91��Ƭ��

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

Subject: Temporary Construction of Aesthetically Designed AC Shamiana on turn-key basis for 54th Annual Convocation – 2019.

Sealed quotations are invited from firms/contractors who have sound experience for at least 3 years and credential in carrying out similar work for Annual Convocation of an Academic Institute like IITs, 91��Ƭ��s, NITs, University and Institutes of repute for construction and associated work of aesthetically designed AC-Shamiana at 91��Ƭ��. The estimated cost for the work is Rs.25 Lacs. The quotations 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 – 2019” on the top cover.

Last Date of Submission of Tender/quotation: January 16, 2019 by 2:00 p.m.

Date of Opening of Tender/quotation: January 16, 2019 at 2:15 p.m.

The quotation should reach the Office of the Senior Administrative Officer (Purchase), 91��Ƭ��, D.H. Road, PO: Joka, PIN-700104 on or before January 16, 2019 by 2.00 p.m. Tenderers should read the tender document carefully as enclosed and comply with the instructions strictly while sending their tenders.

TERMS & CONDITIONS

1. The work contract must be executed in all respects as mentioned in the scope of work (Annexure-I) latest by April 2, 2019 so that any modification/alteration can be made in time. Annual Convocation is scheduled on April 6, 2019. 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 IITs, 91��Ƭ��s, NITs, University and Institutes of repute all 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��Ƭ�� on this account.
5. The contractor himself will be responsible for safety and security of his material and 91��Ƭ�� 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. It is also to be noted that no extra pillar or support can be used in the middle or any other portion of the AC Shamiana which creates any obstacle for the viewers.
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) working days after the programme and the ground to be cleaned up to satisfaction of 91��Ƭ��.
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 year’s 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��Ƭ��, failing which the 91��Ƭ�� 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 agency’s 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 Institute’s 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��Ƭ�� 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��Ƭ��’ 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��Ƭ��’ 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 30 working days 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��Ƭ��.
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��Ƭ��. The venue of arbitration shall be in Kolkata only.
25. 91��Ƭ�� reserves the right to reject any or all tender(s) without assigning any reason. The decision of 91��Ƭ�� 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 License, GSt registration Certificate, PAN, etc., copies of which must be enclosed along with the bid.
27. The quoted rate will remain valid for a period of 60 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 - 2019 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��Ƭ��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)

Click here to download Annexure-I