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Tender Notice inviting Quotations for Construction of India Stand at AITF-2016


Indiatourism Frankfurt

Baseler Strasse 48, 60329, Frankfurt am Main, Germany

Tel: +49 69 24294912+49 69 24294912

 

No. ITF/TFF/AITF/2015-17                                                             Dated: 26th Feb 2016

 

Tender Notice Inviting Quotations for Construction of India Stand at

AITF-2016

 

            India Tourism Frankfurt, an office of the Ministry of Tourism, Government of India invites quotations from agencies having prior experience in design, conceptualisation, construction of exhibition stand in Azerbaijan International Tourism Fair, Baku held from 7-9 April 2016 for conceptualisation, design, construction of exhibition stand and provision of ancillary services. The interested agencies may download full tender document which details scope of work, eligibility criteria and format for application from www.tourism.gov.in (click on the tab “Tenders & RFP” in the homepage) or contact by email to ad2@india-tourism.com. Sealed quotations as per format should be received in the above address before 1800 hrs on 11th March 2016.

 

 

Regional Director
Indiatourism Frankfurt



 

 

 


Indiatourism Frankfurt

Baseler Strasse 48, 60329, Frankfurt am Main, Germany

Tel: +49 69 24294912+49 69 24294912

 

No. ITF/TFF/AITF/2015-17                                                             Dated: 26th Feb 2016

 

Tender Notice Inviting Quotations for Construction of India Stand at

AITF-2016

 

            India Tourism Frankfurt, hereinafter also referred to as the ITF, is participating in Azerbaijan International Tourism Fair, Baku held from 7-9 April 2016 at Baku Expo Exhibition and Convention Center, 515, H. Aliyev ave., Surakhani district, AZ1050, Baku, Azerbaijan. The primary objective of participation in this fair is to depict India in Azerbaijan as an attractive destination and to provide a platform for Indian Tour Operators, Travel Agents, Hoteliers, Airlines, Convention Centres, Professional Conference Organisers and State Governments to showcase their products. 

 

India Tourism Frankfurt requires the services of a professional agency having previous experience of handling work of similar nature at international fairs and exhibitions for conceptualization, designing and construction of the India Pavilion and providing other related ancillary services during the fair as per the scope of work given below.

 

Qualification: Registered agency having prior experience in design, conceptualisation, construction of exhibition stands in CIS Countries. Preference will be given to agencies that have worked with Tourism Clients (Tour Operators/ Hotels/National and State Tourism Organisations, etc).

 

A.       SCOPE OF WORK

Conceptualization, designing and construction of India Pavilion and providing other related ancillary services at the fair as detailed below:

 

Name of the Fair

Dates of Fair

Space Booked

Space per co-exhibitor sqm

Type of Stand*

Max No. of Co exhibitor

AITF-2016, Baku, Azerbaijan

7th - 9th April 2016

30Sq mt

(6x5)

Rectangular

4 sqm

Peninsula

4 plus Indiatourism

* Peninsula: 3 Sides Open, AITF-2016 Floor plan is enclosed at Appx. II for ready reference.

 

B.       SPECIFICATION AND REQUIREMENTS

 (1)       The Pavilion should essentially reflect an Indian décor and ambience with a professional, modern business type lay out and design highlighting India’s modern infrastructure as well. The design should be modular in nature and it should be possible to adapt it to the various sizes as given above. The layout should be conducive for conducting buyer – seller meetings and effective Incredible India branding. The overall layout of the Pavilion should be open and inviting.

 

(2)      There should be easy accessibility to and within the Pavilion and visible, signages for all participants/ co-exhibitors in the Pavilion.

 

(3)        The pavilion should have:

·         Visible and prominently located reception area(s) with Information Counter(s).

·         Individual counters for co-exhibitors with meeting table and 4 chairs. Each co-exhibitor booth would be individually branded with their logo graphic and should have individual lockable storage space. This is apart from the India Tourism counter which will mention Incredible India / India Tourism, Frankfurt.

·         A common covered storage area with racks and coat hangers.

·         Individual electrical connections with European sockets.

·         Visible fascia for all co-participants.

·         Transliltes / backlit displays/ light boses to be used in the design of the pavilion.

·         A video screen of minimum 42 inches.

 

(4)        The scope of work will cover electrical fittings in the pavilion/ and in all booths of co-exhibitors as per requirements, as well as daily cleaning of the pavilion during the course of the exhibition.

 

(5)        The scope of work will include construction of the pavilion at site well in time       maintenance activities during the event and dismantling of the pavilion after the event.

 

(6)        The agency should provide for Tea Kettle, Coffee maker, Refrigerator at the fair along with supplies like drinking water, tea bags, coffee powder, juices, creamer/milk, sugar, disposable cups, napkins, stirrers, etc.

 

C.        Guidelines for Submitting Tenders:

 

1.         The tender should be submitted in two covers as follows:

Cover-I :         Superscribed  Construction of India Stand at AITF-2016: Technical Bid”.

 

To include the following documents/details:

 (i)        Details of the Tenderer

·         Profile of the Agency / Company.

·         Track record - details of involvement in similar events, with copies of relevant work orders in support of the details furnished. Experience of setting up Pavilions/ Booths/ Stands at International Fairs / Exhibitions / Events as well as at International Tourism related Fairs / Exhibitions Events during the last three years may be highlighted.

·         Specific experience relating to the particular events, if any, with copies of relevant work orders in support of details furnished.

·         All bidders should submit a self undertaking that they have never been blacklisted by any Government of India Ministry/ Department/ Authority/ Organisation/ Agency.

·         Details of any awards won for stand design in the past three years supported by documentary proof.

 

(ii)             The Concept/ Design of the India Pavilion with detailed layout, decoration plan, etc. (only single design). In hard copy as well as on CD.

 

Cover – 2:      Superscribing “Construction of India Stand at AITF-2016: Financial Bid”

 

To include the following documents / details:

(i)          A Financial Bid, duly dated and clearly indicating the cost as per format given in Annexure ‘A’.

 

(ii)        All bidders should indicate cost for the fair as well as the total cost inclusive of all taxes. The financial bids will be evaluated on the basis of total cost inclusive of taxes.

 

(iii)       The financial bid should be in Euros.

 

      The financial bid should contain an undertaking by the agency that the agency accepts and agrees to abide by the terms and conditions as mentioned in this tender document number No. ITF/TFF/AITF/2015-17, dated: 26th Feb 2016

 

(iv)      Format for submission of Financial Bids is given in Annexure I

 

3.         The two sealed covers, superscribed ‘Construction of India Stand at AITF-2016: Technical Bid’ and ‘Construction of India Stand at AITF-2016: Financial Bid in Covers I and II respectively should be put up in a separate cover superscribed  “Technical and Financial Bid for Construction of India Stand at AITF-2016:with the details of the company e.g. Full Name, Postal Address, Fax, E-mail, Telephone number of the Tenderer on the bottom left corner of the cover and sent to the Regional Director, Indiatourism Frankfurt, Baseler Strasse 48, Frankfurt am Main, 60329 Germany to reach on or before 1800 hrs. of 11th March 2016. 

 

4.         All the documents submitted by the agencies should be signed on each page by the authorised signatory of the company. The document should be spiral bound, duly page numbered, and properly indexed. The agencies who do not submit their bids in the proper format, with required documents and in the required format would be liable for rejection.

 

5.         The agencies submitting their bids should also mention that they agree to the terms and conditions mentioned in the tender document.

 

E.        OPENING OF BIDS AND SELECTION PROCEDURE:

 

1.                  Technical bids will be opened by a Constituted Committee which will evaluate the technical Bids of the agencies which are found eligible after initial scrutiny of the bids.

 

2.         The technical bids will be judged following the criteria as detailed below:

 

S.No.

Component

Marks

(i)

       Experience of setting up Pavilions/ Booths/ Stands at International