DETAILS FOR SUBMISSION OF BIDS FOR DESIGNING AND CONSTRUCTION OF APEDA PAVILION AT SIAL 2010 PARIS, FRANCE FROM 17TH OCTOBER TO 21ST OCTOBER 2010
Agricultural and Processed Food Products Export Development Authority (APEDA) is participating in an international event, SIAL, 2010, being held from 17th to 21st October 2010 at Paris, France and intends to set up its pavilion to display and market Indian Agricultural and Processed Food Products. The area of the APEDA Pavilion for the event is 960 Sq. Mtrs. in the International Pavilion (layout attached) which will include the common facilities (approximately 200 Sq. Mtrs.)
Eligibility for submission of Bids
Agencies with minimum 5 years experience in conceptualizing, designing and executing the projects on turnkey basis for setting up of pavilion/s in International food events organized outside India, need apply. They are required to have a minimum of 5 crores turnover of the firm for implementation of Event Management Business pertaining to Trade Fair Pavilion / stall in the preceding year.
Common area (Excluding the exhibitor stalls) will include:
A reception with backdrop of backlit collage on glass, acrylic or lycra material.
A wet sampling area for basmati biryani and processed food etc. and to have display counters, shelves, microwave oven, chiller, freezer etc.
A meeting lounge for APEDA to be not fully covered by glass/ acrylic or equivalent material.
A storage area
Hangings from the ceiling of the hall for a long view
The overall look of APEDA pavilion should be contemporary and reflect the colour and vibrancy of modern India. A suitable branding has to be done and shall be followed all over.
The proposed pavilion will be designed in a mix of regular Octanorm system (for inside areas) and Octonorm Maxima (for outer structure) or the woodwork if required.
The generic branding should be on stretchable lycra or flex so that there are no wrinkles in the final get up. The common branding banners should have concealed bright – white lightings.
For further conditions of construction of pavilion/stalls, heights of the stall etc. you may refer www.en.sial.fr The fascia and the branding which runs through the entire APEDA pavilion will be above the basic structure.
All the common areas for APEDA use should be distinguished with raised wooden floor.
The pavilion shall be brightly lit with white lights not to allow dark pockets in the common area.
The products to be displayed are ready-to-eat food/curries, spices and herbs, fresh and frozen fruits and vegetables and their preparations, chutneys, pickles, gherkins, wines and basmati rice etc.
The proposed agency shall undertake the following activities for the event on turnkey basis. The scope of work for the event shall include the following on the pattern and suggestions provided above:
Construction of Semi/compartmentalized space in multiple of 9 Sq. Mtrs. for approximately 80 exporters for display of their products and area for interaction with the buyers/visitors, including the requirement of furniture. Individual stall for exporter would be provided with three chairs, one table, waste paper basket, 6 shelves, one lockable storage with front lit posters .
Preparation of 3 panel posters of size 3’ * 6’ sq. ft. for each 9 Sq. Mtrs. stall, as per the TPs to be arranged from the concerned exhibitors. The panels and the posters prepared by the agency, shall be identical in dimension as no exhibitor will be allowed to put their individual panel/ posters.
Provision of 4 female hostesses cum interpreters, attired in Indian costume for all the days during the show.
For wet sampling of Basmati Rice Biryani, an Indian restaurant has to be identified in consultation with Indian embassy or directly for preparation and serving of Biryani. The identified restaurant may be asked to prepare two types of biryani one Vegetarian and other non vegetarian and charge in lumpsum for preparation, sending to event place in their crockery, 2 attendants for serving and to supply the required serving material such as disposable plates, napkins and spoons etc. For preparation of biryani the rice will be provided by APEDA, however, preparation charges would be paid as a part of the bid.
Development and printing of Basmati Recipe book and exhibitor’s directory, processed food fliers etc.
Necessary electricity charges would be part of the quote on confirmation from Exhibition Organisers.
The selected party will be responsible to have manpower present at the site for construction and maintenance of the pavilion and coordination of the event till the end . They would settle all the applicable bills of the organizers at the end of the event.
Power supply and Main Electrical connections, water supply etc. as per the show organizers recommendations. This has to be checked with show organizers by the event management company.
GUIDELINES FOR SUBMISSION OF TECHNICAL AND FINANCIAL BIDS
The sealed technical and financial bids in separate envelops are to be submitted within 15 days from the date of release of advertisement. Conditional bids are not allowed and liable for rejection summarily.
Cover 1: Technical Bid: Superscribe the name of the event and “Technical Bid” to include the following documents:
a . Details of the Bidder:
Profile of the company/agency
Track Record – previous experience of handling similar nature of work. The company must have 5 years work experience in event management (excluding advertising and printing).
The CA certificate giving details of last 5 years turn over.
Latest Income Tax Return and copy of the PAN Card.
EMD for 1,00,000/- (Rs. One Lakh) in the form of draft / bank guarantee in favour of APEDA, New Delhi. EMD will be returned to the unsuccessful tenderer after the final selection. For the selected vendor, EMD amount would be adjusted in the final payment.
b . Details pertaining to the pavilion
Design of the APEDA pavilion in print and soft copy.
Materials and their specifications to be used for the pavilion and displays/decoration in the pavilion.
The concept/design of the pavilion with layout, decoration plan etc. as indicated above must be submitted in hard copy as well as on CD. The sample of material to be used in decoration must be shown during presentation.
Cover 2: Financial Bid: Superscribe the name of the event and “Financial Bid”
To include the following documents/details:
The Financial Quotation, duly dated, with detailed breakup of each component suggested separately in Indian Rupees only. No lumpsum amount shall be considered.
The applicable tax should be clearly mentioned separately in the estimates.
The outer sealed cover containing cover 1 and cover 2 as indicated above should be superscribed with “Technical and Financial Bid for SIAL 2010, Paris, France and should have the full name, Postal Address, Fax, E-mail, Telephone number of the bidding agency.
A Committee in APEDA will carry out a preliminary screening of the applicants and will shortlist the vendors fulfilling the prescribed requirements . The short listed vendors will be required to make technical presentation before the selection committee.
The presentation may bring out their suggestions on the following areas:
Significant portrayal of India as a powerful source of food products by combined use of of photos, graphics, attractive colour scheme etc.
Use of innovative materials to lend the common area a modern contemporary look .
Appropriate dimension of the structure, according to floor area allotted to APEDA.
Co-ordination with the show organizers.
The marking would be done on all the presentations. The vendors who secure minimum 70% marks (70 out of 100 marks) in technical presentations will be short listed and their financial bids will be opened. Financial bid will carry a maximum of 30 marks. The calculation of marking will have the following method :
L1 = 30 marks
L2 = 30XL1
L3 = 30XL2 and so on and so forth.
After the financial marks are obtained the technical and financial marks will be added up and the vendor scoring highest aggregate marks will stand selected.
Selection Committee reserves the right to accept or reject any or all the proposals at any time prior to award of contract/order, without assigning any reasons and without incurrence of any liability on APEDA. APEDA also reserves the right to negotiate the prices with the selected agency to bring down the prices.
Terms of Payment :
Payment to the successful bidder will be made as per following schedule:
Advance up to 50% of the cost, on submission of Bank Guarantee of equal amount. The bank guarantee shall be valid till one month after the event date.
Balance amount would be released on completion of the event and satisfactory report of the officer deputed for the event
The advertisement has been released on 10th August 2010 and the last date for receipt of application is 15 days from the date of Advertisement i.e 25th August 2010 . The complete applications should be addressed to:
Mr. Pravin Gupta
A P E D A
4th Floor, NCUI Building, 3, Siri Institutional Area,
Opp. Asiad Village, August Kranti Marg,
New Delhi – 110 016