EXPORT PROMOTION COUNCIL FOR HANDICRAFTS
Tender no. EPCH/IHGF-2019/15 - Tender for Computerized Buyer Registration at the Venue
BACKGROUND
The Export Promotion Council for Handicrafts is an apex national level organization of handicrafts
exporters for promotion of handicrafts exports from India. The Council is projecting India’s image in
overseas market as a reliable supplier of high quality handicrafts. The Council organizes export
promotional activities in India & abroad. The Council requires these services for it’s trade fairs
organized at the India Expo Centre & Mart, Greater Noida.
SCOPE OF WORK – COMPUTERIZED BUYER REGISTRATION ON SITE
The Export Promotion Council for Handicrafts organizes World’s Premium & largest IHGF Delhi Fair
at India Expo Mart & Center, Greater Noida Expressway, Greater Noida. The Council will be
organizing the IHGF Delhi Fair (Autumn) 2019 from 16 - 20 October 2019, IHGF (Spring) 2020 from
15 - 19 April 2020, & the Indian Fashion Jewellery & Accessories Show in July 2020. The
exhibition(s) will be held at India Expo Mart & Centre (IEML), Knowledge Park-II, Greater Noida.
The agency is required to develop the software for Registration, Design Stationery, Print Badges,
Supply the Hardware including Printers & Scanners, Manpower (Operators & Supervisors) at site.
The agency is required to follow the process as mentioned below:
1. Spot Registration of Buyers
Procedure to be followed:
Buyer fills the Registration Form placed at the Form filling Counters
Buyer Brings the Form to the Registration Counter and Hands over the same to the
Hostess
The Form is then passed on to the Operator for Processing
The Operator Punches in the Name, Company Name and Country of the Buyer and
Prints a badge with Name, Company Name, Country and Barcode on it.
The Bar-coded number as generated On the Badge has to be mentioned on the From
also so that when the data is Compiled the council can verify the Barcode associated
to each Buyers name
The Badge is Handed over by the Hostess to the Buyer
Requirements at Site for Registration
Computers – 10 Numbers
Printers – 10 Numbers (Laser / Fast Inkjet)
Server Setup – 1 Number
Operators – 10 Numbers
Features of Software:
Software Should Produce the Badge as per the Specifications given by EPCH along
with the Barcode
Each Badge Should have a distinctive Barcode Number on it
The Number should also have distinctions to identify the Registration Counter from
where it was made so to verify the Badge in case of any discrepancy.
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2. Access Control at Entry Gate of Each Hall – manpower and hand held bar code
readers
Procedure to be followed:
Buyer comes with the Badge at the Entry gate of the Hall
Barcode of the Buyer is Scanned using Barcode Scanner
Buyer walks inside the Hall
Requirements at Each Hall gate
Hand Held Barcode Scanners
Manpower to Scan the Barcodes
3. Reports to be Submitted to EPCH at the end of Each Day of Event
Total Number of Visitors Registered – Both Spot / Pre registered
Hall wise report of Visitors who entered each Hall
4. Data Entry Post Exhibition of the Forms collected from Buyers and Compilation of
Database with Barcodes related to Each Buyer
TERMS & CONDITIONS
The Agency should have a minimum 5 years experience of providing similar services to
events or institutions of repute.
The rates offered by the empanelled agencies will be valid for a period of two years from
the date of empanelment. The agency must clearly indicate and include all local & inter-
state taxes and charges in the rates offered.
The software developed by you will be the property of the Council and the Council
reserve the copyright with it.
The Council will invite the agency as and when the services are required during the
period of empanelment. The Council reserves the right to cancel the empanelment at any
time if the vehicles/services provided by the agency are found to be un-satisfactory.
The Council reserves the right to accept or reject any Tender without assigning any
reason.
Please note, the exhibitions shall be held in Greater Noida, U.P.
Bank Guarantee (refundable) of Rs. 100,000/- (One Lac only) will be submitted by the
empaneled agency.
EMD (refundable) of Rs. 25,000/- will be required to be submitted with the tender through
a demand draft drawn in favour of the Council.
The Council reserves the right to issue instructions from time to time as per
circumstances during the exhibitions.
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In case of any clarifications regarding the scope of work, the same shall be obtained from Mr. Sushil
Kumar Agrawal – Assistant Director, EPCH on 011-26135256 ext. 110 or email at [email protected] .
Other special condition
(a) Incomplete Tender or without supporting documents or EMD are liable to be rejected.
(b) EPCH reserves the right to accept or reject any of the Tender in part or full without
assigning any reason whatsoever.
(c) Empanelled agency shall be required to submit performance guarantee as mentioned in
the Terms & Conditions in favour of Export Promotion Council for Handicrafts through
demand draft.
THE TECHNICAL TENDER SHOULD CONTAIN THE FOLLOWING
The following details are required to be submitted in certified true copy along with the offer with the
pages numbered sequentially:
Profile of the agency on the Format Provided.
Copy of PAN no., GST no., ESI and PF registration no. etc. as required by law.
Details of works done during past Five years with name & postal address of clients along with
copies of letters of Intent/work orders and completion certificate/ any other document which
indicates Completion of the subject contract.
Accreditation certificate with CII, FICCI, ASSOCHAM, ITPO etc.
Provide detail of in house infrastructure & staff list.
CA certificate copy verifying the annual turnover of the agency for the last 3 years.
All pages of the Tender document including Technical Part/Schedule of Quantities, duly
signed & stamped.
EMD as required to be submitted with the Tender.
THE FINANCIAL TENDER SHOULD CONTAIN THE FOLLOWING
The Financial Offer should be as per the Scope of Work enclosed, duly dated, stamped &
signed on each page, with detailed breakup of each individual component as per the Scope
of Work.
No lump sum amount shall be considered.
The applicable taxes should be clearly mentioned separately in the estimates.
Conditions, additions, deletions or modifications in FINANCIAL PART are not permitted. Any
condition mentioned shall not be taken into account either for evaluation or for award of work
and shall render the offer liable for rejection.
All corrections must be stamped and signed.
Proposers are requested to quote their best prices considering the fact that price negotiation,
if required may be held with the Lowest Proposer only. Any claim of whatsoever nature shall
not be considered at a later date.
Payment Terms should be clearly mentioned.
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PROCEDURE FOR SUBMISSION OF THE TENDER
The proposer shall take utmost care of the following:
The Tender shall be submitted in two parts namely, Technical Part (Envelop No. 2) and
Financial Part (Envelop No. 3) respectively.
TENDER shall be submitted in a Sealed Cover (Sealed Outer Envelop no. 1) super scribed
Tender for Computerized Buyer Registration at the Venue.
The Sealed Outer Envelop shall contain separately sealed Envelop No. 2 – Technical Tender
& Envelop No. 3 - Financial Tender.
Name of Tender, Tender Document No. and name of Proposer shall also be clearly written
outside the sealed envelopes along with the address and contact details.
The Tenders on the enclosed format can be submitted by 05th August 2019 upto 4.00 PM in
the Council’s office at Vasant Kunj, New Delhi.
The Sealed Outer Envelope No. 1 and all the respective sealed envelopes (Envelop no. 2
and Envelop no. 3) shall all bear the address given below:
The Director
Export Promotion Council for Handicrafts
“EPCH House”, Pocket 6&7, Sector ‘C’, LSC,
Vasant Kunj, New Delhi-110070.
Tel. 011-26135256 (ext. 110)
Procedure: If the Financial Part is found in open condition or Part I and Part II are wrongly marked
such offer will be rejected.
EPCH will evaluate the Technical Offers. The Technical evaluation will be based on profile and track
record of agency, past experience in executing jobs of similar nature & magnitude. The technically
qualified offers will be considered for opening of the financial offer.
The Tender document shall be read in conjunction with any amendment issued subsequently.
Tender documents once issued are non transferable in other name and shall at all times remain the
property the exclusive property of the owner with a license to the Proposer to use the Tender
documents for limited purpose of submitting the Tender.
Evaluation Process:
In case the documents/evidence submitted by agency is found inadequate the Tender will
be liable to be rejected.
A Committee will evaluate the papers received on the basis of the documents and details
provided by the agency.
The profile and track record of the agency, turnover, credentials including past similar
assignments etc. shall be used as a means of evaluating the capability and capacity of
each agency to execute the job in a safe, successful and timely manner.
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Format of “Technical Tender for Computerized Buyer Registration at the Venue” to be printed
on Company Letterhead & submitted in Envelop No. 2
Name of the Agency _______________________________________________________________
Address ______________________________________________________________
______________________________________________________________
Contact Person ______________________________________________________________
Contact Details (Mobile) ________________________(Landline) _______________________
Email ______________________________________________________________
PAN no. ______________________________________________________________
TAN no. ______________________________________________________________
GST no. _________________________________________________________
(Pl. enclose self-certified copies)
EMD details Rs. ____________ Demand draft no. _____________ dt. ________________
Annual Turnover 2016 – 2017 in Rs._____________________________
2017 – 2018 in Rs._____________________________
2018 – 2019 in Rs._____________________________
(Pl. enclose a copy duly certified by a chartered accountant)
Details of Past Experience of Exhibitions/Trade Fairs (similar work) executed in past 5 years. Name of the Exhibitions in which
service provided.
2014 – 2015
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
2015 – 2016
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
2016 – 2017
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
2017 – 2018
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
2018 – 2019
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
(Pl. use separate sheets if space given is not sufficient. Also enclose copies of Job Letters for the above jobs)
Place: - Signature & Seal
Date:-
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Format of “Financial Tender for Computerized Buyer Registration at the Venue” to be printed
on Company Letterhead & submitted in Envelop No. 3
1. Name of Agency : ___________________________________________
2. Address : ___________________________________________
___________________________________________
3. Contact Person : ___________________________________________
4. Alternate Contact Person : ___________________________________________
5. Telephone : (Office) ____________________(Resid.)___________
(Mobile)_____________________________________
Email _________________________________________
6. Year of Establishment : ____________________________________________
7. Previous Experience of handling : ____________________________________________
International Exhibitions / Conferences (Kindly Attach Separate Sheet)
Buyer Registration
Software Development
Development of Software for
Spot Registration including
Generation of Badges and Bar Lump sum Charges
coding _______________________
Access Control at each Entry gate
Report Generation
PARTICULARS RATE QUANTITY NO. OF AMOUNT
DAYS
On Spot Registration Counters
Computers 10 5
Spot Registration – 10
Printers (Laser / Fast Inkjet) 10 5
With Consumables
Manpower – Hosts / Operators 10 5
Self Service Badge Printing Kiosks 5 5
Total
Other Charges (Taxes etc.)
Grand Total
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Access Control Points:
Particulars Charges per unit per
day
Providing of Portable Data Terminals for Scanning of Barcodes with
a minimum Scanning Distance of 8 “
Charges for Providing Host for Scanning of Barcodes
Charges for Providing Hostess for Scanning of Barcodes
Printing:
Particulars Rate / per Quantity Amount
unit
Barcode Generation 5000
Inkjet Printing of Badges with Photo, Name & 5000
Barcode
Inkjet Printing of Badges with Name & Barcode 5000
Inkjet Printing of Photo on Badges 5000
Note:- If Barcode and Bar Code Scanners are replaced with RFID Stickers and Scanners, then
Cost of 1 RFID Sticker Rs. ______________________
Cost of 1 RFID Scanning Point Rs. ______________________
DATE : SIGNATURES ___________________
PLACE : SEAL
