INDIAN INSTITUTE OF MANAGEMENT CALCUTTA
Diamond Harbour Road, Joka, D. H. Road, Kolkata 700104
Telephone : (91) (33) 2467-8300-8306/8313

Tender No: NIT/91心頭利C/Shamiana: Convocation-2016/51/2015-16 Dated 22.01.2016

NOTICE INVITING TENDER

Sealed quotations are invited from firms who have sound experience and credential in carrying out similar work for Convocation of an academic Institute like 91心頭利s, University etc., for construction and associated work of aesthetically designed AC-Shamiana at 91心頭利. The estimated cost for the work is Rs.21 Lakhs only. The quotation is required to be submitted in a sealed cover to the Senior Administrative Officer (Purchase) duly super-scribing Tender/Quotation for Construction of AC Shamiana for Convocation 2016 on the top cover.

Last Date of Submission of tender/quotation: 11.02.2016 by 2.00 P.M.

Date of Opening of tender/quotation: 11.02.2016 by 2-15 P.M.

The quotation should reach the Office of the Senior Administrative Officer (Purchase), 91心頭利, D.H. Road, PO: Joka, PIN-700104 on or before 11thFebruary, 2016 by 2.00 p.m. Tenderers should read the tender document carefully as enclosed and comply with the instructions strictly while sending their tenders.

Senior Administrative Officer (Purchase)

 

TERMS & CONDITIONS

  1. The work contract must be executed in all respects as mentioned in the scope of work (Annexure-I) latest by 28th March, 2016 so that any modification/alteration can be made in time. Convocation is scheduled on 2nd April, 2016. Failure to complete within the said time may result in levying heavy fine, as decided by the Institute.
  2. Sufficient personnel should be available for proper erection of AC Shamiana. Technical personnel should also be provided to ensure safety of erected pandal etc. and proper electrical connections to be made so as to avoid any hazard due to the work entrusted with the contractor. All electrical joints must be properly insulated so as to avoid any short circuiting and fire.
  3. Firms/agencies having past experience of making arrangement for convocation/similar events at 91心頭利s, University etc., shall be given preference (supporting documents i.e., copy of work order, photos of shamiana etc., should be furnished).
  4. The contractor will be responsible for transportation of all materials related to them and no extra payment will be made by the 91心頭利 on this account.
  5. The contractor himself will be responsible for safety and security of his material and 91心頭利 will not be responsible for any damage/theft of material of the contractor.
  6. For any emergency situation, the contractor will provide solution related to his/her work at no extra cost.
  7. All material used should be of very high quality. For the material used, which is not of good quality, appropriate deductions will be made from the bill. In case, it is found at some stage that the quality supplied/to be supplied is inferior, the contract will be cancelled and firm/agency black listed.
  8. The structures should be strong enough to withstand thunderstorm, cyclone and rain which are normal phenomenon during April in West Bengal.
  9. All structures materials are to be dismantled and fully removed within 7(seven) days after the programme and the ground to be cleaned up to satisfaction of 91心頭利.
  10. Necessary cleaning, dressing and levelling of ground and approach roads to the pandals are to be carried out without extra cost.
  11. As the convocation is an important function of the Institute, timely completion of work and high quality material would be the deciding factor in award of work. A Committee in this regard may inspect material to be used before award of work.
  12. Before quoting the rates, the agency/firm shall be advised to inspect the site and working conditions thereof. The structure should be similar to the last years Convocation venue/design.
  13. The successful bidder shall be responsible for full execution of the contract and shall not in any case assign or sublet ordered items or part thereof to any other party. Failure to do so will attract cancellation of the order.
  14. All works related to this tender should be completed to entire satisfaction of the 91心頭利, failing which the 91心頭利 will have right to cancel the work order and no payment will be made in that case.
  15. Any defect found in the work carried out by the contractor will have to be rectified free-of-cost by the contractor.
  16. All precautionary/safety measures as necessary should be adopted by the agency/firm in erecting hangers, tents, fixing lights etc. The Institute shall not be held responsible for any mishappening and loss caused due to the agencys negligence.
  17. The contractor shall take all necessary precautions to ensure safety and security of their workmen and shall be responsible for any injury that might occur to person/s and bear all cost towards insurance/treatment/compensation of them. Necessary insurance cover shall be made by the contractor. Further, the contractor shall have to comply with the provisions of all prevailing Labour Laws relating to the work assignment.
  18. The contractor shall take all necessary precautions to prevent any damage that may cause towards any Institutes property during the course of execution of the contract and they will be liable to make good the same at their cost.
  19. Penalties: In the event of the supplier failing, declining, neglecting or delaying the supply or in the event of any damage occurring or being caused by the supplier, 91心頭利 shall without prejudice to any other party remedy available to it under the law for the time being in force in the state of West Bengal.
    1. Terminate the work order at the risk and cost of the bidder whose quotation has been accepted and
    2. Recover the amount of loss caused by the damage, failure or default (including the consequential damage).
    3. Impose a penalty up to 10% of the total value of the order and confiscate earnest money.
    4. The delay in the supply and imposition of penalty shall be subject to Force Majeure and Arbitration clauses of the contract.
  20. Cost of tender document: Rs.1000/- (Rupees one thousand) only non-refundable in the form of Demand Draft drawn in favour of 91心頭利 payable at Kolkata shall be enclosed with the quotation, otherwise quotation/tender will not be accepted.
  21. Earnest Money Deposit (EMD) of Rs.50,000/- (Rupees fifty thousand) only in the form of Demand Draft drawn in favour of 91心頭利 payable at Kolkata shall also be enclosed with the quotation/tender. EMD of the successful bidder will be kept as Security Deposit and will be returned without any interest within a month after completion of the work. EMD of the unsuccessful bidders will be returned within 30 days after issuance of the work order.
  22. The representatives of the firm/agency should be available on telephone and also on mobile to enable this Institute to call them in emergency situation. Therefore, telephone as well as mobile number(s) and address will also be provided to 91心頭利.
  23. Each page of the quotation is to be signed by the tenderer and duly stamped.
  24. All disputes arising out of this contract shall be referred to the sole arbitration of the Director, 91心頭利. The venue of arbitration shall be in Kolkata only.
  25. 91心頭利 reserves the right to reject any or all tender(s) without assigning any reason. The decision of 91心頭利 in this regard shall be final. No enquiries in this regard shall be entertained. Correspondence during tendering process may invite disqualification.
  26. The agency/firm should have Trade Licence, Professional Tax, PAN, VAT, etc., copies of which must be enclosed.
  27. The quoted rate will remain valid for a period of 90 days from the date of opening of price bid. Work should be completed within the specified date from the date of issue of the Letter of Intent /Work Order.
  28. The quoted rate should be comprehensive one inclusive of supply of material labour charges, hire charges of tools & tackles, scaffolding, plant & machinery etc., to execute the total Scope of Work as per Annexure-I.
  29. The rate quoted by the contractor shall also be inclusive of all taxes, duties, transportation charges and other statutory payments and will not subject to any fluctuation due to any increase in any effect.
  30. Income tax deduction will be made at source from all payment as per laid down rules of Ministry of Finance. The PAN number of the contractor should be clearly mentioned in the bills.
  31. Tender/quotation received within the stipulated deadline containing EMD, cost of Tender Document only will be taken for consideration.
  32. This work contract may be considered for similar work in future for the successful bidder with same terms and conditions subject to satisfactory service and performance of Convocation -2016 and based on requirement of the Institute in future.
  33. The detailed Scope of Work is enclosed in Annexure- I.
  34. Special discount/rebate admissible to Educational Institute like 91心頭利s/IITs may be specifically indicated in the quotation.
  35. A tenderer who proposes any alteration of the conditions laid down or proposes any other condition of any description whatsoever is liable for rejection.
  36. The Institute is not bound to accept the lowest tender and reject any tender without assigning any reason.

Senior Administrative Officer (Purchase)

 

Annexure I

 

 

Scope of work for Construction of Aesthetically Designed AC Shamiana/Tent on turn-key basis for 51st Annual Convocation 2016

Civil / Constructional Work

Dias and inside the Shamiana

1 Erection of aesthetically designed AC Shamiana/Tent with metallic structure with suitable roofing, side covering and carpeting on the floor. The construction should be able to resist the maximum wind speed during northwester and should be sufficiently strong to withstand any sort of cyclone.
2 The size should be sufficient for sitting capacity of around 2000 persons with supply of around 2000 nos. of good quality chairs without arm, with white cover and ribbons.
3 Suitable good quality sofas with white cover (around 40 nos.) are to be provided on the front two rows of the hall for the VIPs/guests.
4 There will be one raised wooden stage of suitable size (approx. 86 ft. x 42 ft.) (similar to the stage in the Institute Auditorium), to be constructed with good aesthetics. There will be special VIP chairs of around 25 nos. for Chief Guest and other dignitaries, along with around 80 nos. of VIP chairs with arm for use on the stage for sitting arrangement of Faculty members.
5 Erection of two/three decorated approach gates with suitable nos. of fire exit.
6 Arrangement/ development of an eco-friendly toilet block with illumination arrangement. Also an washroom/green room arrangement (approx. of 7 ft. x 10 ft.) for dignitaries sitting on dais at a suitable place at the side of the stage.
7 Construction of suitable ramp along with the stairs at both sides of the dais for easy and comfortable movement of the normal and physically challenged students.
8 Construction of two temporary rooms of size 30 ft. x 18 ft. (approx.), one at each side of the dais, with suitable door arrangement, for storage of certificates, awards etc. and for sitting arrangement of singers, musical hands, technical persons for Web casting, Projectors & IT Helpdesk. Supply of around 8 nos. tables and around 30 chairs are to be made. The rooms would be aesthetically designed and the persons sitting inside should not be visible to the outside guests.
9 Arrangement of a suitable decent looking separator behind the dignitaries on the dais, of around 5 ft. height, to facilitate easy movement of persons from one room to the other, without being visible to the guests.
10 Arrangement of suitable bamboo/wooden structure of 34 ft. (length) x 5 ft. (width) (as done in last year's Convocation-2015) for LED projection screen each on front & rear sides of the AC Shamiana.
11 Preparation and Erection of Banners of appropriate size inside the AC Shamiana. The matter for the banner will be provided by PGP office in due course. Also the vendor has to fix some signage/banners which will be provided by PGP office.
12 Arrangement of aesthetically prepared decoration at the outside part of the AC Shamiana.
13 For arranging the above, the entrusted vendor should discuss and take approval of the designed items from PGP office and Engineering Division
14 Supply and laying of Red Coloured synthetic matting on metal road from back side of NTB Bldg. to AC-Tent.
15 Any other civil and constructional works required for completion of the AC Shamiana in all respects. There should be some flexibility in the arrangement for modification of any work as will be decided by PGP office and Engineering Division.

Erection of a canopy for students Full Rehearsal/Convocation procession

16 Erection of a canopy (around 250 ft.), with suitable nos. of road dividers and around 10 nos. sleek tables (approx. 5 ft. x 2 ft.) to be placed along the road near the new teaching block of the Institute over the metaled road to facilitate the movement of students participating in the Convocation procession. Erection of a well decorated approach gate is to be made at the entry point, along with preparation and fixing of a flex banner. The matter for the banner will be provided by PGP office in due course.

Camera Stations

17 Arrangement of proper Camera Stations (3 nos.) for Web Casting, one each at two sides of the wings and third one at centre position at suitable height.
18 If Necessary (Optional) : construction of a proper Camera Station at suitable height in between the students' & parents' sitting areas (around 5 ft.), to be used for Electronic Media.
19 Note: the entrusted vendor needs to coordinate with the vendor of Web Casting for actual measurements & requirements.

Station for Sound System

20 Suitable arrangement of proper Sound System station to be made near/on the dais. No disturbance in the sound will be allowed which might be caused from stray signals from auxiliary systems like AC. Please note that in last year's Convocation there were repeated disturbancesin Audio systems due to stray signals from AC units.

Medical Unit/Facilities

21 Making AC room adjacent to AC Tent for arrangement of doctor's chamber with suitable table with white cover and 2/3 chairs with cover. Size : 15" x 10" with AC facilities

Help Desk

22 Making AC room adjacent to AC Tent for arrangement of Help Desk with suitable tables (2) with white cover and 4 chairs with cover. Size : 15" x 10" with AC facilities

Food Stall

23 Making decent looking food stall in front of the AC Shamiana, approx. size 15 ft. x 10 ft. There should be provision of lighting and fan at the Food stall.

Electrical Work

1 Agency has to provide sound proof Generator adequate to run the entire load of the tent, along with required fuel including on March 31, 2016 (Full Rehearsal Day) and April 2, 2016 (Convocation Day)
2 The entire tent loads will be run on Generators.
3 There should be a dedicated generator exclusively for the sound system and the main stage lights. No other loads will be run through this Generator. The dedicated panel for this load zone is to have changeover switch.
4 Full details, specification, rating of the AC tent loads i.e., ACs, lighting system complete with layout drawing is to be furnished in the initial stages.
5 The Generator Power distribution system inside tent should be such that every consecutive ACs (installed side by side) is to run through different Generator source. As for Example- If AC no.1 and AC No. 2 are installed side by side, then the power to the two ACs should not be from the same Generator. The connection to the lighting system also has to be made on this basis (consecutiveness preferably to be treated both for side by side and front to back or as per convenience depending on site condition)
6 There should be sufficient number of AC units to be installed inside the AC Shamiana/Tent so that adequate cooling is maintained. During inspection by Institutes higher authority if it is found that more cooling is required then additional AC units as will be necessary needs to be arranged by Vendor.
7 The operation of the stage light is to be done by the agency. Accordingly the agency will have to arrange a dedicated individual who will be present all through from the start till the end of the program. The individual should be someone having full expertise in the field of stage light operation, illumination and someone who will be fully conversant about the actual lighting distribution made inside the tent. The mobile no. of the person should be informed to PGP office & Engineering Division
8 The agency has to plan for sitting arrangements for operators of stage light and sound system. The sitting arrangement should be such that both operators have a clear face to face view of the main stage.
9 The agency should arrange for another 2 Electricians with mobile phones who would be responsible for the illumination , electrical connection in areas immediate outside the tent. The mobile nos. are to be informed to PGP office & Engineering Division
10 The agency should arrange for sufficient extension boards required inside the Shamiana and dais for connectivity of Camera device, Projectors, Mixers, Sound system, Televisions, LED Display etc.
11 The power distribution from Generator is to be done through Distribution panels. Each of the distribution panels should have adequate capacity change over switch, SFU, Voltmeter, Ampere meter, Phase indication lamp etc. All accessories are to be in OK condition complying electrical standards and general safety. Each circuit should go through individual MCBs. The electrical cables should be continuous in length without any jointing. No burnt out or damaged cables / wires would be allowed. Connections at ends (cable/wire) are to be done through proper socketing. No live ends are to be kept open. PVC Insulation taping is to be done in all areas wherever applicable.
12 Generator sources are also to be provided for the Pedestal fans just outside the tent.
13 The agency is to provide the mobile numbers of all their persons having responsibility of specific areas to PGP office and Engineering Division
14 AC Mechanics/Technician should be available all through the program to take care of any online breakdown. Prior to the program all check-ups, gas filling, pressure test etc. are to be completed to make the ACs ready in all respects and to be checked by Institute's Electrical Department
15 The agency is to make arrangement for proper Earthling system.
16 The agency will have to provide light, fan & AC facility at Reception / Help Desk , Medical Unit and other counters (as applicable). They will also provide lighting and fan at the Food stall counter.
17 In case of requirement of temporary line at the initial stages, the agency will have to arrange for their own cables, distribution panels to draw the power from the temporary source.
18 If any of the Generators fail to function, it is the responsibility of the agency to arrange for reserve Generator set(s).
19 All inside and outside electrical works to be done pertaining to illuminations with necessary electrical fittings and fixtures with safety measures.
20 Providing AC facility with all necessary electrical works.
21 Any other electrical works required for completion of the AC Shamiana in all respects. There should be some flexibility in the arrangement for modification of any work as will be decided by Electrical Department
22 All the above electrical related terms and conditions are to be checked by the Institute's Electrical Department and clearance to be obtained from them. For clearance of payment, final approval is to be taken from the Chairperson-Convocation Committee/PGP after successful completion of the programme.

Click Here to Download Annexure-II