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NOTICE FOR INVITING EXPRESSION OF INTEREST (EOI) / SOR FOR BAJA SAEINDIA 2019
Date of Release: 22-2-2019
Ref No. : BSI2019 / SOR / 2018-19 /Event Management Last date of submitting Quotes: 01-3-2019 PREFACE TO VENDORS:
SAE INDIA‘s most popular event in student community “BAJA SAEINDIA” has begun with the next edition to be held in 2019. As the event is growing year on year, there has been a lot of interest shown by new engineering colleges. This year we have got 363 registrations including eBAJA, which highest till today. Due to certain limitations with respect to the event management, we conduct Virtual BAJA, a preliminary design round to filter out 254 (mBAJA&eBAJA) teams out of these 363 teams, who will fabricate their buggy and come to participate in the main event in early 2019 at NATRIP, Pithampur &IIT Ropar.
With an intention to streamline the event management, the Organizing Committee of BAJA SAEINDIA is inviting quote from all the eligible vendors /supplier / dealers / bidders (referred to as the “Vendor”) to supply, install or provide the required services to enable us with smooth conduct of the event. All the vendors are requested to follow the guidelines and adhere to the terms and conditions of this document.
TENDER DETAILS: 1) QUOTATION FOR SUPPLY OF GOODS AND SERVICES a) The vendor agrees to supply, install and
maintain the goods and services as mentioned in the Specification of Requirements (SOR) hereby attached with this letter as “ANNEXURE – A - SOR”. b) Vendor shall note that the SOR contains, but is not limited to, all the goods and services required
to conduct the specific event. Vendor shall include all the required items so as to provide the mentioned goods and services in the SOR.
c) The quote should include all the details and product description (if applicable) of the goods intended for supply. No items in the quote should be ambiguous or uncertain.
d) Bid should be prepared in the attached format as per ANNEXURE A – SOR.
2) PRICE BASIS AND TAXATION a) All the quote should contain fair pricing considering that BAJA
SAEINDIA is a Non-Profit Organization, b) All the currency values to be in Indian Rupees ( ₹ ). c) The rates quoted should contain distinct Unit Rate, Quantity, Total Basic Value, Discount per Item,
Total Discount, Taxes as applicable and Total Bid Value.
Page 2 of 12
d) By participating in the Bid, it is understood that the vendors are to the terms and condition of supply put here forth in this document.
3) QUALITY POLICY a) The quality of the goods and services offered should be of utmost quality as per
industrial practices and should be compromised for any reason. b) All the goods will be accepted only if they are found to be of desirable quality standards and
specifications as per the requirement mentioned in the specific BOQ ( refer ANNEXURE 1) c) The warranty of goods will hold true for the said period of 1 year or more, as applicable and same
needs to be attested by the supplier.
4) PAYMENT TERM:a) As per the standards set by the BAJA Organizing Committee, the standard terms of payment will be :
40% - Advance within 15 days of order confirmation, 30% -After Supply of goods / services 30% -After Submission of Original Bills and Invoices as required by BAJA SAEINDIA, Accounts Officer.
b) Any deviation to the above payment terms, if quoted, needs to be justified to the BAJA Organizing Committee to be considered for bidding purposes.
5) DELIVERY TERMS :
All the goods /services to be delivered on site as per decision for both the locations (Indore & Ropar), Delivery period / dates have been mentioned in the Annexure – A.
6) SUBMISSION OF QUOTES [QUOTATION] i) PRICE QUOTE - Duly filled priced quote using ANNEXURE A –SOR FOR BAJA SAEINDIA 2019
ii) SUPPORTING DOCUMENTS (Product Catalogues, Company background/experience, etc.)
b) Quotes to be addressed in the name of “SAEINDIA, Chennai, T.N.”
c) The above documents to be duly filled, attested and couriered to the below office address;
IITR Campus Rupnagar Kind Attn: Mohit Bohare
d) All columns are needed to fill by estimated amount of figure in BOQ biding otherwise bid will Disqualified. e) All details are given in the BOQ but if any doubt or issue regarding the BOQ so vendor can contact Respective person, contact details are given in the point 7. f) Full and final decision will be taken by OC and Core committee of the BAJA SAEINDIA for selection Of vendor. g) Only Space will be provided rest vendor need to manage. 7) GRIEVANCE RESOLUTION
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a) Any grievances or clarifications required by the vendors will be resolved by the below appointed Organizing Committee Member:
Mr. Shoaib Sadiq OC Member- BAJA SAEINDIA 2019 Email:- [email protected], Mob :- 9833570803
b) Vendors are requested to get all their doubts clarified before submitting their quote to BAJA SAEINDIA.
8) BAJA ORGANIZING COMMITTEE DISCRETION:
a) The decision of selecting, processing and finalizing a vendor lies at the sole discretion of BAJA SAEINDIA,
b) BAJA Organizing Committee may visit the Vendor’s manufacturing premises to verify the competence of a vendor to supply the goods.
c) Any decision taken by the BAJA Organizing Committee will be final and binding on all the vendors.
With this notification, we would like to invite proposals for supply of goods and services from interested vendors / suppliers /dealers / organization to the attached ANNEXURE A : SOR.
9) VENDOR QUALIFICATION:
a)Vendor should have a professional experience of the task quoted. b) Vendor should resolve all ambiguities / queries before quoting. c) Vendor should have all concerned tax identification details. d) Vendor should have outdoor service experience of sports event like BAJA. e) Vendor should have experienced manpower. f) Execution of work of atleast double the bill of quantity/amount. g) GST number h) Last 3 years Balance sheet i) Atleast 3 years of Work experience.
Page 4 of 12
Annexure – A
Event Management
Date of Release: 26-2-2019
Ref No. : BSI2019 / SOR / 2018-19 /Event Management Last date of submitting Quotes: 01.03.2019
S.No. Element Details of
Requirements Unit Qty Duration
Quote Qty
Quote Unit of Measurement
Unit Rate (₹)
Amount (₹)
1. Administration
2. Main Holding Area
2.1 LED Backdrop (40'x12') for branding behind the stage with Watch Out Facility
Nos 1
4
3. Pit and Technical Inspection Area
3.1 15 x 15 ft. pipe Tentage for teams garages-
Tin Wall (Pits) in 80 nos. with 15 amps plug point, one CFL/LED light, 1 table & 4 chairs
in each pit
Nos 82
4 3.2 Fueling Station
2 4
3.3 MOJO Barricades for barricading event area – Across Pits & Event Area
Rn. Ft.
800 4
3.4 Tentage technical inspection area near pits
1500 Sq. ft. Nos 1
4
4. Start Line, Control Room and Spectator
Area
4.1
Flag off stand near Start Line and Finish Line Flag off stand 15 ft x 15 ft - 10 ft High (Sound
structure), having
platform on top covered
withcarpeted, near Start Line, with 3 ft high Railing on all four sides on top of 10 ft height. 10 ft
structure to be covered with
black cloth from all four
sides
Nos 1 1
4.2
On 11th March 2018 Start Line Flash lights - RGY - Structure to
support Flag-Off lights.
Nos 1 1
4.3
Stairs with railing
Nos 1 1
4.4
Spectator area Pie pandal Size 20 x 30 Ft.,
covered from
Nos 1 1
Page 5 of 12
top and with wodden flooring
5. Misc. Arrangement
5.1 82 Pit area banners. 15 ft. (width) x 1.5 ft (height) on each pit unit. To contain the
Team names/ Car no./ College name/ Team logo.
Nos 82 4
5.2 Victory Stand Nos 1 1
5.3 Victory Backdrop (12'x24') Nos 1 1
5.4 White Board 4' x 2.5" white board with
marker on stand – 10 Nos Nos 10 4
5.5 Chequered Flag & Green flag 3x3 (Satin Flags
with 6ft long Fibre glass Stick) Nos 1 1
5.6 Inaugural Kit, satin cloth, National flag,
Guests placard, etc. Nos 1 1
5.7 Satin Cloth for unveiling of Display BAJA
Vehicle Nos 1 1
5.8 Chicken Mesh with Installation at Dynamic
Events Nos
5.9 2 Boom Barrier 20ft Nos 2 4
5.10
50 Walky-Talky/ Clear coms for the
communication at Site Nos 50 4
5.11
Branding Stand for Sponsors Branding Stand for Sponsors
logo of size 10 Ft x 3 Ft, 10' x 3' boards, self standing to be
placed in various
locations to give mileage to
the sponsors
Nos 4 3
5.12
SAEINDIA Start Line banner 12
ft x 24 ft
Nos 2 3
5.13
SAEINDIA Arch 30ft x 12ft
1 3
5.14
SAEINDIA Banner in Pit area 6ft x 5ft
1 3
5.15
SAEINDIA Sandwich
banner 8ft x 5ft
5 3
5.16
Victory Stand Victory Stand - Three
platforms each of 10 ft x 15 ft,
at 3 Height Levels: 1 ft, 2 ft
& 3 ft
Nos 1 1
5.17
Victory Backdrop (12'x24') Victory Backdrop (12'x24')
Nos. 1 1
5.18
Placing of stone with chuna on the road path Placing of stone with chuna on the road path
Job 1 3
Page 6 of 12
5.19
Tri Colour Gas Balloons for Inauguration.
Muti Colour Gas Balloons
for Inauguration.
Nos 150 1
5.20
Chequered Flag Chequered Flag 3 ft x 3 ft (Satin
Flag with 6ft long Fibre glass
Stick)
Nos 1 2
5.21
Green Flag Green Flag 3 ft x 3 ft (Satin
Flag with 6ft long Fibre glass
Stick)
Nos 1 2
5.22
Satin Cloth for unveiling of Display BAJA Vehicle
Satin Cloth for unveiling of
Display BAJA Vehicle
Nos 1 1
5.23
Boom Barrier 20ft on 9th March Boom Barrier 20ft
4 1
5.24
Drums(100 Lts Capacity) with Big Garbage Bags(Rental Basis)
Drums(100 Lts Capacity) with
Big Garbage Bags (Rental
Basis)
Nos 200 4
5.25
Traffic Cones Traffic Cones of 3 Ft Height
(Red Coloured) 150 - Dynamic
Events 50 - for
Technical inspection area ( Refer Sr.No.5)
Nos 200 4
5.26
Flags Flags - Satin flags of (2 ft x 2
ft) with wooden sticks
of 4 Ft (50 Yellow, 10
Green, 5 Red)
Set 1 3
5.27
Chuna Powder Chuna Powder - Packet of 25
kg each
Pkts 200 3
6.
Tape Bunting Tapes Rolls
Nos 20 3
6.1 Generators for power supply during the event (to be kept as back up)
7. Event Signages
MS Frame with
Grounding Support &
Solvent vinyl Print with
laminations on sunpack material of 5mm thick
Team Registration 3ft x 5ft Nos. 1
Go-NO-Go 3ft x 5ft Nos. 1
Engine Check & Sticker 1 3ft x 5ft Nos. 1
Safety Scrutiny - Sticker 2 3ft x 5ft Nos. 1
Figure of Eight 3ft x 5ft Nos. 1
Control Room 3ft x 5ft Nos. 1
Page 7 of 12
Car Parking (Hindi + English) 3ft x 5ft Nos. 2
Bus Parking (Hindi + English) 3ft x 5ft Nos. 2
Truck Parking (Hindi + English) 3ft x 5ft Nos. 2
VIP Parking 3ft x 5ft Nos. 2
Two Wheeler Parking 3ft x 5ft Nos. 1
Acceleration 3ft x 5ft Nos. 1
Cost Evaluation 3ft x 5ft Nos. 1
Design Evaluation 3ft x 5ft Nos. 1
Marketing Presentation 3ft x 5ft Nos. 1
BAY 1 3ft x 2ft Nos. 1
BAY 2 3ft x 2ft Nos. 1
BAY 3 3ft x 2ft Nos. 1
BAY 4 3ft x 2ft Nos. 1
Static Evaluation Area 3ft x 2ft Nos. 1
Brake Test 1 4ft x 3ft Nos. 1
Brake Test 2 4ft x 3ft Nos. 1
Acceleration 1 4ft x 3ft Nos. 1
Acceleration 2 4ft x 3ft Nos. 1
Maneuverability Track 4ft x 3ft Nos. 1
Hill Climb 4ft x 3ft Nos. 1
Suspension & Traction 4ft x 3ft Nos. 1
Pit Entry 4ft x 3ft Nos. 1
Pit Exit 4ft x 3ft Nos. 1
Entry 3ft x 2ft Nos. 5
EXIT 3ft x 2ft Nos. 5
Technical Inspection (Flex Print) 8ft x 8ft Nos. 1
PIT Rules (Flex Print) 8ft x 8ft Nos. 1
Vehicle unloading Area 4ft x 3ft Nos. 1
Registration/ Reception/Help Desk 3ft x 2ft Nos. 2
Store 3ft x 2ft Nos. 1
Main Stage Area 4ft x 3ft Nos. 1
VIP LOUNGE 3ft x 2ft Nos. 1
Weighing 3ft x 2ft Nos. 1
Stage 1- Chassis 3ft x 2ft Nos. 1
Stage 2-Sub System 3ft x 2ft Nos. 1
Stage 3- Safety & Driver equipments 3ft x 2ft Nos. 1
Race Control Room 10ft.x 10ft.Pandal
with AC.
Nos 1 2
Race Control Room Plain Tables - 4ft. X 2 ft
Nos 3 1
Race Control Room Chairs Nos 4 1
Race Control Room Electric Pulg Point with switch - 15
Amps
Nos 1 1
Page 8 of 12
Race Control Room Electric Pulg Point with switch - 5
Amps
Nos 1 1
Race Control Room UPS for Laptop - for Dynamic
events
Nos 2 1
Race Control Room Electric Extension
board (4 points each) with 5 m
cable
Nos 2 1
LED Backdrop (40'x12') P6 Indoor Unit with 2/4 ft Riser
LED Backdrop (40'x12') P6 Indoor Unit with 2/4 ft
Riser
Nos 1 3
Watchout facility Watchout Facility for LED
Nos 1 3
Entry Gate Entry Gate Venue Square Type Box gate
with good colour
combination 20 Ft. X 16 Ft. with
the logos of sponsors.
Design will be given by BAJA.
Nos 5 3
Site Layout Display Site Layout Display
(10'x6') with Frame and
Fixing.
Nos 2 3
Flags Flags - Satin Flags with the logo( Without Year) on 18 ft. Height Pillars.
Pillars to be identical & painted in
white (Flag colour will be
provided later).
Nos 100 3
Vehicle Parking Slots Vehicle Parking Slots to be lined with white lime
powder . for buses out side vehicles [ On 08th March]
Based on Layout to be Marked on
08th and to be Reworked(If,
Reqd) on 10th Evening.
Slots 1 1
8. Pits, Weighment, Engine Check, Technical
Inspection Area, Dynamic event
Pit & Technical Inspection
Area
1
Pit Area near the track. Pit Area near the track. 15 ft. x 15 ft. tin shed structure, Only
front Open.
Nos 82 3
Page 9 of 12
2
Flex Banner (1.5 ft x15 ft size hanging from top at
front opening of the Pit ) with
team name/ College name/
Car number
Nos 82 *
3
Table - Plain 4 ft x 2 ft
Nos 82 3
4 Chairs Nos 160 3
5
Electrcic Plug Point 15 /5
amp combined.
Nos 75 3
6
PA Syetem Speaker - 3 to 4
no's
Nos 1 3
7
Engine Check area Tentage for engine check
Size 3mx2m, 2 bays ( 1
partition) with side
enclosure,to be ready on 8th March 2018
and to be removed on 10th March
2018 evening
Nos 1 3
8
Engine Spare sales area Single tentage with 3m x 3m
and side enclosure, to be
ready on 8th March 2017
and to be removed on 10th March
evening
Nos 1 3
7
Brake Test Patch Brake testing patch of 2m x
50m (3ft. X 150ft.) - 2 lanes
with rolling and watering
essential 5 traffic cones
already included in Sr.
No. 9.24 to be ready for inspection on
8th March 2018
Nos 1 1
8
Acceleration test patch Acceleration testing patch of 2m x 100m - 2
lanes with rolling
and watering essential
5 traffic cones already
included in Sr. No. 9.24
to be ready for inspection on
Nos 1 1
Page 10 of 12
9th March 2018
8
Acceleration / Braking tentage Tentage (Common) for Acceleration and braking
area Size 2m x 2m
with 2 side closure to be
ready on 09th March 2018
Laptop - 1 Nos included in Sr.
No. 7.1
Nos 1 2
9
Tables for Data collection
Nos 1 2
9
Chairs for Data collection
Nos 2 2
10
Electric Plug point 5 amp
Nos 1 2
9
Weightment Area Tentage for Weight area
Size 3m x 5m to be ready on 08th March
2018 Laptop - 1 Nos included in Sr.
No. 7.1
Nos 1 2
10
Tables for Data collection
Nos 1 2
11
Chairs for Data collection
Nos 2 2
12
Electric Plug point 5 amp
Nos 1 2
10
Fueling Station near Start line Fueling Station near Start line 20 ft. x 50 ft. of Tin Wall & tin
Shed with lockable door
Nos 1 3
11
Heavy Iron semi transparent Barricading Heavy Iron semi
transparent Barricading/
MOJO Barricades in
pieces of 5ft ht. x 10ft width
Rn. Ft.
1,500 3
13
Tentage technical inspection area behind the pits
Tentage technical
inspection area in two parts face to face
(Central Aisle space of 10 ft width open), with Top and
one side covered with white cloth
Nos 1 3
Page 11 of 12
(behind the pits) - Size 3000 Sq.Ft
24m x 15m top tent covered,
with 4 partitions
to be ready on 8th March
2018 and to be removed on 10th March
2018 evening.
14
Enclosure for inspection area for TEJ Enclosure in inspection area for TEJ with 2 tables and 10 chair, power
point and water point. [ 15 x 15 ft ] to
be ready on 8th March 2018
and to be removed on 10th March
2018 evening
Nos 1 3
11 Tables for TEJ Nos 5 2
12 Chairs for TEJ Nos 10 2
15
Water dispenser unit
Nos 1 2
16
Electric Plug point 5 amp
Nos 1 2
12
PA Syetem Speaker 2 nos & one micro
phone for addressing
Nos 1 2
13
Walki-talky Radio
Communication hand set
No's 5 3
17
Tentages at Dynamic events Tentages at Dynamic
events Team - Covered at top
15 ft x 15 ft each
Nos 5 2
18
Pain Tables 4 ft x 2 ft
Nos 5 2
13 Chairs Nos 15 2
14 Surgical Mask Nos 800
19
Green Mesh with
Installation at Dynamic Events
Mtrs 1,500 2
9. Sound System
Page 12 of 12
Sound System complete Pandal Sound System on
stage for function with Mikes 5 nos., Podium with
podium mike , Central
announcement Desk to have
mikes upto the test area
(Required on 8th March to 11th March)
3 Way Speaker 3300 W JBL
Bass Speaker 2400 Watts
Monitor Speaker 800 W
Monitors Speaker 1200
W C D Mixer
Complete Set
Nos 1 4
Sound System complete Hand mike/cordless
In different areas/range
150 m
Nos 2 4
Sound System complete Cordless Mike facility on track
Nos 3 4
Taxes, if applicable ( in Rs. )
Total Value
Vendor Name
Vendor Address
Contact Person Name
Mobile No.
Stamp and Signature of
Authorized person