1

TENDER NOTICE NO.:NHF/2019/1

TENDER DOCUMENT FOR SELECTION OF AN

EVENT MANAGEMENT AGENCY

FOR DESIGNING, FABRICATION AND BRANDING OF SPACE & SETTING UP OF

EXHIBITION-CUM-FAIRS OF NATIONAL HANDICAPPED FINANCE AND

DEVELOPMENT CORPORATION (DEPT. OF EMPOWERMENT OF PERSONS

WITH DISABILITIES, MINISTRY OF SOCIAL JUSTICE & EMPOWERMENT, GoI).

NATIONAL HANDICAPPED FINANCE AND DEVELOPMENT CORPORATION

DPT-11&12, DLF PRIME TOWER, F-79&80, OKHLA PHASE-1, NEW DELHI

www.nhfdc.nic.in

Uploaded on Website of NHFDC: 20th NOVEMBER, 2019

Last Date for Submission of Bids up to 15.00 Hrs on 02.12.2019

2

Details about Tender: Tender Notice No.: NHF/2019/1

Department Name : National Handicapped Finance and Development Corporation (NHFDC)

Address : DGM(P&A), National Handicapped Finance and Development Corporation (NHFDC)

DPT-11&12, DLF Prime Tower, F-79&80, Okhla Phase-1, New Delhi

Tel: 011-45803730, 45088636

Name of Work : Engaging Agency for Designing, Fabrication & Branding of Space & Stalls of NHFDC outside

State Emporia Complex, Baba Kharak Singh Marg, New Delhi from 22-29 Dec., 2019 as per the

Scope of Work.

Tender Currency Type : Single

Tender Currency Settings : Indian Rupee (INR)

Joint Venture \ Consortium : Not Applicable

Amount Details

Bid Processing Fee : Nil+

Bid Processing Fee Payable to : Nil

EMD (INR) : Rs. 1,50,000/- (Rupees One Lac Fifty Thousand only)

EMD in favour of : (Rupees One Lac only) by DD or Bank Guarantee in favour of “National

Handicapped Finance and Development Corporation” from any Nationalized Bank. Bank

Guarantee should be valid for a period of 180 days from the date of opening of Bid.

Expected Cost of the Work Rs. 60.00 lacs (Rupees Eighty Lacs only) + GST as applicable.

Tender Dates

Bid Document Downloading Start

Date

: 20/11/2019

Bid Document Downloading End

Date

: 02/12/2019 at 11.00 hrs

Last Date & Time for Submission

of Technical Bid & Financial Bid.

: 02/12/2019 at 15.00 hrs

Date of Tender (Technical Bid)

opening

: 02/12/2019 at 15.00 hrs

Bid Validity Period : 90 days from opening of price bid

Submission of certain documents,

etc.

: Submission of EMD, Bid Processing Fees, Technical Bid and Financial Bid along with other

Documents from 20/11/2019 at 15.00 hrs. upto 02/12/2019 at 15.00 hrs in the office of NHFDC,

DPT-11 & 12, DLF Prime Tower, F-79 & 80, Okhla Phase-1, New Delhi-110020

Remarks : Tenders will be opened on 2nd December, 2019 at 1500 hrs. Representatives of the bidders are

invited to attend the bid opening meeting. As part of Technical Bid, the bidders will submit the

detail of the layout plan for the venue with tin barricading, Stalls, Pavilion; Pictures of the

proposed Stalls, Pavilion, Gates, Stage, Theme Areas, Selfi- Points, Ambience creation of the

exhibition space, Creatives to be placed on tin barricades along the Baba Kharg Singh Marg &

compound walls of exhibition area & backdrop in Stage area, adequate lighting of the area, etc.

being in-line with the theme of the Exhibition-cum-Fair as mentioned in the Scope of Work of

Tender Document. Theme of the Exhibition-cum-Fair is NEW YEAR-NEW BEGINNING.

Each bidder shall have to make a presentation on the proposed concept & design developed

by them for the exhibition as per scope of work before the Tender Evaluation Committee

(TEC) on 4th December, 2019 starting from 10.00 A.M in the office of NHFDC. Thereafter,

their Financial Bids will be opened on 04.12.2019 at 16.00 Hrs. Representatives of bidders are

invited to attend the Financial Bid opening meeting. The selection will be based on Two Stage

CQCBS method and the work will be awarded to bidder with the Highest Score. In case of any

clarification, the bidders may contact Sh. R.P. Dubey, Manager (Personnel), NHFDC at 011-

45803730

3

INVITATION FOR TENDER

National Handicapped Finance and Development Corporation (NHFDC) under Administrative control of

Dept. of Empowerment of Persons with Disabilities, Ministry of Social Justice & Empowerment, GoI

incorporated u/s 25 of Companies Act, 1956 (now section 8 under companies Act, 2013) is organising

Exhibition-cum- Fair to exhibit/sale of products made by Persons with Disabilities (PwD’s) from 22nd to

29th December 2019. The exhibition has to be put up in the open space outside the State Emporia

Complex, Baba Kharak Singh Marg, New Delhi by putting up 50 in number of Octonom Stalls in

Pagoda for Persons with Disabilities (PwDs)/ organisations working for PwDs for showcasing/ sale of

products. The Size of stalls will be 10 ft x 10 ft. Each stall should be covered from the top and open

from three sides (with a option to cover from all sides and lock it) and must have 2 tables, 2 chairs,

One Electrical power point, 4 LED focus white lights, One steel rack (3 shelves), etc. The Event

Management Agency (EMA) shall be required to Design, Fabricate & Brand the entire space of the

exhibition. Office cum control room for NHFDC as well as Pavilion would also need to be erected.

Besides, backdrop for the stage with Green Room, small control room would also need to be

constructed along with profile light on truss in front of stage, JBL/Bose sound system, P.A System, etc

for cultural programs in the open air theatre area.

NHFDC wishes to appoint an Event Management Agency (EMA) for organizing Exhibition-cum-Fair

from 22nd to 29th December, 2019 in open space outside the State Emporia Complex, Baba Kharak

Singh Marg, New Delhi. The Exhibition-cum-Fair would consist of Showcasing of products made by

PwDs and daily cultural programs. The Theme of the Exhibition-cum-Fair is NEW YEAR-NEW

BEGINNING. The entry to the event would be free and would be open to the general public from

11.30 A.M to 10.00 P.M every day. The Event Management Agency (EMA) shall be required to

develop concept, design, fabricate, branding & manage the entire exhibition area including Stalls &

Pavilion/ VVIP Lounge / Offices /Control Room etc. in the open Space outside the State Emporia

Complex, Baba Kharak Singh Marg, New Delhi. The scope of work is enclosed as Annexure-A. The estimated cost is Rs. 60 lacs (Rupees Sixty lacs only) plus applicable taxes. Detailed terms and

conditions are prescribed in the Tender Document, which can be downloaded from the website

"http://www.nhfdc.nic.in". The bidder can approach NHFDC for any clarification with regard to

submitting its bid up to 1500 Hrs. on 02-12-2019.

2. Bidder has to submit hard bound document duly numbered. Loose documents shall be out rightly rejected. The Tender should be submitted in the following manner:-

The First Envelope should contain the EMD of Rs. 1,50,000/- (Rupees One Lac Fifty Thousand only) in form of Demand Drafts /FDs drawn in favour of “National Handicapped Finance and Development Corporation" payable at Delhi or Bank Guarantee in prescribed format with validity of 180 days from the date of opening of bid. (This EMD is only for Exhibition-cum-Fair at Baba Kharak Singh Marg, New Delhi.

The Second Envelope should contain the Technical Bid in sealed envelope complete with Concept & Design of the proposed Exhibition Site with Stalls, Branding & Design of all material to be put up as per the scope of work including Pavilion, VVIP Lounge, Office, Control Room, Gates, Stalls, Layout of the

Exhibition area, etc, Undertaking MUST BE ENCLOSED to the effect to complete the entire

4

work as per scope of work by the evening of 21st December, 2019. The venue would be made available to the EMA in the morning of 18th December, 2019.There should be no mention of the prices in the Technical Bid Document. Original printed document with signature & seal of the submitting company shall be considered as authentic. Filling up prices in Part II will disqualify the Bidder.

The Third Envelope should contain the Financial Bid only. Services offered should be strictly as per specifications mentioned in this Tender Document.

The first, second & third envelopes should be enclosed in a larger envelope duly sealed. All pages of the offer must be signed, sealed & numbered. The bids complete in all respect must be submitted through Speed Post/Courier and also by hand by depositing in the Tender Box kept at the reception in the corporate office of NHFDC.

3. Tenders will be opened on 2nd Dec., 2019 at 15.00 hrs. Representatives of the bidders are invited to attend the bid opening meeting. As part of Technical Bid, the bidders will submit the detail of the layout plan for the venue with tin barricading, Stalls, Pavilion, Pictures of the proposed stalls, Pavilion, VVIP Lounge, Office, Control Room, Kids Zone, Gates, Stage, Theme Areas, Selfi- Points, Ambience creation of the exhibition space, Creatives to be placed on tin barricades along the Baba Kharak Singh Marg & compound walls of exhibition area & backdrop in Stage area, adequate lighting of the area, etc. being in-line with the theme of the Exhibition-cum-Fair as mentioned in the Scope of Work of Tender Document. Each bidder shall have to make a presentation on the proposed concept & design developed by them for the exhibition as per scope of work before the Tender Evaluation Committee (TEC) on 4th December, 2019 starting from 10.00 A.M in the office of NHFDC. Thereafter, their Financial Bids will be opened on 4th December, 2019 at 15.00 Hrs. Representatives of bidders are invited to attend the Financial Bid opening meeting. The selection will be based on Two Stage CQCBS method and the work will be awarded to bidder with the Highest Score.

*****

5

SCOPE OF WORK

Annexure-A

The Agency would be required to provide/undertake the following Work/Services

during the event:-

1. The Event Management Agency (EMA) would use ethnic elements and items for ambiance

creation. These elements of ambiance would be purchased by selected bidder and would be used for ambiance creation and would be the property of selected bidder after the event. Only new/fresh items to be used.

2. The selected bidder would be responsible for designing and creation of theme based ambiance during the Exhibition-cum-Fair at Baba Kharak Singh Marg, at platform outside State Emporia Building with the Theme of the Exhibition-cum-Fair - NEW YEAR-NEW BEGINNING.

3. The lay out plan and design including welcome gate and material to be used will have to be

approved from NHFDC beforehand.

4. It shall be the responsibility of the selected bidder to arrange for man power, material and necessary expertise for executing the work so that the Exhibition-cum-Fair is fully set up by the evening on 21st December, 2019.The bidder would be handed over the site latest by 19th

December, 2019.

5. The selected bidder would be responsible to hand over the site thoroughly neat and clean to the land owning agency i.e. NDMC by the last evening of the event.

6. The selected bidder has to ensure that the stalls are constructed in such a way so that there is ample moveable space for the public and in case of any untoward incident the visitors can be evacuated as early as possible.

7. The selected bidder would be required to coordinate with the Managers of the various Emporia’s at Baba Kharak Singh Marg and take their permission while setting up stalls in front of their Emporia for smooth & un-interrupted running of the show.

8. The selected bidder would be required to tie up with the NDMC, Local Police, Traffic Police etc, so that the work of Exhibition-cum-Fair is executed smoothly. All the permission/Licenses along with the expenditure involved in getting these Permissions/Licenses from Delhi Fire Service, Excise Department, ET, FSSAI, Taxation department (VAT), Labor Department, Licensing Branch, Delhi Police, Delhi Traffic Police, Health Department, NDMC like horticulture, Enforcement, electricity, civil etc. would be the responsibility of selected bidder. NHFDC would however facilitate the selected bidder in getting these permissions/Licenses.

9. It would be the responsibility of the selected bidder to arrange for sufficient number of dustbins, fire extinguishers, sand buckets, chair, tables, canopies, public address system and sound system for cultural items during the event, control rooms with adequate support staff, supervisors, water proofing of stalls, arrangement to close the stall from front side, round the clock fool proof security with required gadgets, cleanliness, etc.

6

10. About 50 Octonom stalls in Pagoda are to be put up for the Artisans with proper tin shade on iron frame for covering the stalls from the top. Gangway with props covered with ethnic drapes is to be provided in the passage of craft stalls exposed to sunlight. Each artisan stall must have Two tables, 2 chairs, 4 glass Racks on side walls, one electrical point, 4 white lights – tube light & focus lights, etc.

11. The selected bidder has to ensure that the whole complex is properly lit and all stalls have sufficient electricity and power points.

12. All the electrical cables and wires should be properly insulated. There should not be any loose wires. Providing of un-interrupted power supply for the event would be the responsibility of the selected bidder. Sufficient no. of emergency lights for exhibition area and at least one emergency light for each stall should also be available as standby during entire duration of exhibition.

13. All electrical installations must be in accordance with the provision of the Regulations for Licensing and Controlling places of Public Amusement (other than Cinemas) and the performances of Public Amusement, 1980.

14. Removal of garbage from the site and its disposal to the nearest NDMC dustbin is the responsibility of selected bidder.

15. The selected bidder would also be responsible for constructing a stage and green room at the Open Air Theatre. The artists for the cultural programs shall be arranged by Event Manager. All the expenditure on ambiance creation, JBL/Bose sound system (stand mikes, cordless mikes, Lapel Mike, etc as per requirement of performing artists) & light arrangements on truss for the cultural program would be the responsibility of the selected bidder. Permissions required IPRS. PPL etc. for cultural program has to be taken by the event manager.

16. Publicity panel/standees & directional signages, hoardings, continuous flex panels on the outside of tin barricade. White cloth masking/partitions with logo along with Hoarding on Scheme & Programs of Ministry/NHFDC would be put up on the inside of the tin barricade, entrance gates, behind stages and at other prominent places in the venue wherever it is visible from inside. The design & content for the same would be provided by NHFDC. The Flex to be used for branding must be of STAR QUALITY for Good Get-up of printing.

17. It shall be the responsibility of the selected bidder to set up temporary work station/office, furniture, light, fixture, etc for executing the work of Exhibition-cum-Fair.

18. The selected bidder shall have to put-up Octonom type office in Pagoda with top cover/shade for the staff of NHFDC. The location to be decided in consultation with NHFDC.

19. It may please be noted that NHFDC shall provide the name of putting up the stall. The Event Manager will not entertain any person/organization directly. In case, it is found that un-authorised stall/vendor is put up inside the venue, it will be the responsibility of the EMA to evict such un-authorised vendor/stall. Failure by the EMA to evict such un-authorised

vendor/stall will be viewed very seriously and heavy penalty would be charged from the EMA and deducted from its Performance Bank Guarantee.

20. The entire venue has to be covered by uniform Tin Barricading, especially in areas which are open from the outside, i.e., along the entire stretch of Baba Kharak Singh Marg, Haryana Emporium side, Mandir side, Coffee House, etc for security reason.

21. The entire stretch is to be covered by Green Carpet (properly taped/pegged to ground) and the

7

area from the main entrance gate, in front of Pavilion crossing to the end of the Stall is to be covered by Red Carpet.

22. Publishing of Advertisement in Hindi & English newspapers in Delhi-NCR one day before the event inauguration day i.e. 21-12-2019 and to broadcast the Exhibition details in prominent FM channels in Delhi NCR for giving wider publicity of the programme.

23. Organize Cultural programmes each day during the Exhibition period with special focus on

Inauguration and closing day. Cultural programme may include Folk dances, Folk Lores, Magic Shows, Stage Play, Nukkad Natak etc.

24. Sufficient no. of suitable electric heating appliances at the venue after Sunset till closing

of the exhibition during the entire period of event.

25. The Scope of Work is summarized here below:-

S.

No. Particulars

1. Ambiance creation with component detail and its number are to be

mentioned/enclosed.

1. 2 Welcome theme based pillar gates (size 10ft width x20ft height). The gates must

look similar from outside & inside. Only Good Quality Paint to be used for the

Gate. The Gates should be firmly fixed with truss support.

2. Whole venue to be lit up properly like a Stadium.

3. Flower decoration for the inaugural function on Gate, Pavilion along with 10 Good

Quality Flower Bouquets.

4. Entire Exhibition area is to be decorated to provide ethnic look in line with the

theme of the Exhibition –cum-Mega Fair with cloth triangular Jhandis, Kite, dropdowns lanterns/umbrellas, Colorful Drapes on trees with serial lights on all

trees and bush/shrubs inside the venue, Signages, buntings, Box Type Hoardings of

size 5 fts x 5 fts and height 20 fts, etc.

5. 6 Artistic theme corners to be created in the exhibition venue.

6. Graffiti walls, Exhibition MAP with stall names etc.

7. Puppetry shows, Kalbelia Dancers, Dhooli etc. 8. Red Carpet in the stalls . The entire pathway inside the venue is to be covered by

green carpet properly taped/pegged to the ground for neatness.

9. PA system with speakers in entire venue for public announcement and running of

light instrumental music. 10. White Metal Lights; LED Parcan Lights, LED Serial Lights; Halogen Lights, etc as

per requirement to light-up the entire venue like a stadium.

11. 2 Guards in traditional dress for the inauguration function. 12. Dhol wala/Shahnai vadak in traditional dress for the inauguration program. 13. Dhoolis , Longman and female dancers to move in and around CP area to pull

crowd at festival.

2. 50 Octonom stalls in Pagoda are to be put up with proper tin shade on iron frame for

covering the stalls from the top. Covered gangway in front of each artisan stalls is to

be provided for shade from sun. Each artisan stall must have Two tables, 2 chairs, 4

glass Racks on side walls, one electrical point, 4 white lights – tube light & focus

lights, Carpet, Fascia with name/art/place of vendor.

There should be arrangement for front cover for closing the stall from the front for safety of the articles of the artisans.

8

4 One Office cum control room for NHDFC officials of 100 sqr ft size with light,

electric points, chairs, tables, sofas, fans for executing work of exhibition. The stall is

required to be covered from the top and provision for closing the stall from the front

side.

5 One Stage at the Open Air Theatre with Green room (with mirrors, hangers, chairs,

with partitioned changing facility to be erected for the cultural program complete

with requisite lighting on truss, ambience & JBL/Bose sound system (stand mikes,

cordless

mikes, Lapel Mike, P.A system, etc as per requirement of performing artists), etc.

6. Sufficient no’s of Housekeeping Staff from reputed Agency i.e., Male/Female

(supervisors and housekeeping/sweepers from 8.00 AM to 11.00 PM and Sweepers

in night for cleaning and washing) with House-keeping Material & adequate Garbage

pickup arrangement.

7. Security arrangements TO BE DEPLOYED FROM A VERY REPUTED AGENCY

ONLY.

a. Sufficient No of Security Guards ( Males & Females) with Security supervisor

during day time & sufficient Guards (all males) with Supervisors for night shift;

b. 8 Nos of Door Metal Detectors ; c. 2 Nos of Baggage X,-Ray machines;

d. 2 Frisking cabin for females; e. 10 Nos of Walky Talky & 6 Handheld frisking device.

8. Complete uniform Tin Sheet Barricading for boundary of Entire Exhibition Area

open to road & other openings such as Mandir side, Coffee House side & on side of

State Emporiums for Security purpose. The entire Tin Sheet barricade is to be

covered on the inside facing the venue and outside facing the road with branding of

flex hoarding put up on wooden/steel frames about Schemes of Ministry, NHFDC

and Theme related pictures. Only New & Clean material to be used. White cloth

masking/partitions with ethnic pictures/ logo’s of NHFDC/Ministry may also be put

up on the exposed area on inside of the tin barricade, boundary wall, entrance gates,

behind stages, other prominent places, etc. The design & content for the same would

be provided by NHFDC. The Flex to be used for branding must be of STAR

QUALITY for Good Get-up of printing.

9. Welcome & Collage Standees (30 Nos of size 3 fts x 6 fts); Table Facias (100 Nos

of size 2.5 fts x 3 fts); Facia on stalls (120-125 Nos of size 10 fts x 1.5 fts);

Direction Panels (25 Nos of size 3 fts x 3 fts) in the exhibition area, etc. The Flex to

be used for branding must be of STAR QUALITY for Good Get-up of printing

to be done on flex.

10. 32 nos Good Quality CCTV Head Moving Cameras of HD Quality complete with

monitoring system and recording backup for entire 8 days x 24 Hrs. (with control

room setup and responsible Monitoring team)

11. Arrangement for uninterrupted power supply through temporary electric connection

(with security deposit to electricity company) is the responsibility of the EMA.

Payment of actual Electricity Consumption from temporary electric connection

shall be made by NHDFC on submission of bill by the EMA.

12. 1 LED-Board (Size 12x12ft) with sound, stand & Technician for running live feed of

coverage of day's activities/schemes of Ministry/NHFDC, etc.

9

13. No of specific items

1. 150 Fire extinguishers, 50 Water Drums, 100 Sand Buckets on stands etc.

2. Electrical panel board and installations,

3. Dustbins, - 50 drums with Bin on wheels having plastic black disposable bags.

4. One separate First Aid Canopy.

5. Provision of One Ambulance with One Doctor, One Nurse and necessary first

aid/medicine.

6. One Fire Brigade from 11.00 A.M to 10.00 P.M daily. The EMA can approach

Fire Brigade Office for requisitioning Fire Brigade Engine. NHFDC to extend

assistance, if required.

14 10 nos -Chemical toilets (4 Gents, 4 Ladies & 2 for differently abled) with sanitation

staff for cleaning/sanitizing for maintaining hygiene.

15 2 water tankers for each day to facilitate vendors for any requirement. There should be

piped connection for providing water to the stalls/ participants.

16 Designing and Fabrication of front side open Pavilion of 100 sq. mtrs. The passage

from the main gate upto the Stall/Exhibition Area is to be covered by colorful drapes

mounted on truss covering the passage in front of the Pavilion. The Agency shall

provide one 10 fts x 8 fts LED TV wall, 12 LED Sand witched Display of 5 fts x 3 fts

for display of schemes of Ministry/NHFDC with photographs, Two steel racks for

placing brochures, Reception area with table & two bar chairs, VIP room with 8

seater New Sofa Sets for seating of VVIP Guests along with photographs of

events/schemes of Ministry/NHFDC inside the VVIP seating area, 20 LED Metal

Lights, Wooden Floor with Red Carpet, Good Quality Visitor Book with Pen,

separate Pantry with provision for Tea/coffee arrangement & Drinking water (200 ml

bottles) for guests, etc. 50 plastic chairs are to be provided on inauguration day for

addressing the press by the Hon’ble Minister/ Chief Guest.

17 2 Ushers for the Pavilion.

18 Photo I-Card with Logo strip printing of Exhibition-cum- Mega Fair, Stall Number,

Name of Artisan, Type of Product, Place, etc with jacket and string. (350 Number).

350 Number of Caps & T-Shirts each with NHFDC Logo.

19 2 Photographer & 2 Videographer for the inaugural function. One Photographer & One

Videographer for other days. Soft copy of video/photos to be given in Hard Disc on

daily basis.

20 Designing of Creatives for Hoarding, Print Advertisement, Hand bills.

21. Publishing of Advertisement in Hindi & English newspapers in Delhi-NCR one day

before the event inauguration day i.e. 21-12-2019 and to broadcast the Exhibition

details in prominent FM channels in Delhi NCR..

22. Design, Printing & Fabrication of Welcome Standees of Ministers/Chief Guest/Secretary, etc

23. Designing of Invitation Cards with Printing.

24. Organize Cultural programmes each day during the Exhibition period with special focus on Inauguration and closing day. Cultural programme may include Folk dances, Folk

Lores, Magic Shows, Stage Play, Nukkad Natak etc.

25 Sufficient no. of suitable electric heating appliances at the venue after Sunset till

closing of the exhibition during the entire period of event.

26 Comprehensive Insurance Cover of Rs.1.50 Crore for the entire period of the

exhibition-cum-fair.

10

INSTRUCTIONS TO THE BIDDERS

1. PROPOSED PROJECT

National Handicapped Finance and Development Corporation (NHFDC) under Administrative control of

Dept. of Empowerment of Persons with Disabilities (Divyangjan), Ministry of Social Justice &

Empwerment, GoI incorporated u/s 25 of Companies Act, 1956 (now section 8 under companies Act,

2013) is organising Exhibition-cum-Fair from 22nd to 29th December, 2019. The exhibition is to be put

up in the open space outside the State Emporia Complex, Baba Kharak Singh Marg, New Delhi by

putting up 50 number of Octonom Stalls in Pagodas for showcasing products made by PwDs. Each

artisan stall should be covered from the top and three sides and must have 2 tables, 2 chairs, One

Electrical power point, 4 LED focus white lights, One steel rack (3 shelves), etc.. The Event

Management Agency (EMA) shall be required to Design, Fabricate & Branding of the Pavilion on

raised platform of approximately 100 sqr mtrs. Office cum control room for NHFDC would also need to

be erected. Besides, backdrop for the stage with Green Room, small control room would also need to

be constructed along with profile light on truss in front of stage, JBL/Bose sound system, P.A System,

etc for cultural program in the Open Air Theatre.

2.REJECTION OF BIDS

The Bid will be considered Non Responsive & summarily rejected in case it does not fulfil any one or

more of the following conditions:-

a). If Bid Processing fees is not enclosed.

b). If EMD is not provided by the bidder.

c). If the bidder tries to put any influence.

d). If the bidder furnished false information.

e). If the Authorised Signatory has not signed with official seal on all pages of the bid document.

f). If the bid document has been submitted in unbound & un-numbered sheets loose sheets.

g). Any bid received by NHFDC after the bid due date/time prescribed in the Tender Document shall

be rejected.

h). Any bid indicating conditions beyond those indicated in this Tender Document i.e. conditional bid

shall be rejected.

i). Bids shall remain valid for 90 days after the date of Bid opening prescribed by NHFDC. A Bid

valid for a shorter period shall be rejected as non-responsive.

3. Obligations of NHFDC

All material for creatives will be provided by the NHFDC while creatives will be developed by the EMA.

4.Technical Bid:

1. Tender Acceptance Letter as per Annexure – 10. 2. Information/documents furnishing details of the agency to be submitted as per Performa at

Annexure-11. These should include self-attested copies of Registration Certificate, Sale Tax No.,

Service Tax No./GSTN, PAN/TIN No., Experience certificates of carrying out similar nature of work,

11

Income Tax Returns, Balance Sheet/Audited Statements of Accounts. 3. Demand Draft of Rs.1,50,000/- (Rupees One lakh Fifty Thouysaand only) in favour of NHFDC

payable at New Delhi, from any of the Commercial Bank, as Earnest Deposit (EMD).The original must be delivered to - NHFDC, Unit No. 11 & 12, GF, F-79 & 80, DLF Prime Tower, Okhla Phase-1, New Delhi-110020 on or before thelast date & time for the submission of the tender.

4. The bidders are required to submit 3-D drawings and action plan of designing of minimum of 50 Stalls

having a minimum size of 10 ft x 10ft each are to be made depending on the availability of the space and

circumstances. A registration counter/ help desk having sitting capacity for 15 persons, a conference/

meeting room, stage for cultural programmes, designed gates at several entry points (Main Gates and exit

gates). The drawings should be made taking all these aspects into consideration. The design should be 3-D

drawing of the construction to be done by the agency in physical form in a separate envelope must be

delivered to P&A Division of NHFDC on or before the last date & time for the submission of the tender. 5 Bidders are required to submit designs for brochure. Copies are to be enclosed with Technical Bid.

6 Details of the Qualifications, Experience and numbers of Core team of Technical / Professional Manpower

trained in Event Management Agency should be enclosed in structured manner.

V. Criteria for Selection of Bidders

Eligibility Criteria (To form part of the Technical Bid):

The following are the essential requirements for the technical bid. If the bidder does not meet the

following eligibility criteria, their bid will not be considered for technical evaluation.

1. The agency/ firm should have experience of successfully managing similar events in Delhi preferably at Kharak Singh Marg in the past 8 years. The scope of work of these events should include complying to

all requirements and managing all clearances that may be required for such events at Kharak Singh Marg,

New Delhi.

2. The agency/firm should be registered under Companies Act or any other Association. The copy of certificate of incorporation with registration number should be enclosed.

3. The agency/firm should submit a demand draft of Rs. 1.5 Lakhs (One Lakh Fifty Thousaand only) in favour of NHFDC payable at New Delhi as EMD along with technical bid. Attach the details. Agencies which fall under the purview of MSME/NSIC exemption are required to submit the relevant documents/ proofs of exemption for waivers in Tender Fee& EMD.

4. The agency/bidder should have completed a minimum of 03 (Three) Events/Conferences/Similar nature

of events for Government of India/PSUs/Autonomous Bodies/Federations of Industries etc. during the past 08 (Eight) financial years. Details of events organized along with documentary proof to be enclosed

in proforma given at Annexure-8.

5. The firm/agency should have a minimum average annual turnover of Rs. 2.00 Crore during the last

three financial years. Copies of the audited Balance Sheet, Income &Expenditure accounts/Profit & Loss

and Receipts &Payments of last three financial years and Income Tax Returns of the same period or the

Certification from Chartered Accountant be attached in support of this qualification. Details may be

enclosed and furnished along with documentary proof for the same as per Annexure-9.

6. The agency/firm must be registered with Trade and Taxes/Sales Tax and Service Tax Department. Copies of certificates of Incorporation, VAT/Sales Tax, Service Tax/GSTN and PAN must be enclosed.

7. The firm should have at least one office in the Delhi/NCR region. Documentary proof must be enclosed.

Selection of bidder will be based on the Combined Quality-cum-Cost Based System with 70:30 weight age

12

i.e. 70% weightage to the Technical proposal and 30% weight age to the Financial proposal.

Technical Evaluation (100 marks):

The technical proposals of the Bidders who fulfill the eligibility criteria will be evaluated as per the parameter indicated at Annexure-1. The agencies scoring 70 marks and above will be declared as technically qualified.

The financial bid of only those agencies will be considered, who have qualified technically.

Technical and commercial scores obtained by all the bidders would be summed and the vendor with highest score would be awarded the bid.

Total scores of the vendors would be calculated as per the following formulas:

Technical Bid Financial Bid

1. (T1/Tmax)*0.7 + (Lmin/L1*0.3)

2. (T2/Tmax)*0.7+ (Lmin/L2*0.3)

3. (T3/Tmax)*0.7+(Lmin/L3*0.3)

Bidder with the highest marks computed above on cost and quality basis will be awarded the bid.

The decision of NHFDC with regard to selection will be final and no communication in this regard

will be entertained. It may be noted that NHFDC reserves the right to reject any or all the bids without assigning any reason whatsoever.

The bidders are required to understand the scope of work properly, before quoting the rates.

Submission of tender by the agency will imply that it has read all the documents and has made itself fully aware about the work. NHFDC reserves the right to assess bidder capacity to perform the contract should

the circumstances warrant such assessment.

Party should not be in dispute with NHFDC, either directly or indirectly through any other agency.

Financial Score: 30 Marks

The financial bid is to be quoted in the prescribed format as at Annexure-2.

NHFDC reserves all the rights related to the opening, evaluation and cancellation of Bids without assigning any reasons thereof. NHFDC can accept OR reject the financial bids without assigning any reason and decision of the NHFDC will be final & binding in this regard. In case of any ambiguity while comparing the rates offered by the bidders, NHFDC reserves all the rights to decide on the issue of identifying selected bidder.

Special Conditions for Evaluation

The Preferred Bidder would be selected as per criteria mentioned. However, in the event that two or

more Bidders secure exactly the same Composite Score, then NHFDC reserves the right to declare

as Preferred Bidder whose, Presentation Score is highest among such Bidders who have secured

exactly the same Composite Score.

13

A OTHER CONDITIONS:-

a). Liquidated Damages:- The entire work as listed in the scope of work is to be completed by

6.00 P.M on 21st Dec., 2019. The bare space will be handed over to the EMA in the morning of

19th Dec., 2019 and the entire work of setting up of exhibition as per the work order is to be

completed accordingly by 6.00 P.M on 21st Dec., 2019. The above time schedule is required to be

strictly adhered to and followed. Liquidated Damages will be applicable, on the entire value of the

contract. In case of delay in completion of a specific job beyond the date/time of completion as

indicated above. Penalty would be applicable at the rate of 25% of the contract value for delay of

each day, subject to maximum of 50% of the contract value. The penalty shall be recoverable from

the Performance Guarantee provided by the agency.

Further, in case of delay to deliver the work within stipulated program, NHFDC reserves the right to

terminate the contract and get all the jobs or the delayed job completed through another agency of

its choice. Any extra expenditure that NHFDC incurs for completion of the balance job/s through

another agency on account of higher rates quoted by the new agency, will be recovered from the

selected bidder’s account or Performance Guarantee. Moreover, NHFDC shall also be entitled to

all other legal proceedings as may be required for shortfalls in recovery.

b). Earnest Money Deposit (EMD)

(i). The Bidder shall furnish, EMD of Rs.1,50,000/- (Rupees One Lac Fifty Thousand only) in form

of Demand Drafts drawn in favour of “National Handicapped Finance and Development

Corporation" payable at Delhi or Bank Guarantee in prescribed format with validity of 180 days

from date of opening of bid.

(ii). No interest shall be paid on EMD.

`(iii). EMD of Bidders not short-listed will be refunded within 30 days from the date of declaration

of Short-listed Bidders.

(iv).The successful Bidder's EMD will be discharged upon the Bidder signing the LOI/Agreement,

and furnishing the Performance Bank Guarantee.

(v).The EMD may be forfeited either in full or in part, at the discretion of NHFDC, on account of

one or more of the following reasons:-

a) The Bidder withdraws their Bid during the period of Bid validity of 90 days.

b) Bidder does not respond to requests for clarification of their Bid.

c) Bidder fails to co-operate in the Bid evaluation process, and

d) In case of a successful Bidder, the said Bidder fails: to sign the Agreement in time; or fails to furnish Performance Guarantee.

c). Performance Guarantee

(i). The selected bidder shall submit Performance Guarantee / Demand Draft equal to 10% of the contract price or as mentioned in the LOI to the NHFDC at the time of signing of Agreement, in the given format, issued from any Scheduled Bank.

(ii). The performance guarantee shall be valid for the period of contract and which will be released after successful and satisfactory completion of the exhibition.

14

(iii). If the selected bidder fails to remit the performance guarantee, the EMD remitted by him will

be forfeited and his bid will be held void.

(iv). Format of Performance Guarantee will be provided to the shortlisted bidder along with the LOI.

d). Payment Terms

The stages of payment shall be as under:- Stage Mile Stone Amount (%)

1st Issue of Work Order (on submission of Bank Guarantee /FD of Equal Amount) 20%

2nd On successful inauguration 30%

3rd After successful completion of the event 50%

e). NHFDC reserves the right to reject any or all the Bids without assigning any reason whatsoever.

f). The bidder must comply with the terms and conditions of contract. No deviations shall be

entertained.

g). In case of any dispute, decision of competent authority will be final and binding.

h). The bidder must furnish a declaration to the effect that it has not been blacklisted in the recent

past by any Government Authority / Public Sector Organization etc.

B. Force Majeure

If, at any time, during the continuance of this contract, the performance in whole or in part by either

party of any obligations under this contract shall be prevented or delayed by reason of any war, or

hostility, acts of the public enemy, civil commotion, sabotage, fires, floods, explosions quarantine

restrictions, strikes, lockouts or act of God (herein after referred to as events) provided notice of

happenings, of any such eventually is given by party either party to the other within 21 days from

the date of occurrence thereof, neither party shall be reason of such event be entitled to terminate

this contract nor shall either party have any such claim for damages against the other in respect of

such non-performance, or delay in performance, and deliveries under the contract shall be

resumed as soon as practicable after such event may come to an end or cease to exist, and the

decision of the NHFDC will be final and conclusive.

C Arbitration

(a) If a dispute of any kind whatsoever arises between the NHFDC and the bidder in connection

with, or arising out of, the Contract or the execution of the works or after their completion and

whether before or after the repudiation or other termination of the contract, including any

disagreement by either party with any action, in action, opinion, instruction, determination, the

matter in dispute shall be settled by arbitration in accordance with the Indian Arbitration and

Conciliation Act, 1996 or any statutory amendment thereof.

(b) The reference to arbitration may proceed notwithstanding that the works shall not then be or be

alleged to be completed, provide always that the obligations of the NHFDC and the bidder shall

not be altered by reason of the arbitration being conducted during the progress of the works.

15

Neither party shall be entitled to suspend the works, payments to the bidder shall be continued to

be made as provided by the contract.

(c) Arbitration proceedings shall be held at Delhi and the language of the arbitration proceedings and

that of all documents and communications between the parties shall be English. The jurisdiction

of the court will be Delhi.

(d) The decision of the majority of arbitrators shall be final and binding upon both parties. The

expenses of the arbitrator as determined by the arbitrators shall be shared equally by the NHFDC

and the bidder. However, the expenses incurred by each party in connection with the preparation,

presentation, etc., of its case prior to, during and after the arbitration proceedings shall be borne

by each party itself.

(e) All arbitration awards shall be in writing and shall state the reasons for the award.

(f) Penalty/Liquidated Damages shall not fall under the Arbitration clause.

VI) Cancellation / Postponement of Programme

In case the organising of the Exhibition-cum-Fair is cancelled or postponed due to any reason, no

claims shall be made by the bidder on NHFDC.

VII). ANNEXURES (To be filled up and submitted by the bidders)

a).Annexure-1 :-Technical Proposal Submission Letter

b).Annexure-2 :- Financial Bid Format

c).Annexure-3 :- Obligation / Compliance to be Ensured by Bidder

d).Annexure-4 :- Indemnity Undertaking

e) Annexure-5 :- Proforma for giving Performance Guaranteee

f) Annexure-6 :- Technical Proposal Submission Letter

g) Annexure-7 :-Financial Bid Performa

h) Annexure-8 :- Details of Experience

i) Annexure-9 :-Details of Turnover

j) Annexure-10 :-Tender Acceptance Form

k) Annexure-11 :-Details of Company/firm

VIII) TAX DEDUCTION AT SOURCE

Taxes shall be deducted at source from the running bills as per applicable Tax rules by NHFDC.

IX) RISK & COST If the agency does not carry out the work in full or part thereof at the stipulated time, the same may be got done by NHFDC at the risk & cost of the agency.

X) SUBLETTING

Subletting of the contract is not permitted.

XI) Other Conditions:

a) The Event Management Agency (EMA)/ bidder whose bid will be accepted by the NHFDC for the award of the work specified and shall include such successful bidder’s legal representatives, successors and premised assigns.

16

b) EMA shall be directly responsible for any/all disputes arising between him and his personnel/workers and shall keep NHFDC indemnified against all losses, damages and claims arising thereof.

c) EMA shall be solely responsible for payment of wages/salaries and allowances to his personnel that

are applicable under the law in force including any new Act or Order of the Government that may become applicable. NHFDC shall have no liability whatsoever in this regard.

d) EMA shall be fully responsible for theft, burglary, fire, any mischievous deeds by his staff.

e) All consumable items and materials used by the Party shall be of standard make and approval of officer-in-charge of NHFDC shall be taken for the same by the Party.

f) The EMA should monitor the upkeep of the works carried out by them NHFDC will not be responsible for any damages/losses.

g) EMA shall be fully responsible for any casualty in case of fire due to any fault in fire planning and will have to submit an Affidavit in this regard.

h) The EMA will make his own arrangement for watch and ward till the completion of the work.

i) Insurance of goods during the execution of the contract will be the responsibility of the EMA and NHFDC will have no responsibility in case of fire, theft or burglary of goods etc.

j) The EMA has to comply all the directions given by the NHFDC during the fair.

k) The EMA shall clear site and leave it in the most befitting condition after the completion of

Exhibition-cum-Fair by 30th December, 2019.

l) The EMA has to submit a declaration if any of its Director/Key Managerial Persons is directly or indirectly concerned/related with the Directors/Key Managerial Persons of NHFDC.

*****

17

ANNEXURE - 1

Criteria for Evaluation of Technical bids

The evaluation of technical bids will be on the following parameters:

Sl. Details Max Marks Mark

Scored

1. Number of similar nature of events organized for

Government of India / PSUs / Autonomous 10

Bodies/Federations of Industries etc. during the past 8

years.

The firm should provide credible evidence of the same.

03 - 05 events : 5

Each additional mark for each additional event more

than 06 events : 10

2. Total Turnover of the agency: 10

(Average annual turnover during last three financial

years)

Average Annual Turnover between 2 Crore to 3 Crore 05

Average Annual Turnover more than 5 Crore 10

3 Familiarity with the venue and had held exhibition(s) 10

in last 8 years at the venue (Kharak Singh Marg –

Opp State Imporia)

No. of events done at the Venue during last 8 years: up to 2 5

No. of events done at the Venue during last 8 years: more than 2 10

4. Qualifications and Experience and numbers of Core 10

team of Technical/Professional Manpower that will be

deployed.

5 The technical capacity to prepare the product 5

brochures for events managed.

6. Methodology and Approach. 35

Bidders to share their Methodology and Approach

based on the requirements of the RFP.

18

The Presentation should include emphasizing the

following:

Detailed plan from inception to closure of

assignment;

Role of each deployed staff and backend

leadership and support staff inputs; Component wise plan and outputs (Clearances,

Media and Outreach, Branding and related

outputs, Security, Food Management, etc. Insurance covers and other risk mitigation

plan.

Presentation of layout needs to be with 3-D

drawings.

The presentation should substantiate

a complete understanding of the

event, its profile, requirements,

execution strategy, imperatives for

ensuring a safe & secure event

exercising economy etc.

(A complete power point presentation of 10

minutes to be made before the evaluation

Committee)

7

Installation of Food Stalls(approx. 25) near the Venue

by booking space at PMS(Parking Management System)

Kharak Singh Marg , New Delhi at his own cost during

the period of exhibition i.e 22nd to 29th Dec 2019 20

Total Marks 100

Note: The Core team of Technical/Professional Manpower indicated in the bids should not be changed during the

fair.

19

Annexure-2

S.

No. Particulars

1. a. Ambiance creation with component detail and its number are to be

mentioned/enclosed.

b. Welcome theme based pillar gates (size 10ft width x20ft height). The gates must

look similar from outside & inside. Only Good Quality Paint to be used for the

Gate. The Gates should be firmly fixed with truss support.

c. Whole venue to be lit up properly like a Stadium.

d. Flower decoration for the inaugural function on Gate, Pavilion along with 10 Good

Quality Flower Bouquets.

e. Entire Exhibition area is to be decorated to provide ethnic look in line with the

theme of the Exhibition -cum-Fair with cloth triangular Jhandis, Kite, dropdowns

lanterns/umbrellas, Colorful Drapes on trees with serial lights on all trees and

bush/shrubs inside the venue, Signages, buntings, Box Type Hoardings of size 5 fts

x 5 fts and height 20 fts, etc.

f. 6 Artistic theme corners to be created in the exhibition venue.

g. Graffiti walls, Exhibition MAP with stall names etc.

h. Puppetry shows, Kalbelia Dancers, Dhooli etc.

i. Red Carpet in the stalls . The entire pathway inside the venue is to be covered by

green carpet properly taped/pegged to the ground for neatness.

j. PA system with speakers in entire venue for public announcement and running of

light instrumental music.

k. White Metal Lights; LED Parcan Lights, LED Serial Lights; Halogen Lights, etc as

per requirement to light-up the entire venue like a stadium.

l. 2 Guards in traditional dress for the inauguration function.

m. Dhol wala/Shahnai vadak in traditional dress for the inauguration program.

n Dhoolis, Longman and female dancers to move in and around CP area to pull crowd at festival.

2. 50 Octonom stalls in Pagoda are to be put up with proper tin shade on iron frame

for covering the stalls from the top. Covered gangway in front of each artisan

stalls is to be provided for shade from sun. Each artisan stall must have Two

tables, 2 chairs, 4 glass Racks on side walls, one electrical point, 4 white lights

– tube light & focus lights, Carpet, Fascia with name/art/place of vendor.

There should be arrangement for front cover for closing the stall from the front for safety of the articles of the artisans.

4 One Office cum control room for NHDFC officials of 100 sqr ft size with light,

electric points, chairs, tables, sofas, fans for executing work of exhibition. The

stall is required to be covered from the top and provision for closing the stall from

the front side.

FINANCIAL BID IN RESPECT OF SCOPE OF WORK FOR AGENCY BEING HIRED FOR

DESIGNING, FABRICATIONG & BRANDING FOR ORGANISING EXHIBITION-CUM-FAIR

OUTSIDE STATE EMPORIA COMPLEX, BABA KHARAK SINGH MARG, NEW DELHI

FROM 22nd TO 29th DECEMBER 2019,

2019.

20

5 One Stage at the Open Air Theatre with Green room (with mirrors, hangers,

chairs, with partitioned changing facility to be erected for the cultural program

complete with requisite lighting on truss, ambience & JBL/Bose sound system

(stand mikes, cordless mikes, Lapel Mike, P.A system, etc as per requirement of

performing artists), etc.

6. Sufficient no’s of Housekeeping Staff from reputed Agency i.e., Male/Female

(supervisors and housekeeping/sweepers from 8.00 AM to 11.00 PM and

Sweepers in night for cleaning and washing) with House-keeping Material &

adequate Garbage pickup arrangement.

7. Security arrangements TO BE DEPLOYED FROM A VERY REPUTED

AGENCY ONLY.

a. Sufficient No of Security Guards ( Males & Females) with Security

supervisor during day time & sufficient Guards (all males) with Supervisors for

night shift;

b. 8 Nos of Door Metal Detectors ; c. 2 Nos of Baggage X,-Ray machines;

d. 2 Frisking cabin for females; e. 10 Nos of Walky Talky & 6 Handheld frisking device.

8. Complete uniform Tin Sheet Barricading for boundary of Entire Exhibition Area

open to road & other openings such as Mandir side, Coffee House side & on side

of State Emporiums for Security purpose. The entire Tin Sheet barricade is to be

covered on the inside facing the venue and outside facing the road with branding

of flex hoarding put up on wooden/steel frames about Schemes of Ministry,

NHFDC and Theme related pictures. Only New & Clean material to be used.

White cloth masking/partitions with ethnic pictures/ logo’s of NHFDC/Ministry

may also be put up on the exposed area on inside of the tin barricade, boundary

wall, entrance gates, behind stages, other prominent places, etc. The design &

content for the same would be provided by NHFDC. The Flex to be used for

branding must be of STAR QUALITY for Good Get-up of printing.

9. Welcome & Collage Standees (30 Nos of size 3 fts x 6 fts); Table Facias (100

Nos of size 2.5 fts x 3 fts); Facia on stalls (120-125 Nos of size 10 fts x 1.5 fts);

Direction Panels (25 Nos of size 3 fts x 3 fts) in the exhibition area, etc. The Flex

to be used for branding must be of STAR QUALITY for Good Get-up of

printing to be done on flex.

10. 32 nos Good Quality CCTV Head Moving Cameras of HD Quality complete with

monitoring system and recording backup for entire 7 days x 24 Hrs. (with control

room setup and responsible Monitoring team)

11. Arrangement for uninterrupted power supply either through Generator or through

temporary electric connection (with security deposit to electricity company) is

the responsibility of the EMA. Payment of actual Electricity Consumption from

temporary electric connection shall be made by NHDFC on submission of bill

by the EMA.

12. 1 LED-wall (Size 12x12ft) with sound, stand & Technician for running live feed

of coverage of day's activities/schemes of Ministry/NHFDC, etc.

13. No of specific items:

1. 150 Fire extinguishers, 50 Water Drums, 100 Sand Buckets on stands etc.

2. Electrical panel board and installations, 3. Dustbins, - 50 drums with Bin on

wheels having plastic black disposable bags. 4. One separate First Aid Canopy.

3. Provision of One Ambulance with One Doctor, One Nurse and necessary first

aid/medicine.

21

4. One Fire Brigade from 11.00 A.M to 10.00 P.M daily. The EMA can approach

Fire Brigade Office for requisitioning Fire Brigade Engine. NHFDC to extend

assistance, if required.

14 10 nos -Chemical toilets (4 Gents, 4 Ladies & 2 for differently abled) with

sanitation staff for cleaning/sanitizing for maintaining hygiene.

15 2 water tankers for each day to facilitate vendors for their requirements . There

should be piped connection for providing water to the stalls/participants.

16 Designing and Fabrication of front side open Pavilion of 100 sq. mtr. The passage

from the main gate upto the Stall/Exhibition Area is to be covered by colorful

drapes mounted on truss covering the passage in front of the Pavilion. The Agency

shall provide one 10 fts x 8 fts LED TV wall, 12 LED Sand witched Display of 5

fts x 3 fts for display of schemes of Ministry/NHFDC with photographs, Two steel

racks for placing brochures, Reception area with table & two bar chairs, VIP room

with 8 seater New Sofa Sets for seating of VVIP Guests along with photographs of

events/schemes of Ministry/NHFDC inside the VIP seating area, 20 LED Metal

Lights, Wooden Floor with Red Carpet, Good Quality Visitor Book with Pen,

separate Pantry with provision for Tea/coffee arrangement & Drinking water (200

ml bottles) for guests, etc. 50 plastic chairs are to be provided on inauguration day

for addressing the press by the Hon’ble Minister/ Chief Guest.

17 2 Ushers for the Pavilion.

18 Photo I-Card with Logo strip printing of Exhibition-cum- Mega Fair, Stall Number,

Name of Artisan, Type of Product, Place, etc with jacket and string. (350 Number).

350 Number of Caps & T-Shirts each with NHFDC Logo.

19 2 Photographer & 2 Videographer for the inaugural function. One Photographer &

One Videographer for other days. Soft copy of video/photos to be given in Hard

Disc on daily basis.

20 Designing of Creatives for Hoarding, Print Advertisement, Hand bills with Theme-

New Year-New Beginning.

21 Publishing of Advertisement in Hindi & English newspapers in Delhi-NCR one day

before the event inauguration day i.e. 21-12-2019 and to broadcast the Exhibition

details in prominent FM channels in Delhi NCR..

22 Design, Printing & Fabrication of Welcome Standees of Ministers/Chief Guest/Secretary, etc

22 Designing of Invitation Cards with Printing.

23 Organize Cultural programmes each day during the Exhibition period with special focus on Inauguration and closing day. Cultural programme may include Folk

dances, Folk Lores, Magic Shows, Stage Play, Nukkad Natak etc.

24. Sufficient no. of suitable electric heating appliances at the venue after Sunset till

closing of the exhibition during the entire period of event.

25. Comprehensive Insurance Cover of Rs.1.50 crs for the entire period of the

exhibition.

The above cost is exclusive of GST. The taxes will be chargeable as per applicable rule. Payment to the

Agency will be released after deduction of TDS as applicable.

Signature of the Bidder with Seal

22

ANNEXURE –3

OBLIGATION / COMPLIANCE TO BE ENSURED BY BIDDER

Sr. Particular To be complied by bidder

Yes No

1 GST Registration Nos

2 Compliance of Provision of child

labor act, workman compensation act

3 To ensure treatment in case of accident injuries suffered in performance of work including wages and compensation under WC Act

4 Send accident report to Regional

Labour Commissioner (RLC)

5 PF registration number with detail of

deployed staff

Signature of the Bidder with seal

23

ANNEXURE -4

INDEMNITY UNDERTAKING

I on behalf of M/s …………………………………………………… hereby agree and undertake that I

have understood all the safety rules and procedures and all staff Technical & Non-Technical working on

behalf of M/s ………………………………………………………… will abide by all safety rules and

procedures. I declare that I M/s ………………………………………. will be responsible for any safety

violations/ accident etc. NHFDC will not be responsible in case of any accident / incident and will not

compensate financially or otherwise. I assure NHFDC that enlisted Manpower deployment will be done

at Venue from Mobilization to Completion of Event at Baba Kharak Singh Marg, New Delhi.

………………….

I hereby declare that I am sole responsible on behalf of M/s..

………………………………………….. for giving such declaration.

------------------------------ -----------------------

Name of Indemnifier Signature of Indemnifier

Stamp/Seal of the Indemnifier /Contractor

24

ANNEXURE-5

PROFORMA FOR PERFORMANCE BANK GUARANTEE

(On stamp paper of appropriate value from any Nationalized Bank)

To,

National Handicapped Finance and Development Corporation (NHFDC) Unit No. 11 & 12, GF, F-79 & 80 DLF Prime Tower, Okhla Phase-1, New Delhi-110020.

Dear Sir,

In consideration of National Handicapped Finance and Development Corporation (hereinafter called as NHFDC which expression shall include his successor and assigns) having awarded to

……………………………………………………………………………………………………………… …………………………………… (hereinafter referred to as the Agency or Agencies when expression shall

wherever the subject of context so permits include its successors and assigns) a contract no. …………………. in terms inter-alia, of the NHFDC's letter no. …………….. dated. ……………… and the General Conditions of

Contract and upon the condition of the Agency's furnishing security for the performance of the Agency's obligations and discharge of the Agency's liability thereunder in connection with the said contract up to a sum of Rs…………………. (Rupees………………………. only) amounting to 10 % (Five) percent of the total contract value.

1. We. ……………………………………………………………. (hereinafter called the Bank which expression shall include its successors and assigns) hereby jointly and severally undertake to guarantee the

payment to NHFDC in Rupees forthwith on demand in writing and without protest or demur or any and all moneys anywise payable by the Agency to NHFDC in respect of or in connection with the said contract inclusive

of all NHFDC's losses and damages and costs (inclusive between attorney and client) charges and expenses and other moneys anywise payable in respect of the above to this guarantee up to an aggregate limit of Rs. …………………. (Rupees…………………………………….only).

2. We …………………………………………………………….. the Bank further agree that NHFDC shall be the sole judge of and as to whether the said Agency has committed any breach or breaches of any of the terms and conditions of the said contract and the extent of loss, damage, cost, charges and expenses caused to or suffered by or that may be caused to or suffered by NHFDC on account thereof and the decisions of NHFDC that the said Agency has committed such breach or breaches and as to the amount or amounts of loss, damage, costs, charges and expenses caused to or suffered by NHFDC from time to time shall be final and binding on us.

3. NHFDC shall be at liberty without reference to the Bank and without affecting the full liability of the

Bank hereunder to take any other security in respect of the Agency's obligations and liabilities hereunder or to vary the contract or the work to be done there under vis-à-vis the Agency or to grant time or indulgence to the

Agency or to reduce or to increase or otherwise vary the prices of the total contract value or to release or to forbear from enforcement of all or any of the security and/ or any other security(ies) now or hereafter held by

NHFDC and no such dealing(s), reduction(s), increase(s) or other indulgence(s) or arrangement(s) with the Agency or release or forbearance whatsoever shall absolve the Bank of the failed liability to NHFDC hereunder

or prejudice the rights of the NHFDC against the Bank.

25

4. This guarantee shall not be determined or affected by the liquidation or winding up, dissolution, or change of constitution or insolvency of the Agency but shall in all respects and for all purposes be binding and operative until payment of all monies payable to NHFDC in terms thereof.

5. The Bank hereby waives all rights at any time inconsistent with the terms of this guarantee and the obligations of the Bank in terms hereof shall not be anywise affected or suspended by reason of any dispute or dispute having been raised by the Agency stopping or preventing or purporting to stop or prevent any payment by the Bank to NHFDC in terms hereof.

6. The amount stated in any notice of demand addressed by NHFDC to the Bank as liable to be paid to

NHFDC by the Agency or as suffered or incurred by NHFDC on account of any losses or damages of cost, costs, charges and / or expenses shall be conclusive evidence of the amount so liable to be paid to NHFDC of

suffered or incurred by NHFDC as the case may be and shall be payable by the Bank to NHFDC in terms hereof.

7. This guarantee shall be a continuing guarantee and shall remain valid and irrevocable for all claims of NHFDC and liabilities of the Agency arising up to and until midnight of………………………………………………………………

8. This guarantee shall be in addition to any other guarantee or security whatsoever that NHFDC may now or at any time anywise may have in relation to the Agency's obligations or liabilities there under and/or in

connection with the said contract and NHFDC shall have full authority to have recourse to or enforce this security in preference to any other guarantee or security which NHFDC may have or obtain and no forbearance

on the part of NHFDC in enforcing or requiring enforcement of any other security shall have the effect or

releasing the Bank from its full liability hereunder. 9. It shall not be necessary for NHFDC to proceed against the said Agency before proceeding against the Bank and the Guarantee herein contained shall be enforceable against the Bank notwithstanding that any security which NHFDC may have obtained or obtain from the Agency shall at the time when proceedings are taken against the said Bank hereunder be outstanding or unrealized.

10. We the said Bank undertake not to revoke this guarantee during its currency except with the consent of NHFDC in writing and agree that any change in the constitution of the said Agency or the said Bank shall not discharge our liability hereunder.

11. We. …………………………………….the said Bank further state that we shall pay forthwith the amount stated in the notice of demand notwithstanding any dispute/ difference pending between the parties before the arbitrator and/ or that any dispute is being referred to arbitration.

12. Notwithstanding anything contained herein above, our liability under this guarantee shall be restricted to Rs.……………… (Rupees………………………………………..) and this

guarantee shall remain in force till …………………………………………and unless a claim is made on us

within three months from that date, that is before ……………………………… all the claims under this

guarantee shall be forfeited and we shall be relieved of and discharged from our liabilities thereunder.

Dated …………day of …………2019.

For and on behalf of Bank. Issued Under Seal

26

ANNEXURE-6

TECHNICAL PROPOSAL SUBMISSION LETTER

To:

[Location, Date]

DGM (P&A)

National Handicapped Finance and Development Corporation(NHFDC)

DLF Prime Tower

DPT-11 &12, F-79 & 80

Okhla Phase-1, New Delhi-110020

Dear Sir:

We / I, the undersigned, offer to provide the services to conceptualize, design, fabricate & branding of

the VVIP Pavilion & artisan/food stalls for organizing Exhibition-cum-Fair from 22nd to 29th

December, 2019 outside State Emporia Complex, Baba Kharak Singh Marg, New Delhi as per the

Guidelines, Terms & Conditions mentioned in this Tender document. We / I are/am here by submitting

our Proposal, which includes the Technical Proposal & Financial Bid.

We hereby declare that all the information and statements made in this Proposal are true and accept

that any misinterpretation contained in it would lead to our disqualification.

Thanking You,

Yours Sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

Contact No:

* Proposal should be submitted on the official letter head of the company

27

ANNEXURE –7

FINANCIAL BID FORMAT

Tender Document No. :

To:

DGM (P&A) [Location, Date]

National Handicapped Finance and Development Corporation(NHFDC)

DLF Prime Tower

DPT-11 &12, F-79 & 80

Okhla Phase-1, New Delhi-110020

Dear Sir:

We / I, the undersigned, offer to provide the services to conceptualize, design, fabricate &

branding of the VVIP Pavilion & artisan/food stalls for organizing Exhibition-cum-Fair from

22nd to 29th December, 2019 outside State Emporia Complex, Baba Kharak Singh Marg,

New Delhi as per the Terms of Reference given in this Tender Document within the time

specified and in accordance with the specifications, design and instructions as per General

Terms and Conditions. The detail price bid in prescribed format is enclosed herewith.

Thanking you.

Yours faithfully,

Signature of the Bidder with Seal

28

ANNEXURE -8

DETAILS OF COMPLETED WORKS OF SIMILAR NATURE

(During last Eight financial years ending March 31st

2019)

S. Name of the Event Name of Brief Date/Duration Value

No. the Client Description of of Event (Rs.)

The Event

Including

area/number

Of

Participants

Note: Please attach supporting documents with work-order, photographs for the above furnished information.

Seal and Signature of bidder (Name and Designation of the authorized signatory)

29

ANNEXURE – 9.

ANNUAL TURN OVER

The firm/agency should have a minimum average annual turnover of Rs. 2.00 Crore during the last

three financial years

FINANCIAL YEAR ANNUAL TURNOVER AS PER AUDITED

BALANCE SHEET (in Rupees)

2016-2017

2017-2018

2018-2019

Total

Note: The above data is to be supported by copies of the audited balance sheet, income & expenditure accounts and receipts and payments accounts of last three financial years.

Seal and Signature of bidder (Name and Designation of the authorized signatory)

30

ANNEXURE - 10

TENDER ACCEPTANCE LETTER

(To be given on Company Letter Head) Date:

To,

______________________

______________________

______________________

Sub: Acceptance of Terms & Conditions of Tender.

Tender Reference No: ________________________

Name of Tender/Work:- Event Management for NHFDC Exhibition –cum-Mega Fair to be held from 22nd to 29th Dec., 2019 at Baba Kharg Singh Marg in front of State Handicraft Emporium, New Delhi _______________________________________________________________________________________________________________________________________________________________________________________________________

Dear Sir, 1. I/ We have downloaded / obtained the tender document(s) for the above mentioned

‘Tender/Work’ from the web site(s) namely:

___________________________________________________________

as per your advertisement, given in the above mentioned website(s).

2. I / We hereby certify that I / we have read the entire terms and conditions of the tender documents from Page No. _______ to ______ (including all documents like annexure(s), proforma(s), etc.,), which form part of the contract agreement and I / we shall abide hereby by the terms/conditions/clauses contained therein.

3. The corrigendum(s) issued from time to time by your department/ organisation too has also been taken into consideration, while submitting this acceptance letter.

4. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s)/corrigendum(s) in its totality/entirety.

31

5. In case any provisions of this tender are found violated, then your department/organization shall without prejudice to any other right or remedy be at liberty to reject this tender/bid including the forfeiture of the full said earnest money deposit absolutely.

6. We are not involved in any major litigation that may have an impact of affecting or compromising the delivery of services as required under this tender.

7. We are not blacklisted by any Central/State Government/Autonomous Body/Public Sector Undertaking/Corporate in India.

Yours Faithfully,

(Signature of the Bidder, with Official Seal)

(Name and Designation of the authorized signatory)

32

ANNEXURE -11

Details of the Firm/Agency

1. Name of the firm/agency :

2. Address :

3. Telephone No(s). :

4. Fax No(s). :

5. Email and Website :

6. Name, Address, Phone number and e-mail id of : the Proprietor/Partners <

7. Date of Registration of the Firm/Agency and : Registration No.

8. Sales Tax No. (Please attach necessary documents) :

9. Service Tax No. (Please attach necessary : documents)

10. PAN No. of the firm/agency :

11. Bank accounts number with branch name and IFC : code of the Bank

12. RTGS/NEFT No. of the Bank :

13. Copies of the Income Tax Returns of the firm for : the last three financial years ((Please attach

necessary documents)

14. Demand Draft of Rs. 1.50 Lakh/ (Rupees :

One lakh Fifty Thousand only) in favour of NHFDC

payable at New Delhi, from any of the

Commercial Bank, as Earnest Deposit

(EMD)[Please provide the details]

15. Work Experience (as per format at Annexure - ) :

16. Annual Turnover (As per format at Annexure -9) :

17. Insurance and Risk Cover related to event : management (as per requirements set out in para

26 of the RFP. i.e.:

Material Damage

Personal Accident

Public liability

Third Party Claim

33

Any related Insurance cover for such

events with adequate risk cover.

18. Numbers of Core team of Technical/Professional : Manpower trained in event management with their

qualifications and experiences. The firm should

provide the details of the same.

19. Address of office of the Firm in the NCR region. :

Documentary proof must be enclosed.

Note: Please provide the details and enclose the relevant formats, annexures and mention page numbers.