Udyog Mitra Department of Industries Ast Floor, Indira Bhavan Patna, Bihar 800001 ‘Tender Reference No: 2506/UM Date of Publishing of RFP: 15/11/2024 Tender ID: anne a Request for Proposal (RFP) for Selection of Event Management Agency For “Bihar Business Connect - 2024”Contents Disclaimer. Process of Selection. Fact Sheet. ae 1 Delegates and partcipants.. 2 Event Timetines 3 Introduction ..sssrssen 4 Invitation .. 5 Event Details... 6 Scope of Work we 7 Service Level Agreement 8 Payment Terms & Schedule.. 9 Eligiblity Criteria and Evaluation Process 9.1, Technical bid documents.. 9.2. Technical Evaluation Criteria. 9.3. Financial Evaluation Criteria... 9.4, Final Combined Evaluation 9.5. Issue of Work Order.. 10 Instructions to Bidders.. 10.1, Instructions for e-Tendering, nak 10.2. Language of Bid 10.3. Pre-bid meeting. 10.4. Bid Opening Session. 10.5. Evaluation Process. rane 10.6. Period of validity of bids 10.7. Rejection of bid .. 10.8, Termination of Work Order. 10.9, Eamest Money Deposit (EMD) 10.10. Performance Bank Guarantee. 10,11, Price Variation 4 10.12. Confidentiality and Security, senses SSL 10.13. Applicable law. 10.14, Dispute resolutionDisclaimer ‘The information contained in this Request for Proposal (hereinafter referrad to as “RFP") document is Provided to the Bidder(s), by Department of Industries, on the terms and conditions set out in this RFP. document and all other terms and conditions subject to which such information is provided, ‘The purpose of this RFP document is to provide the Bidder(s) with information to assiet the formulation of their Proposais/Quotations. This RFP document does not purport to contain all the information each Bidder may require. This RFP document may not be appropriate forall persons, and itis not possible for Department of Industries, its employees andlor advisors to consider the businessvinvesiment objectives, financial situation and particular needs of each Bidder who reads or uses this RFP document, Each Bidder should conduct its own investigations and analysis and should check the accuracy, relabilty, and completeness of the information in this RFP document and where necessary obtain independent advice from appropriate sources. Department of Industries, their employees and advisors make no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of the RFPdocument. Department of Industries may, in their absolute discretion, but without being under any abligationto do so, update, amend or supplement the information in this RFP document without any further notice, Process of Selection ‘The process of selection of succosstul Bidder would be as follows: Issue of RFP li, Pre-Bid Meeting! Clarification (Corrigendum (if any) iii, Submission of Bids Iv. Opening of Technical Bids a) Technical Bid Evaluation ) Presentations of the Bidders meeting Pre-Qualifcation criteria V. Opening of Financial Bids for the Biddors that are technically qualified vi. Issue of Work Order to the bidder whose proposal has been ranked as highest total points (H1) on the basis of Technical and Financial Evaluation criteria as per the terms of this RFP.Fact Sheet Sune. | Reyinformation Deiails Request for Proposal (RFP) for engagement of 1, | Assignment Title Event Management Agency for “Bihar Business Connect 2024” event 2 | Purchaser Uayog Mira, Department of indusives, Bihar 3. | Lecalion Paina 4, | Dale of publcaton ofthe RFP | Teri72004 5. | Submission of queries By emallat [email protected] | Response fo pre bid queries ia | | 787772024 at 17200 Firs. to be held at Conference 7, | Presbid Meeting | Room, Department of Indusnes, 2nd’ Flor, Vikas | Bhavan, Patna, 800001 | 3 | Bid Subirisions ‘be submited online Through eprocure.govin date of submission: 28/11/2024 9, | Matiiod of Selection ‘QCBS (70-T:30-F) ‘Scan copy of EMD should be uploaded on the eproc site along with the Technical Bid, Selected agency 10. | Earnest Money Deposit (EMD)/TPF | will submit the physical copy of the EMD during the as per RFP. signing of Agreement and Tender processing fees 28 per eproc-? portal ia Rea 7 286 ofthe oost discovered through tenderprocess Last Date and time for submission | 12, | of bide 28.19.2024 at 1600 hrs 73, Opening of Teohnical Bide 217-204 at TEOO hes at Udyog Mira, Indra Bhavan, Patna 7a.) Opening of Financial BGs To be informed laier | The detailed scope of work is provided inSection + 15, | Scope of Work heme a ae Tiie bid shoud be submitted in English only aya aaa ‘0 days fom the date of submission of ia . ‘Bidders must submit heir Bids in Tine with i es Goel bata the requirements stated in this RFP. 79, | Tesue of Work Ordor “Fo be informed Tater GEO Uayeg Mira, Daparimont of Indusvies, 7 ‘adress for Communication Floor, Indira bhavan, Paina, Bihar, 800001 20 Phone: - 0612-2547695 e-mall: - [email protected]Instructions Instruction to Applicants /Bidders Bid Submission Bid Submission Proposal should be submitted through online mode only at htips:/leproc2.bihar.gov.in/EPSV2Web! EMD must be submitted in orginal in a sesled envelope physically at Uydog Mitra, 1" Floor, Indira Bhaven, Patna ‘on of before the date of Technical presentation. The scanned copies of the same should be uploaded online along with the proposal. General Instructions ML vil. vill Right to amend or The selection shall be on the Quality Cum Cost Basis Selection (QCBS) based on the final weighted The creative agency shall provide a qualified servicing and creative team for undertaking the work, The team would work closely with the department and should be avallable onsite in Dehradun as required, The Agency shall propose team consisting of staff / experts to take care of all aspects of the assignment. ‘All contents/Pages of the Proposal should be clearly numbered, Indexed and arranged in a sequence end shall be bound firmly. ‘The Proposal shall contain no interineations or overwriting, excepl as necessary to 6 correct errors made by the official of Agency themselves. The person who signs the proposal must put initial againet such corrections. ‘The proposals shall be signed and submitted by the Authorized Signatory of the Agency. In the Technical Proposal there shall be 2 latter of authorization/written power of attorney. Validity of the proposal shall be 180 days from the last date of submission of the proposal Clarifications may be sought only in pre-bid and no queries shall be entertained thereafter Misrepresentation/ improper response by the Applicant may lead to the disqualification of the Applicant. All affdavits/Stamp papers should be submited in its original form. No photo copy will be accepted draw ‘The Department reserves the right to amend or withdraw any of the terms and conditions contained in the Tender Document or to reject any or all tenders without assigning any reason. The decision of the Department inthis regard shall be final and binding on all x Delegates and participants ‘The Bihar Business Connect - 2024 event for 2 days will be conducied at Patna. The event planning should be done to accommodate around 2000 participants each day, including the following. a) WIPs, Honorable Ministers b) Govt. officials ©) Delegates - Industry, practitioners and academia d) Government Officials ©) Press and Media f) Other Departments from Bihar ee2 Event Timelines Activities Timeline Event Execution Plan Within 7 days from the date of issue of Work Order! Lov Contract, Event Dry run Event Date jecember 2024 Post event Report Within 2 weeks from the date of event 3 __ Introduction Bihar Business Corinect is a part of the larger investment promotion activities undertaken by the Government of Bihar, Department of Industries towards achieving an aspirational goal to take Binars industrial growth to the next level Department of Industries, Bihar is creating a holistic ecosystem for industrial investment through progressive industrial and Sectorial policies, single-window system, regulatory reforms, and ease- of-doing business to further boost state's gross domestic product (GSDP) and employment opportunities. This is helping Bihar in becoming an investor-fiendly destination, both nationally and globally, and aiso drive the country’s economy. To further establish Bihar as a globally proferred investment dastination, the Department of Industries, Bihar is organizing the ‘Bihar Business Connect , 2024 at Paina during 19-20 December 2024. The Exhibition will be a holistic showcase of new investments in the State, new projects of the State, innovative technologies through Start-ups, marquee Government projects, corporates, etc. 4 Invitation Department of Industries invites Proposals (the *Proposals/Bids") for appointment of a reputed event management agency to undertake this “Bihar Business Connect - 2024” event for Department of Industries as por the scope of work of this RFP. The Bidders/Applicants desirous of taking up the projectare invited to submit their ProposaV/Bid in response to this RFP. The criteria and the actual process of evaluation of the proposals in response to the RFP and subsequent solection of the successful bidder willbe entirely at Department of Industries’ discretion, The Bidders! Applicants should have necessary experience, capability and expertise to perform, as por the terms and conditions coutined in this RFP. The RFP is not an offer by Department of Industries, but an invitation to receive responses from the potential Bidders. No contractual obligation whatsoever shall arise from the RFP pprocess unless and untl a formal contract or work order is offered by duly authorized officials) of Department of Industries with the success‘ul bidder. 5 Event Details Department of Industries has envisioned the event to be grand and thus plans to invite dignitaries fromcentral and state governments, industry bedies, Departments. and Educational Institutions. ‘An event of this stature requires the services of agency having prior experience in management of such events, The selected bidder is required to be well versed with VVIP protocols, guidelines, systems of organising such events. The selected bidder is expected to proactively work as defined in the scope of work, majorly classified in the following areas: a) Management Logistics, Security protocols, coordination etc., for delegates b) General end-to-end event management ) Printing of event documents, collaterals, and publicity material 66 vu. vu vil. XI XII. Xl. XIV, XV. xv xv xvi xix, Scope of Work The scope of work for the event management agency is detailed as under but not limited to the following: Ensure all pre-event activities including innovative activities using technology for successful execution of the event, programme and event flow. Overall event planning including indoor infrastructure and amblence creation. Overall outdoor ambience including branding, barricading welcome gates and walkways ete, for the event, The selected bidder may be required to set up state/industry-specifc exhibition stands as per Department of Industries’ advice. This may include setting up kiosks for wiling participants, including provision of the kiosk’s furniture, lighting, ot. Suggest unique kits/bags for delegatesiparlicipants comprising conference labelled note pad, pen drive, memento and any other item as per the requirement of Department of Industries Design and place backdrops, banners, and signage at event venue, various points in the city. welcome arches on approach roads, Make necessary arrangements for hardware equipment's viz. printers/photocoplers, scanners. laptops for power point presentations, adequate screens in the halls, plasma screen in the Plenary Hall, public address system in the pre-function areas. Wireless-mic, wireless translation equipment, elc. These equipment's would be required on eed basis but not limited, the agency shall make needful arrangements of equipmant’s for smooth execution of tha event ‘Arrange Mic coordinator / Event Anchor for hosting this event, the Anchar should have prior experience of hosting large scale government events. The Anchor should be excellant orator {and should have a great command in English/Hindi languages, Provide English and Hindi speaking coordinator, laptop operators, ushers, office boys, etc. Categorize participants as delegates/speakers/audience, etc, and provide appropriate badges, souvenirs, registration forms, kits, eic. Physical desk/stallsipavilions would need to be set up for registration, Ensure proper sitting arrangements for VVIPs, Delegates and Department of Industries staff including department wise sitting arrangements at the venue Ensure on-site security arrangements as per security and protocol requirement. Masking of the Venue as per security requirament. Prepare a lounge for the Chief Guest and VIPs. The lounge should be of optimum standard and as per the protocol and requirements of VIPs. Arrange for Food and Beverages (F&B) services for all guests, dignitaries and VVIPs/VIPs, based on the menu decided by Department of Industries. Creation of designated media zone, media lounge, and issuance of media passes, The media ounge should have at least adequate desktopcomputers, MFP printers and dedicated staff to handle all the IT related issues. Photography and videography of the eventiconterence, Floral decoration of entire event as per the requirement of Department of Industries, including arrangements and installations of decorative plants al entire event venue and Plants/ Flower Bouquet etc. for WIPS as per the requirement of Department of Industries. Photo opportunity Zone - 3D installations (10 ft X 6 ft) to serve as a photo opportunity; well- integrated on the theme of the event and to be erected at the most suited location at the event venue, for maximum engagement. ‘Safe Room - Safe room for WIP around the stage at inaugural hall which would include Sofas, Chairs, Teapoy tables, Flower decoration, water botlles, platform, carpeting, guards with Bag number tags Planning and organizing cultural events and excursions for the delegates as per the approval of Department of Industries on Day 1 for the networking dinner, osXXI, Planning and execution of event facility at hotel Tal, Patna on 20" Dec 2024 for 50 pax with stage set-up, sound and light for the Round-Table session, Event Timing: 1100 hours to 1200 hours XXII. Provide suggestions and Innovative ideas to make the event successful Xxill, Provide ID badge vending machines for smooth registration XXIV. Suggest 3-4 modem evant technologies XXV. Live telecastVC facility to be provided with good internet facility XXVI. Arrangement of local transfers, hiring of Cars and Busses for quests and support staff (50 Innova, 50 sedan & 4 tourist bus XXVII_ Support and execute any other activities assigned to them by Department of Industries during theevent XXVIII. The selected agency will set-up an office at Indira Bhavan as soon as the tender is awarded, ‘who will work closaly with the department XXIX. Submit Postevent report and lefl-over promotional, event material if any to Department of Industries. Note: a) Variations may happen in scope including quantities of printing materials and other kts. b) tems not available in BOQ shall be worked cut based on mutual agreement. However, for any additions in cost, the same has to be justified with documents/ past work orders, if any. 7 Service Level agreement ‘The selected bidder is expected to perform all activities as mentioned in the scope ofwork with utmost professionalism and quality adhering the service level agreements defined in the table below. 5 Beara ian peas email SRroree ema EU rn 1. |execution plan [Each day of delay [0.5 % of the contract value a ey eee re Percenage of Salsiealon (i) bewea [oo No EETay te ae ie cee asc ; Participant onevent management eo S120 a Bevan me contact i a [Piss [ss atreloeeate eerie satisfactory feedback / total number of | 505=S1<60 the contract Sapien co) JSS ae Percentage of Satisfaction (S2) from the ee No Peneay Se Lem Pane (goeSETE——[ ae Sa ee eee, a oases S500 — ie ie Si (Number of Department of value pean es ee ee eeseneng sae TSSRH We oF theca Feedback should be collected from minimum 0% of the participants. Overall cumulative penalties are ‘capped to 10% of the contract value. Department of industries’ decision in this regard shall befinal 88 Payment Terms & Schedule Selected agency is required to raise the invoices as per the following milestones: d) 10% of the contract value shall be paid on signing of the contract! issue of work order or LO! land submission of advance bank guarantee by the agency. ©) 20% of the contract value shall be paid on submission of event execution plan as per the timelines Gefined inthis RFP by agency and post approval by Deparment of Industries. f) 65% payment shall be made after final invoice submission by the agency on successful ‘completion of the avant to the entire satisfaction of the Department of Industries. a) The residual 5% of the contract value shall be paid on subr sion of event closer project report, return of left out publicity / event materials to Department of Industries and issuance of ‘completion certificate from Department of Industries NOTE: Expenditure for the event execution & its related arrangements shall be the duty of thesuccessful bidder and ro activity whatsoever shall be put on hold for release of payment. Payment is subject to applicable deductionsiponalties as por SLAs defined in this RFP. 9 9.4. Eligibility Criteria and Evaluation Process Technical bid documents The eligibility criteria are es mentioned below in the table. The bidders need to submit supporting ‘documents including the Cover letter of the bid signed by an authorised signatory of the bidder per ‘Annexure-t of this RFP. Power of Allorney 2s per Annexures of this REP of Authorization letter from Company Secretary / Board, S.No. | Criteria Dosuments required 7. |i Shawls be @ company regisiered under] 1, Copy of cerficate of incorporation the provisions of the indian Compa along with namechange ff eny Ack. 2019) Companies Act, 1990 oF a Parinership firm registered under the| | Copyof PAN Card Indian Partnership Act, 1936 or the | iii, Copy of GST registrationcertifcate UinitedLiablty Partnerships Ack, 2008 or an organizalion registered under society | 1V. Copy of atleast one work orderfor a the work executed by the agency conor before Jly 2088 Registered with the Income Tax Authorities it, Registered witn GST Network iv. Should have been in business in this Feld a east for last 10 yoors | Z| The bidder should have an annual umnover of | Cerifeale rom the Srarered minimum INR 20 Crore for 8 years aut of last | accountant. four audited francial years (FY 2019-20 8 FY | ne waver details must be proved 7 ry as per the format given inthis RFP at Annexure " Ze3 [The agencies should have successfully executed at least 2 large events each of value more than INR. 1 Gr. forGovernment of India/State Govt. with YVIPs during the past 5 years. ‘The contract! work order should be in thename of bidder. or Jompletion certiicatestrom the Client Delals of the ascignmonts as por] Anmexure 4 provided in this RFP, along withthe fllowing cocuments: Work order 4,__| The bidder should not have the status of being Dlacklisted or made ineligible by Govt. of india State Govt. ‘Govt. Agencies for participation in future bids for unsatisfactory performance, corrupt, fraudulent or any other uncthical busines: practices or any other reasons, as on date submission of the bid, Certificate duly signed by an authorized signatory of the bidder 9.2. & |The Bidder should have minimum 60 professional manpower having relevant experience in organizing indoor! outdoarevents involving VIPs bidder Salr-Cerificate signed by HR headof Technical Evaluation Criteria ‘The technical evaluation criteria are as mentioned below. The bidders need to submit supporting |). 4 (Four) or more major events - 25 Marks (i) (hres) major events 20 Marks (iii) 2 (two) major events - 15 Marks documents for Technical Evaluation Criteria SI. [Bid Component Marks [Documents ‘Renwaltumever (1) during the Tast_twe Financial Years (FY 2018-19, FY 2019-20, FY Certtieate from thechartered 2024-22, FY 2022-23 & 2023-24). accountant 1 | @) 7235 cr-25 Marks 25 | the tumover details must be provided as per the | (i) 30> 72 25 or- 20 Marks format given in this RFP at (li) 25> 72 20 Cr=15 Marks pewaiee) Experience of the agencies in successtuly Deiais of The assignments exeouting large events each of value more thar sa, per Annanre 4 proved INR. 1 Cr. for Government of India/State Govt. Jie REE? Inekiding: | with VIPS during the past 5 years 25 [+ Completion certificates from the Client OR = Work order and Self certificate of completion by the agency 10The Bidder should have adequate professional manpower having relevant experience in ‘organizing indoor! outdoor events with YVIPs. arrcest Sratah era to | Sti Cenate signed by Mz 75~10 marks | 15> M260 ~7 mans 50> M 235 5 marks Presentation should cover follawing = Copy of presentation should be submitied as part of bi. Department of Industries i. Understanding of event requirements 4 | lie Work plan of Event 40 iil, Innovative-Creative Ideas/Solution/Approach for successful ‘execution of event ‘would take the interview of iv. Core team structure, SPOC -event | the core tean/SPOC manager event V. Key leamings from similar past events T Tanger proposed by the | bidaer ‘One page CV of the SPOC event manager should be | submitted in the technical bid as per Annexure 6 TOTAL Marks 100 9.3. Financial Evaluation Criteria ‘The Financial Bids of the technically qualified bidders will be evaluated as per the evaluation criteria ‘explained below. The lowest financial bid (Fm) will be given the maximum financial score of 100 points. The financial ‘scores (F) of the other financial bids will be computed as per the formula for determining the financial scores given below: (00 x (Fm / Fb) Where, Fe = financial quote by the bidder Fm= Lowest amount of financial quote by the bidder 8) Ifa bidder quotes NIL charges/ consideration, the bid shall be treated as non-responsive and will not be considered. b) The bid price wil include all taxes and levies and shall be in Indian Rupees. ‘¢)_ Any conditional bid would be rejected. ) Errors & Rectification: If there is a discrepancy between words and figures, the amount in ‘words wil prevail. €) Department of Industries will determine whether the Financial Proposals are complete, and Luneonditional ) The financial bid should comprise of the price schedule in accordance with Annexure? of this RFP. Bidders may ensure that the financial bid is in the same format as provided in the RFP. and non-adherence to these formats shall be at the bidder's risk and may result in rejection of the bid am ¢ es9.4. Final Combined Evaluation a) The technical bids will be given a weightage of 70% based on criteria for evaluation, b) The bid with the lowest cost will be given a financial score of 100 and the other bid given financial scores that are inversely proportional to their prices. The financial bid shall be allocated @ weightage of 30%. For working out the combined score, Department of Industries will use the following formula: Total points: (0.7 x Tn) + (0.3 x F) (Where- Tn stand for technical score and F stand for Financial Score. The bids will be ranked in terms of total points scored. The bid with tha highest total points (H1) will be considered for the award of the contract. Bld B in this case with the highest total points (H1) will be considered for award of work. 9.5. Issue of Work Order Department of Industries shall reserve the right to negotiate with the bidcer whose proposal has been rankedas highest total points (H1) on the basis of Technical and Financial Evaluation ‘After Department of Industries notifies the successful bidder that its proposal has been accepted, Department of Industries willissue a formal work order incorporating all clauses, terms and conditions of this RFP. ‘The engagement shall be effective on the date of ts signing of contract or issuance of work order /LO! by Department of Industries and shall continue until the date of the successful completion of the events unless terminated by Department of Industries. The successful bidder shall furnish the Performance Bank Guarantee (PBG) of 3% of the Total Work Order value within 10 days from tho issue of work order /LOI by Department of Industries. Fallure of the successful bidder fo agree with the Terms & Conditions of this RFP post selection shall Invite penalties with suspension for participation in future procurement processes of Department of Industries for a period of up to three years and Department of Industries may forfeit the EMD of the bidder. In such event Department of Industries may award the contract to the next bidder having highest ‘combined score or call for new proposals from the interasted bidders at its own discretion. 10 Instructions to Bidders 10.1. Instructions for fendering Download of RFP Document ‘The RFP Document can be downloaded from the website of Depertment of Industries (htps:!/ state.bihar.gov.in/industries/CitizenHome.htm!) or Udyog Mita (hitpsi/ udyogmitrabihar. in) 10.2. Language of Bid The Bid prepared by the Ageney, as woll ae all correspondence and documents relating tothe Bid exchanged by the Agency and Department of Industries shall be written in English. Supporting documents and printed literature furnished by the agency may be in another language provided they fre accompanied by an accurate translation of the relevant pages in English, For the purposes of interpretation of the bid, the translation shall gover. Information supplied in another language without proper translation shall be rejected. 10.3. Pro: The Prebid queries should be sent to Department of Industries in emall at [email protected] Department of industries shall not be responsible for ensuring that the bidders’ queries have been received by them. Any requesis received for clarifications after the indicated date and time may not be entertained by Department of Industries. ‘All queries relating to this RFP, technical or otherwise, must be submitted by email only and will be entertained by Department of Industries only in respect of the queries received within the date and time specifiod in this RFP. Department of Industries will respond to the queries in the pre-t meeting. id meeting 12Department of Industries will endeavour to provide a complete, accurate, and timely response to all queries raised by the bidders. However, Deparment of Industries makes no representation or warranty as to the completeness or accuracy of any response, nor does Department of Industries undertake to answer all the queries that have been posed by the bidders and bidders shall not assume that their unanswered queries have been accepted by Department of Industries 10.4. Bid Opening Session a) One authorized representative of each of the bidders would be permitted to bepresent at the time of opening of bids. b) Department of Industries always reserves the rights to postpone or cancel a scheduled bid opening. ¢) The bidders’ representatives who are present shall sign a register evidencing their altendance. In the event of the specified date of bid opening being declared a holiday for Department of Industries, the Bids shall be opened at the same time and location on the ext working day. However, if there is no representative of the bidder, Department of Industries shall go ahead and open the bid of the bidders. 10.5. Evaluation Process Department of Industries will evaluate the responses of the Bidders, supporting documents / documentary evidence meeting the eligibility criterion as mentioned in this RFP. Inability to submit requisite supporting documents / documentary evidence, may leadto rejection, Department of Industries would evaluate the pre-qualification bide with respect to the pre- qualification criteria as mentioned in this RFP. The technical bids of the agencies who meets the pre-qualification criteria will be open and evaluated ‘The technically quslified bidders shall mako a dotallod presentation to Department of Industries for evaluation purposes. This presentation shall be made only by the eligible qualified bidders on ‘a scheduled date and time, as nolified by Deparimant of Industries. ‘The Technical Proposals of the qualified Bidders shall be analysed and evaluated. Onlythe bidders who get an overall technical scare of 70 or more will qualify for the openingof financial bids, Failing to secure minimum marks shall ead to technical disqualification of the Bid. ‘The technical evaluation criteria are as mentioned below. The bidders need to submitall the ‘supporting documents required for Technical Evaluation. The decision of the Department of Industries Inthe evaluation of responses to the RFP shall be final 10.6. Period of validity of bids Bids shall remain valid for not less than the number of days mentioned in the Fact Sheet.Depariment ‘of Industries holds the rights to reject a bid which is valid for a period shorter than days mentioned in Facisheet as non-responsive, without any correspondence. In exceptional circumstances, Department of Industries may solicit the bidder's consent to an extension of the period of validity. The request and the response thereto shall be made in writing Extension of validity period by the bidder should be unconditional. The EMD provided under this bid shall also be suitably extended 10.7, Rejection of bid ‘The Bid has to be uploaded in the form of printed document. The bids submitted by Telex, ax or email shall not be entertained. Any condition put forth by the bidder non-conformingto the bid requirements shall not be entertained at all and such bid shall be rejected. a Ge10.8. Termination of Work Order Department of industries may terminate this Work Order under the following circumstances: a) Department of Industries is of the opinion that there has been such event of default on the art of the selected bidder which Would make it proper and necessary to terminate this Contract and may include failure on tho part of the bidder to respect any of its commitments ‘about any part ofits obligations under this contract. b)_ The selected bidder has failed to commence the provision of Services or has withoutany lawful ‘excuse under these conditions suspended wark, )_ Inthe event that stafing personnel andlor services as por the scope of work underthe contract with Department of Industries is not found acceptable by Department of Industries. d) The selected bidder has neglected or failed to observe and perform all or any of theterm’s acts, ‘matters or things under this Contract to be observed and performed by it. ) The selected bidder has acted in any manner to the detrimental interest, reputation, dignity, name, or prestige of Department of Industries 10.9. Earnest Money Deposit (EMD) a) The bidder is required to submit EMD of Rs. 3,00,000 (Three Lakh) only in the form of Demand Dratt (OD) in favour of Udyog Mitra, Patna. Tho validity of EMD should be 3 months from the date of submission of Bid, )_ Bid that do not accompany EMD shall be summarily rejected a) The EMD may be forfeited: ‘A. Incase the agency is found in breach of any condition(s) of this RFP B. Ifa bidder withdraws its bid during the period of bid validity. C. In case of a successful bidder, if the bidder falls to sign the contract in ‘eccordance with this RFP. 10.10.Performance Bank Guarantee Al incidental charges whatsoever such as premium, commission etc. with respect to the Performance Bank Guarantee (PEG) shall be borne by the selected bidder. The PBG may be discharged! retuned by Department of Industries upon being satisfied thal there has baen dua performance of the obligations of the bidder under the work orders. However, no interest shall be payable on the security, deposit or the performance bank guarantee, The bidder shall submit PBG within 10 days from the issue of Work Order. PBG shall be valid for a pericd of 60 days beyond the date of completion of all contractual obligations of the selected bidder. The selected bidder shall submit a PBG of an amount of 3% of the contractvalue. The selected bidder shall be responsible for extending the validity date and claim period ofthe PBG as ‘and when it is due on account of non-complation of the project. In case the selected bidder fails to submit PEG within the time stipulated, Department of industries at its discretion maycancel the order placed on the agency without giving any notice. Depart:nent of Industries shall invoke the performance ‘guarantee in case the selected bidder falls to discharge their contractual obligations during the period. 10.14.Price Variation In the event of lowering of government levies after the finalization of the contract, the selected bidder shall automatically pass on the benefits to Department of Industries, and in the event of increasing of ‘government levies after the finalization of agreement; Department of Industries shall consider the case ‘on merit and the provata benafits to the solocted bidder may be conserved if fullreference with documentary evidence is submitted. 10.12.Confidentiality and Security a) The selected bidder and their personne! will nol, either during the term or after expiration of this contract, disclose any proprietary or confidential information relating to the services, contract or business or operations of Departmont of Industries or its clients without the prior writen consent of Department of Industriokb) The selected bidder will ensure that no information about the software / hardware 1 policies of Department of industries etc. is taken out in any form including electronic form or otherwise, by the manpower posted by them, ©) Additionally, the selected bidder shall koop confidential all the proprietary details and information regarding the event. d) Department of industries shall retain all rights to prevent, stop and if required take the necessarypunitive action agginst the selected bidder regarding any forbidden disclosure. €) For the avoidance of doubt, it is expressly clarified that the eforesaid provisions shell not apply to the following information: i, information already available in the publie domain. ji, information received from a third party who had the right to disclose theaforesaid information li, information disclosed to the public pursuant to @ court order ) Any handover of the confidential information needs to be maintained in alist, containing at the Very minimum the name of provider, recipient, date of generationof the data, date of handing over of data, mode of information, purpose, and signatures of both parties. 9) Notwithstanding anything to the contrary mentioned hereinabove, the selected bidder shall have the right to share the work order provided to it by Department of Indusiries in relation to this Agreement, with its prospective purchasers solely for the purpose of and with the intent to evidence and suppor its wark experience under this agreement 10.13.Applicable law ‘The work-order wil be govered by the laws and procedures established by the Govt. of India within the framework of applicable legislation and enactment made from time to time concerning such commercial dealings/processing. All disputes in this connection shall be settled in Delhi jurisdiction only. 10.14.Dispute resolution ‘The Bidder and Department of Industries shall endeavour their best to amicably settle, by direct negotiation all disputes arising out of or in connection with the contract. In case any dispute between the parties, does not sattio by negotiation, the same may be resolved exclusively by arbitration and such dispute may be submitted by eitner partyfor arbitration. Arbitration shall be held in New Delhi and conducted in accordance with the provisions of Arbitration and Conciliation Act, 1996 or any statutory modification or re-enactment thereof. Each Party to the dispute shall appoint one arbitrator each and the third to be appointed by the Department of lnformation Technolcgy, Government of India, ‘The “Arbitration Notice” should accurately set out the disputes between the parties, the intention of the aggrieved party to refer such disputes to arbitration as provided herein,the name of the person it ‘seeks to appoint as an arbitrator with a request to the other party to appoint its arbitrator within 45 {ays from receipt of the notice. All notices by onepary to the other in connection with the arbitration Shall be in writing and be made as provided in this tender document. Each Party shall bear the cost of preparing and presenting its case, and the cost of arbitration, including fees and expenses of the arbitrators, shall be shared equally by thePerties unless the award ‘otherwise provides. The Bidder shall not be entitled to suspendihe Servicels or the completion of the job, pending resolution of any dispute between theParties and shall continue to render the Servicels in ‘accordance with the provisions of the Contract/Agreement notwithstanding the existence of any dispute between the Parties orthe subsistence of eny arbitration or other proceedings i Chief Exécultive Officer Udyog Mitra, Dept. of Industries, Govt, of Bihar, Patna, 15Annexure 4 - Organisational profile S| Pariculars Details No. 1. | Namie of Bidder 2 | Legal status of Bidder | (Company, Pvt. Lid,, Ltd., LLP, etc.) 3, | Bidder's country of registration 4 Incorporation Details: (Incorporation / Registration date and number) 5. | GSTNrumber 6 | PAN ~ 7. | Registered address (in country of Registration) (8 | Areas of business of ho Bidder 9, | Primary Contact Person (Name, Designation, address, mobile number,erail) 10. | Secondary Contact Parson (Name, Designation, address, mobile number.email) 16‘Annexure 2 - Format for Financial Bid Erection of Welcome Gales at Gyan Bhawan 2 [ws ‘Stage Fabrication (Sun Fabric Backsrop with LED 2 | screen at both the sides wih Panols) Suggest stage | 1 | Job design 3 [Branding at Gyen Bhavan 30000 | Sat Forel Decoration at Gyan bhavan Main erry “alte mesting rooms 4 err stge fas aa “Lntby area of al the floors “Exhinson area 5_| LED Screen for dspay a various lcaton 2000 | san_| 6 | Aucio Video systems fr 1000 pax 1 | a daye 7_| Arist for sof background music 1 | 2ays 8 | Master of Ceremony (orefound in Hindi & Engst) | 2 | 2days © | Ushers Male/Female = [20 | ae 10 | Housekeeping staffs Support staffs 20 days | 1 | Stage preperation and sting arrangements for Seles WPS! Delegates 72 | Media Lounge with proper faiiy 2 [ws] 13 | Registration boothe wih ID badge Vending Machines | 30 | no's 14 | Proton end éeosrapny ofthe eventneed? | 2 | paaye call Sonoma EES 300 | a Lunch fr 1st and 2né day ofthe event (expected 18 | participant will be 800 for each day) pea | ee Event setup for Gala cnner st Hote Tj, Patna “Stage Bea 17 | Baum + | Job Tatanding | "Décor | 13 | ior tr tet cay ony Expeaceparapartwilbs |e | pax | 19 | Miscolancous expense 1b 20 | Report submission 1 [nes 21 | Manpower, laptop and piniereorregistalion ares |g | sayy for 2 days 17; J22 | Carpet sooo | sqm Wii for up-to 1000 pax with bandwidth of up-to 1 23\| Bape 1 Job [24 | Coupon printing for LO's and stat 200 | nos 2 | Ror Help Desk wih 2 cheis andbackahop for 2 7, ae 26 | Floral Bouquets 50 no's 27 | VIP Lounge furniture 25 pax 28 | Genset with Diesel for Conference Hall(2Gensets) | 60 | hours 29 | Power Distribution for Conference Hall __|_250 | Kwa 30 | Genset with Diesel for Dinner (2 Gensets) 30__| hours 31 [Power DisiibutiontorDinner SS «|_ 128 «| iKva 32 | Carpet for Exhibition Hall 2000 | sqm Exhibition Stalls in Octonorm with Tables, Chairs and 3 ieee 450 | sqm 34 | Invest Bihar Pavilion and Four Theme Pavilions i ob. 35 | Welcome gates in Patna city 40 Job 36 | Seden 50 | 2days Innova 50 | 2days Tourist Bus 8 | 2cays Bidders are requested to quote a total amount for the above listed elements with GST Note: a) The quantity mentioned above, are indicative and for financial bid evaluation purpose only. b) The successful bidders need to ensure necessary arrangements for the event based fon the final confirmations and invitee database prepared by the department post, coordinating with delegates ¢) Payment for welcome kits and F&B will be made based on the numbers as per work order. ) Contract value will be worked out based on the final guest number decided by Depariment of Industries on mutual agreed terms and condition. 18Annexure 3 - Power of Attorney POWER OF ATTORNEY. (On Stamp Paper of relevant value) Know all men by these presents, we. (name of th Company and address af the registered office) do hereby appoint and authorize Mir! Ms (full name and residential address) who is presently employed wit Us and holding the position of__as ourattomey, to do in our name and on our behalf, all such acts, deeds and things necessaryin connection with or incidental to our bid document for this project, response to the < tender no > invited by the Udyog Mitra, Department of Industries, including signing and submission of all documentsand providing information / responses to Udyog Nitra, Department of Industries in dll matters in connection with our bid, We hereby agree to ratity all acts, deeds and things lawfuly done by our said attomey pursuant to thle Power of Attomney and that all acts, deeds, and things done by our aforesaid attorney shall and shall always be deemed to hava been done by us. Dated this day of, 2024 For (Signature) (Name, Designation and Address) Accepted (Signature) (Name, Title and Address of the Atiomey)Date: Note: ) The mode of execution of the Power of Attomey should be in accordance with the procedur if any, laid down by the applicable law and the charter documentsof the executants and wheh | itis $0 required the same should be under common seal affixed In accordance with the required procedure ) Also, wherever required, the bidder should submit for verification the extract ofthe chartgr documents and documents such as a resolution / power of attomeyin favour of the pers executing this Power of Attorney for the delegation of power hereunder on behalf of t bidder. ©) In case the bid Is signed by an authorized Director / Partner or Proprietor of the bidder, cerified copy of the appropriste resolution / document conveying such authority may be enclosed in lieu of the Power of Attornoy. | KSAnnexure 4 - Format for showcasing project experience [Project Title: (Attach separate sheet for each project) Name of client ~~ [Approximate vaiue of services provided: (Client (Government /Privaté Address of cient Referrals (Client 'sideyName: [Name of senior team members of bidder involved in the Designation: i broject Role in the | [project (Contact inumber: Email ha: ‘Start Date (month/year. Status of tha assignment (successfully implomented -omplemented, ongoing, under support J maintenance phase): [End Date (month / year}: \Narrative deseription of project (in not more than 200 words) Descrintion of actual services provided by your staff within the assignment: (n not] ‘more than 500 words) [Relevance of assignment to current project in not more than 200 words) 20Annexure 5 - Format for Annual Turnover ‘TO WHOMSOEVER IT MAY CONCERN We may verity the books of accounts and related record of MI8....sun::mrniinmnnn situated at ‘Address of the Firmicompany.........1-«. and on verification of the records, we hereby certify that average Turnover of this mentioned entityirm during the last five (6) financialyears which are as under: = No, | Financial Year (FY) Tumover (in Rs.) T | 2019-20 . 2020-21 2021-22 2 3 a 20223 | 5 | 2028-24 | ‘Average Annual Turnover of last Five (5) financial years Place: Date: Sign & seal of Chartered Accountant: 21Annexure 6 - Format for CV (SIN. | Proposed Position "SPOO-Event Manager 1. | Name 2 | Qualifications T_| Toial years of experience and relevant ‘experience in Event Management 4°" | Delalls of Events underiaken as mentioned below for minimum three projects inpast 10 years, 5. | Event Name: Client Name: Event Value: Event — Size-Participants: Event Date: Role/Work area: 22