Directorate General of Shipping

DIRECTORATE GENERAL OF SHIPPING

TENDER NOTICE FOR D.G.SHIPPING PAVILION IN MARITIME INDIA SUMMIT 2016.

The Directorate General of Shipping (DGS), Govt. of India invites sealed tenders under Two- bid system (Technical and Financial Bid in separate envelopes) from reputed agencies for conceptualization, fabrication and maintenance of Pavilion of the DGS during the Maritime India Summit, 2016 scheduled at NESCO, Goregaon, Mumbai from 14th to 16thApril, 2016. Specification of the job and other terms and conditions are available in the tender document on DGS website www.dgshipping.gov.in and can also be obtained from, 9th Floor, Beta Building, i-Think Techno campus, Kanjurmarg (E), Mumbai- 400042, on any working day from 15-03-2016 to 18-03-16 during office hours.

Sealed bids in prescribed format (super scribed as “ Technical Bid” and “Financial Bid” respectively) addressed to Directorate General of Shipping, Govt. of India, 9th Floor, Beta Building, i-Think Techno campus, Kanjurmarg (E), Mumbai- 400042 should be placed in one sealed envelope super scribed as "conceptualization fabrication and maintenance of Pavilion of DGS during Maritime India Summit, 2016 scheduled at NESCO, Goregaon, Mumbai from 14th – 16th April, 2016" and should be dropped in the tender box kept in the said office latest by 10 AM on 21.03.2016. The technical bids will be opened at 11AM on 21.03.16 in the Conference Hall, 9th Floor, Beta Building, i-Think Techno campus, Kanjurmarg (E), Mumbai- 400042. Bidders may, if they so desire, send one representative to be present at the time of opening of the technical bids as mentioned above. Eligible agencies should be ready to make presentation on the same day, the time of which would be intimated separately.

The Directorate reserves the right to reject/cancel the tender process at any time without assigning any reason thereof. For any query in the matter, contact may be made at telephone No.022-25752055.

Sd/-

(Deependra Bisen)

ADG( Admin)

F.No. 45 - Admn (2) / 2016

TENDER NOTICE

Sub: DGS Pavilion during the Maritime India Summit, 2016 scheduled at NESCO, Goregaon, Mumbai from 14th – 16th April, 2016– reg.

2. Specification of work:

2.1 Sealed quotations are invited for the following work:-

The Pavilion has to be fabricated in Hall No. 1 of NESCO, Goregaon, Mumbai in an area of 198 sq. mtrs. (open on two sides) (map enclosed). The length & breadth of the Pavilion will be 18 mtrs & 11 mtrs respectively. There will be no restriction of height. In this regard, conceptualization, making of design, modification of designs from time to time shall be as per the requirement and instructions of the DGS. The presentation of the designs shall be made at the DGS. After the modifications thereof as per requirements, presentation of the revised design/model shall be carried out before the DGS. Upon selection of the design & model, the fabrication of the actual Pavilion shall be carried out as per the requirement, specification, time schedule and instructions by the DGS. The maintenance of such Pavilion of Directorate General of Shipping during, scheduled Maritime India Summit, 2016 to be held at NESCO, Goregaon, Mumbai from 14th – 16th April, 2016 is the main work required to be undertaken on a turnkey basis.

2.2 The said design shall be State of the art & most interactive and should include the following:-

(i) Flooring of the Pavilion should be at a height of 4 inch above the ground level. The floor should have wooden finish or vitrified tile finish.

(ii) One sitting room (3 mtrs by 4 mtrs) with 2 executive quality sofa sets and 1 centre table.

(iii) One store room with shelves to store the books, stationery, etc.

(iv) Two reception counters, along with adequate furniture/chairs and storage space. Laptops should be provided for the counters other than the reception counters along with provision of 4G dongles for internet support.

(v) Provision of 3 touch-screen kiosks, for e-brochures.

(vi) 2 brochure stands for brochures / limited paper / visitor books on both sides of reception.

(vii) Four elegant glass round tables along with 4 sleek chairs for each table. Provision for one dozen extra chairs for seating within the lounge must also be made. planters etc. for the Pavilion should also be provided.

(viii) Provision of 4 LCD / Plasma screens (42” or above) along with DVD players / laptops for running videos / presentations. Apart from them, one black & white printer should also be provided. Provision for two way video streaming of inauguration of e-learning (covering 4 locations), e-examination and soft launch of Jahaz Bhavan (2 locations).

(ix) Provision of LED wall having dimension 8 ft. width and 10 feet height. Provision of high quality camera for the live transmission of the activities in the drawing area to be made. (placement to be decided as per designing)

(x) Provision for high quality English speaking manpower in adequate numbers to manage the pavilion including hostess, MC, supervisors, cleaners, security guards, technicians, etc.

(xi) Branding and signage including standees etc. using flex/vinyl and back lit material as appropriate for the Pavilion as per the requirement of the Directorate.

(xii) The backdrop and fascia for the Pavilion has to be designed by the agency. DGS logo should be properly displayed on both sides and may be one backdrop with logo. Maritime Summit logo should also be included. Backlit setups should be avoided.

(xiii) Lighting (spot lights and halogens) as per the design and requirement to the satisfaction of the DGS.

(xiv) High quality sound system for making announcements as well as providing audio to the film being run on the LCD screens.

(xv) Pavilion Layout shall have on one side space provision for Deck Simulator, E-learning, E-Pariksha (Tab) and on other side space provision for Engine Simulator, LRIT demonstration and related ISRO setup.

(xvi) The DGS shall provide entry passes for the manpower deputed on the stall by the agency as provided by FICCI. However, if the manpower deputed is more than the passes provided by FICCI, the agency shall arrange for more passes directly from FICCI.

(xvii) The agency shall arrange for passes in adequate numbers from FICCI authorities when required for the lounge.

(xviii) Tea/coffee vending machine and provision for meals / snacks etc. for the personnel deputed as well as dignitaries visiting the Pavilion (cost limited to Rs. 50,000). This will include expenses on inauguration and other major visits.

(xix) The agency shall distribute gift items for visitors and dignitaries with proper branding of the DGS during the inauguration of three projects at Pavilion, (cost limited to Rs. 50,000).

(xx) The agency would also be required to make provision for food and beverage for the cadets and Pavilion attendants (approx.15 persons) each day. The Directorate would reimburse the agency on actuals, not exceeding Rs.22,500 ( Rs. 500 per person, for 15 persons for 3 days)

(xxi) Any other item required by DGS for smooth running of the Pavilion.

(xxii) The copyright of the work shall vest with this DGS and it would have exclusive rights on the work, if any.

Bidders should submit separate bids for the following items which will be evaluated separately.

(i) Production of 3 documentary films of 5 mins each to be prepared in high definition on 3 different themes related to seminars and provision of multiple copies in CDs as required (300). Provision of video shooting, photography for 3 days, Dictaphone services, audio / video recording of seminars.

(ii) Preparation and printing of colour brochures (of 10 pages each) of 9 inch X 9 inch in specified GSM for subject specific seminars, total 3 in nos., and making of e-brochures.

2.3 The actual structure should be erected by 12.04.2016 as per design submitted at the time of presentation on 21.03.16 after incorporating all the suggestions made by the DGS from time to time.

3. Time Frame

The agency shall, immediately upon the receipt of work order, coordinate with FICCI and NESCO, Goregaon, Mumbai, for taking possession of the bare space for fabrication of the stall on 06.04.2016, incorporating all the modifications suggested by the DGS in the design presented by the agency. The agency shall also get the final designs, brandings, signage etc. approved by the DGS and ensure that the fabrication of Pavilion is completed by 12.04.16. Thereafter, the said Pavilion should be maintained as such till 16.04.2016.

The bidder agencies will have to submit two separate sealed envelopes duly marked as for conceptualization fabrication and maintenance of Pavilion of DGS during Maritime India Summit, 2016 scheduled at NESCO, Goregaon, Mumbai from 14th – 16th April, 2016.The first envelope is to be marked for “Technical Bid”. It should contain particulars regarding eligibility criteria along with documentary evidences. The second envelope is to be marked for “Financial Bid” and should contain all cost estimates.

4. Technical Bid

The technical bid should contain particulars regarding eligibility criteria along with documentary evidences. The said work mentioned in paragraphs 2.1 to 2.3 above is to be completed, subject to the following terms and conditions:-

(i) The bidder should have valid service tax, trade tax registration and PAN. Copies of relevant proof should be attached.

(ii) The bidder should have experience in the work for conceptualization, fabrication and maintenance of Pavilion/Lounge. Copies of such work orders executed during last three years must be submitted along with the bid.

(iii) The bidder should have minimum turnover of Rs. 3 crore during the preceding three years i.e. 31.03.2013, 31.03.2014 and 31.03.2015. Details of the same should be submitted along with copy of final accounts of the Agency for the relevant period as part of technical bid.

(iv) The bidder should not have been black listed by any Government department/agency and should not have any criminal case pending against it. An undertaking in respect of the same should be submitted.

(v) Details of experience of creative personnel like visualizers or concept directors, fabricators etc. to be submitted.

(vi) Details of prizes/rewards won in conceptualization, fabrication and maintenance of Pavilion to be submitted.

(vii) To provide evidence of having an office in Mumbai.

(viii) A copy of tender documents duly signed by the agency with identification of name & designation as a token of acceptance of all the conditions laid down in the tender notice should be attached along with the tender. Submission of proposal by the agency will also imply that it has read all the contents of this documents carefully and made itself fully aware of the work.

5. Financial Bid

Envelope super-scribed “Financial Bid” should contain consolidated cost estimates. The agencies are required to understand the work properly before quoting the rates. The Financial Bid should be submitted along with the “Technical Bid” simultaneously. The said Financial Bid should include all the expenses in respect of conceptualization, fabrication & maintenance of Pavilion at the NESCO, Goregaon, from 14th to 16thApril, 2016 which includes all material, labour charges and incidental charges for fabrication and maintenance of the Pavilion in Annexure ‘A’ attached with the Tender Notice.

6. Earnest money deposit (EMD) / Bid Security of Rs.1,00,000/- (Rupees One Lac Only) in the form of A/c Payee Demand Draft or Pay Order in favour of “DG Shipping", payable at Mumbai shall be deposited by the successful bidder within in three working days failing which the bid will be offered to the next lowest bidder. In case of non-performance of the contract, the entire amount of EMD of the Agency shall be forfeited, in addition to penalties as at Para 9.

7. Selection Process

Short listing of the agencies will be made on the assessment of the technical bid. Thereafter, the qualified agencies would be asked to make 15 minute's power point presentation before the Tender opening /Screening Committee on 21.03.16 (tentatively) for further evaluation. The time of presentation will be conveyed subsequently. The agencies would also be required to submit samples of gifts / takeaways with branding of the DGS during the presentation. Bidder should provide treatment suggested for the theme. The theme for MARITIME INDIA SUMMIT is “MAKE IN INDIA” and “INVEST IN INDIA”. (A narrative explanation must be enclosed). Since this assignment involves high quality creativity and innovative approach, final selection shall be made on the basis of creative quality and design by giving 80:20 weightage to creative presentation & Financial Bid respectively. Concept, innovative ideas and creativity in designing the Pavilion would be given utmost importance while evaluating the design and presentation by the said agency. The Screening Committee will evaluate the presentation on the criteria mentioned in Annexure ‘B’ and only those agencies obtaining more than 70 points with minimum of 50% in each criteria specified will be eligible for the opening of Financial Bid. Financial Bids will be opened only for such short-listed agencies. The decision of this Directorate with regard to selection of agency will be final and binding and no communication in this regard will be entertained.