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BID DOCUMENTS

FOR

Designing &Establishment of Exhibition Stall of Forest Department at

Gandhinagar under the aegis of Vibrant Gujarat Global Summit-2019

Global Trade Show

Duration of downloading tender document from

Forest website

https://forests.gujarat.gov.in/www.nprocure.com

On 26-12-2018, 11:00hrs to

On 02-01-2019, 18:00hrs

Last Date for Submission of Technical Bid at

Publicity & Liaison Division office (Physically) &

Financial Bid (Online) through www.nprocure.com

On 26-12-2018, 11:00hrs to

On 02-01-2019, 18:00hrs

Date of Opening of Technical Bid at the office of

PCCF Wildlife, Aranya Bhavan, Gandhinagar.

On 04-01-2019, 16:00hrs

Office of the

Deputy Conservator of Forests

Publicity and Liaison Division,

Aranya Bhavan, Sector-10, Gandhinagar, Gujarat-PIN-382010.

Gujarat Forest Department

Gandhinagar

December – 2018

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DEPUTY CONSERVATOR OF FOREST, PLO DIVISION, GANDHINAGAR

BID document for

Designing and Establishment of Exhibition Stall of Forest Department

at Exhibition Ground, Nr. Mahatma Mandir, Gandhinagar under the

aegis of Vibrant Gujarat Global Summit-2019

From 18th to 22th January 2019

INDEXT-B is organizing the Vibrant Gujarat Global Trade Show -2019 at the Exhibition Ground

Gandhinagar from 18th to 22th January-2019.Gujarat Forest Department has decided to participate in the

exhibition by showcasing its activities in a separate exhibition stall. Activities in the event will be for 4

days. The department has acquired a section of 510 Sq.mt.area in the exhibition hall no. 6. Technical and

Financial bids are invited from agencies empanelled with INDEXT-B to set up the exhibition stall at the

site of mega exhibition based on the below mentioned concepts. The agencies shall submit their technical

bid in a sealed cover marked as the “Annexure I, and financial bid online. Bidder Agency shall also be

required to make a presentation about their proposal relevant to the following concept before the

committee constituted for the purpose.

1.0 CONCEPT:

Exhibition stall of Forest Department would be set up at exhibition ground, Gandhinagar, with the

conceptual theme "Celebrating the Glory of Forests" with appropriate innovative ideas and effects. The

work for the same had to be executed as per the attached Concept Note.

2.0 TERMS AND CONDITIONS:

1. Bids are invited for the exhibition from agencies empanelled with iNDEXT-B Gandhinagar for

Designing & Setting up of Exhibition Stall on aforementioned theme of Gujarat Forest

Department at Gandhinagar under the aegis of Vibrant Gujarat Global Summit-2019 Global

Trade Show to be held from 18th January to 22th January 2019.

2. Bids shall be submitted as per instructions given on the bid document.

3. All the pages of bids shall be duly signed with seal and date.

4. The bidder must use appropriate technological equipments with high resolution and compatible

sound system, the details of which must be mentioned in the presentation. Any other effective

communication tools may be proposed for publicity and diorama along with the technologies

mentioned.

5. While Gujarat Forest Department will facilitate the bidder in contents, photographs and other

needed material, the bidder agency shall have its own arrangement and resources to provide and

mobilize the same for fulfilling the bid obligation.

6. The work should be completed within 7 days from the date of issue of work order or prior to 48

hours of the exhibition date, whichever is less.

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7. The technical staff would remain present during from 18th January 2019 to 22th January 2019 to

solve any technical issues arising in the making of exhibition stall.

8. Financial Bid to be submitted online as per indicative format given in the Annexure-II.

9. The bidder shall quote all the rates for various items provided in the Financial Bid format placed

as Annexure-II to the bid. The Rates shall be inclusive of all taxes.

10. The rate quoted for above said work should be on lump-sum basis and not on percentage basis.

The rates quoted by the bidders shall be inclusive of all taxes, statutory levies, charges, service

tax transportation etc. Authority shall not entertain any claim for extra payment over and above

the agreed rates.

11 For the purpose of L1 the lump-sum rate quoted will be used.

12. The Security deposit shall be five (5) percent of the bid value.

13. Conditional bid shall not be accepted. Authority reserves the right to reject such tenders without

assigning any reason thereof.

14. The Gujarat Forest Department reserves the right to reject any or all the bids without

assigning any reason. In case of any dispute, the jurisdiction will be Gandhinagar only.

15. The Gujarat Forest Department reserves the right to seek additional information from any

applicant, if necessary, during the course of bid’s evaluation.

16. Experience and Quality of work will be given preference, hence comprehensive proposal with

details of similar work experience are expected.

17. No price escalation shall be paid.

18. The exhibition, with its all components is required to be maintained from 18th January to 22th

January 2019. In case the State Government decides to extend it, the bidders may quote optional

rates for the same on per day basis.

19. In case of undue delay beyond 4 days or withdrawal of work at any stage, no payment shall be

made to the agency.

20. The bidder agency will be responsible for any violation of copyrights for all designs,

photographs, material etc. used by it, not provided by the forest Department.

21 The final concept, layout, design and overall exhibition designs will have to be got approved by

Gujarat Forest Department.

22. The bidder agency shall furnish and adhere to the schedule of implementation to the Forest

Department and build/erect/install the structures and equipments as per concept plan, drawings

and specification approved by Forest department in timely manner.

23. The successful bidder agency will be required to submit electronic/ soft form of design (in an

appropriate software used) whether open source or not. Failure to do so, may result in deduction

from security deposit.

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24. In order to work timely, efficiently and for hassle free preparation and successful management of

the events, the bidder agency shall work and coordinate well in advance with the Forest

Department and agencies/vendors appointed by Forest Department to provide other services.

25. The bidder agency shall obtain all necessary permits/approvals from various concerned

Departments such as electricity, firefighting, police department etc. wherever applicable, well in

advance of schedule of event. Such permits/approvals shall be submitted to Forest Department for

its perusal. Forest department shall assist the Service Provider for obtaining such

permits/approvals. In case of any fees/charges to be paid in connection with the said

permit/approval, shall be borne by Forest department.

26. The bidder agency shall abide by all statutory rules and regulations as may be applicable such

as statutory approvals, clearances and License from Labor Dept. etc.

27. The bidder agency has to execute the work with due respect to aesthetics, clean and good

ambiance, safety and theme consistent with best of the practices within the given time frame.

28. The bidder agency shall deploy adequate technical manpower and other professionals for

installation and execution of work. The Bidder agency shall depute adequate supervisory staff

for management of work and coordination with other agencies rendering allied services in the

event.

29. The bidder agency shall bring in best of the installation practices and use of high quality material

in vogue.

30. The bidder agency shall also be responsible for dismantling the structures installed and clearing

the site of the event once the event is over and adhere to the time frame regarding the same.

31. The Bidder agency shall be responsible for any damages, injuries, human causalities that may

occur due to any negligence on their part. The bidder agency shall obtain sufficient

insurance cover anticipating all the risk associated with event.

32. No advance payment will be made to the bidder agency for the works.

33. The payment schedule after entering in to the agreement with successful bidder agency will be

subject to submission of deliverables and progress reports.

34. All statutory taxes will have to be borne and paid to the concerned authorities by the bidder. In case

there is any statutory requirement of tax deduction at source under any Act, rules etc., such taxes will

be deducted at source while making payment by the Gujarat Forest Department.

35. Bids submitted shall be complete in all respects with signature on all pages by authorized

signatories. Incomplete, partially signed or unsigned bids shall be treated as invalid.

36. Physical documents of technical bid and financial bid not submitted in the time limit shall be treated

as invalid and no representations in this regard shall be entertained.

37. Technical bids shall be opened on 04-01-2019 at 16:00 hours in the Office of the Principal Chief

Conservator of Forest, Wildlife, Aranya Bhavan, 'B' Wing, Sector-10A, Gandhinagar, Gujarat, PIN-

382010 in presence of bidders. The bidder agencies are required to make a presentation on the

proposed design, content, structure layout of their exhibition stall, as per the bid requirement. The

presentation must cover all the aspects as elaborated in the Concept Note.

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38. The bids offered by the applicant must be valid for a minimum period of one month from the date

of opening of bids.

39. The information supplied by Gujarat Forest Department or the information generated/

collected during this assignment shall remain the sole property of the Gujarat Forest Department and

the bidder shall not divulge the same or publish it in any form without the prior written

permission from the Gujarat Forest Department.

40. After receipt of the proposal, the Gujarat Forest Department may establish official communication

with the prospective bidder in order to seek explanation/clarification and confirmations. The bidders

are being advised not to establish any contact on their own or indulge in any form of canvassing,

failing which they shall invite disqualification.

41. The Bids submitted in following manner shall be summarily rejected.

Bids not signed by the Authorized signatory;

Bids not submitted in line with the bid clauses and format of submission as directed in the bid

document

42. The bidder agency shall submit physically their bids in sealed envelopes super-scribed with due date,

time and nature of bid through Registered Post / Speed Post / Hand delivery only so as to reach to the

office of the Deputy Conservator of Forests, PLO, Aranya Bhavan, Sector- 10A, Gandhinagar,

Gujarat-PIN-382010, on or before 18:10 hours on 2ndJanuary, 2019.

PART-I: One Sealed Envelope containing technical bid with all documents:

Original and one copy of TECHNICAL BID in Annexure-I complete with all technical and

commercial details EXCEPT the prices. Original printed document shall be considered as authentic.

PART-II: The Financial Bid as per Annexure-II & III has to be submitted online through n-procure. No offline

Financial Bid will be submitted. Any offline submission of financial bid will summarily be rejected.

The envelopes containing Part-I and Part-II of offer should be enclosed in a larger envelope duly

sealed.

43. The evaluation of the bids received shall be carried out by the committee as follows:

a. Weightage of Technical Bid: 70 %

b. Weightage of Financial Bid: 30 %

44. Marking system for evaluation of Technical bid

The technical evaluation will be done as specified below. Hence all bidder agencies are

requested to structure their presentation accordingly, so as to enable proper evaluation.

Sr.

No.

Particular Maximum

Marks

Marks

Obtained

1 Planning, time frame and execution of schedule 05

2 Focus on concept themes etc. 15

3 Coverage of all aspects listed in concept note 15

4 Design and aesthetics 20

5 Space use and visitor flow 10

6 Overall communication / presentation 20

7 Any other innovative Ideas / concept used 15

Total 100

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(The bidder agency will be allotted 20 minutes for making presentation before the committee)

The financial bid of only those who obtain a minimum of 50% of the maximum marks i.e. 50 of

the technical bid will be opened.

45. The Financial bids of the bidders will be opened after evaluation of their technical bids. L-1 and

L-2 will be considered on the basis of total lump sum amount quoted by the bidders in the

financial bids. However, the bidder agencies have to provide individual rates as per Annexure-

III.

46. The final evaluation of the bid will be made taking in to consideration 70% of marks of

technical evaluation and 30% marks of financial bid.

47. Gujarat Forest Department will be at liberty to suggest additional works, if required, up to

maximum 10% of the total amount of the financial bid approved by the committee. The bidder

will be bound to do so.

Last date and place for submission of technical bid in

hard copy and financial bid online.

02-01-2019up to 18:00 hours at the office of Dy.

Conservator of Forests, Publicity & Liaison

Division, Aranya bhavan, Sector-10, Gandhinagar.

Pre Bid meeting On 28-12-2018 at 12:00 A.M. at the office of Dy.

Conservator of Forests, Publicity & Liaison

Division, Aranya bhavan, Sector-10, Gandhinagar.

Opening of Basic Information (Technical bid) and

presentation by the bidder agencies

On 04-01-2019 at 12:00 A.M. at the office of

PCCF Wildlife, Aranya bhavan, Sector-10,

Gandhinagar.

Opening of Financial bid Immediately after completion of technical

evaluation on 04-01-2019 at the office of PCCF

Wildlife, Aranya bhavan, Sector-10, Gandhinagar.

I ………………………………………..…………………………………………….. On behalf of the

………………………………………………………….. Bidder agency have read and understood the

above mentioned conditions and the same are acceptable to us.

Place:

Date: Signature and seal of

Authorized person of the agency

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Annexure - I

Basic information (Technical bid) of the Bidder agency

1 Name of the bidderagency:

2 Registration number (attach copy) of the bidder agency:

3 Postal Address:

4 PAN number(attach copy): 5. TAN number:

6 Service Tax Registration No (attach copy):

7 Key person of the organization

a. Name

b. Address

c. Designation

d. Email

e. Mobile number

8. Details of the staff working in the organization:

Sr. No. Name Designation Working Since.. Qualification

9. Details of past projects executed (past 3 years)

Year Title of

the

project

Duration

of project

Project

cost (Rs.)

Who entrusted

project

(Ministry/Dept/

organization)

Place Completed satisfactorily or

not. If yes, attach completion

certificate

2015-16

2016-17

2017-18

10. Awards (Please enclose copy of awards if received.)

Place:

Date: Signature and seal of

Authorized person of the agency

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Annexure - II

Financial Bid

(To be submitted separately)

All items included as specified in the bid document our financial bid is Rs……………………………..

Total amounts (in words)………………………………………………………………………………….

We understand and accept that above rates are inclusive of all taxes, statutory levies, charges,

transportation etc. and the rates are inclusive of execution at site. Forest department will not make any

extra payment over and above the agreed rates.

I have carefully gone through, read and understand all the above detail/terms/condition and agree to

abide them without any condition.

Place:

Date: Signature and seal of

Authorized person of the agency

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Annexure - III (Attachment with Financial Bid)

Sr.

No.

Item

Material to be used Quantity (No)

/ Size

Rate (Rs.) Total

amount (Rs.)

1 a) At least 50% of the area must be

covered with walkways of 3 meters of

width bound by Translite displaying

various ecosystems listed above. Such a

walkway must not be continuous and

must have appropriate entry and exit

points on all three open sides of the plot.

The shape of such walkways may be

curved ones and each walkway may have

sections showing at least two of the

ecosystems listed above mentioning the

details of each such ecosystem in letters

of appropriate size in Gujarati as well as

English language.

a) Translites

b) Display in English

and Gujarati language

Size of walk

ways

1........ x 3 m

2........ x 3 m

3........ x 3 m

4........ x 3 m

5........ x 3 m

6........ x 3 m

2 a) One visual appeal displayed through

Virtual Reality 360 (VR 360).

b) Two visual appeals displayed through

videos of duration not exceeding 2

minutes.

c) Visual Appeals 5 number demonstrated

through still photographs changing

frequently so as to maintain the interest of

the visitors.

3 Seating Place

a) Seating space 10x12

feet comprising of a

sofa set (1+2) and a

table.

b) Three round tables of

diameter 4 feet with 3

bar chairs each placed

at appropriate locations.

4 a) Audio Visual section of size 18x20 feet

with a screen display

10x8 feet on one side of

the wall

5 a) Achievements of the forest department

through Transilite showing photographs,

graphs and information/data about the

subject. 15 translates of size 7fl x 5fl

6 a) Displayed through technology in a

space of about 15x10 feet.

7 a) Recording of the entry of the visitors

through an online system and to collect

their responses through interactive media.

8 a) A pantry room of size 10x10 to store

water, beverages etc.

Total amount (in words) Total amount (Rs.)

We understand and accept that above rates are inclusive of all taxes, statutory levies, charges, transportation etc.

and the rates are inclusive of execution at site. Forest department will not make any extra payment over and

above the agreed rates. .

I have carefully gone through, read and understand all the above detail/terms/condition and agree to abide them

without any condition.

Place:

Date: Signature and seal of

Authorized person of the agency

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Concept note

Forest is neither an area which has trees nor an aggregation of such trees. It is an ecosystem which has different subsystems full of variety in terms of expanse, diversity and variability. They provide a host of benefits to the mankind while maintaining the ecological stability and conserving the biotic and genetic resources. The subject of forest encompasses multiple streams of knowledge which includes all aspects of natural & social sciences etc. while displaying the components of forest, effort has to be made to include all such aspects that bring out the forest in its totality.

Celebrating the glory of forests

The Gujarat forest department during the vibrant summit 2019 envisages the showcasing of all aspects of the forests that includes the following

1. Landscape richness and thematic representation of the various ecosystems

• various ecosystems such as coastal, marine, freshwater, desert, woodland, grassland, pristine jungles, community forest, hill and riverine systems etc.

2. Visual appeal of the ground realities;

• rich forests of gandhinagar and other districts • mangrove cover • wetlands • grass distribution • a day in the life of a beat guard • exclusive spots of social forestry plantations • valley of flowers near statue of unity

3. Achievements of the forest department in static and dynamic form;

• karuna abhiyan • whale shark conservation • lion and other wildlife conservation • success in social forestry • Jal sanchay abhiyan • joint forest management • ecotourism and its destinations • livelihood opportunities to local people

4. Other issues

• Recent global warming issues discussed at COP 24 Poland

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The entire display of stalls must be done using the following concepts

1. At least 50% of the area must be covered with walkways of 10 feet of width bound by Trans lite displaying various ecosystems listed above. Such a walkway must not be continuous and must have appropriate entry and exit points on all three open sides of the plot. The shape of such walkways may be curved ones and each walkway may have sections showing at least two of the ecosystems listed above mentioning the details of each such ecosystem in letters of appropriate size in Gujarati as well as English language.

2. At least one of the visual appeals listed above must be displayed through virtual reality 360 (VR 360).Two visual appeals may be displayed through videos of duration not exceeding 2 minutes. Rest of the visual appeals may be demonstrated through still photographs changing frequently so as to maintain the interest of the visitors.

3. The stall must have a seating space 10x12 feet comprising of a sofa set (1+2) and a table. Besides 3 round tables of diameter 4 feet with 3 bar chairs each may also be placed at appropriate locations in the stall.

4. The stall must have an audio visual section of size 18x20 feet with a screen display of 10x8 feet on one side of the wall

5. The achievements of the forest department listed above have to be presented through Trans lite showing photographs, graphs and information/data about the subject.

6. At least one of the achievements must be displayed through an appropriate 5D technology in a space of about 15x10 feet.

7. The stall must have the provision of recording the entry of the visitors through an online system as also to collect their responses through interactive media.

8. The sound generated due to audio visual display must be of low decibels not exceeding 45 dB in any case.

9. A pantry room of size 10x10 to store water, beverages etc. may also be provided at appropriate places.

10. Consultants who attempt to influence the qualification or selection process shall be disqualified from the process at any stage.

Attachment with financial bid Item Material to

be used Quantity Rate Total

amount a) At least 50% of the area must be covered with walkways of 3 meters of width bound by Translite displaying various ecosystems listed above. Such a walkway must not be continuous and must have appropriate entry

a) Translites b) Display in English and Gujarati language

Size of walk ways 1........ x 3 m 2........ x 3 m 3........ x 3 m 4........ x 3 m 5........ x 3 m 6........ x 3 m

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and exit points on all three open sides of the plot. The shape of such walkways may be curved ones and each walkway may have sections showing at least two of the ecosystems listed above mentioning the details of each such ecosystem in letters of appropriate size in Gujarati as well as English language.

a) One visual appeal displayed through Virtual Reality 360 (VR 360). b) Two visual appeals displayed through videos of duration not exceeding 2 minutes. c) Visual Appeals 5 number demonstrated through still photographs changing frequently so as to maintain the interest of the visitors.

a) Seating space 10x12 feet comprising of a sofa set (1+2) and a table. b) Three round tables of diameter 4 feet with 3 bar chairs each placed at appropriate locations.

a) Audio Visual section of size 18x20 feet with a screen display of 10x8 feet on one side of the wall

a) Achievements of the forest department through Translite showing photographs, graphs and information/data about the subject. 15 translates of size 7fl x 5fl

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a) Displayed through technology in a space of about 15x10 feet.

a) Recording of the entry of the visitors through an online system and to collect their responses through interactive media.

a) A pantry room of size 10x10 to store water, beverages etc.