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RFP FOR SELECTION OF AGENCY FOR
CATERING SERVICES
IN
KRISHI VASANT
9 – 13 February 2014 at Nagpur
Confederation of Indian Industry
on behalf of
Ministry of Agriculture, Govt. of India and
Deptt. of Agriculture, Maharashtra Government
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Disclaimer
This Request for Proposal (RFP) is issued by CII in the capacity of Strategic Partner
of the Event on behalf of the Department of Agriculture & Cooperation (DAC)
Ministry of Agriculture.
This RFP is neither an agreement, nor an offer or invitation to perform work of any
kind to any party. The purpose of this RFP is to provide interested parties with
information to assist the preparation of their Proposal and Bid.
Whilst the information in this RFP has been prepared in good faith, it is not and
does not purport to be comprehensive or to have been independently verified.
Neither CII or Government of India or Government of Maharashtra; nor any of its
officers or employees, nor any of their advisers nor consultants accept any liability
or responsibility for the accuracy, reasonableness or completeness of, or for any
errors, omissions or misstatements, negligent or otherwise, relating to the proposed
Project, or makes any representation or warranty, express or implied, with respect
to the information contained in this RFP or on which this RFP is based or with
respect to any written or oral information made or to be made available to any of
the recipients or their professional advisers and, so far as permitted by law and
except in the case of fraudulent misrepresentation by the party concerned, and
liability therefore is hereby expressly disclaimed.
The information contained in this RFP is selective and can be updated, expanded,
revised and amended at the sole discretion of DAC and CII. It does not, and does
not purport to, contain all the information that a recipient may require for the
purposes for making a decision for participation in this process. Neither CII nor any
of its officers, employees nor any of its advisors nor consultants undertakes to
provide any Party with access to any additional information or to update the
information in this RFP or to correct any inaccuracies therein which may become
apparent. Each Party must conduct its own analysis of the information contained
in this RFP, to correct any inaccuracies therein and is advised to carry out its own
investigation into the proposed Project, the regulatory regime which applies thereto
and by and all matters pertinent to the Project and to seek its own professional
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advice on the legal, financial, regulatory and taxation consequences of entering into
any agreement or arrangement relating to the Project.
This RFP includes certain statements, estimates, projections, targets and forecasts
with respect to the Project. Such statements estimates, projections, targets and
forecasts reflect various assumptions made by the management, officers and
employees of DAC and CII, which assumptions (and the base information on which
they are made) may or may not prove to be correct. No representation or warranty
is given as to the reasonableness of forecasts or the assumptions on which they
may be based & nothing in this RFP is, or should be relief on as, a promise,
representation or warranty.
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Definitions
Applicant Refers to a single Corporate Applicant or a Consortium
Corporate Applicant as the case may be.
Application Application for qualification prepared in response to the
RFP document as per section II.
Client
CII; Ministry of Agriculture, Government of India and
Government of Maharashtra jointly and severally as per
their internal division of roles and responsibilities.
Consortium A group of Organizations (as defined below) formed by a
MoU or an Agreement to undertake the project
Financial Year
The 12-month period, in case of:
Commencing from the 1st day of April of any year and
ending on the 31st day of March of the following calendar
year.
Consortium
Members
Such member of the Consortium which has been designated
so by the other members of the Consortium and also
authorized by them to represent each one of them and enter
into contracts for and on their behalf.
CII Confederation of Indian Industry
DAC Ministry of Agriculture Department of Agriculture & Cooperation (DAC), Govt of India
Project
Preparation and serving of food including management of
Food Court in Krishi Vasant – 2014, which will include
procuring the raw material / equipments required for
preparation/ storage and serving of food on turnkey basis.
It will include the preparation and service of food
maintaining the required level of hygiene and sanitation
conditions and other standards as per provisions of Food
Safety And Standard Act 2006.
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Project Agreement Agreement that shall be signed between CII and the Project
Developer for running of Food Court in Krishi Vasant
Working Day Any weekdays (Mon-Fri) except national holidays.
Food Court Manager The successful applicant selected by DAC and CII for
carrying out jobs in this RFP.
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Timelines for the RFP
Item Date Time
Date of Announcement 7 January 2014 1000 hrs
Date of Closing of Queries 14 January 2014 1100 hrs
Date of Pre-Bid meeting for any clarifications/ explanation of queries 15 January 2014 1200 hrs
Last Date for Modification in RFP (if any) 16 January 2014 1500 hrs
Date of Submission of Bids – All bids should have name details and contact information (address, email, telephone, mob, fax) of Agency on the outer envelop 18 January 2014 1100 hrs
Date of opening of Technical Bids 18 January 2014 1200 hrs
Date of Presentations by Bidders 18 January 2 014 1430 hrs
Date of submission of Modified Financial Bid (if any) 20 January 2014 1030 hrs
Declaration of Results of Technical Bids 20 January 2014 1330 hrs
Date of Opening of Financial Bids 20 January 2014 1500 hrs
Date of Announcement for the selection of Agency 21 January 2014 1500 hrs
CONTACT PERSONS:
CII
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1. Ms Meetu Kapur, Executive Director
09717004445 [email protected]
2. Shri Durgesh Sharma, Director
09717100197 [email protected]
3. Sh. Bharat Jain
4. Shri Raju Khatate Deputy Director
5. Shri Suman Saha Deputy director
09871204517 [email protected] 9967549002 [email protected]
6. Shri Pankaj Tibak, Deputy Director
09825036696 [email protected]
State Government of Maharashtra
1. Shri K.V. Deshmukh, Director(ATMA)
09404963700 [email protected]
2. Shri Ghawate Joint Director (Agri.),Nagpur
0712-2555946; 09404683432 [email protected]
Department of Agriculture & Cooperation
1. Sh. K.M.Brahme,
Director (Extension),
(011)23386681, 09868430793 [email protected]
2. Mrs. N. Suneja, Director (Admn.)
(011)25841924, 09999595417 [email protected]
ICAR
1. Dr.K.R.Kranthi, Director , CICR, Nagpur
07103-275536, 09423075781 [email protected]
2. Shri.Anil Sharma, PRO, ICAR, New Delhi
09582898996 [email protected]
Department of Animal Husbandry, Dairying and Fisheries
1. Shri.Kal Singh, Director (Extn.), AHD&F
011-25873775, 09953021881
1. INTRODUCTION
The Government of India in collaboration with the Government of Maharashtra is
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organising a Grand Pan India Krishi Mela “National Agriculture Fair cum
Exhibition- Krishi Vasant” at the Central Institute of Cotton Research (CICR),
Nagpur, Maharashtra during 9 – 13 February 2014. Exhibition will have theme
pavilions under different segments along with seminars, workshops, Kisan
Goshthies etc. In addition to this, cultural events will also be organised. More than
3 lakh farmers and 1 lakh other visitors from various States are expected to visit
the exhibition. Apart from this, national/ international delegations, business
representatives will also be visiting the exhibition. Innovative technologies will also
be exhibited through ‘Live Demonstrations’ in the fields by various organisations
such as ICAR institutions, SAUs, KVKs, Central/ State level organisations/
institutions in public and private sector from across the country, on all crops/
commodities in Agriculture and allied sector. Mega event which will also host Kisan
Goshthies, Technical Seminars, Quiz Competitions, Award Distribution, Cultural
Programmes, etc. Various Departments/Organizations from different Ministries
(viz. Food & Consumer Affairs, Food Processing Industries, Rural Development,
Water Resources, Chemicals and Fertilizers etc.) and State Governments have also
been requested to participate. The event also coincides with centenary celebrations
of Vasant Rao Naik, who steered agricultural development in Maharashtra during
Green Revolution era and also to highlight contribution of the vibrant State of
Maharashtra in the growth of National Agro economy.
The area and contents of this mega exposition are so huge that every visitor
is likely to spend one full day here. Naturally, most of them will need snacks,
beverages, meals etc. during the day. The Food Court will be an ensemble of
primarily four categories of food outlets viz. Main Meal Providers, Snack
Counters + Tea & Beverages, Reverse Osmosis Treated Mineral Water and
Branded Outlets. This RFP is being invited to get competitive offers of food-
stuffs of various kinds from 4 categories of bidders. Bids in all 4 categories
will be considered separately. At least two parties each will be selected in case
of Main Meal Providers and Snack Counters + Tea & Beverages. There may be
multiple branded outlets with competition being generated (for discount on
MRP) among various outlets dealing with similar products and having market
standing of same footing. Such companies as reckon themselves to be a
reputed brand of food items may establish their credentials by giving
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supporting documents so that appropriate categories may be created for
inviting competitive offers. Drinking water will be supplied by two parties, if
necessary, depending on their installed capacity. Criteria for eligibility and
technical & financial evaluation for Drinking water are being uploaded
separately as a separate RFP.
Tenders based on “Two Envelope System” as stated hereunder, each envelope,
sealed independently, along with the relevant schedules and appendices duly
filled in, will be received up to the time indicated in the timeline for RFP. The
Bidders or their authorized representatives may be present at the time of the
opening of the tenders.
The Proposal shall consist of two parts.
Technical Proposal (T-I,T-II ) and Bid Security
Financial Bid as per Annexure 3
1.1 Technical Proposal
The Technical Proposal of the Bidder/s shall be submitted in two parts
namely T-I, T-II and Bid Security
The following documents from a Bidder shall constitute T-I:
Letter of Expression of Interest along with the following documents as
applicable:
1. Certificate of Incorporation
2. Certificate of Commencement of Business
3. Shareholders’ Agreement
4. Duly signed board resolution (s) authorizing the person signing
the proposal to sign on behalf of the Individual Bidder or all the
Consortium Members as the case may
In case of Consortiums, following conditions will be adhered to:
• Prime bidder must be specified. The Prime Bidder (the leading
bidder in case of consortium i.e. one of the member of the
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consortium that is nominated as the prime bidder by all the
other members of the consortium) of this consortium and shall
be liable for adherence to all provisions of this Agreement and no
disputes among Consortium partners will be accepted. The
Prime Bidder must undertake at least 60% of the task.
• The consortium will draw upon human, technical and other
resources of all the members during implementation of Krishi
Vasant Project. The Technical Bid shall include exact details in
this regard, so that a consortium is not artificially created only to
improve the score in Technical Bid
• The prime bidder can’t be a partner in more than one consortium
• In case of a consortium, applicant consortia should have a valid
Memorandum of Understanding (MoU)/ Agreement (duly
registered) among all the members signed by the Chief
Executives/ Authorized Signatories of the companies dated prior
to the submission of the bid. The MoU/ Agreement should
clearly specify the stake of each member and outline the roles
and responsibilities of each member. The MoU/Agreement shall
be exclusively for this project and shall be responsible in case of
failure by any member.
• The bidder should be registered under Companies Registration
Act 1956/Service Tax/Labour laws and Contract Act.
• The Bidder must have company / firm registration certificate,
registration under labour laws & contract act, valid Sales Tax
registration certificate, valid Service Tax registration certificate
and Permanent Account Number (PAN) issued by the Income Tax
department. (Copy of each registration should be provided)
• Attested copy of the company/firm’s annual report has to be
attached along with the Bid. Bidder should submit an
undertaking that Bidder (or any member of the consortium) as a
company/consortium has not been black listed by any Govt.
Dept. / Agency in India and that the products being quoted have
not been rejected similarly
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All Bidders must submit duly signed and stamped copy of Annexure
2 and 2 (A) as acceptance to reflect that the Terms and Conditions
and Rights and Obligations of the Selected Agency indicated in the
RFP are acceptable to them.
All documents as mentioned in the eligibility criteria as given at para
3.1 infra.
• Broad Catering Plan and details of all Menus proposed to be served in
categories of Food
• Number of persons required for the said activity looking at the layout
Technical specifications and type and variety of Foods to be served
along with no. of persons planned to be used for execution of the work
a) For on the spot cooking
b) For Serving maintaining the service area
c) For cleaning/ washing etc.
• Job Execution Plan including Work Breakdown / Backup Plan
• Project Team, including manpower required with escalation matrix of
onsite manpower
• Blank Financial Bid (to ascertain which items have been quoted for)
1.2 Bid Security
A Bank draft / Pay Order as Bid Security in favour of “Confederation of Indian
Industry” is to be deposited as per following details. The bid security will be valid
for a period of 60 days beyond the bid validity period.
(i) Main Mail Providers: Rs. 1,50,000
(ii) Snack Counters and Tea & Beverages: Rs. 40,000
1.3 The Financial Proposal
The financial proposal should be in the format given in Annexure 3
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2. Outline of Bid Process
A Newspaper ad with eligibility criteria and broad outline of the RFP will be
published in four National Dailies (Times of India, Hindustan Times,
Navbharat Times and Dainik Jagaran) and one local daily of Maharashtra
(Hitavada), Bangalore, Hyderabad, Chennai, Kolkata etc. in English.
Applicants to download the detailed RFP from any of the following website
link
1. Ministry of Agriculture (www.agricoop.nic.in)
2. Maharashtra Government (www.mahaagri.gov.in)
3. CII (www.cii.in)
4. CICR ( www.cicr.org.in )
Eligible applicants to submit detailed Applications in accordance with the
process defined in this RFP document.
Agencies which meet the qualification criteria would need to showcase a
presentation of detailed variety of Food including those which can be served
as Snacks and in Main Food viz. Lunch with technical detailing in hard
copy. CII shall, at its discretion, evaluate the Catering and Back-up Plan.
Sealed Bids will need to be dropped in hard copy at CII office where there
will be closed bid box by 18.01.2014. No bid will be accepted after 11.00 hrs
of this date.
Technical Bids will be opened as per the time line for the RFP and a panel of
senior CII official with DAC officials will evaluate and award the technical
scores to the same. The Applicants who qualify based on the technical
evaluation will be intimated the date of financial bid opening.
The shortlisted bidders may opt to remain present for the financial bid
opening.
The Applicants are expected to examine the RFP document in detail to
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submit their Applications.
CII reserves the right not to follow-up this RFP and terminate the entire
selection process without any obligation to any of the Agencies at any stage.
2.1 TERMS & CONDITIONS FOR SUBMITTING THE BIDS:
1. The rates shall be valid for a period of one year at least from the date of
award. The job shall be completed under the direct supervision and
direction of the officer/officers deputed by the CII and Ministry of
Agriculture.
2. The contractor/bidder will not be allowed to alter or modify their bids after
expiry of the deadline for receipt of bids except as provided in para 4.2
3. The Financial Bid will be submitted mentioning the rates of different work
and items. The contractor/bidder is required to quote all inclusive rates
including Tax (pl Specify) for all items/services/works for Nagpur. The
rates quoted otherwise will not be accepted and the tender will be liable to
be rejected.
4. Bids/quotations received without Bid Security money will be rejected and
their Technical and Financial Bids will be returned un-opened.
5. Every bid shall be accompanied by a Bank Draft/Pay Order duly endorsed
in favour of “Confederation of Indian Industry” and payable at New Delhi as
Earnest Money for various amounts as follows:
(iii) Main Mail Providers: Rs. 1,50,000
(iv) Snack Counters and Tea & Beverages: Rs. 40,000
The security shall be valid for a period of 60 days beyond the final bid
validity period.
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6. The selected agencies/ successful bidders will have to deposit Performance
Security as follows by way of Bank Guarantee from a scheduled
Commercial Bank in India (in a format to prescribed by CII and Ministry of
Agriculture) before the issuance of work order.
(i) Main Mail Providers: Rs. 10,00,000
(ii) Snack Counters and Tea & Beverages: Rs. 3,50,000
7. The Performance Security shall remain valid up to 120 days beyond the
completion of the event or completion of all contractual obligations
whichever is later. The Performance security of any additional amount
required for any particular work will have to remain valid for a period of 90
days from the date of completion of work.
8. No excuse will be entertained for non-compliance of the job in the
stipulated time frame. If at any stage it is found that the work done by the
contractor/bidder in any area is substandard or not up to the mark, the CII
will have full power/right to get the job completed from any other agency at
the risk and responsibility of the contractor/bidder and deduct the
expenditure so incurred from the bill and also forfeit the Performance
Security money.
9. The rates quoted for the tender shall include transportation charges,
packing and unpacking, loading and delivery of the material at the
exhibition site. Dismantling and removal of all material from the site and
restoration of the soil which shall be done within 15 days of completion of
the Event.
10. The rates to be quoted are to be inclusive of all taxes, duties and levies
which must be clearly duly itemised both in terms of percentage rates as
well as values.
Taxes charged will be as per rates prevalent at the time of award/execution
of work in keeping with the relevant notification(s). Any change in
Government levies, duties and taxes will be to the Client’s account.
However, if a Bidder mentions lower levies / duties / taxes than the
applicable ones, no extra amount will be paid but the Bidder will have to
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deposit applicable levies / duties / taxes, as the case may be. If higher
percentages of levies / duties / taxes are quoted, only the applicable ones
will be paid.
11. The Agency shall ensure that the preparation and service of food should
meet the requirement of hygiene and sanitation conditions and other
standards as per Rules and Regulations specified in Food Safety and
Standard Act 2006.
12. The responsibility of safety and security of the kitchen set/ material for
cooking etc. at the exhibition site will rest entirely on them. The CII will not
be responsible for any loss or damage to the items.
13. The Financial scores (Tn) will be calculated on the basis of lowest financial
quote (Fm) by awarding maximum financial score (i.e. 100) to the lowest bid
i.e. Fm. The scores awarded to other bidders with a bid value of Fb will be
Tn = Fm/Fb x 100.
14. Final selection of the agency will be done on the basis of final score of the
bid i.e. (0.4xTb) + (0.6xTn). The bid with the highest final score calculated
in this fashion shall be considered as the best value bid. In case of a tie, the
bid that scored a higher Technical score (Tb) will be considered the best
value bid.
15. If the selected agency fails to maintain the quality and quantity firmed up
in a given menu included in the cafeteria of menus, a penalty of 50% of the
value of such item based on the likely consumption of that item in a day
may be levied.
2.2 Non-Conforming Bid
Any bid may be construed as a non-conforming bid and ineligible for consideration
if it does not comply with the requirements of this RFP. In addition, bids that
appear to be “canned” presentations of promotional materials that do not follow the
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format requested in this RFP or do not appear to address the particular
requirements of the task may also be disqualified.
2.3 Amendment of Bidding Documents
At any time till 3 days before the deadline for submission of bids, for any
reason, whether at its own initiative or in response to a clarification requested by a
prospective Bidder, the Client may modify the bidding document by amendment.
All prospective Bidders who have received the Bidding Document shall be notified
of the amendment by uploading on the websites referred to above or will be notified
in writing by e-mail and / or post, and all such amendments shall be binding on
them. The bidders are requested to visit the said website on regular basis for
checking necessary updates, if required. CII reserves the right to extend the
deadline for the submission of bids.
2.4 Disqualification
The bid is liable to be disqualified in the following cases:
a) Bid not submitted in accordance with this document
b) The bidder qualifies the bid with his own conditions
c) Bid is received in incomplete form
d) Bid is received after due date and time
e) Bid is not accompanied by all requisite documents
f) Information submitted in technical bid is found to be misrepresented,
incorrect or false, accidentally, unwittingly or otherwise, at any time
during the processing of the contract (no matter at what stage) or during
the tenure of the contract including the extension period, if any
g) Financial bid is enclosed with the same envelope as technical bid.
In case the terms and conditions of the contract applicable to this
invitation to tender are not acceptable to any bidder, he should clearly
specify any deviation
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2.5 Forfeiture of Bid Security
The Bid Security can be forfeited if a Bidder
i. Withdraws its bid during the period of bid validity specified by the Bidder
on the Bid Form or
ii. During the bid process, if a Bidder indulges in any such deliberate act as
would jeopardize or unnecessarily delay the process of bid evaluation
and finalization. The decision of the client regarding forfeiture of the Bid
Security shall be final & shall not be called upon question under any
circumstances.
iii. Violates any such important conditions of this RFP document or indulges
in any such activity as would jeopardize the interest of the client. The
decision of the client regarding forfeiture of the Bid Security shall be final
& shall not be called upon question under any circumstances.
iv. In case of the successful Bidder, if the Bidder fails
a. To sign the Contract in accordance with RFP or
b. To furnish Performance Guarantee
2.6 Evaluation of Bids
Evaluation of the bids will be done in two stages and at the end of every stage,
short listed bidders will be informed of the result to have a fair and healthy
competition. The following is the procedure for evaluation.
The Bid evaluation Committee may relax a very minor deviation both in
prequalification bid or technical bid as far as point to point adherence is
concerned, so long as the deviation is suitably compensated or exceeded by any
other higher specification or essential parameter to such an extent that the overall
system performance or installation/ operation related capability do not get
compromised. While considering any such minor relaxation, it will be ensured that
such a relaxation does not change substance of the bid or does not prejudice the
bid process from the point of view of equity and fair play. The decision of DAC in
this regard shall be final and shall not be called upon to question under any
circumstances.
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3.1 The eligibility criteria
1. The Bidder should have achieved a minimum financial turnover as
follows from catering services or restaurant or any other similar
business:
(i) Main Meal Providers: Rs. 1.5 crores in last financial year &
aggregate turnover of Rs. 4 crores of last three years.
(ii) Snack Counter + Tea/ Coffee & Beverages: Rs. 0.75 crore during
last year & aggregate turnover of Rs. 2 cores of last three years.
2. Sub contracted or sublet job on their name will not be considered
towards eligibility. The agency which has the work order shall only be
considered for this purpose.
3. The Bidder should have organised at least 3 events of catering services
for 5000 persons at a time.
4. The Bidder should have experience of at least 3 years in preparation and
service of food items including setting up and management of Food Court
of large national level exhibition/summit/conference.
5. The Bidder should have sufficient inventory of the required material and
personnel for efficient execution of the job. Please furnish the proof.
6. The Bidder must have adequate staff & Team for the execution of the
work of such a scale
Note: In case of a Consortium, turnover, net worth and invoice value
figures can be added for the Consortium members. However, number of
years of experience cannot be added. Either of the active partners must
have an experience of 3 years at least subject to the condition that the
Prime Bidder should have an experience of 2 years at least in the area.
7. The Bidder should be registered under Service Tax/Sales Tax/
Comprehensive Tax.
8. The Bidder should have Trade License for Catering Services.
9. The bidders should submit the Technical and Financial Bids in separate
sealed envelopes indicating the same on each of the envelopes. (Earnest
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Money Deposit should be placed in the technical bid envelope.)
The following documents should be submitted along with the Technical Bids
as T-II
i. Copy of work order from Government/Semi-government
Departments/ Chambers of Industry Associations or any other major
clients for last 3 years along with completion /satisfaction certificate
with Invoices duly certified by chartered accountant and a notary.
Balance sheets and profit and loss accounts of his/her
firm/company, for the three financial years 2010-2011, 2011-12 &
2012-13 duly verified by a Chartered Accountant (indicating
membership no. of Chartered Accountant with seal.)
ii. Balance Sheet and Profit and Loss accounts of his/her firm/
company, for the last 3 years i.e. 2010-11, 2011-12 and 2012-13.
iii. A certificate indicating the amount of Turnover from Food
Preparation and Catering for each year from the Chartered
Accountant. Copy of the Work orders for each assignment in support
of the turn over figure indicated.
iv. Pictures of sample works done in the past
v. Copy of registration certificate
vi. Copy of Service tax/VAT/ Comprehensive Tax registration certificate
vii. Copies of Income-tax returns of last 3 years, 2010-11, 2011-12,
2012-13 with PAN number.
viii. Company Profile
ix. Copy of MoU/Agreement in case of consortium
All documents from i, ii, iii, v, vi, vii and ix should be submitted
only after due attestation by notary public
3.2 Technical Bid Evaluation criteria (total 100 marks)
The technical bids of only those bidders who are fulfilling all eligibility
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criteria will be evaluated
1. Presentation by the Agency on cafeteria of Menus and Backup Plans (Maximum Marks 80)
(iii) Size of Base Kitchen: 15 marks
(iv) Number of events handled for meals to be provided to 10000
persons or more: 10 marks
(v) Catering Plan: 20 marks
(vi) Awards: 5 marks
(vii) Feedback from earlier clients: 5 marks
(viii) Permanent chefs : 5 marks
(ix) Other workers on rolls: 5 marks
(x) Uniform of the Servers, Chefs: 5 marks
(xi) Any additional item in the menu over and above minimum
specification: 10 Marks
Total : 80 marks
Note: Documentary evidence in support of every item listed above will
need to be provided for obtaining marks.
2. Profile of the Agency (Maximum Marks 20)
1.
Years of Professional Experience in the field of Food Preparation and
Catering (Maximum Marks-5)
Less than 3 years will
disqualify
3 to 5 years 2
5 up to 7 years 3
> 7 years 5
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2
Aggregate Turn Over for Catering Services only in last Five years i.e. (2008-
09,2009-10, 2010-11, 2011-12, 2012-2013) (Maximum Marks- 5 ) Bidder
with maximum turnover will get 5 marks and others will get lesser on
percentile basis.
3. No. of the catering assignments handled in the last three years (2010-11, 2011-12,
2012-13) (Max Marks – 10)
Financial years (i) No. of catering
assignments
having budget of
25 lacs to 50
lacs each
(Maximum
Marks-2 )
(marks for each
exhibition
=0.25)
(ii) No. of
catering
assignments
having budget
of >50 lacs to
1.5 Crore each
(Maximum
Marks- 3)
(Marks for
each
Exhibition =
0.5)
(iii) No. of
catering
assignments
having budget
of more than
1.5 crore each
(Maximum
Marks- 5)
(Marks for
Each
exhibition =
1)
2010-2011
2011-2012
2012-2013
Total
Note:
1. If, after evaluation of Technical Bids, it appears that certain quantities
need to be changed substantially or some new line items are to be
included, the Bidders may submit modified Financial Bids before the same
are opened. However, prices of any line item cannot be increased at this
stage except for such items which are way beyond the scope of work originally
envisaged by the Bidder. Such exceptions will be spelt out before receiving
amended Financial Bids.
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3. A Bidder having more works in higher value slabs (than the upper limit) in
Table 3 above can get such extra works considered in lower slabs.
4. Financial bids (Rates) of the Technically qualified agencies scoring 60 out of
100 marks and eligible as per Terms and Conditions only will be opened
5. All Applicants to Submit duly signed and stamped copy of Annexure 2 as
acceptance to reflect that the Terms and Conditions indicated therein are
acceptable to them.
3.3 The Financial Proposal
The financial proposal should be in the format given in Annexure 3
Financial bids (Rates) of the Technically qualified agencies scoring 60 out of 100
marks and eligible as per Terms and Conditions only will be opened
3.4 Selection of the bidder
The selection of the contractor/bidders will be done on the basis of
cost-cum-quality formula of marks obtained for Technical and Financial
Bids. The calculation of marks will be done as described above
40% of the technical bid and 60% of the financial bid will be
considered.
Final selection of the agency will be done on the basis of final score of
the bid i.e. (0.4xTb) + (0.6xTn). The bid with the highest final score
calculated in this fashion shall be considered as the best value bid. In
case of a tie, the bid that scored a higher Technical score (Tb) will be
considered the best value bid.
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The applicant scoring overall highest score will be selected
Negotiation on prices of highest ranked bidder may take place after
seeing reasonableness of unit rates.
3.5 Scope of Work
The event is likely to be attended by about 60000 – 70000 visitors per day majority
of whom may eat variety of items/menus served by the agency. The selected
agency/ agencies may therefore have to conceptualize plan to manage and run a
Food Court during the event i.e. KRISHI VASANT 2004. The scope of work would
include area details, layout and management plan. (Distribution counters, kitchen
area, washing area required with crowd handling plan during lunch hours).
Catering Agencies shall engage sufficient manpower for preparation and serving of
food in the Food Court; providing pantry services (tea, coffee & snacks) for
Conference/ Seminars and High Tea for inauguration (for about 5000 people).
The date of the event is February 9-13 2014 subject to minor modifications. The
catering agency may be required to deploy manpower prior to the event and after
the event.
Bidder’s Plans/ presentations are always subject to modification keeping in mind
the changing needs of the event.
3.6 Implementation Period
Finalization of all the details for the Event Management shall be 4 February,
2014 unless specified otherwise
3.7 Use of project Documents and Information
Bidder shall not, without prior written consent from CII, disclose the Contract, or
any provision thereof, or any specification, plan or information furnished by or on
behalf of the CII in connection therewith, to any person. No information should be
made public either directly or indirectly nor allowed to be accessed by an
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unauthorized person.
In any circumstances, for any conditions breach on Agencies’s behalf, the selected
agency will be fully responsible for the same and if required, CII may levy penalty
for the same and / or any legal or administrative action taken against the agency.
3.8 Maintenance of facility
Applicant who qualifies shall be responsible for storage and safety of all food items
that are procured, stored, prepared and served at the venue during the currency of
the event.
3.9 Completeness of Work:
All the activities under the scope of Work as required, and all other works assigned
which are required in the successful implementation & necessary for proper
organizing of the Event and various works shall be deemed to have been included
in the tender, whether such items are specifically mentioned in the tender
documents or not.
3.10 Equipment required for carrying out various activities
All equipment required for carrying out various activities and materials at site of
work as well as staff required for successful implementation of the activity shall be
the responsibility of the Caterer/ Contractor.
3.11 Site Availability
Site will be provided free of encumbrances by CII to the selected bidders (or
contractors). Contractors must note that the site is a Government research facility
and all works to be carried out do not disturb the day to day work of the facility, CII
will take all necessary consent and permissions for the same. Electricity at the
stalls and water for washing hands and utensils etc. also will be provided by
the client. However, water to be used for cooking should be treated and
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purified using Reverse Osmosis mini-plant. If necessary, sufficient area for
accommodating workers will be provided on site free of cost. However, cost of rain-
proof covered iron hangers and beds etc. will need to be borne by the selected
contractor.
3.12 Precautions at Venue
The contractor must ensure at all times that the land provided for Exhibition is an
Agricultural Research land and no deed is to be performed which spoils the soil.
The contractor may also need to undo any damage to the soil due to external
material. Disposal of all wastes and food residues will be responsibility of the short-
listed bidder.
3.13 Maintenance and Security
The Contractors shall be responsible for maintenance and watch and ward of the
Structures and Equipment and other infrastructure, safety of all fittings and
fixtures till the end of the event.
The Contractors would also solely be responsible for all his staff, whether
permanent or temporary, and ensure their safety and security. CII will not be,
under any circumstances, responsible for this.
3.14 Venue Details
The Details of the venue (Hall diagrams and layout of event) are as per Annexure 1
3.15 Change in Management / Bidder composition
No change in the composition of a Bidder will be permitted by CII during the
Proposal Stage.
The change in the Consortium members/ management/ shareholding of the Project
developer shall not be allowed without the prior approval in writing of CII
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3.16 Additional Items
After award of contract, if CII in the interest of the task or because of any other
need arising subsequently at its own discretion may order in –lieu or any new
item(s), Subject to a condition that the value of such items(s) shall be arrived at
through permissible price discovery modes. However, value of such items will not
exceed 10% of the total contract value and will not give any undue benefit to
shortlisted bidder.
3.17 Right to Accept and Reject any or all Application(s)
a) Notwithstanding anything contained in this RFP, CII reserves the right to
accept or reject any bid and to cancel or withdraw the RFP process and
reject all bids in full or in part, at any time without any liability or any
obligation for such acceptance, rejection or annulment, without assigning
any reasons.
b) CII reserves the right to reject any Application, if at any time a material
misrepresentation is made or uncovered. This would lead to the
disqualification of the Application.
3.18 Dispute Resolution Mechanism
If a dispute of any kind whatsoever arises between CII and the Event Manager in
connection with or arising out of the BID or during the execution of the Event or
after its completion and whether before or after repudiation or termination of the
Event Agreement, including any dispute as to any decision, opinion, consent,
expression of satisfaction, approval, determination of value, action or instruction of
CII, the matter in dispute shall be referred in writing to the Director (Legal), CII.
Not later than 28 days after the day on which it received such reference, he shall
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give notice of its decision of the same to the Caterer. If such a decision made under
this Clause is not acceptable to any party, DAC, MOA shall be shall resolve the
dispute except for issues falling under clause 5.9.
3.19 Termination
CII may terminate the Contract of the agency in case of the occurrence of any of the
events specified below:
(i) If the Agency becomes insolvent or goes into compulsory liquidation.
(ii) If the Agency, in the judgment of CII, has engaged in corrupt or fraudulent
practices in competing for or in executing this Contract.
(iii) If the Agency submits to CII a false statement which has a material effect on the
rights, obligations or interests of CII
(iv) If the Agency places itself in position of conflict of interest or fails to disclose
promptly any conflict of interest to CII
(v) If the Agency fails to provide the quality services as envisaged under this
Contract. Reasons for the same would be recorded in writing.
In such an occurrence CII shall give a written advance notice before terminating
the Contract of Agency.
In-case the event is called off for any unforeseen reason actual expenses
incurred by the bid winning contractors till then will be mutually agreed and
reimbursed. No other payment will be made.
3.20 Force Majeure
Neither party will be liable in respect of failure to fulfil its obligations, if the said
failure is entirely due to Acts of God, Governmental restrictions or instructions,
natural calamities or catastrophe, epidemics or disturbances in the country. Force
Majeure shall not include (i) any event which is caused by the negligence or
intentional action of a Party or by or of such Party’s agents or employees, nor (ii)
any event which a diligent Party could reasonably have been expected both to take
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into account at the time of being assigned the work, and avoid or overcome with
utmost persistent effort in the carrying out of its obligations hereunder. Force
Majeure shall not include insufficiency of funds or manpower or inability to make
any payment required for execution of services under this Contract.
A Party affected by an event of Force Majeure shall immediately notify the other
Party of such event, providing sufficient and satisfactory evidence of the nature and
cause of such event, and shall similarly give written notice of the restoration of
normal as soon as possible.
3.21 Arbitration
Hon’ble High Court of Delhi will have the jurisdiction venue of arbitration will be
New Delhi and will be governed by provisions of the Indian Arbitration &
Reconciliation Act.
3.22 Jurisdiction
The contract shall be governed by laws of India and all Government rules on
purchase matter issued from time to time and in force for the time being are
applicable to this contract tender.
3.23 Submission of Bids in Response to the RFP
1. The Bid documents will be submitted in a sealed cover and shall be opened
in front of the selected bidders at the prescribed date and time and criteria
How to apply
Application should be submitted in the as prescribed above procedure as
prescribed below.
Sumbission to be made in 1 set of hard copies in original and one
photocopies)
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Technical bids in two separate Envelopes,
Envelope 1 to carry bid security and all documents as specified in
Technical bid - I with a caption ‘Bid Security and documents of Technical
Bid – 1”,
Envelope 2 to carry documents related to Technical bid –IIwith a
caption ‘Technical Bid II”
Finacial bid Matrix in a separate sealed Envelope. Envelop containing
Financial Bids should clearly contain whether it pertains to Main Meals
or Snacks + Beverages or both.
Technical bids and Financial Bid in separate sealed envelopes to be put in one big
envelope
FINANCIAL BIDS OF ONLY THOSE BIDDERS WHO MEET THE TECHNICAL CRITERIA WOULD BE OPENED.
The outer envelope containing the sealed Technical and Financial Proposals should
be marked ‘Response to RFP For Running the Food Court for conference and allied
facilities for Krishi Vasant and addressed to:
_____________________________
C/o Confederation of Indian Industry
3rd floor, 23 Institutional Area, Lodi Road
New Delhi – 110 003
The Proposal should be submitted on or before 1100 hrs on or before
18.01.2014
No Proposal will be accepted after the CII deadline for submission and in the event
of any proposal being received after the closing time for submission of proposals,
the same shall be returned un-opened.
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Annexure 1 Proposed As on date layout of the venue
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Annexure 2
(To be Signed and submitted by contractors on Company Letter Head)
Declaration regarding Acceptance of Terms & Conditions contained in the Tender
Document
To,
The Confederation of Indian Industry
3rd floor, 23 Institutional Area, Lodi Road
New Delhi – 110 003
Sir,
I have carefully gone through the Terms & Conditions contained in the Tender
Document for the Selection of Food Caterers for KRISHI VASANT - 2014. I declare
that all the provisions of this Tender Document contained in the RFP are
acceptable to my Company.
I further certify that I am an authorised signatory of my company and am,
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therefore, competent to make this declaration.
Yours Truly,
Name: _______________________
Designation: _______________________
Company: _____________________
Address: ______________________
Mobile: _________________________
Annexure 2 (A)
RIGHTS AND OBLIGATION OF THE SELECTED AGENCIES
1. General
(a) Without prejudice to the aforesaid, it be ensured by the Selected Agency/ ies
that all services will be performed in a professional manner by its personnel
and that the said performance by it shall be in accordance with the given scope
of work.
(b) The Selected Agencies shall at all times be responsible for ensuring that the
service of food to all those served, quality of food served, service standards for
the same, etc. are undertaken with utmost care and diligence and that any
complaint/disruption/delay in the same shall lead to considerable loss and
damage to the organisers (monetarily and otherwise).
(c) Furthermore, the Selected agency represents and warrants that all technical
and commercial requirements set forth in the Bid are met by the Selected
agency and that it shall be bound by all its representations and submissions in
response to the Bid including those relating to facilities, service levels of food
served, binding /inclusive nature of costs, etc.
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(d) The Selected agency also hereby assures organisers of the quality, suitability
and the warranties of all the food and related services under the Agreement,
over and above the ‘Desired Performance Levels’ assured to it. In the event that
the Selected agency is providing services of selling a-la-carte items, then it
represents and warrants that the principle liability for the same shall remain
that of the Selected agency itself towards organisers and that such products
will be in conformity with the requirements as set forth. The Selected agency
hereby covenants that no exception to the liability, guarantee & assurance of
the Selected agency shall apply with regard to food and the services thereof.
2. Certificates/Permissions
The Selected agencies shall obtain necessary certificates/permissions required by
law such as food license, test reports for various food items, Fire Training
Certificates etc. or as required as per the local regulations from the competent
authorities. In case of any offense or failure to obtain the necessary
certificates/permissions, the selected agency/ies will be solely responsible for its
penalty and consequences.
3. Display of menu and tariff, etc.
The Selected agency/ies shall exhibit menu, tariff and list of food items to be sold
in the event.
4. Sale of items
The Selected agency/ies shall not sell the items other than those approved by the
organisers. Sale of unauthorized items if detected in contravention to approved
items, organisers or its authorized representative/official may seize such items and
the unauthorized seized items shall be disposed off in addition to any penalty as
deemed fit to be imposed for such contravention.
5. Compliance of Food Adulteration Act and other statutory laws
(a) The Selected agency/ies shall be responsible for compliance with applicable laws
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such as Prevention of Food Adulteration Act. 1954 or FSSA Act or any other
amendments thereto.
(b) The Selected agency/ies shall be responsible for compliance with applicable
laws such as sales tax, provident fund, labour laws or any other applicable laws.
6. Inspection of Base Kitchen(s) etc. by Food/Health Inspectors
The Selected agency/ies shall make available the details of their base kitchen(s) etc.
from which food items are picked up for the inspection by the Organisers or any
person so authorized by it or the local health authority at any time.
A copy of the list of name, address & cell numbers of Base kitchens from where
food is to be picked up is to be essentially made available to the organisers for
inspection.
7. Maintenance of proper hygiene, cleanliness, etc.
The Selected agency/ies shall be responsible for ensuring the quality and quantity,
maintaining proper hygiene and cleanliness while handling raw materials,
preparation, packaging, supply, service, etc. of food/meals in accordance with the
specified parameters as per rules.
8. Use of FPO/AGMARK products
The Selected agency/ies shall ensure that all raw materials/food items used by it
for the preparation of food/meals and the service thereof to the visitors shall be
FPO/AGMARK approved. The selected agency/ies have to provide signed list of
brands of the items being used in the event for selling and vending purposes. The
names of more than one brand can be given to adjust adequate supply in the event.
9. No unlawful/illegal activity
The Selected agency/ies and/or its staff shall not carry on any unlawful, immoral
or illegal activity in the event. It is clarified that if the Selected agency/ies suffers
any loss or damage on account of it being restrained by the organisers or any other
competent authority for indulging in illegal activities or any contravention of any
law, the Selected agency/ies shall not be entitled to any compensation whatsoever.
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10. Provision of suggestion/complaint book
The Selected agency/ies shall keep a suggestion/complaint book at a conspicuous
place where the visitors can register their complaints about the quality
/measurement etc. without any difficulty. This suggestion book shall be serially
numbered and pre-authenticated by the organisers. The deduction in payment can
be made if there are complaints about the quality/ quantity served.
11. No use of plastic material
The Selected agency/ies shall, in rendering catering services, not use plastic
material but eco-friendly/ biodegradable packaging material for supply of food
items, good quality glasses for serving tea/coffee, etc.
12. Collection of garbage
System of garbage collection/ clearance and its disposal is to be indicated with
arrows in the Food Court. The same can be inspected by the authorities at any
time. The Selected agency/ies shall provide garbage bins properly lined with
garbage bags in the Food Court. The Selected agency/ies shall be responsible for
collection and proper disposal of garbage after each service.
13. Issue of proper bills, etc.
The Selected agency/ies shall issue proper bill(s)/receipts(s) against the sale of food
items/beverages to the visitors of the event availing this service. Separate Daily
registers for sale of standard, Al-a-carte items and PACEdD items should be
recorded separately item wise and kept ready for inspection at any time.
Weighing scale for weighment of prepared items must be available.
] Availability of Food License and Medical fitness certificates for each staff must be
available.
14. Ban on sale of products
The Selected agency/ies shall not sell/distribute tobacco products, wine, beer or
any other alcoholic drink or any other item prohibited by law in the event. Further,
the selected agency/ies shall not use beef/pork in any form in any food items that
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may be served to the visitors
15. Food articles not to be kept on floor, etc.
(a) The Selected agency shall ensure that the catering staff shall not keep any food
article on the floor and the catering staff shall not carry any food item in their
hands/ pockets/card boxes/mineral water cartons, etc. and only container should
be used for these purposes.
16. Deployment of staff
The catering staff must be courteous and polite to every visitor at all times
including peak rush hours of lunch etc..
17. Presence of Selected agency/authorized Manager
The Selected agency/ies or a duly authorised and competent Manager appointed
and paid by them shall remain present in person to manage or supervise the
business to be carried on under the provisions of this agreement and to ensure that
the obligations of selected agency/ies under the Agreement are duly performed and
observed. In addition, the name(s) of the Manager will be shared by the Selected
agency to the organisers from time to time.
18. Staff Uniform, Identity Cards, etc.
The selected agency/ies shall ensure (02) two sets of new, cleaned and ironed
uniforms to their staff and ensure wearing of name badges, head gears and hand
gloves by the catering staff while on duty.
19. Provision of equipment
The Selected agency/ies will arrange their own equipment for satisfactory provision
of services.
20. Use of crockery, cutlery, etc.
(a) The Selected agency/ies shall ensure that crockery, cutlery, napery and other
service wares to be used in the event are of good quality and approved by the
organisers.
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(b) The Selected agency/ies shall ensure that all utensils to be used in the event
kitchen(s) should be of stainless steel.
(c) The Selected agency shall ensure that the utensils, crockery, etc. are washed
and cleaned with clean water and standard quality detergent soaps. The Selected
agency shall not use recycling dirty water for cleaning and washing of utensils, etc.
21. Provision of gas burners/cylinders, etc.
(a) The Selected agency/ies shall ensure that gas burners/cooking ranges
should be ISI approved and covered by a suitable maintenance contract. The
safe working of equipment and adherence to the regulations should be
certified by an authorized/approved agency.
(b) The Selected agency/ies shall ensure that no LPG cylinder shall be placed at
any other locations other than the area specified by the organisers.
22. Maintenance of proper records, etc.
The Selected agency/ies shall maintain proper and full records viz., accounts,
vouchers, bills, tax, etc. pertaining to the food/snacks etc. served in the event and
make it available for inspection by the organisers to ascertain the Gross Sales
Turnover.
23. Compliance of Instructions
The Selected agency shall comply with any other instructions issued by the
organisers from time to time as may be necessary to ensure better services.
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Annexure-3
FINANCIAL BID FORMAT
S.
No.
Item Mass (in
gms)/ nos
Price per
Plate
including
all
applicable
taxes
Remarks
A. Main Meal Category 1 (Unlimited quantity per person unless otherwise .
mentioned)
Option 1:
Green Vegetable
Seasonal Vegetable/ Subz Handi
Raita / Kadhi (one standard Katori)
Dal (Fry/Makhni) (of thick consistency)
Parantha / Puri / Tawa Chpati/Tandoori
Roti (any two options)
Rice Pulao/ Jeera Rice/Plain Rice
Pickle (in sachet)
Papad
Sweet (limited)
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Option 2:
Dal Bhaji
Masala Bhat
One Green Vegetable
One Seasonal Vegetable
Curd Preparation
Phulka / Chapati
Papad
Sweet (limited)
Option 3:
Vegetable Poriyal
Sambar + coconut chutney
Rasam
Curd Rice
Dosa(Masala/Rava/Plain
Butter Milk (1 glass)
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Option 4 (with Regional Variations but
largely carrying same quantities of
Cereals, Pulses, Green Leafy Vegetables,
Other Vegetables/ Roots and Tubers/
Milk Products etc.). It is clarified that
the regional variations will be required
as per the arrival programme of the
farmers of the State. Thus, only a
couple of regional variations will need
to be prepared as per a pre-announced
schedule.
Bengali Menu :
AlooJhol
Khati Dal
Bengali Rice
Chapti
Papad, Pickle
Maharashtrian Menu :
Aloo Baingan
Dal Bhaji
Phulka/Chapati
Masala bhaat
Papad, Pickle
Gujarati Menu :
Gatte Nu Shaak
Gujarati Dal
Gujarati Rice
Phulka
Papad, Pickle
Main Meal Category II
Main Meal Category I + one Paneer
Preparation (one medium size katori with
atleast 40 gms of Paneer) + 1 Vegetarian
Soup + Salad
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B. Snacks & Beverages
Snacks
Veg Samosa (2 no.)
Kachori (2 no.)
VadaPav (1 no.)
AaluVada ( 2 no.)
Bread Pakoda (1 no.)
Kanda Bhajiya
Moong Pakoda
Poha
Upma
Idli (3) + Sambar (1 katori) +
coconut chutney
Sooji Upma - with chutney
Vemiccili upma with chutney
Vada+ sambar + coconut chutney
Medu Vada (2 no. with chutney)
Medium size
Medium size
Medium size
vada + Pao 1
big size
Potatoes stuffed
in 1 big size
bread slice
one quarter
plate full
2 medium size
Pakodas
1 half plate
1 half plate
50 gms + 100 +
25
150 gms+ 25
gms
150 gms+ 25
gms
50 gm flour +
100 gm+ 15 gm
+15 gm
40 gm+ 15 gm
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Veg Sandwich (2 no.)
Veg. Cutlet (2 no.)
Chhole Bhature(2) (one
piece of 6 inch diameter) +
Channa (one Katori)+
Chutney + Onion
Chaats
PaniPuri (5 Golgappe+
chutney + masala pani
DahiPapdiChaat-
BhelPuri-
Dahi Kachori Chaat
Aloo Tikki with two
kinds of chutneys and
curd
1 Plate
1 Plate
25 gm each+ 50
gm + 15 gm +
15 gm
10gms each+ 10
gm + unlimited
1 Plate
1 Plate
1 Plate
Beverages
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Cold Beverages
Mineral Water (Branded)
Mineral Water)
Mineral Water Pouch
Aerated Drinks or other branded
similar soft drinks
Butter Milk (sweet/salted)
Hot Beverages
Tea
Coffee
Hot Milk
1 Ltr.
500 ml
300 ml
200ml
200ml
150ml
150ml
100ml
C. On Location Breakfast Menu –
(Limited)
(1 Item every day +Tea/Coffee)
Poha
Upma
Idli Chutney
MeduVada Chutney
Khaman Dhokla Tea/Coffee.
Tea/Coffee.
D. High Tea for Inauguration (Veg
Sandwich, Paneer Pakora, Pastry /
Sweet, Cashew Nuts, Cookies) with Tea
and / or Soft Drink
NOTE:
1. Comparison of bids will be don based to arrive at lowest financial bids
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for each category viz. Main Meals and Snacks + Beverages. Thus,
bidders are free to quote for either or both of these categories.
2. Arithmetical sum of all prices will be taken for each category except
for giving weights as per point no. 3 below.
3. For the purpose of calculation, sale of Main Meals of Category 1 and 2
will be given weight of 80% and 20% respectively. In case of Snacks +
Beverages category, beverages will be given two times the weight.
4. High Tea will be considered as part of Snacks + Beverages Category and
given 50% weight compared to other items.
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