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आयुक्D
त तारयरलययतारी तर त्रोद्दग
OFFICE OF THE COMMISSIONER FOR
KHADI & VILLAGE INDUSTRIES
सूक्ष्ो
त ,तयघुतर तोध्त
योतद्ोतोत्रयय,तभर Dतस ार
Ministry of MSME, Govt. of India
रज्यतारयरलयय / STATE OFFICE
33,तचित्त
D त न तवेन्त
यू,तादयारDर-700त012
33, Chitta Ranjan Avenue, Kolkata – 700 012
फद / Phone : 2211-4345 & 2211-9491 फैक्तस/FAX : 91-033-22119491
ईोनय/
email : so.kolkata@kvic.gov.in
No:WB/KVIC/MKT/2014-15/
Date : 06.03.2015
SEALED TENDER NOTICE
Office of the Commissioner for Khadi & Village Industries, State Office, Kolkata is going to
organize a State Level Exhibitions on Khadi & Village Industries products at Rash Mela Ground,
Coochbehar from 28.03.2015 to 11.04.2015 through Bengal Federation of Certified Khadi Institutions.
Sealed quotations in the prescribed format are invited from the registered professional
agencies/ contractors/organizers with sufficient credential of a minimum of Rs.5 .00( five) lakhs on a
single work during the last three years from any Govt. or Semi-Govt. agency with proven track record
in handling assignments and taking care of organizing the similar type of work of entire logistical
requirements viz.(i) erecting of stall, electricity arrangement , illumination of exhibition ground etc, to
arrange necessary permission from local administrative authorities etc. as well as (ii) printing &
publicity work including outdoor publicity etc.
The last date for submission of tender is on 16.03.2015 up to 3.00 P.M. in the tender box
install at the above office and the tender will be opened on same date at 4:00PM
The notification with details & Tender form is available in the website www.kvic.org.in and
above office.
The authority reserves the right either to accept or reject any or all of the offers without
assigning any reason whatsoever.
State Director
QUOTATION FOR EXPRESSION OF INTEREST
for State Level Khadi Gr. Ehibition at Rashmela Ground, Coochbehar (WB)
under supervision of Bengal Federation of Certified Khadi Institutions,
Berhampore,Murshidabad with over all control by OCKVI, State Office, Kolkata.
Form No :
Last date of issuing Quotation Form:
Submission of Quotation documents
Issuing date:
Last date
:
16.03.2015
Last date
Initial of issuing
Time
:
12.00 hrs
Time
:
16.03.2015
:
by 15.00 hrs
official of KVIC
Opening of sealed Quotation:
Designation
Date
: 16.03.2015
Time : At 16.00 hrs.
Details of Work:
1. Executing the work of erection of stall/gate & all other related work at the Exhibition site at
Rashmela Ground , Coochbehar (WB)
AND/OR
2. Executing the different work on printing work of the said event
AND/OR
3. Executing the different work on outdoor publicity work of the said event
AND/OR
4. All above mentioned work at Sr 1 to Sr. 3 ( i.e. erection of stall, gate etc /Printing & publicity
programme )
(Please tick (√) for which of the above mentioned work, quotation /rate is offered)
5)
Venue
: Rash Mela Ground, Coochbehar )
Period
: 28.03.2015 to 11.04.2015
Time
: 12 :00 noon to 8.00 pm
Earnest Money Details
D.D.No & date:
Amount:
Rs5000.00
Bank : D.D/Bankers Cheque in favour of Khadi &
V.I.Commission, Calcutta State Office A/C, Payable at
Kolkata
( To be submitted in the sealed Envelop : I)
Instruction to Bidders:
a) Eligibility and Qualification of Bidder :
Only the parties satisfying the criteria stated in the Advertisement issued by OCKVI, State Office,
Kolkata are allowed eligible to submit the bid i.e the parties who have the proven track record of
experience and expertise of executing considerable volume of satisfactory assignments in recent past 3
years and who have executed work of erection stall and decoration of exhibition of small scale
industries / Khadi & Village Industries / similar Industrial exhibition about at least total value of Rs.
5.00 lakhs ( Rs. five lakhs) per event in a calendar year and shall have to provide satisfactory completion
certificate from the concerned authorities.
b)Rates , quantities and value of work :

The rates quoted shall be inclusive of all taxes and other duties as applicable as per law. The
quoted rates shall be firm and shall not be subject to any change whatsoever and shall hold good till
completion of the work including extended period of contract, if any. However, OCKVI, Kolkata may
negotiate lower rate than the offer rate, if required.

Value of work quoted may be increased or decreased at the absolute discretion of OCKVI, Kolkata
in which case all the other terms and conditions of contract shall remain valid and binding
notwithstanding such alternation.
c) Language and Currency of Tender
The bidders should quote rates in English & in Indian Rupees, in figures as well as in words.
Corrections in the tender should be avoided but if this becomes unavoidable, each correction should be
signed separately by the bidder without ambiguity.
d)
Tender Contents
The tender shall be submitted in ONE sealed packet, named and duly marked as “Strictly Confidential –Bid
for State Level Khadi & Gramodyog Exhibition’2014-15 at Coochbehar ”.
The contents of the said packet are described below:
There will be two (2) sealed envelopes duly marked as follows:“ENVELOPE- 1. = Technical Bid “
“ENVELOPE- 2. = Financial Bid“
 Envelop-1 should contain the following :
 Earnest Money fee of Rs.5,000.00 ( Rs. five thousand only) by Demand Draft in favour of “ Khadi & V.I.
Commission Callcutta State Office A/c“ payable at Kolkata
 Bidder’s Declaration in accordance with the format given below in Part-I.
 Authorization of the person signing the Tender.
 Envelop-2 should contain the following
 Financial Bid & Bidder’s Declaration in accordance with the format given below in Part-II.
( Contd.-2)
-2TECHNICAL BID
(To be submitted in Envelop: I)
Part – I
General
1
Name of the Firm ( in BLOCK LETTER)
2
Office Address
3
(a) Phone No (O) :
4
Name of the contact Persons with Ph. No. (Mobile)
:
(b) fax No
:
: (1)
Organization Details
5
Registration Year & No
:
6
Trade License No
:
7
: i)
I) Income Tax Pan No : & its Clearance Certificate
( Assessment year 2013-14)
ii)Service Tax / commercial Tax/Vat certificate no;
ii)
& details as applicable
Information of last 3 years experience to
Year
No
undertake similar work as event manager/ Turnkey
( Rs. In lakhs )
worker etc.
1)
( Pl. attach supporting documents)
2)
8
Maximum Work value
3)
( Signature of the proprietor or Authorized
person of the firm/ Company & designation
Date :
Full Name :
SUPPORTING DOCUMENTS TO BE ENCLOSED :

Attested Xerox copy of registration certificate of the firm, trade license, IT/Vat./ST / Tax
clearance etc of Sr. no: 5, 6, 7.8

Major clients at District/ Metro/Cities & National level

Quality Certificate for Service , if any & Awards , if any

Details of similar events undertaken and time – frame to organize such event from day to
day. and completion certificate thereof
(Contd….3)
-3Part –II
FINANCIAL BID
( To be submitted in Envelop : II )
Name of the Firm :
A. Work to be done for executing the work of erection of stall/gate & all other related works at site
Sr
b.
Particulars
Quantity Rate
a. To Build ply made Stall, size ( 3mtr x3mtr) each with collapsible gate
with leakage proof roof, 6 inch wooden platform, cloth ceiling, wooden
back rack(3 rows), 8ft counter table, 2 chairs, synthetic mattress on
floor ,2 tube light , ceiling fan under leakage proof tarpaulin covered
bamboo SUPER STRUCTURE)
40 nos
To build ply made stall, size (3mtr x2 mtr ) each, without participation
where necessary with 6 inch wooden platform, wall rack ( 3 rows) &
6 ft counter table each , 35 nos of chairs, 2 tube lights , ceiling fan,
synthetic mattress flooring under leakage proof tarpaulin covered
bamboo SUPER STRUCTURE)
35 nos
(These are to be used for 35 nos. REGP/PMEGP /VI units, food stall
etc.)
c.
To build 20ft x 15ft x3 ft stage with all facilities including light & fan
and also decoration including required size Back Drop Banner,
-
d.
To build 1000 sq.ft superstructure with leakage proof tarpaulin roof
and 4 side open pavilion which will be used as auditorium, theme
pavilion and guest room including all facilities like 10 numbers of VIP
chairs/table/ 1 no. sofa set/ 3 nos. tea table/ I no. steel cupboard and
required nos. .of lights/fan and other electrical fittings / microphone
etc.
e.
Interior decoration of all stalls/gate /stage etc by flower/dry flower
chains, flower bouquet etc.
-
f.
Flex Main gate (12’ x10’x10 nos ) with12 ft collapsible gate at outside
the main exhibition pavilion with lettering & decoration by flower/dry
flower chains, flower bouquet etc and required lighting.
3 nos.
g.
Tin fencing 4 sides covering with satin cloth in front side
-
h.
100 nos of potted flower and ornament plants for gardening
-
i.
Lettering on facial of all stall, / super structure /gate etc.
-
j.
Adequate Electricity arrangement including consumption, fitting and
connection charges as per rule and permission of electricity
department. In addition to light of fan of abovementioned stall and
pavilion ,stage etc.( Sr.,a,b,c,d) minimum 20 nos of metal light , 50
nos. tube light for outside & inside area of the event , 50 pcs green
Amount
tube, required electric chain etc for illumination
k.
ii) Stand by Generator with require load ( min. 30 KVW)
1 nos
l.
Sweeping & cleaning of all sites of the event ( daily twice )
-
m.
Arrangement of drinking water of all stall holders, visitors etc.&
Arrangement of first aid entire period of the exhibition
75 nos.
n.
Arrangement of urinal /Toilet ( Ladies & gents) in ground
04 nos
o.
Arrangement of sufficient security for 24 hours (minimum 6 persons,
round the clock (3shifts) for gates/stalls & entire event premises.)
p.
Fire fighting measures arrangement for entire exhibition arena:
Required Fire Adequate Fire Extinguishers including all other
necessary firefighting equipment are to be as per rule & permission of
the Fire Brigade Authority.
Day &
night
q.
Dias arrangement for inauguration and valedictory function with
refreshment to the dignitaries /participants /guest/etc (approx. 100
heads) including back drop banner and flower decoration.
-
r.
Arrangement of INSURANCE of entire area of the event including all
built up structures with authentic Insurance Company.
-
s.
Arrangement of public address and sound system including 4/5
cordless microphone inside the auditorium exhibition area with
anchor person. & including cultural programme in the evening as and
when needed.
-
t.
Still Photography & video-recoding( where needed) as per advice of
the organizer
-
Total Offer Rate For The Work Under Part-II “A )
: Rs.
Rupees in word:
Date :
( Signature of the proprietor or Authorized person
of the firm/ Company with designation )
(Contd……4)
-4-
Part-II “ B “
PRINTING WORK (PUBLICITY WORK)
B
Sr
Particulars
Invitation card
& print envelop
Certificate
Paper wt.
Size &
page
Quantity
Rate
Amount
Remarks
Digital
5” x 7”
100
Specimen copy
may be seen
Handmade Board
A4
75 pcs
--do--
Thick Poster paper
15” x 20”
1000
Including fixing
in and around
Coochbehar
70 GSM Map litho
9 “ x 5.5 “
5000
( including
tax)
( Medium)
Poster
( Bi- color)
leaflet
Total
Total Offer Rate For The Work Under Part-II “ B “
: RS.
In word: Rs.
Part-II “ C “
C. Outdoor Publicity:
(The advertising agencies who have valid INS Certificate, will only apply.)
Sr
Particulars
Size
Quantity
1
Flex banner
6 ft x 3 ft.
50
2
Frame flex banner
15 ft x 6 ft
10
Rate (including all
tax & fixing,
distributing
where applicable)
Amount
Remarks
Including design &
FIXING in different
places
Including design &
FIXING in different
places in
coochbehar in
consultation with
organisor
3
Over head Flex gate
on PWD Road side
4
4 sides Pillar flex
gate
1, 30ft x 16 ft
2
4 ft(base) x 12
ft (height)
4 nos
Including design
fixing & installation
Including placing at
selected spot
5
Colour Flag for
fencing decoration
4’ x 3’
25 nos.
-
6
Spot advertisement
through local cable
channel
-
15 days
-
7
Mobile publicity by
auto riksha with
microphone etc.
15 days
-
Total
Note :





The work order for printing / outdoor publicity may vary as per requirement of the quantity
mentioned. The bill may be honoured accordingly. Besides these, work may be distributed in different
parties based on lowest rate & proven track record in handling assignments, if necessary
Selected party has to attend necessary art/designing work, translation /copying /proof reading etc as
per requirement of the work. Necessary permission may be obtained from the competent authority,
paying necessary fees, if needed prior to fixing the items for outdoor publicity.
The offer rate should be inclusive all statutory taxes like service Tax, Vat etc . & such statutory taxes
to be made to concerned department by the selected party/parties
If any additional information is required to furnish while submission the offer rate, separate page may
be enclosed, if desired.
The selected advertising /publicity agency who have INS certificate may arrange to display
advertisement in print and electronic media on DAVP rate on behalf of the KVIC for which
additional payment will be made.
Total Offer Rate For The Work Under Part-II “ C “
In word : Rs.
( Signature of the proprietor or Authorized
person of the firm/ Company with designation & date
Contd….5)
-5DECLARATION
I , Sri ----------------------------------------------------------------------------- Proprietor /Partner of
M/S------------------------------------------------------------------------ of (Address) ----------------------------------------------------------------------------------------------- declare that the above information furnished by
me are true to the best of my knowledge and agree to abide all terms & condition above as to be
imposed later on by KVIC, Kolkata , if any for the interest of the exhibition . I also declare that I have
filled the tender documents after clearly understanding the given information at all pages of the
quotation form and I will pay all statutory taxes to concerned department
I offer my bid as mentioned below which is to be paid to me or my company
b) I will pay all statutory taxes to concerned department which may be reimbursed from KVIC S.O, Kolkata
while on submission of the final bill for payment for above said works.
Sr
Work to be attended
1
Executing the work of erection of stall etc. ( Part-II ‘A’)
Or
Executing the work of Printing ( Part- II ‘B’)
Or
Executing the work of outdoor publicity ( Part- II ‘C’)
Or
All the above work as mentioned at Sr.( Part-II ‘A’ + . Part-II “B’ +
Part II ‘C’) ( pl. cross (X) which is not quoted )
2
3
4

Rate offer ( Total)
Rs
Rs.
Rs.
Rs.
Besides, any bidder may offer rate for arranging sponsorship for food stall/ amusement etc.
( it is optional, not mandatory)
Children Amusement
( without electricity )
No.
Rate per item : Rs.
Food stall
No.
Others
Rate per stall : Rs.
No.
Rate per stall :
Rs.
Signature of the proprietor or authorized person of
the firm/ Company)
Date:
Full Name :
Designation:
( Office Seal)
Witness:

Signature with date:

Name: :

Address::
-6TERMS & CONDITION
a) No loss will be compensated by the organizer in case of postponement, cancellation of the
exhibition / called off the offer for any reason as well as any loss and damage on account of
natural calamities, theft etc.
b) The entire work to be completed and handed over to the Organizer at least two days before
opening of the event.
c) Sales Tax , Insurance , Vat tax and all other charges payable to the different departments/
public bodies for the above work, will be borne by the party / Contractor. Necessary
arrangement will have to be kept for repairing any damaged caused, due to any reason, to any
portion of the built up area without any extra cost.
d) All materials are to be removed and cleaned from the Exhibition ground within 2 (two) days
after closing of the Exhibition , otherwise suitable penalties as deemed fit by the competent
authority / department will be recovered from the bill of the contractor
e) The Quotation Form must be read carefully & signed in all pages of the offer form, before
submission..
f) The selected Party will have to give an undertaking for the completion of the work within
stipulated time.
g) Entire work will be supervised at any point of time by OCKVI official / representative of Bengal
Federation of Certified Khadi institutions, Berhampur, Mursidabad recognized by KVIC. who
are entrusted to implement the entire event on behalf of OCKVI, Kolkata.
h) Issuing Work order & any financial transaction will be done by the above Khadi Federation on
behalf of OCKVI, Kolkata.
i) Payment will be released by A/C. Payee Cheque in favour of the company on submission of
final pre- receipted bill after completion of the Exhibition. No Advance payment will be made .
j) Director, OCKVI, Kolkata reserves the right either to accept or reject any or all the offers
without assigning any reason.