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NOTICE INVITING TENDER (NIT)

CONSTRUCTION & (PANDAL)

Tender Ref No: IIMJ/NIT/

Tender Document can be downloaded from following websites:

http://www.iimj.ac.in/tender

https://www.eprocure.gov.in/epublish/app

Indian Institute of Management Jammu

Old University Campus, Canal Road


FOR

CONSTRUCTION & ASSOCIATED WORK OF TENT(PANDAL) FOR STUDENT FEST-2020

AT IIM JAMMU

Tender Ref No: IIMJ/NIT/Tent-Student Fest/2019-20/18

Dated: 11.01.2020


http://www.iimj.ac.in/tender-and-notice

https://www.eprocure.gov.in/epublish/app

Address To:

Chief Administrative Officer

Indian Institute of Management Jammu

Old University Campus, Canal Road

Jammu- 180016 (J&K)


RK OF TENT 2020

/18


IIM Jammu | Page 2 of 23 Tender Ref No: IIMJ/NIT/Tent-Student Fest/2019-20/18

Notice Inviting Tender (NIT)

Tender Ref No: IIMJ/NIT/Tent-Student Fest/2019-20/18 Dated 11.01.2020

Notice Inviting Tender (NIT) for Construction and Associated Work of Tent (Pandal) for Student Fest-2020

Indian Institute of Management Jammu, an autonomous body, under the Ministry of Human Resources Development, Government of India invites tenders for Construction and Associated Work of Tent (Pandal) for Student Fest-2020 at IIM Jammu. Interested firms meeting the eligibility criteria as per Tender document may submit their Bids complete in all respect at below address:

Chief Administrative Officer Indian Institute of Management Jammu Old University Campus Canal Road, Jammu-180016 (J & K)

The Important information related to tender are as follows:

TENDER SCHEDULE:

Date of Issue/Publishing :- 11th January 2020

Last Date and Time for Submissions of Bids :- 21st January 2020 up to 3.00 pm

Date and Time of Opening of Tender :- 22nd January at 12.00 pm

EMD :- Rs. 50,000/- (Rupees Fifty Thousand only)

Tender Fee (Non Refundable) :- Rs. 1,000/- (Rupees One Thousand)

Pre- Bid Meeting :- 16th January 2020 at 15.30 hrs

Contact detail :- 0191-2585837

Chief Administrative Officer

Note:

Biders not submitted as per the procedure of Two Bid System, as explained in tender document, will be summarily rejected.

Biders are advised to study the entire tender document carefully.

Any submission in tender shall be deemed to have been done after careful study and examination of the tender document and with the full understanding of the implications thereof.

Should the Biders have any doubt about the meaning of any portion of the Specification or find discrepancies or omissions in the scope of work or the tender document issued are incomplete or shall require clarification on any of the technical aspect, the scope of work etc.

Biders shall at once, contact the authority inviting the tender well in time (so as not to affect last date of submission) for clarification before the submission of the Bids.


1. BACKGROUND

1.1 Indian Institute of Management Jammu, hereinafter known as IIM Jammu is one of the Institutions of National Importance (INIs) in India governed by the Indian Institute of Management Act 2017 under the Ministry of Human Resources Development (MHRD), Government of India. The Institute imparts quality education in Management and conducts postgraduate programme in management.

1.2 The IIM Jammu is registered as an autonomous Society under the Indian Societies Act.

1.3 IIM Jammu is operating from its temporary campus at the Old University Campus, Canal Road, Jammu, since August 2016.

1.4 IIM Jammu invites tender from Reputed Firm / Company for Construction and Associated Work of Tent (Pandal) for Student Fest-2020 at IIM Jammu.

2. SCOPE & SPECIFICATIONS OF WORK:

2.1 Construction and Associated Work of Tent (Pandal) for Student Fest-2020 at IIM Jammu.

2.2 Date and Time of Student Fest is 31st January, 1st February and 2nd February.

2.3 VENUE FOR STUDENT FEST -2020 :

Indian Institute of Management Jammu, Old University Campus Canal Road, Jammu-180016 (J & K)

2.4 The bidder is advised to visit the site of work, at its own cost, and examine it and its surroundings by himself, collect all information that he considers necessary for proper assessment of the prospective assignment.

2.5 REQUIREMENT & SPECIFICATION OF EQUIPMENTS AND OTHER INFRASTRUCTURE:

Equipment Quantity

sound equipments

Das aero top line array 8 Subs 4 wedges monitor 8 side frill with bass 2 senniser IEM G3 with flag 4 split snake whirlwind 48 channel 1 cordless microphone sennisher 945 4 corded microphone(SM58,57 and drumkit microphone) 30 snake cable 2 lnear monitor Sennheiser G300 with antenna 6 DJ gear for nexus 2000(CDJ 2000 NXS2) player with 900 mixer 1 FOH- mixer APR light equipment

parcan 64 with color gel 24 LED par 6 Sharpi 12 Smoke 2 haze machine 2 Blinders 4


Equipment Quantity

profile spot 8 follow spot with mixer 2.5 1 cables and accessories

programmable boards- Avolite digitsl mixer

Backline

drums Pearl Refference with all essential cymbals with stand

DW drum kit

pearl masters

notation stand guitar stand

keyboard stand

ampeg bass Amp,JCM9000, Fender Twin Reverb

keyboard Motif Xf6/Xf8

percussion section

notion stand/keyboard stand

Stage

40x30 with 16x8 ramp with proper carpeting

Stairs

drum riser

4 sided trussing 2 T-stand

scaffolding for das aero 50 height will be 32 ft

console size 2 follow tower 2 led riser

goal post truss 24ft*6ft*2ft (l*b*h) Led 7ft*6ft*6ft(l*b*h) centre wall led 40ft*30ft(l*b) all cables and accessories 30*25 online setup

Cameras

Items Units

Paper Kites 200

Cycle rim 25

Thermacol sheet 200

Chart Paper 200

Colour Umbrella (24x28-inches, Multicolour)- Pack of 10 50

Sky lantern 100

Decoration Lights 500

Halogen Light (Colour) 50

Ballon (Colour) pack of 50 50

Flowers Garlands 100

canvas for Message 1

Paper Honeycomb Balls 100

Bubble Shape Crystal LED Light 10metre 25

Led Net Mesh Fairy String Decorative 1

Items Units Lights ( 9.8ft x 6.6ft 200 LEDs)

3D Hanging Gold Stars Paper Garland Kit 10

Rain Drop Lights (18 inch 8 Tubes 36 LEDs) 10

Led Light Balloons (Pack of 25) 5

3 Meter 20 Star String Lights 5

Swirls for Decorations, (Multicolour)(12 Pcs) 10

Paper Lamp Lantern Shade for Decoration (12 Inch; White) 10 Pieces 5

Lantern Rice Paper Ball Lamp Shade (12inch, Mix Colour) - Pack of 10 5 Rajasthani Handicraft Cotton Sun Protection Umbrella (24x28-inches, Multicolour)- Pack of 10 1

Streamer Ribbon Decorations (pack of 9) 6

40LED Crystal Bubble Ball String Fairy Lights for Decortaion (6 metre) 4

25 Balloons Smiley Face Emoji Latex Balloon 2

Paper Party Flag 24 Pcs 10

Green Mat 30000-sq-ft

Food Stalls (10ft x10ft x 10ft) 6

Shop Stalls (6ft x 5ft x 10ft) 5

2.6 DIAS AND INSIDE THE TENT:

(a) Erection of Tent/Tent with metallic structure with suitable side covering and carpeting on the floor. The construction should be able to resist the maximum wind speed during northwester and should be sufficiently strong to withstand any sort of cyclone.

(b) The size should be sufficient for sitting capacity of around 20 VIP persons and Around 30 Other Guests.

(c) Suitable good quality sofas (two seater with center tables) with white cover (around 10 nos.) are to be provided on the front two rows of the event area for the VIPs and Cushion chairs Single type (around 30 nos.) without arm, with golden and white cover and ribbons for other Guests. To be provider for 31st January 2020 and 1st February.

(d) There will be one raised wooden stage of suitable size to be constructed with good aesthetics and as per below design and size:

(e) Fresh Flower Bouquet Decoration.

(f) Neat and clean Green Carpet for entire Pandal Area.


(g) Erection of two/three decorated approach gates with suitable nos. of fire exit.

(h) Construction of suitable ramp along with the stairs at one side of the dais for easy and comfortable movement of the equipments.

(i) Supply and fixing of indicators/ boards with flex printing for seating plan inside pandal & banners/signboard for parking, directions etc. outside pandal. As per the directives of the Convener, Student Fest Committee / Chairperson Student Affair.

(j) Food Counter with Canopy – 7 sets to 10 Set.

(k) For arranging the above, the entrusted vendor should discuss and take approval of the designed items from Authorize person of Institute.

(l) There should be some flexibility in the arrangement for modification of any work at any point of time as will be decided by Institute.

2.7 CAMERA STATIONS:

(a) Arrangement of proper Camera Stations (3 nos.) for Web Casting, one each at two sides of the wings and third one at centre position at suitable height.

2.8 STATION FOR SOUND SYSTEM:

Complete PA System with Mixer Liner, cordless mike-6 nos, Podium with fixed mikes -2nos and stand mikes 6 Nos. Suitable arrangement of proper Sound System station to be made near/on the dais. No disturbance in the sound will be allowed which might be caused from stray signals from auxiliary systems.

2.9 HELP DESK:

Making room adjacent to Tent for arrangement of Help Desk with suitable tables (2) with white cover and 6 chairs with cover.

2.10 ELECTRICAL WORK

(a) Agency has to provide sound proof Generator adequate to run the entire load of the event, along with required fuel including on all the three days.

(b) Full details, specification, rating of the tent loads i.e., lighting system complete with layout drawing is to be furnished in the initial stages.

(c) The operation of the stage light is to be done by the agency. Accordingly the agency will have to arrange a dedicated individual who will be present all through from the start till the end of the program. The individual should be someone having full expertise in the field of stage light operation, illumination and someone who will be fully conversant about the actual lighting distribution made inside the tent. The mobile no. of the person should be informed to the Student Fest Committee of IIM Jammu.

(d) The agency has to plan for sitting arrangements for operators of stage light and sound system. The sitting arrangement should be such that both operators have a clear face to face view of the main stage.

(e) The agency should arrange for another 2 Electricians with mobile phones who would be responsible for the illumination , electrical connection in areas immediate outside the tent. The mobile nos. are to be informed to the Student Fest Committee of IIM Jammu.

(f) The agency should arrange for sufficient extension boards required inside the Tent and dais for connectivity of Camera device, Projectors, Mixers, Sound system, Televisions, LED Display etc.


(g) The agency is to provide the mobile numbers of all their persons having responsibility of specific areas to the Student Fest Committee of IIM Jammu.

(h) The agency is to make arrangement for proper Earthling system.

(i) The agency will have to provide light, Help Desk and other counters (as applicable). They will also provide lighting at the Food stall counter.

(j) In case of requirement of temporary line at the initial stages, the agency will have to arrange for their own cables, distribution panels to draw the power from the temporary source.

(k) If any of the Generators fail to function, it is the responsibility of the agency to arrange for reserve Generator set(s).

(l) All inside and outside electrical works to be done pertaining to illuminations with necessary electrical fittings and fixtures with safety measures.

(m) Any other electrical works required for completion of the Tent in all respects. There should be some flexibility in the arrangement for modification of any work as will be decided by Student Fest Committee.

(n) All the above electrical related terms and conditions are to be checked by the Institute's Electrical Department and clearance to be obtained from them. For clearance of payment, final approval is to be taken from the Chairperson-Student Fest Committee after successful completion of the programme.

3. ELIGIBILITY CRITERIA:

3.1 The bidder should be an Indian registered Firm/Company engaged in Construction and Associated Work of Tent (Pandal).

3.2 The bidder should have Trade License issued by the appropriate Authority to carry out the business of Construction and Associated Work of Tent (Pandal).

3.3 The Firm should have PAN Number and GTS Registration.

3.4 The bidder should have sufficient/ adequate Infrastructure, technical expertise and financial strength to undertake the contract.

3.5 The bidder should have full-fledged registered/ branch office preferably at Jammu.

3.6 The bidders should have executed a similar job with a minimum value of Rs. 2.5 lakhs in the last three years. The bidders should be able to provide supporting evidence such as copy of work order and testimonials/completion certificate from clients.

3.7 Bidders should regular in filing Income-Tax returns. A copy of Income tax returns for last three consecutive financial years (2018-19, 2017-18 and 2016-17) should be submitted.

3.8 Annual turnover minimum Rs. 50 lakh. per annum during the last three financial years. Copies of Financial Statements including audited profit and loss account and balance sheet for 2016-17, 2017-18 and 2018-19.

3.9 Minimum 5 (Five) years experience of similar work of event management and Construction and Associated Work of Tent (Pandal) preferably with experience of work undertaken for Government/Public Sector Undertaking/Autonomous Body and Educational Institutes like IIMs, IITs. Performance Certificate from past clients of equivalent order size (Issued in last three years)


3.10 The bidder should have not been debarred/black listed/should have not been terminated /ceased without completing the entire duration of contract period by any Central/State Govt. Department, Public Sector Undertaking, Autonomous Bodies, Academic Institutions, CFTIs etc. during past five years from the last date of submission of bids.

4. TENDER FEE & EARNEST MONEY DEPOSIT (EMD)

4.1. The Bidder should submit Tender Fee of Rs 1,000/- (Rupees One Thousand Only) – Non-Refundable and Earnest Money Deposit (EMD) of Rs. 50,000/- (Rupees Fifty Thousand only), payable in the form of two separate Demand Drafts from any scheduled commercial Bank in favour of ‘Indian Institute of Management Jammu’ payable at Jammu.

4.2. The Technical Bid without Tender Fee & EMD would be considered as UNRESPONSIVE and will not be accepted. NSIC / MSME registered bidders must submit copy of valid NSIC / MSME Registration Certificate for exemption of EMD.

4.3. The EMD shall be denominated in Indian Rupees only. No interest will be payable to the bidders on the amount of the EMD.

4.4. The public sector companies will not be exempted from submitting EMD until and unless they submit document pertaining to directives of Government of India in this regard of the Tender.

4.5. Refund of EMD: The EMD will be refunded without any interest to the unsuccessful Bidders only after the Tenders are finalized.

5. SUBMISSION OF BID

5.1 Both the bids (Technical and Financial) duly signed Authorised Signatory should be submitted in two separate sealed envelopes as described below:

(a) Envelope 1: containing Technical Bid in Annexure-I duly completed in all respects along with Demand Draft of Tender Fee, Demand Draft of EMD & all relevant documents.

(b) Envelope 2: containing the Financial Bid, as prescribed in the Annexure-VII.

5.2 Both the Envelopes should be super-scribed in bold letters with the statements:

'TECHNICAL BID FOR CONSTRUCTION AND ASSOCIATED WORK OF TENT (PANDAL)’ with Reference No. of Tender.

'FINANCIAL BID FOR CONSTRUCTION AND ASSOCIATED WORK OF TENT (PANDAL)’ with Reference No. of Tender.

5.3 Finally, the above-mentioned envelopes should be kept in a single sealed cover/envelop super-scribed in bold letters with the statements - 'TENDER FOR CONSTRUCTION AND ASSOCIATED WORK OF TENT (PANDAL)’ with Reference No. of Tender and to be submitted at:

Chief Administrative Officer, Indian Institute of Management Jammu, Old University Campus, Canal Road, Jammu- 180016.

5.4 Bids received by REGISTERED POST/SPEED POST/COURIER/BY HAND will only be accepted. Bids received by any other mode like FAX, EMAIL etc will not be accepted.

5.5 Bids must reach on or before the closing time and date as indicated in the beginning of this document. Any bid received after closing date/time shall not be considered. IIM Jammu Shall not have any responsibility for any postal delay.


5.6 Bids not submitted, as per the above Performa will be summarily rejected.

5.7 Bidder should number the pages submitted in form of Technical Bid and provide an index indicating the page number of each document submitted. The index should be placed on the top of the Technical Bid.

5.8 Tender forms containing 'over written' or 'erased' rate or rates and amount not shown in figures and words in English are liable to rejection.

5.9 The bid should be clear and without any condition. Conditional bids shall be summarily rejected.

5.10 The Technical Bid should be accompanied by the relevant documents, as per Annexure-I without which the tender will be considered incomplete and hence, summarily rejected.

5.11 The Technical Bid should be accompanied by a copy of this Tender Document with each page duly signed by the authorized signatory of the bidders, who has signed the bid, along with the bidders' acceptance of the terms and conditions of the Tender. Bids not accompanied by a duly signed copy of the Tender Document will not be considered.

5.12 The bid should be precise, complete and in the prescribed format as per the requirement of the tender document. Failure to furnish all information required through the bidding document or submission of a bid not responsive to the bidding documents in every respect will be at the Bidder's risk and may result in rejection of the bid.

5.13 The bidders should quote their rates in the prescribed format as per Annexure-VII . The Bidder shall not tamper/modify Financial Bid Format in any manner. In case, if the same is found to be tempered/modified in any manner, tender will be completely rejected and EMD would be forfeited..

5.14 Taxes/ GST, if any, should be indicated separately in the Financial Bid.

5.15 Bid Validity: The bids shall remain valid for a period of 90 days from the last date of opening of bids as per schedule of tender document.

5.16 At any time prior to the date of submission of bids, IIM Jammu may modify the bid document with amendments either on its own or in response to a clarification required by a prospective bidder.

5.17 Any change/corrigendum/extension of closing/ opening dates in respect of this tender shall be issued through website only and no press notification will be issued in this regard. Bidders are therefore requested to regularly visit IIM Jammu website for updates.

5.18 Application of Tender as submitted by a bider shall become the property of IIM Jammu and IIM Jammu shall have no obligation to return the same to the bider.

5.19 The application for tender does not entitle any bider for automatic grant of award.

5.20 In case the day of opening of tender is declared as a Public Holiday or there is non- functioning of the Institute due to any unavoidable reason, the next working day will be treated as a day for the purpose. No separate intimation will be given.

5.21 List of documents to be submitted with the application (as applicable):

a) Tender Acceptance Letter as per Annexure-II.

b) Brief profile of the firm as per Annexure-III.

c) Firm Structure (whether partnership firm/sole proprietor/a limited company etc.).


d) Photocopy of valid Trade License issued by the appropriate Authority to carry out the business of Construction and Associated Work of Tent (Pandal).

e) Copy of Permanent Account Number (PAN) in the name of the firm.

f) Copy of GST Registration Certificate.

g) Bank details As per Annexure-IV.

h) Annual turnover (minimum Rs.50 lakh for previous three financial years of the Firm duly certified, Audited Balance Sheet (Last 3 Financial Year i.e. 2018-19, 2017-18 & 2016-17) by a Chartered Accountant.

i) Self-Declaration about Non Black Listing as per Annexure-V.

j) List of 5 major clients from Govt. / PSU/ Higher Education Institute / Central Universities / IIT / IIM etc. (as per Annexure- VI).

k) Details of experience in dealing with Govt./ PSU/ Higher Education Institution/ Central University, Autonomous Bodies and professional Institutes like IIMs, IITs. Copy of work order along with satisfactory completion certificates from at least two Govt. Depts./ PSUs/ Autonomous Bodies/ reputed commercial organizations towards providing similar services during last 5 years from the last date of submission of bid.

l) Duly signed and stamped of the entire bid document along with its addendum/ corrigendum, if any.

m)All other documents, as required in terms of the tender, to claim eligibility.

Note: Institute may ask the vendor to submit any other certificate/document as it may deem fit.

6. Pre-Bid Meeting:- A pre-bid meeting will be held in the Institute premises on 16th Jaunuary 2020 at 15.30 hrs. IIM Jammu campus, Old University Campus Canal Road, Jammu-180016 (J & K). Bidders/Representatives are invited to attend the meeting to clarify doubts that may arise before submission of the bids. Such attendees have to produce a letter of authorization from their firm (or firms they are representing) for attending the Pre-bid meeting. Bidders are requested to mail ([email protected]) the doubts prior to the pre bid meeting if possible, to enable us to clarify the doubts in the pre-bid meeting itself. The bidders are advised to inspect the Student Fest venue before the pre-bid meeting. The bidders can also visit and inspect the Student Fest venue by fixing prior appointments with the Chief Administrative Office (i/c), IIM Jammu.

7. BID OPENING & EVALUATION

7.1 The Technical bid will be first opened and evaluated.

7.2 The Financial bid of only those bidders whose technical bid is found to be technically responsive by the Committee will be opened. The Financial bids of ineligible bidders will not be opened.

7.3 Selection of successful bidder: Both the technical and financial bids will be opened on same date/time as per the schedule given above. After evaluation of bids, the bidder who is technically qualified as well as quotes the lowest quoted amount in total shall be declared as the successful service provider. In the event of receiving more than one financial bid quoting the same premium amount, the final selection of successful bidder shall be made in the following manner.

a) The one with the highest turnover during the last 3 years put together.

b) If more than one bid having the same total turnover, then by “Draw of Lots”.


7.4 Technical Bid containing commercial details or Revelation of Prices in any form or by any reason before opening the Financial Bid shall not be considered.

7.5 The institute reserves the right to seek clarifications or additional information/ documents from any bidder regarding its technical bid. Such clarification(s) or additional information/document(s) shall be provided within the time specified for the purpose. Any request and response thereto shall be in writing. If the bidder does not furnish the clarification(s) or additional information/document(s) within the prescribed date and time, the proposal shall be liable to be rejected.

7.6 The bidders may depute their authorized representatives to remain present during the bid opening process subject to submission of valid authorization letter in the name of the representative to attend the bid opening process.

8. AWARD OF CONTRACT

8.1 Firms/agencies having past experience of making arrangement for Student Fest/similar events at IIMs, University etc., shall be given preference (supporting documents i.e., copy of work order, photos of Tent etc., should be furnished).

8.2 The Institute is not bound to accept the lowest tender and reject any tender without assigning any reason.

8.3 The Successful Bidder should accept the offer within 2 days from the date of receipt of “Letter of Offer’, failing which the offer will be cancelled.

8.4 A tenderer who proposes any alteration of the conditions laid down or proposes any other condition of any description whatsoever is liable for rejection.

8.5 If the Bidder withdraws the offer before the Order is placed or execution of the Order takes place, the IIM Jammu shall forfeit their Earnest Money deposited.

8.6 The quoted rates shall remain firm throughout the tenure of the contract and no revision is permissible for any reason.

8.7 The Contractor shall comply with all norms stipulated by the IIM Jammu such as Gate Passes, Checking, Maintenance of Cleanliness, Discipline & Decency at and Around the work site, Safety Precautions and Safety Regulations.

8.8 IIM Jammu reserves the right to negotiate the quoted price with the successful bidder.

8.9 IIM Jammu reserves the right to cancel the Contract at any time without assigning any reason.

8.10 IIM Jammu reserves the right to modify/change/delete/add any further terms and conditions prior to the issue of work order.

8.11 It is clearly understood by the parties that no financial liability of any type is created by issuance of work order.

9. TERMS OF CONTRACT

9.1 The work contract must be executed in all respects as per Scope & Specification of Work mentioned at point no 2. On page no 3 of this tender document latest by 30th January, 2020 so that any modification/alteration can be made in time. Student Fest is scheduled From 31st January 2020 to 2nd February 2020. Failure to complete within the said time may result in levying heavy fine, as decided by the Institute.


9.2 Sufficient personnel should be available for proper erection of Tent. Technical personnel should also be provided to ensure safety of erected pandal etc. and proper electrical connections to be made so as to avoid any hazard due to the work entrusted with the contractor. All electrical joints must be properly insulated so as to avoid any short circuiting and fire.

9.3 The contractor will be responsible for transportation of all materials related to them and no extra payment will be made by the IIM Jammu on this account.

9.4 The contractor himself will be responsible for safety and security of his material and IIM Jammu will not be responsible for any damage/theft of material of the contractor.

9.5 For any emergency situation, the contractor will provide solution related to his/her work at no extra cost.

9.6 All material used should be of very high quality. For the material used, which is not of good quality, appropriate deductions will be made from the bill. In case, it is found at some stage that the quality supplied/to be supplied is inferior, the contract will be cancelled and firm/agency black listed.

9.7 All structures materials are to be dismantled and fully removed within 3(Three) days after the programme and the ground to be cleaned up to satisfaction of IIM Jammu.

9.8 Necessary cleaning, dressing and levelling of ground and approach roads to the pandals are to be carried out without extra cost.

9.9 As the Student Fest is an important function of the Institute, timely completion of work and high quality material would be the deciding factor in award of work. A Committee in this regard may inspect material to be used before award of work.

9.10 Before quoting the rates, the agency/firm shall be advised to inspect the site and working conditions thereof.

9.11 The successful bidder shall be responsible for full execution of the contract and shall not in any case assign or sublet ordered items or part thereof to any other party. Failure to do so will attract cancellation of the order.

9.12 All works related to this tender should be completed to entire satisfaction of the IIM Jammu, failing which the IIM Jammu will have right to cancel the work order and no payment will be made in that case.

9.13 Any defect found in the work carried out by the contractor will have to be rectified free-of-cost by the contractor.

9.14 All precautionary/safety measures as necessary should be adopted by the agency/firm in erecting hangers, tents, fixing lights etc. The Institute shall not be held responsible for any mishappening and loss caused due to the agency’s negligence.

9.15 The contractor shall take all necessary precautions to ensure safety and security of their workmen and shall be responsible for any injury that might occur to person/s and bear all cost towards insurance/treatment/compensation of them. Necessary insurance cover shall be made by the contractor. Further, the contractor shall have to comply with the provisions of all prevailing Labour Laws relating to the work assignment.

9.16 The contractor shall take all necessary precautions to prevent any damage that may cause towards any Institute’s property during the course of execution of the contract and they will be liable to make good the same at their cost.


9.17 The representatives of the firm/agency should be available on telephone and also on mobile to enable this Institute to call them in emergency situation. Therefore, telephone as well as mobile number(s) and address will also be provided to IIM Jammu.

9.18 This work contract may be considered for similar work in future for the successful bidder with same terms and conditions subject to satisfactory service and performance of Student Fest- 2020 and based on requirement of the Institute in future.

9.19 The vendor will depute technically qualified executive to coordinate the job with IIM Jammu team.

9.20 In case of any disputes on execution of the work during the period of contract, the decision of the Director, IIM Jammu shall be binding and final, agreeable in full by both the parties. Any legal disputes shall be subject to Jammu jurisdiction.

10. PENALTIES: In the event of the supplier failing, declining, neglecting or delaying the supply or in the event of any damage occurring or being caused by the supplier, IIM Jammu shall without prejudice to any other party remedy available to it under the law for the time being in force in the state of Jammu and Kashmir.

10.1 Terminate the work order at the risk and cost of the bidder whose quotation has been accepted and Recover the amount of loss caused by the damage, failure or default (including the consequential damage).

10.2 Impose a penalty up to 10% of the total value of the order and confiscate earnest money.

10.3 The delay in the supply and imposition of penalty shall be subject to “Force Majeure” and “Arbitration” clauses of the contract.

11. PERFORMANCE SECURITY

11.1 The EMD of successful bidder shall be automatically converted to Performance Security which would be returned on successful completion of the job.

11.2 In case of breach of contract, performance security shall be forfeited and the firm shall be blacklisted for such period as decided by the competent authority in addition to termination of the contract.

12. PAYMENTS TERMS

12.1 IIM Jammu will make the payment for the total work order within a month after completion of work, subject to the satisfactory completion and on receipt of bills.

12.2 Bill to be made in the name of Indian Institute of Management Jammu.

12.3 No advance payment will be made under any circumstances.

12.4 TDS/ Income Tax etc. are to be deducted at source from the bills of service provider as per rule.

12.5 GST No, Pan No and account details should be clearly mentioned on the bill of vender.

13. GENERAL TERMS & CONDITIONS

13.1 Any act on the part of the bidder to influence anybody in the institute is liable to rejection of his bid.

13.2 In case the bidders/successful bidder are found in breach of any condition(s) at any stage of the Tender, will not be considered.


13.3 Canvassing/marketing /offering promotional services etc. in any form whether directly or indirectly in connection with the tender is strictly prohibited and the tenders submitted by the vendor who resort to canvassing will be liable for rejection without any further reference.

13.4 IIM Jammu reserves the right to modify, expand, change, alter, restrict, scrap, refloat or cancel the Tender at any stage without assigning any reason whatsoever.

13.5 IIM Jammu reserves the right to relax/amend/add/withdraw any of the terms and conditions contained in the Tender Document without assigning any reason thereof. Any enquiry after submission of the bids will not be entertained.

13.6 The decision of Competent Authority, IIM Jammu will be final in all matters relating. Indian Institute of Management Jammu reserves the right to reject any application without assigning any reason.

13.7 In case of any dispute arising out of the terms and conditions of contract or assignment, the matter shall be referred to the Sole Arbitrator to be appointed by the Director, IIM Jammu and the award of the Sole Arbitrator will be binding on both the parties. Further, any legal dispute arising out of any breach of contract shall be settled in the court of competent jurisdiction located within the local limits of Jammu, J&K.

Chief Administrative Officer Indian Institute of Management Jammu

Name, Signature and Seal of Authorized Signatory of Bidder


ANNEXURE-I

TECHNICAL BID

(To be submitted on the letterhead of the bidder)

Tender for : For Construction and Associated Work of Tent (Pandal) for Student Fest-2020 at IIM Jammu

Tender Ref. NO: IIMJ/NIT/Tent-Student Fest/2019-20/18 dated 11.01.2020

Name of the Bidder:

Correspondence Address:

Tel/Mob No.:

Email Id:

Contact Person Name:

Mobile No (Contact Person):

Copies of all supporting documents duly signed and stamped by the bidder in support of below particulars must be attached along with this checklist

Sr. No.

Particulars Details/ Compliance (Y/N)

If Submitted, Mention Page No.

Remarks

1. Tender Acceptance Letter

As per Annexure - II

2.

Brief profile of the Firm and experience in the similar field.

(At least 5 years of experience).

As per Annexure - III

3. Status of Firm - Propriety/ Partnership/ Pvt. Ltd. (attach proof in support)

4.

Photocopy of valid Trade License issued by the appropriate Authority to carry out the business of Construction and Associated Work of Tent (Pandal).

5.

Demand Draft (DD) of Tender Fee and EMD:

Tender Fee EMD

Amount:

DD No.

Dated:

Bank :

6. Copy of Permanent Account Number (PAN)

7. Copy of GST Registration Certificate

8. Bank Details as per Annexure- IV

9. Bidder’s Annual Turnover Specifically in similar Services (Min. Turnover Rs. 50 lakh. per annum) for last three Financial years.


Sr. No.

Particulars Details/ Compliance (Y/N)

If Submitted, Mention Page No.

Remarks

(Copies of P&L Account and Balance Sheet certified by a Chartered accountant to be attached)

FY 2018-19 Rs_______________________

FY 2017-18: Rs______________________

FY 2016-17: Rs______________________

(Audited /Unaudited)

10. Self-Declaration About Non Black-Listing

(as per Annexure-V)

11.

List of 5 major clients from Govt. / PSU/ Higher Education Institute / Central Universities / IIT / IIM etc.

(as per Annexure- VI)

Copies of work orders along with satisfactory completion certificate from at least two Govt. Depts/ PSUs/ Autonomous Bodies/ reputed commercial organizations towards providing similar services during last 5 years from the last date of submission of bid.

12. Duly signed and stamped of the entire bid document along with its addendum/corrigendum, if any

Declaration

I/we……………………………………(Name of the Authorized Representative of Bidder) of……………………………..(Name of the bidder) do hereby declare that the entries made here are true to the best of my/our knowledge. I/We hereby agree to abide by all terms and conditions laid down in Tender document. Place & Date: (Name & signature with stamp of the bidder)


ANNEXURE-II

TENDER ACCEPTANCE LETTER (On the letter head of the Firm)

To Date:

Chief Administrative Officer, Indian Institute of Management Jammu Old University Campus, Canal Road Jammu-180016 (J&K)

Sub: Acceptance of Terms & Conditions of tender for ‘Construction and Associated Work of Tent (Pandal) for Student Fest-2020 at IIM Jammu’ vide Tender’ Ref. No: IIMJ/NIT/Tent-Student Fest/2019-20/18 dt 11.01.2020

Dear Sir,

I/We have downloaded / obtained the tender document(s) for the above mentioned “Tender/Work’ from the web site(s) namely as per your notice given in the above mentioned website(s).

1. I/We hereby certify that I / we have read the entire terms and conditions of the tender documents (including all documents like annexure(s), schedule(s), etc.), which form part of the contract and I / we shall abide hereby by the terms / conditions / clauses contained therein.

2. The corrigendum(s) issued from time to time by your department/ organization with this tender has also been taken into consideration, while submitting this acceptance letter.

3. I/We hereby unconditionally accept the tender conditions of above mentioned tender document(s) / corrigendum(s) in its totality / entirely.

4. I/We also keep the offer open for 90 (Ninety) days from the date of opening of bids.

5. No employee or direct relation of any employee of IIM Jammu is in way connected as Partner/Shareholder/Director/Advisor/Consultant/Employee etc. with the Firm / Company.

6. I/We certify that all information and data furnished and attachments submitted with the application by our Firm / Company are true & correct.

7. I/We are aware that if any information is found to be incorrect/untrue or found violated, then your department/ organization shall without giving any notice or reason thereof summarily reject our bid or terminate our contract, without prejudice to any other rights or remedy including the forfeiture of the full said Earnest Money Deposit/ Performance Security absolutely.

Yours Faithfully,

(Signature of the Bidder, with Official Seal)


Annexure-III

Brief Profile of the Firm


1. Name of the Firm

(In Block Letters)

::

2. Registered Office Address

(with telephone no. & email address)

::

3. Address of Jammu Office

(with telephone no. & email address)

::

4. Status of the organization

Proprietary/Partnership/Pvt. Ltd./Public Ltd. Company

::

5. Name of the Directors/Partner/Proprietor

::

6. Name & address of Chief Executive/Proprietor

::

7. Name & Address with telephone No., fax No, and email ID of contact person with Designation

::

8. Website, if any ::

9. Year of incorporation /constitution of firm

::

10. Registration No./Trade License No.

(if any)

::

11. PAN No. ::

12. GST No. ::

13. Details of Infrastructure available at Jammu

::

14. Name of the cities where Firm / Company is having branches

::

15. Total number of employees :: Creative___________

other ________________

16. Annual Business turnover for last three financial years, duly certified by the auditor

:: FY 2018-19 Rs_______________

FY 2017-18: Rs______________

FY 2016-17: Rs______________

17. Name of the large corporate clients (Banks/PSUs/IITs/IIMs/Govt. Org./reputed companies)

::


18. Details of experience. ::

19. Credentials (list out major campaigns handled)

::

20. Whether the Firm faced any litigation with any organization earlier, if yes, kindly furnish the same with name of the organization and brief details of litigation.

::

21. Any other information ::

Verification:

The details furnished in the application are true and correct to the best of my/our knowledge and that in case of furnishing any false information or suppression of any material information. The application shall be liable to be rejected besides initiation of panel proceedings by IIM Jammu, if it deems fit.

Signature of authorized signatory

Name:

Seal:


ANNEXURE-IV MANDATE FORM FOR BANKING DETAILS

(On the letter head of the Firm)

Name of the bidder:

Address:

Contact No.:

Email:

1. Name of the firm / authorized person of the firm as per bank records:

2. Bank details of the bidder:

a) Bank Name:

b) Branch Address:

c) Account No.

d) Type of Account

e) (Current/Savings)

f) MICR No.:

g) IFSC Code:

Place: Signature with stamp of the bidder:

Date: Name, Address of the bidder:

Tel/ Mob No.:


ANNEXURE-V

SELF-DECLARATION ABOUT NON BLACK-LISTING (To be submitted on the letterhead of the bidder)

To Date:

Chief Administrative Officer, Indian Institute of Management Jammu Old University Campus, Canal Road Jammu-180016 (J&K)

Subject: Self Declaration About Non Black-Listing for “Construction and Associated Work of Tent (Pandal) for Student Fest-2020 at IIM Jammu” vide Tender Ref. No. IIMJ/NIT/Tent-Student Fest/2019-20/18 dt:11.01.2020

Sir,

In response to tender under reference, I/ We hereby declare that presently our firm/ company is having unblemished record and is not declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by any Central/ State Govt. Department, Public Sector Undertakings, Autonomous Bodies, Academic Institutions and Commercial Organizations.

We further declare that presently our firm / company is also not blacklisted/ debarred and not declared ineligible for any reason other than corrupt & fraudulent practices by any Central/ State Govt. Department, Public Sector Undertakings, Autonomous Bodies, Academic Institutions and Commercial Organizations in last five years from the last date of submission of bid.

If this declaration is found to be incorrect then without prejudice to any other action that may be taken, my/ our EMD / Performance Security may be forfeited in full and the tender if any to the extent accepted may be cancelled.

Yours faithfully,

(Name & signature with stamp of the bidder)


ANNEXURE-VI

LIST OF GOVT. ORGANIZATION/DEPARTMENT.

List of Government Organizations for whom the Tenderer has undertaken such work during last Five Years (must be supported with work orders)

Name of the organization Name of Contact Person Contact No.

Signature of Tenderer

Name: ___________________________

Designation: ______________________

Organization Name: _______________

Contact No.: ______________________


ANNEXURE- VII FINANCIAL BID


Tender for : Construction and Associated Work of Tent (Pandal) for Student Fest-2020

Tender Ref. NO: IIMJ/NIT/Tent-Student Fest/2019-20/18 dated 11.01.2020

Name of the Bidder/Firm:

Correspondence Address:

Tel/Mob No.:

Email Id:

Description Quantity (nos.) Total (Rs.) Amount in Words

Construction and Associated Work of Tent (Pandal) for Student Fest-2020

Complete Job Work

GST %.............

Total Amount

Note:

1. The financial proposal should be expressed both in words and figures. If any discrepancy is found between figure and words in the financial proposal, the value in words shall prevail.

2. The rate quoted by the contractor shall also be inclusive of all taxes, duties, transportation charges and other statutory payments and will not subject to any fluctuation due to any increase in any effect.

3. All Rates as quoted and agreed under Contract shall remain fixed for the entire period of Contract with no condition for change whatsoever.

DECLARATION

I/we……………………………………(Name of the Authorized Representative of Bidder) of……………………………..(Name of the bidder) do hereby declare that the entries made here are true to the best of my/our knowledge. I/We hereby agree to abide by all terms and conditions laid down in tender document.

Place: (Signature with stamp of the bidder)

Date:

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