RFP Docu Surajkund Mela 2017

RFP for Selection of an Event Management Agency For 31st Surajkund International Crafts Mela 2017
DIRECTORATE OF TOURISM
(GOVERNMENT OF JHARKHAND)
Request for Proposal (RFP)
FOR
SELECTION OF AN EVENT MANAGEMENT AGENCY (EMA) FOR

THEME STATE (JHARKHAND)
FOR ORGANISING EVENT DURING
31ST SURAJKUND INTERNATIONAL CRAFT MELA 2017
December 2016
Directorate of Tourism
Government of Jharkhand
nd
FFP Bhawan, 2 Floor, HEC Campus, Dhurwa, Ranchi, Jharkhand
TEL NO: +91 651 2400493, Fax No: +91 651 2400492
E-MAIL: tourism_directorate@rediffmail.com
Visit us on www.jharkhandtourism.in
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Contents
1. PROJECT BACKGROUND............................................................................................................ 3
2. DISCLAIMER ................................................................................................................................ 3
3. LETTER OF INVITATION ............................................................................................................ 4
4. SELECTION PROCESS ................................................................................................................. 5
5. SCHEDULE OF TENDER PROCESS ............................................................................................ 5
6. SCOPE OF WORK ......................................................................................................................... 6
7. CRITERIA FOR SELECTION OF EVENT MANAGEMENT AGENCY ..................................... 11
8. PROCEDURE FOR SELECTION ................................................................................................. 12
9. PRESENTATION ......................................................................................................................... 13
10. BID SECURITY ........................................................................................................................... 13
11. PERFORMANCE SECURITY ...................................................................................................... 13
12. PAYMENT SCHEDULE .............................................................................................................. 13
13. TIMELINES.................................................................................................................................. 14
14. DAMAGES AND RECOVERIES ................................................................................................. 14
15. TERMINATION OF THE WORK ORDER .................................................................................. 14
16. EVALUATION OF PROPOSALS/BIDS ....................................................................................... 15
17. TECHNICAL/ FINANCIAL BID .................................................................................................. 16
18. EVALUATION OF FINANCIAL BID .......................................................................................... 16
19. FRAUD AND CORRUPT PRACTICES ....................................................................................... 17
20. MISCELLANEOUS ...................................................................................................................... 17
21. RIGHT TO REJECT ANY OR ALL PROPOSAL ......................................................................... 18
22. CLARIFICATIONS AND AMENDMENTS ................................................................................. 18
23. AMICABLE SETTLEMENT OF DISPUTE .................................................................................. 18
24. FORCE MAJEURE ....................................................................................................................... 18
25. COMMUNICATION .................................................................................................................... 19
26. GENERAL TERMS ...................................................................................................................... 19
ANNEXURE I(a) - COVERING LETTER ............................................................................................ 23
ANNEXURE I(b) - TECHNICAL PROFORMA ................................................................................... 24
ANNEXURE - I (c): FINANCIAL CAPACITY .................................................................................... 25
ANNEXURE I (d):- WORK EXPERIENCE ....................................................................................... 26
ANNEXURE I (e):- PARTICULARS OF STAFFS ............................................................................ 27
ANNEXURE I (f):- PERFORMA BANK GURANTEE ..................................................................... 28
ANNEXURE II - FINANCIAL BID ...................................................................................................... 30
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DIRECTORATE OF TOURISM, GOVERNMENT OF JHARKHAND

REQUEST FOR PROPOSAL
1. PROJECT BACKGROUND
1.1. The Surajkund Crafts Mela is an internationally acclaimed mela showcasing intricate
handicrafts, exquisite handlooms, heritage crafts and the rich cultural fabric of India. The
Mela is organized by the Surajkund Mela Authority (SKMA) every year from February
1-15 at Surajkund , Faridabad District, Haryana. More than 1.3 million visitors thronged
the Mela last year during the fortnight including thousands of foreign tourists, thus
occupying a place of pride on the international tourist calendar.
1.2. The Mela is hosted by Haryana Tourism and one of the States of India is given the honour
to participate as the Theme State every year. This year Jharkhand State has been invited
to be the Theme State of the 31st Surajkund International Crafts Mela -2017 to showcase
its handicrafts, handlooms, performing arts, cuisine as well as its tourist potential to such a
vast expanse of visitors who arrive from all corners of the country and abroad. In order to
successfully organize the event, it has been decided to involve the services of a professional
and experienced Event Management Agency (EMA) which will be selected through a
competitive bidding process.
1.3. In this context, Directorate of Tourism (DoT), Government of Jharkhand invites

Proposals/bids from the eligible Event Management Agencies / Applicants for providing a
complete solution to various aspects of the said National Event. Interested applicants shall
submit the Proposals/bids, the scope of work and the terms and conditions of which is
mentioned in this RFP document.
2. DISCLAIMER
2.1 The information contained in this Request for Proposal document (RFP) or subsequently
provided to Applicants / Agencies, whether verbally or in documentary or in any other
form by or on behalf of Directorate of Tourism, Government of Jharkhand (herein after
referred as (DoT)) or any of its employees, is provided to Applicants / Agencies on the
terms and conditions set out in this RFP and such other terms and conditions subject to
which such information is provided.
2.2 This RFP is not an agreement or an offer by the DoT to the prospective Applicants or any
other person. The purpose of this RFP is to provide interested parties with information that
may be useful to them in the formulation & submission of their Proposals/bids pursuant to
this RFP.
2.3 This RFP may not be appropriate for all persons, and it is not possible for the Directorate
and its employees to consider the objectives, technical expertise and particular needs of
each party who reads or uses this RFP. The assumptions, assessments, statements and
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information contained in this RFP, may not be complete, accurate, adequate or correct.
Each Applicant should, therefore, conduct its own investigations and analysis and should
check the accuracy, adequacy, correctness, reliability and completeness of the assumptions,
assessments and information contained in this RFP and obtain independent advice from
appropriate sources. Information provided in this RFP to the Applicants may be on a wide
range of matters, some of which may depend upon interpretation of law. The information
given is not intended to be an exhaustive account of statutory requirements and should not
be regarded as a complete or authoritative statement of law. The DoT accepts no
responsibility for the accuracy or otherwise for any interpretation or opinion on the law
expressed herein.
2.4 The DoT and its employees / advisors make no representation or warranty and shall have
no liability to any person including any Applicant / Agencies under any law, statutory rules
or regulations or tort, principles of restitution or unjust enrichment or otherwise for any
loss, damages, cost or expense which may arise from or be incurred or suffered on account
of anything contained in this RFP or otherwise, including accuracy, adequacy, correctness,
reliability or completeness of the RFP and any assessment, assumption, statement or
information contained therein or deemed to form part of this RFP or arising in any way in
this selection process.
2.5 The DoT also accepts no liability of any nature whether resulting from negligence or
otherwise however caused arising from reliance of any Applicant / Agency upon the
statements contained in this RFP.
2.6 The DoT may in its absolute discretion, but without being under any obligation to do so,
update, amend or supplement the information, assessment or assumption contained in this
RFP.
2.7 The issue of this RFP does not imply that the DoT is bound to select an Applicant / Agency
or to appoint the Selected Applicant / Agency as the case may be, for the job and the DoT
reserves the right to reject all or any of the Proposals/Bids without assigning any reasons
whatsoever.
3. LETTER OF INVITATION
3.1 Directorate of Tourism, Government of Jharkhand intends to select an Event Management

Agency on a turn-key basis for end to end project development and implementation. The
services to be rendered by the Event Management Agency will include but not limited to
concept development, designing, layout, assessment of requirement of various logistic,
branding, media planning, liaison, detailing of the work/activities, preparation of working
drawings, conceptualization of events, technology, erection of stalls and complete
infrastructure of the venue, organize opening, closing and daily stage performance
protocol, project monitoring, contracting with artists / performers, overall implementation,
artist and guest management, floor management, safety & security, etc.
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3.2 The proposed event aims to create further awareness amongst tourists, increase flow of
international visitors, Jharkhand as a viable investment destination for the Tourism
Industry, boost local economy, and effectively Jharkhand as a premium and niche
destination to the global audience.
3.3 Proposals/Bid submissions must be received not later than the due date specified in the
Schedule of Selection process in the manner specified in the RFP document at the
address given below
FFP Bhawan, 2nd Floor, HEC Campus,
Dhurwa, Ranchi, Jharkhand- Pin:-834004
TEL NO: +91 651 2400493, Fax No: +91 651 2400492
3.4 DoT reserves the right to terminate the agency without assigning any reason.
3.5 DoT also reserves right to temporarily suspend the agency in case of lack of proper
response in executing assigned works within specified time.
3.6 DoT further reserves the right to engage more agencies in future whenever such need
arises.
4. SELECTION PROCESS
Applicants may download the RFP document from the website www.jharkhandtourism.in.
All notices related to this advertisement shall be available on www.jharkhandtourism.in
5. SCHEDULE OF TENDER PROCESS
The important dates for the tender process are as follows:

Event Description Date (s)
Commencement of downloading of RFP 02/12/2016 11:00 Hrs
Document
Last date for downloading of RFP 22/12/2016 15:00 Hrs
Document
Pre-Proposal Conference 12/12/2016 15:00 Hrs at Directorate of
Tourism, Government of Jharkhand
Last Date for submission of 23/12/2016 15:00 Hrs at Directorate of
Proposals/Bids Tourism, Government of Jharkhand
Date and Time of opening Proposals/Bids 23/12/2016 15:00 Hrs
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6. SCOPE OF WORK
The Scope of work for the Selected Event Management Agency (EMA) shall be, but not
limited to, the following:
1. Landscaping /Ambience and construction of commemorative Gate: The EMA has to

create ambience of Jharkhand State predominantly in the area assigned to the Theme
State with specific ambience inputs in the rest of the Mela area. The boundary walls of
the Mela area are to be painted in the rural motif designs of Jharkhand State. Temporary
features depicting the art and culture of the State is to be created in the entire Mela
ground as a whole. Further, the EMA in co-ordination with DoT and the Surajkund Mela
Authority is to construct a commemorative structure in the form of a Gate which is a
replica of some important historical and religious monument, buildings or structures of
the Jharkhand State. These works are to be started in such a way that these could be
completed by end of December, 2016.
2. Printing of Poster & Brochure for Publicity: Surajkund Mela Authority has to prepare
and print the postures and brochures depicting the crafts, culture, handicraft, handlooms
and traditions of the Theme State. So the EMA in co-ordination with the DoT has to
arrange sending high resolution colored photographs of adequate size in soft copies as
well as hard copies in C.D so that the Mela Authority is able to prepare and print the
poster and brochure for the Mela. The posters and brochures are used for publicity in
India and abroad. Sufficient quantity of the printed material would also be given to the
Jharkhand State to enable it do necessary publicity in its own state, which shall be taken
up by EMA.
3. Cultural Programmes, Day Performances, Fashion Show and Music Cassettes: In

order to exhibit the cultural heritage of the Jharkhand State, cultural troupes are required
to be provided/deputed by EMA with consultation with DoT as under :-
a) Cultural Programmes by a reputed group at the time of Opening Ceremony at

11:00 a.m. on 1st Feb, 2017 and the time of Closing Ceremony of the Mela at 2:00
p.m. on the 15th Feb, 2017. In addition Cultural programs are to be performed for
2-3 days at Chaupal or Natyashala-the open air theatre from 6:00 p.m. onwards
and the normal duration is 1:30 hours. Sound & Light back up & Logistics will be
provided by SKMA. The evening cultural programs are to be performed from 1st
to 2nd Feb and may be again for a day during other days of the Mela as decided
mutually. The Surajkund Mela Authority has to prepare a calendar of the cultural
programs for all the 15 days of the Mela well in advance. So a brief write up
about the selected cultural teams and their performances with photographers is
required to be sent to the Mela Authority latest by 15th November , 2016. General
Sound & Light back-up & logistics will be provided by SKMA for which
requirement of each performance has to be communicated separately to the
SKMA for better clarity.
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b) Day Performers troupes are required for the various stages in the Mela area
for all the 15 days. There are 10-12 different stages in the Mela ground
including_the Choupal where day long folk dances/cultural programs are to be
performed for the visitors. These stages attract good crowds during the day. The
number of day performances should be around 300. EMA will have the option of
either deputing them for the entire duration of Mela OR sending them in two
groups i,e. first group of 150 Day Performers (6-7 teams of 10-15 persons each)
for the period from 30th Jan to 7th Feb and the second group of 150 Day
Performers (6-7 teams of 10-15 persons each) for the period from 8th Feb to 15th
Feb. The participants have to be in a group and present reputed folk dances of the
state etc. Solo performances are to be discouraged. The EMA has to arrange for
their to and fro transportation & D.A, but the Mela Authority will provide for the
free accommodation on Community Living Basis during their stay at Surajkund
, Faridabad. Food for these day performers is to be arranged by the EMA.
With regard to (a) and (b) above, the EMA should be responsible for management
of all performers with consultation with DoT.
c) Theme/Costume based Fashion Show has to be organised by the EMA in co-

ordination with the DoT highlighting the handloom, art, culture and the traditions
of the State on any Saturday (which falls in the middle days of the Mela). All
expenses in this regard like tentage, seating arrangements, stage, light & sound,
photography/videography, advertisement in newspapers, to and fro of the
designers, models, show-stopper, anchor, printing of invitation cards, hosting of
dinners for the invitees etc, shall be borne by the EMA. Necessary assistance for
layout & planning based on previous experiences is provided by the SKMA and
the venue is normally the ground in front of the Hotel Rajhans.
d) Pre-recorded instrumental music C.DS/DVD/Cassettes of the Jharkhand State

of the renowned artists for playing throughout the day during the Mela by the
Mela Authority. So sufficient number of the selected instrumental music
cassettes/CDs depicting the art and culture of Jharkhand State are to be supplied
by the Mela Authority. SKMA normally put gaint LED for showing various
events of the days & other important communication. DVDs on the tourism
potential & cultural heritage of the Jharkhand state may be provided to SKMA for
showing them appropriate time during Mela.
4. Presentation of Mementos: V.V.I.Ps / V.I.Ps and other dignitaries visiting the Mela are
received together by the Mela Authority and the Theme State. A senior officer of the
Jharkhand State will remain present during the Mela period for receiving the V.V.I.Ps /
V.I.Ps and other dignitaries on behalf of the State. The State usually receives V.V.I.Ps /
V.I.Ps and other dignitaries in its traditional style. The State shall provide various
traditional items/mementos for presenting to the V.V.I.Ps / V.I.Ps and other dignitaries
and their families visiting the Mela at its own cost. EMA, therefore, in co-ordination with
the DoT, has to select some traditional items along with their Tourism literature in a
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jute/cloth bag for presentations as mementos and provides 750 Nos. of the same to the
Mela Authority.
Press Preview will be held on 31st January, 2017 at 11:00 A.M. in the Mela ground and
it would usually be addressed by the Secretary Tourism GOI who is also the Chairman of
Surajkund Mela Authority. The senior officers of the Ministry of Tourism, Ministry of
Textiles GOI, Theme State, Haryana State also address the press. It gets wide coverage in
the media. So, the EMA is to send literature/information of Jharkhand state on the basis
of which Press Note will be prepared by the Mela Authority. During the Press Preview
approximately 750 press people from print and electronic media are expected to
participate. Two mementos have to be presented, one by the Theme State and other by
the SKMA to all media persons. Hence, the EMA has to arrange sending approximately
750 mementos along with their Tourism literature in a Jute/Cloth bag by 29th January,
2017 positively so that the same may be put in the Press Kits well in time.
The cost towards Tourism literature, jute / cloth bags, mementos for VVIPs and Press
will be borne by EMA. The procurement of the articles shall be with consultation with
DoT.
5. Special Trophy for Craftspersons: A special trophy for Parampragat Award has
been instituted for the best participating craftsperson. EMA shall bear the cost of this
trophy. However, the EMA shall procure same with consultation with DoT and hand it
over to the Mela Authority by 10th Feb, 2016.
6. Publicity Campaign: The EMA shall provide various motifs of the State which are made
part of the advertisement campaign of the Mela. The following materials are required for
this purpose.
Display color Ads, prepared jointly to be released in the national dallies having
circulation in NCR and Jharkhand State. These ads to be released before start of
Mela, during Mela and towards the end of Mela.
Outdoor publicity in FM channels, Delhi Metro, PVRs and Shopping Malls etc.
7. Display of Scroll Banners/Hoardings: As a part of publicity campaign, specially

designed scroll banners/flags of the canvas/Cloth sheet etc. of the Surajkund Mela
Authority, flags of Haryana Tourism and flags of Jharkhand State are to be displayed on
all approach roads leading to the Mela ground (with consultation with SKMA).
Approximately 200 flags have be prepared and displayed with frames wherever required,
as per the place where they are put up, well in advance of the Mela. Similarly big size
hoardings are to be fixed in NCR as well as on all approaching roads leading to the Mela
ground.
8. Personal data & photographs of Officers/Officials/Artisans/Support vendors

deputed for Mela: SKMA issues identity cards to all participants to have free access to
the Mela. EMA in co-ordination with DoT is required to provide two sets of soft copies
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(In CD/ Pen drive) containing personal data & photographers of all participating
delegates / artisans to SKMA latest by 15th Jan, 2017 to enable the authorities in
preparation of those identity cards well in time.
9. Personal data & photographs of Officers/Officials/Artisans/Support vendors

deputed for Mela for Police Verification: Due to the Security reasons, police Dept,
carries out Police verification/ Antecedents check for all the officers/Officials, Artisans,
Vendors etc. EMA in co-ordination with DoT is required to provide two sets of soft
copies (In CD or Pen drive) containing personal data & photographs of all the
participating delegates/artisans to SKMA latest by 7th Jan 2017 to enable the authorities
in carrying out Police Verification process well in time to avoid discomfort.
10. Boarding & Lodging of Theme State delegation &VVIP: Haryana Tourism has four
resorts/properties at Surajkund as under:
Hotel Rajhans: The VVIPs guests and Officers of IAS/IPS ranks from the Theme
State are normally accommodated in the Hotel Rajhans.
Sunbird Motel: 08(Eight) rooms are provided at this motel(Twin/Triple sharing
basis)for the idle management of Theme State
Lake View Huts: 04(Four) rooms are provided at Hermitage Huts(Triple sharing
basis) for the lower management category
Hermitage Huts: the Craftspersons of the Theme State along with all other
craftspersons are usually accommodated (Community living) at Hermitage Huts
Area. Facility of subsidized food is available for them.
Jungle Fowl Camp, Surajkund: for the stay of the cultural day performers on
(Community living) basis.
The requirement of accommodation may increase or decrease and hence EMA in co-
ordination with DoT is required to communicate the States entire requirement latest by
31st December, 2016 so that appropriate action could be taken on it well in time.
11. Construction of Semi-permanent structures Apna Ghar & Theme Pavillion: EMA
is required to construct semi-permanent structures namely Apna Ghar to showcase the
living trends of rural areas of their state and Theme Pavillion to aggressively promote
tourism in the state and policies of the State Government in this part of the country. Both
the structures would be manned and managed by the EMA during the Mela and later
SKMA would take over to maintain those structures for coming Melas as well as for
day-to-day visitors. Further, special ambience creation of the two number Chaupals and
Natyashala has to be made.
12. Joint Publicity Campaign: The EMA in co-ordination with the DoT may join hands
with SKMA/ Haryana Tourism in aggressively promoting its State before & during the
Mela period through print, electronic, Outdoor, Indoor, F.M radios campaign specially
aimed at it.
The measurement & other details of works pertaining to the Jharkhand State are as
below:
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Motif design reminiscent to rural culture of Jharkhand on Mud Plastered walls

9000 Sq Meters approximately.
Total Internal area of the Mela available for putting up Cloth bunting / Gotta Chunri
/ Cloth Mahraab / Ambience creation in Jharkhand style- 28.5 Acres
Erection of permanent structure of Jharkhand (Preferably Gate structure) in the Zone
No 4 - Length 15 Ft X Width 4.5 Ft X Height 15 Ft.
Erection / Construction of semi-permanent Apna Ghar structure of Jharkhand
(Where a tribal family from rural area of the Jharkhand state would come, live &
cook food)- 25FtX28 Ft of Main Hutment area along with 27 FtX20 Ft of adjoining
open court yard.
Erection of Temporary Gate structure on the Jharkhand Gate side main entry of the
Mela (Delhi side Entry) Width 63.6 Ft, Height 18 Ft & Depth 10.3 Ft (Two-way
Entry/Exit).
Erection of Temporary Gate structure on the Hermitage Huts side main entry of the
Mela (Faridabad side Entry)- Width 27.5 Ft, Height 13 Ft & Depth 4.75 Ft.
Erection of Temporary Gate structure on the Sunbird side VIP entry of the Mela
(Road leading to Dhanteshwari Gate, VIP Entry & Press & Media Centre) - Width
21 Ft, Height 15 Ft & Depth 4.5 Ft.
Erection of Temporary Gate structure inside Mela area to mark the entry of work
Huts of Jharkhand from both sides- Width 15 Ft, Height 12 Ft & Depth 4.5 Ft.
Back drop & ambience creation of performance stage Choupal meant for day &
evening cultural performances, Inauguration & Closing functions- Length 31Ft &
Height 13 Ft.
Back drop & ambience creation of performance stage New Choupal meant for day
cultural performances, - Length 32.3 Ft & Height 08 Ft.
Back drop & ambience creation of performance stage Natyashala meant for
competitions for School / College Students - Length 53 Ft & Height 07 Ft.
Erection of three temporary arches to mark the entry to Choupal, New Choupal &
Natyashala Length 12 Ft X Height 10 Ft.
Erection of semi-permanent structure meant for information centre & Tourism
promotion of Jharkhand in the central plaza area of Mela and ambience creation in
adjoining areas- 80 Ft X 24 Ft. Deployment of adequate staff to handle its
operations.
Putting up 200 No Flags of Jharkhand Tourism on the roads leading to Mela Gates.
Putting 50 runners Signage / Hoardings of Jharkhand State at appropriate locations
in a set sequence with Signage / Hoardings of Surajkund Mela Authority, Haryana
Tourism & Partner Nation China (Size 6 FtX3 Ft).
Putting 06 Mega Hoardings of Jharkhand State (With message of Tourism potential
of the state, message of development by CM, Jharkhand) at appropriate locations
(Silver Jubilee Gate, Surajkund Round-about, Hermitage Gate & Parking) in a set
sequence with Signage / Hoardings of Surajkund Mela Authority, Haryana Tourism
& Partner Nation China (Size 20 FtX15 Ft., 15 FtX12 Ft & 12 Ft.X08 Ft.).
Arrangement of Fashion Show at Hotel Rajhans/ Jungle Fowl-2 where traditional
costumes & fashion trends of Jharkhand would be showcased. Entire arrangements
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of ambience, Models, Show Stopper, Audio-Visuals, Sound & Light, Tentage,

Power Back & Food & drinks for 500 invitees.
Renovation of Food Stall F-3 in the Food Court in the traditional Jharkhand
ambience & its operations for display & sales of Jharkhand Cuisine to the visitors
30X20 with Service & Production staff & equipments.
To arrange 50 Artisans (Handlooms & Handicrafts) from Jharkhand with
consultation with DoT.
Arranging (with consultation with DoT) 300 Cultural Performers / Day Performers
of Jharkhand preferably in two groups of 150 each for 8 days each.
Coordination with Surajkund Mela Authority/HTC for organizing Press Preview
on 31st Jan 2017 at Choupal-1. 1000 Nos. Press Kits with souvenir & tourism
literature to be provided by EMA.
Coordination with Surajkund Mela Authority/HTC for Inauguration ceremony on
1st Feb 2017 at Choupal-1. Souvenir / Gifts for VVIPs to be provided with
consultation with DoT.
Coordination with SKMA/HTC for Closing ceremony on 15th Feb 2017 at
Choupal-1. Sponsoring a trophy Kala Ratna for best Indian Artisan &
Souvenir/Gifts for VVIPs.
Day-to-Day coordination for VVIP/VIP visits. 750 Nos. VIP Kits with souvenir &
tourism literature to be provided by EMA with consultation with DoT.
The Applicants shall visit the project site premises at Surajkund, Faridabad District before
applying/bidding for the assignment. The location and layout maps of 31th Surajkund
International Craft Mela 2017 is given as Appendix I & II to this document.
7. CRITERIA FOR SELECTION OF EVENT MANAGEMENT AGENCY
Scrutiny of the Proposals for eligibility will be done to determine whether the applicants
meet the eligibility criteria as defined under:
S No Criteria Documentary Evidence

The Agency/Company/ Firm should be a Certificate of
registered entity with minimum 3 years of Incorporation/
existence on the day of the submission of Registration
1 Proposal/Bid. Permanent Account
(No joint venture or consortium of firms shall Number (PAN)
be allowed and Firm should meet the criteria Service Tax Registration
by themselves.) Certificate
The Firm / Agency should have a minimum Audited Balance Sheets and
average turnover of INR 10.00 Crores or Profit & Loss Statements for
2
more during the last three financial years (i.e. the last three financial year
2015-16, 2014-15 and 2013-14). (Along with CA Certificate)
In last 3 years, Agency/ Company/ Firm/
must have completed minimum 3 large scale Work Order / Client
3
projects of similar nature either with Completion Certificate
government or private sector, encompassing
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tasks such as conceptualizing, designing, and

management of various National events etc.
In last 3 year, Agency/ Company/ Firm/ must

have executed conceptualization and overall Work Order / Client Completion
4 management of International / national Event Certificate
minimum one (1) project of value of Rs. 2
crore and above
In last 1 year, Agency/ Company/ Firm
should have worked on creative Work Order / Client Completion
5
conceptualization and overall management of Certificate
national / state level festivals / carnivals
The, Agency/ Company/ Firm must be
capable of conceptualizing and creating
6
content, keeping in view the pan- india Self-Certification
participants.
The, Agency/ Company/ Firm/ must have
7 minimum 25 experienced professionals (On
Payroll) in the area of Event Management. Self-Certification
The Agency/ Company/ Firm/ should not Self-Certification
8 have been black listed by Central or State
Governments & PSUs.
Scrutiny of the Proposals for eligibility will also be done to determine whether:
Relevant documents as specified above have been attached.
EMD is as per requirement.
The offer is for entire work and not for part of the work.
The price quoted is all inclusive and not open ended.
NOTE: Proposals not conforming to the above requirements shall be rejected.
8. PROCEDURE FOR SELECTION
1. Pre-proposal Conference will be held at 15.00 Hrs (IST) on 12/12/2016 at

Directorate of Tourism, Government of Jharkhand, FFP Bhawan, 2nd Floor, HEC
Campus, Dhurwa, Ranchi, Jharkhand. Queries, if any, proposed to be raised at the
pre-proposal conference by the applicants should be submitted to the DoT in writing
at least two (2) working days before the date of the pre-proposal conference and a
soft copy of the same shall be e-mailed to the Department.
2. The Proposals/Bids received will be scrutinized to assess their eligibility based on
the qualifying criteria. Those Proposals/Bids which do not meet the qualifying
criteria will be rejected, forthwith, or at any stage of detection.
3. DoT will finalize agencies on basis of their technical credentials. This assessment
will be done by a special Selection Committee of DoT.
4. Shortlisted applicants will be required to make the presentation to the Selection
Committee.
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5. Presentation will be part of technical Proposal/bid and form a basis of technical

qualification. The decision of selection committee shall be final/binding for selection
of applicants in technical qualification.
6. The applicant is required to present concept and overall plan to manage the event in
the above presentation.
7. Financial bids of the technically qualified applicants would be opened.
8. Work order shall be issued to the selected bidders which includes adherence of strict
time lines.
9. PRESENTATION
The pre-qualified applicants shall be required to give an audio visual presentation of 30

minutes at Directorate of Tourism, Ranchi on the date so intimated before the selection
committee. The presentation shall cover the following points and selection would be based
on exclusiveness and originality of the Proposals.
a. Mega event related experience and event management consultancy.
b. Novelty in concepts, creative and event specific attractive Proposals.
c. Sources for generating technical resources.
Hard copy (4 Sets) along with a soft copy of presentation (ppt.) has to be provided to the
selection committee at the time of presentation. All costs incurred by the agency in respect
of submission of offer and presentation shall be borne by the agency concerned.
10. BID SECURITY
The bidder will have to submit the Bid security of Rs. 10,00,000/- (Rupees Ten Lakhs
only) in the form of a Bank Guarantee / Demand Draft (in favour of Director, Directorate
of Tourism, Payable at Ranchi) from National Banks, which shall be valid for at least for
90 days from the date of opening of the Proposals/Bids. This would be submitted in a
separate envelopes/cover marking it as Bid Security on top side and the name of the
bidder on the bottom side, to be submitted along with technical bid.
The Bid Security of the applicants is interest free and will be refunded after completion of
selection process except that of the successful bidder. The successful bidders bid security
will be refunded on execution of agreement and providing performance bank guarantee.
11. PERFORMANCE SECURITY
The bidder will have to submit the Performance security of 10% of quoted amount within 7
(seven) days from the date of award of work in the form of a Bank Guarantee from
National Banks, which shall be valid for at least for 60 days beyond the expiry of the
contract.
12. PAYMENT SCHEDULE
Payment will be made to the successful applicant as per the following schedule:
Page 13
a. Payment of 30% of the total contractual amount on issuance of work order by DoT
against performance bank guarantee, which shall be valid for 60 days beyond the
expiry of the contract.
b. Payment of 40% of the total contractual on completion of construction of thematic
stalls and handing over the same to the concerned authority.
c. Payment of 15% of the total contractual amount on completion of the Event,
dismantling and clearing of the site.
d. Payment of Balance 15% of the value of the contract after completion of the event
and ascertainment by DoT that work was carried out satisfactorily and in accordance
with the terms and conditions of the Work Order issued to the Agency.
13. TIMELINES
The selected Agency shall begin work from the day of receiving work order to till
the completion of project.
The selected Agency shall furnish all work as stated in the Scope of Work, in a
timely manner.
Weekly Progress Reports (WPRs) to be submitted every week indicating the activities
remaining / completed as against the scheduled tasks / activities.
14. DAMAGES AND RECOVERIES

Liquidated Damages: In the event of any loss/damage to DoT due to delay and/or
deficiency in supply/completion of services, the Applicant shall be liable to
compensate DoT by paying a sum of money commensurate to the actual damages
suffered by DoT.
In the event of EMAs failure to complete the work within the specified time, and
as per the requirements of standards of quality constructions, as mentioned in the
RFP document, DoT will recover from the service provider, as Liquidated
Damages, a sum of 5 % of the contract price for every days delay.
For any other case liquidated damages will be charged, as per rules stated in the
General Financial and Accounts Rules (GF&AR).
Recoveries: Recoveries of liquidated damages shall be from Vendors performance

Bank Guarantee and due payments available with DoT.
15. TERMINATION OF THE WORK ORDER
a. In case of delays and deficiency of services and in case of violations of terms and
conditions of this RFP, the DoT reserves the right to terminate the work order in a
shorter period than the one specified in this RFP Document.
b. If the services are not up to satisfaction, work order can be terminated at any time by
the DoT. Agency will be given hearing opportunity in such cases. In such cases, given
Page 14
the nature of the project and its strictly short timeline, notice period will be of
maximum 7 days.
c. DoT also reserves the right to terminate the work order / contract of any agency in case
of change in the Government procedures.
16. EVALUATION OF PROPOSALS/BIDS
Stage 1: Pre-Qualification Criteria:

1. The Annual turnover of the Applicant should be as given in Clause 7 of Pre-
Qualification Criteria. .
2. The agency should have successfully executed events as given at Clause 7 of Pre-
Qualification Criteria
3. Other credentials as indicated in Clause7 of this RFP.
Stage 2: Conceptual presentation for Technical qualification:

Shortlisted Agencies, after pre-qualification stage, shall be evaluated by
presentation before the selection committee for following technical points. The total
weightage for technical/conceptual presentation shall be 70%.
Technical Criteria for evaluation:

Sl. Particular Marks Awarded
No. Marks
1. Understanding and clarity of the concept of festival/ 20
carnival exclusiveness of originality of proposal: how
you plan to manage the event
2. Proposed theme of Event 15
3. Previous experience in managing similar cultural 10
events/ related experience
4. Complete solution to the various aspects of the event. 25
Designing, Lay out and performance
5. Assessment of requirement of various logistics 10
(resource planning)
6. Promotion, media, and PR Management plan. 10
7. Event Directors profile and experience 10
Total 100
Score Technical=St
The creative criteria will be analyzed and judged by a selection committee. The
committee will take into consideration the creative content of the presentation, the
designs, concept of signages, originality of ideas, and the proposal put forth by the
applicant for making the event a grand success. The EMA will have to submit soft copy
of each item, wherever applicable. In case of non-submission of the soft copy of the
creative by the applicant, the proportionate marks for that component will not be allotted.
Page 15
The Technical proposal should contain the creative options which will be implemented
by the agency and will be graded on a scale of 100 points. The Committee will view the
presentation and award marks against above criteria. The agency will have to score
minimum 75 marks out of 100 to be eligible for opening of financial bids. The financial
bids of all those bidders will be opened who score 75 and above marks out of 100.
Applicant will be required to present concept and overall plan to manage the proposed
event.
The financial bids of only those Proposals/Bids which have technically qualified in stage
2, shall be opened and evaluated.
17. TECHNICAL/ FINANCIAL BID
The Event Management Agency shall be required to submit a Technical & Financial Bid in
separate sealed envelopes put in a bigger sealed envelopes super scribed as RFP for
Selection of an Event Management Agency for 31st Surajkund International Crafts Mela
2017. Any proposals/bid received after the due date and time will not be considered.
Technical Bid
Technical bid shall be as given in Annexure I (a)&(f)
Financial Bid
In preparing the financial bid, the applicant shall take into account the requirements as
detailed in the scope of work and provide the same in the Performa given at Annexure -II.
The rate quoted shall be firm shall be inclusive all applicable taxes, duties, charges ,
Insurance and shall be applicable for TDS. No additional payment shall be made over and
above the quoted amount.
18. EVALUATION OF FINANCIAL BID
Each financial proposal will be assigned a Financial Score (Sf). For financial evaluation
the total cost indicated in the financial proposal will be considered. The total weightage
for financial bid shall be 30%.The lowest financial proposal (Fm) will be given financial
scores (Sf) of 100 points. The financial score of other proposals will be computed as
follows:
Sf=100xFm/F
Where F=Amount of Financial Proposal
Proposals will finally be ranked according to their combined technical (St) and Financial
(Sf) Scores as follows:
S=St X Tw + Sf X Fw
Where S is the combined Score, and Tw and Fw are weighs assigned to Technical
Proposal and Financial Proposal, which shall be 0.70 and 0.30 respectively.
Page 16
The selected applicant shall be the first ranked applicant (having the highest combined
score)
19. FRAUD AND CORRUPT PRACTICES

The applicant and their respective officers, employees and agents shall observe the highest
standard of ethics during the Selection process. Notwithstanding anything to the contrary
contained in this RFP, DoT shall reject a Proposal without being liable in any manner
whatsoever to the applicant, if it determines that the bidder has, directly or indirectly or
through an Agent, engaged in corrupt practice, fraudulent practice, Coercive practice,
undesirable practice or restrictive practice (collectively the "Prohibited Practices") in the
selection process. In such an event, DoT shall without prejudice to its any other rights or
remedies, forfeit the Bid Security or Performance Security, as the case may be. Further,
such bidder or Consultant shall not be eligible to participate in any tender or RFP issued by
DoT during the period of two years from the date, such bidder or Consultant, as the case
may be, is found by the DoT to have indulged in prohibited practices.
For the purpose of this section, the following terms shall be the meaning herein after
respectively assigned to them :-
a. "Corrupt Practice": means the offering, giving, receiving or soliciting, directly or
indirectly, of anything of value
b. "Fraudulent Practice": means misrepresentation or omission of facts or disclosure
of incomplete facts, in order to influence the Selection process.
c. "Coercive Practice": means impairing or harming or threatening to impair or
harm, directly or indirectly, any person(s) or property to influence any person(s)
participation or action in the Selection process;
d. "Undesirable Practice": means (i) establishing contact with any person connected
with or employed or engaged by DoT with the objective of canvassing, lobbying or
in any manner influencing or attempting to influence the Selection process; or (ii)
having a "Conflict of Interest" ; and
e. "Restrictive Practice": means forming a cartel or arriving at any understanding or
arrangement among Applicants with the objective of restricting or manipulating a
full length fair competition in the Selection process.
20. MISCELLANEOUS
The Selection process shall be governed by, and construed in accordance with, the Laws of
India and Ranchi Courts shall have exclusive jurisdiction over all disputes arising under,
pursuant to and/ or in connection with the selection process.
DoT, in its sole discretion and without incurring any obligation or liability, reserve the
right, at any time to :
a. suspend and/ or cancel the selection process and/ or amend and/ or supplement the
selection process or modify the dates or other Terms and Conditions relating
thereto;
b. Consult with any applicant in order to receive clarification or further information;
Page 17
c. Retain any information and/ or evidence submitted to DoT on behalf of, and/or in
relation to any Applicant; and/or
d. Independently verify, disqualify, reject and/or accept any or all submission or other
information and/ or evidence submitted by or on behalf of any Applicant.
All documents and other information supplied by DoT or submitted by Applicant shall
remain or become, as the case may be, the property of DoT. DoT will not return on any
submissions made hereunder.
DoT reserves the right to make inquiries from any of the clients listed by the applicants in
their previous experience records.
21. RIGHT TO REJECT ANY OR ALL PROPOSAL
Notwithstanding anything contain in this RFP, DoT reserves the right to accept or reject
any Proposal/bid and to annul the selection process and reject any Proposal/bid at any time
without any liability or any obligation for such acceptance, rejection or annulment, and
without assignment any reason thereof.
22. CLARIFICATIONS AND AMENDMENTS
During the process of evaluation of Proposals/Bids, DoT may, at its discretion, ask
applicant for clarification on their Proposal & applicants are required to respond within
given time frame. DoT may for any reason, modify the RFP. The amendments(s) would
be clearly spelt out and the applicants may be asked to amend their Proposal/bid
accordingly.
23. AMICABLE SETTLEMENT OF DISPUTE

The party shall use their best efforts to settle amicably all disputes arising out of or in
connection with this assignment or the interpretation thereof.
Arbitration
Any dispute which is not resolved amicably shall be finally decided by reference to
arbitration by an Arbitrator appointed in accordance with the Indian Arbitration and
Conciliation Act, 1996 and Rules made thereunder.
24. FORCE MAJEURE

Neither party will be liable in respect of failure to fulfill its obligations, if the said
failure is entirely due to Acts of God, Governmental restrictions or instructions,
natural calamities or catastrophe, epidemics or disturbances in the country.
If there is a delay in performance or other failures by the service provider to perform
its obligation under its contract due to event of a Force Majeure, the service provider
shall not be held responsible for such delays/failures.
If a Force Majeure situation arises, the service provider shall promptly notify DoT in
writing of such conditions and the cause thereof providing sufficient and satisfactory
evidence immediately on occurrence of such event.
Unless otherwise directed by DoT in writing, the service provider shall continue to
perform its obligations under the contract as far as reasonably practical, and shall
Page 18
seek all reasonable alternative means for performance not prevented by the Force
Majeure event.
25. COMMUNICATION
All communications including the submission of Proposal/bid should be addressed to:
FFP Bhawan, 2nd Floor, HEC Campus, Dhurwa
Ranchi, Jharkhand PIN-834004
TEL NO: +91 651 2400493, Fax No: +91 651 2400492
26. GENERAL TERMS

1. Covering Letter and supporting documents shall be in the format prescribed in
Annexure I(a)&(f).
2. The Proposal/bid shall be in the format prescribed in Annexure II.
3. The applicants are required to submit the necessary details with authenticated
documents along with the Proposal.
4. The Proposal/bid should be printed. The authorized signature of applicant should sign
on each page of the Proposal.
5. The applicant may furnish any additional information, which is deemed necessary to
establish their capability as stipulated in RFP document.
6. Superfluous information need not be furnished and no information shall be
entertained after submission of RFP document unless specifically called for.
7. Any information furnished by the applicant found to be incorrect either immediately
or at a later date, would render the applicant liable to be debarred from evaluation
process / taking up the said assignment.
8. The Proposal/Bid in the prescribed form duly completed and signed along with other
necessary documents should be submitted in a sealed cover, super scribed RFP for
Selection of an Event Management Agency for 31st Surajkund International
Crafts Mela 2017.
Page 19
APPENDIX 1: LOCATION MAP OF 31st INTERNATIONAL CRAFT MELA,

SURAJKUND 2017
Page 20
APPENDIX 2: LAYOUT MAP OF 31st INTERNATIONAL CRAFT MELA,

SURAJKUND 2017
Page 21
FORMATS FOR SUBMISSION
Page 22
ANNEXURE I(a) - COVERING LETTER
From
__________________
__________________
__________________
To,
The Director
FFP Bhawan, 2nd Floor, HEC Campus,
Dhurwa, Ranchi, Jharkhand
Sub: Request for Proposal (RFP) for Selection of an Event Management Agency for 31st
Surajkund International Crafts Mela 2017 .
Having examined the details given in RFP document for the above Assignment, I/we hereby
submit the relevant information.
1. I / We hereby certify that all the statements made and information furnished in the
enclosures are true and correct.
2. I / We have furnished all information and details necessary for RFP and have no further
pertinent information to supply.
3. I / We also agree that the Director, Directorate of Tourism, Government of Jharkhand or
their authorized representatives can approach individuals, employers and firms to verify
our competence and general reputation.
4. I / We submit certificates in support of our suitability, technical knowhow and capability
for having successfully completed the projects, in prescribed format.
5. I / We agree that the discretion and decision of the DoT, in respect of the selection of
Event Management Agency is final and binding.
Date Signature(s) of Applicant(s) with seal
Enclosures:
1.
2.
Page 23
ANNEXURE I(b) - TECHNICAL PROFORMA

(Application format)
The relevant information sought in proforma below may be mentioned in short against the points
here only. Detailed documents/certificates etc. may be enclosed and flagged.
Name and Address of the Applicant/Firm
1.
(Tel/Fax/email details)
2. Constitution of the Firm
3. Registered Office of the Firm
Number of years the Applicant has been in the
5.
business of Event Management
Applicant to submit a self-certified declaration of
6.
experience in the field
Annual turnover / receipts in organizing in last financial years:
(C.A Certificate to be enclosed)
Financial Year Turnover (Rs.in Lakhs)
2013-14
7. 2014-15
2015-16
Total
8. Service Tax Registration Number

9. Details of Office/ Professional Set Up
Details of project of value of Rs. 2 crore above
10. executed in last 3 years
(Supporting documents to be enclosed)
Details of Income Tax Registration Enclose PAN
11.
Details
Self-certified copy of Incorporation Certificate issued by ROC, copy
of partner deed along with registration certificate of partnership firm,
if registered Registrar of Firms, Society / Trust Registration
Certificate.
Self declaration that the applicant is not black listed by Central Govt.
12.
/ State Govt.
Creative (Concept Plan and Branding Plan) to be enclosed. A detailed
illustrative note containing understanding and clarity of the Event,
approach to providing complete solution, resource planning and
media plan not exceeding 5 pages.
This is to certify that I have understood the provisions of tender document and all the
information given by me in tender document is true to the best of my knowledge.
Name and Signature of Applicant

(Designation with Office Seal)
Page 24
ANNEXURE - I (c): FINANCIAL CAPACITY
Sl. No. Financial Years Annual Turnover (Rs. Cr.)

1 2013-14
2 2014-15
3 2015-16
Average Turnover
Certificate from the statutory Auditor

This is to certify that --------------------------------------------------------- (name of the Applicant) has
annual Turnover is as shown above the respective years.
Date:
(Signature, name and designation of the authorized signatory)
Name and seal of the audit firm
(Supporting financial statements and relevant documents are to be furnished.)
Page 25
ANNEXURE I (d):- WORK EXPERIENCE
Sl. Name of Brief Owner/authority Value of Commencement Completion

No. Project details of (under whom work of work of work
Work work was carried (Rs. In (Month Year) (month
out) Cr.) Year)
Note:- Please provide a copy of certificate from the client or a copy of work order from the
client. Only those projects would be considered for the evaluation for which the documentary
proof i.e. client certificate / work order/ CA Certificate etc. have been provided.
Date: Signature of Applicant
Place:
Page 26
ANNEXURE I (e):- PARTICULARS OF STAFFS
Total Years
SL. Academic
Name Age Designation of
No. Qualification
Experience
Place: Signature of Applicant

Date:
Page 27
ANNEXURE I (f):- PERFORMA BANK GURANTEE
BID SECURITY (BANK GUARANTEE)
This Deed of Guarantee is made on this ______day of __________, 2016 at ________________

by __________________ a Scheduled Bank within the meaning of the Reserve Bank of India
Act and constituted under the Banking Companies Acquisition and Transfer of Undertakings
Act, 1970/1980 and having its Head Office/Registered Office at _______________ and inter alia
a Branch Office at Ranchi, Jharkhand (hereinafter referred to as the Bank or the Guarantor,
which expression shall unless it be repugnant to the subject or context hereof be deemed to
include its successors and assigns) in favour of FFP Bhawan, 2nd Floor, HEC Campus, Dhurwa,
Ranchi, Jharkhand (hereinafter referred to as DoT which expression shall unless it be
repugnant to the subject or context hereof be deemed to include its successors and assigns).
WHEREAS, the DoT undertook the process of competitive bidding in order to select Event
Management Agency to execute the Project for Installation and management of 31st Surajkund
International Craft Mela-2017 .
WHEREAS, [name of Bidder] (hereinafter called the Bidder) has submitted his Bid dated
[date] for the execution of the Works (hereinafter called the Bid).
In the event of any breach or non-performance of the terms and conditions contained in the RFP
document but not limited to:
1. if the Bidder withdraws his Bid during the period of Bid validity specified; or
2. if the Bidder refuses to accept the correction of errors in his Bid; or
3. If a Bidder engages in a corrupt practice, fraudulent practice, coercive practice,

undesirable practice or restrictive practice as specified in RFP;
4. If the Bidder submits a conditional Bid which would affect unfairly the competitive
provision of other Bidders who submitted substantially responsive Bids and/or is not
accepted by DoT, or
5. if the Bidder, having been notified of the acceptance of his Bid by the DoT during the
period of Bid validity;
(a) fails or refuses to accept the work order in accordance with the RFP documents;
or
(b) fails or refuses to pay Performance Security in accordance with the with the RFP
documents
The Guarantor agrees absolutely, irrevocably and unconditionally guarantees and undertakes to
pay to DoT a sum of Rs. 10,00,000/ (Rupees Ten Lakhs Only ), without any protest or demur and
Page 28
upon receipt of first written demand from DoT, without having to substantiate his demand,
provided that in his demand DoT will note that the amount claimed by him is due to him owing
to the occurrence of any one or more of the conditions, specifying the occurred condition or
conditions.
This Guarantee will remain in full force for a period of 60 days from the due date of completion of
work or as it may be extended by DoT. Any demand in respect of this Guarantee should reach the
Bank not later than the above date.
The jurisdiction in relation to this Guarantee shall be the Courts at Ranchi and Indian Law shall
be applicable.
The claim in respect of this bank Guarantee can also be lodged at any of our Ranchi Branches.
IN WITNESS WHEREOF the Guarantor has executed this Guarantee on this _____ day of
_______________and year first herein above written.
Signed and delivered by the

above named ________________Bank by
its Authorised Signatory as authorised by
Board Resolution passed on ______/
Power of Attorney dated []
________________
Authorised Signatory
Name :
Designation:
In the presence of:
1.
2.
Page 29
ANNEXURE II - FINANCIAL BID

To,
The Director
FFP Building, 2nd Floor, HEC Campus
Dhurwa, Ranchi, Jharkhand
Subject: RFP for Selection of an Event Management Agency for 31st Surajkund
International Crafts Mela 2017
Dear Sir,
We, the undersigned, declare that:
a. We have examined the RFP documents and Scope of Work of the RFP Documents and do
hereby confirm that all the terms and conditions contained in the Bidding Document are
acceptable to us.
b. We offer to execute in conformity with this RFP Documents and offer a total price of our
bid to Rs../- (In words: Rupees..........................) inclusive of all taxes
and duties as applicable.
c. Our Bid shall be valid for a period of 180 days from the bid due date.
d. We understand that you are not bound to accept the lowest evaluated bid or any other bid
that you may receive.
Thanking you
Signature of the authorized representative with seal.

Date:
Place:
Page 30

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RFP for Selection of an Event Management Agency For 31st Surajkund International Crafts Mela 2017

Request for Proposal (RFP)

SELECTION OF AN EVENT MANAGEMENT AGENCY (EMA) FOR

DIRECTORATE OF TOURISM, GOVERNMENT OF JHARKHAND

1.3. In this context, Directorate of Tourism (DoT), Government of Jharkhand invites

3.1 Directorate of Tourism, Government of Jharkhand intends to select an Event Management

5. SCHEDULE OF TENDER PROCESS

The important dates for the tender process are as follows:

1. Landscaping /Ambience and construction of commemorative Gate: The EMA has to

3. Cultural Programmes, Day Performances, Fashion Show and Music Cassettes: In

a) Cultural Programmes by a reputed group at the time of Opening Ceremony at

c) Theme/Costume based Fashion Show has to be organised by the EMA in co-

d) Pre-recorded instrumental music C.DS/DVD/Cassettes of the Jharkhand State

7. Display of Scroll Banners/Hoardings: As a part of publicity campaign, specially

8. Personal data & photographs of Officers/Officials/Artisans/Support vendors

9. Personal data & photographs of Officers/Officials/Artisans/Support vendors

Motif design reminiscent to rural culture of Jharkhand on Mud Plastered walls

of ambience, Models, Show Stopper, Audio-Visuals, Sound & Light, Tentage,

7. CRITERIA FOR SELECTION OF EVENT MANAGEMENT AGENCY

S No Criteria Documentary Evidence

tasks such as conceptualizing, designing, and

In last 3 year, Agency/ Company/ Firm/ must

NOTE: Proposals not conforming to the above requirements shall be rejected.

8. PROCEDURE FOR SELECTION

1. Pre-proposal Conference will be held at 15.00 Hrs (IST) on 12/12/2016 at

5. Presentation will be part of technical Proposal/bid and form a basis of technical

The pre-qualified applicants shall be required to give an audio visual presentation of 30

10. BID SECURITY

11. PERFORMANCE SECURITY

12. PAYMENT SCHEDULE

14. DAMAGES AND RECOVERIES

Recoveries: Recoveries of liquidated damages shall be from Vendors performance

15. TERMINATION OF THE WORK ORDER

16. EVALUATION OF PROPOSALS/BIDS

Stage 1: Pre-Qualification Criteria:

Stage 2: Conceptual presentation for Technical qualification:

Technical Criteria for evaluation:

17. TECHNICAL/ FINANCIAL BID

Technical bid shall be as given in Annexure I (a)&(f)

18. EVALUATION OF FINANCIAL BID

19. FRAUD AND CORRUPT PRACTICES

21. RIGHT TO REJECT ANY OR ALL PROPOSAL

22. CLARIFICATIONS AND AMENDMENTS

23. AMICABLE SETTLEMENT OF DISPUTE

24. FORCE MAJEURE

26. GENERAL TERMS

APPENDIX 1: LOCATION MAP OF 31st INTERNATIONAL CRAFT MELA,

APPENDIX 2: LAYOUT MAP OF 31st INTERNATIONAL CRAFT MELA,

FORMATS FOR SUBMISSION

ANNEXURE I(a) - COVERING LETTER

Date Signature(s) of Applicant(s) with seal

ANNEXURE I(b) - TECHNICAL PROFORMA

8. Service Tax Registration Number

Name and Signature of Applicant

ANNEXURE - I (c): FINANCIAL CAPACITY

Sl. No. Financial Years Annual Turnover (Rs. Cr.)

Certificate from the statutory Auditor

ANNEXURE I (d):- WORK EXPERIENCE

Sl. Name of Brief Owner/authority Value of Commencement Completion

Date: Signature of Applicant

ANNEXURE I (e):- PARTICULARS OF STAFFS

Place: Signature of Applicant

ANNEXURE I (f):- PERFORMA BANK GURANTEE

This Deed of Guarantee is made on this day of , 2016 at ____________