GOVERNMENT OF PUDUCHERRY DEPARTMENT OF TOURISM

Transcription

1 GOVERNMENT OF PUDUCHERRY DEPARTMENT OF TOURISM NOTICE INVITING TENDER FOR SELECTION OF AN AGENCY FOR ORGANIZING NEW YEAR EVENT AT OLD PORT AREA, ARIKAMEDU BEACH AND CHINNA VEERAMPATINAM BEACH IN PUDUCHERRY Ref. : No.2018/Tourism/U5/2017 Date : The Department of Tourism, Government of Puducherry invites tender from the experienced agencies for organizing New Year Event in 3 locations in Puducherry viz. Old Port area, Arikamedu beach and Chinna Veerampatinam beach area on a daily rental and additional share basis. The tender details, scope of work, terms and conditions may be downloaded from the website for reference. EMD Cost : Rs.50,000/- Last Date for submission of Tender : till a.m Date and Time of opening of technical bid : at 5.00 p.m The undersigned reserves the right either to accept or to reject any or all the tenders or to postpone the due date without assigning any reasons therefor. R.MOUNISSAMY DIRECTOR OF TOURISM

2 TENDER DOCUMENT Tender Number and date : 2018/Tourism/U5/2017 dt., Name of the Work : SELECTION OF AN AGENCY FOR ORGANIZING NEW YEAR EVENT AT OLD PORT AREA, ARIKAMEDU BEACH AND CHINNA VEERAMPATINAM BEACH IN PUDUCHERRY Availability of Tender Document Last date for submission of tender document, both technical and financial bids. : From am upto a.m : till a.m Opening of technical bids at 5.00 p.m : THE DIRECTOR DEPARTMENT OF TOURISM No.40, Goubert Avenue, Address for Communication Puducherry Ph : , , Fax : , pondytourism@gmail.com Mode of Tender : Two Bid System EMD : Rs.50,000/- (1) INVITATION TO TENDER The purpose of this tender is to engage a experienced agency for conceptualising, designing, fabrication, marketing and organizing of the upcoming new year event proposed by the Tourism Department in three locations (i) Old Port area, (ii) Arikamedu beach and (iii) ChinnaVeerampatinam beach area on a daily rental and additional sharing basis. The Arikamedu beach and Chinna Veerampatinam beach are presently under development. It will be completed by December It is not compulsory that the bidder should quote for all the locations. The bidders may visit the location familiarize and choose as per their requirement. The tender is two bid system. Both, Technical and Financial bids should be submitted to the Director of Tourism, Puducherry on or before at a.m The bidder shall visit the venue and understand the exact requirements before submission of bids. (2) BACKGROUND The week long New Year Celebration in Puducherry has taken the form of high quality community participation by attraction crowds of more than a lakh particularly during 31 st night. Social inclusiveness and visitors engagement is the core of the celebrations

3 (3) OBJECTIVES The objectives of the New Year Celebrations are set out below : To enhance the profile of Puducherry Tourism as an innovative and forward thinking cultural centre nationally and internationally. To popularise the new locations to the tourists. To work closely with communities to enable meaningful participation with the event. To create a distinctive, family, friendly, ambience distinguishing it from other places in Puducherry. To make the celebrations inclusive and to facilitate the meaningful participation of people of all races, religions, age groups and socio-economic backgrounds. To create an iconic event with significant appeal that will help to attract visitors domestically and internationally, supporting growth in the tourism profile as well as generate additional revenue to the Government. (4) PURPOSE OF CONTRACT 4.1 The purpose of this tender is to engage a experienced agency for conceptualising, designing, fabricating, branding, organizing and establishing of the upcoming new year event proposed by the Tourism Department in three locations (i) Old Port area, (ii) Arikamedu beach and (iii) Chinna Veerampatinam beach area on a daily rental and additional sharing basis. 4.2 Location details : Sl.No Location Daily rent 1 Old Port area : The area is located in the town and familiar for various events. Approximately 93,000 sq.ft area is proposed for this activity. 2 Arikamedu beach: The area is located in Veerampattinam Village on the beach front. Approximately 45,000 sq.ft area is proposed for this activity. 3 ChinnaVeerampatinam beach : The area is located in Manavelly Village on the beach front. Approximately 45,000 sq.ft area is proposed for this activity. 4.3 Scope of Work : Rs.1,00,000/- per day plus GST Rs.50,000/- per day plus GST Rs.50,000/- per day plus GST The selected agency is fully responsible for erection, financing, procuring and organizing and establishing the New Year Event as per their concept. They should take care of safety and security of the entire event. The Department will assist in getting all the clearances required for conducting the event.

4 (5) KEY AREAS OF RESPONSIBILITY The selected agency is expected to undertake the following roles and responsibilities: Develop and deliver an overall plan and take the lead on the necessary event logistics to include sub-contracting and management options for all suppliers to develop and deliver the overall programme including community engagement, site infrastructure, health and safety and traffic management, ensuring high quality. It is essential that all permissions are obtained in advance. (6) THE TENDER PROCESS 6.1 Bidders can download the tender document free of cost from the website 6,2 Bidders have to submit both technical and financial bids separately in a sealed cover superscripting the name of the tender till the last date & time for submission. The tender may be dropped in the Tender Box placed in the Directorate of Tourism, Puducherry. (A) Cover-I Technical Bid The technical bid should contains the following : Sl.No Criteria for technical assessment Required supporting documents. 1 EMD of Rs.50,000/- Demand Draft or Pay Order in favour of The DDO, Tourism Department, Puducherry 2 The bidder should be a legal entity registered under companies act 1956/2013 or a partnership or proprietary firm. 3 The bidder should have the experience of organizing the events of the Government/PSUs in the last two years. 4 The bidder should have the experience of similar events in Government/PSUs or private sector in the last two years. 5 The bidder should have an average annual turnover of minimum Rs.50 lakhs in the last two financial year ( and ) from the event management services. 6 The bidder should have registration of the following :(1) GST, (2) Income Tax 7 Self Declaration of not blacklisted by any Govt./PSUs.(Model undertaking given in the tender document) 8 Detailed Plan to organize the event which includes concept, time schedule and marketing plan of the event. Copy of certificate of incorporation/registration. Copy of the work order. Copy of the work order. Audited Financial Statement for and Copy of the relevant document. Undertaking by the bidder as per the format in the letter head of the bidder. Copy of the plan proposed to organize the New Year Event. All the above documents should be submitted in the sealed cover and duly superscripting as Technical Bid

5 (B) Cover-2 : Financial Bid The financial bid also required to be submitted as per the format given below in the letter head of the bidder in a sealed cover superscripting as Financial Bid. The bid should be duly signed by the authority. Sl No Location Fixed Min. Rent per day (in Rs.) No. of days required Total Rent to be paid (in Rs.) Col.(3) x Col.(4) Additional share quoted (in Rs.) Total amount to be paid to Tourism Dept., Puducherry (in Rs.) Col.(5) + Col.6) (1) (2) (3) (4) (5) (6) (7) 1 Old Port area Rs.1,00,000 per day plus GST 2 Arikamedu Rs.50,000 beach per day plus GST 3 Chinna Rs.50,000 Veerampatinam per day beach plus GST Note : The successful bidder should pay 50% of the total quoted amount within 7 days from the order. The balance should be paid on or before 5 days of the event. (7) BID SELECTION PROCEDURE 7.1. The technical bids of the firms will be opened and evaluated The Technical Evaluation will be carried out in 2 stages. In the first stage, the eligibility criteria of the bidders will be scrutinized based on their profile and experience. Out of 50 marks earmarked for the eligibility criteria the bidder has to obtain 25 marks minimum to proceed for the 2 nd stage. In the second stage the main technical criteria of the bidder s i.e.detailed plan to organize the event will be assessment. 50 marks are earmarked for the 2 nd stage. Sl.No Criteria Maximum marks Stage-I assessment of technical bid (Eligibility Criteria) Average annual turnover of the bidder for the last two years i.e and (i) For Avg. Turnover more than 1 Cr marks. (ii) For Avg. Turnover between Rs.50 lakhs to Rs.1 Cr. 5 marks The bidder should have the experience of organizing the 20 events of the Government/PSUs in the last two years. 2 (i) If organized more than 3 events 20 marks (ii) If organized less than 3 events 10 marks. The bidder should have the experience of similar events in 20 Government/PSUs or private sector in the last two years. 3 (i) If organized 3 or more than 3 events 20 marks (ii) If organized 2 events 15 marks.

6 4 (iii) If organized 1 event 10 marks. Stage-II assessment of technical bid Detailed Plan to organize the event which includes 50 concept, time schedule and marketing plan of the event. Total marks for technical criteria The bidders who have scored more than or equal to 70 marks out of 100 marks in the overall technical assessment will be eligible for opening of financial bids If required, the bidders who have qualified in the eligibility criteria will be requested to make a power point presentation of their concept of organizing New Year Event before the committee on the same day (i.e at 5.00 p.m) for better understanding and selection. Therefore, bidders are requested to make it convenient to present their concept. 7.5 The bidder who has quoted the highest additional share will be awarded In case the highest amount thus quoted is identical in case of more than one bidder then the contract will be awarded to the bidder whose experience and concept will fulfil the objective of the tender. (8) GENERAL TERMS AND CONDITIONS FOR THE BIDDER 8.1. The Department reserves the right either to accept or reject any or all the bids at any time prior to award of contract The Department reserves the right to choose any concept and change the concept of the event, if required The Technical Bid must be accompanied by an Earnest Money Deposit of Rs.50,000/- (Rupees Fifty thousand only) by crossed Demand Draft or Pay Order drawn from any one of the Nationalised Banks/Scheduled Banks payable at Puducherry. The Demand Draft should be drawn in favour of The Drawing and Disbursing Officer, Tourism Department, Puducherry. No other form of Earnest Money Deposit will be accepted. Tenders received without Earnest Money Deposit will be summarily rejected Earnest Money Deposit of the successful bidder shall be forfeited in the event of withdrawal of his bid before the bid validity period or in the event of the failure of successful bidder to furnish the Bid Security within the specified period. In addition to the forfeiture of Earnest Money Deposit, steps will be taken to ban the business dealings with the bidder in future The Earnest Money Deposit of unsuccessful tenderers will be refunded after a decision taken on the tender. For the successful tenderer Earnest Money Deposit will be refunded after the successful completion of the event The amount deposited as Earnest Money Deposit will not carry any interest The successful bidder shall be intimated on his selection for the award of contract. Hence no enquiry in this regard will be encouraged The rate quoted in the Financial Bid shall be valid for 60 days from the date of opening of Financial Bid.

7 8.9. The tenderer shall be solely responsible for the payment of all taxes, insurances if any levied by the Government and other local bodies In exceptional circumstances, the Department may solicit the bidders consent to an extension of the period of validity. The request and the responses thereto shall be made in writing (or by or fax) In the event of the due date for the submission of bids declared as holiday for the Department, the bids will be received on the next working day and opening of bids will be subsequently changed The Department may, at its discretion, extend the deadline for submission of bids by amending the bid documents During evaluation of bids, the Department may, at its discretion, ask the bidder for clarification of its bid The Secretary to Govt. (Tourism), Government of Puducherry will act us Sole Arbitrator in case of any disputes. The Jurisdiction will be at Puducherry The successful bidder should pay 50% of the total quoted amount within 7 days from the order. The balance should be paid on or before 5 days of the event The successful bidder is fully responsible for the safety and security of the event. The Department is not responsible for any untoward situations. R.MOUNISSAMY DIRECTOR OF TOURISM

8 (To be submitted in the bidders letter head) To UNDERTAKING The Director Tourism Department Govt. of Puducherry Dr. AmbedkarSalai Uppalam Puducherry SUB :SELECTION OF AN AGENCY FOR ORGANIZING NEW YEAR EVENT AT OLD PORT AREA, ARIKAMEDU BEACH AND CHINNA VEERAMPATINAM BEACH IN PUDUCHERRY Dear Sir: I/We hereby certify that the firm has a good reputation and there is no complaint against it and we have not been black listed / delisted from any department in the past. In case it is found that this company/organisation is found to be black listed/delisted, our bid shall be rejected, forth with. I/We have fully studied the tender document and understand the terms and conditions of the tender. Accordingly, I/we are accepting all the terms and conditions of the tender. Thanking you. Yours faithfully, Signature of Authorised Signatory of the Bidder with Seal