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.)

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.

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A reception with backdrop of backlit collage on glass, acrylic or lycra material.

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A wet sampling area for basmati biryani and processed food etc. and to have display counters, shelves, microwave oven, chiller, freezer etc.

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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.

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All the common areas for APEDA use should be distinguished with raised wooden floor.

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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:

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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 .

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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.

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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.

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Development and printing of Basmati Recipe book and exhibitor’s directory, processed food fliers etc.

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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.

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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.

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.

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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).

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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.

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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.

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The Financial Quotation, duly dated, with detailed breakup of each component suggested separately in Indian Rupees only. No lumpsum amount shall be considered.

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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.

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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.

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.