Department of Information Title Technology & Communicationsdoitc.rajasthan.gov.in/administrator/RelatedDocument/Draft_RFP_EMA_IT... · Jawahar Kala Kendra (J KK) Indira Gandhi Panchayati

Document History

Overview Procurement Policy Manual for RajCOMP Info Services Limited

DocumentTitle

RajCOMP Info Services Limited- Manual on Policies and Procedures forProcurement

DocumentStatus

Final

Abstract This document provides a broad framework and guidelines for RajCOMPInfo Services Limited Staff in carrying out various procurement activities.

Document Publication History

Date Author Version Remark

17th February 2011 Dr. S.S. Vaishnava V3 Final Version

Distribution

Version Name Location

Final MD RajComp Info ServicesLimited

RajComp Info Services Limited office,Jaipur

Secretary (IT) RajComp Info Services Limited office,Jaipur

Department of InformationTechnology & Communications

(DoIT&C),Government of Rajasthan (GoR)

Draft Request for Proposal (RFP) for theSelection of an Event Management Agency(EMA) for IT Day 2018 to be organized inJaipur (Rajasthan)

2018

Draft RFP For Selection of Event Management Agency for IT Day and Hackathon

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TABLE OF CONTENTS 1

ABBREVIATIONS & DEFINITIONS 5

1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB).......................................................................72. PROJECT PROFILE & BACKGROUND INFORMATION.............................................................................9

1) Project Profile 9

3. INFORMATION TO BIDDERS .................................................................................................................................114. SCOPE OF WORK, DELIVERABLES & TIMELINES ...................................................................................125. INSTRUCTION TO BIDDERS (ITB)................................................................................................................44

1) Sale of Bidding/ Tender Documents 44

2) Pre-bid Meeting/ Clarifications 44

3) Changes in the Bidding Document 44

4) Period of Validity of Bids 45

5) Format and Signing of Bids 45

6) Cost & Language of Bidding 46

7) Alternative/ Multiple Bids 46

8) Bid Security 46

9) Deadline for the submission of Bids 47

10) Withdrawal, Substitution, and Modification of Bids 47

11) Opening of Bids 48

12) Selection Method: 48

13) Clarification of Bids 48

14) Evaluation & Tabulation of Financial Bids 48

15) Correction of Arithmetic Errors in Financial Bids 49

16) Negotiations 50

17) Exclusion of Bids/ Disqualification 50

18) Lack of competition 51

19) Acceptance of the successful Bid and award of contract 51

20) Information and publication of award 52

21) Procuring entity’s right to accept or reject any or all Bids 52

22) Performance Security 52

23) Execution of agreement 53

24) Confidentiality 54

25) Cancellation of procurement process 54

26) Code of Integrity for Bidders 55

27) Interference with Procurement Process 55

28) Appeals 56

29) Stay of procurement proceedings 57

30) Vexatious Appeals & Complaints 57

31) Offenses by Firms/ Companies 57


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32) Debarment from Bidding 58

33) Monitoring of Contract 58

6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT ........................................................60Definitions 60

1) Contract Documents 61

2) Interpretation 61

3) Language 61

4) Service of Notice, Documents & Orders 61

5) Scope of Supply 62

6) Delivery & Installation 62

7) Supplier’s/ Selected Bidder’s Responsibilities 62

8) Purchaser’s Responsibilities 62

9) Contract Price 62

10) Recoveries from Supplier/ Selected Bidder 63

11) Taxes & Duties 63

12) Sub-Contracting 63

13) Specifications and Standards 63

14) Packing and Documents 64

15) Transportation 64

16) Inspection 64

17) Samples 65

18) Drawl of Samples 65

19) Testing charges 65

20) Rejection 66

21) Extension in Delivery period and Extent of Quantity – Repeat Orders 66

22) Freight 66

23) Payments 66

27) Limitation of Liability 67

7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT..........................................................681) Payment Terms and Schedule 68

ANNEXURE-1: FINANCIAL BID COVER LETTER & FORMAT ...........................................................................69COVER LETTER {TO BE SUBMITTED BY THE BIDDER ON HIS LETTER HEAD} ............................................................69ANNEXURE-2: BANK GUARANTEE FORMAT {TO BE SUBMITTED BY THE BIDDER’S BANK} ...............................71ANNEXURE-3: DRAFT AGREEMENT FORMAT {TO BE MUTUALLY SIGNED BY SELECTED BIDDER ANDPROCURING ENTITY} ......................................................................................................................................................76ANNEXURE-4: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012 ................................................78ANNEXURE-5: BOQ FOR EXPECTED ADDITIONAL ITEMS [INDICATIVE LIST] ...........................................79


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Request for Proposal (RFP) for the Selection of anEvent Management Agency (EMA) for IT Day 2018 to be

organized in Jaipur (Rajasthan)

Reference No. F13(49)/DoIT/Seminar/18/I/79635/2018 Dated: 29-01-2018UBN No.: DoIT/LB/2018/164 Dated: 29-01-2018

Mode of Bid Submission Online though eProcurement/ eTenderingsystem at http://eproc.rajasthan.gov.in

Procuring Authority Technical Director & Joint Secretary,DoIT&C, Second Floor, IT Building, YojanaBhawan Campus, Tilak Marg, C-Scheme,Jaipur (Rajasthan)

Date & Time of Pre-bid meeting 05thFebruary 2018 at 03:00 PMLast Date & Time of Submission of Bid 15thFebruary 2018 at 3:00 PMDate & Time of Opening of Financial Bid 15thFebruary2018 at 4:00 PM

Bidding Document Fee: Rs.1,000/- (Rupees One Thousand only)

Name of the Bidding Company/ Firm:

Contact Person (Authorised BidSignatory):

Correspondence Address:

Mobile No.Telephone& FaxNos.:

Website & E-Mail:

Department of Information Technology & Communications (DoIT&C)2nd Floor, IT Building, Yojana Bhawan Campus, Tilak Marg, C-Scheme, Jaipur

(Rajasthan)Phone: 0141-2224855 Fax: 0141-2222011

Web: http://doitc.rajasthan.gov.in, Email:[email protected]


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ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21 of2012) and Rules thereto

Authorised Signatory The bidder’s representative/ officer vested (explicitly, implicitly, or throughconduct) with the powers to commit the authorizing organization to a bindingagreement. Also called signing officer/ authority having the Power of Attorney(PoA) from the competent authority of the respective Bidding firm.

BG Bank GuaranteeBid/ eBid A formal offer made in pursuance of an invitation by a procuring entity and

includes any tender, proposal or quotation in electronic format

Bid Security A security provided to the procuring entity by a bidder for securing the fulfilmentof any obligation in terms of the provisions of the bidding documents.

Bidder Any person/ firm/ agency/ EMA/ company/ contractor/ supplier/ vendorparticipating in the procurement/ bidding process with the procurement entity

Bidding DocumentDocuments issued by the procuring entity, including any amendments thereto,that set out the terms and conditions of the given procurement and includes theinvitation to bid

BoM Bill of MaterialCGST Central Goods & Service TaxCMC Contract Monitoring CommitteeCompetent Authority An authority or officer to whom the relevant administrative or financial powers

have been delegated for taking decision in a matter relating to procurement.Technical Director & Joint Secy., IT&C, GoR in this bidding document.

Contract/ ProcurementContract

A contract entered into between the procuring entity and a successful bidderconcerning the subject matter of procurement

Contract/ ProjectPeriod

The Contract/ Project Period shall commence from the date of issue of Workorder and until successful completion of the event as per the Scope of Workmentioned in this bidding document.

Day A calendar day as per GoR/ GoI.DeitY, GoI Department of Electronics and Information Technology, Government of IndiaDoIT&C Department of Information Technology and Communications, Government of

Rajasthan.ETDC Electronic Testing & Development CentreFOR/ FOB Free on Board or Freight on BoardGoI/ GoR Govt. of India/ Govt. of Rajasthan

Goods“Goods” means a tangible physical product that can be contrasted with a servicewhich is intangible i.e. all the products which the bidder is required to supply toPurchaser under the Contract.

GST Goods & Service TaxICT Information and Communication Technology.

IFBInvitation for Bids (A document published by the procuring entity inviting Bidsrelating to the subject matter of procurement and any amendment thereto andincludes notice inviting Bid and request for proposal)

IGST Integrated Goods & Service TaxINR Indian RupeeISI Indian Standards InstitutionISO International Organisation for StandardisationIT Information TechnologyITB Instruction to BiddersLD Liquidated DamagesLoI Letter of Intent


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NCB A bidding process in which qualified bidders only from within India are allowed toparticipate

NeGP National e-Governance Plan of Government of India, Department of InformationTechnology (DIT), Ministry of Communications and Information Technology(MCIT), New Delhi.

NIB Notice Inviting BidNotification A notification published in the Official GazetteOEM Original Equipment ManufacturerPAN Permanent Account NumberPBG Performance Bank GuaranteePC Procurement/ Purchase CommitteePQ Pre-Qualification

Procurement ProcessThe process of procurement extending from the issue of invitation to Bid till theaward of the procurement contract or cancellation of the procurement process,as the case may be

Procurement/ PublicProcurement

The acquisition by purchase, lease, license or otherwise of works, goods orservices, including award of Public Private Partnership projects, by a procuringentity whether directly or through an agency with which a contract forprocurement services is entered into, but does not include any acquisitionwithout consideration, and “procure” or “procured” shall be construed accordingly

Project Site Wherever applicable, means the designated place or places.PSD/ SD Performance Security Deposit/ Security DepositPurchaser/ TenderingAuthority/ ProcuringEntity

Person or entity that is a recipient of a good or service provided by a seller(bidder) under a purchase order or contract of sale. Also called buyer. DoIT&C,GoR in this RFP document.

RajSWAN/ RSWAN Rajasthan State Wide Area NetworkRISL RajCOMP Info Services LimitedRSDC Rajasthan State Data Centre, New IT Building, JaipurRVAT Rajasthan Value Added TaxSGST State Goods & Service Tax

Services

Any subject matter of procurement other than goods or works and includesphysical, maintenance, professional, intellectual, consultancy and advisoryservices or any service classified or declared as such by a procuring entity anddoes not include appointment of any person made by any procuring entity

SLA

Service Level Agreement is a negotiated agreement between two partieswherein one is the customer and the other is the service provider. It is a a servicecontract where the level of service is formally defined. In practice, the term SLAis sometimes used to refer to the contracted delivery time (of the service) orperformance.

SSDG State Services Delivery GatewayState Government Government of Rajasthan (GoR)State PublicProcurement Portal http://sppp.raj.nic.in

STQC Standardisation Testing and Quality Certification, Govt. of IndiaSubject Matter ofProcurement Any item of procurement whether in the form of goods, services or works

TIN Tax Identification NumberTPA Third Party AuditorsWO/ PO Work Order/ Purchase OrderVenue Rajasthan College, Commerce College, JKK & IGPRS


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1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB)


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2. PROJECT PROFILE & BACKGROUND INFORMATION1) Project Profile

a. The Department of IT&C, Govt. of Rajasthan intends, to faciliatate use of IT, Creating ITawareness, promote & propogate use of computers, educating users/ citizens,acknolwedge and accolade various IT initiatives and e-governance/ IT related projects inthe Rajasthan State.

b. In order to achieve the above goal, Department of IT&C, Govt. of Rajasthan is planning tohost ‘Rajasthan IT day’ event from 18th March 2018 to 21st March 2018.

c. The said event has been planned covering various aspects such as IT Run, IT Hackathon, IT Expo, Smart City Exhibition &Smart Village Exhibition Laser Show, 7D exhibition Start up Fair, Job Fair etc.

d. Honble Chief Minister, Rajasthan will be the Chief Guest. The event is expected to beattended by Ministers, Public representatives, Senior Government functionaries and ITfunctionaries.

e. The event is expected to be attended by more than 75,000+ delegates/participants andwould also include plenary session/workshops on selected themes, exhibition and otherrelated activities.

f. The proposed venue for the event: Rajasthan College Commerce College Jawahar Kala Kendra (JKK) Indira Gandhi Panchayati Raj & Gram Vikas Sansthan (IGPRS)

g. To successfully organize the event, it has been decided to involve the services ofprofessional & experienced Event Management Agency.

h. The Event Management Agency will be selected through a limited competitive biddingprocess among all empanlled Event Management Agencies, already empanlled byDepartment of IT&C, Govt. of Rajasthan.

i. IT Run is proposed to be held on 18th March 2018.Actual start time of the event shall beintimidated during Pre-Bid meeting.

j. Hackathon is expected to start at 06:00 PM of 19th March 2018 and would continue upto36 hours. About 5,000 participants are expected to participate in this part of the event.

k. IT Expo, Smart City, Start Up, Smart Village, 7D and Parallel Sessionssetup will be forthree days which is proposed to start at08:00 AM of 19th March 2018 and would continueupto 08:00 PM of 21stMarch 2018.

l. Laser Show setup will be for four days which is proposed to start at07:00 PM of 18th

March 2018 and would continue upto 08:00 PM of 21st March 2018.m. EMA shall be responsible for tie-up with FM stations for entire event promotional campaign

as per the details provided by DoIT&C.n. EMA shall arrange for one Anchor for covering the entire event from 18th March 2018 to

21st March, 2018.o. Considering the space available at venue, it has been planned to setup water proof

Hanger/Dome setup at the open space available at venue for Hackathon Hall Setup, Food


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Court setup, Retiring/Clock rooms, Exhibition Setup, Inauguration Hall, Registration Areaand other aspects of an event as detailed in Scope of work.

p. Bidders may visit the venue for gaining better understanding about event executionrequirements before submitting the bids. The brief overview session about the eventexecution plan will ber part of pre-bid meeting. Thus, it is advisable, that Bidders shouldplan visit before pre-bid meeting.

q. The details of activities are mentioned in “Scope of Work” of this RFP document. The EMAis expected to execute the work accordingly.

r. As the Venue for the events includes Rajasthan University Colleges, Jaipur whichwill be occupied for examination purpose during college working hours hence all thework is to be executed during evening/night hours i.e. from 08:00 PM to 06:00 AM.

s. JKK and IGPRS venue to EMA for working will be available for infrastructure set upfrom 15th march 2018.


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3. Information to Bidders1) This RFP is hereby issued ONLY to the following bidders, who have been empanelled, at the

empanelment stage (NIB Issued vide: F13 (46)/DoIT/Seminar/2017/I/67880/2017 dated: 26-04-2017) for selection of Event Management Agency (EMA), for organizing the event “RajasthanIT Day - Jaipur” in the month of March, 2018, at Rajasthan College, Commerce College, JKKand IGPRS, Jaipur, Rajasthan.

2) Based on eligibility and Technical evaluation criteria, as per the RFP for empanelment of EMA(NIB Issued vide: F13 (46)/DoIT/Seminar/2017/I/67880/2017 dated: 26-04-2017), followingbidders were shortlisted for participation in Stage 2 selection procedure.

1. M/s Nagpals Exhibition & Conference Service2. M/s Chandra Entrepreneurs Pvt. Ltd3. M/s Sconce Global Private Limited4. M/s Touchwood Entertainment Ltd5. M/s The Innuendo Communications6. M/s Showtime Events India Pvt. Ltd7. M/s CS Direkt Events And Exhibitions Pvt. Ltd8. M/s Shrishti Sanchar Advertising

3) Department of Information Technology & Communication (DoIT&C), Rajasthan is invitingcommercial electronic bid (eBid) proposal, from the above mentioned empanelled agencies.

4) Based on the Financial evaluation criteria, defined in this RFP document, DoIT&C will identifythe successful bidder from the above shortlisted bidders who will be responsible for organizing‘Rajasthan IT Day– Jaipur event proposed to be held in between 18th March&21st March2018, at Rajasthan College, Commerce College, JKK and IGPRS, Jaipur, Rajasthan.

5) Either EMA should have prior experience and skills required for conducting respective eventslike IT Run, Laser Show,7D ‘OR’ EMA can tie-up with an agency who is having suchexperience and skillset. In Later case, credentials and consent letter for partner agency shouldbe attached with bid response.


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4. SCOPE OF WORK, DELIVERABLES & TIMELINES1) The selected Event Management Agency (EMA) will be required to undertake the below

mentioned tasks under the supervision of designated officers of DoIT&Cfor successfulconduction of the 4 days event “Hackathon and IT Day” proposed to be organized in between18th March, 2018 & 21st March, 2018 at Venue: Rajasthan College,Commerce College, JKKand IGPRS, Jaipur, Rajasthan.

2) The selected EMA will be required to make complete arrangements with respect to variousaspects of the event in consultation with designated officersof DoIT&C and as per the detailsbelow:S.No.

Activity SoW

1 Concept & Plan The selected EMA would be required to depute dedicated team of 3-4 senior executives within 2 days of issue of Work order tocoordinate with DoIT&C team to ensure timely and smooth executionof an event:1) Conceptualize the overall event based on the Venue and nature

of event.2) Maintain a universal theme for all aspects of the event

execution in accordance with government’s vision for the event.3) Design the event flow which would include the IT Run, seating

plans, inaugural ceremony, various parallel programs, businessdiscussions, publicity events, conferences, exhibitions,transportation, Breakfast & lunch, closing ceremony etc.

4) Create an Event Execution Plan (EEP) for executing the eventalong with detailed specifications of works to be carried out.

2 Printing,Marketing &Promotions

1) Flex printing with (pasting on wooden wall/Iron Frame)approximately 2,00,000 sqft. in different sizes (3x6, 4x8,12x8, 16x10, 24x12, 10X20, 10X40 etc.) as per requirementand Vinyl print pasted on sun boardapprox.10,000 sqft indifferent sizes (3x6, 4x8 etc.) as per requirement.

Complete design, fabrication, printing, setup & deployment offlex hoardings, stage backdrop, standees, directions, sign-boards etc. in conjunction with the theme provided by DoIT&Cacross the venue covering the following major areas well beforethe time of start of event/activity: Inauguration/ CM speech Hall Lobbies Pathways Food Court/Lunch Areas IT Expo, Smart City and Start UpArea Hackathon Hall Smart Village Area Job Fair Area IT Run Prominent City sites


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S.No.

Activity SoW

2) Design, Printing & Deployment of 400 Satin cloth Flags (4’X 3’ on 13’ pole height) and 200 Vertical Flag sets ( 2 nos ofsize 6’X3’ each both side print) inside venue premise along withpathway.

3) Printing & Distribution of badges with good quality jacketsand printed lanyard to the organizing team, Speakers,volunteers, and all the participants (approx. 50,000 Nos.).

4) Placards for seating plan (100 nos.) and name plates (100nos.)

5) Printing of certificates with name of participantsprinted(15,000 Nos) by 17th March, 2018

Multi color printing on minimum 240 gsm paper. The design will be provided for the certificate from DoIT & C.

6) Printing and framing of certificates with name ofparticipants printed(200 Nos) by 17th March, 2018

Multi color printing on minimum 240 gsm paper. Frame size approx 14” x 11” The design will be provided for the certificate from DoIT& C.

7) Car Pass Sticker- 25003. Kit Bag, medal

and Distributionmaterial

The EMA is required to complete supply of all distributionmaterial by 15th March, 2018 and would manage distribution ofsame to the delegates/participants between 16th March, 2018and 21st March, 2018 as per directions of DoIT&C officers.

1) Kit Baga) Kit Bag type – I (Qty-7,500)The EMA shall be responsible for providing & distribution ofConference Kitbags (Laptop backpack) to all the Delegates/Guests/participants arriving at the Registration Counter forRegistration as per following specifications including the itemsas mentioned below:

Make and ModelNumber

Skybags- laptop backpack –[ARTLPBPBLK] ARTHUR

Item Height 46Centimetres

Item Length 33Centimetres

Item Width 18Centimetres

Item Weight 481 Grams

Material Polyester


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S.No.

Activity SoW

b) Kit Bag type – II (Qty-7500)The EMA shall be responsible for providing & distribution ofConference Kitbags (Laptop backpack) to all the Delegates/Guests/participants arriving at the Registration Counter forRegistration as per following specifications including the itemsas mentioned below:

Make and ModelNumber

Skybags- laptop backpack –[LPBPCLOIBLK] CLOVE

Item Height 45 Centimetres

Item Length 32 Centimetres

Item Width 21 Centimetres

Item Weight 640 Grams

Material Nylon &Polyester


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S.No.

Activity SoW

1 Lead Pencil Booklet Delegate Badge

Following additional items to be included in 5000 Kitbags to bedistributed to Hackathon participants/mentors etc.

Towel Napkin 1 (12” x 15”) - Dental Kit set (tooth brush and Toothpaste (10gm) Mouth freshener (Polo) Face wipes (pack of 5 pieces) Pocket Comb Any other distribution material provided by DoIT&C

2) Medals – IT Run(Qty – 500 Nos)The EMA shall be responsible for providing & distribution of 500Nos. of IT Run Finish Medal for participants arriving at Finishpoint of IT Run as per specifications as mentioned below:

Type Zinc Metal with antique brass finish

Weight 95 gm

Size 3 Inch diameter

Ribbon 35 mm, Multi-color digital front and backprinting

Indicative sample design


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S.No.

Activity SoW

3) Medal Frames with Printed Leaf (Qty – 250 Nos)Frame size 13” X 9”

Indicative sample design

4) Round Neck T-Shirt for IT Run - 10000 Nos.Specification of Round Neck T-shirt For IT Run with

printed Rajasthan IT Day LogoBrand: Status Quo

Size Small –1500 Nos. Medium- 3000 Nos. Large- 3000 Nos. Extra Large-XL- 2000 Nos.


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S.No.

Activity SoW

XXL-500 NosColour As finalized by DoIT&CFabric Dry-FitStyle QB-12

5) Round Neck T-Shirt for IT Day - 25000 Nos.Specification of Round Neck T-shirt for IT day

Brand: Status QuoSize Small –3750 Nos.

Medium- 7500 Nos. Large- 7500 Nos. Extra Large-XL- 5000 Nos. XXL-1250 Nos

Colour Black, Orange Mel., NaturalFabric 100% CottonStyle QB-12

Below is the sample for Round Neck T-shirt:

6) Polo T-Shirt for IT Day – 15000 NosSpecification of Polo T-shirt for IT day

Brand: Status QuoSize Small – 2250 Nos.

Medium- 4500 Nos. Large- 4500 Nos. Extra Large-XL- 3000 Nos. XXL-750 Nos.

Colour Black, Orange Mel., NaturalFabric 100% CottonStyle QB-12Type Classic collar with Half sleeve


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S.No.

Activity SoW

7) Supply of Powerbank -4000 Nos.Capacity 10000 MAH (Support Two device charging)Make Lenovo/ Intex/ Sysca/ MI

8) Supply of Portable wireless Bluetooth Speakers -2000 Nos.Make Lenovo/ Intex/ Sysca/ MI

9) Supply of Pen Drives (32GB) Pendrives-2000 NosMake Sandisk/Kingston/Transcend

10) Supply of Pen Drives (64 GB) Pendrives -500 NosMake Sandisk/Kingston/Transcend

11) Supply of Activity Tracker Band - 500 NosMake MevoFit/Fastrack/MI/Honor/Ambrane

12) Supply of Tablets (7 inches, 8 GB ) - 25 NosMake Lenovo, IBall, micromax, Intex

13) Supply of Bluetooth headphones –1000 NosMake Philips, IBall, Intex

14) Supply of Apple IPad Tablet - 5 NosSpecification 9.7 inch, 32 GB

15) Supply of iPhone 6 - 1 NoSpecification 32 GB

Note: - Bidders are advised to visit DoIT&C office to inspect theSample of Laptop Backpack, T-shirt etc. any time during workinghours on working days up to 03-03-2018.

4 Venue Design,Development& Management

The Major activities under Rajasthan IT Day are as under: Set-Up of Hackathon Hall inside Aluminium Hanger (From

6:00 PM of 19th March 2018 to 08:00 AM of 21st March2018, Location at Rajasthan College, Jaipur) All the set up should be ready by 10:00 AM of 19th March

2018. Expected Participants 5000 students. Approximately 1250

teams consisting of approx.4 members would beconstituted. The EMA would be required to set-up seatingarrangement as per the seating plan finalised by DoIT&C asper requirement.

12 entry/exitGlass Door setup [8X8ft] gates Wooden flooring with Carpet Placing/pasting of flex/vinyl signage and branding material

and facia. Setting of LED video walls, Seamless plasma walls in

different sizes and Plasma TVs as per design finalised byDoIT&C.

Air Conditioning and Sufficient Lighting Combined PA System for centralized announcements The list of items required for overall set-up are as below-

Sound system with 2 cordless mike each with 4speakers – 6 Nos


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S.No.

Activity SoW

1500 Spike Busters (15 amp/5 amp) with min. 4socket

2600 exhibition tables of size – 3’x2’ 5200 Banquet chairs 40 Two seater sofa 20 Centre Table 6 Head-Table setup raised floor (1ft) for 6 persons 6 Flower Vase, Fresh Bouquet and Bowls for

collection of Visiting Cards Planters as per plan finalized by DoIT&C Wi-Fi enabled laptops, Multi-Function Printers and

Scanners- 6 Nos each Staple & Punching Machine, Scissors – 6 Nos each 1500 Bowls with sufficient assorted toffees refilled as

per requirements 6 set of White board (4*8) with stand along with

marker and duster Placing of hoardings/standees etc. as per plan

finalised by DoIT&C. 100 Queue Managers Large size Dustbins [Green and Blue]– 24 Nos Small size Dustbins [Green and Blue] – 48 Nos Placement of Flying Insect killers, Fire-extinguishers

along with trained staff as per plan finalized byDoIT&C

Adequate support staff [Supervisors/ executives] to bedeployed as per the requirement

Recreation area set-up for Hackathon participants insideAluminium Hanger (From 10:00 AM of 19th March 2018 to08:00 AM of 21st March 2018, Location at RajasthanCollege, Jaipur)o All the set up should be ready by 02:00 PM of 18th

March 2018o 2 recreations room setup of size approx.. 2000 sqft

each (All side cloth Masking, sealing and entry/exitgate setup)

o 2 Glass Door setup [8’x8’] entry/exit/emergency exitgates

o Wooden flooring with Carpeto Placing/pasting of flex/vinyl signage and branding

material and facia.o Air Conditioning and Sufficient Lightingo The list of items required for overall set-up are as

below- 30 Spike Busters (15 amp/5 amp) with min. 4


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S.No.

Activity SoW

socket as per seating plan. 2 Plasma/ LED TV size 50” with stand and dish

connectivity for Live TV Programs 15*2 seater sofa 20 sofa cum bed 10 Centre Table 150 Chairs Gaming zone including requisite infrastructure

like tables, chairs etc.: 10 Chess sets 10 Carom Board sets 4 DART game

Large size Dustbins [Green and Blue]– 6 Nos Small size Dustbins [Green and Blue] – 12 Nos Fresh Flower decoration, Vase and Bouquet

as per plan finalized by DoIT&C Placement of Flying Insect killers, Fire-

extinguishers along with trained staff as perplan finalized by DoIT&C

o Adequate support staff [Supervisors/ executives] to bedeployed as mentioned in support staff section

Retiring room setup for Hackathon participants in sideAluminium Hanger (From 10:00 AM of 19th March 2018 to08:00 AM of 21st March 2018, Location at RajasthanCollege, Jaipur)

o All the set up should be ready by 02:00 PM of 18thMarch 2018.

o 4 retiring halls each of size Approx 15000 sqft (All side clothMasking, sealing and minimum 4 entry/exit gate setup)

o 8 Glass Door setup [8*8ft]entry/exit/emergency exit gateso Setup of Aluminium Hanger/pavilions under truss structure

with wooden partitions and wooden panelling on back wall asper design finalised by DoIT&C

oWooden flooring with Carpeto Placing/pasting of flex/vinyl signage and branding material

and facia.o Air Conditioning and Sufficient Lightingo Setting of LED video walls, Seamless plasma walls in


o Plant decoration as per plan finalized by DoIT&Co The list of items required for overall set-up are as below-

3000 Mattresses with Bed Sheet 3000 Pillow with cover 3000 Blanket 200 Sofa cum Bed with bed sheet & pillow


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S.No.

Activity SoW

200 spike busters with fuse having 4 power points with5 amp.

12 Large size Mirror set-up 12 Changing cabins- Octonum with door (2*1 mtrs)

including 1 Hangar Stand 1 Full size Mirror 1 Stool

Large size Dustbins [Green and Blue]– 12 Nos Placement of Flying Insect killers, Fire-extinguishers

along with trained staff as per plan finalized by DoIT&CoHelp Desk Set up each hallo Set Up for tea/coffee water station each hallo All set up work to be complete and handed over for use by

2:00 PM of 18th March 2018o Adequate support staff to be deployed as mentioned in

support staff section Cloak Room for Hackathon participants inside aluminium

hanger (From 10:00 AM of 19th March 2018 to 08:00 AM of21st March 2018, Location at Rajasthan College, Jaipur)

o 1 Cloak room of size Approx 4500 sqft (All side closed withsealing and minimum 4 entry/exit gate setup)

oWooden flooring with Carpeto Placing/pasting of flex/vinyl signage and branding material

and facia.o Sufficient Lightingo 40 Steel shelves of size approx. (4*8) with 4 shelves eacho Large size Dustbins [Green and Blue]– 2 Noso Small size Dustbins [Green and Blue] – 2 Noso Placement of Flying Insect killers, Fire-extinguishers along

with trained staff as per plan finalized by DoIT&Co Sufficient tables & chairs for smooth managing the

operationso Proper Tagging and Token system for management of

collection and handover of baggage to the participants.o Zip Tags to be made available as per requiremento Ensure complete security and no damage to the

baggage/material of the participant.o Adequate support staff to be deployed as mentioned in

support staff section1. Chemical Portable Toilet Set-up (Rajasthan College,

Commerce College, J.K.K, IGPRS and IT Run Route From02:00 PM of 16th March to 08:00 PM of 21st March 2018) All the toilets should be placed by 10:00 AM of 16th March

2018.


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S.No.

Activity SoW

500 Nos of Chemical portable toilets with sufficientarrangements of water filling and regular cleaning (Minimum3-4 times in a day)

Cleaning accessories, paper napkins and fresheners should beprovided in each toilet

2. Registration area [IT Run and IT Day] Set-up underAluminium Hanger (Front Lawn, Commerce College, from10:00 AM of 17th March 2018 to 02:00 PM of 21st March 2018) All the set up should be ready by 10:00 AM of 16th March 2018. 3 Glass Door setup [8*8ft] entry/exit/emergency exit gates Setting-up of 20 special design Registration cum Help Desk

counters inside Aluminium Hanger/pavilions under trussstructure

Wooden flooring with Carpet Set up of Mozo barricading with Iron Chain – 1000 running feet Placing/pasting of flex/vinyl signage and branding material and

facia Air Conditioning Wooden Structures with special shapes/3 D with vinyl pasting

eco solvent – As per Design finalized by DoIT&C Acrylic signages with backlight effect - As per Design finalized

by DoIT&C 2 Octonom enclosures of size approx. (20*20ft) with door (lock

and Key) and sealing to store Distribution material safely –800 sqft

Efficient Sound system with 2 cordless mike Setting of LED TVs as per design finalised by DoIT&C. The List of items required for overall set-up is as below:

o Queue Manager – 100 Noso Spike busters with power sockets 15/5 amperes – 40

Noso Laptops Wi-Fi enabled – 40 Noso Multi-Function Printer – 20 Noso Scanner – 2 Noso Staple & Punching Machine – 20 Noso Scissors – 20 Noso Bowls for collection of visiting cards – 20 Noso Large size Dustbins [Green and Blue ] – 10 Noso Small size Dustbins [Green and Blue ] – 20 Noso Bench (2*6 ft) – 200 Noso Printing Stationary/ Papers (3 A4 & 2 Legal Size)

Adequate Support staff to be deployed as mentioned in supportstaff section

The Registration Counter shall act as a point of contact forcandidates, delegates, guests etc. Distribution of Kit bag to all


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the Delegates/ Candidates during the Registration. Ensure proper lighting and sufficient electric points at each

counter/ stall/ kiosk. Employ sufficient well trained staffs whoare capable of efficiently handling the responsibilitiesassigned to them. Report the progress of activities to DoIT&Cofficers on a regular basis.

3. Aluminium Hanger Hall Setup for IT Run, Inauguration andCM Address (Back Lawn, Commerce College, from 04:00 PMof 18th March 2018 to 08:00 PM of 21st March 2018) EMA should complete setup by 4:00 PM of 17th March 2018 8 Glass Door setup [8*8ft] at entry/exit/emergency exit gates Setup of Aluminium Hanger/pavilions under truss structure with

wooden partitions and wooden panelling on back wall as perdesign finalised by DoIT&C

Set up of one VVIP lounge area within Aluminium hanger alongwith wooden flooring with Carpet

Placing/pasting of flex/vinyl signage and branding material andfacia.

Air Cooled and Sufficient Lighting Seating arrangement signage Sound System should include:

o 1 Audio Mixer with multiple inputs for smooth executionof sessions/functions at Main Hall

o 8 pair line array system with relay towers – 8 Noso PA System for centralized annoucementso Efficient Console for audio/video managemento Setup of Good Quality sound system with minimum 4

cordless microphones on Dais, 4 hand cordlessmicrophones in hall, 2 collar mics and 2 Podiumgooseneck mics

Crane for Video Recording (Jimmy Jib) – 1 No Camera Riser – 4 Nos Riser for operating Audio/Video Console – 1 No LED Screen Hang System for 6*24 screen size -1 No Stage Setup :o A Stage of size 32*60 sqft and minimum height 5 ft with 2

sets of stairs should be set upo A View cutter of size 500 sqft should be setup on both sides

of stageo Tower ACs for Air Conditioning – 6 NosoHead Table [with covers] setup raised floor (1ft)setup for

inaugural session (9-13 persons)o Setting of LED video walls, Seamless plasma walls in



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o Fresh flowers, Vase, Bouquet and Plant decoration as perplan finalized by DoIT&C

o Back stage arrangement including Podium, Lamp, Ghee,batti, matchbox, Candle, Tray [6 Nos], 2 Tables of sizeapprox. (2*6) to be provided by EMA.

oName plates for persons on Dais for each session.o Proper water arrangement and toffee bowls for members on

Dais.o Female Ushers (Min. 8) well dressed-upo Seating arrangement signageo Telecast of Inaugural session on designated video walls

across event venues VIP Lounge set up of size 1500 sqft consistingoWooden flooring – 1500 sqfto 10*2 sofa seto 10 centre tableso 10 ChairsoDining Table with 8 chairs – 1 Noo Tower ACs for Air Conditioning – 6 Noso Serving Staff in uniformo Flower, Vase decorationo Fire Extinguisherso 2 Chemical Toilets

Entrance Set Upo There are 8 entry/exit/emergency exit at event site.o 1 VVIP Entry/Exit gate, 1 VIP Entry/Exit gate and 6 Guests

Entry/Exit/ Emergency Exit gateso VVIP/VIP Entry/Exit gate set up

Red carpet with queue manager for complete pathway Both side Planters/Flower decoration Placement of LED wall with Live Feed and other

displayoGuests/ Delegate Entry/Exit gate set up Carpet Planters/Flower decoration

o Security Staff: At VVIP Gate :Min. 2 Male, 1 Female At VIP Gate :Min. 3 Male, 1 Female At each Guests Gate: Min. 4 Male, 2 Female

4. Exhibition Area [IT Expo, Smart City and Start Up] setup- inside Aluminium Hanger (Front Lawn, Commerce College,from 08:00 AM of 19th March 2018 to 08:00 PM of 21st March2018) Selected EMA shall complete the set-up by 2:00 PM of 18th

March 2018 8 Glass Door setup [8*8ft] at entry/exit/emergency exit gates


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Set up of Mozo barricading with Iron Chain – 500 running feet Setup of Aluminium Hanger/pavilions under truss structure with

wooden partitions and wooden panelling on back wall as perdesign finalised by DoIT&C

Wooden flooring with Carpet High rise wooden platform with Neat and clean carpet with

pasting and transparent plastic/polythene sheet Placing/pasting of flex/vinyl signage and branding material and

facia Air Conditioning and Sufficient Lighting Setting of LED video walls, Seamless plasma walls in different

sizes and Plasma TVs as per design finalised by DoIT&C. Head-Table [with covers] setup raised floor (1ft) for 6 persons –

1 No Wooden Structures with special shapes/3 D with vinyl pasting

eco solvent – 1000 sqft Acrylic signages with backlight effect - 500 sqft Efficient Sound system with one pair of cordless and one collar

mic The List of items required for overall set-up is as below:

o Queue Manager – 100 Noso 200 spike busters with power sockets 15/5 ampereso High quality Multimedia Projector – 2 Noso Exhibition tables of size (3’x2’) – 200 Noso Small Exhibition tables of size (2'x1') – 100 Noso Centre Table – 5 Noso Chairs - 300 Noso 10 X 2 seater sofa seto Laptops wi-fi enabled – 50 Noso Multiple Function Printer – 1 Noo Scanner – 1 Noo Staple & Punching Machine – 1Noo Scissors – 1 Noo White board (4*8) with stand along with marker and

duster – 1 Noo Flower Vase, Bouquet and Plant Decoration as per plan

finalized by DoIT&Co Bowls for collection of visiting cards – 1 Noo Large size Dustbins [Green and Blue ]– 10 noso Small size Dustbins [Green and Blue ] – 50 Noso Placement of Fire-extinguishers along with trained staff

as per plan finalized by DoIT&C Adequate support staff [Supervisors/ executives] to be

deployed as mentioned in support staff section5. Smart Village Area setup (Shilpgram, J.K.K. from 08:00 AM of


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19th March 2018 to 08:00 PM of 21st March 2018) Set up of Pagoda structures as per plan finalized by DoIT&C Proper Electrical arrangements including sufficient power points

and sufficient lighting Setting of LED video walls, Seamless plasma walls in different

sizes and Plasma TVs as per design finalised by DoIT&C. Placing/pasting of flex/vinyl signage and branding material and

facia. Adequate Support Staff to be deployed as per requirement Spike Busters (15 amp/5 amp) with min. 4 socket – 20 Nos Centre Table – 20 Nos Chairs – 100 Nos Large size Dustbins – 10 Nos

6. IT Run event setup (Start & End Point- Commerce College,mid-point- Trimurti Circle, Entire IT Run Route - From 07:00PM to 11:00 PM of 18th March 2018) IT Run- 6 Km is to be organized at Commerce College on 18th

March 2018. Start and End point for the IT Run is proposed tobe Commerce College – Cricket Ground.

All the work should be finished by 4:00 PM of 17th March 2018. The selected EMA would be required to depute a dedicated

team of 2 senior executives within 2 days of issue of workorder to co-ordinate with DoIT&C to ensure timely andsmooth execution.

Set up of Mozo barricading with Iron Chain – 500 meters Setting of Outdoor LED video walls in different sizes with

waterproof structures as finalised by DoIT&C. Printing Marketing and Promotions

Complete design, fabrication, printing, setup and deploymentof flex hoardings, stage backdrops, standees, directions, signboards etc. in conjunction with the theme provided by DoIT&Cacross the venue covering major areas well before the time ofthe start of the event.

Promotionso A dedicated team of 10 volunteers (for minimum 2 weeks

before start of an event) should visit major parks of city forevent awareness and registration.

o Event promotion by posters and leaflets at various points.o A team required to co-ordinate with all above organizations

for Registration, distribution of running kits, transportationand certificate distribution.

BIB EXPO –Distribution Set Upo BIB expo venue is proposed to be same area as IT day

Registration Area in Commerce CollegeoMaterial distribution as per plan finalized by DoIT&C


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o Stage setup should be of size 32*10 with back drop – 32*10oWi-Fi Enabled laptops to be provided as per plan finalized by

DoIT&Co Support Staff as mentioned in Support staff section

IT Run Evento EMA agency required to create an event execution plan for

executing the event along with the detailed specification ofworks to be carried out.

o Selfie-Zones – 5 Noso Physio therapist – 15 Noso Sound System of sufficient capacity with minimum 2 cordless

mike – 8 Noso Sufficient Lightingo Flags – 5 Noso Trophies and mementos for winners, delegates and guestso Plant Decoration, Flower Vase and Bouquet for delegates

and guests as per plan finalized by DoIT&Co Support Staff as mentioned in Support staff sectionoDigital Clock of size 4’x1’ - 1 Noo 1 Finish line strip

IT Run Route Management as per AIMS guidelineso 8 Stages of size (16*24 ft with 12 ft height waterproof truss

structure) with raised floor of 2 ft after every approx. 750meters with Outdoor LED walls

oOne of the above 8 stages should be set up as cheer upstage of size (12*8 sqft) along the runway path

oDhol – 8 noso Kilometer Demarcationso Setup of Timing Chip Stations (electronic Mat) - 4o A refreshment area truss structure with carpet and side walls

is to be designed of size aprox. 5000 sqft at halfway i.e. 3 kmfrom the start point to be setup.

o 10 counters each of size approx. 10*50 distributingrefreshment as per plan finalized by DoIT&C

o Proper Drinking Mineral Water arrangement with coveredglasses/ 200ml Mineral Water Bottles covering the entire ITRun route from start to finish line.

o Biological Toilets with security guards – 10 toilets at every 2km both side of the route

o Escorts on bike – 10 noso Bicycle volunteers – 20 nosoHarley bike group escorts-20oRed Flag vehicle – 1 no at the end of run

7. Laser Show Set-Up (Front Lawn, J.K.K- From 08:00 PM of 18th

March 2018 to 08:00 PM of 21st March 2018) Design, Supply, Installation, Testing and Commissioning of


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Laser Show with HD projection on Aqua Screen, SoundSystem, Light effects, Pyro Color Flame including relatedCivil, Mechanical, Structural and Electrical work at venue.

Story making and content presentation shall be responsibility Setting up of multi-color minimum 12 watt laser – 2 Nos Setting up of multi-color minimum 16 watt laser – 2 Nos 60 K Scanner with safety unit – 1 No Appropriate software Setting up of net screen of size 20 feet width x 20 feet height for

Story Board. Setting up of Jumbo smoke machines for outdoor purpose –

2nos. Laser graphic show about Rajasthan of 10 minutes duration at

frequency of 1 hour interval Laser graphic show - Entertainment of 20 minutes duration at

frequency of 1 hour interval Laser graphic show about IT in Rajasthan of 10 minutes

duration at frequency of 1 hour interval Providing suitable audio system for 1000 audiences and Five

Hand/ lapel microphones. Voice -Eminent and popular artist voices will be rendered with

proper modulation (Name of the Artists will be indicated withtheir role like Narrator, Main Character, etc.)

8. Job Fair and 7D Area setup (Old Squash Ground, CommerceCollege- From 09:00 AM of 19th March 2018 to 8:00 PM of21st March 2018) Selected EMA shall complete the set up by 02:00 PM 18th

March 2018 4 Glass Door setup [8*8ft] at entry/exit/emergency exit gates Setup of a truss structure for a common waiting area with Mozo

Barricading Wooden flooring with Carpet of approx. 3300 sqft Set up of Mozo barricading with Iron Chain – 500 running feet Air Conditioning and Sufficient Lighting Setting of LED TVs as per design finalised by DoIT&C The List of items required for overall set-up is as below:

o Queue Manager – 100 Noso Octonom set up (4*8 meter) closed on 4 sides with an

entry gate – 10 Noso Spike busters with power sockets 15/5 amperes – 20

Noso Exhibition tables of size (3’x2’) – 30 Noso Banquet Chairs - 150 Noso Chairs - 100o 10*2 seater sofa set


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o White board (4*8) with stand along with marker andduster – 10 Nos

o Fresh Flower decoration, Vase,Plant Decoration as perplan finalized by DoIT&C

o Small size Dustbins [Green and Blue ] – 2 Noso Placement of Flying Insect killers, Fire-extinguishers

along with trained staff as per plan finalized by DoIT&C9. Event Control Room setup (Opposite Front Lawn, Commerce

College From 02:00 PM of 16th March 2018 to 09:00 PM of21st March 2018) This room shall serve as control room for CCTV with DVR,

Medical, Security Staff etc and For Controlling the singlePA system for complete venue from this room.

Selected EMA shall complete the set-up by 10:00 AM of 16thMarch 2018

1 Glass Door setup [8*8ft] at entry/exit/emergency exit gates Setup of a truss structure with wooden partitions and wooden

panelling on back wall as per design finalised by DoIT&C Wooden flooring with Carpet Air Conditioning and Sufficient Lighting Setting of LED video walls, Seamless plasma walls in different

sizes and LED TVs as per design finalised by DoIT&C. The List of items required for overall set-up is as below:

o Spike busters with power sockets 15/5 amperes – 10Nos

o Laptops wi-fi enabled – 5 Noso Multiple Function Printer – 1 Noo Scanner – 1 Noo Staple & Punching Machine – 1Noo Scissors – 1 Noo Exhibition tables of size (3’x2’) – 10 Noso Centre Table – 2 Noso Banquet Chairs - 25 Noso White board (4*8) with stand along with marker and

duster – 1 Noo Steel shelf of height approx. 4*8 with 4 shelves – 2 Noso Sofa cum Bed – 5 Noso Pillow with Cover – 5 Noso Blanket – 5 Noso Changing Cabin -Octonum of size (2*1 mtr) – 1 Noo Large size Mirror Setup – 1 Noo Bowls for collection of visiting cards – 1 Noo Plant Decoration as per plan finalized by DoIT&Co Small size Dustbins [Green and Blue ] – 2 Noso Placement of Fire-extinguishers along with trained staff


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as per plan finalized by DoIT&C

5 Food CourtSetup and foodarrangements

Food Court Set-up (From 02:00 PM of 17th March 2018 to 07:00PM of 21st March 2018, Location at Rajasthan College, Jaipur)

1 Food court Setup with Aluminium Hangar Structure withdecorative cloth sealing and all side masking upto 12ft’height

6 Glass Door setup [8*8ft] at entry/exit/emergency exitgates

Setup of Aluminium Hanger/pavilions under truss structurewith wooden partitions and wooden panelling on back wallas per design finalised by DoIT&C

Wooden flooring with Carpet Placing/pasting of flex/vinyl signage and branding material

and facia. Air conditioning Placement of Flying Insect killers, Fire-extinguishers along

with trained staff as per plan finalized by DoIT&C Setting-up Zig-Zag barricades of approx. 1000 running ft

with Iron chain on Each Entry gate of food court to controlthe huge crowd.

Adequate Support staff/bouncers/security staff to bedeployed as mentioned in support staff section

Drinking Mineral Water arrangement with covered glasses/200ml Mineral Water Bottles

A VIP Dining Area with dedicated serving/ attending staffneeds to be setup with appropriate Tea/ Coffee & diningarrangements to accommodate VIPs, DoIT & RISL Teamsand Hackathon Participants. This area will have to beaesthetically designed and shall include 1-2 separatecanopies to accommodate 8-10 persons each.

Seating arrangement in the VIP Dining area, with 25 Nos. ofRound-table with 8 chairs each.

For rest of the Candidates/ Guests/ Delegates, dedicatedserving/ attending staff needs to be setup with appropriateTea/ Coffee & dining arrangements.

The deployed staff should be well dressed and trainedstaffs, which shall be capable of efficiently handling theresponsibilities assigned to them.

All the ingredients/ items used for cooking & serving shouldbe of five star standards.

All the tables/ chairs should be properly covered with themebased linen, frills.

Adequate lighting and sufficient electric points at eachcounter/ stall/ kiosk.

Placement of Flying Insect killers, Fire-extinguishers along


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with trained staff as per plan finalized by DoIT&CFood Arrangements (From 01:00 PM of 16th March 2018 to 05:30PM of 21st March 2018, Location at Rajasthan College, Jaipur)

EMA should ensure timely arrangements for Breakfast,Lunch, Dinner, High Tea as per the following schedule:

Date Type Time Menu Items16th March2018

Lunch (100Persons)

01:00 PM –02:00 PM

As per Menu 5(c)

High Tea(200 persons)

4:30 PM –05:30 PM

As per Menu 5(b)

Dinner (200persons)

08:00 PM-10:00 PM

As per Menu 5(c)

17th March2018

Breakfast(200 nos)

08:30 AM-10:00 AM

As per Menu 5(a)

Lunch(200 persons)

01:00 PM –02:00 PM

As per Menu 5(c)


4:30 PM –05:30 PM

As per Menu 5(b)

Dinner (200persons)

08:00 PM-10:00 PM

As per Menu 5(c)

18th March2018

Breakfast(200 persons)

08:30 AM-10:00 AM

As per Menu 5(a)

Lunch(500 persons)

01:00 PM –02:00 PM

As per Menu 5(c)


4:30 PM –05:30 PM

As per Menu 5(b)

Dinner (500persons)

08:00 PM-10:00 PM

As per Menu 5(c)

19th March2018

Breakfast/HighTea(1000persons)

08:30 AM-6:30PM

As per Menu 5(b)

Lunch (2000persons)

01:00 PM –02:30 PM

As per Menu 5(c)

High Tea(3000persons)

4:30 PM –05:30 PM

As per Menu 5(b)

Dinner (6000persons)

08:30 PM-10:00 PM

As per Menu 5(c)


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20th March2018


08:30 AM-6:30PM

As per Menu 5(b)

Lunch (7000persons)

01:00 PM –02:30 PM

As per Menu 5(c)


4:30 PM –05:30 PM

As per Menu 5(b)

Dinner (8000persons)

08:30 PM-10:00 PM

As per Menu 5(c)

21st March2018


08:30 AM-6:30PM

As per Menu 5(b)

Lunch (8000persons)

01:00 PM –02:30 PM

As per Menu 5(c)


4:30 PM –05:30 PM

As per Menu 5(b)

Note:1. The timings indicated above are indicative and may

get change as per program finalized.

Set up of water/ tea stations across event venue – 20 Nos Positioning of 5 cycle tea vendors at designated places

during the event from 18th March 2018 to 21st march 2018with timings 9am- 8pm.

a) Proposed Menu for IT Run Refreshment/ Food Packetson 18th March 2018 1 Apple 1 Sandwich 1 Muffin 1 Water Bottle 1 Juice/ Energy DrinkProposed Menu for Breakfast/High Tea on 18th March2018 Tea, Coffee, Juice (Regular) + Cookies Mix Pakora/ Kachori/Samosa/ Kofta Veg. Sandwitch/MayoneseSandwitch/ Cutlet

b) Proposed Menu for Breakfast/High Tea Tea, Coffee, Juice (Regular) + Cookies Mix Pakora/ Kachori/Samosa/ Kofta Veg. Sandwitch/MayoneseSandwitch/ Cutlet One sweet

c) Proposed Menu for Lunch and dinner (all days except


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lunch on 21st March 2018 One Soup One Salad Two Vegetables (one paneer and one seasonal Veg) One Dal Rice One Curd Rayata Two types of Roti One Desert Drinking Water bottles

d) Proposed Menu for Lunch on 21st March 2018 Two Soups Three types Salad One Butter Milk/Lassi Two Vegetables One Dal One Paneer One Pulao One Curd raita Mix Pickle Roasted Papad Two type Chatni Three Type Roti Two Deserts One Ice Cream One 1 Ltr. Water bottle

e) Proposed Menu for Refreshment Hackathon Paticipanton 19thMarch 2018 to 21st March 2018 Tea Coffee Juice/cold drink/Energy Drink Cookies Popcorn Pastries Patties

Note:- Preferred caterers for lunch and dinner shall be-o M/s Gyanji sweet caterso Ms sweet catererso M/s Maharaja catererso M/s J. Oberoio Or any other equivalent caterers

Crockery-o The crockery (suggestive bone china or equivalent) &

cutlery being used should be light weight and of five starquality/ standard.


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o Food-serving sets and spoon/ forks should be of highquality (suggestive silver plated or equivalent).

o Napkins should be of Cotton White colour of min. size15”x15”.

o The quality of crockery, cutlery, tea, coffee, sugar cubes,cookies, linen and other related items shall be first gotapproved, well advance in time, by designated DoIT&Cofficers. Only the approved samples are to be servedduring the event.

Please note that the above menu shall be changed on eachconsecutive serving. Menu must be shared and approvedwith DoIT&C team 48 hours before.

Kitchen setupand KitchenStore Setup

Kitchen Set-up (From 02:00 PM of 17th March 2018 to 07:00 PMof 21st March 2018, Location at Rajasthan College, Jaipur)

1 kitchen with Water proof Iron Dome Structure set up withall sides fencing with 5’ height Iron zali as per plan finalizedby DoIT&C

Setup of 3-4 proper entry exit lock & Key doors as perrequirement [Emergency Exit Gate]

Wooden flooring with Carpet Placing/pasting of flex/vinyl signage and branding material

and facia. Sufficient Lighting and Power Point 15/5 AMP Placement of Fire-extinguishers along with trained staff as

per plan finalized by DoIT&C The list of items required for overall set-up are as below-

Flying Insect killer – 6 Nos Exhaust Fan set up of 15’’ to 18’’ – 4 Nos Old Carpet - 10000 sqft Jute Mat/ Footmat - 5000 sqft Arrangement of Sufficient water tanks for cooking

6 Support Staff/Volunteers

EMA shall be responsible to depute required support staff withadequate event management skills to execute the event plan, venuemanagement and coordinate with DoIT&C and RISL teams.Security Staff

Bouncers around Food Court area – minimum 5 Nos Security Checking Staff at each entry gate - minimum 1 Nos

Hackathon Halla)1 Supervisor and 3 executives as support staff in 24*7 shifts from09:00 AM of 18th March to 06:00 PM of 19th Marchb) 2 Supervisor and 6 executives as support staff in 24*7 shifts from06:00 PM of 19th March to 02:00 PM of 21st MarchRetiring Room2 support staff in shifts from 09:00 AM of 18th March to 02:00: PMof 21st March 2018


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Recreation Room2 support staff in each room. 24*7 shifts from 09:00 AM of 19thMarch to 02:00 PM of 21st MarchCloak Room4 support staff in 24*7 shifts from 09:00 AM of 19th March to 02:00PM of 21st MarchRegistration Counters10 executivesExhibition Area1 supervisor , 2 support staff in shifts from 08:00 AM of 18th Marchto 08:00 PM of 21st MarchFood Court Areaa) Serving / Attending Staff for VIP/DOIT&C & RISL, Hackathon

teams : Minimum 20 nosb) Serving / Attending Staff for rest delegates/guests/candidates :

Minimum 30 NosInauguration/ CM Speech Area

a) Female Ushers - 8 Nosb) Security Checking Staff –

At VIP Gate :Min. 3 Male, 1 Female At each Guests Gate: Min. 3 Male, 1 Female Bouncers from Hackathon area shall be shifted to

CM speech area after completion of HackathonOR as required

7 Photography,Videography,Webcasting

a) Complete Professional Photography (including GroupPhotographs), HD Videography and Live Webcast (Internet) ofthe event performed at the Aluminium Hanger. The EMA shallalso provide the Digital version of all the captured photos andvideo on appropriate number of DVDs (2 Sets) to DoIT&C.

b) 2 Drone Cameras shall be deployed for covering various eventsfrom 6:00 AM of 18th March 2018

c) Date wise breakup of requirement of Photographer andVideographer:

Date& Time Description Quantity17th March 2018 Photographer 1

Videographer 118th March 2018 during ITRun (2 hrs. before & 2 hrs.after)

Photographer 5Videographer 5

19th March 2018 (9AM to10PM)


19th March 2018 (10PM to08AM)


20th March 2018 (9AM to10PM)



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20th March 2018 (10PM to08AM)


21st March 2018 (9AM to7PM)


8 Taxi/ CabArrangements/ConveyanceArrangements

a) Taxi/CabarrangementsforPickupandDropfacilityfor alltheMentors, Judges and other Guests arriving at Airport,RailwayStation,BusStandtotheirrespectiveHotels/govt.officesandfrom Hotels/govt. officestotheVenue andvice-versaas perthegiven schedule.

b) The Taxis/ Cabs along with their Drivers will be required fromone day before and up to next day of an event.

c) The Vehicles should be of good condition w/ clean seatcovers and be provided on 12hrs (80 kms) basis. AdditionalHours/ Kms, if any, shall be paid on prorate basis as per theactual quoted cost for the respective vehicle type.

d) All the Drivers must be uniformed.e) The tentative number and type of Taxis’/ Cabs’ required

as under: -• ETIOS/MarutiSwiftDezireCars(AC&Heater) w/Driver

Date Vehicle Type Indicative Qty.12th March 2018 to17th March 2018

Etios/DeZire 8Innova 2

18th March 2018 to21st March 2018

Etios/DeZire 30Innova 10

f) TheEMAwouldberesponsibleforprovidingalllogisticssupportforcomfortablestayofdelegatesincludingthepickanddropfromAirport/RailwayStation/Busstandtotheplace ofstay/eventsite asperthe requirement.Theguestwouldbeaccommodatedintherespectivehotelsasdecided by DOIT&C.

g) Below conveyance options for short trips covering entire venuelocation spanning Rajasthan College, Commerce College, JKKand IGPRS shall be made available from 17th March to 21st

March 2018. E-Rickshaw – 10 Nos. Low Height Float as Shuttle-Cart – 4 Nos.

9 Guest StayArrangementsand HotelRoomBookings

a) The selected bidder shall provide accommodation in any oneof the below mentioned hotels for all the Mentors, Judges andVIPs and other invited Guests.

Name of HotelsA- Category

The Marriot Radisson Blue Holiday Inn Clarks Amer

B- Category


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Red Fox Royal orchid Fern Four point Sheraton

Indicative estimation of no. of rooms required are as follows:-S.

NOTypes of

RoomDate Room Night

1 ACategory


Approx. 100

2 BCategory


Approx. 150

a) The requirement of rooms mentioned above is indicative andis provided to assist the bidders in giving a quote. However,the actual requirement of rooms can differ from the indicatednumber of rooms on each day and the successful bidder willhave to provide the required number of rooms. Payment willbe made on actual, subject to payment for the minimumconfirmed rooms.

b) The services availed by guests, other than those mentionedin this document shall be paid by the guests and the DoIT&Cshall not be responsible for payment for these extra services.However, DoIT&C shall classify certain rooms as permittedrooms and inform the agency about the extra services(excluding liquor) to be provided to those rooms and thepayment be made on actual basis by the DoIT&C. The biddershall be required to produce the original bills from therespective hotels duly verified by the guest/ delegate.

c) The requirement is indicative and payment shall be made onactual basis. However, minimum payment for the no. ofminimum confirmed room nights mentioned shall be made.

d) The check-out time from the hotel of some delegates mightget extended by 2-3 hours. In such cases, no extra paymentshall be made for such extended hours in the hotel.

10 Electrical andElectronicsarrangementswith cablecovers

Selected EMA shall be responsible for making sufficient lightingarrangements with required power backup (track lights, metallights, LED light, halogen lights, concealed lights, Genset withDiesel) as per requirement at the entire venue locations coveringPathways, Exhibition Hall, Hackathon hall, Retiring area,recreation area, utility places, Food court, Kitchen area, frontside road, toilet area, IT Run route and any other places as perrequirement.Extending Power and providing Spike Busters at all locations asindicated in venue setup at various event venue locations and to


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Activity SoW

the Switches/Wi-Fi Equipments setup by DoIT & C across venueLighting work shall be in conjunction with the theme provided byDoIT&C and should give an aesthetic look at key locations atvenue.

Laptops: Selected EMA shall be responsible to provideWiFi enabled Laptops (Core i5 and 4 GB RAM or above)at least 101 Nos with good power backup.

Indoor LED Wall (3 P)-Setting up of approximately (51 Nos + [1 No in everyroom of IGPRS]) of Indoor LED walls with woodenstructure and masking in different sizes i.e. 6’x8’, 8’x10’,12’ x 10’, 20’X12’ etc. as per the plan finalized by DoIT &C

Outdoor LED (3 P)-Setting up of approximately 8 NosSqft Outdoor LEDwalls with wooden structure and masking in differentsizes i.e. 6’x8’, 8’x10’, 12’ x 10’, 20’X12’ etc. as per theplan finalized by DoIT & C

Plasma/LED TV 50” or higher with Stand – 47 Nos LED TV - Touch - 47 inch with masking/stand – 10

Nos LED TV - Touch 55 inch with masking/ stand - 2 Nos LED TV - 65 inch - 4K with masking/ stand - 2 Nos LED TV - Touch 65 inch with masking/ stand - 3 Nos LED TV - 65 inch with masking/stand - 2 No LED TV - 75 inch with masking/stand – 2 No LED TV - 84 inch - 4K with masking/ stand – 2 No LED TV - Touch 86 inch -4K or higher with masking/

stand – 1 No LED TV - 98 inch -4K with masking/stand – 1 No LED TV size 42” with dish connectivity for Live TV

Programs – 57 Nos Switchers and Mixer for multiple sources as per

requirement Walky Talky along with chargers and earphones

(covering entire event area and IT Run)- 50 NosTo be made available from 16th March 2018 – [25 Nos forEMA team and 25 Nos to be allocated to DoIT&C/RISLTeams as per plan finalized by DoIT&C]

Dish TV connection for TVat recreation/control room – 3Nos

Air conditioning setup – approx. 1 ton per 100 sqft as perrequirement

Exhaust Fan Setup of 15’’ to 18’’ – 4 Nos Sufficient provisioning of Genset including fuel for


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S.No.

Activity SoW

smooth execution of the event and during duration of sitepreparation and during event.

The selected EMA shall also be responsible to provide, setup andoperation support of items like LED walls, Plasma wall, floor LED,Plasma TV, seamless plasma TV, sound system, speakers, mic(cordless microphone, collar microphone), Switcher & Mixer, SpikeBusters etc. EMA would also arrange for necessary cables ofrequired length, connectors, switchers, mixers etc. and ensuretesting of same well before the start of event/activities

11 Water ProofTemporarystructures andAluminiumHanger, IronDomeStructure,Truss Structureand WoodenWork asdetailed inrespectivesections above.

Selected EMA shall complete designing, fabrication, installation,setup & deployment of Temporary structures like AluminiumHanger, Iron Dome Structure and Truss Structure with setting upof requisite entry/exit/emergency exit Gates as under:

Water proof Aluminium Hanger in different sizes (10 Mtrsto 40 Mtrs width as per space availability at venue)

Setting up of Aluminium Hangerwith sealing for HackathonHall (covering approx 75000 sqft surface area)

Setting up of Aluminium Hangerwith sealing forInauguration/ CM Speech Area (covering approx 60000sqft surface area with 4000 sqft for special design pavilionsetup)

Setting up of Aluminium Hangerwith sealing for Exhibitionarea (covering approx 45000 sqft [including 5000 sqft forspecial designs)

Setting up of Aluminium Hanger [11’ height]with decorativemasking and sealing for Food Court Area(covering approx30000 sqft surface area)

Setting up of Aluminium Hangerwith decorative maskingand sealing for Recreation and Retiring Room (coveringapprox 64500 sqft surface area)

Setting up of Aluminium Hangerwith decorative maskingand sealing for Cloak Room (covering approx 4500 sqftsurface area) with 12” steel shelves and Octonorm structuresas per plan finalized by DoIT&C

Setting up of a Truss Structurewith decorative masking andsealing for Event Control Room (covering approx 1000 sqftsurface area)

Setting up of 20 Octonorm Structures for RegistrationCounters (covering approx 18000 sqft surface area)

Setting up of 10 Octonorm Structures for Job Fair within CMspeech area hall as per plan finalized by DoIT&C

Setting up of Dome/Truss/Octonorm Structures for LaserShow/ /Smart Village setups as per plan finalized by DoIT&C

Setting up of Iron /Truss Structure Large Welcome Gatesonvarious activities’ entry/exit roads – 10 Nos


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S.No.

Activity SoW

Water proof Iron Dome setupo Iron Dome setup covering approx 10000 Sqft Surface area for

Kitchen setup and Kitchen Store Setup With all sides Iron zalifencing upto 5’ height and three-four entry gates with Lockfacility

The EMA would be required to setup Wooden Work/ woodenstructures at venue location for accomplishing various types ofworks like flooring, panelling, various support structures, platforms,structures for affixing flexes, direction panels, and various otherwooden work in conjunction with the theme provided by DoIT&C

Wooden flooring/platform as per requirement of (approx4”to18” height) with neat and clean Carpet withtransparent plastic sheet

o Hackathon Hall- 75000 sqfto Exhibition area - 45000 sqft[including 5000 sqft for

special designs]o Food Court Area - 30000 sqfto Registration Area - 18000 sqfto Recreation/Retiring Room -64500 sqfto Cloak Room – 4500 sqfto Kitchen - Kitchen Store Area (With old/used carpet) –

10000 sqfto VVIP Lounge Area – 1500 sqfto Job Fair and One 7D area – 3300 sqfto Event Control Room – 1000 sqft

Wooden Structures with special shapes/3 D with vinylpasting eco solvent - 1000 sqft and as per designsfinalized by DoIT&C

Acrylic signages with backlight effect - 500 sqft and asper designs finalized by DoIT&C

12 Flower, Plantsand otherDecorations

Selected EMA shall complete designing, setup & deployment offlowers, plants, bouquets, flower vase etc. at venue location foraccomplishing various types of works like flower decoration, stagedecoration, dias decoration and various other places at venuelocation in conjunction with the theme provided by DoIT&C.

Plants for Decoration-610 Nos Fresh Bouquet- 11 Nos + [5 Nos in every room of IGPRS] Flower vase- 86 Nos + [ 2 Nos in every room of IGPRS ] Fresh Flower decoration- Aluminium Hanger Dias Table

(flowers like tulip, lily, orchid etc). Fresh Flower decoration- on Head table from flowers like

tulip, lily, orchid etc. Decoration – balloons – 5000 Nos


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S.No.

Activity SoW

13 Miscellaneous First aid Kit – 3 sets 10 set of Needle, Thread, Button, Safety Pin set etc. Fire Extinguishers – Water Based– 10 Nos Fire Extinguishers – Foam Based– 10 Nos Fire Extinguishers – CO2 Based– 135 Nos + [2 Nos in every

room if IGPRS] Fire Extinguishers – Wet Chemical Based– 12 Nos Fire Extinguishers – Powder Based– 10 Nos Emergency lights - 10 Complete Housekeeping covering entire venue location Sufficient Housekeeping staff with garbage bags and trolleys Flying Insect Killer covering the Kitchen Area – 34 Nos Security Guard for parking arrangements from 9:00 AM to 7:00

PM on each day of the eventNote :

a. As the Venue for the events includes Rajasthan University Colleges, Jaipurwhich will be occupied for examination purpose during college working hourshence all the work is to be executed during evening/night hours i.e. from 08:00PM to 06:00 AM.

b. JKK and IGPRS venue to EMA for working will be available for production from15th march 2018.

3) The quantities indicated in above Scope of work are minimum indicative quanties. Thebidder shall quote the lumsum cost of complete event execution/management as per thescope of work and quantities specified for each item under different line items. Order to theselected EMA shall be placed on agreed value of total lump sum cost towards execution ofthe event. However, there may be chances of reduction/increment in quantities of scope ofwork. The additional payment towards additional quantities executed/supplied would bemade considering the cost of item quoted by selected EMA in annexure-9 i.e. BoQ foradditional item. In case of reduction in quantities the amount will be deducted towards non-execution/supply of quantities considering the rates quoted by selected EMA in annexure-9i.e. BoQ for additional item with the maximum cap of quantity specified in annexure-9 i.e.BoQ for additional item.

4) Other Miscellaneous activities/tasksa) The above list is a tentative/indicative list and the bidder would be required to undertake

any other relevant activity as required by the tendering authority for smooth and successfulcompletion of the overall event.

b) Additional goods and/ or related services, if any, provisioned by the EMA during the eventshall be paid on mutually agreed terms and as per the decision by CMC. The decision ofthe CMC, for payments towards additional goods and/ or related services, shall be final andbinding upon the EMA.

c) The detailed schedule of the event would be provided to bidder at appropriate time. Thequality of each and every item of the scope of work as mentioned above should be gotapproved by the tendering authority. The standard of each item should be of five /four star


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ratings.d) Conduct the event keeping in mind the best interest of the growth of the industry in the

State of Rajasthan.e) The theme & designs proposed for the conference should be original and innovative. Sub-

standard quality will not be accepted at all.f) Samples of candidate kit bags, T-Shirt, Power banks, Pen Drives, Tablets, iPads and

mementoes have been given to ensure standardisation and will not be ordinarily changed.But, if a bidder has an alternative and better idea in keeping with the overall theme anddesign of the conferenc event, they can be changed with prior approval from the tenderingauthority provided financial benefit, if any, due to this, is passed to the Purchaser.

g) Obtain necessary permissions and NOCs, if required and as applicable.h) Ensure the execution of works in accordance with the provisions of this document and as

per the instructions from the designated officers of DoIT&C.i) Arrange for crowd management activities and undertake enough measures to handle an

emergency situationj) Arrange for appropriate on-site medical facilities and first aid arrangements at Venuek) Coordinate with the Police Department, RTO, fire and emergency services, for suitable

permissions/ arrangements.l) Civil InfrastructureServices

a. All the required Mantling and dismantling of civil structures should be taken care of.b. Designsshould be harmonioustotheexistingcultureofRajasthan.c. Thequalityofdesigns,workmanshipandservicesshouldbethebestconsistentwith an

InternationalEvent.d. AllthematerialsshallbeconformingtoIScodesorasperthesamplesapprovedby

DoIT&C.Defective,crackedmaterialsshall notbe used.e. Allstructuresshallbefirmlygroundedandstableagainstwindforce,liveloadand dead

loads wherevertheyaremade in anopen space.f. Thestructureshallbeengineeredstructureserectedundercompetentengineering

supervision.g. Structuresshall be designed andexecutedconsidering adverseweatherconditions.h. Joineryand supportsshould be properlyengineered,firmandwith goodfinish.i. Colourshall befinished well beforeto avoid theodoursmell and eye burn.j. Wallpanels,whereverused,shallbeclean,shouldbeinplumbandproperlyfixed

withoutswingorsway.k. TheEMAshallnotwilfullyorotherwisedamage,defile,alter,changeordefaceinany

mannerwhatsoever,thewallsoftheVenue,itsfoundation,etc.norshallsupport,suspend,hang,orinanyimproperwayfixanyweightarticles,etc.,otherthanthe samplesapproved by DoIT&C.

l. Carpetshouldbenew,clean,patch-freeandjointshallbecoveredwithtapeof matchingcolour.

m. Colors of carpets, cloth masking and curtains color should be in sync with theoverall theme of the event and shall get approved by DoITC

n. Falseceilingshouldbeinlevelandjointsshallbeclean.Itshallbepaintedwithappropriatecolour.

o. All outdoorlighting fixturesshould bewaterproof.p. Signageheightandlettersizeshouldbevisibleandplacedinprominentandstrategic

locations.q. EMA shall clean/clearthe entirevenue site before start of an event and also afterthe


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completion ofthe event.r. Emergencyexitandfireprecautionshall betakencareof.s. Flowersandplantsshallbefresh,wellgroomedandshouldbereplacedonadaily basis.t. All thefurniture,whereverprovided,should befirmandcomfortable.u. Circulation,whereverapplicable,should be easy,should notcreateblockage.v. Theremustbesmoothentryandexittothestructure.Themovementwithinthevenue shall

be barrierfreeand friendlyto physicallychallengedpeople.w. EMAshallnotpermitanymemberofhisstafftocook,washhimself,hisclothesor

utensilsanywhere insidethevenuearea.x. Allemptycartonsandcrates,ifany,mustbelabelledandremovedfromtheexhibition

grounds.y. Noovernightparkingoftrucksortemposispermittedattheexhibitionarea/property during

move-ins,showhoursandmove-outs.m) Mechanical/ElectricalMaterials&PowerSource

a. Allelectricalmaterialstobeusedlikewires,cables,switchgears,fuseswitchunits,metalclad switches,Insulation tap,lugs,cableglandsetc.should be with I.S.I.mark.

b. Inanycase,PWDelectricalspecificationsformaterialandworkmanshipshouldbefollowed as aminimumrequirement.

c. Whereexplicitspecificationsarenotavailable,theworkshallbeexecutedaspertheIndustrystandards andon approvalofthe samplesby DoIT&C.

d. Noelectricalcontrol/switchroomshallbeusedtostore/dumpexhibits/packing materialandenoughspace be available formovement.

e. Whereveritisunavoidabletolayelectriccableundercarpet,itshallbecoveredby woodenramps.Wiring undercarpetsshall nothave joints.

f. All fuseusedmustbe properlyrated.Rewiringofdamagedfuses isnotallowed.g. All powerdistribution boards,ifany,should beproperlyearthed.h. TheEMA,asperloadrequirement,willdrawthepowerfromthemainpoweravailable

intheVenue.However,EMAshallmakeuseofDGSets(availableattheVenue)incaseofadditionalbackuppowerrequirements.Dieselrequired,ifany,forDGSets shouldbe provided bythe selectedEMA.

i. Lighting&Sound Systemi. Outdoorlighting fixtures should be waterproof.ii. Each plug pointsshouldhave properlyconnectedearth wire.iii. Each plug should beproperlyfixed.iv. AppropriateSoundSystemwithCDPlayers,Microphones,Speakersetc.should

be usedto distributesound through entire pavilion.v. Provisionshouldbemade foradditionalrequirementofequalizers,additionalecho

system, cordlessmicrophone,etc.5) ThequalityofeachandeveryitemundertheScopeofWork,asmentionedabove,shouldbe

firstgotapproved bythedesignatedofficersofDoIT&C andthen deployedatthe Venue.6) Thestandard ofeach itemshouldbe offive /fourstarratings.


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5. INSTRUCTION TO BIDDERS (ITB)1) Sale of Bidding/ Tender Documents

a) The sale of bidding documents shall be commenced from the date of publication of NoticeInviting Bids (NIB) and shall be stopped one day prior to the date of opening of Bid. Thecomplete bidding document shall also be placed on the State Public Procurement Portaland e-Procurement portal. The prospective bidders shall be permitted to download thebidding document from the websites and pay its price while submitting the Bid to theprocuring entity.

b) The bidding documents shall be made available to any prospective bidder who pays theprice for it in cash or by bank demand draft, banker's cheque.

2) Pre-bid Meeting/ Clarificationsa) Any prospective bidder may, in writing, seek clarifications from the procuring entity in

respect of the bidding documents.b) A pre-bid conference is also scheduled by the procuring entity as per the details mentioned

in the NIB and to clarify doubts of potential bidders in respect of the procurement and therecords of such conference shall be intimated to all bidders and where applicable, shall bepublished on the respective websites.

c) The period within which the bidders may seek clarifications under (a) above and the periodwithin which the procuring entity shall respond to such requests for clarifications shall be asunder: -

a. Last date of submitting clarifications requests by the bidder: as per NIBb. Response to clarifications by procuring entity: as per NIB

d) The minutes and response, if any, shall be provided promptly to all bidders to which theprocuring entity provided the bidding documents, so as to enable those bidders to takeminutes into account in preparing their bids, and shall be published on the respectivewebsites.

3) Changes in the Bidding Documenta) At any time, prior to the deadline for submission of Bids, the procuring entity may for any

reason, whether on its own initiative or as a result of a request for clarification by a bidder,modify the bidding documents by issuing an addendum in accordance with the provisionsbelow.

b) In case, any modification is made to the bidding document or any clarification is issuedwhich materially affects the terms contained in the bidding document, the procuring entityshall publish such modification or clarification in the same manner as the publication of theinitial bidding document.

c) In case, a clarification or modification is issued to the bidding document, the procuringentity may, prior to the last date for submission of Bids, extend such time limit in order toallow the bidders sufficient time to take into account the clarification or modification, as thecase may be, while submitting their Bids.

d) Any bidder, who has submitted his Bid in response to the original invitation, shall have theopportunity to modify or re-submit it, as the case may be, within the period of time originallyallotted or such extended time as may be allowed for submission of Bids, when changesare made to the bidding document by the procuring entity:


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Provided that the Bid last submitted or the Bid as modified by the bidder shall beconsidered for evaluation.

4) Period of Validity of Bidsa) Bids submitted by the bidders shall remain valid during the period specified in the NIB/

bidding document. A Bid valid for a shorter period shall be rejected by the procuring entityas non-responsive Bid.

b) Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptionalcircumstances, may request the bidders to extend the bid validity period for anadditional specified period of time. A bidder may refuse the request and such refusal shallbe treated as withdrawal of Bid and in such circumstances bid security shall not beforfeited.

c) Bidders that agree to an extension of the period of validity of their Bids shall extend or getextended the period of validity of bid securities submitted by them or submit new bidsecurities to cover the extended period of validity of their bids. A bidder whose bid securityis not extended, or that has not submitted a new bid security, is considered to have refusedthe request to extend the period of validity of its Bid.

5) Format and Signing of Bidsa) Bidders must submit their bids online at e-Procurement portal i.e.

http://eproc.rajasthan.gov.in.b) All the documents uploaded should be digitally signed with the DSC of authorized

signatory.c) A Two stage Single part/ cover system shall be followed for the Bid: -

a. Financial Bid, including fee detailsb) Financial bid shall include the following documents: -

Table 5.2 :- Financial Bid DocumentsS.

No.Documents Type Document Format

Fee Details1. Bidding document Fee (Tender Fee) Proof of submission (PDF)2. RISL Processing Fee (eProc) Instrument/ Proof of submission

(PDF)3. Bid Security Instrument/ Proof of submission

(PDF)Financial Bid

4. Financial Bid – Covering Letter On bidder’s letter head dulysigned by authorized signatoryas per Annexure-1 (PDF)

5. Financial Bid - Format As per BoQ (.XLS) formatavailable on e-Procurementportal

6. Per Item Rate As per Annexure-5 (.XLS)c) The bidder should ensure that all the required documents, as mentioned in this bidding

document, are submitted along with the Bid and in the prescribed format only. Non-


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submission of the required documents or submission of the documents in a differentformat/ contents may lead to the rejections of the Bid submitted by the bidder.

6) Cost & Language of Biddinga) The Bidder shall bear all costs associated with the preparation and submission of its Bid,

and the procuring entity shall not be responsible or liable for those costs, regardless of theconduct or outcome of the bidding process.

b) The Bid, as well as all correspondence and documents relating to the Bid exchanged bythe Bidder and the procuring entity, shall be written only in English Language. Supportingdocuments and printed literature that are part of the Bid may be in another languageprovided they are accompanied by an accurate translation of the relevant passages inEnglish/ Hindi language, in which case, for purposes of interpretation of the Bid, suchtranslation shall govern.

7) Alternative/ Multiple BidsAlternative/ Multiple Bids shall not be considered at all.

8) Bid SecurityEvery bidder, if not exempted, participating in the procurement process will be required tofurnish the bid security as specified in the NIB.a) In lieu of bid security, a bid securing declaration shall be taken from Departments of the

State Government, Undertakings, Corporations, Autonomous bodies, Registered Societiesand Cooperative Societies which are owned or controlled or managed by the StateGovernment and Government Undertakings of the Central Government.

b) Bid security instrument or cash receipt of bid security or a bid securing declaration shallnecessarily accompany the financial bid.

c) Bid security of a bidder lying with the procuring entity in respect of other bids awaitingdecision shall not be adjusted towards bid security for the fresh bids. The bid securityoriginally deposited may, however, be taken into consideration in case bids are re-invited.

d) The bid security may be given in the form of a banker’s cheque or demand draft or bankguarantee, in specified format, of a scheduled bank. The bid security must remain validthirty days beyond the original or extended validity period of the bid.

e) The issuer of the bid security and the confirmer, if any, of the bid security, as well as theform and terms of the bid security, must be acceptable to the procuring entity.

f) Prior to presenting a submission, a bidder may request the procuring entity to confirm theacceptability of proposed issuer of a bid security or of a proposed confirmer, if required.The procuring entity shall respond promptly to such a request.

g) The bank guarantee presented as bid security shall be got confirmed from the concernedissuing bank. However, the confirmation of the acceptability of a proposed issuer or of anyproposed confirmer does not preclude the procuring entity from rejecting the bid security onthe ground that the issuer or the confirmer, as the case may be, has become insolvent orhas otherwise ceased to be creditworthy.

h) The bid security of unsuccessful bidders shall be refunded soon after final acceptance ofsuccessful bid and signing of Agreement and submitting performance security.

i) The Bid security taken from a bidder shall be forfeited, including the interest, if any, in thefollowing cases, namely: -a. when the bidder withdraws or modifies its bid after opening of bids;


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b. when the bidder does not execute the agreement, if any, after placement of supply/work order within the specified period;

c. when the bidder fails to commence the supply of the goods or service or execute workas per supply/ work order within the time specified;

d. when the bidder does not deposit the performance security within specified period afterthe supply/ work order is placed; and

e. if the bidder breaches any provision of code of integrity, prescribed for bidders,specified in the bidding document.

j) Notice will be given to the bidder with reasonable time before bid security deposited isforfeited.

k) No interest shall be payable on the bid security.l) In case of the successful bidder, the amount of bid security may be adjusted in arriving at

the amount of the Performance Security, or refunded if the successful bidder furnishes thefull amount of performance security.

m) The procuring entity shall promptly return the bid security after the earliest of the followingevents, namely:-a. the expiry of validity of bid security;b. the execution of agreement for procurement and performance security is furnished by

the successful bidder;c. the cancellation of the procurement process; ord. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding

documents stipulate that no such withdrawal is permitted.

9) Deadline for the submission of Bidsa) Bids shall be received online at e-Procurement portal and up to the time and date specified

in the NIB.b) Normally, the date of submission and opening of Bids would not be extended. In

exceptional circumstances or when the bidding document are required to be substantiallymodified as a result of discussions in pre-bid meeting/ conference or otherwise and thetime with the prospective bidders for preparation of Bids appears insufficient, the date maybe extended by the procuring entity. In such case the publicity of extended time and dateshall be given in the manner, as was given at the time of issuing the original NIB and shallalso be placed on the State Public Procurement Portal, if applicable. It would be ensuredthat after issue of corrigendum, reasonable time is available to the bidders for preparationand submission of their Bids. The procuring entity shall also publish such modifications inthe bidding document in the same manner as the publication of initial bidding document. If,in the office of the Bids receiving and opening authority, the last date of submission oropening of Bids is a non-working day, the Bids shall be received or opened on the nextworking day.

10) Withdrawal, Substitution, and Modification of Bidsa) If permitted on e-Procurement portal, a Bidder may withdraw its Bid or re-submit its Bid

(financial cover) as per the instructions/ procedure mentioned at e-Procurement websiteunder the section "Bidder's Manual Kit".

b) Bids withdrawn shall not be opened and processes further.


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11) Opening of Bidsa) The Bids shall be opened by the bid opening & evaluation committee on the date and time

mentioned in the NIB in the presence of the bidders or their authorised representatives whochoose to be present.

b) The committee may co-opt experienced persons in the committee to conduct the processof Bid opening.

c) The committee shall prepare a list of the bidders or their representatives attending theopening of Bids and obtain their signatures on the same. The list shall also contain therepresentative’s name and telephone number and corresponding bidders’ names andaddresses. The authority letters, if any, brought by the representatives shall be attached tothe list. The list shall be signed by all the members of Bid opening committee with date andtime of opening of the Bids.

d) All the documents comprising of Bid/ cover shall be opened & downloaded from the e-Procurement website (only for the bidders who have submitted the prescribed fee(s) toDoIT&C).

e) No Bid shall be rejected at the time of Bid opening except the Bids not accompanied withthe proof of payment or instrument of the required price of bidding document, processingfee and bid security.

12) Selection Method:a) The selection method is Least Cost Based Selection (LCBS or L1). It is assumed that

additional quantities for some of the items listed in annexure-5 may be requiredduring execution of an event. Thus, L1 bidder would be arrived by calculating the totallumpsum cost towards execution of an event (as per the entire scope of work) submitted bybidder in BoQ plus the sum of total cost submitted by bidder towards additional quantities.However,the order would be placed for execution of an event as per scope ofwork at the cost/negotiated lumpsum cost towards execution of an event (as perthe entire scope of work).

13) Clarification of Bidsa) To assist in the examination, evaluation, comparison and qualification of the Bids, the bid

evaluation committee may, at its discretion, ask any bidder for a clarification regarding itsBid. The committee’s request for clarification and the response of the bidder shall bethrough the e-Procurement portal.

b) Any clarification submitted by a bidder with regard to its Bid that is not in response to arequest by the committee shall not be considered.

c) No change in the prices or substance of the Bid shall be sought, offered, or permitted,except to confirm the correction of arithmetic errors discovered by the committee in theevaluation of the financial Bids.

d) No substantive change to qualification information or to a submission, including changesaimed at making an unqualified bidder, qualified or an unresponsive submission,responsive shall be sought, offered or permitted.

14) Evaluation & Tabulation of Financial BidsSubject to the provisions of “Acceptance of Successful Bid and Award of Contract” below, theprocuring entity shall take following actions for evaluation of financial Bids:-


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a) The financial Bids of the bidders, shall be opened online on the date, time and placementioned in the NIB, by the bid evaluation committee in the presence of the bidders ortheir representatives who choose to be present.

b) the names of the bidders, the rates given by them and conditions put, if any, shall be readout and recorded;

c) conditional Bids are liable to be rejected;d) the evaluation shall include all costs and all taxes and duties applicable to the bidder as per

law of the Central/ State Government/ Local Authorities, and the evaluation criteriaspecified in the bidding documents shall only be applied;

e) the financial bids shall comprise of two parts:a. Part A, lumpsum cost of the projectb. Part B, per item rate (as per Annexure 5)

f) the evaluation shall follow the below mentioned process for calculation of L1:a. L1 bidder would be arrived by calculating the total lumpsum cost towards execution

of an event (as per the entire scope of work) submitted by bidder in BoQ plus thesum of total cost submitted by bidder towards additional quantities. However, theorder would be placed for execution of an event as per scope of workat the cost/negotiated lumpsum cost towards execution of an event (asper the entire scope of work).

g) the bid evaluation committee shall prepare a comparative statement in tabular form inaccordance with rules along with its report on evaluation of financial Bids and recommendthe lowest offer for acceptance to the procuring entity, if price is the only criterion, or mostadvantageous Bid in other case;

h) The members of bids evaluation committee shall give their recommendations below thetable regarding lowest Bid or most advantageous Bid and sign it.

i) it shall be ensured that the offer recommended for sanction is justifiable looking to theprevailing market rates of the goods, works or service required to be procured.

j) To evaluate a financial bid, the tendering authority shall consider the following: -a. The bid price as quoted in accordance with bidding document.b. Price adjustment for correction of arithmetic errors in accordance with bidding

document.k) Additional quantities supplied/executed (if any), the payment for additional quantity will be

made as per the rates submitted in annexure-5.l) All rates quoted must be FOR destination and should include all incidental charges except

GST which should be shown separately. In case of local supplies the rates should includeall taxes, etc., and no cartage or transportation charges will be paid by the Governmentand the delivery of the goods shall be given at the premises of Purchaser. Goods to bepurchased are for the purpose of official use, hence Octroi is not payable. The rates,therefore, should be exclusive of Octroi, and local tax, in case goods to be purchased arefor the purpose of resale or use as manufacture of any goods for sale, the rates shall beinclusive of Octroi and local tax. In the former case, a certificate in the prescribed form willbe furnished along with the supply order.

15) Correction of Arithmetic Errors in Financial BidsThe bid evaluation committee shall correct arithmetical errors in substantially responsive Bids,on the following basis, namely: -


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a) if there is a discrepancy between the unit price and the total price that is obtained bymultiplying the unit price and quantity, the unit price shall prevail and the total price shallbe corrected, unless in the opinion of the bid evaluation committee there is an obviousmisplacement of the decimal point in the unit price, in which case the total price as quotedshall govern and the unit price shall be corrected;

b) if there is an error in a total corresponding to the addition or subtraction of subtotals, thesubtotals shall prevail and the total shall be corrected; and

c) if there is a discrepancy between words and figures, the amount in words shall prevail,unless the amount expressed in words is related to an arithmetic error, in which case theamount in figures shall prevail subject to clause (a) and (b) above.

16) Negotiationsa) Except in case of procurement by method of single source procurement or procurement by

competitive negotiations, to the extent possible, no negotiations shall be conducted afterthe pre-bid stage. All clarifications needed to be sought shall be sought in the pre-bid stageitself.

b) Negotiations may, however, be undertaken only with the lowest or most advantageousbidder when the rates are considered to be much higher than the prevailing market rates.

c) The bid evaluation committee shall have full powers to undertake negotiations. Detailedreasons and results of negotiations shall be recorded in the proceedings.

d) The lowest or most advantageous bidder shall be informed in writing either throughmessenger or by registered letter and e-mail (if available). A minimum time of seven daysshall be given for calling negotiations. In case of urgency the bid evaluation committee,after recording reasons, may reduce the time, provided the lowest or most advantageousbidder has received the intimation and consented to regarding holding of negotiations.

e) Negotiations shall not make the original offer made by the bidder inoperative. The bidevaluation committee shall have option to consider the original offer in case the bidderdecides to increase rates originally quoted or imposes any new terms or conditions.

f) In case of non-satisfactory achievement of rates from lowest or most advantageous bidder,the bid evaluation committee may choose to make a written counter offer to the lowest ormost advantageous bidder and if this is not accepted by him, the committee may decide toreject and re-invite Bids or to make the same counter-offer first to the second lowest ormost advantageous bidder, then to the third lowest or most advantageous bidder and so onin the order of their initial standing and work/ supply order be awarded to the bidder whoaccepts the counter-offer. This procedure would be used in exceptional cases only.

g) In case the rates even after the negotiations are considered very high, fresh Bids shall beinvited.

17) Exclusion of Bids/ Disqualificationa) A procuring entity shall exclude/ disqualify a Bid, if: -

a. the information submitted, concerning the qualifications of the bidder, was false orconstituted a misrepresentation; or

b. the information submitted, concerning the qualifications of the bidder, was materiallyinaccurate or incomplete; and

c. the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in thebidding document;


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d. the Bid materially departs from the requirements specified in the bidding document or itcontains false information;

e. the bidder, submitting the Bid, his agent or any one acting on his behalf, gave or agreedto give, to any officer or employee of the procuring entity or other governmentalauthority a gratification in any form, or any other thing of value, so as to undulyinfluence the procurement process;

f. a bidder, in the opinion of the procuring entity, has a conflict of interest materiallyaffecting fair competition.

b) A Bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualificationis discovered.

c) Every decision of a procuring entity to exclude a Bid shall be for reasons to be recorded inwriting and shall be: -a. communicated to the concerned bidder in writing;b. published on the State Public Procurement Portal, if applicable.

18) Lack of competitiona) A situation may arise where, if after evaluation of Bids, the bid evaluation committee may

end-up with one responsive Bid only. In such situation, the bid evaluation committee wouldcheck as to whether while floating the NIB all necessary requirements to encouragecompetition like standard bid conditions, industry friendly specifications, wide publicity,sufficient time for formulation of Bids, etc. were fulfilled. If not, the NIB would be re-floatedafter rectifying deficiencies. The bid process shall be considered valid even if there is oneresponsive Bid, provided that: -a. the price quoted by the bidder is assessed to be reasonable;b. the Bid is unconditional and complete in all respects;c. there are no obvious indicators of cartelization amongst bidders; andd. the bidder is qualified as per the provisions of pre-qualification/ eligibility criteria in the

bidding documentb) The bid evaluation committee shall prepare a justification note for approval by the next

higher authority of the procuring entity, with the concurrence of the accounts member.c) In case of dissent by any member of bid evaluation committee, the next higher authority in

delegation of financial powers shall decide as to whether to sanction the single Bid or re-invite Bids after recording reasons.

d) If a decision to re-invite the Bids is taken, market assessment shall be carried out forestimation of market depth, eligibility criteria and cost estimate.

19) Acceptance of the successful Bid and award of contracta) The procuring entity after considering the recommendations of the bid evaluation

committee and the conditions of Bid, if any, financial implications, trials, sample testing andtest reports, etc., shall accept or reject the successful Bid. If any member of the bidevaluation committee, has disagreed or given its note of dissent, the matter shall bereferred to the next higher authority, as per delegation of financial powers, for decision.

b) Decision on Bids shall be taken within original validity period of Bids and time periodallowed to procuring entity for taking decision. If the decision is not taken within the originalvalidity period or time limit allowed for taking decision, the matter shall be referred to thenext higher authority in delegation of financial powers for decision.


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c) Before award of the contract, the procuring entity shall ensure that the price of successfulBid is reasonable and consistent with the required quality.

d) A Bid shall be treated as successful only after the competent authority has approved theprocurement in terms of that Bid.

e) The procuring entity shall award the contract to the bidder whose offer has beendetermined to be the lowest or most advantageous in accordance with the evaluationcriteria set out in the bidding document and if the bidder has been determined to bequalified to perform the contract satisfactorily on the basis of qualification criteria fixed forthe bidders in the bidding document for the subject matter of procurement.

f) Prior to the expiration of the period of bid validity, the procuring entity shall inform thesuccessful bidder, in writing, that its Bid has been accepted.

g) As soon as a Bid is accepted by the competent authority, its written intimation shall be sentto the concerned bidder by registered post or email and asked to execute an agreement inthe format given in the bidding documents on a non-judicial stamp of requisite value anddeposit the amount of performance security or a performance security declaration, ifapplicable, within a period specified in the bidding documents or where the period is notspecified in the bidding documents then within three days from the date on which the letterof acceptance or letter of intent is dispatched to the bidder.

h) If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a Letterof Intent (LOI) may be sent to the bidder. The acceptance of an offer is complete as soonas the letter of acceptance or letter of intent is posted and/ or sent by email (if available) tothe address of the bidder given in the bidding document. Until a formal contract isexecuted, the letter of acceptance or LOI shall constitute a binding contract.

i) The bid security of the bidders whose Bids could not be accepted shall be refunded soonafter the contract with the successful bidder is signed and its performance security isobtained.

20) Information and publication of awardInformation of award of contract shall be communicated to all participating bidders andpublished on the respective website(s) as specified in NIB.

21) Procuring entity’s right to accept or reject any or all BidsThe Procuring entity reserves the right to accept or reject any Bid, and to annul (cancel) thebidding process and reject all Bids at any time prior to award of contract, without therebyincurring any liability to the bidders.

22) Performance Securitya) Prior to execution of agreement, Performance security shall be solicited from all successful

bidders except the departments of the State Government and undertakings, corporations,autonomous bodies, registered societies, co-operative societies which are owned orcontrolled or managed by the State Government and undertakings of the CentralGovernment. However, a performance security declaration shall be taken from them. TheState Government may relax the provision of performance security in particularprocurement or any class of procurement.

b) The amount of performance security shall be 10% of the amount of supply order in case ofprocurement of goods and services. In case of Small Scale Industries (SSI) of Rajasthan, it


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shall be 1% of the amount of quantity ordered for supply of goods and in case of sickindustries, other than SSI, whose cases are pending before the Board of Industrial andFinancial Reconstruction (BIFR), it shall be 2% of the amount of supply order.

c) Performance security shall be furnished in any one of the following forms: -a. Bank Draft or Banker's Cheque of a scheduled bank;b. National Savings Certificates and any other script/ instrument under

National Savings Schemes for promotion of small savings issued by a Post Officein Rajasthan, if the same can be pledged under the relevant rules. They shall beaccepted at their surrender value at the time of bid and formally transferred in thename of procuring entity with the approval of Head Post Master;

c. Bank guarantee/s of a scheduled bank. It shall be got verified from the issuing bank.Other conditions regarding bank guarantee shall be same as mentioned in thebidding document for bid security;

d. Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name ofprocuring entity on account of bidder and discharged by the bidder in advance. Theprocuring entity shall ensure before accepting the FDR that the bidder furnishes anundertaking from the bank to make payment/ premature payment of the FDR ondemand to the procuring entity without requirement of consent of the bidderconcerned. In the event of forfeiture of the performance security, the Fixed Depositshall be forfeited along with interest earned on such Fixed Deposit.

d) Performance security furnished in the form specified in clause [b.] to [e.] of (c) above shallremain valid for a period of 60 days beyond the date of completion of all contractualobligations of the bidder, including warranty obligations and maintenance and defectliability period.

e) Forfeiture of Security Deposit: Security amount in full or part may be forfeited, includinginterest, if any, in the following cases:-

a. When any terms and condition of the contract is breached.b. When the bidder fails to make complete supply satisfactorily.c. if the bidder breaches any provision of code of integrity, prescribed for bidders,

specified in the bidding document.f) Notice will be given to the bidder with reasonable time before PSD deposited is forfeited.g) No interest shall be payable on the PSD.

23) Execution of agreementa) A procurement contract shall come into force from the date on which the letter of

acceptance or letter of intent is despatched to the bidder.b) The successful bidder shall sign the procurement contract within 3 days from the date on

which the letter of acceptance or letter of intent is despatched to the successful bidder.c) If the bidder, whose Bid has been accepted, fails to sign a written procurement contract or

fails to furnish the required performance security within specified period, the procuringentity shall take action against the successful bidder as per the provisions of the biddingdocument and Act. The procuring entity may, in such case, cancel the procurementprocess or if it deems fit, offer for acceptance the rates of lowest or most advantageousbidder to the next lowest or most advantageous bidder..

d) The bidder will be required to execute the agreement on a non-judicial stamp of specifiedvalue at its cost and to be purchase from anywhere in Rajasthan only.

e) After signing of procurement contract/agreement and submission of required performancesecurity, Purchaser will issue the Work Order to successful bidder.


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24) Confidentialitya) Notwithstanding anything contained in this bidding document but subject to the provisions

of any other law for the time being in force providing for disclosure of information, aprocuring entity shall not disclose any information if such disclosure, in its opinion, is likelyto: -a. impede enforcement of any law;b. affect the security or strategic interests of India;c. affect the intellectual property rights or legitimate commercial interests of bidders;d. affect the legitimate commercial interests of the procuring entity in situations that may

include when the procurement relates to a project in which the procuring entity is tomake a competitive bid, or the intellectual property rights of the procuring entity.

b) The procuring entity shall treat all communications with bidders related to the procurementprocess in such manner as to avoid their disclosure to competing bidders or to any otherperson not authorised to have access to such information.

c) The procuring entity may impose on bidders and sub-contractors, if there are any forfulfilling the terms of the procurement contract, conditions aimed at protecting information,the disclosure of which violates (a) above.

d) In addition to the restrictions specified above, the procuring entity, while procuring a subjectmatter of such nature which requires the procuring entity to maintain confidentiality, mayimpose condition for protecting confidentiality of such information.

25) Cancellation of procurement processa) If any procurement process has been cancelled, it shall not be reopened but it shall not

prevent the procuring entity from initiating a new procurement process for the same subjectmatter of procurement, if required.

b) A procuring entity may, for reasons to be recorded in writing, cancel the process ofprocurement initiated by it -a. at any time prior to the acceptance of the successful Bid; orb. after the successful Bid is accepted in accordance with (d) and (e) below.

c) The procuring entity shall not open any bids or proposals after taking a decision to cancelthe procurement and shall return such unopened bids or proposals.

d) The decision of the procuring entity to cancel the procurement and reasons for suchdecision shall be immediately communicated to all bidders that participated in theprocurement process.

e) If the bidder whose Bid has been accepted as successful fails to sign any writtenprocurement contract as required, or fails to provide any required security for theperformance of the contract, the procuring entity may cancel the procurement process.

f) If a bidder is convicted of any offence under the Act, the procuring entity may: -a. cancel the relevant procurement process if the Bid of the convicted bidder has been

declared as successful but no procurement contract has been entered into;b. rescind (cancel) the relevant contract or forfeit the payment of all or a part of the

contract value if the procurement contract has been entered into between the procuringentity and the convicted bidder.


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26) Code of Integrity for Biddersa) No person participating in a procurement process shall act in contravention of the code of

integrity prescribed by the State Government.b) The code of integrity include provisions for: -

a. Prohibitingi. any offer, solicitation or acceptance of any bribe, reward or gift or any material

benefit, either directly or indirectly, in exchange for an unfair advantage in theprocurement process or to otherwise influence the procurement process;

ii. any omission, including a misrepresentation that misleads or attempts to misleadso as to obtain a financial or other benefit or avoid an obligation;

iii. any collusion, bid rigging or anti-competitive behaviour to impair the transparency,fairness and progress of the procurement process;

iv. improper use of information shared between the procuring entity and the bidderswith an intent to gain unfair advantage in the procurement process or for personalgain;

v. any financial or business transactions between the bidder and any officer oremployee of the procuring entity;

vi. any coercion including impairing or harming or threatening to do the same, directlyor indirectly, to any party or to its property to influence the procurement process;

vii. any obstruction of any investigation or audit of a procurement process;b. disclosure of conflict of interest;c. disclosure by the bidder of any previous transgressions with any entity in India or any

other country during the last three years or of any debarment by any other procuringentity.

c) Without prejudice to the provisions below, in case of any breach of the code of integrity bya bidder or prospective bidder, as the case may be, the procuring entity may takeappropriate measures including: -a. exclusion of the bidder from the procurement process;b. calling-off of pre-contract negotiations and forfeiture or encashment of bid security;c. forfeiture or encashment of any other security or bond relating to the procurement;d. recovery of payments made by the procuring entity along with interest thereon at bank

rate;e. cancellation of the relevant contract and recovery of compensation for loss incurred by

the procuring entity;f. debarment of the bidder from participation in future procurements of the procuring entity

for a period not exceeding three years.

27) Interference with Procurement ProcessA bidder, who: -a) withdraws from the procurement process after opening of financial bids;b) withdraws from the procurement process after being declared the successful bidder;c) fails to enter into procurement contract after being declared the successful bidder;d) fails to provide performance security or any other document or security required in terms

of the bidding documents after being declared the successful bidder, without validgrounds,

shall, in addition to the recourse available in the bidding document or thecontract, be punished with fine which may extend to fifty lakh rupees or ten per cent ofthe assessed value of procurement, whichever is less.


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28) Appealsa) Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder is

aggrieved that any decision, action or omission of the procuring entity is incontravention to the provisions of the Act or the rules or guidelines issued thereunder, hemay file an appeal to such officer of the procuring entity, as may be designated by it for thepurpose, within a period of 10 days from the date of such decision or action, omission, asthe case may be, clearly giving the specific ground or grounds on which he feels aggrieved:a. Provided that after the declaration of a bidder as successful in terms of “Award of

Contract”, the appeal may be filed only by a bidder who has participated in procurementproceedings:

b. Provided further that in case a procuring entity evaluates the technical Bid before theopening of the financial Bid, an appeal related to the matter of financial Bid may be filedonly by a bidder whose technical Bid is found to be acceptable.

b) The officer to whom an appeal is filed under (a) above shall deal with the appeal asexpeditiously as possible and shall endeavour to dispose it of within 30 days from the dateof filing of the appeal.

c) If the officer designated under (a) above fails to dispose of the appeal filed under that sub-section within the period specified in (b) above, or if the bidder or prospective bidder or theprocuring entity is aggrieved by the order passed, the bidder or prospective bidder or theprocuring entity, as the case may be, may file a second appeal to an officer or authoritydesignated by the State Government in this behalf within 15 days from the expiry of theperiod specified in (b) above or of the date of receipt of the order passed under (b) above,as the case may be.

d) The officer or authority to which an appeal is filed under (c) above shall deal with theappeal as expeditiously as possible and shall endeavour to dispose it of within 30 daysfrom the date of filing of the appeal:

e) The officer or authority to which an appeal may be filed under (a) or (d) above shall be :First Appellate Authority: Principal Secretary, IT&C, GoRSecond Appellate Authority: Secretary (Budget), Finance Department, GoR

f) Form of Appeal:a. Every appeal under (a) and (c) above shall be as per Annexure-4 along with as

many copies as there are respondents in the appeal.b. Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee.c. Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorisedrepresentative.

g) Fee for Appeal: Fee for filing appeal:a. Fee for first appeal shall be rupees two thousand five hundred and for second

appeal shall be rupees ten thousand, which shall be non-refundable.b. The fee shall be paid in the form of bank demand draft or banker’s cheque of a

Scheduled Bank payable in the name of Appellate Authority concerned.h) Procedure for disposal of appeal:

a. The First Appellate Authority or Second Appellate Authority, as the case may be,upon filing of appeal, shall issue notice accompanied by copy of appeal, affidavitand documents, if any, to the respondents and fix date of hearing.


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b. On the date fixed for hearing, the First Appellate Authority or Second AppellateAuthority, as the case may be, shall,-

i. hear all the parties to appeal present before him; andii. peruse or inspect documents, relevant records or copies thereof relating to

the matter.c. After hearing the parties, perusal or inspection of documents and relevant records

or copies thereof relating to the matter, the Appellate Authority concerned shallpass an order in writing and provide the copy of order to the parties to appeal freeof cost.

d. The order passed under (c) shall also be placed on the State Public ProcurementPortal.

i) No information which would impair the protection of essential security interests of India, orimpede the enforcement of law or fair competition, or prejudice the legitimate commercialinterests of the bidder or the procuring entity, shall be disclosed in a proceeding under anappeal.

29) Stay of procurement proceedingsWhile hearing of an appeal, the officer or authority hearing the appeal may, on an applicationmade in this behalf and after affording a reasonable opportunity of hearing to the partiesconcerned, stay the procurement proceedings pending disposal of the appeal, if he, or it, issatisfied that failure to do so is likely to lead to miscarriage of justice.

30) Vexatious Appeals & ComplaintsWhoever intentionally files any vexatious, frivolous or malicious appeal or complaint underthe “The Rajasthan Transparency Public Procurement Act 2012”, with the intention ofdelaying or defeating any procurement or causing loss to any procuring entity or any otherbidder, shall be punished with fine which may extend to twenty lakh rupees or five per cent ofthe value of procurement, whichever is less.

31) Offenses by Firms/ Companiesa) Where an offence under “The Rajasthan Transparency Public Procurement Act 2012”

has been committed by a company, every person who at the time the offence wascommitted was in charge of and was responsible to the company for the conduct of thebusiness of the company, as well as the company, shall be deemed to be guilty of havingcommitted the offence and shall be liable to be proceeded against and punishedaccordingly:Provided that nothing contained in this sub-section shall render any such person liable forany punishment if he proves that the offence was committed without his knowledge orthat he had exercised all due diligence to prevent the commission of such offence.

b) Notwithstanding anything contained in (a) above, where an offence under this Act hasbeen committed by a company and it is proved that the offence has been committed withthe consent or connivance of or is attributable to any neglect on the part of any director,manager, secretary or other officer of the company, such director, manager, secretary orother officer shall also be deemed to be guilty of having committed such offence and shallbe liable to be proceeded against and punished accordingly.

c) For the purpose of this section-a. "company" means a body corporate and includes a limited liability partnership,

firm, registered society or cooperative society, trust or other association ofindividuals; and


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b. "director" in relation to a limited liability partnership or firm, means a partner in thefirm.

d) Abetment of certain offenses: Whoever abets an offence punishable under this Act,whether or not that offence is committed in consequence of that abetment, shall bepunished with the punishment provided for the offence.

32) Debarment from Biddinga) A bidder shall be debarred by the State Government if he has been convicted of an

offencea. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); orb. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law

for the time being in force, for causing any loss of life or property or causing athreat to public health as part of execution of a public procurement contract.

b) A bidder debarred under (a) above shall not be eligible to participate in a procurementprocess of any procuring entity for a period not exceeding three years commencing fromthe date on which he was debarred.

c) If a procuring entity finds that a bidder has breached the code of integrity prescribed interms of “Code of Integrity for bidders” above, it may debar the bidder for a period notexceeding three years.

d) Where the entire bid security or the entire performance security or any substitute thereof,as the case may be, of a bidder has been forfeited by a procuring entity in respect of anyprocurement process or procurement contract, the bidder may be debarred fromparticipating in any procurement process undertaken by the procuring entity for a periodnot exceeding three years.

e) The State Government or a procuring entity, as the case may be, shall not debar a bidderunder this section unless such bidder has been given a reasonable opportunity of beingheard.

33) Monitoring of Contracta) An officer or a committee of officers named Contract Monitoring Committee (CMC) may

be nominated by procuring entity to monitor the progress of the contract during itsdelivery period.

b) During the delivery period the CMC shall keep a watch on the progress of the contractand shall ensure that quantity of goods and service delivery is in proportion to the totaldelivery period given, if it is a severable contract, in which the delivery of the goods andservice is to be obtained continuously or is batched. If the entire quantity of goods andservice is to be delivered in the form of completed work or entire contract like fabricationwork, the process of completion of work may be watched and inspections of the selectedbidder’s premises where the work is being completed may be inspected.

c) If delay in delivery of goods and service is observed a performance notice would be givento the selected bidder to speed up the delivery. If still there is an delay in the delivery orquality of goods and services during and before the event and having a direct/indirectadverse impact on any event activity, attributable to the selected EMA.

d) In case of non-delivery of goods and services or non-acceptance of good and services bythe purchaser, before and during the event , the same shall lead to “Non Performance”.

e) In case EMA fail to deliver services in time or as per desired quality, the CMC will carryout the impact assessment of same and accordingly determine the penalty to be imposedon EMA, the penalty amount will be deducted from the amount payable to EMA.


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f) Delay in performance/ delivery of good and services for reasons non-accountable to the IAor due to reasons beyond control, may be dealt with accordingly.

g) The Purchaser may also forfeit the Performance Security Deposit and also debar theselected bidder from bidding (for all types and form of bids) for at least three years inDoIT&C.

h) Any change in the constitution of the firm, etc. shall be notified forth with by the contractorin writing to the procuring entity and such change shall not relieve any former member ofthe firm, etc., from any liability under the contract.

i) No new partner/ partners shall be accepted in the firm by the selected bidder in respect ofthe contract unless he/ they agree to abide by all its terms, conditions and deposits withthe procuring entity through a written agreement to this effect. The bidder’s receipt foracknowledgement or that of any partners subsequently accepted as above shall bind allof them and will be sufficient discharge for any of the purpose of the contract.

j) The selected bidder shall not assign or sub-let his contract or any substantial part thereof toany other agency without the permission of procuring entity.


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6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACTThe Procurement process under this bidding document, terms & conditions mentioned herein aregoverned by the RTPP Act, 2013. Bidders should read these conditions carefully and comply strictlywhile sending their bids.DefinitionsFor the purpose of clarity, the following words and expressions shall have the meanings herebyassigned to them: -a) “Contract” means the Agreement entered into between the Purchaser and the successful/

selected bidder, together with the Contract Documents referred to therein, including allattachments, appendices, and all documents incorporated by reference therein.

b) “Contract Documents” means the documents listed in the Agreement, including anyamendments thereto.

c) “Contract Price” means the price payable to the successful/ selected bidder as specified in theAgreement, subject to such additions and adjustments thereto or deductions there from, asmay be made pursuant to the Contract.

d) “Day” means a calendar day.e) “Delivery” means the transfer of the Goods from the successful/ selected bidder to the

Purchaser in accordance with the terms and conditions set forth in the Contract.f) “Completion” means the fulfilment of the related services by the successful/ selected bidder in

accordance with the terms and conditions set forth in the Contract.g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other

materials that the successful/ selected bidder is required to supply to the Purchaser under theContract.

h) “Purchaser” means the entity purchasing the Goods and related services, as specified in thebidding document.

i) “Related Services” means the services incidental to the supply of the goods, such asinsurance, installation, training and initial maintenance and other similar obligations of thesuccessful/ selected bidder under the Contract.

j) “Subcontractor” means any natural person, private or government entity, or a combination ofthe above, including its legal successors or permitted assigns, to whom any part of the Goodsto be supplied or execution of any part of the related services is subcontracted by thesuccessful/ selected bidder.

k) “Supplier/ Successful or Selected bidder” means the person, private or government entity, or acombination of the above, whose Bid to perform the Contract has been accepted by thePurchaser and is named as such in the Agreement, and includes the legal successors orpermitted assigns of the successful/ selected bidder.

l) “The Site,” where applicable, means the designated project place(s) named in the biddingdocument.

Note: The bidder shall be deemed to have carefully examined the conditions, specifications, size,make and drawings, etc., of the goods to be supplied and related services to be rendered. If thebidder has any doubts as to the meaning of any portion of these conditions or of the specification,drawing, etc., he shall, before submitting the Bid and signing the contract refer the same to theprocuring entity and get clarifications.


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1) Contract DocumentsSubject to the order of precedence set forth in the Agreement, all documents forming theContract (and all parts thereof) are intended to be correlative, complementary, and mutuallyexplanatory.

2) Interpretationa) If the context so requires it, singular means plural and vice versa.b) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser

and the Supplier/ Selected Bidder and supersedes all communications, negotiations andagreements (whether written or oral) of parties with respect thereto made prior to the dateof Contract.

c) Amendment: No amendment or other variation of the Contract shall be valid unless it is inwriting, is dated, expressly refers to the Contract, and is signed by a duly authorizedrepresentative of each party thereto.

d) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, orindulgence by either party in enforcing any of the terms and conditions of the Contract orthe granting of time by either party to the other shall prejudice, affect, or restrict the rightsof that party under the Contract, neither shall any waiver by either party of any breach ofContract operate as waiver of any subsequent or continuing breach of Contract.

e) Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing,dated, and signed by an authorized representative of the party granting such waiver, andmust specify the right and the extent to which it is being waived.

f) Severability: If any provision or condition of the Contract is prohibited or rendered invalid orunenforceable, such prohibition, invalidity or unenforceability shall not affect the validityor enforceability of any other provisions and conditions of the Contract.

3) Languagea) The Contract as well as all correspondence and documents relating to the Contract

exchanged by the successful/ selected bidder and the Purchaser, shall be written inEnglish language only. Supporting documents and printed literature that are part of theContract may be in another language provided they are accompanied by an accuratetranslation of the relevant passages in the language specified in the special conditions ofthe contract, in which case, for purposes of interpretation of the Contract, this translationshall govern.

b) The successful/ selected bidder shall bear all costs of translation to the governinglanguage and all risks of the accuracy of such translation.

4) Service of Notice, Documents & Ordersa) A notice, document or order shall be deemed to be served on any individual by -

a. delivering it to the person personally; orb. leaving it at, or sending it by post to, the address of the place of residence

or business of the person last known;c. on a body corporate by leaving it at, or sending it by post to, the registered office of

the body corporate.b) When the procedure laid down in (a) above is followed, service shall be deemed to be

effected by properly addressing, preparing and posting the document, notice or order, asthe case may be.


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5) Scope of Supplya) Subject to the provisions in the bidding document and contract, the goods and related

services to be supplied shall be as specified in the bidding document.b) Unless otherwise stipulated in the Contract, the scope of supply shall include all such

items not specifically mentioned in the Contract but that can be reasonably inferred fromthe Contract as being required for attaining delivery and completion of the goods andrelated services as if such items were expressly mentioned in the Contract.

c) Additional goods and/ or related services, if any, provided by the selected bidder, shall bepaid on mutually agreed terms & conditions and as decided by the CMC. The decision ofthe CMC shall be final and bidding upon the selected bidder.

6) Delivery & Installationa) Subject to the conditions of the contract, the delivery of the goods and completion of the

related services shall be in accordance with the delivery and completion schedulespecified in the bidding document. The details of supply/ shipping and other documentsto be furnished by the successful/ selected bidder are specified in the bidding documentand/ or contract.

b) The contract for the supply can be repudiated at any time by the purchase officer, if thesupplies are not made to his satisfaction after giving an opportunity to the bidder of beingheard and recording the reasons for repudiation.

c) The Supplier/ Selected Bidder shall arrange to supply, install and commission theordered materials/ system as per specifications within the specified delivery/ completionperiod at various departments and/ or their offices/ locations mentioned in the PO/ WO.

d) Shifting the place of Installation: The user will be free to shift the place of installationwithin the same city /town/ district/ division. The successful/ selected bidder shall provideall assistance, except transportation, in shifting of the equipment. However, if thecity/town is changed, additional charges of assistance in shifting and providingmaintenance services for remaining period would be decided mutually.

7) Supplier’s/ Selected Bidder’s ResponsibilitiesThe Supplier/ Selected Bidder shall supply all the goods and related services included in thescope of supply in accordance with the provisions of bidding document and/ or contract.

8) Purchaser’s Responsibilitiesa) Whenever the supply of goods and related services requires that the Supplier/ Selected

Bidder obtain permits, approvals, and import and other licenses from local publicauthorities, the Purchaser shall, if so required by the Supplier/ Selected Bidder, make itsbest effort to assist the Supplier/ Selected Bidder in complying with such requirements ina timely and expeditious manner.

b) The Purchaser shall pay all costs involved in the performance of its responsibilities, inaccordance with the general and special conditions of the contract.

9) Contract Pricea) The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, as may be made pursuant to the Contract.b) Prices charged by the Supplier/ Selected Bidder for the Goods delivered and the Related

Services performed under the Contract shall not vary from the prices quoted by the


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Supplier/ Selected Bidder in its bid, with the exception of any price adjustmentsauthorized in the special conditions of the contract.

10) Recoveries from Supplier/ Selected Biddera) Recoveries of liquidated damages, short supply, breakage, rejected articles shall ordinary

be made from bills.b) Amount may also be withheld to the extent of short supply, breakages, and rejected

articles and in case of failure in satisfactory replacement by the supplier along withamount of liquidated damages shall be recovered from his dues and security depositavailable with the department.

c) In case, recovery is not possible recourse will be taken under Rajasthan PDR Act or anyother law in force.

11) Taxes & Dutiesa) The TDS, if applicable, shall be deducted at source/ paid as per prevailing rates.b) For goods supplied from outside India, the successful/ selected bidder shall be entirely

responsible for all taxes, stamp duties, license fees, and other such levies imposedoutside the country.

c) For goods supplied from within India, the successful/ selected bidder shall be entirelyresponsible for all taxes, duties, license fees, etc., incurred until delivery of the contractedGoods to the Purchaser.

d) If any tax exemptions, reductions, allowances or privileges may be available to thesuccessful/ selected bidder in India, the Purchaser shall use its best efforts to enable thesuccessful/ selected bidder to benefit from any such tax savings to the maximumallowable extent.

12) Sub-Contractinga) The bidder shall not assign or sub-let his contract or any substational part therof to any

oher agency without the permission of Purchaser/Tenduring authority.b) If permitted, the selected bidder shall notify the Purchaser, in writing, of all subcontracts

awarded under the Contract, if not already specified in the Bid. Subcontracting shall in noevent relieve the Supplier/ Selected Bidder from any of its obligations, duties,responsibilities, or liability under the Contract.

c) Subcontractors, if permitted, shall comply with the provisions of bidding document and /or contract.

13) Specifications and Standardsa) All articles supplied shall strictly conform to the specifications, trademark laid down in the

bidding document and wherever articles have been required according to ISI/ ISO/ otherapplicable specifications/ certifications/ standards, those articles should conform strictlyto those specifications/ certifications/ standards. The supply shall be of best quality anddescription. The decision of the competent authority/ purchase committee whether thearticles supplied conform to the specifications shall be final and binding on the supplier/selected bidder.

b) Technical Specifications and Drawingsi. The Supplier/ Selected Bidder shall ensure that the goods and related services

comply with the technical specifications and other provisions of the Contract.ii. The Supplier/ Selected Bidder shall be entitled to disclaim responsibility for any

design, data, drawing, specification or other document, or any modification thereof


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provided or designed by or on behalf of the Purchaser, by giving a notice of suchdisclaimer to the Purchaser.

iii. The goods and related services supplied under this Contract shall conform to thestandards mentioned in bidding document and, when no applicable standard ismentioned, the standard shall be equivalent or superior to the official standardswhose application is appropriate to the country of origin of the Goods.

c) Wherever references are made in the Contract to codes and standards in accordancewith which it shall be executed, the edition or the revised version of such codes andstandards shall be those specified in the bidding document. During Contract execution,any changes in any such codes and standards shall be applied only after approval by thePurchaser and shall be treated in accordance with the general conditions of the contract.

14) Packing and Documentsa) The Supplier/ Selected Bidder shall provide such packing of the Goods as is required to

prevent their damage or deterioration during transit to their final destination, as indicatedin the Contract. During transit, the packing shall be sufficient to withstand, withoutlimitation, rough handling and exposure to extreme temperatures, salt and precipitation,and open storage. Packing case size and weights shall take into consideration, whereappropriate, the remoteness of the final destination of the Goods and the absence ofheavy handling facilities at all points in transit.

b) The packing, marking, and documentation within and outside the packages shall complystrictly with such special requirements as shall be expressly provided for in the Contract,including additional requirements, if any, specified in the contract, and in any otherinstructions ordered by the Purchaser.

15) Transportationa) The supplier/ selected bidder shall be responsible for transport by sea, rail and road or air

and delivery of the material in the good condition to the consignee at destination. In theevent of any loss, damage, breakage or leakage or any shortage the bidder shall beliable to make good such loss and shortage found at the checking/ inspection of thematerial by the consignee. No extra cost on such account shall be admissible.

16) Inspectiona) The Purchase Officer or his duly authorized representative shall at all reasonable time

have access to the supplier’s/ selected bidder’s premises and shall have the power at allreasonable time to inspect and examine the materials and workmanship of the goods/equipment/ machineries during manufacturing process or afterwards as may be decided.Inspection shall be made at supplier’s/ selected bidder’s godown at Jaipur (at supplier’s/selected bidder’s cost).

b) The supplier/ selected bidder shall furnish complete address of the premises of hisfactory, office, go-down and workshop where inspection can be made together with nameand address of the person who is to be contacted for the purpose.

c) After successful inspection, it will be supplier’s/ selected bidder’s responsibility todispatch and install the equipment at respective locations without any financial liability tothe Purchaser. However, supplies when received at respective locations shall be subjectto inspection to ensure whether they conform to the specification.


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17) Samplesa) When notified by the Purchaser to the supplier/ bidder/ selected bidder, Bids for articles/

goods marked in the BoM1 shall be accompanied by four sets of samples of the articlesquoted properly packed. Such samples if submitted personally will be received in theoffice. A receipt will be given for each sample by the officer receiving the samples.Samples if sent by train, etc., should be despatched freight paid and the R/R or G.R.should be sent under a separate registered cover. Samples for catering/ food itemsshould be given in a plastic box or in polythene bags at the cost of the bidder.

b) Each sample shall be marked suitably either by written on the sample or on a slip ofdurable paper securely fastened to the sample, the name of the bidder and serial numberof the item, of which it is a sample in the schedule.

c) Approved samples would be retained free of cost upto the period of six months after theexpiry of the contract. DoIT&C shall not be responsible for any damage, wear and tear orloss during testing, examination, etc., during the period these samples are retained.The Samples shall be collected by the supplier/ bidder/ selected bidder on the expiry ofstipulated period. DoIT&C shall in no way make arrangements to return the samples. Thesamples uncollected within 9 months after expiry of contract shall be forfeited by DoIT&Cand no claim for their cost, etc., shall be entertained.

d) Samples not approved shall be collected by the unsuccessful bidder. DoIT&C will not beresponsible for any damage, wear and tear, or loss during testing, examination, etc.,during the period these samples are retained. The uncollected samples shall be forfeitedand no claim for their cost, etc., shall be entertained.

e) Supplies when received may be subject to inspection to ensure whether they conform tothe specifications or with the approved samples. Where necessary or prescribed orpractical, tests shall be carried out in Government laboratories, reputed testing houselike STQC (ETDC) and the like and the supplies will be accepted only when the articlesconform to the standard of prescribed specifications as a result of such tests.

f) The supplier/ selected bidder shall at its own expense and at no cost to the Purchaser carryout all such tests and/ or inspections of the Goods and Related Services as are specifiedin the bidding document.

18) Drawl of SamplesIn case of tests, wherever feasible, samples shall be drawn in four sets in the presence ofselected bidder or his authorised representative and properly sealed in their presence. Oncesuch set shall be given to them, one or two will be sent to the laboratories and/ or testinghouse and the third or fourth will be retained in the office for reference and record.

19) Testing chargesTesting charges shall be borne by the Government. In case of test results showing thatsupplies are not upto the prescribed standards or specifications, the testing charges shall bepayable by the selected bidder.

1Please make sure the respective items under this category are marked in the BoM for better clarity to bidders.


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20) Rejectiona) Articles not approved during inspection or testing shall be rejected and will have to be

replaced by the selected bidder at his own cost within the time fixed by the PurchaseOfficer.

b) If, however, due to exigencies of DoIT&C’s work, such replacement either in whole or inpart, is not considered feasible, the Purchase Officer after giving an opportunity to theselected bidder of being heard shall for reasons to be recorded, deduct a suitable amountfrom the approved rates. The deduction so made shall be final.

c) The rejected articles shall be removed by the supplier/ bidder/ selected bidder withinstipulated time period from the intimation of rejection, after which Purchase Officer shallnot be responsible for any loss, shortage or damage and shall have the right to disposeof such articles as he thinks fit, at the selected bidder’s risk and on his account.

21) Extension in Delivery period and Extent of Quantity – Repeat Ordersa) The time specified for delivery in the bidding document shall be deemed to be the

essence of the contract and the supplier/ selected bidder shall arrange goods supply andrelated services within the specified period on receipt of the firm order from the PurchaseOfficer.

b) The Selected bidder shall arrange supplies withing the stipulated time period.c) If the orders are placed in excess of the the quantities, the bidder shall be bound to meet

the required supply. Repeat orders may also be placed on the rate and conditions givenin the bidding document. If the bidder fails to do so, the Purchase Officer shall be fee toarragne for the balance supply by limited tender or otherwise and the extra cost incurredshall be recoverable from the bidder.

22) Freighta) All goods must be sent freight paid through Railways or goods transport. If goods are

sent freight to pay he freight together with departmental charge 5% of the freight will berecovered from the suppliers bill.

b) R.R. should be sent under registered cover through Bank only.c) In case supply is desired to be sent by the purchase officer by passenger train, the entire

railway freight will be borne by the bidder.d) Remittance charges on payment made shall be borne by the bidder.

23) Paymentsa) Advance Payment will not be made except in rare and special cases. In case of advance

payment being made, it will be against proof of despatch and to the extent as prescribedin financial powers by rail/ reputed goods transport companies, etc., and prior inspection,if any. The balance, if any, will be paid on receipt of the consignment in good conditionwith the certificate to that effect endorsed on the inspection not given to the bidder.

b) Unless otherwise agreed between the parties, payment for the delivery of the stores willbe made on submission of bill in proper form by the bidder to the Purchase Officer inaccordance with G.F.& A.R all remittance charges will be bourne by the bidder.

c) In case of disputed items, 10% to 25% of the amount shall be withheld and will be paidon settlement of the dispute.

d) Payment in case of those goods which need testing shall be made only when such testshave been carried out, test results received conforming to the prescribed specification.


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24) Bidders must make their own arrangements to obtain import licence, if necessary. If a bidderimposes conditions which are in addition to or in conflict with the conditions mentionedherein, his bid is liable to summary rejection. In any case none of such conditions will bedeemed to have been accepted unless specifically mentioned in the letter of acceptance ofbid issued by the Purchase Officer.

25) Settlement of DisputesIf any dispute arise out of the contract with regard to the interpretation, meaning and breachof the terms of the contract, the matter shall be referred to by the Parties to the Head of theDepartment who will appoint his senior most deputy as the Sole Arbitrator of the dispute whowill not be related to this contract and whose decision shall be final.

26) All legal proceedings, if necessary arise to institute may by any of the parties (Government ofContractor) shall have to be lodged in courts situated in Rajasthan and not elsewhere.

27) Limitation of LiabilityExcept in cases of gross negligence or wilful misconduct: -a) neither party shall be liable to the other party for any indirect or consequential loss or

damage, loss of use, loss of production, or loss of profits or interest costs, provided thatthis exclusion shall not apply to any obligation of the supplier/ selected bidder to payliquidated damages to the Purchaser; and

b) the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under theContract, in tort, or otherwise, shall not exceed the amount specified in the Contract,provided that this limitation shall not apply to the cost of repairing or replacing defectiveequipment, or to any obligation of the supplier/ selected bidder to indemnify thePurchaser with respect to patent infringement.


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7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT1) Payment Terms and Schedulea) Payment schedule – Payment to the selected bidder will be made only after the successful

completion of the event.b) The additional payment towards additional quantities executed/supplied would be made

considering the cost of items quoted by selected EMA as per annexure-5 i.e. BoQ foradditional item. In case of reduction in quantities the amount will be deducted towards non-execution/supply of quantities considering the rates quoted by selected EMA as per annexure-5 i.e. BoQ for additional item with the maximum cap of quantity specified in annexure-5 i.e.BoQ for additional item.

c) The supplier’s/ selected bidder’s request for payment shall be made to the purchaser inwriting, accompanied by invoices describing, as appropriate, the goods delivered and relatedservices performed, and by the required documents submitted pursuant to general conditionsof the contract and upon fulfilment of all the obligations stipulated in the Contract.

d) Due payments shall be made promptly by the purchaser, generally within sixty (60) days aftersubmission of an invoice or request for payment by the supplier/ selected bidder, and thepurchaser has accepted it.

e) The currency or currencies in which payments shall be made to the supplier/ selected bidderunder this Contract shall be Indian Rupees (INR) only.

f) All remittance charges will be borne by the supplier/ selected bidder.g) In case of disputed items, the disputed amount shall be withheld and will be paid only after

settlement of the dispute.h) Payment in case of those goods which need testing shall be made only when such tests have

been carried out, test results received conforming to the prescribed specification.i) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as

mentioned in this bidding document, will be deducted from the payments for the respectivemilestones.

j) Taxes, as applicable, will be deducted/ paid, as per the prevalent rules and regulations.k) Additional goods and/ or related services, if any and apart from SoW mentioned in this bidding

document, provisioned by the EMA during the event shall be paid on mutually agreed termsand as per the decision by CMC. The decision of the CMC, for payments towards additionalgoods and/ or related services, shall be final and binding upon the EMA.

l) Any flaw on account of selecgted EMA hindering the smooth functioning of the overall evenshall attract appropriate penalty which shll be derived as per quoted prices and/ or as perpervaling market rates and as decided by CMC and same shall be deducted from the duepayments to EMA.

m) In the event of failure of the EMA in satisfactorly performing the assigned tasks or any part ofit, the tendering authority will be entiteled to get the same executed from any othersource/agency. The price charged /cost of the same shall be recoverable from theEvent Management Agency.


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ANNEXURE-1: FINANCIAL BID COVER LETTER & FORMATCOVER LETTER {to be submitted by the bidder on his Letter head}To,The Technical Director & Joint Secretary,DoIT&C, Govt. of Rajasthan,Jaipur (Raj.)

Reference: NIB No. :___________________________________ Dated:__________

Dear Sir,

We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the receiptof which is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentionedin the Scope of the work, Bill of Material, Technical specifications, Service Level Standards & inconformity with the said bidding document for the same.

I / We undertake that the prices are in conformity with the specifications prescribed. The quote/price are inclusive of all cost likely to be incurred for executing this work. The prices are inclusiveof all type of govt. taxes/duties as mentioned in the financial bid (BoQ).

I / We undertake, if our bid is accepted, to deliver the goods in accordance with the deliveryschedule specified in the schedule of Requirements.

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contractperformance guarantee as prescribed in the bidding document.

I / We agree to abide by this bid for a period of _____ days after the last date fixed for bidsubmission and it shall remain binding upon us and may be accepted at any time before theexpiry of that period.

Until a formal contract is prepared and executed, this bid, together with your written acceptancethereof and your notification of award shall constitute a binding Contract between us.

I/ We hereby declare that our bid is made in good faith, without collusion or fraud and theinformation contained in the bid is true and correct to the best of our knowledge and belief.

We understand that you are not bound to accept the lowest or any bid you may receive.

We agree to all the terms & conditions as mentioned in the bidding document and submit that wehave not submitted any deviations in this regard.

Date:Authorized SignatoryName:Designation:


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Financial Bid Format

{to be submitted by the bidder only in BoQ format (.XLS) available at eProc portal}Project Name: Selection of Event Management Agency for Organizing “Rajasthan IT Day, Jaipur 2018”Reference No:Bidder Name:Price schedule: (This BOQ template must not be modified/ replaced by the bidder and the same should beuploaded in the e-Procurement website after filling the relevant columns, else the bidder is liable to berejected for this tender. Bidders are allowed to enter the Bidder Name and Values only)

S.No.

Activity/ ItemDescription Qty Units

Unit Rate in INR(incl. all incidental

charges and allTaxes but excl. GST

GST(in INR)

*Total Value in INR(incl. all incidental

charges and allTaxes)

A B C D G=(A*C)+D

A

Total cost ofcompleted eventmanagement (Asper the Scope ofWork)

1 Lumpsum A

B Total Cost BTotal C (In INR Words)

Important Note- Selection method is Least Cost Based Selection (LCBS or L1). It is assumed thatadditional quantities for some of the items listed in annexure-5 may be required during execution of anevent. Thus, L1 bidder would be arrived by calculating the total lump sum cost towards execution of anevent (as per the entire scope of work) submitted by bidder in BoQ plus the sum of total cost submitted bybidder towards additional quantities in annexure-5. However, the order would be placed for execution ofan event as per scope of work at the cost/negotiated lump sum cost towards execution of an event (as perthe entire scope of work).Note:

1. Please quote the lumpsum cost of complete event execution/management as per the scope ofwork and minimum quantities specified for each item. The items for which quantities mayincrease during execution of an event have been covered in annexure -5.

2. The additional quantities supplied/executed of an item coverd in annexure-5, the payment foradditional quantity will be made as per the rates submitted in annexure-5 and agreed by DoIT & C.

3. Order to the selected EMA shall be placed on agreed value of total lump sum cost towards executionof the event. However, there may be chances of reduction/increment in quantities of scope ofwork. The additional payment towards additional quantities executed/supplied would be madeconsidering the cost of item quoted by selected EMA in annexure-5 i.e. BoQ for additional item. Incase of reduction in quantities the amount will be deducted towards non-execution/supply ofquantities considering the rates quoted by selected EMA in annexure-5 i.e. BoQ for additional itemwith the maximum cap of quantity specified in annexure-5 i.e. BoQ for additional item.

4. Any other work executed (additional goods and/ or related services) which is not mentioned inthis RFP but required to execute the event smoothly, if any, provided by the selected bidder, shall bepaid on mutually agreed terms & conditions and as decided by the CMC. The decision of the CMCshall be final and bidding upon the selected bidder.

5. The selection method is Least Cost Based Selection (LCBS or L1). It is assumed thatadditional quantities for some of the items listed in annexure-5 may be required duringexecution of an event. Thus, L1 bidder would be arrived by calculating the total lumpsum cost towardsexecution of an event (as per the entire scope of work) submitted by bidder in BoQ plus the sum oftotal cost submitted by bidder towards additional quantities. However, the order would be placedfor execution of an event as per scope of work at the cost/negotiated lumpsum cost towardsexecution of an event (as per the entire scope of work).


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ANNEXURE-2: BANK GUARANTEE FORMAT{to be submitted by the bidder’s bank}BANK GUARANTEE FORMAT – BID SECURITY(To be stamped in accordance with Stamp Act and to be issued by a Nationalised/ Scheduledbank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,The Technical Director & Joint Secretary,Department of Information Technology & Communications (DoIT&C),IT Building, Yojana Bhawan Campus, Tilak Marg,C-Scheme, Jaipur-302005 (Raj).

Sir,

1. In accordance with your Notice Inviting Bid for <please specify the project title> vide NIBreference no. <please specify> M/s. …………………………….. (Name & full address of thefirm) (Hereinafter called the “Bidder”) hereby submits the Bank Guarantee to participate in thesaid procurement/ bidding process as mentioned in the bidding document.

It is a condition in the bidding documents that the Bidder has to deposit Bid Securityamounting to <Rs. ______________ (Rupees <in words>)> in respect to the NIB Ref. No._______________ dated _________ issued by DoIT&C, IT Building, Yojana BhawanCampus, Tilak Marg, C-Scheme, Jaipur, Rajasthan (hereinafter referred to as “DoIT&C”) by aBank Guarantee from a Nationalised Bank/ Scheduled Commercial Bank having its branch atJaipur irrevocable and operative till the bid validity date (i.e. <please specify> days from thedate of submission of bid). It may be extended if required in concurrence with the bid validity.

And whereas the Bidder desires to furnish a Bank Guarantee for a sum of <Rs.______________ (Rupees <in words>)> to the DoIT&C as earnest money deposit.

2. Now, therefore, we the ……………………………….…… (Bank), a body corporate constitutedunder the Banking Companies (Acquisition and Transfer of Undertaking) Act. 1969 (delete, ifnot applicable) and branch Office at…………………... (hereinafter referred to as theGuarantor) do hereby undertake and agree to pay forthwith on demand in writing by theDoIT&C of the said guaranteed amount without any demur, reservation or recourse.

3. We, the aforesaid bank, further agree that the DoIT&C shall be the sole judge of and as towhether the Bidder has committed any breach or breaches of any of the terms costs, chargesand expenses caused to or suffered by or that may be caused to or suffered by the DoIT&C onaccount thereof to the extent of the Earnest Money required to be deposited by the Bidder inrespect of the said bidding document and the decision of the DoIT&C that the Bidder hascommitted such breach or breaches and as to the amount or amounts of loss, damage, costs,charges and expenses caused to or suffered by or that may be caused to or suffered by theDoIT&C shall be final and binding on us.

4. We, the said Bank further agree that the Guarantee herein contained shall remain in full forceand effect until it is released by the DoIT&C and it is further declared that it shall not be


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necessary for the DoIT&C to proceed against the Bidder before proceeding against the Bankand the Guarantee herein contained shall be invoked against the Bank, notwithstanding anysecurity which the DoIT&C may have obtained or shall be obtained from the Bidder at any timewhen proceedings are taken against the Bank for whatever amount that may be outstanding orunrealized under the Guarantee.

5. Any notice by way of demand or otherwise hereunder may be sent by special courier, telex,fax, registered post or other electronic media to our address, as aforesaid and if sent by post,it shall be deemed to have been given to us after the expiry of 48 hours when the same hasbeen posted.

6. If it is necessary to extend this guarantee on account of any reason whatsoever, we undertaketo extend the period of this guarantee on the request of our constituent under intimation toyou.

7. The right of the DoIT&C to recover the said amount of <Rs. ______________ (Rupees <inwords>)> from us in manner aforesaid will not be precluded/ affected, even if, disputes havebeen raised by the said M/s. ……….………………(Bidder) and/ or dispute or disputes arepending before any court, authority, officer, tribunal, arbitrator(s) etc..

8. Notwithstanding anything stated above, our liability under this guarantee shall be restricted to<Rs. ______________ (Rupees <in words>)> and our guarantee shall remain in force till bidvalidity period i.e. <please specify> days from the last date of bid submission and unless ademand or claim under the guarantee is made on us in writing within three months after theBid validity date, all your rights under the guarantee shall be forfeited and we shall be relievedand discharged from all liability thereunder.

9. This guarantee shall be governed by and construed in accordance with the Indian Laws andwe hereby submit to the exclusive jurisdiction of courts of Justice in India for the purpose ofany suit or action or other proceedings arising out of this guarantee or the subject matterhereof brought by you may not be enforced in or by such count.

10. We hereby confirm that we have the power/s to issue this Guarantee in your favor under theMemorandum and Articles of Association/ Constitution of our bank and the undersigned is/arethe recipient of authority by express delegation of power/s and has/have full power/s toexecute this guarantee under the Power of Attorney issued by the bank in your favour.

Date ………………… (Signature) ……………………………………….Place ………………… (Printed Name) ………………………………….(Designation) ……………………………………(Bank’s common seal) ………………………….

In presence of:WTTNESS (with full name, designation, address & official seal, if any)(1) ………………………………………

………………………………………(2) ………………………………………

………………………………………


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Bank DetailsName & address of Bank :Name of contact person of Bank:Contact telephone number:

GUIDELINES FOR SUBMISSION OF BANK GUARANTEEThe Bank Guarantee shall fulfil the following conditions in the absence of which they cannot beconsidered valid: -1. Bank Guarantee shall be executed on non- judicial stamp paper of applicable value purchased

in the name of the bank.2. Two persons should sign as witnesses mentioning their full name, designation, address and

office seal (if any).3. The Executor (Bank Authorities) may mention the power of attorney No. and date of execution

in his/ her favour authorizing him/ her to sign the document. The Power of Attorney to bewitnessed by two persons mentioning their full name and address.

4. The Bank Guarantee should be executed by a Nationalised Bank/ Scheduled CommercialBank only.

5. Non – Judicial stamp paper shall be used within 6 months from the date of Purchase of thesame. Bank Guarantee executed on the non-judicial stamp paper after 6 (six) months of thepurchase of such stamp paper shall be treated as non-valid.

6. The contents of Bank Guarantee shall be strictly as per format prescribed by DoIT&C7. Each page of Bank Guarantee shall bear signature and seal of the Bank and B.G. number.8. All corrections, deletions etc. in the Bank Guarantee should be authenticated by signature of

Bank Officials signing the Bank Guarantee.9. Bank should separately send through registered post/courier a certified copy of Bank

Guarantee, mentioning Bid reference, Bid title and bidder name, directly to the Purchaser atthe following address:


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BANK GUARANTEE FORMAT – PERFORMANCE SECURITY (PBG)(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from RajasthanState only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur andpayable at par at Jaipur, Rajasthan)

To,The Technical Director & Joint Secretary,Department of Information Technology & Communications (DoIT&C),IT Building, Yojana Bhawan Campus, Tilak Marg,C-Scheme, Jaipur-302005 (Raj).

1. In consideration of the Department of IT&C, Govt. of Rajasthan (hereinafter called "DoIT&C")having agreed to exempt M/s ..........................(hereinafter called "the said Contractor(s)" fromthe demand, under the terms and conditions of an Work Order No...................................dated.....................made between the DoIT&C and .......................(Contractor) for the work................. of Security Deposit for the due fulfilment by the said Contractor (s) of the terms andconditions contained in the said work order, on production of a Bank Guarantee forRs...................(Rupees ........................................only), we ...................(indicate the name ofthe Bank), (hereinafter referred to as "the Bank") at the request of ..................Contractor(s) dohereby undertake to pay to the DoIT&C an amount not exceedingRs...................(Rupees..................................only) on demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................(Rupees............................only), the amounts due and payable under this guarantee withoutany demur or delay, merely on a demand from the DoIT&C. Any such demand made on thebank by the DoIT&C shall be conclusive as regards the amount due and payable by the Bankunder this guarantee. The Bank Guarantee shall be completely at the disposal of the DoIT&Cand We....................... (Indicate the name of Bank), bound ourselves with all directions givenby DoIT&C regarding this Bank Guarantee. However, our liability under this guarantee shall berestricted to an amount not exceeding Rs...................... (Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the DoIT&C any money sodemanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit orproceeding pending before any Court or Tribunal or Arbitrator etc. relating thereto, our liabilityunder these presents being absolute, unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance guaranteeherein contained shall remain in full force and effective up to <DATE> and that it shall continueto be enforceable for above specified period till all the dues of DoIT&C under or by virtue of thesaid Agreement have been fully paid and its claims satisfied or discharged or till the DoIT&Ccertifies that the terms and conditions of the said Agreement have been fully and properlycarried out by the said Contractor(s) and accordingly discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the DoIT&C that theDoIT&C shall have the fullest liberty without our consent and without affecting in any mannerour obligations hereunder to vary any of the terms and conditions of the said work order or toextend time of performance by the said Contractor(s) from time to time or to postpone for anytime or from time to time any of the powers exercisable by the DoIT&C against the saidContractor(s) and to forbear or enforce any of the terms and conditions relating to the saidwork order and we shall not be relieved from our liability by reason of any such variation, orextension being granted to the said Contractor(s) or for any forbearance, act or omission on


Page 75 of 83

the part of the DoIT&C or any indulgence by the DoIT&C to the said Contractor(s) or by anysuch matter or thing whatsoever which would but for this provision, have effect of so relievingus.

6. The liability of............................. (indicate the name of Bank), under this guarantee will not bedischarged due to the change in the constitution of the Bank or the contractor(s).

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke thisguarantee except with the previous consent of the DoIT&C in writing.

8. This performance Guarantee shall remain valid and in full effect, until it is decided to bedischarged by the DoIT&C. Notwithstanding anything mentioned above, our liability against thisguarantee is restricted to Rs........................... (Rupees..............................only).

9. It shall not be necessary for the DoIT&C to proceed against the contractor before proceedingagainst the Bank and the guarantee herein contained shall be enforceable against the Banknotwithstanding any security which the DoIT&C may have obtained or obtain from thecontractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur,Rajasthan. We undertake that this Bank Guarantee shall be payable at any of its branch atJaipur, Rajasthan. If the last day of expiry of Bank Guarantee happens to be a holiday of theBank, the Bank Guarantee shall expire on the close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favour under thememorandum and articles of Association/ constitution of our bank and the undersigned is/ arethe recipient of authority by express delegation of power(s) and has/have full power(s) toexecute this guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)

Signature

(Name & Designation)

Bank's Seal

The above performance Guarantee is accepted by the DoIT&CFor and on behalf of the DoIT&C

Signature

(Name & Designation)


Page 76 of 83

ANNEXURE-3: DRAFT AGREEMENT FORMAT {to be mutually signed by selected bidder andprocuring entity}This Contract is made and entered into on this ______day of ________, 2018 by and betweenDepartment of Information Technology & Communications, Govt. of Rajasthan, having its headoffice at IT Building Yojana Bhawan Campus, Tilak Marg, C-Scheme, Jaipur-302005, Rajasthan(herein after referred to as Purchaser/ DoIT&C) which term or expression, unless excluded by orrepugnant to the subject or context, shall include his successors in office and assignees on ONEPART

AndM/s__________________, a company registered under _______________ with its registeredoffice at _____________________ (herein after referred as the “Successful Bidder/ Supplier”)which term or expression, unless excluded by or repugnant to the subject or context, shall includehis successors in office and assignees on the OTHER PART.

Whereas,Purchaser is desirous of appointing an agency for <project title>as per the Scope of Work andTerms and Conditions as set forth in the RFP document dated _________ of <NIB No_________________>.

And whereasThe supplier represents that it has the necessary experience for carrying out the overall work asreferred to herein and has submitted a bid and subsequent clarifications for providing the requiredservices against said NIB and RFP document issued in this regard, in accordance with the termsand conditions set forth herein and any other reasonable requirements of the Purchaser from timeto time.

And whereasPurchaser has accepted the bid of supplier and has placed the Work Order vide Letter No.__________________dated _______, on which M/s__________ has given their acceptance videtheir Letter No._____________ dated ____________.And whereasThe supplier has deposited a sum of Rs. ________________/- (Rupees _________________) inthe form of __________________ ref no. _________________ dated ______________ of____________ Bank and valid up to _____________ as security deposit for the due performanceof the contract.

Now it is hereby agreed to by and between both the parties as under: -1. The NIB Ref. No. ____________________________ dated ___________ and RFP document

dated _________ issued by DoIT&C along with its enclosures/ annexures, whereverapplicable, are deemed to be taken as part of this contract and are binding on both the partiesexecuting this contract.


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2. In consideration of the payment to be made by DoIT&C to supplier at the rates set forth in thework order no. ____________________ dated_________ will duly supply the said articles setforth in scope of work and provide related services in the manner set forth in the RFP, alongwith its enclosures/ annexures and Technical Bid along with subsequent clarificationssubmitted by supplier.

3. The DoIT&C do hereby agree that if supplier shall duly supply the said articles and providerelated services in the manner aforesaid observe and keep the said terms and conditions ofthe RFP and Contract, the DoIT&C will pay or cause to be paid to supplier, at the time and themanner set forth in the said conditions of the RFP, the amount payable for each and everyproject milestone & deliverable. The mode of Payment will be as specified in the RFPdocument.

4. The timelines for the prescribed Scope of Work, requirement of services and deployment oftechnical resources shall be effected from the date of work order i.e. ____________ andcompleted by supplier within the period as specified in the RFP document.

5. In case Successful Bidder fail to deliver services in time or as per desired quality, the CMC willcarry out the impact assessment of same and accordingly determine the penalty to be imposedon EMA, the penalty amount will be deducted from the amount payable to EMA.

6. All disputes arising out of this agreement and all questions relating to the interpretation of thisagreement shall be decided as per the procedure mentioned in the RFP document.

In witness whereof the parties have caused this contract to be executed by their AuthorizedSignatories on this _____day of _______________, 2018.

Signed By: Signed By:

( )Designation:,Company:

(A.M. Deshpande)Technical Director & Joint SecretaryDepartment of IT&C, Govt. of Rajasthan

In the presence of: In the presence of:

( )Designation:Company:

()Designation:Department of IT&C, Govt. of Rajasthan

( )Designation:Company:

()Designation:Department of IT&C, Govt. of Rajasthan


Page 78 of 83

ANNEXURE-4: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of ……………Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:a. Name of the appellant: <please specify>b. Official address, if any: <please specify>c. Residential address: <please specify>

2. Name and address of the respondent(s):a. <please specify>b. <please specify>c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/authority who passed the order (enclose copy), or a statement of a decision, action or omissionof the procuring entity in contravention to the provisions of the Act by which the appellant isaggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal addressof the representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature


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ANNEXURE-5: BoQ FOR EXPECTED ADDITIONAL ITEMS [INDICATIVE LIST]

S. No. Item Description Unit Quantity Unit Rate(in INR)

TotalAmtE= C*D

GST inINR F=E *GST%

Total G= E+F

(A) (B) (C) (D) (E) (F) (G)1. Flex printing with

(pasting onwooden wall/IronFrame) in differentsizes (3x6, 4x8,12x8,16x10,24x12etc)

Sq. Ft 200000

2. Vinyl Print pastedon sun board indifferent sizes(3x6, 4x8,12x8,16x10,24x12etc)

Sq. Ft 10000

3. Design, Printing &Deployment ofSatin cloth Flags4’ X 3’ on 13’ poleheight

Nos. 400 Nos

4. Design, Printing &Deployment ofVertical Flag sets (2 nos of size 6’X3’)

Nos. 200 Nos

5. Design, Printing ofPosters of varioussizes

Nos.

6. Printing &Distribution ofBadges

Nos.

7. Printing ofcertificates

Nos.

8. Booklet Printing Nos.9. Placards for

seating plan andname plates

Nos.

10. Paper Folders forDias

Nos.

11. Kit Bag Nos.12. Trophy For

HackathonParticipant

Nos.

13. Additional Item forKit Bag (ForHakathonParticipants)

Nos.

14. Bowls withassorted toffees

Nos.

15. T-Shirt Nos.16. Exhibition Tables Nos.17. Small Exhibition

TablesNos.


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TotalAmtE= C*D

GST inINR F=E *GST%

Total G= E+F

(A) (B) (C) (D) (E) (F) (G)18. Banquet Chair Nos.19. Sofa cum bed Nos.20. Mattresses with

Bed sheetNos.

21. Round-table setup Nos.22. Chairs for Round-

table setupNos.

23. Chairs Nos.24. Exhibition tables of

size – 3’x2’Nos.

25. 4 x 2-Seater Sofa Nos.26. 4 x 1-Seater Sofa Nos.27. Centre Table Nos.28. White board and

marker and dusterNos.

29. Pillow with Cover Nos.30. Blanket Nos.31. Wooden Platform

(aprox 4 InchHeight) with neatand clean Carpetwith pasting

Sq. Ft

32. WoodenStructures forsetting up of LEDwall /plasma walls

Sq. Ft

33. Wooden panellingwith sufficientstrength toHold/place TVs

Sq. Ft

34. WoodenStructures withspecial shapeswith vinyl pasting

Cubic.Ft

35. Wooden structurewith Light forbacklight

Sq. Ft

36. Octonomenclosure

Sq. Ft

37. Truss structurewith masking ofapproximately 12feet height

Sq. Ft

38. Glass Door setupEntry and Exit

Nos.

39. Aluminium HangarStructure withdecorative clothsealing and sidemasking upto 12ftheight withsufficient lighting(IncludingGenerators & DiselCost)

Sq. Ft

40. Water Proof Iron Sq. Ft


Page 81 of 83


TotalAmtE= C*D

GST inINR F=E *GST%

Total G= E+F

(A) (B) (C) (D) (E) (F) (G)Dome Structurewith 5' height Ironzali covering

41. Cabin -Octonumwith (3x3 Mtrs)

Nos.

42. Synthetic Grass Sq. Ft43. Air Conditioning Per Ton44. Tower AC (3 Ton) Nos.45. Spike Busters (15

amp/5 amp) withmin. 4 socket

Nos.

46. Cordless mic withspeakers

Nos.

47. Collar mic withSpeakers

Nos.

48. Projector andScreen

Nos.

49. High QualityMultimediaProjector withResolution WXGA,White/colourbrightness-3200ANSI, ContrastRatio 15000:1 andwith stand 3 Axisrotational.

Nos.

50. Laptops Wi-Fienabled

Nos.

51. Multi-FunctionPrinter

Nos.

52. Scanner Nos.53. Support Staff

(Male) 8 hrs shiftNos.

54. Support Staff(Female) 8 hrsshift

Nos.

55. Fan Nos.56. Exhaust Fan Nos.57. Flower Vase Nos.58. Fresh Bouquet Nos.59. Fresh VVIP

BouquetNos.

60. Plants Nos.61. Executives Nos.62. Security (Male and

Female) 8 hrsshift

Nos.

63. Female Ushers -8hrs shift

Nos.

64. Breakfast Nos.65. Lunch Nos.66. High Tea Nos.67. Dinner Nos.68. Food Packet Nos.


Page 82 of 83


TotalAmtE= C*D

GST inINR F=E *GST%

Total G= E+F

(A) (B) (C) (D) (E) (F) (G)69. Refreshment

arrangements forhackathonparticipants

Nos.

70. Innova (8hrs/80kms basis) ForLocal Movement

PerKm.

71. Innova (ForOutstation-Minimum 250 KMper Day IncludingToll Tax & NightCharges)

PerKm.

72. AC Bus 45 Seater(For Outstation-Minimum 250 KMper Day IncludingToll Tax & NightCharges)

PerKm.

73. Hotel Room(Catagory-A)(Single OccupancyWith Breakfast)

RoomNight

74. Hotel Room(Catagory-B)(Single/DoubleOccupancy WithBreakfast)

RoomNight

75. Hotel Room(Catagory-C)(DoubleOccupancy WithBreakfast)

RoomNight

76. Mirror Set-up Nos.77. Chemical toilets

with properarrangements ofWater.

Nos.

78. Old Carpet Sq. Ft79. Photographer Nos.80. Videographer Nos.81. Plasma/LED

TV52” with stand(event duration)

Nos.

82. Plasma/LED TV42” OrientationLandscape andPortrait both) withStand (eventduration)

Nos.

83. Plasma/LED TV42” with Stand(event duration)

Nos.

84. Seamless Plasma46" (event

Nos.


Page 83 of 83


TotalAmtE= C*D

GST inINR F=E *GST%

Total G= E+F

(A) (B) (C) (D) (E) (F) (G)duration)

85. Indoor LED Wall3P (event duration)

Sq. Ft

86. Outdoor LED Wall6.0P (eventduration)

Sq. Ft

87. Floor LED Wall6.5 P (eventduration)

Sq. Ft

88. Digital switcher forlive display

Nos.

89. UPS .5 VA Nos.90. High Quality

MultimediaProjector

Nos.

91. Walky Talky Nos.92. PA System (One

set one day)Nos.

93. Fire Extinguishers Nos.94. Flying Insect Killer Nos.95. Registration

counterNos.

96. Red Carpet Sq. Ft97. Emergency Light Nos.98. Bouncers Nos.99. e-Riksha 8hrs Per

day basis) ForLocal Movement

Nos.

100. Power bank(10000 MAH)

Nos.

Total (In Words)- RupeesAll above items are for entire event duration and quantity of items mayincrease/decrease as per requirements.