DIRECTORATE OF MARKETING

KHADI AND VILLAGE INDUSTRIES COMMISSION

KHADI GRAMODYOG BHAVAN
3, IRLA ROAD, VILE PARLE (WEST), MUMBAI -
400056
KHADI FEST – 2010
SHORT TENDER NOTICE

Khadi Gramodyog Bhavan, Khadi and Village Industries Commission, Irla

Road, Vile Parle (West), Mumbai -56, Tel:26704454, invites sealed Tenders
from the professional and experienced agencies for Erection of Temporary
Exhibition Stalls for a period of one month. Interested firms/companies
may collect Tender documents by paying an amount of Rs.1,000/- (Non-
refundable) in the form of Demand Draft in favour of Khadi Gramodyog
Bhavan, Mumbai-400 056 on or before 09.09.2010. The Tender document
will be available for sale upto 10.30 AM of 09.09.2010 and may be
submitted upto 11.00 AM on or before 09.09.2010. Same will be opened
on the same day 09.09.2010 at 11.30 AM. The Tenderers also can
download the Tender Form from KVIC Website (www.kvic.org.in) and
therefore the cost of tender, may be paid separately either by Cash or D/D
payable to Khadi Gramodyog Bhavan, Mumbai.
(D.S. BHATI)
MANAGER

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 KHADI GRAMODYOG BHAVAN
KHADI AND VILLAGE INDUSTRIES COMMISSION
IRLA ROAD, VILE PARLE (WEST), MUMBAI – 56

Khadi Gramodyog Bhavan has planned to organize Khadi

Fest-2010 Exhibition in the premises of Khadi & V. I. Commission
for a period of one month commencing from 02/10/2010 and
concluding on 01.11.2010, with the possibility of extension for
another one month. In order to organize the same there is a
necessity to build temporary structures in the form of stalls and
other arrangements, for which the tenderers are invited from the
interested parties. The terms and conditions for the same are
detailed below:-

TERMS AND CONDITIONS

1. SCOPE OF WORK : Enclosed at Annexure -1.

2. GENERAL

1. The entire temporary structure shall, be build with

readymade materials at the risk and cost of tenderer /
contractor

2. The entire structure shall be homogenous, attractive built,

with tin shed including arrangement of water proofing etc.
providing qualitative materials, good workmanship and
watertight.

3. The structure should remain in tact for a period of one

month and during such extended period and on expiry of
the period the contractor should lift the material and clear
the site at his risk and cost. During the exhibition period the
contractor shall be responsible for maintenance of the
structures and other risks whatsoever.

4. The contractor / his supervisor should always remain at the

sites for supervision of all the services and for immediately
attending the defects if any,

5. The contractor should make adequate arrangements about

fire retardant and also put fire fighting equipments.

6. The contractor should ensure safe guard against all possible

risk like theft, fire and other natural calamities.

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 7. The contractor should maintain the premises neat and clean
during the period of exhibition.

8. The structure lies at the risk of the contractor and proper

security arrangement for safety of the same should be done
by the contractor himself.

9. The contractor shall tap power from available source by

installing a separate meter at his own risk and cost.

10. While erecting loading, unloading of materials proper care

should be taken and no damages should be caused to
Commission’s property, equipments, building etc. The
damage if any, should be rectified/compensated by the
Contractor.

11. Contractor should get all necessary approval from

BMC, Fire Report, Police Report and any other statutory
requirement required for installing the structure.

12. The Contractor should quote the rate for covering all the
requirements as envisaged in the schedule of works. Any
other items required for completion of above work should
also be specified while quoting the rates for satisfactory
completion of work.

13. The Contractor should remain present whenever the

officials of KVIC call for any discussions.

14. The work should be executed properly by deploying good

quality materials and experienced workman to the
satisfaction of the officer in charge of the Khadi Gramodyog
Bhavan. If, any changes are suggested during execution of
work, such changes should be incorporated by the
Contractor. However, the cost if any on such changes will be
considered only if there is a considerable deviation in
quantity more 10%.

E.M.D.

15. The Tenderer has to furnish an Earnest Money Deposit of

Rs.20,000/-, drawn in favour of Khadi Gramodyog Bhavan,
Mumbai while submitting the tender. On completion of the
contract period i.e. 1 (one) month, and such extended
period the E.M.D. deposit will be released after observing
the necessary formalities. No interest shall be paid by the
KVIC on the EMD. The E.M.D. can be forfeited in case of
non/unsatisfactory performance by the contractor.
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 16. The Commission has right to accept the lowest or any other
tender or reject all of them. The Tenderer has no claim in
this regard. Similarly, failure to furnish EMD, tender cost and
other requirements as per the terms and conditions may
result in disqualifying the application.
17. Before quoting the rates the Tenderer shall visit the work
site and understand the actual scope of work.
18. The payment will be made as per the actual coverage
area of stalls and other fittings and furniture.

PENALTY
19. At any point of time, KVIC finds that the performance of the
Contractor is not satisfactory, the KVIC reserves the right to
terminate contract. The loss/damage suffered by KVIC will
be debited to the Contractor apart from a penalty to be
levied by KVIC on the contractor, as deemed fit.

BANK GUARANTEE
20. An irrevocable performance bank guarantee will have
to be furnished by the Tenderer for the full amount of the
work, in case of selection.

ELIGIBILITY CRITERIA
21. a) Tenderer should have at least three years experiences in
organizing Exhibitions, and should have its full-fledged office
in Mumbai with proven track record in arranging similar
event successfully.

b) The party should submit EMD, cost of tender, Income tax

clearance certificate for the latest assessment year 2009-10
and audited Balance Sheet for the year 2009-10, PAN Card,
details of Service Tax, Certificate/Documents of past work
done etc. All the requisites should be in the name of firm.

22. The Tenderer will submit its offer in an envelope containing

technical bid and financial bid in separate covers dully
marked. The offer to be sent to The Manager, Khadi
Gramodyog Bhavan, Vile Parle (West), Mumbai-56 which
should reach at the earliest or latest by 09.09.2010 within
11.00 a.m. sharp. The technical bid will contain details,
drawings, concept of theme pavilion, layout, etc. in addition
to company profile, work done etc.
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 23. FINANCIAL BID The financial bid should be in the
prescribed format of KVIC and the quotation will include all
taxes, Services tax etc. payable and KVIC will not be liable
to pay any extra charge except for any extra assignment
provided by KVIC which will be decided by mutual discussion
as per rates approved in the quotation.

24. PAYMENT Payment to the contractor shall be released on

installments only. The first installment of 25% will be
released along with the work order against bank guarantee
of equal amount. 50 % payment will be made after
satisfactory execution of work. Balance 25% payment will
be made after dismantling and clearance of site after
completion of the exhibition and compliance of the relevant
formalities.

25. The Contractor has to hand over the pavilion ready in all
respect before 48 hours of the beginning of the exhibition
date. Otherwise, the penalty will be charged as deemed fit
by KVIC.

26. The selected Tenderer has to enter in to a formal

agreement with the KVIC.

27. METHOD OF SELECTION

a) Initial scrutiny will be done based on eligibility criteria
for short listing.
b) Presentation of short listed parties will be done to
ensure that they have understood the concept and are
technically competent and capable to execute the
Exhibition.
c) The short listed agencies who will qualify in technical
bid and financial bid thereon the lowest bidder will be
selected for the assignment.
d) However, KVIC reserves the right to accept or reject
the tenderer without assigning any reasons.

28. THEME PAVILION A theme pavilion will have to be made

to highlight achievement of KVIC, its Eco friendly and
Natural products and impact on Rural employment, with
panels, etc.

29. In case the Tenderer has downloaded the tender form from
the KVIC website, the cost of tender, i. e. Rs.1,000/- (Non
refundable) has to be paid by Demand Draft drawn in favour
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 of Khadi Gramodyog Bhavan, Mumbai while submitting the
tender.

30. Any kind of dispute touching or concerning the matter

shall be resolved amicably by mutual discussion in the
presence of the Chairperson/CEO/FA of KVIC failing which all
legal recourse shall be subject to the jurisdiction of Courts in
Mumbai only.

31. OPENING OF TENDER: - The Tender document will be

available for sale in the K.G. Bhavan, at Gramodaya, 3, Irla
Road, Vile Parle (W) upto 10.30 AM of 09.09.2010 and may
be submitted upto 11.00 AM on or before 09.09.2010. Same
will be opened on the same day 09.09.2010 at 11.30 AM.

Asstt.
Director/Manager

Signature of Contractor with seal

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 ANNEXURE - I
FINANCIAL BID
SCHEDULE OF WORKS
Sr. Description of items Qty Unit Rate Rate for
No per addtl. One
Unit month if
extended
1. Erection of roof covered with tin sheets 160 Sq.
by providing waterproofing 0 mt.
arrangement, tarpaulin and ceiling
covered with white cloth with contrast
strip supported with balliess and
bamboo frame work, stiff enough to
sustain for a minimum period of one
month commencing from 02/10/2010.
Having a minimum height of 15ft. and
side wall height 10ft. The total approx.
coverage area is 1600 Sq.mt. on plane
with side covering with tin sheets and
cloth.
2. Octonom System Pre Fabricated Exh.
Stall
(3 x 3 sq.m) 30 each
(3 x 2 sq.m) 30 each
By furnishing name board with providing
2–Tables, one tube light and one bulb
and one table fan in each stall.
3. Carpeting on wooden platform (1600
Sq.mt.)
4. Two wooden racks 6 ft. of six tiers by 90
1.6 width and 6 ft. in length for 30 stalls rack
and one wooden rack for 30 stalls. s
5. Tube light 40 watt (size 4 ft.) 40
6. Two Nos. modular chair 120
7. Sales counter/table with platform ( 3 x 120
2)
8. Pedestal Fan Regular size 20
9. Halogen light 400 Watts 10 Nos. &
Decorative lights with wiring (main gate
to exhibition) 15000 Nos miniatures
Bulbs series.
10. Description of lights, decorative light
Vinayal Borders with frame
(14 x 3’) 1 Nos
(10 x 3’) 2 Nos
(6 x 3’) 1 No
Name and logo
11. Village Theme Pavilion (18 x 18’) (10
panels)
12. Decorative Gate Dimension 4
13. Wooden Platform(20’ x 14’ x 2.5’) with 3
backdrop carpeting 12x3x1.5, 6x3x1.5
14. Inauguration function(One Day) Wooden 300 Sq.mt.
Platform with backdrop & lightening
sound system (size 20’ x 15’) for 30
days
15. Food Court (size 20’ x 10’) 200 Sq.mt.
16. Display panels on the walls adjoining the
gate, 1 No. (8 x 8), 1 No. (12 x 10)
17. Mike system in control room for one 01
month (1 No.) and Public adv. System
with Tape records etc. with Gandhiji
Bhajan, historical song, etc.
18. Wooden platform 1 ft, height in each 160 Sq.mt.
stall from ground level. 0
19. Fixing of two decorative gates on road 2
with series of miniature electric
connection (one at Irla Junction and
other one at Cooper Hospital side) Size:
12’ X 30’ X 4’
Total Amount

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 Signature
(Authorised Signatory with
seal of the Firm/Company)

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 Annexure-II
SCHEDULE OF WORKS (OPENING CEREMONY)

Sr. Particulars Qty. Total

No Amount
.
1 Stage (25’ x 16’ 2.1’ht) with carpet backdrop & 1
ramp.
2 Head Tables (16’ x 2’s 2’ ht.) with covering &frills 1
3 Flowers on stage and Gate and Bouquet
4 Mike Speakers 4
5 Palm Trees Plant 5
6 Carpet jute matting (10,000 Sq. ft.)
7 Air coolers 6
8 Sofas 10
9 Molded Chair 300
10 Side Masking ( 700 ft. Right left)
11 Red Synthetic carpet-Near Building Gate to
Exhibition Gate and Front of Stage.
12 Ply on stage (25’ x 16’)
13 Generators 1- Shift ( 12 Hours) 125 KVA 1
14 Platform ( 20’ x 12’) Welcome singer with 1
backdrop
15 Wooden Frame (15’ x 4’) for Su-Swagatam 2
16 Wooden frame (5’ x 5’) for Logo 1
17 Wooden frame (15’ x 12) 1
18 Platform (10’ x 10’) with carpet on Right side of 1
Exhibition Gate.
19 Metal Lights 400 wt. 20
20 Pedestal Fan 36” 15
21 Tri-colour series light from main gate to exhibition 2
side
22 Different colours flag hanging on Wrought iron 60
Silver polls. (New colours)
Total Amount

Signature
(Authorised Signatory with
seal of the Firm/Company)

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 Annexure-III

PROFORMA FOR SUBMISSION OF TECHNICAL BID

Infrastructure of the agency

a) Name & Address of :

the agency & its legal
status

b) Manpower available :

c) List of Major clients :

d) Experience in the :
related field with
some references

e) Registration/License :
No. (Xerox copy to be
attached)

f) Annual turnover of the :

firm during last 3
years with supporting
Balance Sheet copy
g) Other requirements : Compliance as per point no. 21
and 22 as per the Tender
Document.

Signature
(Authorised
Signatory with
seal of the
Firm/Company)

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