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Directorate of Science & Technology
Science & Technology and Information Technology Department, Government of KPK
BIDDING DOCUMENT FOR
ORGANIZING REGIONAL SCIENCE OLYMPIADS
DoST – TD -2018-19/1
Issue Date: 06/11/2018
[Total Number of Pages including this page: 08]
Note: The bidder is expected to examine the Bidding Documents carefully, including all instructions,
forms. terms. specifications etc. Failure to furnish all information required by the Bidding documents
or submission of a Bid not substantially responsive to the Bidding Documents in every respect would
result in the rejection of the Bid.
Page 2 of 8
INSTRUCTIONS
1. The Directorate of Science & Technology (DoST), Government of Khyber Pakhtunkhwa,
Peshawar under its developmental scheme titled “Promotion & Support of Scientific
Innovation/Product Development by Youth of Schools/ Colleges/ Universities (SIPDY)” invites
sealed bids from eligible bidders for organizing Regional Science Olympiads (Open
competition for science ideas, research, models, prototypes from
Schools/Colleges/Universities and General Public) at various regions of Khyber Pakhtunkhwa
Province on the basis of “Single Stage — Single Envelope Bidding Procedure” comprising of
Financial Bids.
2. The Bidder should provide list clients, detail of managerial staff, list of other relevant
resources, number of similar assignments & past relevant record (public & private sector)
relevant experience last 3 years, etc. financial status and capacity of the firm (bank statement
2015-18) and tax returns 2015-18.
3. Financial Bids must be accompanied with call deposit/earnest money (refundable) in shape of
pay CDR of two percent (02%) of total bid amount in favor of Director, Directorate of Science
and Technology, Peshawar.
4. The bids will be opened after deadline for submission of bids on 22-11-2018 at 1130 hrs by
the Directorate Consultant Selection Committee (DCSC) in the presence of the bidder’s
/bidder’s representatives who choose to attend.
5. Financial Bid will be straightaway rejected if the following documents with supporting
documents are not provided by the bidder even if it quoted the lowest bid:
a. Registration with Income/Sales department reflected on Active Tax Payer List of FBR.
b. Registration with Khyber Pakhtunkhwa Revenue Authority (KPRA).
c. List of Managerial/ Technical staff
d. Documented proof of at-least 03 Number of similar assignments (Public & Private
Sector) during the last 03 years
e. Bank Statements/ Tax Returns for the last 03 years
6. Any bid not received as per terms and conditions laid down in this document will be
considered as rejected. No offer shall be considered if:
a. Received without earnest money;
b. It is received after the date and time fixed for its receipt;
c. The tender document and the bid is unsigned;
d. The offer is ambiguous;
e. The offer is conditional i.e. advance payment, or currency fluctuations etc.;
f. The offer is from blacklisted firm in any Federal / Provincial Government Department
7. The Directorate of Science & Technology, Peshawar will not be responsible for any costs or
expenses incurred by bidders in connection with the preparation or delivery of bids.
8. As authority competent to accept the tender, Directorate of Science & Technology, Peshawar
reserves the right to accept or reject one or all the tenders by assigning cogent reason as
KPPRA Rules.
9. If bidder found to have engaged in corrupt or fraudulent practices in competing for the award
of contract or during the execution of the contract, Directorate of Science & Technology,
Peshawar may, at any time, without prejudice to any other right of action / remedy it may
have, blacklist the Contractor, either indefinitely or for a stated period, for future tenders.
10. All prices quoted must include all Taxes applicable, such as GST, Income Tax, etc. If not
specifically mentioned in the Quotation, it will be presumed that the prices include all the
taxes.
11. The Bidders are requested to give their best and final price for as per specifications given in
Bidding Documents inclusive of all taxes. The bid must be valid for one year from date of
opening of the bid.
12. Failure to complete the task within the stipulated time period (1st Event within week time) will
invoke penalty as specified in this document. In addition to that, 02% Call Deposit amount will
be forfeited and the company will not be allowed to participate in future tenders as well.
13. Directorate of Science & Technology, Peshawar reserves the right to increase/ decrease
number of activity/ equipment and/or any other items mentioned in this tender document.
14. Directorate of Science & Technology, Peshawar reserves the rights to claim compensation for
the loss caused by the delay in execution of task.
15. Usage of correction fluid & corrections are strictly prohibited unless duly initiated.
16. Bidders are essentially required to provide correct and latest postal/email/web addresses,
phone/mobile/fax numbers for actively and timely communication.
17. All the raw material/ infrastructure procured and installed shall be the property of Directorate
of Science & Technology, Peshawar except those being rented for holding the event.
PROJECT BACKGROUND
Promotion & Support of Scientific Innovation/ Product Development by Youth of
Schools/Colleges/Universities (SIPDY) is a project executed by Directorate of Science & Technology,
Government of Khyber Pakhtunkhwa aims to attract exceptionally motivated students to study science
and pursue careers in S&T. Main Objective of the project is to identify students with talent, innovative
ideas and aptitude for research, help them realize their potential in their studies, encourage them to
take up research careers in science and ensure the growth of the best scientific minds for research and
development in the Province.
6 One-Day Regional Science Olympiads (RSO’s) will be arranged throughout the Khyber Pakhtunkhwa in
the FY 2018-19. These programs aim at promoting excellence in Science among schools/ colleges/
Universities Students and individuals with talent and ideas. At least 50 exhibits of different sizes and
weight will be exhibited in each RSO. The exhibited projects will be shortlisted through a committee
and accordingly will be selected for awards and cash prizes.
REGIONS Region-wise Olympiads to will be organized to search talented and motivated students and to
encourage them. Tentative regions for organizing RSO’s are:
Sr
No Regions
Proposed
city
1 Southern Region:
Hangu, Kohat, Karak, Bannu, Lakki
Marwat, DI Khan, Tank, newly created
adjacent districts of KP (i.e. North/ South
Waziristan and Kurram)
Bannu
2 Central Region-I:
Peshawar, Charsadda, Nowshera,
Mardan, Swabi, Peshawar and Tribal
districts of Khyber, Mohmand
Peshawar
3 Hazara Region:
Abbottabad, Mansehra, Haripur,
Batagram, Upper Kohistan (Dassu),
Lower Kohistan (Pattan), Tor Ghar
Mansehra
4 Malakand Region - I:
Malakand, Upper Dir, Lower Dir
(Timergara). Bajuar)
Chakdara/
Mingora-
Swat
5 Malakand Region - II:
Swat, Shangla, Buner, and newly created
adjacent district of KP (i.e
6 Chitral Region: District Chitral
Chitral City
Note: Proposed Venues for holding RSO’s should be preferably Government Academic institutions
which must be communicated at least a week before the event.
Page 5 of 8
SCOPE OF WORK
Regional Science Olympiads aim at promoting excellence in Science among schools/ colleges/
Universities Students and individuals with talent and ideas. At the average about 50 projects & models
and more than 1000 visitors will be expected to participate/ visit the venue on the event days including
Government Secretaries and Ministers. Event Manager should bring a creative and strategic lens to
the coordination, planning, and event management processes. Event Management/ Service provider
firm will be required to offer its bids for the below mentioned works (new ideas/activities shall be
highly appreciated).
It is expected that the bidder should provide creative designing and printing of posters, banners and
all other branding material as required on site for showcasing projects & models. The bidders must
provide quotations for the following list of items/ services for all the 6 RSO’s:
1. RESERVATION OF VENUE
Proposed Venues for holding RSO’s should be preferably Government Academic institutions
which must be communicated at least a week before the event.
2. PRINTING
a. Pana flexes (Backdrop, standing & for walls)
b. Shields for chief guests and other dignitaries
c. Badges for Organizers/participants
d. Invitation Cards
e. Distinction/ Participation Certificates
f. Brochures
3. VENUE ARRANGEMENTS
Venue will be comprising of exhibition area, Certificate distribution area, and a separate hall/
area for Lunch/ High Tea etc.
a. General Arrangements
i. Create and maintain a better entertaining environment for the visitors and
participants in the event.
ii. Timely cleanliness to be made of full venue throughout the event
iii. Electrification, lighting, sound systems, and Power arrangements with backup
generators
iv. Fans/ Air-coolers/ ACs/ Heaters as per weather demands at the venue
v. Availability of drinking water at the venue
vi. Fire safety and housekeeping services
b. Projects Exhibitions Venue
i. Providing carpet at entrance and walk way of the visitors
ii. Electrification
iii. Set up a Projects Exhibitions Venue for at least 50 projects/ models teams
comprising upto 3 team members and a supervisor including a table, chairs,
electricity arrangements and space for participants to walk around and hold
informal discussions comfortably.
c. Hi-Tea Venue
i. Arrangement of Hi-Tea for VIPS and guests along with carpeted entrance and
pathways
d. Opening/ Closing Ceremony Venue
i. Installation of stage of standard size (if not available at the venue) along with
dice, electrification, and sound system etc. for opening/ closing ceremonies.
(with Standby Generator to support equipment)
ii. At least 6 executive chairs for the stage including 100 chairs for the audience
4. LUNCH/ HI- TEA
a. Lunch
Two item lunch boxes for about 300 persons (projects participants)
b. Hi-Tea
Hi-Tea for about 100 guests
5. MEDIA COVERAGE
a. Media Coverage/ Press Releases on behalf of DoST (Print & Electronic Media)
6. MISCELLANEOUS
a. Documentary of the event along with photography / videography (in HD format only)
of each event. Soft Copy of photographs in DVD along with videography to be
provided by the agency. The cost of same must be part of the financial bid.
Note: Detailed Breakup of each item to be provided in financial proposal as per proforma attached as
Annexure-I. The bidders are requested to apply for the whole activity i.e., 06 Regional Science
Olympiads. DoST reserves the right to increase/ decrease the number of items. Payment to the firm
will be made as per the services/ goods procured.
The Competent Authority has the right to reject all bids under Rule 47 of the Khyber Pakhtunkhwa
Public Procurement Regulatory Authority (KPPRA)
Annexure-I
Financial Proposal Proforma
Sr No Items Description Minimum Quantity
Size/ Quality Unit Cost Per RSO
Cost
Cost for 6 RSOs
Reservation of Venue
1 Reservation of Venue 1 Lump sum
PRINTING
1 Pena flex (Backdrop) 1 10 x 10 ft per sq. feet
2 Pena flexes (standing & for walls)
6 & 6 8 x 5 ft (6 no) 2*5 ft (6 no)
per sq. feet
3 Shields with standard size
10 Standard Size/ 10
Qty per unit
4 Badges/ Cards for Organizers and Participants
50 Standard Quality per unit
5 Invitation Cards 200 Standard Size
Standard Quality Paper
Per unit
6 Distinction/ Participation Certificates
500
A4 size, imported hard paper of 300
grams, and colored (500 Qty)
Per unit
7 Brochures 1000
Tri-fold, A4 size, imported hard
paper of 115 grams, 4 colored and double sided
printed (1000 Qty)
per unit
VENUE ARRANGEMENTS
General Arrangements
1 General Arrangements As mentioned
- - Lump sum
2 Backup Generators - 50 KVA / 100 KVA Per unit
3 Sound System 1 2 Pair/ 3 Pair unit cost
Main Exhibition Venue
1 Projects Exhibitions Venue
- As mentioned Lump sum
Opening/ Closing Ceremony Venue
1 Setting up stage, dice, executive and Audience Chairs
- Lump sum
Hi-Tea Venue
1 Renting of furniture, crockery and Venue setup
lump sum
LUNCH/ HI- TEA
1 Two item lunch boxes for about 300 persons
300 As mentioned per unit cost
2 Hi-Tea for about 100 persons
100 As items mentioned per unit cost
MEDIA COVERAGE
1 Media Coverage/ Press Releases 1
At least one newspaper
lump sum
MISCELLANEOUS
1 Documentary HD Quality lump sum
2 Photography HD Quality lump sum
3 Videography HD Quality lump sum