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Tender document for Exhibition Management System

Tender Document

“Exhibition Management System”

May, 2018

Block No. 18, 2nd Floor, Udyog Bhavan, Sector-11, Gandhinagar – 382 017.

Tel : 079-232 56592 / 93 / 94 Fax : 079-232 51650


Table of Contents

Disclaimer................................................................................................................................................. 4 List of Abbreviations .............................................................................................................................. 5 Important Information ............................................................................................................................ 6

SECTION I: PREFACE ..................................................................................................................................................................... 8

SECTION II: INSTRUCTIONS TO BIDDERS ............................................................................................................................ 11

1. Definitions ..................................................................................................................................... 12 2. Eligibility Criteria ......................................................................................................................... 14 3. Cost of TENDER DOCUMENT.................................................................................................... 14 4. Pre-bid Conference (PBC) .......................................................................................................... 15 5. Amendment or Modification of TENDER DOCUMENT ......................................................... 15 6. Proposal preparation .................................................................................................................. 15 7. Cost of Bidding ............................................................................................................................ 17 8. Bid Security (EMD) ...................................................................................................................... 17 9. Proposal Submission ................................................................................................................. 18 10. Number of Proposals .................................................................................................................. 19 11. Proposal Prices ............................................................................................................................ 19 12. Discounts, Taxes, Levies, etc. .................................................................................................. 19 13. Proposal Validity.......................................................................................................................... 19 14. Language....................................................................................................................................... 19 15. Late Proposals ............................................................................................................................. 19 16. Modification & Withdrawl of Proposals ................................................................................... 20 17. Right to Accept Proposal ........................................................................................................... 20 18. Proposal Forms ........................................................................................................................... 20 19. Local Conditions.......................................................................................................................... 20 20. Contacting the Tenderer ............................................................................................................ 21 21. Schedule of Events ..................................................................................................................... 21 22. Opening of Proposal ................................................................................................................... 21 23. Proposal Evaluation .................................................................................................................... 22 24. Award of Contract ....................................................................................................................... 25 25. Confidentiality .............................................................................................................................. 25 26. Publicity ......................................................................................................................................... 26 27. Insurance....................................................................................................................................... 26 28. Arbitration ..................................................................................................................................... 26 29. Sub-Contracting ........................................................................................................................... 27 30. Termination of TENDER DOCUMENT ...................................................................................... 27

SECTION III: PROJECT SCOPE ................................................................................................................................................. 28

A. Scope of Work .............................................................................................................................. 29

SECTION IV: SPECIAL CONDITIONS OF CONTRACT........................................................................................................ 41

1. Roles & Responsibilities of Stakeholders .............................................................................. 42 2. Third Party Monitoring Agency ................................................................................................. 42 3. Standards to be Followed .......................................................................................................... 43 4. Application Software................................................................................................................... 43 5. Acceptance Test .......................................................................................................................... 43


6. Performance Guarantee ............................................................................................................. 44 7. Force Majeure ............................................................................................................................... 45 8. Penalties ........................................................................................................................................ 45 9. Penalties for Misuse .................................................................................................................... 46 10. Payment Terms ............................................................................................................................ 46 11. Payment SCHEME for System .................................................................................................. 46 12. Representation & Warranties .................................................................................................... 46 13. Tenderer’s Event of Default ....................................................................................................... 47 14. Bankruptcy & Insolvency ........................................................................................................... 48 15. IPR, CopyRights, etc. .................................................................................................................. 48 16. Data Rights ................................................................................................................................... 48 17. Project Duration ........................................................................................................................... 49

SECTION V: ANNEXURE - FORMATS ...................................................................................................................................... 50

Annexure 1 – Covering Letter ............................................................................................................. 51 Annexure 2 – Bidder’s Profile ............................................................................................................. 54 Annexure 3 - Financial Information Summary ................................................................................. 57 Annexure 4 – Proposed Solution Architecture ............................................................................... 58 Annexure 5 - Firm Experience ............................................................................................................ 59 Annexure 6- Composition and Task Assignments Summary ...................................................... 60 Annexure 7 - Curriculum Vitae of Proposed Staff .......................................................................... 61 Annexure 8 - Commercial Bid Details ............................................................................................... 63 Annexure 9: Format of Earnest Money Deposit in the form of Bank Guarantee ...................... 65 Annexure 10: Performance Bank Guarantee Format ..................................................................... 67 Annexure 11 - Format for Pre-bid Conference Queries / Clarifications...................................... 69 Annexure 13 - eligibility Matrix ........................................................................................................... 70


DISCLAIMER

The information contained in this bid document or subsequently provided to Bidder(s), whether

verbally or in documentary or any other form by iNDEXTb on behalf of the Govt. of Gujarat or

any of their employees or advisors, is provided to Bidder(s) on the terms and conditions set out

in this TENDER DOCUMENT and such other terms and conditions subject to which such

information is provided.

The purpose of this bid is to provide to interested bidders with information that may be useful to

them in eliciting their financial offers (the “Proposal”) pursuant to this tender document. This

document includes statements, which reflect various assumptions and assessments arrived at

by iNDEXTb on behalf of Govt. of Gujarat in relation to the Project. Such assumptions,

assessments and statements do not purport to contain all the information that each Bidder may

require. This bid document may not be appropriate for all entities, and it is not possible for Govt.

of Gujarat / iNDEXTb, its employees or advisors to consider the investment objectives, financial

situation and particular needs of each party who reads or uses this document. The

assumptions, assessments, statements and information contained in this tender document, may

not be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own

investigations and analysis and should check the accuracy, adequacy, correctness, reliability

and completeness of the assumptions, assessments, statements and information contained in

this document and obtain independent advice from appropriate sources.

Information provided in this document to the Bidder(s) is on a wide range of matters, some of

which depends upon interpretation of law. The information given is not an exhaustive account of

statutory requirements and should not be regarded as a complete or authoritative statement of

law. iNDEXTb or Govt. of Gujarat accepts no responsibility for the accuracy or otherwise for any

interpretation or opinion on law expressed herein.

Govt. of Gujarat, its employees and advisors make no representation or warranty and shall have

no liability to any person, including any Applicant or Bidder under any law, statute, 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 TENDER DOCUMENT or otherwise, including the accuracy,

adequacy, correctness, completeness or reliability of the TENDER DOCUMENT and any

assessment, assumption, statement or information contained therein or deemed to form part of

this TENDER DOCUMENT or arising in anyway in this Bid Stage.


LIST OF ABBREVIATIONS

Abbreviation Detail

BG Bank Guarantee

BOM Bill of Material

DHQ District Head Quarter

EMD Earnest Money Deposit

ESH Extended SLA Hours

GoG Government of Gujarat

ICT Information and Communication Technology

MoU Memorandum of Understanding

O&M Operation and Maintenance

PBH Prime Business Hours

PMU Project Management Unit

PST Peak Service Time

QCBS Quality and Cost Based Selection

SLA Service Level Agreement

SRS Software Requirement Specifications


IMPORTANT INFORMATION

iNDEXTb is a Govt. of Gujarat Organisation and acting as nodal organization for organizing

Vibrant Gujarat Summits since year 2003. In capacity of being nodal organization, iNDEXTb

have released tender document for selecting an agency who will be working for Designing,

Developing, Uploading, maintaining & supporting the IT-enabled Exhibition Management

System.

The interested agencies in providing the proposal can download the document from website of

Industrial Extension Bureau (http://www.indextb.com) as well as from

https://indextb.nprocure.com.

Tender Fee - Non refundable Rs.1,500 /-

Date & Time of Pre-bid meeting 31-05-2018 at 12:30 hrs.

Place for Pre-bid meeting and Opening

of Technical Bids

iNDEXTb Conference Room Block No. 18, 2nd Floor, Udyog Bhavan, Sector-11, Gandhinagar – 382 017, Gujarat.

Last date & time for Online Submission

of bid documents 14-06-2018 up to 15:00 hrs.

Date for presentation Time will be communicated to bidders at later stage.

Place for Online Submission of bid

documents https://indextb.nprocure.com

Date & time for Opening of Technical

Bid 14-06-2018 at 15:30 hrs.

Contact person Shri Kalpesh Sheth, GM(MM), iNDEXTb

Email: [email protected]

Bid Security (Earnest Money Deposit) Rs. 45,000.00 (No relaxation to anyone

including SSI units)

Demand Draft for Tender fee & EMD Demand Draft/Bank Guarantee in favor of

“Industrial Extension Bureau”, payable at

Gandhinagar

Last date, time & place for physical

submission of EMD & Tender Fee and

other Technical Documents.

14-06-2018 up to 15:00 hrs.

INDEXTb (Industrial Extension Bureau) Block No. 18, 2nd Floor, Udyog Bhavan, Sector-11, Gandhinagar – 382 017, Gujarat.

Validity of tender 180 Days

Product delivery Period 30 days from award of work order

http://www.indextb.com/

https://indextb.nprocure.com/


mailto:[email protected]


1. Technical bids will be opened in the presence of the Committee members whoever are

present as well as a representative of agencies who choose to attend on the specified date

and time. The tender committee has been empowered to take the final decision regarding

the tender.

2. In the event of the date specified for receipt and opening of bid being declared as a holiday

for iNDEXTb, the due date for submission of bid and opening of bid will be the following

working day at the appointed time.

3. iNDEXTb reserves the right to accept or reject any tender offer without assigning any

reason.

4. Financial bids of only those bidders who qualify on the basis of evaluation of technical bids

and / or presentation will be opened.

5. Use & Release of Bidder Submissions:

iNDEXTb is not liable for any cost incurred by a Bidder in the preparation and production of

any Proposal, the preparation or execution of any benchmark demonstrations, simulation

or laboratory service or for any work performed prior to the execution of a formal contract.

All materials submitted become the property of the iNDEXTb / GoG Org. and may be

returned at its sole discretion. The content of each Bidder’s Proposal will be held in strict

confidence during the evaluation process, and details of any Proposals will not be

discussed outside the evaluation process.

Note:

1. Bidders who wish to participate in this e-tender will have to register on

https://indextb.nprocure.com. Further, bidders who wish to participate in online bids

will have to procure Digital Certificate as per Information Technology Act 2000, using

which they can sign their electronic bids. Bidders can procure the same from (n)Code

solutions – a division of GNFC Ltd., or any other agency licensed by Controller of

Certifying Authority, Govt. of India. Bidders who already have a valid Digital

Certificate need not procure a new Digital Certificate.

2. In case, the bidders need any clarification or for training requirement for participating

in e-tender, they may contact the following office:

(n)Code Solutions

(A DIVISION OF GNFC LTD.)

403, GNFC Info Tower, S. G. Road, Bodakdev,

Ahmedabad – 380 054 (Gujarat).

Phone: 079-2685 7316 / 17 / 18 (Ext.: 515, 565, 525)



SECTION I: PREFACE


PREFACE

The Government of Gujarat biennially organizes global summits - Vibrant Gujarat Summits –

since year 2003. Over the years, this Summit has emerged as one of the important Summits

taking place in India and having participation from International and National Companies,

Academicians, Technocrats, Administrators, Policy Makers, etc.

On behalf of the Government of Gujarat, Industrial Extension Bureau (iNDEXTb) – a

Government of Gujarat Organization under the Industries and Mines Department of the

Government of Gujarat is acting as the nodal agency for the Summits since the first such

summit organized in the year 2003.

Concurrently with the Summit, an Exhibition is also organized for a duration of about one week.

Large and small companies, educational, non-government and various other organizations,

governments, etc from India and Abroad participate to showcase their technologies,

innovations, investment opportunities, investment potential etc and to have meaningful business

to business interactions.

Over the years, the exhibition has witnessed increased participation and has been organized in

larger areas year after year.

Exhibition concurrent to Previous Summits Gross Area

(Sq. mt)

2003 3000

2005 9500

2007 7000

2009 19,200

2011 24,777

2013 1,04,000

2015 1,25,000

2017 1,50,000

For the Vibrant Gujarat Global Trade Show 2017 organized at Helipad Ground, Gandhinagar,

concurrently with Vibrant Gujarat : 2017 Summit, there was participation of more than 1100

exhibitions during the exhibitions and more than 15,50,000 footfalls during the course of 07

days of the event. Visitors included representatives of Leading Companies participating the VG:

2015 Summit, foreign delegates, representatives of SMEs in various sectors across the country,

young entrepreneurs, academic institutes, etc.

Next Summit would be organized in January 2019 in Gandhinagar, Gujarat. For this Summit, it

has been planned to organize a Mega Exhibition in an area of over 1,20,000 sq. mt. at Helipad

Ground, Gandhinagar, Gujarat.


There are constructed domes, where in displays takes place. Some displays are also made in

the open area near the venue.

In order to have easy management related to stall booking, allotment of space, vendor

management, service to exhibitor during position of exhibition space, to note down their

requirement beforehand, etc it is proposed to have an interface developed through use of

Information Technology.

In order to rope in an agency having experience in exhibition organization through use of

information technology and computer science or are in the business of providing IT based

solutions, this tender document is prepared for consumption of our requirement and providing

the solutions in suitable model.

Therefore, interested bidders are requested to read this document and revert with the best

possible solutions at a very competitive price.


SECTION II: INSTRUCTIONS TO

BIDDERS


1. DEFINITIONS

In this document, the following terms shall have following respective meanings-

“Acceptance Test Document” means a mutually agreed document, which defines

procedures for testing the “Exhibition Management System” against requirements laid

down in the TENDER DOCUMENT.

“Affiliate” shall mean any holding company or subsidiary company of a part to the

Agreement or any company, which is subsidiary of such a holding company. The

expressions “holding company” and “subsidiary company” shall have the meaning

specified in section 4 of the Companies Act 1956 (as amended from time to time).

“Agreement” means the Agreement to be signed between the successful bidder and

Government of Gujarat including all attachments, appendices, all documents

incorporated by reference thereto together with any subsequent modifications, the RFP,

the bid offer, the acceptance and all related correspondences, clarifications,

presentations.

“Authorized Representative” shall mean any person authorized by either of the parties.

“Bidder” means any firm or group of firms (called consortium) offering the solution(s),

service(s) and /or materials required in the TENDER DOCUMENT. The word Bidder

when used in the pre award period shall be synonymous with Bidder, and when used

after award of the Contract shall mean the successful Bidder with whom iNDEXTb or any

other organization, on behalf of Government of Gujarat signs the agreement for

rendering of services for Exhibition Management System.

“Contract” is used synonymously with Agreement.

“Corrupt Practice” means the offering, giving, receiving or soliciting of anything of value

or influence the action of an official in the process of Contract execution.

“Default Notice” shall mean the written notice of Default of the Agreement issued by

one Party to the other in terms hereof.

“DHQ” means District Head Quarter and is an administrative unit of the State.

“iNDEXTb” means Industrial Extension Bureau on behalf of Government of Gujarat is

carrying out tender activities.

“Law” shall mean any Act, notification, by-law, rules and regulations, directive,

ordinance, order or instruction having the force of law enacted or issued by the Central

Government and/ or the Government of Gujarat or any other Government or regulatory

authority or political subdivision of Government agency.

“LOI” means issuing of Letter of Intent, which shall constitute the intention of the

Tenderer to place the Purchase Order with the successful bidder.


“Partial Acceptance Test (PAT)” means a provisional acceptance testing for

completion of a complete section/module/ component of the System.

“Party” means GoG or Bidder, individually and “Parties” mean GoG and Bidder,

collectively.

“Period of Agreement” means 1 years from the date of issue of LoI, which would be the

warranty period.

“Proposal” means the Technical Proposal and Commercial Proposal, i.e., complete

proposal for the Exhibition Management System.

“Project Location” means any of the location including State Head Quarters and District

Headquarters.

“Request for Proposal (TENDER DOCUMENT)” means the detailed notification

seeking a set of solution(s), services(s), materials and/or any combination of them.

“Requirements” shall mean and include schedules, details, description, statement of

technical data, performance characteristics and standards (Indian & International) as

applicable and specified in the TENDER DOCUMENT.

“Sub-Contracting” means any person to whom any part of work under the agreement is

sub-contracted by the Bidder

“Service” means provision of Contracted service viz., operation, maintenance and

associated services for Exhibition Management System as per this TENDER

DOCUMENT.

“SHQ” means State Head Quarter, an administrative unit of State.

“Tenderer” means the institution which has issued the tender; in the present context

Exhibition Management System Tender has been issued by iNDEXTb on behalf of GoG.

“Termination Notice” means the written notice of termination of the Agreement issued

by one Party to the other in terms hereof.

“Third Party Agency” means any agency other than the successful bidder, appointed

by Govt. for monitoring Exhibition Management System during commissioning and

operation.

“Uptime” means the time period when specified services with specified technical and

service standards as mentioned in this TENDER DOCUMENT are available to

Government of Gujarat. The uptime will be calculated as follows: Total time in a quarter

(in minutes) less total Service Down time (in minutes) in the quarter.

“%Uptime” means ratio of ‘up time’ (in minutes) of Exhibition Management System

System, in a quarter to Total time in the quarter (in minutes) multiplied by 100.


2. ELIGIBILITY CRITERIA

The eligibility criteria for bidders is as follows-

S.No.

Criteria

Support documents

1)

The company should have 3 years of existence in

India as on 31st March, 2018.

Valid copy of the successful work

completion certificate and work

orders of each of the last 03 years.

2)

The bidder should have minimum aggregate

turnover of more than 1 crores (Rupees One

Crores only) of 3 financial years. The bidder must

attach copy of Balance Sheet and Profit & Loss

statement for F.Y. 2015-16, 2016-17 & 2017-18.

Copy of Balance Sheet and Profit &

Loss statement for F.Y. 2015-16,

2016-17 & 2017-18. with separate

CA Certified Statement.

Entity being a profit making entity is

preferable.

3)

The bidder should have at least 10 technically

trained employees on its payroll as on 31.03.2018

on regular basis.

The certificate from bidders HR

department must be attached and

the stamped copies of appointment

letters to the employees be

provided.

4)

The bidder should have handled at least 3

exhibition and developed / supplied EMS for those

exhibitions

Or should have developed software for managing

the event other than exhibition but of business

nature like conference (more than 1000 persons),

Business Summit, Cultural Event, etc.

Submit Copies of Completion

Certificate or Agreements

substantiating

experience

5)

The bidder should have development center in the

State of Gujarat or shall provide undertaking for

the establishment of delivery / development center

in the State of Gujarat, if project is awarded

Address Proof document like Shop

and Establishment Certificate,

Electrical Bill/ Telephone Bill,

Government registrations etc.

confirming owner & address.

6)

The bidder should not have been blacklisted by

any State Government, Central Government or

any other Public sector undertaking or a

Corporation or any other Autonomous

organization of Central or State Government as on

Bid submission date.

An undertaking by an authorized

signatory on company letter head

Bidder has to submit eligibility matrix sheet as format provided in Annexure 13 along with

bid documents.

3. COST OF TENDER DOCUMENT

The cost of tender document i.e. tender fee is as indicated under “Important Information”.


The document can be downloaded from https://indextb.nprocure.com or

www.indextb.com. The bidder has to submit the non-refundable tender fees through

Demand Draft in favor of “iNDEXTb”, payable at Gandhinagar, on or before as indicated

under “Important Information”.

4. PRE-BID CONFERENCE (PBC)

Tenderer shall hold a pre-bid conference (PBC) after uploading the tender document as

per schedule mentioned in this tender document. In this PBC, Tenderer would address

the clarifications sought by the bidders with reference to the tender document and the

project. The bidders can submit their queries in writing (e-mail). Queries should be

submitted in the enclosed format only (Annexure 11)

Bidders are welcome to attend the PBC, even if they do not have any specific queries.

Only a maximum of 2 (two) representatives of one organization will be allowed to attend

pre-bid conference.

Tenderer reserves the right not to respond to any/all queries raised or clarifications

sought if, in their opinion and at their sole discretion, they consider that it would be

inappropriate to do so or do not find any merit in it.

5. AMENDMENT OR MODIFICATION OF TENDER DOCUMENT

At any time prior to the deadline of submission of proposals, the Tenderer, for any

reason, whether its own initiative or in response to clarification request by a prospective

bidder, modify the tender document. The Tenderer also reserves the right to change any

bid condition including technical specifications even after inviting the proposals

with/without prior notification.

The amendments in any of the terms and conditions including technical specifications of

this Tender document shall be published on website and will be binding on them.

The Tenderer, in order to allow prospective bidders reasonable time to take into

consideration the amendments in their bid preparation process, may extend the last date

of bid submission at its discretion.

6. PROPOSAL PREPARATION

Bidder is expected to examine all instructions, forms, terms and requirements in the

tender document and prepare the proposal accordingly. Failure to furnish all information

required by the tender document or submission of a Proposal not substantially

responsive to the tender document in every respect may result in the rejection of

Proposal.

The proposals should be submitted in 2 (two) parts and should also be submitted

online as mentioned in the following A, B and C.


The Documents related to A & B hereafter are to be submitted in hard copies only

on or before last date & time as indicated in “Important Information” along with

Index of documents. The C is to be submitted online on the website

https://www.nprocure.com before last date & time as indicated in “Important

Information”.

Deviation from the process by bidder can result in disqualification from next

round. Final decision of iNDEXTb would be bidding upon the bidder.

A. Pre-Qualification Proposal

a. Index

b. Annexure 13 – Eligibility Matrix

c. Covering letter on the bidder’s letter-head (Annexure 1)

d. Tender Fee in the form of Demand Draft & EMD in the form of Demand Draft /

Bank Guarantee issued by a Scheduled Commercialized / Nationalized Bank

(except Co-operative bank), in favour of “iNDEXTb”, payable at Gandhinagar.

e. A registered Power-of-Attorney granting the person signing the proposal the right

to bind the bidder as the ‘Constituted Attorney of the Directorate’.

f. Profile of bidder (Annexure 2)

g. Certificate of Incorporation

h. Audited annual financial results (balance sheet and profit & loss statements) of the

bidder for the last three financial years. (Annexure 3)

i. Client Reference list (using services similar to project requirement). (Annexure 5)

j. Gujarat Office addresses details along with address proof or an undertaking for

setting up offices in Gujarat within one month of Award of contract.

k. Undertaking for not being blacklisted by bidder.

l. Undertaking by bidder stating that they have read and understood the entire

tender document and agree with all the terms and conditions stated in the RFP.

m. Solvency Certificate/ Letter of Comfort to fund the project from bank

n. Permanent Account Number (PAN) from Income Tax authorities of bidder

B. Technical Proposal

a. Index

b. Proposal particulars

c. Proposed Solution Architecture, Technical & Functional Solution, details of

equipment and services offered (Annexure 4)

http://www.nprocure.com/


d. Qualification and Deployment Schedule of the staff proposed for the project

(Annexure 6) and CVs of Key persons to be engaged in the Project (Annexure 7)

e. Any other document as required in the TENDER DOCUMENT

C. Commercial Proposal

a. Commercial Bid details (Annexure 8)

Bidders should enclose with their offers details of all services offered with full

documentation and descriptive literature supplementing the description and point out any

special features. All documentation is required to be in English. Any offer without

complete details will not be considered.

7. COST OF BIDDING

The Bidder shall bear all costs associated with the preparation and submission of its

Proposal, including the cost of presentation for the purposes of clarification of the bid, if

so desired by the tenderer. The Tenderer will in no case be responsible or liable for those

costs, regardless of the conduct or outcome of the bid process.

8. BID SECURITY (EMD)

a. The bidder shall furnish a bid security (EMD) as indicated under “Important

Information” on or before last date & time.

b. The Bid Security (EMD) shall be in Indian rupees (INR) and shall be in form of

Demand Draft / Bank Guaranty in favor of “Industrial Extension Bureau”, payable at

Gandhinagar.

c. No interest shall be payable on Bid Security under any circumstance.

d. Unsuccessful Bidder’s Bid security shall be released at the earliest by the Tenderer.

e. The successful Bidder’s EMD shall be released upon signing of agreement by the

Bidder.

f. The Bid security will be forfeited at the discretion of Tenderer on account of one or

more of the following reasons-

i. The Bidder withdraws its Proposal during the period of proposal validity

ii. Bidder does not respond to requests for clarification of its proposal

iii. Bidder fails to co-operate in the Proposal evaluation process

iv. In case of a successful Bidder, the said Bidder fails-

to furnish Performance Guarantee in time; or


to sign the Agreement in time.

9. PROPOSAL SUBMISSION

a. The proposals submitted should have all pages numbered. It should also have an

index giving page wise information of documents. Proposal that are incomplete or not

in prescribed format will be summarily rejected.

b. The Bidder shall submit one hard copy and one soft copy on CD (in Microsoft

Word/pdf format) of pre-qualification and technical proposals as described below-

Pre-qualification Proposal - hard copy separately, clearly marking “Pre-qualification

Proposal” and soft copy on CD clearly marking “Pre-qualification Proposal (Soft Copy) –

Exhibition Management System”.

Technical Proposal - hard copy separately, clearly marking “Technical Proposal”, and

soft copy on CD clearly marking “Technical Proposal (Soft Copy) – Exhibition

Management System”.

c. In case of any discrepancy between the soft copy and hard copy, the details in hard

copy shall prevail.

d. Prices should not be indicated in the Pre-Qualification and Technical Proposals.

e. The Bidder shall submit commercial proposal online on the website

https://www.nprocure.com after digitally signing the same. It is advised that the bidder

should make due diligence while submitting commercial proposal and should not wait

till last hour for submitting commercial proposal.

f. No Commercial Proposal will be considered unless it has been digitally signed.

g. All the columns of the quotation form shall be duly, properly and exhaustively filled in.

The rates and units shall not be overwritten. Rates shall always be both in the figures

and words.

h. The proposals have to be submitted in four parts, viz.-

o Envelope – 1: Containing Demand Draft for Tender Fee & Demand Draft /

Bank Guarantee for EMD, power of attorney, consortium agreement in

original (if any) and one hard copy and one soft copy of Pre-Qualification

Proposal, superscribed as “Pre-Qualification Proposal – Exhibition


o Envelope – 2: Containing one hard copy and one soft copy of detailed

Technical Proposal superscribed as “Technical Proposal - Exhibition


o Envelope – 3: Both of the above sealed envelopes should again be placed in

a single sealed envelope, superscribed as “Tender for Exhibition

Management System”. NOT TO BE OPENED BEFORE date & time as


indicated in “Important Information”.

o The commercial proposal (annexure 8) has to be submitted online.

10. NUMBER OF PROPOSALS

Every entity is allowed to submit only one proposal against this tender document. Any

individual company who submits or participates in more than one proposal will be

disqualified.

11. PROPOSAL PRICES

The Commercial Bid as prescribed should be submitted online on

https://indextb.nprocure.com.

The prices quoted by the bidder shall be in sufficient detail to enable the Tenderer to

arrive at the price of application/system offered.

The tenders not submitted as specified above will be summarily rejected.

If any or all of the information asked in the TENDER DOCUMENT are not available in

the Commercial Proposal the bid is liable for rejection.

12. DISCOUNTS, TAXES, LEVIES, ETC.

The Bidders are informed that discount, if any, should be merged with the quoted prices.

Discount of any type, indicated separately, will not be taken into account for evaluation

purposes.

The price quoted should be exclusive of all taxes, levies, etc. Taxes, levies, etc. of any

type, indicated separately, will not be taken into account for evaluation purposes.

13. PROPOSAL VALIDITY

The proposals shall remain valid for a period of 180 (one hundred and eighty) days from

the last date of submission of tender. If required, the Tenderer may ask the bidders to

extend the proposal validity in writing. Proposals of the bidders who do not agree to

extend the validity of proposal will be rejected and EMD will be forfeited. A bidder

granting the request for extension of proposal validity will not be allowed to modify its

proposal or put any condition for extending the proposal validity.

14. LANGUAGE

All Proposals, correspondence and documents related to proposals, shall be written in

the English language. Supporting documents and printed literature furnished by the

Bidder may be in another language, provided they are accompanied by an accurate

translation of the relevant passages in English language.

15. LATE PROPOSALS


The bidder will not be able to submit the proposals online after final submission date and

time. The physical document of proposal, as described in RFP, received by the Tenderer

after final submission date and time of proposal prescribed in the tender document will

not be considered and the entire proposal will be rejected.

16. MODIFICATION & WITHDRAWL OF PROPOSALS

The Bidder is not allowed to modify its proposal subsequent to the final submission of

proposals. The Bidders cannot withdraw the proposal during the period between the last

date for receipt of proposals and the expiry of proposal validity period specified in the

RFP. A withdrawal of proposal during proposal validity period may result in the forfeiture

of its EMD from the Bidder.

17. RIGHT TO ACCEPT PROPOSAL

The Tenderer reserves the right to accept or reject any or all Proposals at any time prior

to award of contract, without thereby incurring any liability to the affected bidder(s) or any

obligation to inform the affected bidder(s) of the grounds of such decision.

18. PROPOSAL FORMS

Wherever a specific form is prescribed in the TENDER DOCUMENT, the Bidder shall

use the form to provide relevant information. If the form does not provide space for any

required information, space at the end of the form or additional sheets shall be used to

convey the said information.

For all other cases, the Bidder shall design a form to hold the required information. The

Tenderer shall not be bound by any printed conditions or provisions in the Proposal

Forms designed by the bidder.

19. LOCAL CONDITIONS

Each Bidder is expected to get fully acquainted with the local conditions and factors,

such as historical, geographical, social, political, legal, administrative, and/or

infrastructure etc., which would have any effect on the performance of the contract and

/or the cost.

The Bidder is expected to know all conditions and factors, which may have any effect on

the execution of the contract after issue of Letter of Award as described in the bidding

documents. The Tenderer shall not entertain any request for clarification from the Bidder

regarding such local conditions.

It is the Bidder’s responsibility that such factors have properly been investigated and

considered while submitting the bid proposals and no claim whatsoever including those

for financial adjustment to the contract awarded under the bidding documents will be

entertained by the Tenderer. Neither any change in the time schedule of the contract nor


any financial adjustments arising thereof shall be permitted by the Tenderer on account

of failure of the Bidder to know the local laws / conditions.

The Bidder is expected to visit and examine the location of State offices and its

surroundings and obtain all information that may be necessary for preparing the bid at

their own interest and cost.

20. CONTACTING THE TENDERER

Any effort by a Bidder influencing the Tenderer’s bid evaluation, bid comparison or

contract award decisions may result in rejection of proposal.

Bidder shall not approach officials of iNDEXTb or any concerned official after office hours

and/ or outside office premises, from the time of proposal opening till the time of award of

Contract.

21. SCHEDULE OF EVENTS

Sr. No.

Events Date

1 Pre-bid Conference As indicated under “Important Information”

2 Last date & time of Uploading of Commercial Proposal As indicated under “Important Information”

3 Last date & time of Proposal Submission in hard copy As indicated under “Important Information”

4 Date and time of opening of Pre-Qualification/Technical Proposal

As indicated under “Important Information”

5 Date of presentation To be announced later

6 Intimation of Technical Evaluation Results to qualifying parties

To be announced later

7 Date of opening of the Commercial Proposal To be announced later

22. OPENING OF PROPOSAL

The Evaluation Committee or its authorized representative will open the tenders.

Sequence of opening shall be as follows-

Pre-Qualification Proposal


Technical Proposal

Commercial Proposal

The Proposals shall be opened as per the specified date and time in the TENDER

DOCUMENT in the presence of bidders’ representatives who intend to attend at their

cost. The bidders’ representatives who are present shall sign a register evidencing their

attendance. In the absence of the bidder(s), the tender committee may choose to open

the proposals as per the prescribed schedule.

First, the envelope containing Pre-Qualification Proposal will be opened and evaluated

followed by the technical proposal. The Proposals will be evaluated for being

substantially responsive. The proposals will be treated as “not substantially responsive”

in case of following events-

Envelopes / documents not submitted as prescribed and in time

Proposal is not signed, sealed or page numbered as stipulated

Demand Draft of Tender Fee not deposited

No or Improper Bid Security (EMD)

Is not accompanied by Power of Attorney

Does not contain all the information as required and prescribed in TENDER

DOCUMENT

Does not meet the qualifying criterion

Any other irregularity that disqualifies the bid

In all such cases, the proposals will be treated as not responsive and even the technical

proposals will not be evaluated. The technical proposals of the only substantially

responsive proposals will be evaluated. Following the evaluation of proposals for being

“substantially responsive” the technical evaluation of the proposal will be carried out.

During the technical evaluation the responses provided in pre-qualification proposal and

technical proposal will be evaluated out of 100 (one hundred) marks. The bidder should

qualify during technical evaluation by scoring minimum 75 (seventy-five) marks for the

criteria defined and should have furnished all the documents in the prescribed manner.

Once the technical evaluation is complete, technically qualified bidders may be asked to

make presentation before the Committee. Based on the evaluation the commercial

proposals of qualified bidders would be opened using the buyer’s private digital key in

presence of authorized representatives of technically qualified bidders.

23. PROPOSAL EVALUATION

An evaluation committee so constituted will evaluate the proposals. The proposals will be

evaluated on QCBS (Quality & Cost Based Selection) basis. The Proposals will be


ranked according to their combined technical presentation (St) and commercial (Sf)

scores using the weights (T = the weight given to the Technical Proposal = 60% and P =

the weight given to the Financial Proposal = 40%; T + P = 100%) using the formula -

S = St x T% + Sf x P%

1. Technical Evaluation Criteria:

1. Pre-qualified agencies will be called for the presentation before the selection Committee. The date and time for the technical presentation will be intimated later to the qualified agencies through email.

2. Evaluation shall be done on following criteria and points will be allocated against each

component as mentioned below:

Sr. No. Evaluation Criteria Max Points

1. Years of existence in India as on 31st March, 2018 05 marks for each completed years of existence above three years. i.e. if the company is in existence for five years than the marks obtained will be 05-03 = 02 years x 05 marks = 10 marks

25

2. Total / Aggregate Turnover of the last 3 financial years in services related to developing.

10 marks for turnover of Rs. 01 crore and on pro-rata basis above Rs. 01 crore turnover

20

3. The bidder should have at least 10 technically trained employees on its payroll on permanent basis as on 31.03.2018

05 marks, if 10 or more.

05

4. The bidder should have handled at least 3

exhibition and developed / supplied EMS for those

exhibitions

Or should have developed software for managing the event other than exhibition but of business nature like conference (more than 1000 persons), Business Summit, Cultural Event, etc.

05 marks for 03 or more 10 marks for 05 or more

10

5. The bidder should have development center in the State of Gujarat or shall provide undertaking for the establishment of delivery / development center in the State of Gujarat, if project is awarded

10

6. Technical Presentation on the understanding of the project, available products, past work, understanding of the exhibition management and pitching for the technical capabilities for development of the software

30

Total 100


Agency has to score at-least of 60 marks (from 100 marks) from technical evaluation

round to qualify for opening of commercial /financial bid. Financial proposal of only those

Agencies shall be opened who will be declared qualified in technical presentation.

This evaluation procedure reflects the high importance attached to quality and

competence. Please note that the Client is not bound in any manner to select any of the

firms submitting proposals or to select the firm offering the lower price.

The firm achieving the highest combined technical and commercial score (S) will get the

highest rank, followed by others. The firm obtaining the highest number of points will be

invited for contract discussion, with a view to clarify any outstanding points, to finalize

technical and financial arrangements and, in case of successful discussion, to sign a

Contract Agreement. Bidders Submitting Proposals should clearly understand that any or

all parts of their proposals are liable to be part of the negotiation procedure and that key

personnel to be employed on the assignment may be called for interview.

First, the technical evaluation of proposal will be done. Eligible bidder will also be called

for technical presentation. The technical evaluation will be a total of 100 (One hundred)

marks. The bidder will have to score at least 60 (Sixty) marks (St >= 60 marks) to be

declared as qualified.

The Tenderer may conduct clarification meetings with each or any bidder to discuss any

matters, technical or otherwise. Further, the scope of the evaluation committee also

covers taking of any decision with regard to the tender, execution / implementation of the

project including management period. Proposals shall be evaluated as per the following

steps.

Note:

Minimum Qualifying Mark to get selected for Opening of Commercial Bid is

60 (Sixty) marks out of Total 100 (Hundred) marks in the Technical

Presentation.

Proposed solution should have design, development and deployment

details with Technical aspects.

Evaluation of Commercial Proposal: The commercial proposals of bidders who

qualified based on above parameters will be opened. The lowest evaluated Commercial

Bid (Fm) will be given the maximum commercial score (Sf) of 100 (one hundred) points.

The commercial scores (Sf) of the other Commercial Proposals will be computed as per

the formula – Sf = 100 x Fm/F, in which Sf is the commercial score, Fm is the lowest

commercial quote and F is the commercial quote under consideration.

Terms and Condition:

Conditional proposals shall be summarily rejected.


Evaluation committee will examine the proposals to determine whether they are

complete and in order and if there are any computational errors.

Arithmetical errors will be rectified on the following basis: If there is a discrepancy

between the unit price and the total price that is obtained by multiplying the unit price

and quantity, the unit price shall prevail and the total price shall be corrected. If the

Bidder does not accept the correction of errors, its proposal will be rejected. If there is

a discrepancy between words and figures, the amount in words will prevail.

If there is a missing quotation for any item, then the price of that component/

equipment/ services shall be put from the quotations of other bidder who has quoted

highest price for that component/equipment/ services.

The Bidder has to abide by the decisions of the committee.

24. AWARD OF CONTRACT

The Tenderer reserves the right to ask for a technical elaboration/clarification in any form

from the Bidder on the already submitted Technical Proposal at any point of time before

opening of the Commercial Proposal. The Bidder shall furnish the required information to

the Tenderer and its appointed representative on the date asked for at no cost to the

Tenderer. The Tenderer or its representative or a party authorized on its behalf may at its

discretion, visit the office / project site / installation etc., of the Bidder for Services, any

time before the issue of Letter of Award.

The Tenderer shall notify those Bidders who had qualified the Evaluation process as

described in this TENDER DOCUMENT, informing the date and time set for making

presentation and / or opening of Commercial Proposals. The notification may be sent by

mail or fax or published on official website.

Bidder's names, Bid Prices, total amount of each bid, and such other details as the

Tendering Authority may consider appropriate, will be announced and recorded by the

Tenderer at the opening.

25. CONFIDENTIALITY

As used herein, the term “Confidential Information” means any information, including

information created by or for the other party, whether written or oral, which relates to

internal controls, computer or data processing programs, algorithms, electronic data

processing applications, routines, subroutines, techniques or systems, or information

concerning the business or financial affairs and methods of operation or proposed

methods of operation, accounts, transactions, proposed transactions or security

procedures of either party or any of its affiliates, or any client of either party, except such

information which is in the public domain at the time of its disclosure or thereafter enters

the public domain other than as a result of a breach of duty on the part of the party

receiving such information. It is the express intent of the parties that all the business


process and methods used by the Bidder in rendering the services hereunder are the

Confidential Information of the Bidder.

The Bidder shall keep confidential any information related to this tender with the same

degree of care as it would treat its own confidential information. The Bidders shall note

that the confidential information will be used only for the purposes of this tender and shall

not be disclosed to any third party for any reason whatsoever.

At all times during the performance of the Services, the Bidder shall abide by all

applicable security rules, policies, standards, guidelines and procedures. The Bidder

should note that before any of its employee or assignee is given access to the

Confidential Information, each such employee and assignees shall agree to be bound by

the term of this tender and such rules, policies, standards, guidelines and procedures by

its employees or agents.

The Bidder should not disclose to any other party and keep confidential the terms and

conditions of this Contract agreement, any amendment hereof, and any Attachment or

Annexure hereof. The obligations of confidentiality under this section shall survive

rejection of the contract.

26. PUBLICITY

Any publicity by the bidder in which the name of iNDEXTb or Govt. of Gujarat is to be

used, should be done only with the explicit written permission from iNDEXTb. iNDEXTb

on behalf of GoG, will hold all Copyrights and Intellectual Proprietary Rights created out

of this Project.

27. INSURANCE

The equipment and services supplied under the contract shall be fully insured by the

bidder against loss or damage incidental to manufacture or acquisition, transportation,

storage, delivery and installation. The period of insurance shall be for the entire project

duration from the date of acceptance of supplies by iNDEXTb.

The Insurance cover should take care of natural calamities like earth quake, floods,

accidental fire and also manmade calamities like riots, insurgency attacks etc.

28. ARBITRATION

No case shall be filed on the terms and conditions of the TENDER DOCUMENT. No

case shall be filed on the rights and prerogatives reserved by the GoG or iNDEXTb.

State and the selected bidder(s) shall make every effort to resolve amicably by direct

informal negotiation any disagreement or dispute arising between them under or in

connection with the Contract.


If, after 30 (thirty) days from the commencement of such informal negotiations, iNDEXTb,

GoG and the selected Bidder have been unable to amicably resolve dispute, either party

may require that the dispute be referred for resolution to the formal mechanisms, which

may include, but are not restricted to, conciliation mediated by a third party acceptable to

both, or in accordance with the Arbitration and Conciliation Act, 1996.

All Arbitration proceedings shall be held at Gandhinagar and the language of the

arbitration proceedings and that of all documents and communications between the

parties shall be in English.

29. SUB-CONTRACTING

Bidders are not allowed to give part of work on sub-contract to other persons/entities that

are not a part of the original bidding process.

30. TERMINATION OF TENDER DOCUMENT

iNDEXTb / GoG also reserves right to Terminate/Cancel TENDER DOCUMENT at any

time or stage of Bid without giving any reasons. In such case of termination, the EMD

shall be returned to the bidder. However, the TENDER DOCUMENT fee shall remain

non-refundable.


SECTION III: PROJECT SCOPE


A. SCOPE OF WORK

The Scope includes designing, developing, presenting, testing, training, implementation and

support for a software (for running on online platform) for exhibition management. The software

can be categorized into distinct roles outlined below:

Types of Users

o Super Admin

o Admin

o Account Department

o Exhibitors

o Vendors

o Management & Production Team

o Visitor

o Fabricator

Very 1st step to use the software will be

Dome Creation (i.e. based on the size of the domes to be provided by us the dome is to

be created on line to a scale),

Stall Creation (i.e marking the position of stalls of various sizes within the dome),

Exhibitor Creation (i.e. to capture the details of exhibitors) and

Stall Allocation to the Exhibitors,

For above, some of the basic configuration will be needed. List of the Modules related to

these are mentioned below.

Stall Type Module

In this module, various types of the stalls are to be defined and finalize the per sq mtr

rate for the same. Such types could be

Bare space

Shell Scheme (Standard Booth).

Also function to set various color for that type should be made available.

Stall Other Category

In case of any other category related to stall locations or stall area or number of open

side, details will be added in this category with the per sq mtr rate or premium/discount %

on the basic stall rent. Also will set the color for that category which will print in layout.

Stall Sponsorship Category or Stall Complimentary Category


This category is to define the details related to stall sponsorship. It will include the rate for

the sponsorship, Total no of Slots, complementary Exhibition Space and other benefits

given by the organizers.

Office Type Category

Here there is provision to add office details of the exhibitors. In that case exhibitors need

to mention the office type. Office type selection will come from this module.

Product and Sub Product Category

Exhibitor / Organizers need to define the total list of product category and the sub

category of all the possible products. This list will be given to exhibitor for the multiple

selections.

Exhibition Detailing Configuration

In this module, the basic configuration related to exhibition and online software will be set.

This will be used further in the online software and during the exhibition for various other

works.

o Fascia Name Length

o Booked Stall Color

o Blocked Stall Color

o Per HP Rate

Per Day or Per Event

Event Days

Production Days

Dynamic Exhibition Layout Creation

The software should have provision to create the exhibition layout by this module. In layout

Dome and Stalls will be in exact scale. Grid view of dome layout with different color code we

need.

o Dome Creation

By inserting dimensions of Dome / Hall we will create exact scale based dome grid

based image.

Dome Grid Creation by inserting Dome Length and Width

Dome Name should be unique

Scale wise Length and Width grid square boxes

Pillars Marking on the Exact Locations

o Stall Creation

If the dimension of the stalls are inserted in the boxes on this page, the stall scaled to the

dimensions so inserted will be created as well as image will be created.


Stall Creation on the basis of stall dimensions

Stall 2d Image should be on scale

If Pillars come inside the stall area, Exact Location should be there

in grid view.

Stall Name should be unique

Select Stall Category option

Special Color Coding on the basis of Stall Category

Set Parameters of Stalls Like

o No of Open Side

o Total Sq Mtr

o Fascia Qty.

o Stall Rate

Dome Layout Printing

This module provision the layout printing on the updated basis should be.

This will help for the marketing team as well as on ground production and

management team.

Over All Layout

Booked Stalls with Exhibitor Name and Stall Number

Blocked Stalls with Exhibitor Name and Stall Number

Stalls Color Based on the Stall Category, Blocked, Booked

Other Detailing Related to Exhibitor Requirement

Vendor Entry

Here all details about our vendors will be added. login id and password for all the individual

vendors are to be added.

o Vendor Detailing

Furniture Entry

In this module all details about the furniture items which are to be provide on standard

provision basis with shell scheme and extra requirements to be provided on payment basis

will be added. Also all the detailing like image, rent, taxes and vendors are to be added.

o Furniture Detailing

o Vendor Allotment

Electrical Item Entry

In this module, all details about the electricity items which are to be provide complementary

with shell scheme and other paid items are to be mentioned and choice for booking by the


exhibitor is to be provided. Also all the detailing like image, rent, taxes and vendors are to be

added.

o Electrical Item Detailing

o Vendor Allotment

Other Item Entry

In this module, all details about various other items which are to be provided on

complementary basis with shell scheme and other paid items are to be added. Also detailing

like image, rent, taxes and vendors are to be added.

o Other Item Detailing

o Vendor Allotment

Stall Size and Category Wise Complementary Item Allotment

For shell scheme stalls, complementary furniture and electrical items as per the stall size are

provided. Also in some cases e complementary items to the bare space stall are also

provided. All such the pre define things are to be mentioned in this module.

o Furniture Item Allotment

o Electrical Item Allotment

o Other Item Allotment

Possession Date Allotment

For stalls preparations, space is allotted few days before to the starting of exhibition. The

dates for moving in by the exhibitor will is to be set in this module. On the basis of stall

space booked, set possession date the entry to the venue will be defined. This dates will be

available for view to each exhibitors in their online system panel.

o Sq Mtr wise venue possessing list.

o According to this list exhibitor will get the possession according to their stall size.

Add Exhibitor

Here basic details about the exhibitor company will be added in our system by the

organizers or by participating company who want to participate in exhibition. Either of will fill

online form. In both the cases basic details will be saved in database. Also ID Password for

each individual exhibitors will be set.

o Exhibitor Can Add or Raise Inquiry for the Stall

o Admin Can Add the Company of the Exhibitor

o Unique Id Password Generation for all the Companies

Exhibitor Stall Space and Sponsorship Allotment

After the confirmation from the booking team the stalls will be allocated to the registered

company. This will include stall(s), Total area, Rate, discount and other things related to stall

space and sponsorship.


o Stall Allotment on the basis of Availability

o Sponsorship Allotment on the basis of Availability

o Finalize the rate on the basis of

Stall Area

Stall Category

Applied Discount

Selection

Fabrication Registration

Exhibitors who are going to build their stalls with the help of other fabricators, such

fabricators have to upload their profile on online form and take the approval from admin side.

o Fabricator Can upload Profile via particular form and format

o Admin can allow or reject the fabricator

Exhibitor Login

After the confirmation from the admin side exhibitors will login with their respective Id

Passwords. They will have to change their password on the first time login, read the accept

the terms and conditions. Also have to fill the acknowledgment form for the same.

o Very 1st time Password Change Process

o Have to read and Agree the Terms and Conditions related to Online System Use

and Exhibition. And

o OTP Based Authenticated Login.

o Forget Password Retrieving Automatic Process OTP Based.

o Exhibitor Profile

Exhibitor will add their profile like contact details, Brand Name, Logo, Brief details

about company, website etc.

Exhibitor Can add the details about their company in this form.

This form can also be added from the Admin Side.

The report of the form can be viewed from admin side.

o Exhibitor Contact Person

Exhibitor will add all the details of their department wise contact details like

account department, exhibition related person, import export contact person,

production team, marketing team etc.

Exhibitor will add the list of contact person in this form.

They can add the department wise contact person for the future work.

All the details can be view, add or edit from admin side also.


o Exhibitor Address

In this form exhibitor will add all the contact address they have.

Exhibitor can add their multiple address in this form.

Can also set the primary address for future correspondence.

All the details can be add, edit or view from admin aside as well.

o Exhibitor Staff, Badge Details

In order to facilitate preparation of exhibitor badges for the staff of all the

exhibitors, details would be derived from this module. The qty will be pre define by

the admin.

Exhibitors will add the details of their staff for the exhibitor badges.

Qty will be pre fixed by the admins and exhibitor cannot add more than the

pre fixed qty.

All the details can also be viewed, edit or add from the admin side.

In case of more badges required, admin will have the rights to modify the

qty of badges, Exhibitor will raise the request for the same

o Exhibitor Fascia Name

Stall fascia name for all the shell scheme exhibitors are require to be prepared.

The size and the qty of fascia will be pre define by the admin. Exhibitors will add

their fascia name in this form.

For the shell scheme exhibitors, we will provide the fascia name on their

stalls.

Fascia name qty and the maximum number of character per fascia will be

pre define by the admins.

Exhibitor will get the space to type the fascia name in particular form.

In case of multiple fascia name, exhibitor will get option to enter multiple

fascia name.

Admin will also have the rights to view, edit, add or delete any fascia name.

Hall wise, Stall wise list will be there for the admins.

Hall wise, Stall wise report can also be viewed by the respective vendor

and the hall managers.

o Exhibitor Utility

In this form exhibitors can see the list of complementary items and other paid

items to give order.


In this page, exhibitor will get the list of all the items (furniture, Electricals,

Etc). It will also show amount of complementary items provided by the

organizers.

Complementary qty will be pre define as per the size by the admins. That

can be modify on special cases.

Exhibitor can order extra material as per their requirement.

Image, Descriptions, amount, taxes, vendor details etx will be there in the

list.

Admin can view, edit, delete the list any time.



o Fabricator Selection

Exhibitor can select the fabricator from the list of approved fabricators to

give the stall fabrication work of their particular stall.

o Exhibitor service pass requirement.

We provide different badges for different type of temporary staff of exhibitors. In

this form exhibitors will add their temporary staff details by different category.

Exhibitor can request the quantity of service passes during the production

time and exhibition time for their labors, fabricator’s staff, Hostess and other

temp staff during exhibitions.

Admin can also to the same process on behalf of exhibitors.



o Exhibitor Power Requirement

Some of the exhibitors will require extra power for fabricated stalls and machinery.

They will raise their requirement via this form.

Exhibitor can request for the additional power for their stall.

Rates for the additional power will be pre fixed by the admins.

Once the exhibitor will add the HP requirement, total amount will be

calculated automatically and exhibitor will know the final amount to be paid.

Admin can also add, view, edit this requirement.



o Account Department

Exhibitors related account will be managed in this module.


Payment gateway integration.

Admin can view the total account details of all the exhibitors.

Options to create Performa invoice and Final Invoice for the exhibitors.

Invoice can be print and also send to the exhibitors in system.

All the different accounts like stall, advertisement, extra paid items etc will

be there in this.

Admin can add the payment details for all the exhibitors.

There should be an option to take payment in all the modes like cash,

cheque, DD.

In case of any option payment through payment gateway, it should be

reflected in the particular exhibitor account.

Admin can bifurcate the head wise payment of particular exhibitor.

Complete report of exhibitor will be here. Including Head wise paid amount,

total amount, pending amount, pdc, tds etc.

This amount will head wise individual and also total.

Account department can also send notifications, reminder for the pending

payment to exhibitors.

Exhibitor can also view their payment and account history in their particular

login.

o Exhibitor Online Payment Options and Account.

Exhibitor will see their account and do online payment for their due accounts.

Exhibitor can pay online through the payment gateway integrated with the

system. Bidder will arrange payment gateway and cost of procurement will

be boned by bidder.

Exhibitors can see their respective Performa invoices and final invoices

online in the system.

Payment for the extra material can be paid online.

For the stall payment, there should be the option to pay in parts.

Complete payment history can be view by the exhibitors.

Hall wise, stall wise payment history also can be view by the admins.

o Sponsorship Options

All the sponsorship options will be available in this module.

Exhibitor can view the details about the sponsorship options provided by

the admin.

Also can see the availability for the same.

o Exhibitor Product Category and Sub Category


For the further use like directory printing, exhibitor visitor mapping, category wise

exhibitor searching.

Exhibitor will select their respective product category and sub category for

the further use.

This can be done by the admins also on exhibitor behalf.

o Marketing and Promotions

Exhibitor can invite their customer to visit their stalls via email and sms. Here the

software will provide easy platform to upload the contacts and to customize the

msg.

Exhibitor Can send Promotions, Invitation SMS from the online system,

simple by adding the mobile number.

Qty of the free sms will be pre define by the admins.

Exhibitor can request for the more SMS on chargeable basis.

Exhibitor can also send email invitation from default designed email

templates by the admins.

Qty will be pre decided by admins, Exhibitors, can request for more

chargeable emails.

o Exhibitor Visitor Mapping

This module will help visitor to find the exhibitors related to their interest. There will

be online facility as well as touch screen based kiosk facility to search the

exhibitors.

If visitor will select the interested product category and sub category,

system will automatically map the visitor to respective exhibitors.

If admin allows the mapped data will be shown to exhibitors as well as

visitors to their respective logins.

Touch screen : We can put touch screen kiosk for the visitor in view to

search the exhibitors of their interest. On the basis of interest hall wise list

will appear and if they want to see the layout, dynamic layout with

highlighted stalls can also be seen.

o Vendor Login

Special login for vendors in which they will get all the production and management

work details related to their work.

Vendor can view all the reports related to their product.

List will include complementary products and paid products.

Hall wise, Stall wise, Exhibitor wise, Item wise, report will be there.

They will get the payment collection report for the chargeable extra item.

Vendor will the real-time data in the online system.


Report will also include the contact person details in case of any query.

o Management Team and Production Team

Special login for management and production team, in which they will get all the

production and management work details related to their work and the

departments.

There will be option to appoint particular manager for the particular

department.

Exhibitor will also get the department wise concern manager details for

their support in the online system.

Production Check List for the work follow-up.

Manager will get the detailed hall wise, stall wise report.

Hall No, Stall No, Company Name

Exhibitor Contact Details

Stall Type

Payment Status

Fascia Name and Qty

Power Requirement

Complimentary and Paid Item List

Other special requirement

o Visitor Registration

Visitor can registered themselves online.

Confirmation code via sms.

Online Badge with confirmation code via Email.

Visa Invitation letter for international visitor via Email.

Periodical reminder and update about the event.

Admin can view this complete list.

Can send msg or email to any or all visitors.

o Online B2B Meeting Setup / Buyer Seller meeting set up

B2B meetings can be set online by this module. It will be easy and user friendly

based to connect and set meetings with others.

Admin will finalize the no of slots per time duration and no of time duration

per day.

Exhibitor will select and confirm their suitable and available slot.

Visitor will search for the exhibitors related to their interstate.

Visitor will check the list of related exhibitors and according to their

available slots, they will send B2B meeting online to respected Exhibitors.

Respected Exhibitor will receive the notification related to B2B Meeting with

the details about the Visitor.


Once Exhibitor will accept the invitation, both the party will get the

confirmation notification with their both details, date, time and meeting area

details.

Auto Periodically notification will also send to both the parties regarding the

B2B Meeting by the system.

o Reporting

Exhibitor Account Summery Report

Account Department will access this report. Will be over all report.

Hall Wise, Stall Wise, Exhibitor Wise

Exhibitor Account Detailed Report

Account department access this report. This report will be full detailed

report including each and every detailed related to account.

Hall Wise, Stall Wise, Exhibitor Wise, Head Wise, Full Detailed,

Paid, Unpaid, TDS, GST, etc.

Exhibitor Profile Report


Exhibitor Product Category and Sub Category Report


Exhibitor Never Login report

This list will let us know which exhibitors have not login in system. Also

there is should be facility to send reminder.


Exhibitor Pending Form Filling Report

Hall Wise, Stall Wise, Exhibitor Wise, pending form wise

Exhibitor Fascia Name Report


Exhibitor Contact Person Report


Exhibitor Requirement Report

Hall Wise, Stall Wise, Exhibitor Wise, Item Wise, Paid and

Complimentary


Exhibitor Power Requirement Report


Exhibitor Staff Badge Printing Report


Exhibitor Staff Badge Print Work done report


Possession Check List Report

Overview Report

Detailed Report


Exhibitor Possession Date Report

Hall Wise, Stall Wise, Exhibitor Wise, Date Wise, Sq Mtr Wise

Visitor Registration Report

Date Wise, Country Wise, State Wise, City Wise, Interested

Category Wise, Industry Wise, Business Type wise.

B2B Meeting Schedule Report

Day Wise, Slot Wise, Exhibitor Wise, Visitor Wise.

Exhibitor Acknowledgment Report

Other Services Along with the Online Expo Management System

o Support Team till the exhibition in office.

o Kiosk during exhibition for stall search facility with dynamic layout view for the

visitors

o Designing Support

o Agency will provide Hosting Services / Server(s) and all required facility to run the

system. Portal will be uploaded on server and if required, agency might have to

create local server at premises. Cost of Hosting Services / Server(s) will be boned

by bidder.


SECTION IV: SPECIAL CONDITIONS

OF CONTRACT


The following clauses shall supplement the Instructions to Bidders.

1. ROLES & RESPONSIBILITIES OF STAKEHOLDERS

Responsibility Matrix

The following shall describe the roles & responsibilities of various stake holders in this project. iNDEXTb

Finalization of TENDER DOCUMENT for the Selection of Service Provider for Project

Tender Process for the Selection of Service Provider

Approval for Appointment of Service Provider

Providing space at State Data Centre to deploy servers and other necessary clearances

Application Software (Acceptance)

Acceptance Tests (Partial & Final)

Field Inspection and Verification of Acceptance Tests

Witness of Trial Run

Monitoring & Supervision

Verification of the Status Report

Apex Committee Review of Project

Periodical Auditing of Application Bidder/Operator

Thorough project understanding and acquaintance with the client

Design & Development of Application Software

Data Collection, Entry & Validation, if required

Application Software (Testing & Acceptance)

Installation & Commissioning of the system

Training

Trial Run

Operation, Management and Maintenance of the System

Centralized Monitoring Station

Periodical Auditing of Application

Submission of the Audited Report of Application as advised

2. THIRD PARTY MONITORING AGENCY

Government of Gujarat may appoint a Third Party Agency, which shall monitor the Project during implementation, commissioning and operation. The Third Party Agency shall also conduct the Partial and Final Acceptance Test as per the technical requirement of the Agreement and shall issue the Certificate of Completion. The bidder shall cooperate with such Third Party Agency. Third Party Agency will be responsible for verification, validation of all invoices under the terms & conditions of the Agreement and will recommend on the eligible payment. Third party agency will be responsible for performance audit and will recommend release of payments due to service provider. Any inspected or tested software fail to conform to the specifications, iNDEXTb may reject the software and the bidder shall either replace/redevelop the rejected software or make alterations necessary to meet specification requirements free of cost.


iNDEXTb’s right to inspect, test and where necessary, reject the software / deliverable after the software deployment at Project Site shall in no way be limited or waived by reason of the software previously been inspected, tested and passed by iNDEXTb or its representative prior to the software deployment.

3. STANDARDS TO BE FOLLOWED

Preference for Open standards The system must be designed following open standards, to the extent feasible and in line with overall system requirements set out in this TENDER DOCUMENT, in order to provide for good interoperability with multiple platforms and avoid any technology or technology provider lock-in. Compliance with Industry Standards In addition to above, the proposed solution has to be based on and compliant with industry standards (their latest versions as on date) wherever applicable. This will apply to all the aspects of solution including but not limited to design, development, security, installation, and testing. There are many standards that are indicated throughout this volume as well as summarized below. However, the list below is just for reference and is not to be treated as exhaustive

4. APPLICATION SOFTWARE

The proprietary of the application software shall be transferred to GoG (including

Source Code, Design Documents etc.) iNDEXTb will enter into agreement with the bidder to hand over the proprietary of

application software. The application software developed has to have interoperability with respect to

various standard operating systems.

5. ACCEPTANCE TEST

Partial Acceptance: The provisional acceptance of the system shall be given after

testing by iNDEXTb or a Third Party appointed by Tenderer. Before Acceptance testing is done by iNDEXTb or a Third Party appointed by iNDEXTb, the Bidder shall submit the status of Application software developed, data digitization, peripherals integration test cases, etc., in terms of functionality in accordance with the requirements in Section III. After successful testing by the Third Party Agency a Partial Acceptance Test Certificate shall be issued by iNDEXTb to the Bidder. The test shall include the following –

Availability of all the defined services shall be verified. The successful bidder shall be

required to demonstrate all the features/facilities/functionalities as mentioned in the TENDER DOCUMENT.

Scanned documents TIFF Black and White scanning (Resolution of 600 X 600 pixels)

Digital signature IT Act 2000 compliant and RSA standards


The bidder shall provide test cases to the Testing team. The third party monitoring agency in consultation with iNDEXTb & Bidder shall define

detailed test plan. Bidder is obligated to provide any information for facilitating the testing process either to iNDEXTb or third party monitoring agency from time to time. It shall be the responsibility of the bidder to arrange for the test.

Successful bidder will arrange the test equipment and software required for performance verification. Successful bidder will also provide documented test results.

Final Acceptance Testing: After successful Live run of System an acceptance test in accordance with the requirements shall be conducted. After successful testing by TPA or by iNDEXTb, a Final Acceptance Test Certificate shall be issued by iNDEXTb to the Bidder. The date on which Final Acceptance certificate is issued shall be deemed as the date of successful commissioning of the System. The test shall include the following – Availability of all the defined services shall be verified. The successful bidder shall be

required to demonstrate all the features/facilities/functionalities as mentioned in the TENDER DOCUMENT.

The third party monitoring agency / iNDEXTb & Bidder shall define detailed test plan. Bidder is obligated to provide any information for facilitating the testing process either to iNDEXTb or TPA from time to time.

Successful bidder will arrange the test equipment and software required for performance verification. Successful bidder will also provide documented test results.

The successful bidder shall be responsible for the security audit of the application to be carried out by CERT-In Empanelled security auditor other than the successful bidder. Cost of audit will be bared by bidder.

All documentation as defined should be completed before the final acceptance test. Training requirements as mentioned should be completed before the final acceptance

test. Any delay by the Bidder in the Partial/ Final Acceptance Testing shall render the

Bidder liable to the imposition of appropriate Penalties.

6. PERFORMANCE GUARANTEE

Within 15 (fifteen) days of the issuance of Letter of Intent (LoI) the Bidder shall furnish Performance Guarantee, as provided, to “iNDEXTb” for an amount equal to 10% of the project value (Annexure 10). The Performance Guarantee shall be valid initially for a period of 1 (one) year. iNDEXTb may forfeit the Performance Guarantee for any failure on part of Bidder to complete its obligations under the Agreement. The Performance Guarantee shall be denominated in Indian Rupees and shall be in the form of a Bank Guarantee issued by a Scheduled Commercial / Nationalized Bank (except co-operative bank) located in India with at least one branch office in Gandhinagar/Ahmedabad in the format provided by iNDEXTb (Annexure 10). The Performance Guarantee shall be returned to the Bidder within 30 (thirty) days of the date of successful discharge of all contractual obligations at the end of the period of the Agreement by iNDEXTb. In the event of any amendments to Agreement, the Bidder shall within 15 (fifteen) days of receipt of such amendment furnish the amendment to the Performance Guarantee as required.


7. FORCE MAJEURE

Neither party shall be responsible to the other for any delay or failure in performance of its obligations due to any occurrence commonly known as Force Majeure which is beyond the control of any of the parties, including, but not limited to, fire, flood, explosion, acts of GoG or any Governmental body, public disorder, riots, embargoes, or strikes, acts of military authority, epidemics, strikes, lockouts or other labour disputes, insurrections, civil commotion, war, enemy actions. If a Force Majeure arises, the Bidder shall promptly notify Tenderer in writing of such condition and the cause thereof. Unless otherwise directed by Tenderer, the successful bidder shall continue to perform his obligations under the contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. The successful bidder shall be excused from performance of his obligations in whole or part as long as such causes, circumstances or events shall continue to prevent or delay such performance.

8. PENALTIES

Penalties for delay in implementation

Software provider is provided a time of 30 days from the date of award of work order for the delivery of the software having completed the Final Acceptance Test. If the Software Provider fails to complete the Final Acceptance Test within the time period (s) specified in the implementation plan, iNDEXTb may, without prejudice to its other remedies under the Agreement, levy as Penalties, a sum equivalent to 0.2 % of the total one-time payment sought by software provider under the Agreement, for each full week of delay or part thereof, until actual delivery of performance. The maximum penalty for delay shall not exceed 2% of the total one-time payment sought by service provider. If the delay continues beyond 04 weeks, iNDEXTb may terminate the Agreement may award the work to the next bidder at the cost of the first bidder. The application uptime should be minimum of 99.5% other than the planned downtime. If this uptime is not met, there would be penalty of 0.2% of the total one-time fee for every slot of 01 hour or part thereof for the downtime. Exclusions / conditions for which Downtime will not be considered as Downtime:

1) Downtime due to ‘planned outage’ for which prior approval has been given by the iNDEXTb.

2) The uptime or Downtime calculation will not include any down time related to any media & its equipment, which are not provided/ installed by the Service Provider.

3) The downtime caused due to problems in iNDEXTb’s Network and/or media will not be considered as down time.

4) The downtime caused due to problems related to non-availability of power, due to switch off / failure of power and/ or power fluctuations, hardware failure due to above.

Note: For any planned downtime, the Service Provider will inform iNDEXTb in writing at least 02 working days in advance and will take prior written permission. All planned activities


for which downtime is required would be carried out in non-peak hours only and it is desirable to carry out such activities on off day i.e. public holiday only.

9. PENALTIES FOR MISUSE

In case of misuse of hardware/Internet/Data/Application etc., at the instance of Operator, the penalty imposed on the Service Provider, without prejudice to its other remedies under the Agreement shall be 100% based on the revenue model proposed by the Service Provider under the Agreement for all the districts. If the misuse continues for two quarters, GoG may terminate the Agreement. The Service Provider shall realize returns on the costs incurred on creating the whole asset (Capital Cost), the operations cost for operating these assets (Operations Cost), for maintaining these assets (Maintenance Cost) by virtue of its revenue model.

10. PAYMENT TERMS

No payment shall accrue until the performance guarantee bond has been furnished. The selected bidder engaged shall be responsible to invest in the project to implement. During warranty period, the Service Provider shall have full responsibility for the delivery of the services, including all operational, maintenance, and management activities, etc. The Service Provider shall be paid according to commercial proposed in Commercial Bid details (Annexure 8) and terms decided.

11. PAYMENT SCHEME FOR SYSTEM

Sr. No. Milestone Payment in %

Portal Development

1 Successful completion of Trial Run with test data and UAT

30%

2 On Go Live after completion of Security audit 40%

3 After successful completion of event 30%

The selected operator shall be paid after the implementation has been accepted in the Final Acceptance Test by GoG based on the certificate provided by the Third Party Agency, at the rates specified by the bidder. Payment shall be made in Indian Rupees. While making payment, necessary income tax and service tax deductions will be made.

12. REPRESENTATION & WARRANTIES

REPRESENTATIONS AND WARRANTIES BY THE BIDDER It is a company duly organized and validly existing under the laws of India and has all requisite legal power and authority and corporate authorizations to execute the Agreement and carry out the terms, conditions and provisions hereof; It has in full force and effect all requisite clearances, approvals and permits necessary to enter into the Agreement and perform its obligations hereof;


The Agreement and the transactions and obligations hereof do not contravene its constitutional documents or any law, regulation or government directive and will not contravene any provisions of, or constitute a default under, any other Agreement or instrument to which it is a party or by which it or its property may be bound or any of its obligations or undertakings by which it or any of its assets are bound or cause a limitation on its powers or cause it to exceed its authorized powers; There are no pending or threatened actions, suits or proceedings affecting the Bidder or its affiliates or any of their respective assets before a court, Governmental agency, commission or arbitrator or administrative tribunal which affects the Bidder's ability to perform its obligations under the Agreement; and neither Bidder nor any of its affiliates have immunity from the jurisdiction of a court or from legal process (whether through service of notice, attachment prior to judgment, attachment in aid of execution or otherwise); The Bidder confirms that all representations and warranties of the Bidder set forth in the Agreement are true, complete and correct in all respects; No information given by the Bidder in relation to the Agreement, project documents or any document comprising security contains any material understatement of fact or omits to state as fact which would be materially adverse to the enforcement of the rights and remedies of GoG or which would be necessary to make any statement, representation or warranty contained herein or therein true and correct; REPRESENTATIONS AND WARRANTIES BY GOG

It has full legal right; power and authority to execute the project and to enter into and perform its obligations under the Agreement and there are no proceedings pending. The Agreement has been duly authorized, executed and delivered by iNDEXTb and constitutes valid, legal and binding obligation of iNDEXTb. The execution and delivery of the Agreement with the Bidder does not violate any statutory judgment, order, decree, regulation, right, obligation or rule of any court, Government authority or arbitrator of competent jurisdiction applicable in relation to iNDEXTb, its assets or its administration. EACH DAY DURING THE AGREEMENT The Parties agree that these representations and warranties are to be made on each day during the term of the Agreement.

13. TENDERER’S EVENT OF DEFAULT

If the payment to the Service Provider is due - If the termination occurs due to non payment by GoG to the Service Provider even after three consecutive reminders then the operator would be paid the due revenue. No operational charges would be paid to the operator for all those quarters for which GoG has not used his services. In the event of such termination, the Tenderer will take over all equipment (without any liability) necessary for the proper and normal operation of the system including but not limited to all constructed sites, laid cables, software, technical designs, technical & operational manuals and also all electrical, civil and mechanical works at all locations of the project.


14. BANKRUPTCY & INSOLVENCY

GoG can terminate the contract if the bidder becomes bankrupt and/or loses the desired state of solvency with a notice of 15 (fifteen) days. GoG, in such cases of termination, will not be responsible for any loss or financial damage to the service provider resulted due to termination. GoG will also, in such cases have the right to recover any pending dues by invoking the performance bank guarantee or any such instrument available with the Government.

15. IPR, COPYRIGHTS, ETC.

GoG will be owner of IPR for Application Developed The data about applications are required to be disclosed to GoG and service provider

has no claims on this data. Copyright Ownership of Exhibition Management System Application Copyright ownership of all software developed and delivered to Tendering Authority Name for the application lies with Government of Gujarat. Any use of the Application Software or it’s modules, components or any part by the Service Providers shall be treated as violation of the Service Level Agreement and hence liable to be executed under Contracts Act. Any person or organization or anybody making use of the Application Software, or it’s modules, components or any part shall be treated offender under Indian Copyright Act and hence liable to be tried/punished/prosecuted under Contracts Act.

16. DATA RIGHTS

Government of Gujarat shall have complete and total ownership and control over all

the data generated, stored and processed during the Project. The Department reserves the Data Rights in the following areas- The right to information of Data subject: GoG reserves the right of full knowledge of

the collected data, its nature and prior authorization by the department to collect, store and process them.

The right to prevent processing: GoG reserves all the rights to prevent the processing or reprocessing of the data collected, stored and under process.

The right to prevent collection, storage and processing for direct marketing and/or indirect marketing: GoG reserves all the rights to prevent any or all data collected, stored and processed for any sale, lease, rent or any other monetary or non-monetary transfer of data without it’s written permission with explanation of grounds for such sale, lease, rent, transfer for monetary or non-monetary basis. The Department, however can sale, lease or rent the data for monetary or non-monetary gains

The right to compensation: GoG reserves all the rights to extract compensation for loss or damage, whether full or partial, of the data by the service provider or any person authorized on behalf of the service provider.

The right to rectification and other remedies for inaccuracy: GoG reserves complete authority to ask the service provider to make up for the wrong or tempered or manipulated or distorted or illegitimate data with or without any compensation on finding the data bearing any evidence of deviation at any time, irrespective of the fact


that department has accepted the same data at any prior time from the date of issuing letter to service provider to make any change or replacement in the data. The department also reserves rights to take action through a court to rectify, block, erase or destroy inaccurate data.

GoG reserves all the rights to give order pertaining to manner and methodology for data collection, storage and processing to the service provider at any time within the contract period, which may not be a part of the Agreement.

The Principles for Data collection, storage and Processing - Fairly and lawfully processed Processed for limited purposes Adequate, relevant and not excessive Accurate and up-to-date Security Not transferred to any Third Party.

17. PROJECT DURATION

The project duration will be initially for one year. However, the tenderer and the successful bidder, on a mutually acceptable basis, can extend the project.


SECTION V: ANNEXURE -

FORMATS


ANNEXURE 1 – COVERING LETTER

Physical submission on Company’s letter head.

Date: dd/mm/yyyy

To, Managing Director Industrial Extension Bureau Block no. 15, 1st floor, Udyog Bhavan Gandhinagar Gujarat

Reference: Name of Tender Dated …………..…

Sir,

We, the undersigned, offer to provide the services for Exhibition Management System in

accordance with your Request for Proposal. We are hereby submitting our Proposal, which

includes this Pre-Qualification Proposal, Technical Proposal and a Commercial Proposal

submitted online along with requisite EMD and tender fees.

We hereby declare that:

We offer to develop the portal and provide the services at the prices and rates mentioned in

the commercial proposal submitted online.

All the information and statements made in our Proposal are true and accept that any

misinterpretation contained in it may lead to our disqualification.

We are not banned or blacklisted by any Government institution in India.

There are no deviations from the requirement specifications of tendered items and schedule

of requirements.

There are no deviations from the terms and conditions of the tender.

The Bidder is a Directorate and the person signing the tender is the constituted attorney.

In the event of acceptance of our bid, we do hereby undertake:

To develop the portal and provide services as stipulated in the schedule of delivery forming

a part of the attached technical bid.


To undertake the project and provide full support for a period of one year, for revenue as

mentioned in the commercial proposal.

We affirm that the prices quoted are inclusive of delivery, installation, commissioning and

support charges and inclusive of all taxes, levies, etc.

We enclose herewith the complete Technical Proposal along with this covering letter as

required by you. This includes:

Proposed solution architecture, detailed technical solution, details of equipment and

services offered

Proposed Project Plan and Implementation Schedule

Schedule of delivery

Warranty

Manufacturer’s authorization form(s)

Separate Demand Drafts for Tender fee & Bid Security as per the requirement of

TENDER DOCUMENT as indicated in “Important Information” are enclosed in the cover

containing pre-qualifying requirements

We agree to abide by our offer for a period of 180 (one hundred and eighty) days from the last

date of submission of proposal prescribed by Government of Gujarat and that we shall remain

bound by a communication of acceptance within that time.

We have carefully read and understood the terms and conditions of the tender and the

conditions of the contract applicable to the tender. We do hereby undertake to provision as per

these terms and conditions.

We do hereby undertake, that, until a formal contract is prepared and executed, this bid,

together with your written acceptance thereof and notification of award of contract, shall

constitute a binding contract between us.

Signature of Bidder (with official seal)

Date

Name

Designation


Address

Telephone

Fax

E-mail address

Details of Enclosures: 1.

2.

3.


ANNEXURE 2 – BIDDER’S PROFILE

Online & Physical submission

Sr. No Particulars Details

1 Name of the Firm

2

Registered Office Address

Telephone Number

Fax Number

3 Correspondence Address

4

Details of Contact person

(Name & designation)

Mobile Number

Telephone Number

Fax Number

e-mail

5

Is the firm a registered company? Year and Place of the establishment of the Company

If yes, submit documentary proof physically.

6 Former name of the company, if any.

7

Is the firm -

Government/ Public Sector Undertaking

Proprietary Firm

Partnership firm (if yes, give partnership deed physically)

Limited company or Limited Corporation

Member of a group of companies (if yes, give name and address, and description of other companies physically)

Subsidiary of a large corporation (if yes give the name and address of the parent organization) If the company is subsidiary, state what involvement if any, will the parent company have in the project.

8 Is the firm registered with sales tax department? If yes, submit valid sales tax registration certificate physically.

9 Is the firm registered for service tax with Central Excise Department (Service Tax Cell)? If yes, Submit valid service tax registration certificate physically.

10 Is the firm registered under Labour Laws Contract Act? If yes, submit valid registration certificate physically.



11

Submit physically the organizational chart showing the structure of the organization including the names of the directors and the position of the officers.

Total number of employees

12 Number of years of experience as a contractor

13 Are you registered with any Government/ Department/ Public Sector Undertaking (if yes, give details)

14

How many years has your organization been in business under your present name? What were your fields when you established your organization?

When did you add new fields (if any)?

15

What type best describes your firm? (documentary proof to be submitted physically)

· Manufacturer

· Supplier

· System Integrator

· Consultant

· Service Provider (pl. specify details)

· Software Development

· Total solution provider (Design, Supply, Integration, O&M)

· IT Company

16 Number of Offices / Project Locations

17

Do you have a local representation /office in Gujarat? If so, please give the address and the details of staff, infrastructure etc in the office and no. of years of operation of the local office. (documentary proof to be submitted physically)

18 Do you intend to associate any other organization for the works for which you are bidding? If so, please give full particulars of that organization separately.

19

Please give details of Key Technical and Administrative staff who will be involved in this project, their role in the project, their Qualifications & experience and the certification obtained. (documentary proof to be submitted physically)

20 Does your organization has SEI –CMM certificates? If so, submit copies of the certificates physically. State details, if certified by bodies, other than that stated.

21 List the major clients with whom your organization has been/ is currently associated.

22 Were you ever required to suspend a project for a period of more than three months continuously after you started? If so, give the names of project and reasons for the same.



23 Have you in any capacity not completed any work awarded to you? (If so, give the name of project and reason for not completing the work)

24 In how many projects you were imposed penalties for delay? Please give details.

25

The bidder/ prime member of the consortium shall disclose details pertaining to all contingent liabilities, claims, disputes, matters in appeal & in court and any pending litigation against the bidder or any member of the Consortium. If nil, an undertaking from the bidder/ prime member of the consortium mentioning the same. (submit details physically)

26 Whether your organization has Bank’s certificate of solvency. If yes, submit documentary proof physically.

27 Have you ever been denied tendering facilities by any Government/ Department/ Public sector Undertaking? (Give details)


ANNEXURE 3 - FINANCIAL INFORMATION SUMMARY

Online & Physical submission

S. No. Description Financial Year

2015-2016 2016-2017 2017-2018 Total

1 Turnover:

2 Net Profit

3 Net Worth

Signature of Bidder (with

official seal)

Signature of Chartered

Accountant

Date Date

Name Name

Designation Membership No

Address Address

Telephone Telephone

Fax Fax

E-mail address E-mail address

Note: Please submit audited balance sheet and Profit & Loss statement of above years physically.


ANNEXURE 4 – PROPOSED SOLUTION ARCHITECTURE

Physical submission

Bidder shall furnish complete Technical Solution and give detailed architecture for –

Application Software Development covering interpretability and scalability design and

parameters and testing methodology. The standards used, IPR, copyright, etc, should also

be mentioned

Training, awareness and sensitization including change management process

Entire Project Management approach for both implementation and operations

Any other detail required for the implementation of system

The Architecture for execution of the above Project should contain the following:

Functional Architecture

Technology Architecture with details of all hardware equipments their numbers, technical

specifications, Software details etc.

Process Architecture

People Architecture

Resource Architecture

Note: Please furnish different architecture on different pages, along with a sheet showing the

integration of the proposed architectures into one system. The Bidder is further expected to give

complete and detailed implementation strategy and time lines for covering all locations.


ANNEXURE 5 - FIRM EXPERIENCE

Physical submission

(Relevant to the nature of Project)

Assignment Name:

Location within Country: Professional Staff Provided by Your Firm

Name of Client: No. of Staff:

Address: No. of Staff-Months; duration of assignment

Start Date (Month/Year): Completion Date (Month/Year):

Approx. Value of Services :

Name of Associated Consultants, if any:

No. of Months of Professional Staff, provided by Associated Consultants:

Name of Senior Staff (Project Director/Coordinator, Team Leader) involved and functions performed:

Narrative Description of Project: (including type of project, platform etc..)

Description of Actual Services Provided by Your consultant:


ANNEXURE 6- COMPOSITION AND TASK ASSIGNMENTS SUMMARY

Physical submission

Sr. No.

Name Qualifications Years of Experience

Area of Expertise Task & Position

Assigned


ANNEXURE 7 - CURRICULUM VITAE OF PROPOSED STAFF

Physical submission

(CVs of Key Persons)

Proposed Position [only one candidate shall be nominated for each position]:

Name of Firm [Insert name of firm proposing the staff]:

Name of Staff [Insert full name]:

Date of Birth: Nationality:

Education [Indicate college/university and other specialized education of staff member, giving

names of institutions, degrees obtained, and dates of obtainment]:

Membership of Professional Associations:

Other Training [Indicate significant training since degrees under 5 - Education were obtained]:

Countries of Work Experience: [List countries where staff has worked in the last five years]:

Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading,

and writing]:

Employment Record [Starting with present position, list in reverse order every employment held

by staff member since graduation, giving for each employment (see format here below): dates

of employment, name of employing organization, positions held.]:

From [Year]: To [Year]:

Employer:

Positions held:


Detailed Tasks Assigned

[List all tasks to be performed under this

assignment]

Work Undertaken that Best Illustrates

Capability to Handle the Tasks

Assigned

[Among the assignments in which the

staff has been involved, indicate the

following information for those

assignments that best illustrate staff

capability to handle the tasks listed

under point 11.]

Name of assignment or project:

Year:

Location:

Client:

Main project features:

Positions held:

Activities performed:

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly

describes myself, my qualifications and my experience. I understand that any willful

misstatement described herein may lead to my disqualification or dismissal, if engaged.

Date:

[Signature of staff member or authorized representative of the staff] Day/Month/Year

Full name of authorized representative:


ANNEXURE 8 - COMMERCIAL BID DETAILS

Online submission

(A) Portal Development

Sr. No

Head Approx.

Req. Unit

Rate (Rs)* Per Unit

Total

Charges (Rs.)*

1)

Portal Conceptualization, Design, Development and training during contract period along with CMS Software for Content Moderation and Approval

[It include all the wok mentioned in this TENDER DOCUMENT]

- - -

2) Per Month Cost of Help desk support executive [for 4 months, 2 operator]

8 Per Operator

3) Transactional SMS charges 2,00,000 Per

Transactional SMS

Grand Total (A)

*Above units are for evaluation purpose only. Actual figures may vary based on requirement *Above Charges are exclusive of taxes.

Additional Cost (Optional)

Sr. No. Head Unit Rate (Rs)* Per Unit

1) Charges for additional development and designing after warranty period

Per Man-Hours

2) Charges for touch screen kiosks during the exhibition. Total quantity to be installed will be between 13 to 26 in nos. The charge includes rent for touch screen, transportation, data migration from portal to kiosk, installation, and dismantling back after the event, maintenance during the event. Power arrangement will be provided by the organizers.

Rate per unit

3) Hosting charges after completion of warranty period

Per month

*Above Charges are exclusive of taxes.


Note:

Grand total (A) will be considered for financial evaluation.

Units mentioned in commercial bids are for evaluation purpose only. Actual figures may vary

based on requirement.

In case iNDEXTb decides to avail additional services mentioned as additional Cost

(Optional), it would be paid on bases of actual usage.

The rates should be quoted exclusive of all the taxes prevailing at the time of submission of

tenders.


ANNEXURE 9: FORMAT OF EARNEST MONEY DEPOSIT IN THE FORM OF BANK

GUARANTEE

Ref: Bank Guarantee No.

Date:

To,

Managing Director

Industrial Extension Bureau

Block No.18, 2nd Floor, Udyog Bhavan,

GH Road, Sector 11, Gandhinagar,

Gujarat 382010

Whereas ------------------------------------------------------------ (here in after called "the Bidder") has submitted its bid

dated ---------------- in response to the Tender no: ______________ for Selection of an Agency for Development of

Exhibition Management System KNOW ALL MEN by these presents that WE -------------------------------------------------

-------------- -------------------------------------------------- having our registered office at ------------ ----------------------- --------

-------------------- (hereinafter called "the Bank") are bound unto the Industrial Extension Bureau in the sum of -------

--------------- for which payment well and truly to be made to Industrial Extension Bureau, the Bank binds itself, its

successors and assigns by these presents. Sealed with the Common Seal of the said Bank this --------------day of ----

------------------- ----2016.

THE CONDITIONS of this obligation are:

1. The E.M.D. may be forfeited:

a. if a Bidder withdraws its bid during the period of bid validity

b. Does not accept the correction of errors made in the tender document;

c. In case of a successful Bidder, if the Bidder fails:

(i) To sign the Contract as mentioned above within the time limit stipulated by purchaser or

(ii) To furnish performance bank guarantee as mentioned above or

(iii) If the bidder is found to be involved in fraudulent practices.

(iv)If the bidder fails to submit the copy of purchase order & acceptance thereof.

(v) If the successful bidder fails to submit the Performance Bank Guarantee & sign the Contract Form

within prescribed time limit, the EMD of the successful bidder will be forfeited. INDEXTB also reserves

the right to blacklist such bidder from participating in future tenders if sufficient cause exists.

We undertake to pay to the iNDEXTb/Purchaser up to the above amount upon receipt of its first written demand,

without iNDEXTb/ Purchaser having to substantiate its demand, provided that in its demand iNDEXTb/ Purchaser

will specify that the amount claimed by it is due to it owing to the occurrence of any of the abovementioned

conditions, specifying the occurred condition or conditions.


This guarantee will remain valid up to 9 months from the last date of bid submission. The Bank undertakes not to

revoke this guarantee during its currency without previous consent of the OWNER/PURCHASER and further

agrees that if this guarantee is extended for a period as mutually agreed between bidder & owner/purchaser, the

guarantee shall be valid for a period so extended provided that a written request for such extension is received

before the expiry of validity of guarantee.

The Bank shall not be released of its obligations under these presents by any exercise by the OWNER / PURCHAER

of its liability with reference to the matters aforesaid or any of them or by reason or any other acts of omission or

commission on the part of the OWNER/PURCHASER or any other indulgence shown by the OWNER/PURCHASER

or by any other matter or things.

The Bank also agree that the OWNER/PUCHASER at its option shall be entitled to enforce this Guarantee against

the Bank as a Principal Debtor, in the first instance without proceeding against the SELLER and not withstanding

any security or other guarantee that the OWNER/PURCHASER may have in relation to the SELLER’s liabilities.

Dated at _______________ on this _________ day of ___________2016.

____________________

Signed and delivered by

____________________

For & on Behalf of

Name of the Bank & Branch &

Its official Address

Approved Bank: All Nationalized Bank including the public sector bank or Private Sector Banks or Commercial Banks or Co-Operative & Rural Banks (operating in India having branch at Ahmedabad/ Gandhinagar) as per the G.R. no. EMD/10/2015/508/DMO dated 27.04.2016 issued by Finance Department or further instruction issued by Finance department time to time.


ANNEXURE 10: PERFORMANCE BANK GUARANTEE FORMAT

Whereas ...........................(hereinafter called “the Bidder”) has submitted its Bid dated

...................... (date of submission of Bid) for execution of Turnkey Information Technology

project BOO Basis for the Project in terms of the Tender dated …………. issued by the

iNDEXTb (hereinafter called “the Bid”).

Whereas as per Section IV of the Bid, the Bidder is required to furnish a bank guarantee as

Performance Guarantee from a scheduled/nationalised bank (Bank Guarantee)

In consideration of the fact that the Bidder is our valued customer and the fact that he has

submitted the Bid, we, (name and address of the bank), (hereinafter called “the Guarantor

Bank”), has agreed to bind ourselves, our successors, and assigns to irrevocably issue this

Bank Guarantee and guarantee as under

NOW THIS GUARANTEE WITNESSETH: -

1) If the Bidder -

a) Having been notified of the acceptance of its Bid by the iNDEXTb, Government of

Gujarat, during the period of Bid Proposal validity:

b) Fails to perform as per the contract obligations.

2) The Guarantor Bank shall immediately on demand pay iNDEXTb, Government of Gujarat

without any demur and without the iNDEXTb, Government of Gujarat having to substantiate

such demand a sum of Rs ____ Lakhs (________ Lakhs) (Guaranteed Amount).

3) The Guarantor Bank will make the payment of the Guaranteed Amount forthwith on the

demand made by the iNDEXTb, Government of Gujarat, notwithstanding any objection or

dispute that may exist or arise between the iNDEXTb, Government of Gujarat and the Bidder

or any other person.

4) The demand of the iNDEXTb, Government of Gujarat, on the Guarantor Bank for the

payment of the Guaranteed Amount, shall be deemed as the final proof of fulfillment of the

conditions stipulated in (1) above.

5) This Guarantee shall be irrevocable and shall not be discharged except by payment of the

above amount by us to the iNDEXTb, Government of Gujarat and our liability under this

Guarantee shall be restricted to the Guaranteed Amount being Rs ___ Lakhs (_in

words_______ Lakhs).

6) If it is necessary to extend this Guarantee on account of any reason whatsoever, we

undertake to extend the period of this Guarantee on the request of the Bidder under

intimation to iNDEXTb, Government of Gujarat.


7) To give full effect to the Guarantee contained herein, iNDEXTb, Government of Gujarat shall

be entitled to act as if the Guarantor Bank is the principal debtor in respect of claims against

the Bidder and the Guarantor Bank hereby expressly waives all its rights of surety-ship and

other rights, if any, which are in any way inconsistent with any of the provisions of this

Guarantee.

8) Any notice by way of demand or otherwise may be sent by special courier, telex, fax,

registered post or other electronic media to our address as afore-said and if sent by post,

shall be deemed to have been given to us after expiry of 48 hours when the same has been

posted.

9) Our liability under this Guarantee will continue to exist until a demand is made by the

iNDEXTb, Government of Gujarat, in writing or up to and including one year from the date of

signing of contract, i.e. up to ________2019, and any demand in respect thereof should

reach the Bank not later than the above date.

Dated ……………………. this ……………….. day …………..2018….

Yours faithfully,

For and on behalf of the …………. Guarantor Bank,

(Signature)

Designation

(Address and Common Seal of the bank

Note: To be executed at the time of Signing of Contract by the Selected Vendor


ANNEXURE 11 - FORMAT FOR PRE-BID CONFERENCE QUERIES /

CLARIFICATIONS

Name of the Bidder:

Address:

Telephone Nos:

Fax No:

Mobile No:

Email ID:

S.

No.

Section No. –

Clause No. –

Paragraph/Bullet No. -

Corresponding

page no in the

TENDER

DOCUMENT

Document

Particulars of the query /

clarification

Remarks of

GoG

1

2

3

4

Authorized Signatory

Designation

(If the queries / clarifications are submitted through e-mail, the bidder should send the queries /

clarifications through official e-mail IDs only.)


ANNEXURE 13 - ELIGIBILITY MATRIX

S.No.

Criteria

Are you

Eligible for the

criteria?

(Yes/No)

Page no. of

supporting

documents

1)

The company should have 3 years of existence in India as

on 31st March, 2018.

2)

The bidder should have minimum aggregate turnover of

more than 1 crores (Rupees One Crores only) of 3

financial years. The bidder must attach copy of Balance

Sheet and Profit & Loss statement for F.Y. 2015-16,

2016-17 & 2017-18.

3) The bidder should have at least 10 technically trained

employees on its payroll as on 31.03.2018.

4)

The bidder should have handled at least 3 exhibition and

developed / supplied EMS for those exhibitions

Or should have developed software for managing the

event other than exhibition but of business nature like

conference (more than 1000 persons), Business Summit,

Cultural Event, etc.

5)

The bidder should have development center in the State

of Gujarat or shall provide undertaking for the

establishment of delivery / development center in the

State of Gujarat, if project is awarded

6)

The bidder should not have been blacklisted by any State

Government, Central Government or any other Public

sector undertaking or a Corporation or any other

Autonomous organization of Central or State Government

as on Bid submission date.

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