to this Power of Attorney and that all deeds and things done by our aforesaid attorney
shall always be deemed to have been done by us.
Dated this ______ day of ______.
For ________________________________.
(Signature)
(Name Designation and Address)
Accepted
Signature)
(Name Designation)
Date:
Business Address:
Page 37 of 56
Annexure 7
REPRESENTATIVE AUTHORIZATION LETTER
Date : _________________________
Ref : _________________________
To
The Commissioner,
Commissionerate of Textiles,
Maharashtra State,
Old Secretariate Building,
OPP G.P.O. Nagpur 440001
Dear Sir,
Ms. /Mr. ___________________ is hereby authorised to sign relevant documents on behalf of
the agency for the tender for “Providing Event Management Services FOR “VASTRAYA -
2020”. She/he is also authorised to attend meetings and submit Technical & Financial
information as may be required by you in the course of processing above said tender.
Thanking you,
Authorised Signatory
Representative Signature
Company Seal
Page 38 of 56
Annexure 8
Financial Bid
1. The financial bid has been submitted in BoQ file only by uploading the same on e-Procurement
portal as per the process.
2. By submitting the financial bid on e-Procurement portal, bidder agrees and will abide by all the
terms and conditions specified in this Annexure as well as this TENDER DOCUMENT.
Name of the Tenderer/ Bidder: __________________________________________________
Address for Correspondence : __________________________________________________
Proforma as per BoQ format of Mahatenders portal of the consolidated financial proposal for Providing
Event Management Services FOR “VASTRAYA - 2020 is as follows:
To be uploaded in BoQ format on Mahatenders portal only.
Sr No Particulars Amount
1. CONSTRUCTION:
i) Including fencing wall with GI/PVC Sheet,
Construction of stalls of 45,000 sq. ft., Office, Erection of
hangers, Racks, Counters as required, 3 Strategic Gates,
Fountains, Potted Plants, Dias , Green Net Carpeting of
entire open area, Electrical Fittings and Lightings,
Police/Security Post and any other items prescribed in
general conditions.
ii) Construction of Theme Pavilion of 2,500 sq.ft. inclusive
of all electrical fittings, lights, spot lights, etc; as required
(As per Annexure “A”)
2. BACKUP SERVICES:
Fire Brigade, Security, Maintenance of Ground, Public
Convenience to suit the requirement of about 1000
participants living on ground and the visitors, Public
Announcements System, First Aid, Drinking Water
Arrangement for participants and Visitors Credit Card
facility. (As per Annexure “A”)
3. ELECTRICITY CHARGES:
i) For Stalls, Theme Pavilion, Office, etc;
ii) For Kiosks, Parking Area, Cultural Event, etc;
(As per Annexure “A”)
4. SEMINAR:
Holding Seminar of Participants including, Sound System,
LCD, Catering for 500 persons. (As per Annexure “ C ”)
5. PUBLICITY EXPENSES:
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i) Advertisements through News papers, Cable, T.V.,
Radio, Posters, Banners and Hoardings, Printing and
distribution of Invitation Cards, Photography and
Videographer of entire event, etc;
(Media Plan needs to be enclosed separately)
ii) Cultural Programme, Press Conference etc
(As per Annexure “B, B-1, B-2”)
TOTAL Rs………………………..
(In words ………………………………………………………………………………)
Seal & Signature of Tenderer
Undertaking
I undertake that:
(a) Tendered rates are at par with the prevailing market rates and not more than the price usually
charged from any private purchaser either foreign or as well as Government purchaser.
(b) Rate should be quoted including all taxes (GST and other if any)
Name of the Bidder:
Date: Authorized Signatory:
Place: Seal of the Organization:
Page 40 of 56
Annexure - 9
DETAILED SPECIFICATIONS
1) DETAILS OF CONSTRUCTIONS :
The structure should be sturdy and neatly finished. The basic structure is constructed of
3” dia steel tubules pipes ‘A’ class for the pillars made from 3” pipes and parlines of 2” at 4’ spacing, or
steel material of equivalent strength. The roof will be made from GCI sheets of between 22 to 26 gauge
(without any imperfection of holes) of 8’ or more length. Overlap and extension of the CGI sheet should
be 1’ both in the front and back and sufficient slope and drainage of water in case of rain has to be
ensured by the Contractor. All back and front and sides must have an overhang of at least 12”.
The sides, back and front walls are made of 4’ ft. frame work made of not less than 3” x
1” vertical and at least 1” horizontal frame work, covered with 4 mm plywood on both sides, Similarly all
dividing walls will be made from frame work of not less than 3” x 1” wood covered with 4 mm thick
commercial plywood.
Overall height of the partition wall in between two pavilions less than 8’ and a false
ceiling of approved quality will be stretched at a height of 8 ½ from the floor, thus leaving a gap of 6’ for
ventilation. Ventilation should be covered with wire gauze of approved quality.
2. FLOOR :
The floor should be of block Board 1” thick at height of 12” from ground with proper
bracing’s not more than 2’ apart, covered with approved colour coirmat. The outer gap between the
ground and the floor should, however, be covered with ply.
3. STEPS :
Steps at both exit and Entrance should be provided to enable the visitors to the Buyers’
Sellers’ Meet to have an easy across to each pavilion. Size of the steps should be 4’ x 1’ x ½. A run
through brickary of 2’ width connecting each pavilion should be provided at the Buyers’ Sellers’ Meet.
4. FRONT-SHOW WINDOW :
A show window should be provided at the front of Pavilion measuring not less than 24
square feet for 500 square feet pavilion, 32 square feet for 1,000 square feet pavilion and 40 square feet
for feet for 1500 and 2000 square feet pavilion with proper arrangements for display. A mirror (1’x 3’)
should be fixed at a convenient place nearest to the Sales counter inside the Pavilion. Pelmet to be
provided over the windows.
5. FRONT FACIA :
Front facia will be 4’ wide with lettering of the name of the State, both in Hindi and
English, on it besides name of the Organization. Colours of the facia and letterings should be as
approved. The height of the facia will be 16’ from ground level. Side wall of the corner pavilions should
have an height of 12’ and should also be covered with facia as in the front.
6. RUNNING SALES-COUNTER/CASH/COUNTER :
To be provided and be fabricated with 18 mm commercial block-board and properly
painted with approved shade and colour. Height should be 36” and the width 2’. The length of the counter
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will not be less than 24’ feet in case of 500 square feet, 48’ feet for 1000 square feet, 72’ feet or 1500
square feet an 96’ feet for 200 square feet pavilion. One cash-counter of 3’ x 4’ x 2½ shall be provided an
addition to the stipulated sales-counters to each of the pavilions (for extra fittings quote separately) with
provision of a chair for the Cashier. A drawer with a provision for lock should be provided with Cash-
counter.
7. RUNNING ALMIRAH/RACK :
To be provided and be fabricated with commercial block board with vertical partition of
4’ apart (approx). and horizontal partition (shelves) at approx. 1’ & 3’ apart. Height 8’ and depth not less
than 1 6”. The length of the rack should be sufficient to cover the entire length of the counter from one
end to the other (for extra fittings quote separately). Minimum five shelves to be provided in each rack.
8. DOOR :
Providing two doors of 4’ x 7’ size one for entry and one for Exit with wooden frame of
1’ x 1½’ size with 4 mm ply covered on both sides along with locking arrangements from both sides
excepting 500 square feet where only one door will be provided. Suitable pelmet to be provided on the
top of the door.
9. FIRE EXTINGUISHERS :
For each pavilion 2 Nos. Fire Extinguishers as approved by Fire Authority shall have to
be installed, one each for common and another suitable for electrical fire. They should be installed at
placed as directed by the Fire Authority.
10. ELECTRICALS :
Electrical light and fan fittings to be provided with necessary wiring on main line
separately for (a) fan (b) light (c) night lamp, distribution and point wiring including switch, main switch,
etc., using ISI standard wire and light fittings complete as may be approved by the local electrical
Authority. All fittings should be properly focussed to enable enough/ proper lighting at the sales counter
and general lighting at the Pavilion.
The following fittings will be provided :
Pavilion size (in
square ft.
Tube Lights 60
w & above
Pedestal Fans Night Lamp-cum Generator
connection out of the Provision as
under columns (2)
500 16 2 2
1000 32 3 4
1500 48 4 6
(Contractor should provide requisite number of Generator as a stand by as to provide connections to the
number of tube lights as mentioned under column-4 in the case of power failure. The capacity of the
generators must be such as to meet the load of the installations under Col. (4)
All electrical works including fittings and fixtures and wiring must be done through a
licensed Electrical Contractor borne in the current approved list of PWD (Electrical/CPWD, etc.) who
Page 42 of 56
will submit and obtain necessary approvals and submit TEST FORM to Executive engineer, PWD
(Electricals for power connection).
11. ELECTRICAL SCHEDULE :
(a) Power connection and distribution :
The contractor shall quote rental for the following items for the duration on the Buyers’
Sellers’ Meet. The rental shall be inclusive of all wiring, trenches inclusive of all cabling from switch
transformer to boards, distribution boards for each block of 10 shops to main panel board for three phase
meter for requisite power load inclusive
of all equipment structures and fitting as required for the electric supply and contract from the supply
terminal to and inclusive of distribution board for a block of 10 shops as approved. Installation of
transformer(s) shall also be the responsibility of the contractor. He shall also supply, fix and maintain
HRC, Fuses, TP Switch, fuse units, DP SWITCH FUSES, PORCELAIN Kit-kats, etc. required for the
distribution of power to individual shops. Complete safety measures shall be adopted and all cable joints
etc., properly earthen with coper conductor and sufficient earthing pits provided under the direction and
approval of the Director/ Commissionerate. The rental shall include constant attendance of qualified and
experienced Electrician for the maintenance and service (entirely at the cost of the Contractor) as
required. The temporary electrical connection and consumption charges required for construction period
shall be obtained by the Contractor at his own risk and cost. The meter rental and electricity consumption
charges for the duration of the Buyers’ Sellers’ Meet shall be borne by the Event Manager. The Event
Manager shall provide extra exhaust fan if required for pleasant circulation of air at no extra cost as
directed by the Commissionerate.
Besides the tube light fittings, spot lights, fans etc., mentioned in the general
construction, the Contractor has to provide the following lighting arrangements.
(b) LIGHTS :
Providing and fixing Halogen light outdoor type water proof fittings complete with
under-ground wiring and steel fixing brackets of 75 mm x 6 Mtrs, high ‘A’ class steel poles duly painted
block or as per instruction of the Commissionerate with two/four 1000 watt halogens. (quote separately
for two/four)
(c) TUBE LIGHTS :
Providing and fixing 4’ long fluorescent tube lights on new steel patties in the packing
area, WC bath room etc., as per the instruction of the Commissionerate. The number of lights should be
sufficient to avoid darkness and as per instructions given by Commissionerate.
(d) PUBLIC ANNOUNCEMENT SYSTEM :
Complete Public address system with a powerful (PA 60) switch over type amplifier with
2 microphones, tape player and 20 numbers loudspeakers strategically placed on the grounds and parking
area is to be provided. A full time operator shall be provided by the contractor to operate the Sound
System and Play Cassettes of recorded instrumental music. The control, amplifier, etc. will be located in
or near the office.
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12. (a) CONSTRUCTION OF OFFICE :
Construction is same as State Pavilions except no rack and counter. Sufficient office
furniture’s/fixtures and other office items as instructed at site by Buyers’ Sellers’ Meet authorities should
be provided at the Pavilion by the Contractor without any extra cost. Office furniture shall include (1)
sofa set (2) one fridge (3) table & chairs (4) two room coolers/room heaters (2) tray/glasses/jug/flask, etc.
Announcer cabin will be provided therein as directed. Additions/alterations may be suggested at the site
by the Commissionerate, for which, no extra payment shall be made to the contractor. A full and a half
size steel almirah with lock and key is to be provided. A seperate urinal attached to the office should be
provided for use by Officers.
(b) CONSTRUCTION OF POLICE / SECURITY POST :
As under (a) above.
(c) FIRE BRIGADE OFFICE / GARAGE :
A garage for fire tender is to be provided with GCI sheets over steel pipe structure with a
difference in height i.e. 24’ in front and 20’ in the back. Dimension of the garage would be 24.’ X 32’.
There is no plywood work except for facia. Front side will remain open and rear wall should be kept
closed with GCI sheets (partition wall, roofing will be made out of GCI sheets) including lighting as
directed. Two pedestal fans, five chairs and 4 folding beds are to be provided. Arrangement for a tent
accommodating four beds near the garages shall also have to be provided.
The above specifications are the minimum requirements. Further instructions on the spot
will be given by the fire/Bank/PO/ Police authority in case any deviation is deemed necessary. No. extra
payment shall be made to the Contractor for all such addition/ alterations.
13. (a) BATH ROOM/ WCs.
Contractors have to provide covered bathroom and WCs for the use of the participants
and visitors on round the clock basis. Sufficient water supply has to be insured by the Contractor and
arrangements for handling soiled/ dirty water are to be made on large scale enough to handle the expected
volume of rush. Setting tanks, septic tanks, sock-pits, sewer lines and man holes, etc. as mandatory under
CPWD rules are to be provided to run the WCs and bathrooms at the Buyers’ Sellers’ Meet. The rates of
WCs and bathrooms therefore should be inclusive of all these provisions.
(b) WCs – Total 4 sets of WC blocks consisting of 10 WCs in each block at site as indicated by the
Commissionerate. Internal size of WC is 4’ x 4’ height 6 ½ from platform level. Roof and the partition
should be with GI sheets without imperfection or holes. The WC (Indian type) sheet and its platform will
be 1’ x 6” high from ground level, made of brick work in 1:3 cement sand with top finish of 1” thick IPS
Flooring with necessary slope in floor as required. Lockable door with necessary fittings should also be
provided. The fitting of door should be in such a way that privacy is maintained. Each Block of WCs
must have an overhead water tank of 500 litre capacity and enable round the clock water service. Water
tap in each WC may also be provided. WCs and toilets with indication of Gent/s Ladies should be made.
Electrical fittings and provision of 100 watt bulb to be provided in each WC. Each WCs should be
equipped with buckets/ mugs. A full time sweeper should be engaged for each block of WCs to ensure
Page 44 of 56
cleanliness through out the Buyers’ Sellers’ Meet. The WCs should be ready at least two days before the
commencement of the Buyers’ Sellers’ Meet.
(b) BATHING PLACE :
A 9” raised masonry platform from Ground Level with cement plaster 30’ long and 5’
wide having ¾“ IPS flooring over it with proper slope is to be constructed and a 5’ x 4.5” thick brick wall
30’ with 1:4 cement mortar also to be constructed at one end of Platform to support 10 water taps.
Drainage of waste water should also be properly arranged. There should be no spreading of water by
over-flow or leakage’s in the disposal system. An over-head tank of 2000 liter capacity should be
constructed to enable round the clock water facility.
(c) URINALS :
Providing urinal at 3 places with 8 urinals stalls in each made from a brick wall of 4’
height of 16’ length with 4” partition walls to go between each urinal duly plastered, a platform of 16’ x
3’ with brick work duly plastered is to be provided
for standing. The platform should have proper slope for drainage. A utter is to be provided at the base of
the back wall and Platform and drains as directed urinals will be hand flushed. Round the clock water
facility should be made available at all Urinals.
(d) STORAGE AND DISTRIBUTION OFWATER SUPPLY :
The contractor is to provide for the storage and distribution of water throughout the
Buyers’ Sellers’ Meet grounds.
1. Main storage plastic tank to be installed at high point with a capacity of 5000 liter. Inlet from the
main waterline and outlet to the smaller tanks with proper plumbing and connection should be ensured by
the contractor through out the Buyers’ Sellers’ Meet period.
2. Four smaller tanks of 500 liter capacity to be fixed on 4 WCs blocks and a 2000 capacity tank at
the bathing place with both inlet from the main tank and outlet to the required areas with proper plumbing
and connections must be ensured by the contractor through out the Buyers’ Sellers’ Meet period.
3. Twenty numbers of self-closing railway type taps of 1½” dia. Are to be provided at two places
with round the clock drinking water supply must be ensured by the contractor through out the Buyers’
Sellers’ Meet period. Proper drainage of water must be ensured to avoid any water logging/ stagnation.
(e) FOUNTAIN :
One fountain with colourful water lightings as per design of 20 x 20 x 3’ is to be made.
Construction in brick masonry in 1:6 cement sand mortar to be Plastered in stand/ cement 1:3 in one
continuous process without break so that there are no leakage of water and ‘pumping’ to which blue
colour is to be added. This fountain is to be provided with a powerful booster pump of 1 HP with 2” take
and 1 ½” outlet and fitted with ¼ No.s of Mushroom type fountains. Cleaning and maintenance of the
pool, Pump and water supply is to be undertaken by the Contractor during Buyers’ Sellers’ Meet period.
(f) KIOSKS :
Size of each kiosk will be 10’ x 10’ x 8’ with GCI roof and shall have facia of 2’ x 10’ on
all the four side. Each Kiosks should be provided six tables of 4’ x 4’ 4’ size, eight tube lights with
Page 45 of 56
power connection, two drum of 6’ height to store disposable/ wastes and power connection wherever
required ( the number of extra power points with connections and to the stall where such connections are
to be
provided shall be intimated at site by the Commissionerate). Electrical wiring inside the kiosks should be
done on conduct piping so as to avoid fire hazards. Flooring should be leveled and raised with 3” bricks.
All the materials used for construction of State Pavilions/ Kiosks, etc., should meet the
approval of the Commissionerate. Not with standing anything contained in the aforesaid clauses and in
the accompanying schedules, the Commissionerate is competent to effect change of the venue and to the
schedules accordingly or even cancel the Buyers’ Sellers’ Meet before the work is formally awarded and
the Contractor will not have any claim against the Managing Director for the preliminary work(s) or any
other expenses incurred by the Contractor in connection with his tendering for the work and further
proceedings thereon until such alteration or cancellation.
DR. MADHAVI KHODE CHAWARE I.A.S.
Commissioner,
Commissionerate of Textiles, Maharashtra State,
Nagpur
Page 46 of 56
ANNEXURE “A” OF QUANTITIES FOR THE CONSTRUCTION OF CIVIL WORK.
Sr.
No.
Particulars Units/Qty.
1 2 3
1. THEME Pavilions as per specification & drawing enclosed 2500 Sq. ft.
2. State Pavilions in various sizes with all the provisions
mentioned under 1 to 10 of schedule ‘A’ and as per
drawings and as per directions of Buyers’ Sellers’ Meet
Committee.
(250, 500, 1000 and 1500 sq.ft.)
45000 Sq. ft.
3. Providing all Electrical connections, fittings and fixtures as
per details in item no. 10 and 11 of Schedule ‘A’. Power
point will be provided in every stall for Cell phone
charging.
For Whole Event
4. Street & Parking Lights as per 11
(b) Schedule ‘A’
500 Watts
(a) Halogens
(b) Metahallides Light
200
300
5. Tube Lights as per item no.11(c) of Schedule ‘A’ (or
Equivalent Wattage)
1500 units
Lights as specified for vacant space
One Unit
6. Providing & fixing of Kiosks including lighting at suitable
places as per 13 (f) Schedule ‘A’
4 units
+
1 Canteen
7. Providing & fixing Flags on steel poles 20’ height with
3’x6’ size new satin cloth of different colours
75
8. Providing Gates as per designs 3 units
9. Provision of decorative ornamental lights around the
Buyers’ Sellers’ Meet ground/boundry wall along with
wiring, powers.
Sets with 1000 bulb
a) of zero watts
b) of 25 watts
20 sets
20 sets
10. Fixing Hoarding frame at site 30’x20’ with Flex Hoarding. For 600 sq. ft (4
Units)
11. Plywood walling including painting 10,000 sq. ft.
12. Cloth /Hasain Walling when required outside stalls 10,000
sq. ft.
13. Construction of office as per item 12(a) of Schedule ‘A’ 1000
sq. ft.
14 Construction of Police Post/ Security Post as per item
12(b) of
Schedule ‘A’
500
sq. ft.
15. Fire Brigade garage as in
Schedule ‘A’ item 12©
One
16. Providing boundary wall with Clean GCI sheets on
wooden poles/pillar wherever required. (5000 Running Ft.)
Rate per running
ft. with 8’ height.
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17. Maintenance of the total ground with adequate
man- power for the Buyers’ Sellers’ Meet
period.
Maintenance would include sprinkling of water
at the Buyers’ Sellers’ Meet ground daily,
leveling cleaning and laying raw sand to avoid
water logging in case of rain, Provision of 200
flower pots, Sweeping of the entire Buyers’
Sellers’ Meet complex daily, provision of 24
three seats wooden benches etc. (quote lump
sum amount)
Lumpsum
18. Installation of covered stage size 12 x 30 ft. for
Inauguration function with 40 x100’
Pendal Providing 200 chairs, sound system,
carpeting on dias & path, Guest chairs on dias
providing Podium etc.
Lumpsum
19. Land Development charges, i.e cutting of grass,
leveling of ground by JCB, Road Roller
Lumpsum
20. In case of rain, providing, laying & spreading of
Black Bajri on Pathways, front area, open area. Rate per truck of 300
Cu. Ft (10 Truck)
21. Providing 1” water pipe line if necessary
Per R. F. T.
(500 R. F.T.)
22. Providing spot light if required separately.
Per Light
50
23. Providing extra fans with stand. Per fan period of Buyers’ Sellers’
Meet
100 Nos.
24. Signage work on front wall Lumpsum
25. Providing plants during Buyers’ Sellers’ Meet
period
(150 Nos.)
Lumpsum
26. Providing Water Tankers
(4000 Liters each) - 200 Nos.
Per Tanker
27. Extra Rack – 100 RFT
Counter – 100 RFT
As required
As required
28. Spreading Green Net Synthetic Carpet in the
open passage of Buyers’ Sellers’ Meet Ground
120000
sq. ft.
29. Theme pavilions for Buyer-Seller meet 1500
sqft with 5/6 set of sofa, good chairs, 6 tea
tables, writing pad with pen, product display
stands/racks Tea, Mineral Water, LED for
demo.
Lumpsum
Page 48 of 56
Sr.
No.
Particulars Units/Qty.
1 2 3
(BACK-UP SERVICES)
1. Public Announcement System as per item
no.11(d) of Schedule ‘A’
One Unit
2. a) Providing WC Unit sets as per item no.
13(b) of schedule ‘A’
4 units
b) Providing bathing space as per item no. 13(c)
of schedule ‘A’
4 units
c) Providing Urinals as per item no. 13(d) of
schedule ‘A’
4 units
d) i) Providing and installing storage tank of 5000
liters capacity at a height as required by Officer
Incharge as per d(I) of 13 of schedule ‘A’
Per unit of one 5000 Ltr.
(3 units)
ii) Providing smaller tank of 500 litres or near
about and 2000 ltr. Or near about-as directed as
per d(2) of 13 of Schedule ‘A’
2000 Ltr. -3 Units
500 Ltr. – 2 Units
iii)Providing and fixing self closing
taps as per d(3) of 13 of Schedule ‘A’
Per Unit of 20 Taps – 3 Units
iv) Providing 20’x20’ fountain in brick masonary
including pump fountain, coloured, water
lighting, piping etc. as explained in item 13© of
Schedule ‘A’
One
3. Providing Fire fighting equipment
a) Fire Fighting Extinguisher - 60
b) Water Drum – 08
c) Fire Bucket – 16
d) Fire Brigade at site will be provided for 8
hours daily
Per unit period of Buyers’ Sellers’
Meet
4. Drinking Water arrangement for visitors will be
provided
Lump Sum
5. Providing Security Services
12 Security Guards
1 Supervisor
(Per shift – 12 Hours) for 26 days
Lump Sum
6. Providing CCTV Camera and Door Metal
Detector.
20 CCTV Camers, 3 Door Metal Detector
6 Hand Metal Detector (24 days)
Lump Sum
7. Administrative Expenditure Lumpsum
(ELECTRICITY ARRANGEMENT)
1. Pl. Quote for silent Diesel Generator Set including Fuel and operating charges
1) 250 KVA X 1 Each
2) 125 KVA X 1 Each
3) 63 KVA X 1 Each
(Quote separately for each)
Page 49 of 56
ANNEXURE - “B”
( PUBLICITY )
Tender Documents for News Paper Publicity of Buyers’ Sellers’ Meet (DGIPR and DAVP Rates only)
We are pleased to quote lowest rate for Black/White and Colour News Paper advertisement, of Buyers’ Sellers’ Meet.
Sr.
No.
Name of
News Paper
Size
CL/CM
No. of Insertion
B/W Colour
1. SAKAL 18 X 30
12 X 15
12 X 15
4
1
3
2. LOKMAT 18 X 30
12 X 15
12 X 15
4
1
3
3. GAONKARI 18 X 30
12 X 15
12 X 15
7
1
3
4. PUNYA NAGRI 18 X 30
12 X 15
12 X 15
7
1
3
5. DIVYA MARATHI 18 X 30
12 X 15
12 X 15
8
1
3
6. NAVBHARAT 18 X 30
12 X 15
12 X 15
7
1
3
7. DESHDUT 18 X 30
12 X 15
12 X 15
7
1
3
8. MAHARASHTRA TIMES 18 X 30
12 X 15
12 X 15
7
1
4
9. PUDHARI 18 X 30
12 X 15
12 X 15
8
1
4
10. BHRAMAR 18 X 30
12 X 15
12 X 15
7
1
4
11. DESHDUT TIMES 18 X 30
12 X 15
12 X 15
8
1
4
12. LOKSATTA 18 X 30
12 X 15
12 X 15
8
1
4
Page 50 of 56
13. SAMNA 18 X 30
12 X 15
12 X 15
9
1
4
14. BHASKAR 18 X 30
12 X 15
12 X 15
4
1
2
15. NASHIK TIMES 18 X 30
12 X 15
12 X 15
3
1
2
16. LOKMANTHAN 18 X 30
12 X 15
12 X 15
3
1
2
17. MAHARASHTRA NIROPYA 18 X 30
12 X 15
12 X 15
3
1
2
18. HAMARA MAHANAGAR 18 X 30
12 X 15
12 X 15
3
1
2
19. SAIMAT 18 X 30
12 X 15
12 X 15
3
1
2
All Advertisements preferably should appear on page 3 Right Side.
Above mentioned sizes and no. of insertions are subject to change.
Actual number of insertions and sizes of advertisements will be finalized during Buyers’
Sellers’ Meet by Buyers’ Sellers’ Meet Committee.
We undertake to arrange 3 press conferences, its news publications and arrange for Liason &
publicity at all times during Buyers’ Sellers’ Meet period.
Art work and details of contents of advertisement to be approved by committee.
Quantity mentioned are subject to change. Some items even can be deleted.
Page 51 of 56
( PUBLICITY ) ANNEXURE “B-1”
TENDER DOCUMENT FOR PUBLICITY (Other than News Paper)
We are submitting our lowest rates for publicity of Buyers’ Sellers’ Meet.
Sr.
No.
Particulars Qty.
1. Poster Four Colour 18”x23” 2000
2. Invitation Cards 1/8 size Four Colour 2000
3. Leaflet 1/8 size One Colour 50000
4. Flex Digital Printed Banners at site with Fixing 1000 sq.ft.
5. Advertisement on T.V. (Scroll) 24 days
1) Cable Channel
2)
3)
4)
200 Spot each
6. Radio Station 10 Sec. Spot.
1) AKASHWANI
2) FM
3) City Radio if any
200 Spot each
7. HOARDINGS FIVE (including fittings)
AT PROMINENT PLACES
(Please give name of Spots)
450 Sq. ft.
each
8. Arranging three press conferences of representative of all news
paper in city in good hotel so as to give adequate publicity to
the event.
Quantity mentioned are subject to change. Some items even can be deleted.
ANNEXURE “B-2”
(CULTURAL PROGRAMME )
Sr.
No.
Particulars
2. Cultural Group Programme (To be got approved by Buyers’ Sellers’ Meet Committee)
Dancers
Choreography
Music Arranging and Composing
Orchestra
Page 52 of 56
Annexure C
Arrangement for Seminar and Catering
Sr
No
Particulars Size Quantity
1 For Indoor Hall
VIP Cution Chairs with Cover 500
Executive Sofa (3 Seater) 16
Red Carpet (Approx. 5000 Sq.ft.)
White Cloth Partition 10 ft Height 200 ft
VVIP Chairs on stage 15
Mojo Baracating 100 ft
Teapoy with Wooden Base & Glass Top 6
Welcome Flower Arch 1
Flower Decoration on stage 30 ft border &
20 Bouquet
2 For Food Court
White Cloth Seilling Mandap with Side
Masking for Lunch
120 by 30
ft
White Cloth Seilling Mandap with Side
Masking for Dinner
60 by 50
ft
Square Tables with cover & frill 100
White Metal Lights 30
Green Metal Lights 50
China Lights on trees 400 ft
Stand Fans 30
Round Table with cover & frill 35
Chairs for Dining area 250
3 Sound
Inside Hall: 4 Podium Mike, 4 Hand Chordless
Mike, 4 Collor Mike
CD Player, 12 Channel Digital Mixer, Cables
etc.
Setup for Presentation including
Laptop/Computer , Projector etc
4 Light Inside Hall
2 Stand, 24 LED, 8 Warm LED Metal, 12 Par
Can
LED Wall Inside Hall : 3.9 mm 8 × 12 1
LCD TV On Stage (52 Inch ) 1
5 Catering (menu is indicating only ) For two
days
Page 53 of 56
Breakfast Menu - ( Veg Sandwich, Upama
Sev Chatni, Tea & Coffee Green Tea, Dry
Fruit Cookies, Naral Pani, Gulcon-D Powder )
1000
Lunch Menu - ( Rumali Roti, Phulake, Veg
Makkhanwala, Stuffed Bhendi, Jeera Rice,
Dal Fry, Mini Batata Wada, Aloo Wadi,Kakadi
Koshimbir, Green Salad, Dollar Jilebi, Moog
Halava,Chass Counter )
1000
Evening Hi Tea - ( Mini Samosa, Sandwich
Dhokala, Tea, Coffee, Green Tea, Dry Fruit,
Cookies )
1000
Dinner Menu - ( Jwari Bhakari, Phulaka,
Bharali Wangi, Tava Bhaji,Moong Dal
Khichadi, Maharashtrian Kadhi, Cream of
Tomato Soup, Aamrakhand, Green Salad,
Gajar Koshimbir, Pickle, Papad, Chatni,Loni,
Teecha, Govind Vida,Gulab Jamun with
Vanilla Ice Cream
1000
Water Bottles 250 ml. 500
Water Cans of 20 liters 500
6 Logistics & Accomodation
Innova 5 Cars for 2 Days ( Rate For 12 Hours) Per Day
Per Car
Accomodation for VIP & Dignitories in 3 Star
Hotel 10 Rooms for2 Days
Accomodation for other 100 delegates for 2
Days
Page 54 of 56
Annexure-10
Instructions to the Contractors/Bidders for the e-submission of the bids
online through eProcurement Portal
1. Bidder should do Online Enrolment in this Portal using the option Click Here to Enrol
available in the Home Page. Then the Digital Signature enrolment has to be done with the
e-token, after logging into the portal. The e-token may be obtained from one of the
authorized Certifying Authorities such as eMudhraCA/ GNFC/ IDRBT/
MtnlTrustline/SafeScrpt/TCS.
2. Bidder then logs into the portal giving user id / password chosen during enrolment.
3. The e-token that is registered should be used by the bidder and should not be misused by
others.
4. DSC once mapped to an account cannot be remapped to any other account. It can only be
inactivated.
5. The Bidders can update well in advance, the documents such as certificates, purchase order
details etc., under My Documents option and these can be selected as per tender
requirements and then attached along with bid documents during bid submission. This will
ensure lesser upload of bid documents.
6. After downloading / getting the tender schedules, the Bidder should go through them
carefully and then submit the documents as per the tender document; otherwise, the bid
will be rejected.
7. The BOQ template must not be modified/replaced by the bidder and the same should be
uploaded after filling the relevant columns, else the bidder is liable to be rejected for that
tender. Bidders are allowed to enter the Bidder Name and Values only.
8. If there are any clarifications, this may be obtained online through the eProcurement Portal,
or through the contact details given in the tender document. Bidder should take into
account of the corrigendum published before submitting the bids online.
9. Bidder, in advance, should prepare the bid documents to be submitted as indicated in the
tender schedule and they should be in PDF/XLS/RAR/DWF formats. If there is more than
one document, they can be clubbed together.
10. Bidder should arrange for the EMD as specified in the tender. The original should be
posted/couriered/given in person to the Tender Inviting Authority, within the bid
submission date and time for the tender.
11. The bidder reads the terms and conditions and accepts the same to proceed further to
submit the bids
Page 55 of 56
12. The bidder has to submit the tender document(s) online well in advance before the
prescribed time to avoid any delay or problem during the bid submission process.
13. There is no limit on the size of the file uploaded at the server end. However, the upload is
decided on the Memory available at the Client System as well as the Network bandwidth
available at the client side at that point of time. In order to reduce the file size, bidders are
suggested to scan the documents in 75-100 DPI so that the clarity is maintained and also
the size of file also gets reduced. This will help in quick uploading even at very low
bandwidth speeds.
14. It is important to note that, the bidder has to Click on the Freeze Bid Button, to ensure that
he/she completes the Bid Submission Process. Bids which are not Frozen are considered as
Incomplete/Invalid bids and are not considered for evaluation purposes.
15. In case of Offline payments, the details of the Earnest Money Deposit(EMD) document
submitted physically to the Department and the scanned copies furnished at the time of bid
submission online should be the same otherwise the Tender will be summarily rejected
16. The Tender Inviting Authority (TIA) will not be held responsible for any sort of delay or
the difficulties faced during the submission of bids online by the bidders due to local
issues.
17. The bidder may submit the bid documents online mode only, through this portal. Offline
documents will not be handled through this system.
18. At the time of freezing the bid, the eProcurement system will give a successful bid
updation message after uploading all the bid documents submitted and then a bid summary
will be shown with the bid no, date & time of submission of the bid with all other relevant
details. The documents submitted by the bidders will be digitally signed using the e-token
of the bidder and then submitted.
19. After the bid submission, the bid summary has to be printed and kept as an
acknowledgement as a token of the submission of the bid. The bid summary will act as a
proof of bid submission for a tender floated and will also act as an entry point to participate
in the bid opening event.
20. Successful bid submission from the system means, the bids as uploaded by the bidder is
received and stored in the system. System does not certify for its correctness.
21. The bidder should see that the bid documents submitted should be free from virus and if the
documents could not be opened, due to virus, during tender opening, the bid is liable to be
rejected
22. The time that is displayed from the server clock at the top of the tender Portal, will be valid
for all actions of requesting bid submission, bid opening etc., in the e-Procurement portal.
Page 56 of 56
The Time followed in this portal is as per Indian Standard Time (IST) which is GMT+5:30.
The bidders should adhere to this time during bid submission.
23. All the data being entered by the bidders would be encrypted at the client end, and the
software uses PKI encryption techniques to ensure the secrecy of the data. The data entered
will not be viewable by unauthorized persons during bid submission and not viewable by
any one until the time of bid opening. Overall, the submitted bid documents become
readable only after the tender opening by the authorized individual.
24. During transmission of bid document, the confidentiality of the bids is maintained since the
data is transferred over secured Socket Layer (SSL) with 256 bit encryption technology.
Data encryption of sensitive fields is also done.
25. The bidders are requested to submit the bids through online eProcurement system to the
TIA well before the bid submission end date and time (as per Server System Clock).
For any technical related queries please call at 24 x 7 Help Desk Number
0120-4001 002
0120-4200 462
0120-4001 005
0120-6277 787
International Bidders are requested to prefix 91 as country code
eMail Support
For any Issues or Clarifications relating to the published tenders, bidders are requested to contact
the respective Tender Inviting Authority For Technical - support-eproc(at)nic(dot)in
Note: Bidders are requested to kindly mention the URL of the Portal and Tender Id in the subject
while emailing any issue along with the Contact details.
