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TENDER

MADHYA PRADESH STATE TOURISM DEVELOPMENT CORPORATION LIMITED

Corporate Identification Number (CIN) – U63040MP1978SGC001445

Registered Office: Paryatan Bhavan, Bhad Bhada Road, Bhopal 462003

Tel.: (0755) 2774340/42, Fax: (0755) 2778020

Visit us at: www.mpstdc.com

"Engagement of Event Management Company" NIT No: 2828/MKTG/MPT/2016 11 August 2016

System Tender No. 770

Proposals are invited for “Engagement of Event Management Company” from

reputed Event Management Agencies having requisite expertise and experience

in organising mega events. Tender Documents can be downloaded & purchased

from website www.mpeproc.gov.in from 11/08/2016 to 30/08/2016 at 5:00 PM. For

any other information contact +91- 9424796892 or e-mail on

ovchoudhary@mptourism.com.

Managing Director

http://www.mpstdc.com/http://www.mpeproc.gov.in/

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DATA SHEET

1 Name of the Authority: Managing Director, MP State Tourism Development Corporation Limited, Bhopal

2 Method of Selection: L1 (Lowest One)

3 Financial proposal to be submitted Online only

4 A Pre-Bid Conference will be held: Yes

Date: 22/08/2016 Time:11:00 hours

Venue:

M.P. State Tourism Development Corporation Limited, Paryatan Bhawan, Bhadbhada Road, BHOPAL – 462003.

5 Proposal should remain valid for 120 days from the proposal due date

6 The Agency is required to include with its Proposal written confirmation of authorization to sign on behalf of the Firm: Yes

7 The Agency must submit:

i. Technical Proposal (To be submitted Online & in Hardcopy) ii. Financial Proposal (To be submitted Online Only)

8 The Agencies are required to submit Technical Proposal Online and Hardcopy in sealed envelope.

Technical Proposal’ :- Proposal’ shall be kept in an envelope. This envelope will be sealed and should be marked properly indicating the contents, “Engagement of Event Management Company”.

The name of the agency, Representative submitting the proposal must also be clearly indicated on the envelope.

9 Cost of Tender document to be paid: Yes, Rs.5000 /- (Rs. Five Thousands only) to be paid

Online Only through www.mpeproc.gov.in

http://www.mpeproc.gov.in/

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An Earnest Money Deposit (EMD) scanned copy must be submitted online through www.mpeproc.gov.in

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The Amount for EMD : Rs. 5,00,000/- (Rupees Five Lacs only)

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Format for EMD : Payment is to be made online through www.mpeproc.gov.in

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EMD will be returned not later than 120 days from Proposal Due Date,

except in case of the 2 Lowest-ranked bidders. EMD of the 2nd ranked

bidder shall be returned on signing of the agreement with the selected

bidder. The selected bidder’s EMD shall be returned upon completion of the

proposed assignment. Bids not accompanied by the EMD shall be rejected.

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All correspondence shall be addressed to : Managing Director, M.P.State Tourism Development Corporation Limited, Paryatan Bhawan, Bhadbhada Road, BHOPAL – 462003 Tel : 0755-2774450 Website : www.mptourism.com

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Expected date for Presentations & opening of Financial Proposal of eligible bidders will be informed to shortlisted bidders.

http://www.mpeproc.gov.in/http://www.mpeproc.gov.in/

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1. INTRODUCTION:

Madhya Pradesh State Tourism Development Corporation Limited also referred to as the

“MPSTDC” or “Authority”, is a nodal agency under Department of Tourism, Government

of Madhya Pradesh with a mandate to develop tourism infrastructure in the State of

Madhya Pradesh. MPSTDC is also operating various hotels and tourist complexes in the

State for providing boarding & lodging facilities to the tourists.

2. BRIEF DESCRIPTION OF THE SELECTION PROCESS:

The Authority has adopted Online Tendering or E- Tendering System with Single-Stage, Two Envelop bidding process (collectively referred to as the “Bidding Process”) for selection of the bidder for award of the Project assignment. The first stage of the evaluation (the “Qualification-Technical Proposal Stage”) of the process involves Qualification of interested parties (the “Bidder”), in accordance with the provisions of this Tender.

At the end of first stage, the Authority will announce a list of all pre- qualified Bidders

who are qualified and eligible for evaluation in the Second stage (The Financial Proposal

Stage) and whose financial bids can be opened and evaluated in accordance with the

provisions of the Tender.

The Financial Bid is to be submitted Online only. The Financial Bids of all the short

listed/qualified bidders will be opened on a concerned date and time. The Bidder will be

selected on the basis of L1 (Lowest One).

3. PROPOSED PROJECT:

M.P. State Tourism Development Corporation Ltd. intents to engage Event Management Company (agency) to manage and organize a Mega Event (Jal Mahotsav- Dec 2016) for the development and promotion of Tourism in the State through transparent and competitive bidding process. More details on the services required are provided in the Scope of Work of this document.

4. SCOPE OF WORK: The Broad Scope of this contract is indicated below, but may increase or decrease to the following on the basis of build, market and operate.

4.1 Event Management The agency shall be responsible for organizing and managing a Mega Event (Jal Mahotsav) from conception stage to completion stage ensuring that everything runs smoothly, to the world‐class standards and in full compliance with the government directions and regulations. The agency will manage the ceremony, arranging dais

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management, background management, support staff, sanitation, emergency provisions and lights and sound fixtures along with the entire set of equipment, decoration, complete venue preparation, engaging celebrities as and when required and includes,

a) Conceptualize, Design, Develop, Execute, Manage and Operationalize master plan of the Events along with timelines.

b) Handling logistics like Ticketing, Security, Accommodation for artisans/performers, Electricity, Decoration of venues, Seating arrangements, Public Conveniences, Drinking Water, Fire extinguishers, Artists coordination and Transportation or any other activities required for successful implementation of event.

c) Responsible for implementation process for all aspects of the event. d) Manage relationships with event vendors, liasioning with concerned Department and

Dist. Admin. e) Management on-site event set up, hygiene standards and the upkeep of the site. f) Manage and execute event including analyzing surveys as well as recommended

improvements/changes. g) Manage and handle security systems: CCTV cameras, Walky-talky, security personnel. h) All revenues accruing from sale of Accommodation, Air activities, Island activities, SPA

and Food Bazaar would accrue to agency. All the marketing efforts shall be done by the agency.

i) Publicity and promotions of the event will be done by MPSTDC. j) MPSTDC would provide Marketing support and booking assistance to the agency. The

bookings generated by MPSTDC, the agency shall give 10% of booking amount to MPSTDC.

4.2 Temporary Infrastructure

a) Erection of Swiss Cottage Tents (Tent City) on the basis of build, market and operate. b) Build, manage and operate adventure activities. c) Area with appropriate lighting for cultural events and inaugural function. d) Halls, Shamianas, Dais, Pathways, Welcome Gates, Poll Paigams / Buntings, Banners,

Utilities, conveniences, etc. e) Provision of tables & chairs. f) Control room with seating for persons with tables, computers with an internet

connection, printer, photocopy machine, telephone etc. g) Fixing of posters on the panel or stand‐alone panel. h) Providing and fixing plasma TV along with DVD player or laptops and its attendant. i) Providing flowers decoration or providing green areas roundabout and flower decorated

round about in the centre of the exhibited areas. j) General flower decoration in the exhibition grounds and on the gate. k) First Aid and emergency medical facilities. l) Fire Fighting Services with fire fighting equipment. m) Cleaning of venue. n) Public utilities for general public. o) Catering for general public.

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4.3 Dais Management

a) Audio, computer and video arrangements for presentations and speeches. b) Power arrangements including backup power. c) Furniture‐tables/chairs, floral arrangement, elegant flower arrangements and

beautification of plaque area with floral, flags, etc. d) Mementos for VVIPs/VIPs.

4.4 Promotion and publicity of the event

a) Implementation of the Marketing Campaign. b) Including Press Meet, Curtain Raiser, Hoardings, Print and Electronic Ads, Souvenirs,

Brochures, Kit Bags, Stationary items, Flyers and other publicity and incidental materials. c) Printing and issuing Invitation Cards, Tickets etc. d) Photography, Videography, Documentation and Press Release.

4.5 Manpower

a) Providing of temporary manpower like Anchors, Hosts and Hostess, Guides, Technicians, Security, Cleaning Personnel, etc.

4.6 Any other assignment as may be provided from time to time.

5. QUALIFYING CRITERIA FOR BIDDERS

The companies meeting the following minimum qualifying criteria are eligible to apply.

1. The company must either be exclusively an event management company or a company having exclusively defined event management division within the company.

2. The minimum average annual turnover for last 3 years (2013-14, 2014-15, 2015-16) of

the company with regard to event management should be Rs. 3.00 Crores per annum. The turnover of event management division (inclusion of details of turnover of advertising and printing or any other activity being done by the company shall not be accepted) should be reflected in balance sheet/billing details certified by the chartered accountant. In case this turnover is not reflected separately in the balance sheet, a certificate in respect of the turnover of the event management division by the chartered accountant of the company should be enclosed. Incase year 2015-16 if the audited balance sheet are not available provisional certificate from CA is required.

3. The minimum net worth as on 31/03/2016 of the company should be Rs. 50 Lakhs.

4. The company must have work experience of at least three years in event management.

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5. The company must have managed 5 exclusive mega events (involved expenditure of

minimum Rs. 10.00 Lakhs in each project) in last three years. Preference shall be given to those event management companies who have managed events and have organized events for Government Sector.

6. List of 5 (Five) major clients for which mega events have been organized with contact

details in last 3 years.

7. Registration with Event and Entertainment Management Association (EEMA) for a minimum period of 3 years as on 31/03/2016.

8. No consortium / joint venture shall be considered.

9. Presentation :

The technically pre-qualified bidder shall be required to give an audio video

presentation at Bhopal on the date so intimated before the selection committee. The

presentation shall cover the following points:-

A. Profile of Company B. Infrastructure of company

(i) Manpower (ii) Network of Offices (iii) Other infrastructural support facilities

C. Tourism related experience / events D. Experience of event management

(i) No. of significant event organised (ii) Experience of organizing special event

(iii) Proposed plan of Mega Event (Jal Mahotsav) to boost Tourism

Note- The maximum time for presentation shall be 15 minutes. Hard copy along with a soft copy of presentation has to be provided to MPSTDC at the time of presentation.

10. Bid shall be accompanied by an earnest money Rs. 5,00,000/- (Rs. Five Lacs Only) without which bids will not be considered.

11. All costs incurred by the bidder in respect of submission of offer and presentation shall be borne by the agency concerned.

Other Terms and Conditions (enclosed) including tender notice shall also be a part of this Tender and binding upon the bidders. All necessary documents in support of qualification claim shall be attached with the application.

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6. Total Duration of Service: Initially the agreement shall be executed for a period of one year and may be extendable for further period of two year on year to year basis on satisfactory performance with mutual consent on the same terms and conditions which may not vary more than 25% of current contract value.

7. Performance Security:

7.1 The successful Bidder will Deposit at 10 % Performance Security of the total value of the contract in the form of Account Payee Demand Draft or a Bank Guarantee from a Commercial Bank in an acceptable form or in the form of a Fixed Deposit Receipt pledged to the Madhya Pradesh State Tourism Dev. Corp. Ltd.

7.2 The Performance Security should remain valid for a period of 60 days beyond the completion of the period of contract.

8. Guidelines for Submission of Bids :

8.1 The Bidder shall submit the Bid in two Parts as below:

I: Technical Bid (To be submitted online and in hardcopy)

The Technical Bid shall be uploaded on the website www.mpeproc.gov.in by

02/09/2016 at 17:00 hours and must be submitted in hardcopy on date 05/09/2016

at 17:00 hours in sealed envelope.

II: Financial Bid (To be submitted online only)

The Bidder shall submit its Financial Bid Online only as per the prescribed format.

(Scope of Work)

8.2 The Technical envelopes shall contain the following:

I: Technical Bid, for the “Engagement of Event Management Company”.

II: Indicate the name and address of the Bidder.

III: ‘Technical Bid’ shall contain the Documents listed in annexure.

IV: The bid should be addressed to:-

Managing Director Madhya Pradesh State Tourism Dev. Corp. Ltd.

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Paryatan Bhawan, Bhadbhada Road Bhopal–462003 Tele : 0755-2774450 Fax : 0755-2775434/2774289

8.2.1 The applicant has to submit an Earnest money Deposit (EMD) of Rs. 5,00,000/-

(Rupees Five Lakh only) in the form of Bank Draft drawn in favor of “MP State Tourism Development Corporation Limited.” payable at Bhopal. It must be scanned & submitted online through www.mpeproc.gov.in

8.2.2 If the envelope is not sealed and marked as above, the Authority will assume no responsibility for the misplacement or premature opening of the Bid.

8.2.3 Bids received by the Authority after the specified time on the Bid Due Date shall

not be eligible for consideration and shall be summarily rejected.

9. Sale of Tender

9.1 Tender Documents along with pre-qualification documents can be purchased online from 11/08/2016 to 30/08/2016 at 17:00 hours from website www.mpeproc.gov.in

9.2 The Tender Fee is Rs. 5,000/- (Rupees Five Thousand only)

10. Schedule of Bidding Process :

S.No. Activity Date and Time

1 Issue of Bid Documents 11/08/2016

2 Pre Bid Date 22/08/2016 at 11:00 hours

3 Online Tender Purchase Last Date 30/08/2016 at 17:00 hours

4 Online Bid Submission Last Date (EMD, Technical Bid, Financial Bid)

02/09/2016 at 17:00 hours

5 Manually Document submission Last date

05/09/2016 at 17:00 hours

6 Opening date of Proposals 06/09/2016 at 11:00 hours

7 Presentation will be informed to shortlisted bidders

8 Opening of Financial Bid will be informed to shortlisted bidders

http://www.mpeproc.gov.in/http://www.mpeproc.gov.in/

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11. Award of Contract & Right to Refusal a) The minimum qualifying marks shall be 50 out of 100 marks. b) The segregation of marks shall be as follows:

Particular Criteria Marks

Experience

Minimum 3 Years: 5

Above 3 Years: 10 10

Number of project

Minimum 5 Projects: 10 Above 5 Projects: 20 20

EEMA Registration

3 Years: 5

Above 3 Years: 10 10

Preference will be given to firms having experience in conducting project with government sector.

Others: 5 Government Sector: 10 10

Financial Capability: The details submitted w.r.t. to the financial capability by the firms will form the key evaluation criteria for award of contract. The bidder would need to submit the audited P&L statements for the last three years along with CA certificate declaring the average revenue from event management in the last three financial years preceding the proposal submission date.

Average annual turnover

from event management in last three years:

3 crore: 5 marks Above 3 crore: 10 10

Networth

Minimum 50 Lakhs: 5

Above 50 Lakhs: 10 10

Presentation Audio Video Presentation 30

Total - 100

c) The top three companies scored highest marks will be selected for Financial Bidding process.

d) The specific scope of work is attached to submit the financial quote. e) Event Company giving the minimum quote (L1) shall be selected for that

particular event. f) The engaged company will not have the right to refusal for the events. g) The selected company and MPSTDC will execute an agreement.

12. Other Terms and Conditions :

a) Incomplete and/or illegible submissions shall be summarily rejected. b) Submissions without EMD and Tender Fee shall be summarily rejected. c) A bidder is eligible to submit only one Bid. d) MPSTDC reserves its rights to accept or reject any or all of the submissions

without assigning any reasons whatsoever. e) In case of any dispute, the matter shall be resolved by arbitration with a sole

arbitrator being appointed by the Managing Director, MPSTDC.

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f) No Sub-contracting will be allowed for the core activities/ components of an event (will be defined in detail for each event, as and when required) of the mega-festivals/events.

g) The signing authority will have the power of attorney to sign on behalf of the firm/company.

13. Penalty Clause:

During the execution of the contract, if the agency fails to deliver the scope of work in complete shape by 10th December 2016, penalty shall be levied on the agency at the rate of Rs. 25,000/- per day and after 12th December 2016 Rs. 1 Lakh per day.

The maximum penalty will be limited to 5% of the contract value.

14. Payment :

25% amount will be paid on completion of complete scope of work i.e. 15th Dec 2016.

25% amount will be paid on smooth operation of event till 31st Dec. 2016.

50% amount will be paid on satisfactory completion of event.

15. Arbitration:

15.1 In the event of any question, dispute or difference arising under this tender or in connection there-with (except as to the matters, the decision to which is specifically provided under this tender or agreement), the same shall be referred to the Secretary tourism ,Government of Madhya Pradesh, Bhopal for amicable resolution.

15.2 In case parties are not able to resolve the issue amicably an arbitrator may be appointed under Arbitration and Conciliation Act, 1996. The arbitrator may from time to time with the consent of both the parties, enlarge the time frame for making and publishing the award. Subject to the aforesaid Act and the rules made there under, any modification thereof for the time being in force shall be deemed to apply to the arbitration proceeding under this clause.

15.3 The venue of the arbitration proceeding shall be the office of MPSTDC Bhopal or such other places as the arbitrator may decide.

16. Force Majeure If at any time during the continuance of this order the performance in whole or in partly by either party or any obligation under this order is prevented or delayed by reasons of any war, hostility, acts of public enmity, civil commotion, sabotage, fires, floods, explosions, epidemics, Quarantine restrictions or other acts of god, provided notice of the occurrence in any such event is given by either party to the other within 15 DAYS from the date of occurrence thereof, neither party shall have claim for damage against

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the performance and deliveries in such cases shall be resumed as soon as practicable after such an event has come to an end or has ceased to exist.

17. Risk – Purchase Clause: If the bidder, after submission of bid and the acceptance of the same, fails to abide by the Terms and Conditions of the Tender document or fails to complete the work within the specified time or at any time repudiates the contract, the MPSTDC will have the right to: a) Forfeit the EMD, b) Invoke Security Deposit/Performance Bank Guarantee, c) In case of completion through alternative sources and if price is higher, the agency will pay the balance amount to MPSTDC, d) For all purposes, the work order accepted by the bidder and issued by MPSTDC will be considered as the formal contract.

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18. Claims and Disputes:

Any claims or disputes arising out of the contract should be promptly submitted in

writing to MPSTDC within 7 days from the Date of cause of action, so that the point of

issue could be immediately verified at site by the field officers, facts ascertained and a

prompt decision given. Claims raised well beyond this time as to make it difficult to

verify the facts are liable to be rejected. The bidders shall carefully note this stipulation.

19. Legal:

Any legal dispute shall be subject to the Jurisdiction of Bhopal Courts only.

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Format of Financial Bid SCOPE OF WORK

A. THE AGENCY WILL PROVIDE THE FOLLOWING ACTIVITIES ON BUILD, MARKET AND

OPERATE BASIS AND OFFERED TO THE TOURISTS ON PAYMENT BASIS:

Duration : 15th Dec 2016 – 15th Jan 2017 (32 Days)

S.N

o

ACTIVITIES PARTICULARS QUANTITY UNIT RATE

/ VGF

TOTAL

AMOUNT

1 Tented Accommodation : a) Deluxe Swiss

Cottage Tents - (American Plan)

Specification :-

It is a double fly ridge tent made from Cotton Canvas Waterproof 450 GSM per square meter in natural white. It has Sturdy Metal Poles (soc keted) for Compact Packing. Accessories include Iron pegs, pins, Hammer & Ropes.

All tents shall be of normal size (15ft x 30ft) including dressing room, Toilet and front sitting area.

The quality of design, workmanship and service shall be the best for consistent with an International tent facility

Defective, cracked or torn materials shall not be used

All tents shall be firmly grounded and stable against wind force, and dead loads considering the surrounding environment & wind force & rains

Tents shall be designed and executed considering adverse weather conditions

Joinery and supports should be properly engineered, firm and with good finish

Water flow and pressure should be uniform in toilets of each tent

All Tents shall have good quality furniture, fixtures & fittings.

Fire precaution shall be taken care of

All the furniture should be firm, comfortable, traditional and as per functional requirements.

120

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b) Luxury Swiss

Cottage Tents – (American Plan)

In addition to above specifications it must also have these additional facilities: Luxurious Cottage tents including

separate Sitting Lounge & Dinning Area with plywood flooring

Use good quality of curtains & sofas Shower curtain in bathrooms Bedroom area of 12 x 7 Feet Second Bedroom or Lounge Area of 12 x

7 Feet, either we can put two extra beds or a make it a drawing room.

12x 12 feet Hall in centre, where a small dining table can be set.

Bathroom area of 7 x 12 Feet ( Size can be 6x 12 also)

Verandah of 6x 12 Feet.

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2 Air Activities: a) Hot air

ballooning – b) Para motors – c) Parasailing –

20 Tethered flights per balloon per day (Capacity - 4+1)

20 flights per para motor per day, flying surroundings of the venue in the morning and evening

50 landings per gypsy per day

2 balloons 4 Para motors 2 gypsy

3 Island Activities: a) Bird watching – b) Trekking –

Hiring of professionals through MP Bird Watching Association for the guided tours to the guests for a group of 20 persons / day with Binoculars at various Islands and nearby forest area.

Boats for transfer.

Trekking for 20 persons of each group / day to be conducted at various Islands and nearby forest area with the help of professional guides with complete kit required for the group.

Boats for transfer.

2 Professi-onals 2 Professi-onals

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c) Night camping -

Night camping for 20 persons of each group per night to be conducted at Island with boats for transfer & catering facilities.

Specification :-

2 Persons Tent with extra space for luggage in front for Storage.

Polyester fabric rainfly with PU 1000mm Water Column.

Seam taped for extra protection. Mesh Panels in inner for better

Ventilation. Internal fabric pockets for storage. Multi point tensioning system for

stability of tent. Weight: 3kgs

- Dimension: 22’’ x 5’’ x 5’’ Safety measures for insects etc. Toilets & drinking water facilities.

10 Tents

4 Adventure Activities:

Climbing Wall - Size: 28’ X 8’

Zip Liner - Size: Minimum 50 meter

1 1

5 Other Facilities: SPA (2 Beds each for Gents & Ladies)

Food Bazaar (Size: 1000 Sq. ft) (Regional Cuisine –which includes 5 M.P. based Cuisine)

1 10 Stalls

Note- The agency will provide 20 Standard Swiss Cottage Tents (AP) + 5 Deluxe Tents (AP) to MPT with Air (One

paramotor dedicated for MPSTDC), Adventure & Island activities for the occupants, free of charge.

- Total VGF amount quote for the activities (from S.No. 1 to 5) as mentioned above

Rs.

- Plus Taxes Rs.

- Total (A) Rs.

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B. THE AGENCY WILL PROVIDE THE FOLLOWING ACTIVITIES TO TOURISTS AND MPSTDC

FREE OF CHARGE:

Duration : 15th Dec 2016 – 15th Jan 2017 (32 Days)

S.N

o

ACTIVITIES PARTICULARS QUANTITY UNIT RATE

/ VGF

TOTAL

AMOUNT

1 Land Activities: a) Bullock Cart – b) Volley Ball – c) Tug of war – d) Cycle – e) Kite flying

show – f) Adventure Zone

–

g) Camp fire –

Decoration and comfortable sitting in bullock cart with flags and logo for village tour (Daily 2 Tours in morning and 2 in evening)

Arrangement for volleyball court with night playing facility at suitable venue in the Tent City

All arrangement as per standard norms

Mountain bikes

Conduct of Kite competition at venue

Adventure zone including following activities:

Burma Bridge

Tyre Swing

Net walk

Daily Camp fire with entertainment activities

5 Carts 1 1 12 Bikes 5 Professi-onals 1 1

2

Dormitories (Bathrooms & Toilets) :

MPT Staff (10 beds per dome with separate bathrooms &

toilets)

Artists (10 beds per dome with separate bathrooms &

toilets

5 Dom 5 Dom

3 Arena :

Arena / Centre Stage – 6000 Sq. ft (sky open with side walls) for the capacity of 500 pax with chairs and stage, PA system, light, 2 LED screens and all necessary requirements including Inaugural event.

1

4 Staff Meal:

Meals for Staff & Artist per person per day includes - Breakfast, Lunch, Dinner (Veg Standard Meal – Rice, Dal, Seasonal Veg, Chapati & Desserts)

100

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5 Venue Decoration : a) Helium Balloon

with logo – b) Flags – c) MP Tourism

Pavilion –

Helium Balloon –

Helium balloon to be flown tethered with MPT logo & branding

Flags –With Pipe 1 inch (Dimension: 4 ft x 6 ft)

Exhibition – MP Tourism Size: 2000 Sq. ft including fabrication, designing, printing on vinyl & mounting on board.

2 Nos 500 flags 1

6 Star Gazing:

Hiring of professional for night sky gazing with 8 inch Dobsonian telescope

1

7 Other Facilities: Craft Bazaar (Space Size: 2000 Sq. ft)

(Loom - Live demo, Handicraft – Craft men / artisans of Madhya Pradesh, Pot making, Lac Artist, Henna - Mehendi Artist)

10 Stalls

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Miscellaneous Services :

Instant photo at arrival with photo landmark

Photography of event – still & video

Yoga Kendra with minimum 2 instructors (1 male & 1 female)

Traditional Gazebos with a capacity of 10 persons seating arrangement.

Master of Ceremony – 1 male

Produce a ‘Comprehensive Post Event Report’ giving a detailed analysis of the coverage of the event.

1 1 2 Professi-onals 15 Nos 1 1

9 Extra Infrastructure: a) Generator – b) Electric

connection – c) CCTV – d) Security – e) Wi-Fi –

Generators

Electric connection for event

CCTV at all important points

Arrangements of security in the event

Wi-fi zone for free internet access

Complete back up As required Complete Area Complete Area Complete Area

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f) Ambulance / Fire Brigade / Fire extinguishing system –

g) Drinking water- h) Public toilets – i) Parking – j) Information

Counter –

k) Dustbin –

Arrangements of Ambulance with medical facilities with doctor

Fire Brigade with fire extinguishing system for emergency.

Drinking water stations for day tourists.

Arrangements of biodegradable toilets for day tourists (outside Tent city)

(10 Gents & 10 Ladies)

Arrangement of Parking space

Information Counters with assistants

Dustbins at necessary locations

Proper disposal of garbage

One One 6 20 250 vehicles 6 50 Daily

- Total VGF amount quote for the activities (from S.No. 1 to 9) as mentioned above

Rs.

- Plus Taxes Rs.

- TOTAL (B) Rs.

- TOTAL OF A - TOTAL OF B

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

- GRAND TOTAL

Rs. Rs. -----------------------------------

Rs.

Terms & Conditions:

1. The agency shall be responsible for total venue management which includes decoration of the venue,

entrance gates, displays, pillars/obstacles if any, security, maintenance, cleanliness, dismantling and

levelling of venue etc. The entire decoration of the venue will have the look and feel of ‘BRAND MP

Tourism’.

2. MPSTDC will provide venue for the event except parking space. Parking space shall be arranged by the

agency.

3. The agency shall quote the per unit rate of VGF (Viability Gap Funding), if required.

4. If agency quotes the positive VGF then the amount of VGF shall be paid by MPSTDC to agency.

5. If agency quotes negative VGF then the agency shall pay the amount to MPSTDC.

6. The Bidder shall quote the rates separately for part A & B.

7. The work order will be issued for the activities only as decided / required.

8. Payment will be made only for the activities for which work order was issued & activities completed

satisfactorily.

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APPLICATION FORM

To, The Managing Director, Madhya Pradesh State Tourism Development Corporation Limited, Paryatan Bhavan, Bhadbhada Road, Bhopal 462003 Madhya Pradesh.

Sir

I / We ....................................................... desire to engage ourself as Event Management Company and hereby apply for the same.

The Technical document with necessary documents in sealed cover is submitted herewith. It is understood that the proposal is binding upon the proponent and that the same is subject to modifications arising out of contract negotiations. It is also understood that you are not bound to accept any proposal that you receive.

Yours Sincerely

Authorized Signatory Name & Title of the Signatory

Name of the Agency Address

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Annexure I : Checklist of Submissions

Sl Enclosures to the Technical & Price Status Comments, if any

No Bid (Submitted/Not

Submitted)

1 Details of DD for Purchase of Tender

Document

2 Covering Letter

3 Details of Bidder

4 Technical Capacity (Experience) of the

bidder

5 Turnover OR Net worth (Financial

Capacity) of the bidder

6 Statement of Legal Capacity

7 Power of Attorney for signing of Bid

8 Details of EMD

9 Information Regarding litigation,

debarment, arbitration, etc.

10 Bid document along with addendum

duly signed by Bidder signatory and

stamped.

11 Audited report of the balance sheet of

the last three financial years of the

Bidder

12 In case financial strength is being used

of the Associates than Board

Resolution and Letter of Undertaking

13 Price Bid Letter and submissions in line

with the RFP requirements

14 Company Profile and Man Power

15 Experience certificates for similar work

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Annexure II: Details of Bidder

1. Name & Address of the Company, Tel /Fax/email :

Details

2. Date of Establishment of Company (enclose evidence) :

3. Total work experience in the event Management (In :

years)

4. Office in Madhya Pradesh, details :

5. Annual turnover in last three year (enclose balance :

sheet, CA's Certificate 2013-14, 2014-15 & 2015-16)

6. List and brief details of exclusive events manager in :

last two years, Enclose separate sheet for events for

promotion of cultural / tourism

7. Is your firm a Proprietorship / Partnership or :

registered under the Companies Act. Please give

details & enclose Certificate

8. Branches (Enclose details with address & telephone :

no.)

9. Details of Income Tax Registration ;Enclose IT :

Clearance /PAN details

10. Service – Tax Registration details and enclose copy :

latest service tax clearance certificate.

11. EEMA Registration details and enclose copy

certificate.

12. Professional set up (Completed details of Staff, :

Designers & other) Enclose list (separate sheet for

technically qualified staff)

13. Nature of Company whether exclusive Event :

Management Firm or Separate Event Management

division. (enclose details)

22

14. List of present clients & sample of recently done works

(enclose details) 15. Any other information

Signature: Name: Designation: Affix seal

DECLARATION

1. I / We have read the instructions appended to the Performa and I/We understand that if any false information is detected at a later date, any contract made between ourselves and MPSTDC on the basis of the information given by me/us can be treated as invalid by the MPSTDC and I / We will be solely responsible for the consequences.

2. I/We agree that the decision of MPSTDC of India in selection of contractors will be final

and binding to me/us. 3. All the information furnished by me/us above here is correct to the best of my/our

knowledge and belief. 4. I / We agree that I / We have no objection if enquiries are made about the work listed

by me / us here in above and/or in the accompanying sheets. Place.

Date. SIGNATURE

Name & Designation & seal of the Company