Expression of Interest
for Empanelment of Agencies
for undertaking Event Management Activities
for the Various Events (exhibitions)
Chhattisgarh has positioned itself as the "Most Credible Destination" for investment and aims to be one of
the most attractive destinations for investment in the country. The state has created a niche for itself by
offering socio – economic benefits to the investors. The state is covered with nearly 44% of the forests
reserves and 32% of total population is constituted by tribal population; thereby offering an immense
potential for development of adventure activities and Eco Tourism with ethnic diversity.
Chhattisgarh State Industrial Development Corporation Ltd. (Popularly known as CSIDC) is a Govt. of
Chhattisgarh Undertaking under Commerce & Industry Department registered under companies Act 1951.
CSIDC, in its endeavour to promote industrial development in the state, has implemented up gradation &
maintenance of existing Industrial Areas in Urla & Siltara, District Raipur under a suitable PPP framework.
To meet increasing requirement of land for new industrial units, CSIDC is setting up three Mega Industrial
Areas in Bilaspur, Raigarh & Raipur Districts spreading over 5,000 hectares. Integrated Infrastructure
Development Centres have been established in Districts of Kabirdham, Mahasamund & Surguja. The Board
intends to promote Chhattisgarh State in a sustainable manner. CSIDC is currently carrying out an exercise
to implement effective resource utilisation in the industrial areas in order to provide facilities to more and
more industrial units in a more efficient manner.
Since inception, Chhattisgarh State has been participating in various Exhibitions & Conference in India and
abroad for promotion of industrial development in the State. CSIDC has been the nodal agency for
industrial infrastructural development, operation and maintenance of the facilities & amenities in
industrial areas. CSIDC is also focussing on manpower training and employment generation to create a
skilled manpower pool for trade and industrial sector.
CSIDC now intends to empanel professional agencies to undertake the Event Management Activities
including conceptualization, design, construction of stalls and other management activities for all the
events
Ref. No.: IPPD/2013-14/02
Date: 25-09-2014
Subject: Expression of Interest for Empanelment of Agencies For undertaking Event Management
Activities for the Various Events (exhibitions)
Government of Chhattisgarh has entrusted CSIDC as a nodal agency for- 'Industrial Development,
Promotion and Project Development Organization' in the State. CSIDC has also been involved in
development and maintenance of industrial infrastructure/areas/parks in the State and acts as the
facilitator for development of small, medium and large industries in the State.
CSIDC has been providing efficient services by eliminating bottlenecks in industrial development and
thereby providing a sustainable ecosystem for industrial development in the State. CSIDC has been
responsible to conceptualize, conceive, plan, implement and maintain various industrial infrastructural
facilities in the state. CSIDC also facilitates in a) providing raw materials (like iron and steel, coal) to the
Small Scale Industries (SSI) and other units, b) Testing and certification of industrial products and c)
Operate production units manufacturing furniture and agricultural implements.
For and on behalf of CSIDC:
Expression of Interest (EoI) is invited from experienced and reputed Event Management Agencies for
empanelment in the CHHATTISGARH STATE INDUSTRIAL DEVELOPMENT CORPORATION LTD.. The agency
shall be responsible for undertaking various Event Management Activities including conceptualization,
design, construction, supervision and execution at site and various other activities at the events
(exhibitions).
1.
2.
The Application should accompany an Earnest money deposit (EMD) of Rs.1.00 lakh (Rupees One
Lakh Only) in the form of FIXED DEPOSIT drawn in favour of CHHATTISGARH STATE INDUSTRIAL
DEVELOPMENT CORPORATION LTD. (CSIDC) payable at RAIPUR (CHHATTISGARH). The EMD shall be
valid for a period of 120 days from the Last Date of Submission of the EOI.
The application form can be can be downloaded from CSIDC website www.csidc.in. The Applicants
shall also submit a demand draft deposit of Rs. 5,000/- as Tender Fee (“Tender Fee”) in favour of
CHHATTISGRAH STATE INDUSTRIAL DEVELOPMENT CORPORATION LTD. payable at Raipur along with
their EOI Document. EOI document received without requisite Tender Fee or received after the due
date shall summarily be rejected. The pre-qualified agencies shall be invited to make a presentation
before a Technical Evaluation Committee to determine their selection.
3.
Important Dates & Time
S. No.
Particulars
Important
Dates
Time
A
B
Issue of EoI documents
:
Last date & time for submission
of Bids (“Due Date”)
Date & time of opening of Bids
Date & time of presentation
Date & time of Financial Bids
26.09.2014
17.10.2014
5.00 PM
3.30 PM
C
D
E
4.
Tender Fees
(nonrefundable)
EMD
Rs. 5,000 /-
Rs. 1,00,000/-
17.10.2014
5.30 PM
Will be informed to shortlisted tenderers.
The financial bids will be called from only empanelled
agencies as may be required on event to event basis.
The Agency’s services shall be broadly classified as under:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
Conceptualization of Stall Design.
Complete solution to the various aspects of the Event & Stall fabrication.
Designing, Lay out, Performance & Seating Plans.
Accurate assessment of requirement of various logistics.
Outsourcing of various services.
Hiring of Equipments etc.
Purchase of consumables.
Issue of Invitations (As and When Required)
Any other related services as may be required depending upon the nature of the event.
Transportation of labour & material from one city to another.
Note : Booking of the space at the events to be participated by Government of Chhattisgarh / CSIDC
will not be in the scope of agency. The agency may be asked to perform all or part of above
services.
5.
Scope of Work
a)
The agency will be required to conceptualize the design, layout and erect Chhattisgarh State
Industrial Development Corp. Ltd. stall as per approved design according to international
standards and norms fixed by the organizers on turnkey basis. The designs have to be
attractive and innovative.
b)
As the stalls will be displayed in National and International fairs so it should match the
international quality and standards.
c)
The Stall sizes can be of 36 sq.mt,54 sq.mt,100 sq.mt,200 sq.mt,500 sq.mt, 1000 sq.mt. Any
other size if required will be constructed by the agency based on the least sq.mt cost from
amongst the sizes quoted above. For each of the above, the sample design has to be shown
beforehand and approved by CHHATTISGARH STATE INDUSTRIAL DEVELOPMENT
CORPORATION LTD.
d)
The material should be light weight, easy to carry and adjustable according to the space
available. The structure should be 3D or any other type.
e)
The design and decoration at the pavilion should be planned in such a way that it showcases
the best of State's Potential and ambience of the state. Traditional ethnic decorative items
from Chhattisgarh may also be used. The entire area hired for stall fabrication should be easily
accessible and visible. There should be ample space for putting up exhibitor's counters and
exhibitors to sit (co-exhibitors as per stand size).
f)
The construction of the pavilion would be done on event basis. The entire work of stall
fabrication from end to end to be performed by agency.
g)
The company will be responsible to supervise the execution of work at site and manage the
stall during the event. Display of hi-resolution images in the inner walls of the pavilion
approved by CSDIC.
h)
The images have to be collected by the agency and exhibited properly as per directions of
event/ officer in charge.
i)
Platform with mat/ carpet for the stall area.
j)
Putting up plasma screens of 42" with DVD players and DVD stands.
k)
Proper reception with sufficient furniture and other items as per requirement viz. Lounge sofa
(single seated), centre table, chairs, tables, coffee table/eating space, partitions, store, coat
hanger, brochure rack, table bouquets/ flower bouquets, name plates/ boards, placates,
potted plants, dust bins, drinking water dispensers etc. shall have to be arranged by the
agency.
l)
Stall fabrication cost, material transportation charges, customs clearances, material storage/
dam rage/ dumping charges, material disposal (including scraping) charges, and stores/
material, cleaning charges of stall, dismantling charges/ cost of stall etc. will have to be borne
by the agency.
m)
Agency has to provide all kind of electrical fixtures like long arm spot lights, halogens, power
plug sockets etc. as per requirement and proper illumination of the images and stall. In case
electricity bill for the venue, the agency may pay and it claim it from the CSIDC later on.
6.
n)
The Event Manager/Contractor shall clear the site and hand over the possession back to the
concerned authority proper order, once the event is over latest by date stipulated by
Concerned Authorities.
o)
As part of the scope of work, minimum two English and Hindi speaking hostesses would be
provided at each venue.
p)
Photography of each event plus bouquet arrangements as and when required. Album to be
provided along with softcopy.
q)
The agency should be ready to make pavilions at short notice during emergencies.
r)
Complete arrangement of travel and transport of the materials and man power used in stall
fabrication needs to be done by the agency.
s)
The scope of work is valid for a period of two years. It can be extended by a Chhattisgarh State
Industrial Development Corp. Ltd. for a period of one more year, provided its services are
found satisfactory by the Management.
Pre-qualification criteria:
a)
The company must either be exclusively an event management agency or a company having
exclusively defined event management division within its establishment.
b)
The agency should have handled prestigious National/International Events for the Government
sector during the last five years.
c)
The average Annual minimum turnover of the agency in regard to event management should
be Rs.1.00 Crores for last three years(2012-13 , 2011-12, 2010-11). For this purpose the
turnover of event management division shall not include the turnover of advertising and
printing or any other activity being done by the agency. In case this turnover is not reflected
separately in the balance sheet, a certificate in respect of the turnover of the event
management division by the chartered accountant of the agency should be enclosed.
d)
The agency must have exclusive stall fabrication experience of at least five years in event
management (inclusion of experience of advertising and printing or any other activity being
done by the firm shall not be accepted).
e)
The agency must have fabricated at least 10 stalls in last three years for any client including at
least 2 National Events for Government Sector.
f)
IT Return for last three financial years should be submitted in Technical Bid.
7.
g)
Agency should have a valid Service Tax Number, Photocopy to be submitted in Technical Bid,
with a valid copy of service tax return and service tax challan of any one the last three financial
years.
h)
Agency should have an experience of stall fabrication for at least 3 different clients based out
of Chhattisgarh in past 10 years.(Preference to Govt. Department work experience would be
given)
i)
Agency should have at least one single billing of over Rs. 50.00 Lakhs work for any one client in
any one the last three financial years.
j)
Agency should have a single billing of Rs. 25 Lakhs in Stall Fabrication work experience for any
of the client.
k)
Agency should have an experience of fabricating stall for any Government Department with a
single billing of over Rs.10 lakhs in any one of the last three financial years.
l)
Agency should have an experience of stall fabrication in at least any one of the National Fair
outside Raipur for any Government Sector in last three years.
m)
Agency should have an experience of fabrication of Stalls in any three major cities of India
including any one metro city.
n)
Agency should have a proper workshop/fabrication unit, documentary evidence is must.
o)
In case of any dispute the jurisdiction shall be subject to the Court of Raipur only.
Presentation: The pre-qualified agency shall be required to make a presentation before the
Technical Evaluation Committee. The presentation shall cover the following points:-
a)
b)
c)
d)
e)
Work experience in Event
Management in terms of years.
Government Sector Work related stall
design & fabrication experience.
Details of Stall Fabrication done for
International events for the
government sector.
Turnover.
Infrastructure.
f)
g)
h)
i)
j)
k)
l)
Manpower.
Network of Offices.
Details of events managed
Number of significant stall fabricated
Details of Workshop/fabrication Place.
Other infrastructure support facilities.
Concept Plan with design to be given during
presentation for all the sizes mentioned in
the scope of work
Note – The maximum time for presentation shall be 15 minutes.
8.
Only top five agencies/tenderers will be empanelled after evaluation by technical committee based
on the presentation.
9.
Quotation/financial offer will be called only from the empanelled agencies, as and when required
by the Corporation.
10.
Tender shall be accompanied by an earnest money (refundable) of Rs. 1,00,000/- lakh (Rs. One
lakh) without which tenders will not be considered. All costs incurred by the agency in respect of
submission of offer and presentation shall be borne by the agency concerned.
CSIDC reserves the right to accept or reject any or all applications, without assigning any reasons
thereof. Other terms and conditions (enclosed) shall also be a part of this tender and
binding upon the tenderer.
Signature of Tenderer
(Seal)
GENERAL CONDITIONS OF EOI FOR EMPANELMENT OF AGENCIES FOR UNDERTAKING EVENT
MANAGEMENT ACTIVTIES FOR THE VARIOUS EVENTS (EXHIBITIONS)
Note: - Tenderer should read these conditions carefully and comply strictly while submitting their tenders.
1. Selection of Agency shall be done on the basis of criteria enumerated in the tender and
different terms and conditions stated as below.
2. Tender must be submitting the Bid in three separate envelopes marked as ‘A, B & C’. Envelope
‘A’ must contain demand draft of Rs 5000/- should be enclosed separately as tender fee
without which the proposal will not be accepted. Envelope ‘B’ must contain EMD of Rs
1,00,000/- in the form of Fixed Deposit. Envelope ‘C’ must contain Technical Bid and Concept
Plan as required.
3. Copies of service tax registration & IT clearance certificate by C.A. should be enclosed.
4. Tender form shall be filled in ink or typed. No tender filled in pencil shall be considered. The
tenderer shall sign the tender form at each page and at the end in token of acceptance of all
the terms & conditions of the tender.
5. Direct or indirect canvassing on the part of the tenderer or his representative will be a
disqualification.
6. Earnest money: Tender shall be accompanied by a Fixed Deposit for 120 days for earnest
money of Rs. 1,00,000/- lakh (Rs. One lakh only) drawn in favour of CHHATTISGARH STATE
INDUSTRIAL DEVELOPMENT CORPORATION LTD., payable at RAIPUR without which tenders will
not be considered. Tenderer also has to pay Rs. 5,000/-(Non-refundable) as Tender Document/
processing charges separately. The earnest money deposit lying with the CSIDC in respect of
any other tenders awaiting approval or rejection or on account of contracts being completed
will not be adjusted towards earnest money Deposit for the fresh tenders. The earnest money
may however, be taken into consideration in case tenders are re-invited.
7. No interest shall be payable on earnest money deposited with the department.
8. The EMD of unsuccessful bidders will be returned without interest. However the EMD of
successful bidders will be retained till the validity period of the panel.
9. Forfeiture of earnest money: The earnest money will be forfeited in the following cases:
(i) When tenderer withdraws or modifies the offer after opening of tender but before
acceptance of tender.
(ii) When tenderer does not execute the agreement if any, prescribed within the specified
time.
I/We have carefully gone through/understood all above terms & conditions and I/We shall be binding to
the above terms and conditions.
Signature of Tenderer
Annexure- I
EOI form (Technical Bid) for Empanelment of Event Management Agencies For Event Work in Various
Events (Exhibitions)
(To be submitted by the tenderer on their letter head. All Columns should be filled.)
Sub: Application for “EOI for Empanelment of Event Management Agencies For Event Work in Various
Events (Exhibitions)" in which CHHATTISGARH STATE INDUSTRIAL DEVELOPMENT CORPORATION LTD.
participates.
Name & Address of the Firm: Tel/Fax/Email details:
Date of Establishment of company (Enclose Evidence):
Nature of company: Whether exclusive Event Management Company or having exclusively defined Event
Management division. (Enclose details):
Annual turnover in last three years exclusively in Event Management (Enclose balance sheet, CA’s
certificate):
Total work experience in Event Management(In Years):
List of exclusive events managed for Govt. Department in last three years(Attach list with brief details):
Is your firm a proprietorship, partnership or registered under the Companies Act. Please give details &
enclose Certificate:
Branches (If any, enclose details with address& Telephone no.):
Details of income Tax Registration, Enclose IT Clearance / PAN details:
Service-Tax Registration details:
Service Tax Return and Copy of Challan:
Professional set up (Complete details of Staff, Designers & others)
Enclose list, (Separate sheet for technically qualified staff):
List of present clients & sample of recently done works (enclose details):
Any other information :
This is certified that I have read and understood the enclosed brief and other terms & conditions. I have
enclosed all supporting documents and the information given by me is true to the best of my knowledge.
Signature & Seal of Tenderer
Annexure – II
EOI for Empanelment of Event Management Agencies For Event Work in Various Events (Exhibitions)
(To be submitted by the tenderer on their letter head)
Letter No.
Dated:.....................
To
The Managing Director
CHHATTISGARH STATE INDUSTRIAL DEVELOPMENT CORPORATION LTD.
Paryatan Bhawan, G.E. Road
Telibandha -Raipur - 492006
Chhattisgarh - India
Subject: Sealed Expression of Interest for Empanelment of Agencies For Undertaking Event Management
Activities for the Various Events (exhibitions)
Sir,
After having gone through the clauses and terms and conditions of the tender on the subject cited above,
we agree to abide by the terms and conditions, contained in the Tender document. EMD of Rs.1,00,000/-in
the shape of Fixed Deposit bearing No…………......…… dated………............drawn on ……………….(bank ) in
favour of the “CHHATTISGARH STATE INDUSTRIAL DEVELOPMENT CORPORATION LTD.” payable at Raipur
for a period of 120 days is enclosed.
Yours faithfully,
Signature:
Name:
Designation:
Seal of the firm: