same. Thanking you, Yours faithfully Deputy Registrar (P) Dr. S.K. Balasundaram Deputy Registrar (Purchase)

Transcription

1 Dr. S.K. Balasundaram Deputy Registrar (Purchase) Indian Maritime University (A Central University Govt. of India) East Coast Road, Uthandi, Chennai Tele:(044) /45, Fax: , dr.purchase@imu.co.in, website: imu.edu.in Ref: IMU-HQ/1 ST CON/01/ February 2014 Sir, Sub: Technical Bid and Price Bid for making arrangements and conducting the 1st Convocation of the Indian Maritime University Based on the Pre-bid meeting held on 10/02/2014 at 12 Noon, it is observed that the qualification and experience of the Event Management Companies are widely varying. It is therefore considered necessary to adopt the two-cover system one containing Technical Bid (in the prescribed format) and the other containing the Price Bid (now suitably amended in the light of the views expressed in the pre-bid meeting). The Price Bids of only those bidders who qualify after evaluation of the Technical Bid, will be opened. The Technical bid cover-1 containing filled in proforma devised for qualifications, photos copies of the Work Orders issued by concerned organization and Demand Draft of Rs.2% for EMD shall be enclosed and sealed. The Price Bid cover-2 indicating the prices of all the items as per the proforma devised with authorized seal and signature should be sealed in a separate cover. The two sealed covers (Technical Bid Cover - 1 and Price Bid Cover 2) should be put in the larger cover with the superscription Quotation for making arrangements and conducting the 1st Convocation of the Indian Maritime University sent to The Deputy Registrar (P), Indian Maritime University, East Coast Road, Uthandi, Chennai 119. The quotation received through or without seal will not be entertained. All other conditions remain the same. The sealed quotation should reach this office on or before 12 th February 2014 at 03:00 pm Thanking you, Yours faithfully Deputy Registrar (P)

2 Cover 2 Price Bid From, Name of the Event Management Company Address of the Company Date: To, The Deputy Registrar (Purchase) Indian Maritime University East Coast Road, Uthandi Chennai Sub: Price Bid for making arrangements and conducting the 1 St Convocation of the Indian Maritime University. Sir, I furnish herewith my bid duly filled in the format (Annexure-A) given by the Indian Maritime University. Price Bid for making arrangements and conducting the 1 St Convocation of the Indian Maritime University. Sl. No A 1 VENUE BRANDING ELEMENTS Size Qty Details Air port to Chennai Trade Centre Convention Hall, median or road side lamp post exhibiting the photos of the President 8x5ft 25to30 1A Arch - Driveway or Gate 32x14 ft 1 2 Arch - Driveway or Gate - Protocall Gate 32x14 ft 1 3 Arch at Convention Hall Entry 16x12 ft 1 4 Welcome Board at Main Gate 30x12 ft 1 to be fabricated using wooden frame and flex to be fabricated using plywood and flex to be fabricated using plywood and flex to be fabricated using plywood and flex to be fabricated using wooden frame and flex 5 Lamppost Penants 14 x 2.5ft 20 Design printed on flex 6 Branding Boards 8ft x 5ft 24nos 7 8 Direction + Parking area Sign boards 15 nos Welcome Board at convention entry 9 Anchor Mock setup 2x1 6x3 5x8 12ft height 15Nos. 20nos 1no 1no to be fabricated using wooden frame and flex to be fabricated used wooden stand and vynl mounted on sun board to be fabricated using wooden frame and flex to be fabricated using metal pipes, wood Unit Rate in Rs. Total

3 B Stage and other Décor 1 VIP Chairs 15nos Cushion Chairs 2 Head Table - With frils 5nos 3 Floral Décor for the Stage 4 Floral Stands in the hall with lights 20nos 5 Badges with tag 2000nos 6 Backdrop 48x Link Flat Side -1 7x12 2nos 8 AV Screen masked 18x12 4nos 8A Audio Video Projector 7500 Luminous 9 Link Flat Side -2 4x12 2nos 10 Side Flat 12x12 2nos Wooden table covered with table cloth Flower bed using - Jebra, Orchid and carnation Flower mounted on metal stand along with satin and netted cloth 9x12 4nos. Panasonic/Sony 11 Stage Carpet 200rft New carpet - Red 12 Speaker Podium Branding 1no Vynl mounted on sun board 13 Projector nos 14 Sound, Lighting and AV equipment - 6 tops and 6 bins, 6 monitors, mixer, amp,6 cordless mic, 4 podium mic, 4 lapel mic, cd player, 48 led par profile lights, floow spot, sanners,, control board, dimmer pack, halogen etc JBL or VRL speakers 15 Plasma TV - 2 nos, 42"tv - 42" 2nos Panasonic/Sony 16 Floral Rangoli in Convention Centre - Reception Area 10'x10 dia Jebra, rose petals marigold etc 17 Floral Décor at VIP Entry (Convention Hall) Jebra, Orchid and Carnation 18 Red Carpet from door to stage for President with liners 10ft width New red carpet with metal riders 19 Podium with IMU Logo 2nos. Metal /Wooden finish podium C MISC. 1 Hostess 10nos 2 Kutthuvilakku, wick, oil, sandal paste, florals etc to help in giving out bouquets, certifcate and guiding the crowd 4ft lamp 3 20nos Red Rose 4 5 MC D Multi colour Flags with IMU logo print Others 35 nos. IMU logo printed cloth flag erected on metal poles

4 1 2 Housekeeping - Flower pot, Cleaning - convention centre, outer areas toilets and general maintenance Full HDMI Video - 3 camera with live hookup 3nos. camera for live relay of presentation happening on the stage will be relayed on LED Screen. 3 Still Photographers 3nos. 4 Media Platform for TV 5 Audio Amplifier for press Event Management Fees: Taxes TOTAL (in words and Figures) Certificate 1. Certified that I have inspected the venue of the Convocation (Convention Centre of Chennai Trade Centre) before making this bid. 2. I have fully understood all the terms and conditions laid down by the Indian Maritime University in this regard. Authorised Signature and Seal of the Event Management Company Details of EMD (Enclosed): Other documents (Enclosed):

5 Cover 1 Technical Bid PROFORMA FOR SUBMITTING QUALIFICATIONS OF THE BIDDER FOR TECHNICAL BID (N.B. Proofs of claims made in the Proforma should be enclosed for all the items except items No.1, 4 & 10. For example, proofs of claims made for item no.6,7,8 & 9 should ordinarily be photo copies of the Work Orders issued by the concerned organisations) 01. Name of the Event Management Firm 02. Whether Proprietorship/ Partnership/ Private Ltd. Co. / Public Ltd. Co. 03. Year of Establishment 04. Name and Postal Address of the Chief Executive Officer together with Contact Telephone No. / Mobile No. / 05. Turn over for (a) (b) (c) Total Number of functions in Convention Centre of Chennai Trade Centre, Nandambakkam till date (Please furnish information in Annexure 01) 07. Out of (06) above, number of functions where President/Prime Minister/Tamil Nadu Governor/ Tamil Nadu Chief Minister were Chief Guests (Please furnish information in Annexure 02) 08. Number of functions outside Chennai Trade Centre but within Tamil Nadu where President/Prime Minister/Tamil Nadu Governor/ Tamil Nadu Chief Minister

6 were Chief Guests (Please furnish information in Annexure 03) 09. Number of functions outside Tamil Nadu where President/Prime Minister/other State Governors/ other State Chief Ministers were Chief Guests (Please furnish information in Annexure 04) 10. Are you capable of executing the works within 1 day on Yes / No

7 ANNEXURE 01 List of functions in Convention Centre of Chennai Trade Centre, Nandambakkam till date (vide Item No.06) NAME OF THE EVENT MANAGEMENT FIRM: Sl.No. Name of the Function in CTC, Chennai On behalf of whom When Graced by whom [Name of Chief Guest) Remarks Signature of CEO ANNEXURE 02 List of functions in CTC, Chennai where President / Prime Minister / Tamil Nadu Governor / Tamil Nadu Chief Minister were Chief Guests (vide Item No.07) NAME OF THE EVENT MANAGEMENT FIRM: Sl.No. Name of the Function in CTC, Chennai On behalf of whom When Graced by whom [Name of Chief Guest) Remarks Signature of CEO

8 ANNEXURE 03 List of functions outside Chennai Trade Centre but within Tamil Nadu where President / Prime Minister / Tamil Nadu Governor / Tamil Nadu Chief Minister were Chief Guests (vide Item No.08) NAME OF THE EVENT MANAGEMENT FIRM: Sl.No. Name of the Function outside CTC, Chennai but within Tamil Nadu Where On behalf of whom When Graced by whom [Name of Chief Guest) Remarks Signature of CEO

9 ANNEXURE 04 List of functions outside Tamil Nadu where President / Prime Minister / Other State Governors / Other State Chief Ministers were Chief Guests (vide Item No.09) NAME OF THE EVENT MANAGEMENT FIRM: Sl.No. Name of the Function outside Tamil Nadu Where On behalf of whom When Graced by whom [Name of Chief Guest] Remarks Signature of CEO