Online tender for providing rental based SIS (Simultaneous Interpretation System) Equipment on turnkey basis for Annual General Meeting of African Development Bank Event. Downloading of the documents Last date of submission of the bid 25.04.2017 to 03.05.2017 up to 16:00 hrs 03.05.2017 up to 16:00 hrs INDUSTRIAL EXTENSION BUREAU Block no. 18/2, Udhyog Bhavan, GH 4, Sector 11, Gandhinagar- 382010 Phone: +91-79- 23250492/93 Fax: 23250490 Email ID: indextb@indextb.com Website: www.indextb.com
Notice Inviting Proposal and Necessary Instruction NAME OF WORK Online tender for providing rental based SIS (Simultaneous Interpretation System) Equipment on turnkey basis for Annual General Meeting of African Development Bank Event. TENDER COST EMD SUBMISSION Rs. 2000/- BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar Rs. 3,00,000/- BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar and it will be released after Annual General Meeting of African Development Bank Event will over. i.e. after 31.05.2017 CONTRACT PERIOD The contract will be valid till 31.12.2017 ISSUE OF TENDER VISIT THE LOCATION / SITE PROPOSAL DUE DATE (LAST OF DATE OF TENDER SUBMISSION) The tender can be downloaded from 25.04.2017 to 03.05.2017 up to 16:00 hrs. from websites: www.indextb.com https://indextb.nprocure.com The interested bidder can be visited the location or site during office hours, i.e 10:30a.m. to 05:30p.m. dated on 28-04- 2017, after that required any further clarifications or queries than visit the below mentioned address: General Manager, MM, indextb General Manager, IT, indextb Industrial Extension Bureau (indextb) Block No 18, 2 nd Floor, Udyog Bhavan, Sector 11, Gandhinagar 382010 Phone : 079-23250492/93 Tender should be submitted online only and all the relevant documents to be submitted before the 16:00 hrs on 03.05.2017 at the below mentioned address: Managing Director, Industrial Extension Bureau (indextb) Block No 18, 2 nd Floor, Udyog Bhavan Sector 11, Gandhinagar 382010. 2 P a g e
OPENING OF TENDER Part-1: Pre-qualification papers will be opened on the same day 03.05.2017 at 16:30 hrs in the presence of bidders. CONTACT PERSONS (FOR ANY CLARIFICATIONS) Part- 2 : Price Bid shall be opened of the technically acceptable bidders at a later date. General Manager - MM, indextb General Manager IT, indextb Email : dr.manish@indextb.com paresh@indextb.com Contact numbers : Tel: + 91-79-23250492/93. Background and Objective 2.1 Annual General Meeting of African Development Bank (AFDB) will be organized from 22.05.2017 to 26.05.2017 at Mahatma Mandir, Gandhinagar and for the same rental based SIS required at Mahatma Mandir. 2.2 Industrial Extension Bureau (indextb) is a Government of Gujarat Organization, registered under the Societies Act 1860. The organization is under the Industries and Mines Department (IMD) of the Government of Gujarat (GoG). 2.3 indextb makes various efforts for promoting investment in infrastructure and industrial sector in the State of Gujarat and attracts various investors. In efforts to promote investment and the State as ideal investment destination. 2.4 During the summit, indextb intends to provide complete SIS equipment set up at various locations in Mahatma Mandir. For the purpose, indextb intends to hire an agency through online tender for providing rental based SIS (Simultaneous Interpretation System) Equipment set up on turnkey basis for African Development Bank Event. Scope of Work 3.1 Agency is required to be provided rental based SIS (Simultaneous Interpretation System) Equipment set up on turnkey basis for Annual General Meeting of African Development Bank Event, which includes: 3.1.1 Total No. of Headphones & Receivers for various locations complete set: 1750 nos. (See the Location Sheet for detail) 3.1.2 No. of languages required to be convert simultaneously: 02-06 3.1.3 Minimum No. of experienced operators & technicians required during event: 26 3.1.4 Supply of the equipments at the place Mahatma Mandir, Gandhinagar. Agency should have mentioned reference 3 P a g e
standards. Agency required to facilitate distribution of up to 32 digital audio channels and no interference between separate conference rooms/ meeting rooms/exhibition rooms. Agency is required to provide testing demonstration prior to two days of event, i.e.20-05-2017. 3.1.5 Agency required to be provided transmitter, controller, radiators, cables & other supported accessories for all the various locations and ensure that all delegates in a conference venue receive the distributed signals without disturbance. The audio transmission frequency band to eliminates disturbance from all types of lighting systems. To provide interpreter booths & interpreters are not in scope of agency. 3.1.6 Agency should provide all the items of high quality and standard make like Bosch, Beyerdynamic, Listen Tech, William Sound, Taiden or equivalent. Agency is required to synchronize with the number of channels in use during the event. Agency should design & install all the transmitters, radiators, control units and other items at various locations in such manner a seamless signal can be achieved during event. For the same the bidder can be visited the location / site during the office hours dated on 28.04.2017. 3.2 Quality of SIS equipments required to be standard and technicians & operators are highly experienced. If required on the subjects to be decided in consultation with the indextb, Government of Gujarat Organisation. Eligibility Criteria 4.1 Agency should have a minimum 05 years of experience, as on 31 st March, 2017. in providing rental based equipments in various events or 05 years of experience in Supply, Installation, Tested & Commissioned (SITC) the complete set in various events. (Supporting documents should be submitted). 4.2 Agency should have supplied the SIS set up atleast in 03 events in last five years. The size of each event is minimum of 60-80 people. Agency should be submitted supporting documents of the same. 4.3 Agency should be an Income Assesse and should have file Income Tax return for last 3 years. Agencies must have an average annual turnover of minimum of Rs. 01 crores in the last three years (2013-14, 2014-15 and 2015-16). (A certificate from Chartered Accountant should be submitted). 4 P a g e
4.4 The agency should have PAN No (In case of Partnership / Pvt. Ltd. firm / company PAN No. of firm / company is required & in case of Proprietorship firm PAN No. of proprietor is to be enclosed). (Supporting documents should be submitted). 4.5 The agency should provide all the relevant documents like work order of various events and completion certificate of the same events. (Supporting documents should be submitted). 4.6 The agency should have obtained registration certificate for service tax in bidder s/firm name and paying service tax in last 3 years. (Supporting documents should be submitted). 4.7 Agency should not have been blacklisted/debarred by Government of Gujarat (GoG), any other State Government in India (SG) or Government of India (GoI) or any of the agencies of GoG/SG/GoI. Joint Ventures/Consortium are not allowed. 4.8 Relevant certificates / documents in support of fulfilment of the eligible criteria must be submitted otherwise financial bids will not be considered. Technical Proposal: Proposal submission 5.1 Separate envelopes containing the tender fee & EMD and Technical Proposal should be also prepared and be marked as TECHNICAL PROPOSAL. 5.2 This outer envelope shall bear the Name of the Assignment, submission address, Name of Agency, Address, Contact Details etc. The Proposals must reach indextb on or before the last date of submission mentioned in the notice inviting tender. 5.3 Any proposal received by indextb after the deadline for submission shall be returned unopened. indextb shall not be responsible for any postal or courier delays. 5.4 All contents of the Proposal should be clearly numbered, indexed and arranged in a sequence and shall be bound firmly. 5.5 The Original Proposal shall contain no interlineations or overwriting, except as necessary to correct errors made by the official of Agency themselves. The person who signs the proposal must put initial against such corrections. 5.6 The proposals shall be signed and submitted by the Authorized Signatory of the Agency. The authorization shall be attached in the Technical Proposal and shall be in the form of a written power of attorney/ board 5 P a g e
resolution or in any other form demonstrating that the representative has been dully authorized to sign. Financial Proposal: Agency is required to furnish the details online only within stipulated time limit. Section 6 Bid evaluation process Part I (Bid Security): Bidders required to submit following fees by DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar. 1. Tender Fees: Rs. 2000/- 2. EMD: Rs. 3,00,000/- This tender fees are non-refundable whereas EMD of designated bidder will be released after Annual General Meeting of African Development Bank Event will be over. i.e. after 31.05.2017. If the bidder has not been deposited / submitted tender fee and/or Bid Security and/or EMD than the Bid shall be out rightly rejected. Part II (Technical Bids): Bidders qualified as per Part-I above will be short- listed and Technical bids of those bidders will only be opened for evaluation and only those bidders who qualify with successful submission would only be taken to next stage of Financial Evaluation. Opening of Proposal Industrial Extension Bureau (indextb) would open the proposals immediately after the Proposal Due Date and Time for the purpose of verification of requisite tender fees and EMD; verification of documents for pre-qualification would be considered of only those agencies who have paid the requisite fees/deposited fees and EMD. Proposal Evaluation Financial Proposal Parameter: Sr. No. Description of Parameters for evaluation score 1 Financial Score- 100%- Weightage 6 P a g e
Section 7 Price Schedule Sr. No. 1 2 Particulars Cost of Supply, Installation, Commissioning & Testing of one headphone & receiver set for five days which including all the supportive items like transmitter, radiators, controllers, cable etc. in such manner seamless coverage throughout the area of various locations. The scope including operator / technicians and all the taxes & other charges etc. Mode of Measurement: Based on actual quantity/ quality work executed on site. Apart from all of the above requirements if needed additional set up in any locations than provide the cost of complete set up with one headphone & receiver set for all five days for various location. Mode of Measurement: Based on actual quantity/ quality work executed on site. Amount (in Rs.)* ** The amount quoted above is inclusive of I. All taxes, duties, transport charges and cost / fees towards obtaining any permission or any other charges shall be borne by the bidder. Section 8 Other Terms and Conditions Disqualification: The following events and circumstances may result in disqualification of the applicant from the bidding process: I. Submission of Proposal after the Proposal Due Date. II. III. IV. If tender not submitted online. If the Proposal contains misleading or false representation in the forms, statements and attachments submitted in proof of the eligibility requirements. If the Proposal contains conditions other than the conditions mentioned in this document or any additional condition put in by the agency to the indextb. V. If the Proposal submitted with incomplete information such proposal will be considered non responsive. Agency is unable/fails to provide clarifications related to its Proposal. VI. Consultants who attempt to influence the qualification or selection process shall be disqualified from the process at any stage. 7 P a g e
VII. VIII. IX. indextb reserves the right to reject or disqualify the proposal, if any detrimental information becomes known after the Consultant has been qualified. indextb reserves the right to reject the Applicant, at the time, or at any time after such information becomes known. In case of such disqualification under any circumstances, the decision taken by indextb shall be considered as final and binding. Payment Condition: The payment will be made to the selected agency after the successful completion of work and submission of bill/s. Force Majeure Neither party will be liable in respect of failure to fulfill its obligations, if the said failure is entirely due to Acts of God, Governmental restrictions or instructions, natural calamities or catastrophe, epidemics or disturbances in the country. Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or by or of such Party s agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected both to take into account at the time of being assigned the work, and avoid or overcome with utmost persistent effort in the carrying out of its obligations hereunder. A Party affected by an event of Force Majeure shall immediately notify the other Party of such event, providing sufficient and satisfactory evidence of the nature and cause of such event, and shall similarly give written notice of the restoration of normal conditions as soon as possible. Section 9 FORMAT AND SIGNING OF PROPOSAL The proposal should be short, concise & include all points indicated in the Document. The Proposal shall be typed or written in indelible ink and should be in English. Proposal in other language would not be accepted. The pages and volumes of each part of the Proposal shall be clearly numbered. The Proposal shall contain all the information required herein and references of previous submissions shall not be considered. 8 P a g e
Technical Proposal Declaration regarding Acceptance of Terms & Conditions contained in the Tender Document To Managing Director indextb A Government of Gujarat Organization Block no. 18/2, Udhyog Bhavan Gandhinagar Sir, I have carefully gone through the Terms & Conditions contained in the Tender Document for the selection of agency through online tender for providing rental based SIS (Simultaneous Interpretation System) Equipment on turnkey basis for Annual General Meeting of African Development Bank Event. I declare that I agree with the terms and conditions mentioned in the tender document and it is acceptable by the Company. I further certify that I am an authorised signatory of my company and I am, therefore, competent to make this declaration. Yours Truly, Name: Designation: Company: Address: 9 P a g e
Sr. No. Particular Remarks /Details 1. Name of the agency 2. 3. 4. Details about office of Agency Address : Phone No : Fax : E-Mail ID : Website : Contact person: Mobile No. and contact person: Details about registered office of Applicant and Contact No. Status of Applicant [partnership firm/ Pvt. Ltd. Co./ Public Ltd Co.] 5. Details about Director/Partners List to be attached 6. Copy of MOA /AOA to be attached Total experience of applicant [No. of 7. years] (Supporting document to be submitted) Average Annual Turnover in last 3 years as on 31.03.2017 (2013-14, 2014-15 and 8. 2015-16). (A Certificate from Chartered Accountant to be submitted) P.A.N. No. and IT assessment return for 9. the last 3 years (Copy to be attached) Service Tax Registration No. (Copy of 10. certificate to be attached) and copy of payment of Service Tax for last 3 years. 11. Any other supporting document/s Signature and sealed of the Bidder Date: 10 P a g e