Asian Conference on Remote Sensing (ACRS-2017) Indian Society of Remote Sensing IIRS campus, 4, Kalidas Road, Dehra Dun 248 001 Uttarakhand Invitation to Tender for Exhibition Stand and A/C Hangar Construction for 38th Asian Conference on Remote Sensing (ACRS 2017) Ref. Tender No.: ISRS/ACRS/HE_bid/08/2017, dated: 5th August 2017 Background Bids are Invited from reputed and experienced companies meeting the Qualification Criteria for constructing Exhibition Stands and Air-conditioned Hangars for the 38th Asian Conference on Remote Sensing (ACRS 2017) at The Ashoka Hotel, New Delhi from 23rd 27th October 2017. Asian conference on Remote sensing (ACRS) is an international conference attended by about 1500 delegates including national and international delegates. The Conference will have keynote, plenary, parallel scientific sessions, Exhibition, poster sessions etc. Alpcord Network has been appointed by IIRS as Event Managers for the conference. The appointed agency will be required to work in coordination with the Event Managers. Conference Format 1. Inaugural Session 2. Plenary sessions (all 5 days, Each day 1 or 2 nos.) 3. 8 parallel technical sessions (4 days) 4. Poster Sessions (3 to 4 nos.) 5. Exhibition (35-40 nos of stalls, each of 3X3 m or maybe customized as required by Exhibitor) 1
Section 1 1. Timelines of TENDER: TENDER Distribution date: 5 th August 2017 Last date & time for submission of Tenders: 21 August 2017 up to 5:00 PM Proposal presentation dates: TBD Proposal presentation location: New Delhi 2. Tender Submission The Tender Document, complete in all respects, to reach on or before the due date at the following address: 1201, 12th Floor, New Delhi House, Barakhamba Road, New Delhi -110001 Key Contact Person: Dr. S. P. Aggarwal Email: acrs2017ind@gmail.com Web address: http://www.acrs2017.org 3. Bid Format The bid must be sent in one sealed envelope containing two separate envelopes marked 'Technical Bid' and Financial Bid'. The envelope should be addressed to: The Organising Secretary, 38th Asian Conference on Remote Sensing -ACRS 2017 and delivered to: Alpcord Network, 1201, 12th Floor, New Delhi House, Barakhamba Road, New Delhi -110001 4. Proposal Specifications The Tender issuer expects that all work will be performed in a professional manner. All information provided in this tender proprietary for this purpose only. Information cannot be released without permission from the contact person named in Section I. 5. Questions and Queries: Direct all questions and requests for additional information regarding this tender to the contact person designated in Section I, Point 2 2
6. Instructions for Responding: Expenses related to the preparation and completion of a response to this Tender are the sole responsibility of the vendor The proposal with the lowest INR. Amount will not necessarily be considered as the best proposal Incomplete and/or late responses will not be considered Technical and Financial Bids will be submitted in a Sealed Envelope to the Conference Secretariat 7. Technical Requirements: a. Mandatory: All the stalls should be made using Octanorm system but with the fascia using MAXIMA section (Design need to be submitted) b. Proposed Layouts and designs must be submitted for hangers and exhibition Area (please refer to conference website - http://acrs2017.org/exhibition.html ) c. Mandatory: All the structures / hangers/pagodas should be GERMAN ALUMINIUM HANGER only approved by authorized agency. (Approved structure certificate must be attached) d. Mandatory: Structural and Fire-Retardant Certificate to be attached e. Mandatory: Ownership Certificate of the Inventory to be attached f. The structure & fabric used in the structure should be Flame Retardant the contractor shall also provide valid Flame Retardant certificate approved by an authorized agency. (Approved FR certificate must be attached) g. Vertical / Side covering of the entire hangar shall also be waterproof and properly tight from Top, bottom & Sides to prevent wind passing and shall be completely water tight h. Bidder is required to submit a safety plan (fire and other risks) i. Approved agency must insure all liabilities including third party that their material during transit and display at their own cost. j. The Bidder must have state clearly for the Transportation (Up & Down) and boarding lodging charges in the financial bid along with any other charges clearly. k. Tax liability: Please mention clearly all the applicable taxes. 8. Qualification Criteria 1. The Bidder should have done at least one Project with Outdoor Hanger Structure Construction at The Ashok in last One year with Project Value as Minimum INR 30 Lakhs. 2. The bidder should have successfully done at least 5 large conferences of around 1500 and above delegates in last 5 years. (ANNEXURE 3) 3. The bidder should have valid Income Tax PAN & GST Number and valid license etc. needed for such exhibition activities. 3
4. The bidder should have done minimum one International conference with turnover of INR 3crore and minimum two International conference with turnover of 1.5 Cr. and above in last 4 years. 5. The Bidder is required to submit the complete details of the conference with organizing secretary contact details. Brief scope of work undertaken by the bidder to be submitted 6. The bidder should have executed at least one National/International conference with minimum 10,000 SQM of hanger construction 7. The Bidder should have a minimum turnover of INR 5 Cr. for last 3 financial years and Minimum 18 Cr. For Last 3 years put together. CA audited Certificate to be submitted. 8. The bidder is required to submit the ownership documents of the German hanger Structure along with proof of importing 9. List of infrastructure and Technical Expertise available with the bidder to be submitted. 10. The bidder must submit the self-declaration for not being black listed by any agency. The confirmation regarding submission of the bid by the bidder compulsorily be intimated to the email of Organizing Secretary: acrs2017ind@gmail.com Decision Factor Costs Factor Rating Creativity Inventory and Infrastructure Capabilities Ability of vendor to provide high level of service Age and types of equipment to be provided Information provided in the response to the TENDER Value Additions Previous Performance and Recommendations from previous and existing clients Total staff & Staff Experience Other 4
9. Terms a. Pro-Rata Order & Payment: The items may increase or decrease depends upon the actual requirements. Also, some more items may also be suggested by PCOs if required to make Conference a grand success. Size of backdrops, stage may also change based on actual site. Tenderer must fulfill some emergency requirements during conference as and when required. b. During the actual conference, should the numbers of days, and quantity of items be different from that envisaged in the order, bill based only on pro-rata costs quoted in the bid should be raised. c. Faulty Equipment: Should any unit prove faulty or develop faults before or during the conference, the bidder will immediately replace/repair it at his own expense without billing for the repair/replacement. Failure to do so may result in forfeiture of the performance security bank guarantee. d. Price quoted to cover: - Cost of Manpower, Food, Local transport - Sundry items should be included, and billed together with the main items as per Annexure 2. e. Taxes should be calculated and the figure mentioned separately and added to the total, not merely as taxes extra - If tax amount is not shown in the bid, it cannot be charged in the bill. f. Period of Validity of the Tender: The Tender submitted in response to this invitation shall remain valid till 30 th October 2017. 10. Bid Contents - Details of Documents to be submitted along with the Tender The envelope should contain enclosures described below. Sheets except for covering letter need not be on letterhead, but all sheets should be signed and stamped by an authorized representative of the company. Covering Letter: The Letter presenting the bid, on company letterhead, signed by authorized representative, listing the enclosures along with (Annexure 1) (ANNEXURE 3) Additional unspecified amounts such as as per expenses/actuals or at cost should not be written. Such amounts should be estimated and included in the total price. Supporting documents/ and details of minimum qualifications as per point 7 and 8 above, such as copies of: P&L statements, orders/contracts on letterhead, final bills, PAN, GST certificate, letters from clients expressing satisfaction with work done. These supporting documents that establish the minimum qualifications should not be mixed with the Financial Bid (ANNEXURE 2) 5
11. Important Note The bids will be analyzed by IIRS who retain the right to reject any or all bids. The Financial bids will be scrutinized only from those meeting the qualification criteria. Conditions Resulting in Disqualification The following may cause a bid to be disqualified: - Appending of additional unspecified amounts to the total price with words such as as per expenses/actuals or at cost. Such amounts should be estimated and included in the total price. - Additional Terms & Conditions put by the bidder that are not specified in this Invitation to Tender 6
ANNEXURE 1 Covering letter Please Submit Following Information in your Covering letter: Name of the Bidder: Address (Office & Warehouse): Contact Person & Designation: Mobile Number: Email Address: Website: 7
ANNEXURE 2 Temporary Infrastructure Requirements (Financial Bid) 1. Sr. No. Particulars Qty. Unit Rate INR Total INR 1.1 Hangar Structure for Exhibition Area Hanger Size: 25m x 40m Sqm. (Swimming Pool Lawns) 1 Structure Details: Aluminum hangar structures of minimum 4 mtr side height fire retardant roof and side covers for area 25m x 40m Remarks Structure should be IMPORTED GERMAN MADE ALUMINIUM A FRAME HANGAR approved by national and international agencies, The Wind loading capacity of these structures should be minimum 80 /100 km/hour. The contractor should provide wind loading certificate & certificate of IMPORT HANGAR TOP / PVC COVERING / FLAME RETARDANT 1.2 Exhibition Booths Shell Scheme exhibition stands of 3m x 3m, including Fascia, information counter, two chairs, three spotlights, one power point and one waste paper basket 35 8
Basic furniture required to be provided for standard stall of 3m x 3m sqm. Area is given below: a) Table (Size 1mx0.5mx0.75m) with Laminated top 1 Nos. b) Chairs 2 Nos. c) Spot lights 3 Nos. d) Waste paper basket 1 Nos. e) Socket 5/15 Amp. With switch 1 Nos. 1.3 Air Conditioning for Exhibition Area Air Condition for Exhibition and Poster Area (Adjacent open space of Convention Hall (Dumping Area) 115 Per ton 1.4 Platform and Carpet for Exhibition Area Platform with carpeting for entire hangar area 4/6 Raised wooden Platform with BRAND NEW NEEDLE PUNCH SYNTHETIC CARPET (With Plastic coverage) 1.5 Electricals & Generators for Structures AC 1 Power distribution with armored cables from main Panel board & Generator up to Registration, Exhibition, Conference Halls, Faculty Lounge, Preview Room, Poster Area, Cloak Room, Kids and Spouse Zone, Sponsor Zone and Lunch/Dinner Area 9
Soundproof generator 125.KVA with diesel & operator for 10 hours running per day. For Testing Soundproof generator 125.KVA with diesel & operator for 10 hours running per day. For Conference days Ground Earthling for Hanger & Generators General Lighting inside the Structure 2. Sr. No. Particulars Qty. Unit Rate INR Total INR 2.1 Fire Fighting Equipment s Fire Tender 1 Trained Fire Marshals for the All Areas with Day and Per person Night Shift 4 Supervisor of the Marshals with Day and Night Shift 2 Per person Fire Extinguisher Equipment s with ABC Units for the all Areas each 10 2.2 Security Per person Male Guards with Day and Night Shift for all Areas 6 Female Guards with Day Shift only 4 Per person Supervisor of the Guards with Day and Night Shift 2 Per person 2.3 Housekeeping for the Venue Housekeeping Staff with Day and Night Shift for all Per person Areas 10 Supervisor of the Housekeeping with Day and Night Per person Shift 1 Big Size Dustbins with Poly bags around the Venue 10 each 2.4 Lunch & Dinner Area Lily Pool Lawns 10
Tenting, Masking and furniture for Lunch and Dinner Area 1 Buffet counters 5' x 2.5' with table cloths (to be changed daily) 40 Round tables of 5' dia with table cloths (to be changed daily) 25 Banquet chairs with covers (to be changed as required) 125 Kitchen area 15m x 15m Provision of tin shed with water proof structure with all necessary requirements (Optional) 1 2.5 Other Requirements Facilitation charges for permissions for the show which includes entertainment tax office (Excise), DCP Licensing, DCP Delhi Police, DCP Traffic Police, DCP License, Electrical & Fire NDMC Poster panels - two sided 100 Exhibitor & Delegate Registration/Information counter Pre-Function Area (Convention Hall) 8 Construction of Preview Room in Pre-Function Area of Convention Hall 1 Sub Total INR Applicable Tax GST@ 18% Total Costs of the Project INR As required Number of days required for setup/move-in: Days 2 Number of days/hours required for tear-down/move-out: Days 1 11
ANNEXURE 3 The applicant should be experience of organizing the International Conferences of around 1500 and above delegates. Kindly provide the details of Conferences only as per the below mention format. (Minimum 5 Events) Sr. No. Dates of Event Venue Name of Event No. of Delegates No. of Scientific Halls No. of Stalls Contact Person Performance Certificate to be enclosed 1. 2. 3. 4. 5. 12