NOTICE FOR INVITING EXPRESSION OF INTEREST (EOI) / SOR FOR

BAJA SAEINDIA 2020

Date of Release: 06-02-2020 Ref No. : BSI2020 / SOR / 2019-20 /Event Management Last date of submitting Quotes: 18-02-2020 PREFACE TO VENDORS:

SAE INDIA‘s most popular event in student community “BAJA SAEINDIA” has begun with the next edition to be held in 2020. As the event is growing year on year, there has been a lot of interest shown by new engineering colleges. This year we have got 282 registrations including mBAJA & eBAJA. Due to certain limitations with respect to the event management, we conduct Virtual BAJA, a preliminary design round to filter out 253 (mBAJA & eBAJA) teams, who will fabricate their buggy and come to participate in the main event in early 2020 at NATRIP, Pithampur & in Punjab.

With an intention to streamline the event management, the Organizing Committee of BAJA SAEINDIA is inviting quote from all the eligible vendors /supplier / dealers / bidders (referred to as the “Vendor”) to supply, install or provide the required services to enable us with smooth conduct of the event. All the vendors are requested to follow the guidelines and adhere to the terms and conditions of this document.

TENDER DETAILS: 1) QUOTATION FOR SUPPLY OF GOODS AND SERVICES a) The vendor agrees to supply, install

and maintain the goods and services as mentioned in the Specification of Requirements (SOR) hereby attached with this letter as “ANNEXURE – A - SOR”. b) Vendor shall note that the SOR contains, but is not limited to, all the goods and services

required to conduct the specific event. Vendor shall include all the required items so as to provide the mentioned goods and services in the SOR.

c) The quote should include all the details and product description (if applicable) of the goods intended for supply. No items in the quote should be ambiguous or uncertain.

d) Bid should be prepared in the attached format as per ANNEXURE A – SOR.

2) PRICE BASIS AND TAXATION a) All the quote should contain fair pricing considering that BAJA

SAEINDIA is a Non-Profit Organization, b) All the currency values to be in Indian Rupees ( ₹ ). c) The rates quoted should contain distinct Unit Rate, Quantity, Total Basic Value, Discount per

Item, Total Discount, State and/or Central Taxes as applicable and Total Bid Value. d) By participating in the Bid, it is understood that the vendors are to the terms and condition of

supply put here forth in this document.

3) QUALITY POLICY a) The quality of the goods and services offered should be of utmost quality as per industrial practices and should be compromised for any reason. b) All the goods will be accepted only if they are found to be of desirable quality standards and

specifications as per the requirement mentioned in the specific BOQ ( refer ANNEXURE 1) c) The warranty of goods will hold true for the said period of 1 year or more, as applicable and

same needs to be attested by the supplier.

4) PAYMENT TERM:a) As per the standards set by the BAJA Organizing Committee, the standard terms of payment will be :

40% - Advance within 15 days of order confirmation, 30% -After Supply of goods / services 30% -After Submission of Original Bills and Invoices as required by BAJA SAEINDIA, Accounts Officer.

b) Any deviation to the above payment terms, if quoted, needs to be justified to the BAJA Organizing Committee to be considered for bidding purposes.

5) DELIVERY TERMS:

All the goods /services to be delivered on site at Chitkara University, Rajpura Road, Punjab. Delivery period / dates have been mentioned in the Annexure – A.

6) SUBMISSION OF QUOTES [QUOTATION] i) PRICE QUOTE - Duly filled priced quote using ANNEXURE A –BOQ FOR BAJA SAEINDIA 2020

ii) SUPPORTING DOCUMENTS (Product Catalogues, Site Lay-out, etc.)

b) Quotes to be addressed in the name of “SAEINDIA, Chennai, T.N.”

c) The above documents to be duly filled, attested and couriered to the below office address;

SAEINDIA INDORE DIVISION C/o Chitkara University, Chandigarh-Patiala National Highway (NH- 64), Village, Jansla, Rajpura, Punjab 140401

d) All columns are needed to fill by estimated amount of figure in BOQ biding otherwise bid will disqualified. e) All details are given in the BOQ but if any doubt or issue regarding the BOQ so you can contact respective person contact details are given in the point 7. f) Full and final decision will be taken by OC and Core committee of the BAJA SAEINDIA for selection of vendor. 7) GRIEVANCE RESOLUTION

a) Any grievances or clarifications required by the vendors will be resolved by the below appointed Organizing Committee Member:

Mr Mohit Bohare Organizing Committee Member – BAJA SAEINDIA 2020 Email : - saeindia_indore@saeindia.org Mobile : +91 7566547424

b) Vendors are requested to get all their doubts clarified before submitting their quote to BAJA SAEINDIA.

8) BAJA ORGANIZING COMMITTEE DISCRETION:

a) The decision of selecting, processing and finalizing a vendor lies at the sole discretion of BAJA SAEINDIA,

b) BAJA Organizing Committee may visit the Vendor’s manufacturing premises to verify the competence of a vendor to supply the goods.

c) Any decision taken by the BAJA Organizing Committee will be final and binding on all the

vendors.

With this notification, we would like to invite proposals for supply of goods and services from interested vendors / suppliers /dealers / organization to the attached ANNEXURE A : SOR.

9) VENDOR QUALIFICATION: a)Vendor should have a professional experience of the task quoted.

b) Vendor should resolve all ambiguities / queries before quoting. c) Vendor should have all concerned tax identification details. d)Vendor should have at least one backup vehicle in every category. e) All vehicles to be registered in taxi quota. f) Drivers should be well dressed and behave properly with guests. g) Water bottle and newspaper should be available in vehicle. h) Route map (Google map print) should be on every taxi for ex. Hotel to BAJA Site or Airport to

Hotel/BAJA Site i)Vehicle to be properly cleaned inside and outside. Penalty will be applied if objection received

from guests. j)Supervisor/coordinator to be deputed exclusively for managing the all requirements at Source

to destination k) Execution of work of at least double the bill of quantity/amount. l) GST number m) last 3 years Balance sheet. n) Atleast 3 years of Work experience.

Annexure – A

Date of Release: 06.02.2020

Ref No. : BSI2020 / SOR / 2019-20 / Event Management

Last date of submitting quotes: 18.02.2020

BILL OF QUANTITIES FOR EVENT MANAGEMENT FOR BAJA SAEINDIA 2020 - Chitkara University

S.No. Element Details of Requirements Unit Qty Duration Quote

Qty Unit

Rate

(₹)

Amount (₹)

1

Pit and Technical Inspection

Area

1.1

15 x 15 ft. pipe Tentage for teams garages- Tin Wall (Pits) in 80 nos. with 5 amps plug point, 1 table & 4 chairs in each pit

1.2 Fueling Station

1.3

MOJO Barricades for barricading event area – Across Pits & Event Area

1.4

Tentage technical inspection area near pits 800 Sq. ft.

2

Start Line, Control Room and Spectator

Area

2.1 Flag off stand near Start Line and Finish Line

Flag off stand 15 ft x 15 ft - 10 ft High (Sound structure), having platform on top covered with carpet, near Start Line, with 3 ft high Railing on all four sides on top of 10 ft height. 10 ft structure to be covered with black cloth from all four sides

Nos 1 1

2.2 Endurance Day - 8th March 2020

Start Line Flashlights - RGY - Structure to support Flag-Off lights.

Nos 1 1

2.3 Stairs with railing Nos 1 1

2.4 Spectator area Pipe pandal Size 20 x 30 Ft., covered from top and with wooden flooring

Nos 1 1

3 Misc. Arrangement

3.1

Chicken Mesh with Installation at Dynamic Events

3.2

Walky-Talky/ Clear coms for the communication at Site

50 3

3.3 Victory Stand

Victory Stand - Three platforms each of 10 ft x 15 ft, at 3 Height Levels: 1 ft, 2 ft & 3 ft

Nos 1 1

3.4

Placing of stone with chuna on the road path

Placing of stone with chuna on the road path

Job 1 3

3.5 Chequered Flag Chequered Flag 3 ft x 3 ft (Satin Flag with 6ft long Fibre glass Stick)

Nos 1 2

3.6 Green Flag Green Flag 3 ft x 3 ft (Satin Flag with 6ft long Fibre glass Stick)

Nos 1 2

3.7

Satin Cloth for unveiling of Display BAJA Vehicle

Satin Cloth for unveiling of Display BAJA Vehicle

Nos 1 1

3.8 Boom Barrier 20ft on 8th March

Boom Barrier 20ft 2 1

3.9 Traffic Cones

Traffic Cones of 3 Ft Height (Red Coloured) 150 - Dynamic Events 50 - for Technical inspection area ( Refer Sr.No.5)

Nos 200 4

3,10 Flags

Flags - Satin flags of (2 ft x 2 ft) with wooden sticks of 4 Ft (50 Yellow, 10 Green, 5 Red)

Set 1 3

3,11 Chuna Powder Chuna Powder - Packet of 25 kg each

Pkts 200 3

3,12 Tape Bunting Tapes Rolls Nos 20 3

3,13 Race Control Room

10ft.x 10ft.Pandal with AC. Nos 1 2

3,14 Flags

Flags - Satin Flags with the logo (Without Year) on 18 ft. Height Pillars. Pillars to be identical & painted in white (Flag colour will be provided later).

Nos 100 3

4

Pits, Weighment,

Engine Check, Technical Inspection

Area, Dynamic

event

Pit & Technical Inspection Area

4.1 Pit Area near the track

Pit Area near the track. 15 ft. x 15 ft. tin shed structure, Only front Open.

Nos 82 3

4.2 Table - Plain 4 ft x 2 ft Nos 82 3

4.3 Chairs Nos 160 3

4.4 Engine Check area (Only area)

Tentage for engine check Size 3mx2m, 2 bays ( 1 partition) with side enclosure To be ready on 5th March

Nos 1 3

2020 eve and removed on 8th March 2020 eve

4.5 Engine Spare sales area(only area)

Single tentage with 3m x 3m and side enclosure To be ready on 5th March 2020 eve and removed on 8th March 2020 eve

Nos 1 3

4.6 Brake Test Patch (Only area)

Brake testing patch of 2m x 50m (3ft. X 150ft.) - 2 lanes with rolling and watering essential 5 traffic cones already included in Sr. No. 3.14. To be ready for inspection on 5th March 2020 eve

Nos 1 1

4.7 Acceleration test patch (only area)

Acceleration testing patch of 2m x 100m - 2 lanes with rolling and watering essential 5 traffic cones already included in Sr. No. 3.14. To be ready for inspection on 5th March 2020 eve

Nos 1 1

4.8

Acceleration / Braking tentage (only area)

Tentage (Common) for Acceleration and braking area Size 2m x 2m with 2 side closure to be ready on 5th March 2020 Laptop - 1 Nos (to be provided by host institute)

Nos 1 2

4.9 Weightment Area (Only area)

Tentage for Weight area Size 3m x 5m to be ready on 5th March 2020 eve Laptop - 1 Nos (to be provided by host institute)

Nos 1 2

4.10 Fueling Station near Start line (only area)

Fueling Station near Start line 20 ft. x 50 ft. of Tin Wall & tin Shed with lockable door

Nos 1 3

4.11

Heavy Iron semi transparent Barricading

Heavy Iron semi transparent Barricading/ MOJO Barricades in pieces of 5ft ht. x 10ft width

Rn. Ft.

800 3

4.12

Tentage technical inspection area behind the pits (only area)

Tentage technical inspection area in two parts face to face (Central Aisle space of 10 ft width open), with Top and one side covered with white cloth (behind the pits) - Size 1500 Sq.Ft 24m x 15m top tent covered, with 4 partitions To be ready on 5th March 2020 eve and removed on 8th March 2020 eve

Nos 1 3

4.13

Enclosure for inspection area for TEJ (only area)

Enclosure in inspection area for TEJ with 2 tables and 10 chair, power point and water point. [ 15 x 15 ft ] To be ready on 5th March 2020 eve and removed on 8th March 2020 eve

Nos 1 3

4.14

Tentages at Dynamic

events (only area)

Tentages at Dynamic events Team - Covered at top 15 ft x 15 ft each

Nos 5 2

4.15 Pain Tables 4 ft x 2 ft Nos 5 2

4.16 Chairs Nos 15 2

4.17 Green Mesh with Installation at Dynamic Events

Mtrs 1,000 2

Taxes, if applicable (in Rs.)

Total Value

Vendor Name

Vendor Address

Contact Person Name

Mobile No.

Stamp and Signature

of Authorized person

Penalty Clause

For the operating hours on the event day of 4 hours, in case of failure to

provide services even for a minimum period of 10 minutes, penalty of

amount (in Rs.) equivalent of one full day, or part thereof, will be

applicable on the vendor. If Deliverables are not submitted in given time

frame to SAEINDIA Indore Office, Penalty will be applied as per OC

discretion.