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Request for Proposal (RFP) Document for the Selection of Event Management Agency for Empanelment

(after pre-bid)

Reference No. F3.9(126)/RISL/Store/ 2015-16/5489 dated : 10.11.2015

Procuring Authority Managing Director, RISL, First Floor, C-Block, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date & Time of Pre-bid meeting 18-11-2015 at 03:00 PM

Last Date & Time of Submission of Bid 01-12-2015 at 3:00 PM

Date & Time of Opening of Technical Bid 01-12-2015 at 3:30 PM

Bidding Document Fee/Application Form Fee: Rs. 1000/- (Rupees One Thousand Only)

Sr. Value of Tender / Work Level (Applied For)

Processing fee (Non-refundable)

Application form Fee (Non-refundable)

Amount Deposited/ Enclosed (Yes/No)

Amount Deposited/ Enclosed (Yes/No)

1. Above Rs. 5 lac upto Rs. 1 Croroe

1 Rs. 10,000/- Rs. 1,000/-

Up to Rs. 5 Lac 2 Rs. 5,000/-

Name of the Bidding Company/ Firm:

Contact Person (Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:

RajCOMP Info Services Limited (RISL) First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj.)

Phone: 0141- 5103902 Fax: 0141-2228701 Web: http://risl.rajasthan.gov.in

http://risl.rajasthan.gov.in/

RFP for Selection of Event Management Agency for Empanelment (After Pre-Bid)

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Table of Contents

Contents

1. INVITATION FOR BIDS (IFB) & NOTICE INVITING TENDER (NIT) .................................................... 7

2. PROJECT PROFILE & BACKGROUND INFORMATION ..................................................................... 8

2.1 PROJECT PROFILE ................................................................................................................................... 8

3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA .................................................................................. 9

4. SCOPE OF WORK, DELIVERABLES & TIMELINES ........................................................................... 12

5. INSTRUCTION TO BIDDERS (ITB) ..................................................................................................... 18

1) Sale of Tender / Application Form 18

2) Pre-bid Meeting/ Clarifications 18

3) Changes in the Bidding Document 18

4) Format and Signing of Bids 19

5) Sealing and Marking of Bids 19

6) Tender / Application Form Fee, Processing Fee 20

7) Cost & Language of Bidding 21

8) Deadline for the submission of Bids 21

9) Receipt and Custody of Bids 22

10) Opening of Bids 23

11) Selection Method: 24

12) Clarification of Tender / Application Form 24

13) Evaluation & Tabulation of Technical Bids 25

14) Exclusion of Tender / Application Form Disqualification 27

15) Acceptance of the successful bid and award of contract. 28

16) Information and publication of award 28

17) Procuring entity’s right to accept or reject any or all Tender / Application Forms 29

18) Validity of the Empanelment 29

19) Confidentiality 29

20) Cancellation of procurement process 30

21) Code of Integrity for Applicants 30

22) Conflict of Interest 31

23) Interference with Procurement Process 32

24) Appeals 32

25) Stay of procurement proceedings 34

26) Vexatious Appeals & Complaints 34

27) Offenses by Firms/ Companies 34

28) Debarment from Tender / Application 35

6. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT .................................................... 36


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FORM-1 – TENDER / APPLICATION FORM ................................................................................................ 38

FORM-2 - BIDDER’S AUTHORIZATION CERTIFICATE.............................................................................. 40

FORM-3 - SELF-DECLARATION ................................................................................................................. 41

FORM-4 - MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012 ................................................... 43

FORM 5: PRE-BID QUERIES FORMAT ....................................................................................................... 44

FORM -6: LOCAL OFFICE DETAILS/ DECLARATION .................................................................................. 45

FORM -7 ( FOR EXTENSION) ............................................................................................................................. 46


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ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No.

21 of 2012) and Rules thereto

Authorised Signatory The bidder’s representative/ officer vested (explicitly, implicitly, or through

conduct) with the powers to commit the authorizing organization to a

binding agreement. Also called signing officer/ authority having the Power

of Attorney (PoA)/Board Resolution from the competent authority of the

respective Bidding firm.

Bid A formal offer made in pursuance of an invitation by a procuring entity and

includes any tender, proposal or quotation

Bidder Any person/ firm/ agency/ company/ contractor/ supplier/ vendor

participating in the procurement/ bidding process with the procurement

entity

Bidding Document

Documents issued by the procuring entity, including any amendments

thereto, that set out the terms and conditions of the given procurement and

includes the invitation to bid

CMC Contract Monitoring Committee

Competent Authority An authority or officer to whom the relevant administrative or financial

powers have been delegated for taking decision in a matter relating to

procurement. Managing Director, RISL in this bidding document.

Contract/

Procurement

Contract

A contract entered into between the procuring entity and a successful

bidder concerning the subject matter of procurement

Day A calendar day as per GoR/ GoI.

DoIT&C Department of Information Technology and Communications, Government

of Rajasthan.

EMA Event Management Agency

Empanelment Period

The Empanelment shall remain valid for One (1) year from the date of issue

of Empanelment Letter which can be further extended for a period of One

(1) year with mutual consent.

FOR/ FOB Free on Board or Freight on Board

GoI/ GoR Govt. of India/ Govt. of Rajasthan

Goods

All articles, material, commodities, electricity, livestock, furniture, fixtures,

raw material, spares, instruments, software, machinery, equipment,

industrial plant, vehicles, aircraft, ships, railway rolling stock and any

other category of goods, whether in solid, liquid or gaseous form,

purchased or otherwise acquired for the use of a procuring entity as well

as services or works incidental to the supply of the goods if the

value of services or works or both does not exceed that of the goods

themselves


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IFB

Invitation for Bids (A document published by the procuring entity inviting

bids relating to the subject matter of procurement and any amendment

thereto and includes notice inviting bid and request for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

PQ Pre-Qualification

Procurement Process

The process of procurement extending from the issue of invitation to bid till

the award of the procurement contract or cancellation of the procurement

process, as the case may be

Procurement/ Public

Procurement

The acquisition by purchase, lease, license or otherwise of works, goods or

services, including award of Public Private Partnership projects, by a

procuring entity whether directly or through an agency with which a contract

for procurement services is entered into, but does not include any

acquisition without consideration, and “procure” or “procured” shall be

construed accordingly

Project Site Wherever applicable, means the designated place or places.

PSD/ SD Performance Security Deposit/ Security Deposit

Purchaser/ Tendering

Authority/ Procuring

Entity

Person or entity that is a recipient of a good or service provided by a seller

(bidder) under a purchase order or contract of sale. Also called buyer. RISL,

in this RFP document.

RISL RajCOMP Info Services Limited

RVAT Rajasthan Value Added Tax

Services

Any subject matter of procurement other than goods or works and includes

physical, maintenance, professional, intellectual, consultancy and advisory

services or any service classified or declared as such by a procuring entity

and does not include appointment of any person made by any procuring


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entity

SLA

Service Level Agreement is a negotiated agreement between two parties

wherein one is the customer and the other is the service provider. It is a

service contract where the level of service is formally defined. In practice,

the term SLA is sometimes used to refer to the contracted delivery time (of

the service) or performance.

State Government Government of Rajasthan (GoR)

State Public

Procurement Portal http://sppp.raj.nic.in

Subject Matter of

Procurement Any item of procurement whether in the form of goods, services or works

TIN Tax Identification Number

TPA Third Party Auditors

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order

http://sppp.raj.nic.in/


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1. INVITATION FOR BIDS (IFB) & NOTICE INVITING TENDER (NIT)


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2. PROJECT PROFILE & BACKGROUND INFORMATION

2.1 Project Profile

RajCOMP Info Services Limited (RISL) is the state nodal agency for implementation of various IT

projects for the State of Rajasthan. In order to facilitate use of IT, creating awareness, promote &

propagate use of computers, educating users / citizens, acknowledge and accolade various IT

Initiative and e- governance / IT related projects in the state, RISL organizes various events,

workshops, seminars, conferences to name a few.

In many cases the event details like items, its quantity, time and place is not known in advance. To

expedite the procurement process, RISL intends to empanel qualified and eligible organizations /

firms in accordance to Rule No. 31, Chapter 4 (Methods of Procurement), under Rajasthan

Transparency in Public Procurement Act, 2012 titled “Empanelment by pre-qualification process”.

In order to successfully organize various events, it has been decided to involve the services of

professional & experienced Event Management Agencies which will be selected through a

competitive bidding process. This empanelment initiative will be useful to expedite the procurement

process. Through this empanelment process, the bidders who fulfil the requisite eligibility criteria will

be empanelled for supply of goods or services or both in their category of empanelment, the value of

which is up to the amount mentioned below:

Level Processing fee (Non-refundable) Value of Tender / Work

1 Rs. 10,000/- Above Rs. 5 lac upto Rs. 1 Crore

2 Rs. 5,000/- Up to Rs. 5 Lac

This Empanelment shall remain valid for a period for one year however, the tenure of empanelment

may be extended further for another 12 months based on the performance of the firm and mutual

consent of RISL and the respective Organization / Firm and availability of budget under the specific

category (Please also see condition no. 8 of chapter 6 of the RFP).


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3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

1) A bidder participating in the Empanelment Process shall possess the following minimum pre-

qualification/ eligibility criteria.

S.

No.

Basic

Requirement

Specific Requirements Documents

Required

1 Legal Entity The bidder should be a Proprietorship firm

registered under the Rajasthan Shops &

Commercial Establishments Act, 1958 or a

similar Act of any other State/ Union, as

applicable

(Note: A self-certified declaration regarding the

non-applicability of registration to any Act should

be submitted by the bidder)

OR

A company registered under Indian Companies

Act, 1956

OR

A partnership firm registered under Indian

Partnership Act, 1932.

OR

A company registered under the Limited Liability

Partnership (LLP), Act, 2008

Copy of valid

Registration

Certificates

Copy of Certificates

of incorporation

2 Financial:

Turnover from

IT/ ITeS

Average Annual Turnover of the bidder during

last three financial years, i.e., from 2011-2014 to

2012-2015 (as per the last published audited

balance sheets), should be as follows :

Level Turnover

1 Rs. 1 Crore

2 Rs. 10 Lacs

CA Certificate with

CA’s Registration

Number/ Seal

3 Financial: Net

Worth

The net worth of the bidder in the last financial

year, as on 2013-2014/2014-2015 should be

Positive.

CA Certificate with

CA’s Registration

Number/ Seal

4 Technical

Capability

The bidder must have successfully executed/

completed at least one event management

assignment during the last Four years ( from the

Copy of Work

Orders and

Satisfactory work


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S.

No.

Basic

Requirement


Required

date of bid submission ) of a minimum work

order as follows :

Level Work Order from Work Order

Value

1 Government Organisation /

PSU/ CII/ FICCI

Rs. 50 Lacs

2 Government Organisation/

PSU/ CII/ FICCI/ NGOs /

State level Associations /

MNCs

Rs. 5Lacs

completion

certificate from the

Client

5 Tax

registration

and clearance

The bidder should have a registered number of

ii. Service Tax

iii. Income Tax / Pan number.

The bidder should have cleared his all Statutory

dues up to 31st March, 2015 to the Government.

Copies of relevant

certificates of

registration

Letter from CA

mentioning that the

firm has no

statutory dues incl.

Service Tax as on

31st March 2015.

6 Mandatory

Undertaking

Bidder should: -

a) not be insolvent, in receivership, bankrupt or

being wound up, not have its affairs

administered by a court or a judicial officer,

not have its business activities suspended

and must not be the subject of legal

proceedings for any of the foregoing reasons;

b) not have, and their directors and officers not

have, been convicted of any criminal offence

related to their professional conduct or the

making of false statements or

misrepresentations as to their qualifications

to enter into a procurement contract within a

period of three years preceding the

A Self Certified

letter as per FORM-

3: Self-Declaration


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S.

No.

Basic

Requirement


Required

commencement of the procurement process,

or not have been otherwise disqualified

pursuant to debarment proceedings;

c) not have a conflict of interest in the

procurement in question as specified in the

bidding document.

d) comply with the code of integrity as specified

in the bidding document.

7 Office in Jaipur

Bidder should have one local office in Jaipur or

bidder will undertake that at the time of

placement of work, bidder will submit proof of

having office in Jaipur.

Annexure-6

2) In addition to the provisions regarding the qualifications of the bidders as set out in (1) above: -

a. All the eligible bidders for level 1, who have meet the conditions of this RFP shall be called to

make a presentation to demonstrate their understanding of the SoW and present their

solution/ approach/ methodology/ plan.

b. the procuring entity shall disqualify a bidder as per the provisions under “Clause: Exclusion/

Disqualification of bids in Chapter-5: ITB”.


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4. SCOPE OF WORK, DELIVERABLES & TIMELINES

The Empanelled Event Management Agency shall be responsible for successful conducting and

managing end to end activities of the event which shall vary on case to case basis as per the events

organized and hosted by RISL/DoIT&C. However, indicative scope of responsibilities has been

mentioned below. Primarily the event be organized in Rajasthan, however bidders may be asked to

conduct and manage the event anywhere in India.

Selected bidder has to make complete arrangements for various aspects of the event in consultation

with designated officers.

For Level 1 :

S.No. Activity Scope of Work (SoW)

1 Conceptualizing

& Planning the

event

Understand the overall objective of the event including Chief Guests

etc. and Conceptualize the overall event based on the Venue.

Maintain a universal theme for all aspects of the event execution in

coordination with RISL/DOIT&C’s vision for the event.

Design the event flow which would include the seating plans,

inaugural ceremony, various parallel programs, business

discussions, publicity events, conferences, exhibitions, transportation,

lunch & dinner, cultural program, closing ceremony, etc.

Create an Event Execution Plan (EEP) for executing the event along

with detailed specifications of works to be carried out.

Formulate the Marketing and Promotions Strategy

2 Printing,

Marketing &

Promotions

Complete design, fabrication, printing, setup & deployment of flex

hoardings, stage backdrop, flags, badges, standees, directions, sign-

boards, and placards, mementos etc. in conjunction with the theme

provided by RISL/DOIT&C and as per details below.

Designing, Fabrication & Deployment of Hoardings, Welcome Panels,

Alighting Panels, Podium Boards at Venue

Design, Fabrication & Deployment of a moveable stage backdrop

Design, Fabrication & Deployment of Flags at Entry Gates and other

nearby areas

Dias Name plates with name printed on them

Hall directional panels, Parking Direction Panels

Distribution of badges to the organising team, volunteers, and all the


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participants

Design, Fabrication & Deployment of Directions (as appropriate),

Sign-boards (as appropriate), Placards on Dias (as appropriate),

Seating Plans in Auditorium Hall (as appropriate)

Designing Mementos to be given away during the event as per the

design and specifications provided by the RISL/DOIT&C.

Design, Fabrication & Deployment of Flex Banners for Helpdesk at

Railway Station, Airport and Hotels etc

The theme & designs proposed for the conference should be original

and innovative. Sub-standard quality will not be accepted at all. Also,

no other content, design & location for displaying of flex hoardings.

3 Venue Design,

Development &

Management

Stage Setup in the Main Hall at the Venue along with Backdrop setup

and Stage Side wings

Projection Screens with Projector setup

Plasma TV Setup (with Live Feed) facing Dais on the Stage

Fresh Flower decoration along with Fresh Bouquet for members on

Dais

Podium, Lamp, Tables and Chairs for Main Stage along with Ghee,

Batti, Matchbox

Light and sound arrangements including Cordless microphone on the

Dias

Water arrangements and toffees bowls for members on Dais

Male/ Female Anchor with skills for anchoring the complete event

Female executive for welcome and supply of bouquet/ gift

Auditorium Hall Management

Ushers, well dressed-up Female

Seating arrangement signage

Cordless Microphones evenly distributed in Hall

Lobby/ Corridor outside Auditorium hall

Drinking Mineral Water arrangement with covered glasses/ 200ml

Mineral Water Bottles

Toffee bowls arrangement on each Center table

Media Center setup


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Registration counter setup

Control room setup

Auditorium Entrance, Entry gate and Main Entrance Decoration

Both side planters with fresh & good healthy plants

Both side Aroma candles

Both side Flower decoration

Standing Hoarding setup

Super Structure for Outdoors

Fire extinguisher and other security/ emergency tools

4 Registration

Counter, Media

Centre Room,

Conference

Rooms,

Help Desk

Stalls, and

Exhibition

Kiosks, Control

Room

Setting-up a Registration Counter with Laptops and other IT

Peripherals along with Internet Access, Stationary Items, Telephone

Line, Office Furniture and executives with appropriate skill sets.

Setting-up a Media Center Room at the Venue with Laptops and other

IT Peripherals along with Internet Access, Stationary Items,

Telephone Line, Office Furniture and executives with appropriate skill

sets.

Setting-up of Conference Rooms with Laptops and other IT


Line, Office Furniture, Flower Vass, Mineral Water Bottles, Toffee

Bowls, and Executives (Male & Female)

Setting-up of Help Desk Counters with Executive

Setting-up Control Room at the RISL/DOIT&C Head office Laptops

and other IT Peripherals along with Internet Access, Stationary Items,

Telephone Line, Office Furniture, Executives with appropriate skill

sets round the clock

5 Photography,

Videography,

Webcasting

Complete Photography (including Group Photographs), HD

Videography. The EMA shall also provide the Digital version of all the

captured photos and video on appropriate number of DVDs

Establishment of Projection Screens and proper masks on both the

sides of the stage inside the Main Hall with Live Video Feed

6 Conveyance

Management –

Bus/ Taxi/ Cab

Bus/ Taxi/ Cab arrangements along with the Driver for Pickup and

Drop facility for all the VVIPs, VIPs and other Guests arriving at

Airport, Railway Station, Bus Stand to their respective Hotels and


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Arrangements from Hotels to the Venue and vice-versa as per the schedule.

The Vehicles should be of good condition with clean seat covers and

be provided on 12hrs basis.

Set up facilitation counters at the airport & railway station to provide a

warm welcome and a smooth experience to all guests.

The EMA would be responsible for providing all logistics support for

comfortable stay of delegates including the pick and drop from

Airport/ Railway Station/ Bus stand to the place of stay / event site as

per the requirement.

7 Conference Kits The EMA shall be responsible for providing & distribution of

Conference Kits to all the Delegates/ Guests/ Media arriving at the

Registration Counter for Registration.

8 Food Court

(Lunch, Dinner

& Food Packet

Arrangements)

Designing (in keeping with the overall theme) of the area for lunch

and dinner and its set up including setting-up of a Water-proof tent for

Tea, Coffee, Lunch & Dinner at the Venue (Cemented Floor Area)

with clean carpets (no patches), Tables (properly covered), proper

lighting with appropriate number of skilled, well-dressed staff and

clean & quality crockery and other required items. The design should

be innovative and aesthetic.

Deployment of skilled and trained staff for the complete stall

management.

All the ingredients/ items used for cooking and serving should be of

good quality.

Crockery & Cutlery light weight and of good quality.

Food-serving cutlery should be of high quality.

9. Security of the

Event

Shall be responsible for appointing Security Guards, Security

Supervisor, and Temporary Manpower to ensure complete safety of

the event.

The deployed staff should be well dressed and trained staffs, which

are capable of efficiently handling the responsibilities assigned to

them.

The above list is indicative only; however the bidder would be required to undertake any other

relevant activity as required by the tendering authority for smooth and successful completion of the

respective event for which tender/requirement shall be floated.


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For Level 2:

S.No. Activity Scope of Work (SoW)

1 Printing,

Marketing &

Promotions

Complete design, fabrication, printing, setup & deployment of flex

hoardings, stage backdrop, flags, badges, standees, directions, sign-

boards, and placards, mementos etc.

Podium Boards at Venue

Dias Name plates with name printed on them

Hall directional panels, Parking Direction Panels

Distribution of badges to the organising team, volunteers, and all the

participants

2 Venue Design,

Development &

Management

Stage Setup in the Main Hall at the Venue along with Backdrop setup

and Stage Side wings

Projection Screens with Projector setup

Plasma TV Setup (with Live Feed) facing Dais on the Stage

Fresh Flower decoration along with Fresh Bouquet for members on

Dais

Podium, Lamp, Tables and Chairs for Main Stage along with Ghee,

Batti, Matchbox

Light and sound arrangements including Cordless microphone on the

Dias

Water arrangements and toffees bowls for members on Dais

Male/ Female Anchor with skills for anchoring the complete event

Female executive for welcome and supply of bouquet/ gift

Auditorium Hall Management

Ushers, well dressed-up Female

Seating arrangement signage

Cordless Microphones evenly distributed in Hall

Lobby/ Corridor outside Auditorium hall

Drinking Mineral Water arrangement with covered glasses/ 200ml

Mineral Water Bottles

Toffee bowls arrangement on each Center table

Registration counter setup


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Control room setup

Both side planters with fresh & good healthy plants

Both side Aroma candles

Both side Flower decoration

Standing Hoarding setup

Fire extinguisher and other security/ emergency tools

3 Registration

Counter and

Help Desk Stalls

Setting-up a Registration Counter with Laptops and other IT


Line, Office Furniture and executives with appropriate skill sets.

Setting-up of Help Desk Counters with Executive

3 Photography,

Videography,

Webcasting

Complete Photography (including Group Photographs), HD

Videography. The EMA shall also provide the Digital version of all the

captured photos and video on appropriate number of DVDs

Establishment of Projection Screens and proper masks on both the

sides of the stage inside the Main Hall

4 Bus/ Taxi/ Cab

Arrangements

Bus/ Taxi/ Cab arrangements along with the Driver for Pickup and

Drop facility for the VVIPs, VIPs and other Guests arriving at Airport,

Railway Station, Bus Stand to their respective Hotels and from Hotels

to the Venue and vice-versa as per the schedule.

5 Lunch, Dinner &

Food Packet

Arrangements

Arrangement of Lunch, Dinner & Food Packet

6 Security of the

Event

Shall be responsible for appointing Security Guards, Security

Supervisor, and Temporary Manpower to ensure complete safety of the

event.

The above list is indicative only; however the bidder would be required to undertake any other

relevant activity as required by the tendering authority for smooth and successful completion of the

respective event for which tender/requirement shall be floated.


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5. INSTRUCTION TO BIDDERS (ITB)

1) Sale of Tender / Application Form

a) The sale of Tender / Application Form shall be commenced from the date of publication of

Notice Inviting Tender for empanelment . The complete bidding documents shall also be

placed on the State Public Procurement Portal. The prospective applicant shall be permitted

to download the bidding document from the website and pay its price while submitting the bid

to the procuring entity.

b) The bidding documents shall be made available to any prospective applicant who pays the

price for it in cash or by bank demand draft, banker's cheque.

c) Tender / Application form purchased by Principal of any concern may be used by its

authorised sole selling agents/ marketing agents/ distributors/ sub-distributors and authorised

dealers or vice versa.

2) Pre-bid Meeting/ Clarifications

a) Any prospective applicant may, in writing, seek clarifications from the procuring entity in

respect of the bidding documents.

b) A pre-bid conference is also scheduled by the procuring entity as per the details mentioned in

the Notice Inviting Tender for Empanelment of Event Management Agency and to clarify

doubts of potential applicants in respect of the procurement and the records of such

conference shall be intimated to all applicants and where applicable, shall be published on the

respective websites.

c) The period within which the applicants may seek clarifications under (a) above and the period

within which the procuring entity shall respond to such requests for clarifications shall be as

under: -

Clarifications sent by the applicant shall be entertained till one day after the date of

pre-bid

d) The minutes and response, if any, shall be provided promptly to all applicants to which the

procuring entity provided the Tender / Application form, so as to enable those applicants to

take minutes into account in preparing their Tender / Application form, and shall be published

on the respective websites

3) Changes in the Bidding Document

a) At any time, prior to the deadline for presenting Tender / Application form, the procuring entity

may for any reason, whether on its own initiative or as a result of a request for clarification by


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a applicant, modify the Tender / Application form by issuing an addendum in accordance with

the provisions below.

b) In case, any modification is made to the Tender / Application form or any clarification is issued

which materially affects the terms contained in the Tender / Application form, the procuring

entity shall publish such modification or clarification in the same manner as the publication of

the initial Tender / Application form.

c) In case, a clarification or modification is issued to the Tender / Application form, the procuring

entity may, prior to the last date for submission of Tender / Application form, extend such time

limit in order to allow the applicants sufficient time to take into account the clarification or

modification, as the case may be, while submitting their Tender / Application form.

d) Any applicant, who has submitted his Bid / Application in response to the original invitation,

shall have the opportunity to modify or re-submit it, as the case may be, within the period of

time originally allotted or such extended time as may be allowed for submission of Tender /

Application form, when changes are made to the Tender / Application form by the procuring

entity:

e) Provided that the Tender / Application last submitted or the Tender / Application as modified

by the applicant shall be considered for evaluation.

4) Format and Signing of Bids

a) The applicant shall prepare one original set of the Tender / Application form called Bid /

Application in the manner as specified in the Tender / Application form.

b) The Bid shall be typed or written in ink and it’s all the pages shall be signed by the applicant

or a person duly authorised to sign on behalf of the applicant, in token of acceptance of all the

terms and conditions of the Tender / Application form. This authorisation shall consist of a

written confirmation as per the Form titled “BIDDER’S AUTHORIZATION CERTIFICATE” of

the Tender / Application form and shall be attached to the technical Bid / Application.

c) Any corrections in the Tender / Application such as interlineations, erasures, or overwriting

shall be valid only if they are signed or initialled by the person signing the Tender / Application

5) Sealing and Marking of Bids

a) Applicants may submit their Tender / Application form by post or by hand delivery in one large

single envelope.

b) The inner and outer envelopes shall:

a) bear the name and complete address along with telephone/ mobile number of applicant;

b) bear complete address of the procuring entity with telephone number, if any;


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c) bear the specific identification of the Tender / Application Form pursuant to Notice Inviting

Tender for Empanelment of Event Management Firms and any additional identification

marks as specified in the Tender / Application form; and

d) bear a warning not to be opened before the time and date for Bid / Application opening, in

accordance with the Notice Inviting Tender for Empanelment.

c) If all envelopes are not sealed and marked as required, the procuring entity shall assume no

responsibility about its consequences.

d) For empanelment with RISL, the applicant must submit the following information along with

attested copies of supporting documents, failing which the Tender / Application Form shall not

be considered for empanelment.

e) Firms should ensure submission of following documents as per the method detailed below:

S. No. Documents Type Document Format

1. Covering Letter for

Empanelment Category

On bidder’s letter head duly signed by

authorized signatory

Fee Details

2. Tender / Application Form Fee Instrument/ Proof of submission

3. Processing Fee Instrument/ Proof of submission

Eligibility Documents

4. Document to prove that firm

meets the “Pre-Qualification /

Eligibility Criteria”

All supporting documents mentioned in

“Pre-Qualification / Eligibility Criteria”

Annexures

5. Tender / Application Form As per Form-1

6. Bidder’s Authorization

Certificate

As per Form-2 and Copy of Power of

Attorney/ Board Resolution to sign the bid

on behalf of the firm.

7. Signed Copy of RFP document Sealed and Signed copy of the RFP

Document

f) The bidder should ensure that all the required documents, as mentioned in this bidding

document, are submitted along with the bid and in the prescribed format only. Non-

submission of the required documents or submission of the documents in a different format/

contents may lead to the rejections of the bid proposal submitted by the bidder.

g) RISL is not in favour of seeking additional documents and/ or clarifications from the bidders

after the last date of bid submission. Hence, bidders are advised to prepare and submit the

bid accordingly and ensure that all the required documents are in place and in desired order.

6) Tender / Application Form Fee, Processing Fee

a) Bidder / Applications shall be considered in the prescribed Tender / Application Form only,

which can be obtained from the office of the Empanelment Authority during office hours on

any working day, on payment of Rs. 1000/- (non-refundable) towards Tender / Application


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form fee in cash or by demand draft (DD) in favour of the Managing Director, RISL. In case,

the Tender / Application Form is sought by post, Rs. 100/- towards postal charges will be

charged extra.

b) Bid / Applications not submitted in prescribed form will be rejected. Tender / Application

Forms can also be downloaded from website http://risl.rajasthan.gov.in but Rs. 1000/- towards

Tender / Application form fee (per category) should be deposited along with it.

c) All the Bid / Applications should be accompanied with the prescribed Processing Fee as

mentioned in chapter 1 titled “Invitation for Bid”, in favour of the “Managing Director, RISL”, in

the form of Cash or Bank DD/ Banker’s Cheque payable at “Jaipur”.

7) Cost & Language of Bidding

a) The Applicant shall bear all costs associated with the preparation and submission of its Bid /

Application, and the procuring entity shall not be responsible or liable for those costs,

regardless of the conduct or outcome of the bidding process.

b) The Bid / Application, as well as all correspondence and documents relating to the Bid /

Application exchanged by the Bidder / Applicant and the procuring entity, shall be written only

in English Language. Supporting documents and printed literature that are part of the Bid may

be in another language provided they are accompanied by an accurate translation of the

relevant passages in English/ Hindi language, in which case, for purposes of interpretation of

the Bid, such translation shall govern.

8) Deadline for the submission of Bids

a) Application for Empanelment shall be accepted round the year by RISL, however evaluation

of eligibility for empanelment shall be done on a bimonthly basis (once after every two

months) and new empanelment’s shall be declared between 20th–25th of every third month.

Applications received before last date as mentioned in NIT shall be considered in the first

evaluation cycle (First Cut-off). Applications received after the Last date of submission of the

current RFP and before the 1st day of evaluation month of second evaluation cycle shall be

considered in the second evaluation cycle (Second Cut-off). The process will continue in the

same manner till RISL cancels the empanelment or come up with new RFP with new terms &

conditions.

Example- Assuming that the empanelment of the applications received against the last date

(1.12.2015) of the current RFP, is declared in December, 2015 (First Cut-off), subsequently

application received after last date (1.12.2015) and before 31st, January, 2016 shall be

considered in February evaluation cycle and new empanelment list shall be declared between

20th – 25th February, 2016 (Second Cut-off). Accordingly the empanelment shall be

continued on bimonthly basis.

http://www.rajcomp.net/


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b) Tender / Application form shall be received, by the person, designated for the purpose, by the

procuring entity or directly dropped in the Bid / Application box, at the place and up to the time

and date specified in the Notice Inviting Tender.

c) Normally, the date of submission and opening of Tender / Application form would not be

extended. In exceptional circumstances or when the Tender / Application form are required to

be substantially modified as a result of discussions in pre-bid meeting/ conference or

otherwise and the time with the prospective applicants for preparation of Tender / Application

form appears insufficient, the date may be extended by the procuring entity. In such case the

publicity of extended time and date shall be given in the manner, as was given at the time of

issuing the original Notice Inviting Tender and shall also be placed on the State Public

Procurement Portal, if applicable. It would be ensured that after issue of corrigendum,

reasonable time is available to the applicants for preparation and submission of their Tender /

Application form. The procuring entity shall also publish such modifications in the Tender /

Application form in the same manner as the publication of initial Tender / Application form. If,

in the office of the Tender / Application form receiving and opening authority, the last date of

submission or opening of Tender / Application form is a non-working day, the Tender /

Application form shall be received or opened on the next working day

9) Receipt and Custody of Bids

a) The Tender / Application form shall be received by hand delivery, by courier or by post in the

specified format up to the specified time and date and at the specified place, by the person

authorised by the procuring entity.

b) The person authorised to receive the Tender / Application form shall provide a receipt signed

by him with date and time of receipt of Bid / Application to the person, who delivers the Bid /

Application.

c) All Tender / Application form received unsealed, in torn or damaged condition through post or

by personal delivery shall be so marked and signed on the cover by the person receiving the

same and get signed on it by the person delivering it and put in a fresh cover and reseal, if so

warranted. All such entries shall be attested by the receiving person.

d) The received Tender / Application form shall be kept in safe custody in lock and key by the

person authorised to receive the Tender / Application form.

e) The location of Bid / Application box shall be such as to facilitate easy access to applicants.

The Bid / Application box shall have two sealed locks. The key of one of the locks shall

remain with the procuring entity and the key of the other lock shall be with the person

authorised to receive the Tender / Application form.


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f) Tender / Application form received by the authorised person on or before the time and date

fixed for receipt of Tender / Application form shall be entered in Tender / Application form

receipt register and the same shall be closed at the scheduled time and date giving in words

and figures the number of Tender / Application form received up to the last time and date for

submission of Tender / Application form.

g) The record of Tender / Application form received late through post shall be entered in Tender

/ Application form receipt register after closing the register as per (f) above.

h) Tender / Application form received by telegram or given on form other than the prescribed

form shall not be considered.

10) Opening of Bids

a) The sealed Bid / Application box shall be opened by the Bidder / Application opening

committee constituted by the procuring entity at the time, date and place specified in the

Tender / Application form in the presence of the applicants or their authorised representatives,

who choose to be present.

b) The Tender / Application form receiving person shall also hand over the entire Tender /

Application form received by him up to the time and date for submission of Tender /

Application form to the Convener of Tender / Application form opening committee and obtain

its signature in the Tender / Application form receipt register.

c) The Bidder / Application opening committee may co-opt experienced persons in the

committee to conduct the process of Bid / Application opening.

d) The Tender / Application form shall be opened by the Tender / Application form opening

committee in the presence of the applicants or their authorised representatives who choose to

be present. All envelopes containing Tender / Application form shall be signed with date by

the members of the committee in token of verification of the fact that they are sealed. The

envelopes shall be numbered as a/n, where ‘a’ denotes the serial number at which the Tender

/ Application envelop has been taken for opening and ‘n’ denotes the total number of Tender /

Application form received by specified time.

e) The Bid / Application opening committee shall prepare a list of the applicants or their

representatives attending the opening of Tender / Application form and obtain their signatures

on the same. The list shall also contain the representative’s name and telephone number and

corresponding applicants’ names and addresses. The authority letters brought by the

representatives shall be attached to the list. The list shall be signed by all the members of Bid

/ Application opening committee with date and time of opening of the Tender / Application

form.

f) All other envelopes shall be opened one at a time and the following details shall be read out

and recorded: -


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a) the name of the applicant and whether there is a substitution or modification;

b) the Tender / Application form fee;

c) the Processing Fee, if required; and

d) any other details as the committee may consider appropriate.

After all the Tender / Application form have been opened, they shall be initialled and dated on

the first page of the each Bid / Application by the members of the Tender / Application form

opening committee. Alterations/ corrections/ additions/ over-writings shall be initialled legibly

to make it clear that such alteration, etc., were existing in the Bid / Application at the time of

opening.

g) No Bid / Application shall be rejected at the time of Bid / Application opening except the late

Tender / Application form, alternative Tender / Application form (if not permitted) and Tender /

Application form not accompanied with the proof of payment or instrument of the required

price of Tender / Application form, processing fee (if any) or user charges and Processing

Fee.

h) The Bid / Application opening committee shall prepare a record of the Bid / Application

opening that shall include the name of the applicant and whether there is a withdrawal,

substitution, or modification, the Tender / Application form fee, any conditions put by applicant

and the proof of the payment of price of Tender / Application form and Processing Fee. The

applicants or their representatives, who are present, shall sign the record. The omission of a

applicant’s signature on the record shall not invalidate the contents and effect of the record.

The members of the committee shall also sign the record with date

11) Selection Method:

a) All the Tender / Application forms shall be scrutinized on the basis of information and

supporting documents submitted by the applicant under this RFP.

b) The applicants meeting all the eligibility criteria, and other conditions as stated in the RFP

shall be considered for empanelment.

12) Clarification of Tender / Application Form

a) To assist in the examination, evaluation, comparison and qualification of the Tender /

Application form, the Bid / Application evaluation committee may, at its discretion, ask any

applicant for a clarification regarding its Bid / Application. The committee’s request for

clarification and the response of the applicant shall be in writing.

b) Any clarification submitted by an applicant with regard to its Bid / Application that is not in

response to a request by the committee shall not be considered.


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c) No substantive change to qualification information or to a submission, including changes

aimed at making an unqualified applicant, qualified or an unresponsive submission,

responsive shall be sought, offered or permitted.

d) All communications generated under this rule shall be included in the record of the

procurement proceedings.

13) Evaluation & Tabulation of Technical Bids

a) Preliminary Examination of Bids

The Bid / Application evaluation committee constituted by the procuring entity shall conduct a

preliminary scrutiny of the opened Tender / Application form to assess the prima-facie

responsiveness and ensure that the: -

a) Bid / Application is signed, as per the requirements listed in the Tender / Application

form;

b) Bid / Application has been sealed as per instructions provided in the Tender / Tender /

Application form;

c) Bid / Application is valid for the period, specified in the Tender / Application form;

d) Bid / Application is accompanied by Tender / Application form fee and Processing

Fees.

e) Bid / Application is unconditional and the applicant has agreed to give the required

performance security; and

f) other conditions, as specified in the Tender / Application form are fulfilled.

b) Determination of Responsiveness

a. The Bid / Application evaluation committee shall determine the responsiveness of a bid /

application on the basis of Tender / Application form and the provisions of pre-

qualification/ eligibility criteria of the Tender / Application form.

b. A responsive Bid / Application is one that meets the requirements of the Tender /

Application form without any material deviation, reservation, or omission where: -

i. “deviation” is a departure from the requirements specified in the Tender / Application

form;

ii. “reservation” is the setting of limiting conditions or withholding from complete

acceptance of the requirements specified in the Tender / Application form; and

iii. “Omission” is the failure to submit part or all of the information or documentation

required in the Tender / Application form.

c. A material deviation, reservation, or omission is one that,

i. if accepted, shall:-

1. affect in any substantial way the scope, quality, or performance of the subject

matter of procurement specified in the Tender / Application form; or


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2. limits in any substantial way, inconsistent with the Tender / Application form, the

procuring entity’s rights or the applicant’s obligations under the proposed

contract; or

ii. if rectified, shall unfairly affect the competitive position of other applicants presenting

responsive Tender / Application form.

d. The Bid / Application evaluation committee shall examine the technical aspects of the Bid /

Application in particular, to confirm that all requirements of Tender / Application form have

been met without any material deviation, reservation or omission.

e. The procuring entity shall regard an Bid / Application as responsive if it conforms to all

requirements set out in the Tender / Application form, or it contains minor deviations that

do not materially alter or depart from the characteristics, terms, conditions and other

requirements set out in the Tender / Application form, or if it contains errors or oversights

that can be corrected without touching on the substance of the Bid / Application.

c) Non-material Non-conformities in Tender / Application form

a. The Bid / Application evaluation committee may waive any non-conformities in the Bid /

Application that do not constitute a material deviation, reservation or omission, the Bid /

Application shall be deemed to be substantially responsive.

b. The Bid / Application evaluation committee may request the applicant to submit the

necessary information or document like audited statement of accounts/ CA Certificate,

Registration Certificate, VAT/ CST clearance certificate etc. within a reasonable period of

time. Failure of the applicant to comply with the request may result in the rejection of its

Bid / Application.

c. The Bid / Application evaluation committee may rectify non-material nonconformities or

omissions on the basis of the information or documentation received from the applicant

under (b) above.

d) Technical Evaluation Criteria

a) The technical evaluation shall be completed by the designated Procurement Committee

as early as possible after opening of technical bids. It shall examine the technical bid as

per the pre-qualification & technical documents submitted by the respective bidder.

b) A bidder shall be considered to be eligible, if it meets the requirements of the eligibility

criteria given in chapter titled “Eligibility Criteria”.

c) Technical Criteria:

a. All the eligible bidders for level 1, who have meet the conditions of this RFP shall

be called to make a presentation to demonstrate their understanding of the SoW

and present their solution/ approach/ methodology/ plan for managing such type of

event in an aesthetic fashion. The essence of the presentation is on artistic

creativity and should mainly include the following: -


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i. Proposed theme for the whole event

ii. Setting/ design of the Dome & Dias setup, High Tea venue, VIP Lounge

matching with the overall theme

iii. Placement plan of hoardings/ banners /standees/ flags/ backdrop, etc along

with samples if possible, matching with the overall theme

iv. Event live Display and Sound arrangements

v. Public Movement and seating arrangements

b. The presentation will be judged by the technical evaluation committee who will

judge the artistic and aesthetic content of the proposal. The RISL is looking for a

professional and creative touch to the organisation of the conference and bidders

are advised to include it in their presentation.

c. A bidder whose presentation meets the requirements of the RFP including the

above creative elements only shall be declared successful in the presentation and

others (mean whose presentation does not meet the requirement of the RFP

including the above creative elements ) would not be considered successful.

e) Tabulation of Tender / Application form

a. All Bid / Applications shall be tabulated by the Bid / Application evaluation committee in

the form of a comparative statement for the respective category to evaluate the

qualification of the applicants against the criteria for qualification set out in the Tender /

Application form.

b. The members of Bid / Application evaluation committee shall give their recommendations

below the table as to which of the applicants have been found to be qualified in evaluation

of Technical Tender / Application form and sign it.

14) Exclusion of Tender / Application Form Disqualification

a) A procuring entity shall exclude/ disqualify an Bid / Application, if: -

a. the information submitted, concerning the qualifications of the applicant, was false or

constituted a misrepresentation; or

b. the information submitted, concerning the qualifications of the applicant, was materially

inaccurate or incomplete; and

c. the applicant is not qualified as per pre-qualification/ eligibility criteria mentioned in the

Tender / Application form;

d. the Bid / Application materially departs from the requirements specified in the Tender /

Application form or it contains false information;

e. the applicant, submitting the Bid / Application, his agent or any one acting on his behalf,

gave or agreed to give, to any officer or employee of the procuring entity or other


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governmental authority a gratification in any form, or any other thing of value, so as to

unduly influence the procurement process;

f. an applicant, in the opinion of the procuring entity, has a conflict of interest materially

affecting fair competition.

b) An Bid / Application shall be excluded/ disqualified as soon as the cause for its exclusion/

disqualification is discovered.

c) Every decision of a procuring entity to exclude an Bid / Application shall be for reasons to be

recorded in writing and shall be: -

a. communicated to the concerned applicant in writing;

b. published on the State Public Procurement Portal, if applicable.

15) Acceptance of the successful bid and award of contract.

a) The vendors which fulfil the requisite eligibility criteria for empanelment under different levels

will be empanelled in respective levels. In case Bidder applies for empanelment for Level 1

and is declared qualified in the Level-1, bidder shall also be considered qualified for Level-2.

b) The empanelled firms will become eligible for participating in the RFP/ tendering process for

projects of supply of goods or services or both in their category of empanelment, which would

be invited during the period of their empanelment. However as per project requirement, RISL

may again ask for some eligibility criteria incl. presentation in the respective RFP from the

empanelled vendors.

c) Tender Inquiry for procurement from empanelled vendors: Request for Proposals/ financial

bids for projects of supply of goods or services or turnkey projects costing upto the financial

limit for respective categories for procurement from empanelled vendors will be placed on the

website and will also be sent directly to eligible empanelled bidders of the relevant category

through e-mail or by post. However Request for Proposals alongwith financial bids for projects

of supply of goods or services or turnkey projects costing Rs. 25 lacs and above for

respective categories for procurement from empanelled vendors will be invited through e-

procurement system.

d) The remaining procedure of tendering and the terms and conditions of the RFP/ Contract

including provision for bid security, Performance Security deposit, Liquidated Damages, etc.

shall be similar to those prescribed for procurement of goods and services through open

tenders.

16) Information and publication of award


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Information of the empanelled applicants post evaluation and selection, shall be communicated to

all participating applicants and published on the respective website(s) as specified in Notice

Inviting Tender for Empanelment..

17) Procuring entity’s right to accept or reject any or all Tender / Application Forms

The Procuring entity reserves the right to accept or reject any Bid / Application, and to annul

(cancel) the Empanelment process and reject all Tender / Application form at any time prior to

award of contract, without thereby incurring any liability to the applicants..

18) Validity of the Empanelment

This Empanelment shall remain valid for a period of One (1) year from the date of issue of

empanelment letter / agreement with the empanelled firm. However, the tenure of empanelment

may be extended further for another One (1) year based on the performance of the firm and

mutual consent of RISL and the respective Organization / Firm. . For extension the empanelled

firm has to submit an affidavit as per form 7 , three months prior to expiration of the empanelment

i.e. last date of empanelment. No fees shall be charged for extension.

19) Confidentiality

a) Notwithstanding anything contained in this Tender / Application form but subject to the

provisions of any other law for the time being in force providing for disclosure of information, a

procuring entity shall not disclose any information if such disclosure, in its opinion, is likely to:

-

a. impede enforcement of any law;

b. affect the security or strategic interests of India;

c. affect the intellectual property rights or legitimate commercial interests of applicants;

d. affect the legitimate commercial interests of the procuring entity in situations that may

include when the procurement relates to a project in which the procuring entity is to

make a competitive Bid / Application, or the intellectual property rights of the procuring

entity.

b) The procuring entity shall treat all communications with applicants related to the procurement

process in such manner as to avoid their disclosure to competing applicants or to any other

person not authorised to have access to such information.

c) The procuring entity may impose on applicants and sub-contractors, if there are any for

fulfilling the terms of the procurement contract, conditions aimed at protecting information, the

disclosure of which violates (a) above.


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d) In addition to the restrictions specified above, the procuring entity, while procuring a subject

matter of such nature which requires the procuring entity to maintain confidentiality, may

impose condition for protecting confidentiality of such information.

20) Cancellation of procurement process

a) If any procurement process has been cancelled, it shall not be reopened but it shall not

prevent the procuring entity from initiating a new procurement process for the same subject

matter of procurement, if required.

b) A procuring entity may, for reasons to be recorded in writing, cancel the process of

procurement initiated by it -

a. at any time prior to the acceptance of the successful Bid / Application; or

b. after the successful Bid / Application is accepted in accordance with (d) and (e) below.

c) The procuring entity shall not open any bids or proposals after taking a decision to cancel the

procurement and shall return such unopened bids or proposals.

d) The decision of the procuring entity to cancel the procurement and reasons for such decision

shall be immediately communicated to all bidders that participated in the procurement

process. The procuring entity shall not open any Tender / Application form or proposals after

taking a decision to cancel the procurement and shall return such unopened Tender /

Application form or proposals.

e) The decision of the procuring entity to cancel the procurement and reasons for such decision

shall be immediately communicated to all applicants that participated in the procurement

process.

f) If the applicant whose Bid / Application has been accepted as successful fails to sign any

written procurement contract as required, the procuring entity may cancel the procurement

process.

g) If a applicant is convicted of any offence under the Act, the procuring entity may: -

a. cancel the relevant procurement process if the Bid / Application of the convicted applicant

has been declared as successful but no procurement contract has been entered into;

b. rescind (cancel) the relevant contract or forfeit the payment of all or a part of the

contract value if the procurement contract has been entered into between the procuring

entity and the convicted applicant.

21) Code of Integrity for Applicants

a) No person participating in a procurement process shall act in contravention of the code of

integrity prescribed by the State Government.

b) The code of integrity include provisions for: -

a. Prohibiting


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i. any offer, solicitation or acceptance of any bribe, reward or gift or any material

benefit, either directly or indirectly, in exchange for an unfair advantage in the

procurement process or to otherwise influence the procurement process;

ii. any omission, including a misrepresentation that misleads or attempts to mislead so

as to obtain a financial or other benefit or avoid an obligation;

iii. a any collusion, Bid / Application rigging or anti-competitive behaviour to impair the

transparency, fairness and progress of the procurement process;

iv. improper use of information shared between the procuring entity and the applicants

with an intent to gain unfair advantage in the procurement process or for personal

gain;

v. any financial or business transactions between the applicant and any officer or

employee of the procuring entity;

vi. any coercion including impairing or harming or threatening to do the same, directly or

indirectly, to any party or to its property to influence the procurement process;

vii. any obstruction of any investigation or audit of a procurement process;

b. disclosure of conflict of interest;

c. disclosure by the applicant of any previous transgressions with any entity in India or any

other country during the last three years or of any debarment by any other procuring

entity.

c) Without prejudice to the provisions below, in case of any breach of the code of integrity by a

applicant or prospective applicant, as the case may be, the procuring entity may take

appropriate measures including: -

a. exclusion of the applicant from the procurement process;

b. calling-off of pre-contract negotiations and forfeiture or encashment of Processing Fee;

c. forfeiture or encashment of any other security or bond relating to the procurement;

d. recovery of payments made by the procuring entity along with interest thereon at bank

rate;

e. cancellation of the relevant contract and recovery of compensation for loss incurred by the

procuring entity;

f. debarment of the applicant from participation in future procurements of the procuring entity

for a period not exceeding three years.

22) Conflict of Interest

A Bidder may be considered to be in conflict of interest with one or more parties in a bidding

process if, including but not limited to:-

a) they have controlling partners in common;

b) they receive or have received any direct or indirect subsidy from any of them;


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c) they have the same legal representative for purposes of the bid;

d) they have a relationship with each other, directly or through common third parties, that puts

them in a position to have access to information about or influence on the bid of another;

e) A bidder participates in more than one bid in the same bidding process. However, this does

not limit the inclusion of the same sub-contractor, not otherwise participating as a bidder, in

more than one bid; or

f) A bidder or any of its affiliates participated as a consultant in the preparation of the design or

technical specifications of the subject matter of procurement of the bidding process. All

bidders shall provide in Eligibility Criteria documents, a statement that the bidder is neither

associated nor has been associated directly or indirectly, with the consultant or any other

entity that has prepared the design, specifications and other documents for the subject

matter of procurement or being proposed as Project Manager for the contract.

23) Interference with Procurement Process

An applicant, who: -

a) withdraws from the procurement process after being declared the successful applicant;

b) fails to enter into procurement contract after being declared the successful applicant;

c) fails to provide performance security or any other document or security required in terms of

the Tender / Application form after being declared the successful applicant, without

valid grounds,

shall, in addition to the recourse available in the Tender / Application form or the

contract, be punished with fine which may extend to fifty lakh rupees or ten per cent of the

assessed value of procurement, whichever is less.

24) Appeals

a) Subject to “Appeal not to lie in certain cases” below, if any applicant or prospective applicant

is aggrieved that any decision, action or omission of the procuring entity is in

contravention to the provisions of the Act or the rules or guidelines issued thereunder, he

may file an appeal to such officer of the procuring entity, as may be designated by it for the

purpose, within a period of 10 days from the date of such decision or action, omission, as the

case may be, clearly giving the specific ground or grounds on which he feels aggrieved:

a. Provided that after the declaration of a applicant as successful in terms of “Award of

Contract”, the appeal may be filed only by a applicant who has participated in

procurement proceedings:

b. Provided further that in case a procuring entity evaluates the technical Bid / Application

before the opening of the financial Bid / Application, an appeal related to the matter of


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financial Bid / Application may be filed only by a applicant whose technical Bid /

Application is found to be acceptable.

b) The officer to whom an appeal is filed under (a) above shall deal with the appeal as

expeditiously as possible and shall endeavour to dispose it of within 30 days from the date of

filing of the appeal.

c) If the officer designated under (a) above fails to dispose of the appeal filed under that sub-

section within the period specified in (c) above, or if the applicant or prospective applicant or

the procuring entity is aggrieved by the order passed, the applicant or prospective applicant or

the procuring entity, as the case may be, may file a second appeal to an officer or authority

designated by the State Government in this behalf within 15 days from the expiry of the period

specified in (c) above or of the date of receipt of the order passed under (b) above, as the

case may be.

d) The officer or authority to which an appeal is filed under (c) above shall deal with the appeal

as expeditiously as possible and shall endeavour to dispose it of within 30 days from the date

of filing of the appeal:

e) The officer or authority to which an appeal may be filed under (a) or (d) above shall be : First

Appellate Authority: Chairman, RISL or as determined by GoR

Second Appellate Authority: Finance Department, GoR

f) Form of Appeal:

a. Every appeal under (a) and (c) above shall be as per FORM-5 along with as many

copies as there are respondents in the appeal.

b. Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee.

c. Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorised

representative.

g) Fee for Appeal: Fee for filing appeal:

a. Fee for first appeal shall be rupees two thousand five hundred and for second appeal

shall be rupees ten thousand, which shall be non-refundable.

b. The fee shall be paid in the form of bank demand draft or banker’s cheque of a

Scheduled Bank payable in the name of Appellate Authority concerned.

h) Procedure for disposal of appeal:

a. The First Appellate Authority or Second Appellate Authority, as the case may be, upon

filing of appeal, shall issue notice accompanied by copy of appeal, affidavit and

documents, if any, to the respondents and fix date of hearing.

b. On the date fixed for hearing, the First Appellate Authority or Second Appellate

Authority, as the case may be, shall,-


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i. hear all the parties to appeal present before him; and

ii. peruse or inspect documents, relevant records or copies thereof relating to the

matter.

c. After hearing the parties, perusal or inspection of documents and relevant records or

copies thereof relating to the matter, the Appellate Authority concerned shall pass an

order in writing and provide the copy of order to the parties to appeal free of cost.

d. The order passed under (c) shall also be placed on the State Public Procurement Portal.

i) No information which would impair the protection of essential security interests of India, or

impede the enforcement of law or fair competition, or prejudice the legitimate commercial

interests of the applicant or the procuring entity, shall be disclosed in a proceeding under an

appeal.

25) Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an Bid /

Application made in this behalf and after affording a reasonable opportunity of hearing to the

parties concerned, stay the procurement proceedings pending disposal of the appeal, if he, or it,

is satisfied that failure to do so is likely to lead to miscarriage of justice.

26) Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint under the

“The Rajasthan Transparency Public Procurement Act 2012”, with the intention of delaying or

defeating any procurement or causing loss to any procuring entity or any other applicant, shall

be punished with fine which may extend to twenty lakh rupees or five per cent of the value of

procurement, whichever is less.

27) Offenses by Firms/ Companies

a) Where an offence under “The Rajasthan Transparency Public Procurement Act 2012” has

been committed by a company, every person who at the time the offence was committed

was in charge of and was responsible to the company for the conduct of the business of the

company, as well as the company, shall be deemed to be guilty of having committed the

offence and shall be liable to be proceeded against and punished accordingly:

Provided that nothing contained in this sub-section shall render any such person liable for

any punishment if he proves that the offence was committed without his knowledge or that

he had exercised all due diligence to prevent the commission of such offence.

b) Notwithstanding anything contained in (a) above, where an offence under this Act has been

committed by a company and it is proved that the offence has been committed with the

consent or connivance of or is attributable to any neglect on the part of any director,


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manager, secretary or other officer of the company, such director, manager, secretary or

other officer shall also be deemed to be guilty of having committed such offence and shall

be liable to be proceeded against and punished accordingly.

c) For the purpose of this section-

a. "company" means a body corporate and includes a limited liability partnership, firm,

registered society or co- operative society, trust or other association of individuals; and

b. "director" in relation to a limited liability partnership or firm, means a partner in the firm.

d) Abetment of certain offenses: Whoever abets an offence punishable under this Act, whether

or not that offence is committed in consequence of that abetment, shall be punished with the

punishment provided for the offence.

28) Debarment from Tender / Application

a) A applicant shall be debarred by the State Government if he has been convicted of an

offence

a. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

b. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law for

the time being in force, for causing any loss of life or property or causing a threat to

public health as part of execution of a public procurement contract.

b) A applicant debarred under (a) above shall not be eligible to participate in a procurement

process of any procuring entity for a period not exceeding three years commencing from the

date on which he was debarred.

c) If a procuring entity finds that a applicant has breached the code of integrity prescribed in

terms of “Code of Integrity for applicants” above, it may debar the applicant for a period not

exceeding three years.

d) Where the entire Processing Fee or the entire performance security or any substitute

thereof, as the case may be, of a applicant has been forfeited by a procuring entity in

respect of any procurement process or procurement contract, the applicant may be

debarred from participating in any procurement process undertaken by the procuring entity

for a period not exceeding three years.

e) The State Government or a procuring entity, as the case may be, shall not debar a applicant

under this section unless such applicant has been given a reasonable opportunity of being

heard.


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6. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

Note: Firms should read these conditions carefully and sign and comply strictly while

sending their Bid / Applications.

1. In case Bidder applies for empanelment for Level 1 and is declared qualified in the Level-1, bidder

shall also be considered qualified for Level-2.

2. Application for Empanelment shall be accepted round the year by RISL, however evaluation of

eligibility for empanelment shall be done on a bimonthly basis (once after every two months) and

new empanelment’s shall be declared between 20th–25th of every third month. Applications

received before last date as mentioned in NIT shall be considered in the first evaluation cycle

(First Cut-off). Applications received after the Last date of submission of the current RFP and

before the 1st day of evaluation month of second evaluation cycle shall be considered in the

second evaluation cycle (Second Cut-off). The process will continue in the same manner till RISL

cancels the empanelment or come up with new RFP with new terms & conditions.

Example- Assuming that the empanelment of the applications received against the last date

(1.12.2015) of the current RFP, is declared in December, 2015 (First Cut-off), subsequently

application received after last date (1.12.2015) and before 31st, January, 2016 shall be

considered in February evaluation cycle and new empanelment list shall be declared between

20th – 25th February, 2016 (Second Cut-off). Accordingly the empanelment shall be continued

on bimonthly basis.

3. The empanelment of applicants does not mean guarantee of any work order.

4. RISL may remove empanelment at any point of time as per requirement.

5. The scope of work mentioned in the respective categories is indicative and not exhaustive. The

actual scope of work will be defined on case to case basis for participating in Request for

Proposals/ Financial Bids which would be invited before organizing any event.

6. Review of list of empanelled Firms : The list of empanelled Firms will be reviewed by RISL from

time to time during the period of Empanelment in case following is not complied with –

a. Time schedule for completion of job.

b. Quality of service.

c. Adherence to terms and conditions of Purchase/Work Order.

d. General Conduct of the firm.

7. Firms who default on above points (4a to 4d) may be removed from the empanelled list either for

a limited period or on a permanent basis on case-to-case basis in addition to imposing such

liquidated damages / penalties and other actions as may be permissible under bid/tender

conditions of the relevant work order / contract.


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8. This Empanelment shall remain valid for a period for one year from the date of issue of

empanelment letter / agreement with the empanelled firm. However, the tenure of empanelment

may be extended further for another 12 months based on the performance of the firm and mutual

consent of RISL and the respective Organization / Firm. For extension the empanelled firm has to

submit an affidavit as per form 7 , three months prior to expiration of the empanelment i.e. last

date of empanelment. No fees shall be charged for extension.

9. The empanelled firms will become eligible for participating in the RFP/ tendering process for

projects of supply of goods or services or both in their category of empanelment, which would be

invited during the period of their empanelment. However as per project requirement, RISL may

again ask for some eligibility criteria incl. presentation in the respective RFP from the empanelled

vendors.

10. Tender Inquiry for procurement from empanelled vendors: Request for Proposals/ financial bids

for projects of supply of goods or services or turnkey projects costing upto the financial limit for

respective categories for procurement from empanelled vendors will be placed on the website

and will also be sent directly to eligible empanelled bidders of the relevant category through e-

mail or by post. However Request for Proposals alongwith financial bids for projects of supply of

goods or services or turnkey projects costing Rs. 25 lacs and above for respective categories for

procurement from empanelled vendors will be invited through e-procurement system.


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FORM-1 – TENDER / APPLICATION FORM

1. Addressed to:

Name of the Empanelment

Authority

Address

Telephone

Tele Fax

Email

2. Firms Particulars:

Name of Firm

Name of Contact Person with

Designation

Registered Office Address

Address of the Firm

Year of Establishment

Type of Firm Public

Limited

Private

Limited

Partnership Proprietary

Put Tick( ) mark

Telephone Number(s)

Email Address/ Web Site Email: Web-Site:

Fax No.

Mobile Number Mobile:

Certification/Accreditation/Affiliation,

if Any (attach proof)

3. The Tender / Application Form fee amounting to Rs. 1000/- (Rupees One Thousand Only) has

been deposited vide Cash receipt no./ Bank Draft no./ Banker Cheque no. _______ dated

___________.


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4. Following documents are attached towards the proof of Processing Fee deposited.

Processing Fee deposited

through

Number Dated

Cash Receipt

Demand Draft / Banker’s Cheque

payable at Jaipur

5. We agree to abide by all the terms and conditions mentioned in this form issued by the

Empanelment Authority and also the further conditions of the said notice given in the attached

sheets (all the pages of which have been signed by us in token of acceptance of the terms

mentioned therein along with stamp of the firm).

Date:

Place:

Seal/ Signature of Auth. Signatory


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FORM-2 - BIDDER’S AUTHORIZATION CERTIFICATE

To,

{Procuring entity},

______________________________,

______________________________,

I/ We {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby authorized to

sign relevant documents on behalf of the company/ firm in dealing with NIB reference No.

______________________ dated _________. He/ She is also authorized to attend meetings &

submit technical & commercial information/ clarifications as may be required by you in the course of

processing the Bid. For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:


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FORM-3 - SELF-DECLARATION

To,

{Procuring entity},

______________________________,

In response to the NIB Ref. No. _____________________________ dated ___________ for

{Project Title}, as an Owner/ Partner/ Director/ Auth. Sign. of

____________________________________, I/ We hereby declare that presently our Company/ firm

_________________, at the time of bidding,: -

a) possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Procuring Entity;

b) have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the State

Government or any local authority as specified in the Bidding Document;

c) is having unblemished record and is not declared ineligible for corrupt & fraudulent practices

either indefinitely or for a particular period of time by any State/ Central government/ PSU/ UT.

d) does not have any previous transgressions with any entity in India or any other country during the

last three years

e) does not have any debarment by any other procuring entity

f) is not insolvent in receivership, bankrupt or being wound up, not have its affairs administered by a

court or a judicial officer, not have its business activities suspended and is not the subject of legal

proceedings for any of the foregoing reasons;

g) does not have, and our directors and officers not have been convicted of any criminal offence

related to their professional conduct or the making of false statements or misrepresentations as to

their qualifications to enter into a procurement contract within a period of three years preceding

the commencement of the procurement process, or not have been otherwise disqualified

pursuant to debarment proceedings;

h) does not have a conflict of interest as mentioned in the bidding document which materially affects

the fair competition.

i) will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that may be

taken as per the provisions of the applicable Act and Rules thereto prescribed by GoR, my/ our

security may be forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,


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Name of the Bidder: -



Date:

Place:


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FORM-4 - MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of ……………

Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:

a. Name of the appellant: <please specify>

b. Official address, if any: <please specify>

c. Residential address: <please specify>

2. Name and address of the respondent(s):

a. <please specify>

b. <please specify>

c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/ authority

who passed the order (enclose copy), or a statement of a decision, action or omission of the

procuring entity in contravention to the provisions of the Act by which the appellant is aggrieved:

<please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal address of

the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature


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FORM 5: PRE-BID QUERIES FORMAT

Name of the Company/Firm:

Bidding Document Fee Receipt No. ___________ Dated___________ for Rs. _____________/-

Name of Person(s) Representing the Company/ Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query / Clarification Sought:

S.No. RFP Page No.

RFP Rule No.

Rule Details Query/ Suggestion/ Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF).

Queries not submitted in the prescribed format will not be considered/ responded at all by the

procuring entity. Also, kindly attach the coloured scanned copy of the receipt towards the submission

of the bidding/ tender/ Application document fee.


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Form -6: LOCAL OFFICE DETAILS/ DECLARATION

I/ We declare that I am/ We have a local office in Jaipur. Details of the office is provided below

Office Address: -…………………………..

……………………………………………… ……………………………………………....

Name of the contact person: ………………………

Mobile:……………………………………

E-mail Id:………………………………...

OR

I/We declare than on being declared as a successful bidder in any bid during the period of

empanelment , I will submit proof of having office in Jaipur, failing which the work order and

empanelment with RISL may be treated as cancelled.

Name of the Bidder: -



Date:

Place:


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Form -7 ( for extension)

(Affidavit to be furnished by the firm who had empanelled in the ________Category during the

year 2015-2016 for extension)

I, (name of deponent), aged-____, (Partner / Director / Proprietor) of (name of Firm), do state on oath

and solemnly affirm the following for extension of empanelment of our firm for next one year:

1. That I am the Authorized Signatory of M/s……………(name of bidder) (hereinafter referred to as

“firm”), which/who was empanelled under __________________ (empanelment Category)

pursuant to NIB Ref. No. _____________________________ dated ___________ for the year .

As per Condition of the RISL letter no. ------------------dated---------------for empanelment of firm, I

am filing present affidavit, on behalf of aforesaid firm.

2. I state that M/s…………………………(name of supplier), which has submitted application for

empanelment of firm under ____________ category, has all the pre qualification (as per PRE-

QUALIFICATION/ ELIGIBILITY CRITERIA Chapter 3) prescribed in the NIB Ref. No.

_____________________________ dated ___________ as on _________.

3. I further state that the bidder was not black listed by any Organization or Government for non

performance of contractual obligation from the date of empanelment to till date.

4. I state that all the details and particulars furnished while empanelling under ____________

category are true and correct to my knowledge. The certificates and other documents submitted

are true copies of the original and particulars shown in those documents and certificates with

regard to concerned bidder are true and correct.

5. In case any particular or details given in aforesaid bid is found to be inaccurate or incorrect or the

certificate or any documents furnished by the firm is found to be fabricated and not genuine,

either on inspection by Authorized Personnel of RISL or on the basis of information received

through other sources, I understand that our empanelment under ____________ category will be

liable to be rejected and in case order for supply is given, the same will be liable to be rescinded

and the same will be without prejudice to any other consequences to which the concerned

supplier will be exposed for misrepresentation and misleading RISL Solemnly affirmed at

_________ on this ____ day of---------, 2016.

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

Deponent