notice for inviting expression of interest (eoi) / sor … · 2019-02-26 · page 1 of 12 notice...

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NOTICE FOR INVITING EXPRESSION OF INTEREST (EOI) / SOR FOR BAJA SAEINDIA 2019

Date of Release: 22-2-2019

Ref No. : BSI2019 / SOR / 2018-19 /Event Management Last date of submitting Quotes: 01-3-2019 PREFACE TO VENDORS:

SAE INDIA‘s most popular event in student community “BAJA SAEINDIA” has begun with the next edition to be held in 2019. As the event is growing year on year, there has been a lot of interest shown by new engineering colleges. This year we have got 363 registrations including eBAJA, which highest till today. Due to certain limitations with respect to the event management, we conduct Virtual BAJA, a preliminary design round to filter out 254 (mBAJA&eBAJA) teams out of these 363 teams, who will fabricate their buggy and come to participate in the main event in early 2019 at NATRIP, Pithampur &IIT Ropar.

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

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

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

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

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

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

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

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

Total Discount, Taxes as applicable and Total Bid Value.

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d) By participating in the Bid, it is understood that the vendors are to the terms and condition of supply put here forth in this document.

3) QUALITY POLICY a) The quality of the goods and services offered should be of utmost quality as per

industrial practices and should be compromised for any reason. b) All the goods will be accepted only if they are found to be of desirable quality standards and

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

needs to be attested by the supplier.

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

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

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

5) DELIVERY TERMS :

All the goods /services to be delivered on site as per decision for both the locations (Indore & Ropar), Delivery period / dates have been mentioned in the Annexure – A.

6) SUBMISSION OF QUOTES [QUOTATION] i) PRICE QUOTE - Duly filled priced quote using ANNEXURE A –SOR FOR BAJA SAEINDIA 2019

ii) SUPPORTING DOCUMENTS (Product Catalogues, Company background/experience, etc.)

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

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

IITR Campus Rupnagar Kind Attn: Mohit Bohare

d) All columns are needed to fill by estimated amount of figure in BOQ biding otherwise bid will Disqualified. e) All details are given in the BOQ but if any doubt or issue regarding the BOQ so vendor can contact Respective person, contact details are given in the point 7. f) Full and final decision will be taken by OC and Core committee of the BAJA SAEINDIA for selection Of vendor. g) Only Space will be provided rest vendor need to manage. 7) GRIEVANCE RESOLUTION

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

Mr. Shoaib Sadiq OC Member- BAJA SAEINDIA 2019 Email:- [email protected], Mob :- 9833570803

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

8) BAJA ORGANIZING COMMITTEE DISCRETION:

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

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

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

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

9) VENDOR QUALIFICATION:

a)Vendor should have a professional experience of the task quoted. b) Vendor should resolve all ambiguities / queries before quoting. c) Vendor should have all concerned tax identification details. d) Vendor should have outdoor service experience of sports event like BAJA. e) Vendor should have experienced manpower. f) Execution of work of atleast double the bill of quantity/amount. g) GST number h) Last 3 years Balance sheet i) Atleast 3 years of Work experience.

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Annexure – A

Event Management

Date of Release: 26-2-2019

Ref No. : BSI2019 / SOR / 2018-19 /Event Management Last date of submitting Quotes: 01.03.2019

S.No. Element Details of

Requirements Unit Qty Duration

Quote Qty

Quote Unit of Measurement

Unit Rate (₹)

Amount (₹)

1. Administration

2. Main Holding Area

2.1 LED Backdrop (40'x12') for branding behind the stage with Watch Out Facility

Nos 1

4

3. Pit and Technical Inspection Area

3.1 15 x 15 ft. pipe Tentage for teams garages-

Tin Wall (Pits) in 80 nos. with 15 amps plug point, one CFL/LED light, 1 table & 4 chairs

in each pit

Nos 82

4 3.2 Fueling Station

2 4

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

Rn. Ft.

800 4

3.4 Tentage technical inspection area near pits

1500 Sq. ft. Nos 1

4

4. Start Line, Control Room and Spectator

Area

4.1

Flag off stand near Start Line and Finish Line Flag off stand 15 ft x 15 ft - 10 ft High (Sound

structure), having

platform on top covered

withcarpeted, near Start Line, with 3 ft high Railing on all four sides on top of 10 ft height. 10 ft

structure to be covered with

black cloth from all four

sides

Nos 1 1

4.2

On 11th March 2018 Start Line Flash lights - RGY - Structure to

support Flag-Off lights.

Nos 1 1

4.3

Stairs with railing

Nos 1 1

4.4

Spectator area Pie pandal Size 20 x 30 Ft.,

covered from

Nos 1 1

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top and with wodden flooring

5. Misc. Arrangement

5.1 82 Pit area banners. 15 ft. (width) x 1.5 ft (height) on each pit unit. To contain the

Team names/ Car no./ College name/ Team logo.

Nos 82 4

5.2 Victory Stand Nos 1 1

5.3 Victory Backdrop (12'x24') Nos 1 1

5.4 White Board 4' x 2.5" white board with

marker on stand – 10 Nos Nos 10 4

5.5 Chequered Flag & Green flag 3x3 (Satin Flags

with 6ft long Fibre glass Stick) Nos 1 1

5.6 Inaugural Kit, satin cloth, National flag,

Guests placard, etc. Nos 1 1

5.7 Satin Cloth for unveiling of Display BAJA

Vehicle Nos 1 1

5.8 Chicken Mesh with Installation at Dynamic

Events Nos

5.9 2 Boom Barrier 20ft Nos 2 4

5.10

50 Walky-Talky/ Clear coms for the

communication at Site Nos 50 4

5.11

Branding Stand for Sponsors Branding Stand for Sponsors

logo of size 10 Ft x 3 Ft, 10' x 3' boards, self standing to be

placed in various

locations to give mileage to

the sponsors

Nos 4 3

5.12

SAEINDIA Start Line banner 12

ft x 24 ft

Nos 2 3

5.13

SAEINDIA Arch 30ft x 12ft

1 3

5.14

SAEINDIA Banner in Pit area 6ft x 5ft

1 3

5.15

SAEINDIA Sandwich

banner 8ft x 5ft

5 3

5.16

Victory Stand Victory Stand - Three

platforms each of 10 ft x 15 ft,

at 3 Height Levels: 1 ft, 2 ft

& 3 ft

Nos 1 1

5.17

Victory Backdrop (12'x24') Victory Backdrop (12'x24')

Nos. 1 1

5.18

Placing of stone with chuna on the road path Placing of stone with chuna on the road path

Job 1 3

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5.19

Tri Colour Gas Balloons for Inauguration.

Muti Colour Gas Balloons

for Inauguration.

Nos 150 1

5.20

Chequered Flag Chequered Flag 3 ft x 3 ft (Satin

Flag with 6ft long Fibre glass

Stick)

Nos 1 2

5.21

Green Flag Green Flag 3 ft x 3 ft (Satin

Flag with 6ft long Fibre glass

Stick)

Nos 1 2

5.22

Satin Cloth for unveiling of Display BAJA Vehicle

Satin Cloth for unveiling of

Display BAJA Vehicle

Nos 1 1

5.23

Boom Barrier 20ft on 9th March Boom Barrier 20ft

4 1

5.24

Drums(100 Lts Capacity) with Big Garbage Bags(Rental Basis)

Drums(100 Lts Capacity) with

Big Garbage Bags (Rental

Basis)

Nos 200 4

5.25

Traffic Cones Traffic Cones of 3 Ft Height

(Red Coloured) 150 - Dynamic

Events 50 - for

Technical inspection area ( Refer Sr.No.5)

Nos 200 4

5.26

Flags Flags - Satin flags of (2 ft x 2

ft) with wooden sticks

of 4 Ft (50 Yellow, 10

Green, 5 Red)

Set 1 3

5.27

Chuna Powder Chuna Powder - Packet of 25

kg each

Pkts 200 3

6.

Tape Bunting Tapes Rolls

Nos 20 3

6.1 Generators for power supply during the event (to be kept as back up)

7. Event Signages

MS Frame with

Grounding Support &

Solvent vinyl Print with

laminations on sunpack material of 5mm thick

Team Registration 3ft x 5ft Nos. 1

Go-NO-Go 3ft x 5ft Nos. 1

Engine Check & Sticker 1 3ft x 5ft Nos. 1

Safety Scrutiny - Sticker 2 3ft x 5ft Nos. 1

Figure of Eight 3ft x 5ft Nos. 1

Control Room 3ft x 5ft Nos. 1

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Car Parking (Hindi + English) 3ft x 5ft Nos. 2

Bus Parking (Hindi + English) 3ft x 5ft Nos. 2

Truck Parking (Hindi + English) 3ft x 5ft Nos. 2

VIP Parking 3ft x 5ft Nos. 2

Two Wheeler Parking 3ft x 5ft Nos. 1

Acceleration 3ft x 5ft Nos. 1

Cost Evaluation 3ft x 5ft Nos. 1

Design Evaluation 3ft x 5ft Nos. 1

Marketing Presentation 3ft x 5ft Nos. 1

BAY 1 3ft x 2ft Nos. 1




Static Evaluation Area 3ft x 2ft Nos. 1

Brake Test 1 4ft x 3ft Nos. 1

Brake Test 2 4ft x 3ft Nos. 1

Acceleration 1 4ft x 3ft Nos. 1

Acceleration 2 4ft x 3ft Nos. 1

Maneuverability Track 4ft x 3ft Nos. 1

Hill Climb 4ft x 3ft Nos. 1

Suspension & Traction 4ft x 3ft Nos. 1

Pit Entry 4ft x 3ft Nos. 1

Pit Exit 4ft x 3ft Nos. 1

Entry 3ft x 2ft Nos. 5

EXIT 3ft x 2ft Nos. 5

Technical Inspection (Flex Print) 8ft x 8ft Nos. 1

PIT Rules (Flex Print) 8ft x 8ft Nos. 1

Vehicle unloading Area 4ft x 3ft Nos. 1

Registration/ Reception/Help Desk 3ft x 2ft Nos. 2

Store 3ft x 2ft Nos. 1

Main Stage Area 4ft x 3ft Nos. 1

VIP LOUNGE 3ft x 2ft Nos. 1

Weighing 3ft x 2ft Nos. 1

Stage 1- Chassis 3ft x 2ft Nos. 1

Stage 2-Sub System 3ft x 2ft Nos. 1

Stage 3- Safety & Driver equipments 3ft x 2ft Nos. 1

Race Control Room 10ft.x 10ft.Pandal

with AC.

Nos 1 2

Race Control Room Plain Tables - 4ft. X 2 ft

Nos 3 1

Race Control Room Chairs Nos 4 1

Race Control Room Electric Pulg Point with switch - 15

Amps

Nos 1 1

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Race Control Room Electric Pulg Point with switch - 5

Amps

Nos 1 1

Race Control Room UPS for Laptop - for Dynamic

events

Nos 2 1

Race Control Room Electric Extension

board (4 points each) with 5 m

cable

Nos 2 1

LED Backdrop (40'x12') P6 Indoor Unit with 2/4 ft Riser

LED Backdrop (40'x12') P6 Indoor Unit with 2/4 ft

Riser

Nos 1 3

Watchout facility Watchout Facility for LED

Nos 1 3

Entry Gate Entry Gate Venue Square Type Box gate

with good colour

combination 20 Ft. X 16 Ft. with

the logos of sponsors.

Design will be given by BAJA.

Nos 5 3

Site Layout Display Site Layout Display

(10'x6') with Frame and

Fixing.

Nos 2 3

Flags Flags - Satin Flags with the logo( Without Year) on 18 ft. Height Pillars.

Pillars to be identical & painted in

white (Flag colour will be

provided later).

Nos 100 3

Vehicle Parking Slots Vehicle Parking Slots to be lined with white lime

powder . for buses out side vehicles [ On 08th March]

Based on Layout to be Marked on

08th and to be Reworked(If,

Reqd) on 10th Evening.

Slots 1 1

8. Pits, Weighment, Engine Check, Technical

Inspection Area, Dynamic event

Pit & Technical Inspection

Area

1

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

front Open.

Nos 82 3

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2

Flex Banner (1.5 ft x15 ft size hanging from top at

front opening of the Pit ) with

team name/ College name/

Car number

Nos 82 *

3

Table - Plain 4 ft x 2 ft

Nos 82 3

4 Chairs Nos 160 3

5

Electrcic Plug Point 15 /5

amp combined.

Nos 75 3

6

PA Syetem Speaker - 3 to 4

no's

Nos 1 3

7

Engine Check area Tentage for engine check

Size 3mx2m, 2 bays ( 1

partition) with side

enclosure,to be ready on 8th March 2018

and to be removed on 10th March

2018 evening

Nos 1 3

8

Engine Spare sales area Single tentage with 3m x 3m

and side enclosure, to be

ready on 8th March 2017


evening

Nos 1 3

7

Brake Test Patch Brake testing patch of 2m x

50m (3ft. X 150ft.) - 2 lanes

with rolling and watering

essential 5 traffic cones

already included in Sr.

No. 9.24 to be ready for inspection on

8th March 2018

Nos 1 1

8

Acceleration test patch Acceleration testing patch of 2m x 100m - 2

lanes with rolling

and watering essential

5 traffic cones already

included in Sr. No. 9.24

to be ready for inspection on

Nos 1 1

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9th March 2018

8

Acceleration / Braking tentage Tentage (Common) for Acceleration and braking

area Size 2m x 2m

with 2 side closure to be

ready on 09th March 2018

Laptop - 1 Nos included in Sr.

No. 7.1

Nos 1 2

9

Tables for Data collection

Nos 1 2

9

Chairs for Data collection

Nos 2 2

10

Electric Plug point 5 amp

Nos 1 2

9

Weightment Area Tentage for Weight area

Size 3m x 5m to be ready on 08th March

2018 Laptop - 1 Nos included in Sr.

No. 7.1

Nos 1 2

10

Tables for Data collection

Nos 1 2

11

Chairs for Data collection

Nos 2 2

12


Nos 1 2

10

Fueling Station near Start line Fueling Station near Start line 20 ft. x 50 ft. of Tin Wall & tin

Shed with lockable door

Nos 1 3

11

Heavy Iron semi transparent Barricading Heavy Iron semi

transparent Barricading/

MOJO Barricades in

pieces of 5ft ht. x 10ft width

Rn. Ft.

1,500 3

13

Tentage technical inspection area behind the pits

Tentage technical

inspection area in two parts face to face

(Central Aisle space of 10 ft width open), with Top and

one side covered with white cloth

Nos 1 3

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(behind the pits) - Size 3000 Sq.Ft

24m x 15m top tent covered,

with 4 partitions

to be ready on 8th March

2018 and to be removed on 10th March

2018 evening.

14

Enclosure for inspection area for TEJ Enclosure in inspection area for TEJ with 2 tables and 10 chair, power

point and water point. [ 15 x 15 ft ] to

be ready on 8th March 2018


2018 evening

Nos 1 3

11 Tables for TEJ Nos 5 2

12 Chairs for TEJ Nos 10 2

15

Water dispenser unit

Nos 1 2

16


Nos 1 2

12

PA Syetem Speaker 2 nos & one micro

phone for addressing

Nos 1 2

13

Walki-talky Radio

Communication hand set

No's 5 3

17

Tentages at Dynamic events Tentages at Dynamic

events Team - Covered at top

15 ft x 15 ft each

Nos 5 2

18

Pain Tables 4 ft x 2 ft

Nos 5 2

13 Chairs Nos 15 2

14 Surgical Mask Nos 800

19

Green Mesh with

Installation at Dynamic Events

Mtrs 1,500 2

9. Sound System

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Sound System complete Pandal Sound System on

stage for function with Mikes 5 nos., Podium with

podium mike , Central

announcement Desk to have

mikes upto the test area

(Required on 8th March to 11th March)

3 Way Speaker 3300 W JBL

Bass Speaker 2400 Watts

Monitor Speaker 800 W

Monitors Speaker 1200

W C D Mixer

Complete Set

Nos 1 4

Sound System complete Hand mike/cordless

In different areas/range

150 m

Nos 2 4

Sound System complete Cordless Mike facility on track

Nos 3 4

Taxes, if applicable ( in Rs. )

Total Value

Vendor Name

Vendor Address

Contact Person Name

Mobile No.

Stamp and Signature of

Authorized person

notice for inviting expression of interest (eoi) / sor … · 2019-02-26 · page 1 of 12 notice...

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