Tender Document for Selection of Video Documentation Agency for Vibrant Gujarat Global Summit 2027

1. Technical 1. Technical Proposal should be placed in single

Proposal envelope labeled as “Technical Proposal.”

2. Bid Processing Fee should be placed in single

envelope labeled as “Bid Processing Fee.”

3. EMD should be placed in single envelope duly

2. Bid labeled as “EMD.”

All the above envelopes should be put in a separate big

(Scanned cover labeled as- “(Bidder’s name): Assignment

nProcure and All submissions (in hard copy)/communications should

Hardcopy be submitted/addressed to:

with bid) Managing Director, iNDEXTb

3. EMD Industrial Extension Bureau (iNDEXTb), Block No.

(Scanned copy 2nd Floor, Udyog Bhavan, Gandhinagar, Gujarat

on nProcure and Email: [email protected]

Submission of The price bid (Financial) is compulsorily to be

Price Bid submitted online on https://tender.nprocure.com/ .

(on nProcure Only)  As per annexure– FINANCIAL PROPOSAL

 Failure to comply with this may render the bid

Bid Evaluation Quality and Cost Based Selection (QCBS) – 70%

Criteria. Technical; 30% Financial

Deposit (Non- The EMD of the selected bidder will be converted into

interest the Security Deposit.

Validity of Bid Valid for 180 days from last day of submission

IMPORTANT DATES

The bid document can be downloaded from

Issue of Bid websites https://indextb.com/ and

Document https://tender.nprocure.com/ from 07/09/2026 to

Queries, if any, proposed to be raised at the pre-bid

Pre-Bid Queries meeting by the bidders should be e-mailed to

Submission [email protected] up to 3:00 PM (IST) at least one

working day before the date of the pre-bid meeting.

14/09/2026 at 3:00 PM (IST) at the client’s

Pre-Bid Meeting

Submission of Bid

(Technical-hardcopy 21/09/2026 up to 03:00 PM (IST)

& Financial- Online

Opening of Technical

Presentation of Will be communicated subsequently.

Opening of Price Bid

Total period of the Contract would be from the date

of appointment till the submission deliverables as per

Contract Duration the order.

Bidders are required to submit Bids in the formats as given under along with other

required supporting documents as mentioned in this document:

Page Number of the

No. ANNEXURE Description Bid Document

submitted by bidder.

2 BID PROCESSING FEE

3 ANNEXURE - I COVERING LETTER

4 ANNEXURE - II ORGANIZATION DETAILS

5 ANNEXURE - III EXPERIENCE

6 ANNEXURE - IV DOMAIN EXPERTISE

7 ANNEXURE - V AVERAGE ANNUAL TURNOVER

LETTER OF UNDERTAKING

REGARDING DEBARMENT

TEAM COMPOSTION OF KEY

9 ANNEXURE - VII

10 ANNEXURE VIII FINANCIAL PROPOSAL Only on nProcure

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

1.1 This Tender document is issued by Industrial Extension Bureau (iNDEXTb), a Government

of Gujarat organization.

1.2 In taking up the said assignment, each interested bidder should make its own independent

assessment and seek its own professional, technical, financial and legal advice.

1.3 The issue of this tender document does not imply that iNDEXTb is bound to select a bidder

or to appoint the Selected Bidder, as the case may be, for the Assignment and the iNDEXTb

reserves the right to reject all or any of the Bidders or Bids without assigning any reason

whatsoever. Mere submission of a responsive Bid does not ensure selection of the Bidder.

1.4 The bidder will bear all its costs associated with or relating to the preparation and submission

of its bid including but not limited to preparation, copying, postage, delivery fees, expenses

associated with any demonstrations or presentations which may be required by iNDEXTb or

any other costs incurred in connection with or relating to its bid. All such costs and expenses

will remain with the bidder and iNDEXTb will not be liable in any manner whatsoever for

the same or for any other costs or other expenses incurred by a bidder in preparation or

submission of the bid, regardless of the conduct or outcome of the Bidding Process.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

2. Background and Objective

2.1 Vibrant Gujarat Summit is being organized biennially since the year 2003 and accordingly

10 editions of the summit have been organized in the years 2003, 2005, 2007, 2009,

2013, 2015, 2017, 2019 and 2024. Over the years, the Summit has emerged as one of the

flagship events of India and a major platform to discuss investments and development.

2.2 Industrial Extension Bureau (iNDEXTb) is a Government of Gujarat organization registered

under the Societies Act, operates under the Industries and Mines Department (IMD) of the

Government of Gujarat (GoG). iNDEXTb plays a pivotal role in promoting industrial

investments in the state of Gujarat, attracting investors from India and abroad. Since

iNDEXTb is the nodal organization for organizing the Vibrant Gujarat Global Summits.

2.3 Industrial Extension Bureau (iNDEXTb) as a nodal organization for the Summit intends to

appoint an Agency having experience in Videography & Photography of major Government/

Business events and intends to engage the same for Vibrant Gujarat Global Summit

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

3. Bid Invitation

Bids are invited for the scope of work mentioned in this document in two bids system from bona

fide, experienced agency meeting the pre-qualifying requirement.

3.1 Ensure that the Technical Proposal is enclosed within a sealed envelope clearly labelled as

"Technical Proposal."

3.2 The financial bid must be submitted online on nProcure only. Any bid submitted through a

mode other than the one specified herein will be summarily rejected.

3.3 Separate envelopes should be prepared for the Bid Processing Fee and EMD, clearly marked

as "Bid Processing Fee" and "EMD" respectively.

3.4 The envelopes containing the Technical Document, Bid Processing Fees, and EMD should

be placed together inside an outer sealed envelope and labelled as "Subject: Assignment

3.5 This outer envelope should bear the Name of the Assignment, submission address, agency

name, and other relevant details. Please ensure that the Proposals reach iNDEXTb on or

before the specified deadline mentioned in the tender notice.

3.6 Any proposal received by iNDEXTb after the submission deadline may not be considered as

a valid submission. iNDEXTb will not be held responsible for any delays caused by postal

or courier services.

3.7 All contents of the Proposal should be clearly numbered, indexed, and organized in a logical

sequence. It is important to ensure that the Proposal is securely bound.

3.8 The Original Proposal (Technical Proposal) should not contain any interlineations or

overwriting, except when necessary to correct errors made by the agency's official. Any such

corrections must be initialed by the person who signs the proposal.

3.9 The proposals must be signed and submitted by the Authorized Signatory of the Agency. The

authorization should be attached to the Technical Proposal and can be in the form of a written

power of attorney, board resolution, or any other appropriate form demonstrating that the

representative has been duly authorized to sign.

3.10 The bids are to be submitted in English and all entries must be typed and written in blue/black

ink. Initials of the Authorized representative of the bidder must attest all erasures and

alterations made while submitting the Bids.

3.11 The Bid evaluation process is detailed out in this document. The technical bids will be

evaluated as per the criteria laid down in the document.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

3.12 Selected agency will be responsible for all necessary setup required to discharge their

responsibilities, such as Laptops/Computers, Printers, Data Stick/Card (for internet access),

access to USB drives and access to communication services such as WhatsApp, Google

Drive on their devices, and other IT infrastructure that may be necessary. Wherever possible

iNDEXTb may provide access to internet connections.

3.13 Further details of any addendum, corrigendum and cancellation will be updated from the

website: https://indextb.com/ and https://tender.nprocure.com/ . No individual

communication/ advertisement in any form shall be done by iNDEXTb in this regard.

Bidders are advised to visit the mentioned websites regularly till the completion of the entire

process. The tender document and subsequent amendments can be downloaded from the

website: https://indextb.com/ and https://tender.nprocure.com/ .

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

4. Instruction to Bidders

4.1 Conflict of Interest

4.1.1 The selected Firm/Agency should provide professional, objective and impartial

service and hold iNDEXTb interest paramount.

4.1.2 The selected Firm/ Agency will not outsource the scope of work under this

assignment in its entirety.

4.2 Validity of Proposal

4.2.1 iNDEXTb reserves the right to reject a proposal valid for a shorter period as non-

4.2.2 In exceptional circumstances, prior to the expiry of the original bid validity period,

iNDEXTb may request the bidders to extend the period of validity for a specified

additional period. The request for the extension will be made in writing. Bidder will

not be permitted to modify its Price Bid but will be required to extend the validity of

the bid for the period of extension.

4.2.3 Extension of validity period by the bidder should be unconditional.

4.3 Right to Accept or Reject Any Proposal

4.3.1 iNDEXTb reserves the right to annul the tendering process, or to accept or reject any

or all the Proposals in whole or part at any time without assigning any reason and

without incurring any liability to the affected Bidder(s) or any obligation to inform

the affected Bidder(s) of the grounds for such decision.

4.4 Clarifications and Amendments of Tender

4.4.1 The Clarifications/Queries, if any, proposed to be raised at the pre-bid meeting by

the bidders should be e-mailed to [email protected] at least one (1) working day

before the date of the pre-bid Conferences. At any time prior to the deadline for

submission of bids, iNDEXTb, for any reason, whether at its own initiative or in

response to the clarifications requested by prospective bidders may modify the

bidding documents by amendment. Any amendments/ corrigendum/ modification

will be uploaded on https://indextb.com/ and https://tender.nprocure.com/ and such

modification will be binding on the Bidders. In order to allow prospective Bidders

reasonable time to take the amendment in to account in preparing their bids,

iNDEXTb, at its discretion, may extend the deadline for the submission of bids.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

4.5 Earnest Money Deposit

4.5.1 The EMD will be in Indian Rupees and will be in the form of Demand Draft from

any of the Nationalized / Scheduled Bank in favor of “Industrial Extension Bureau”

payable at Gandhinagar. The EMD of unsuccessful Bidders will be refunded on

request by the Bidder after final award of Contract. EMD of the successful bidder

will be converted in to the Security Deposit.

4.5.2 The EMD will be forfeited on account of one or more of the following reasons:

 Bidder withdraws the Proposal during the validity period specified in bid

 Bidder does not respond to requests for clarification of its Proposal.

 Bidder fails to provide required information during the evaluation process or is

found to be non-responsive.

 Successful Bidder does not accept Letter of intent and/or sign an agreement.

4.6 Security Deposit

4.6.1 The SD will be forfeited on account of one or more of the following reasons:

 Bidder withdraws the Proposal during the validity period specified in Tender.

 Bidder does not respond to requests for iNDEXTb.

 Bidder fails to fulfill requirements of iNDEXTb/ Complete the project.

4.7 Preparation of Proposal

4.7.1 Bids that are incomplete in any respect or those that are not consistent with the

requirements as specified in this document may be considered as non-responsive and

may be liable for rejection.

4.7.2 Adherence to formats, wherever prescribed, is required. Non-adherence to formats

may be a ground for declaring a Bid non-responsive.

4.7.3 All communication and information will be provided in writing and in English

4.7.4 All financial data will be given (converted) in Indian Rupees only.

4.7.5 All communication and information provided should be legible, and wherever the

information is given in figures, the same should also be mentioned in words. In case

of conflict between amounts stated in figures and words, the amount stated in words

will be taken as correct.

4.7.6 No bidder is allowed to modify, substitute, or withdraw the Proposal after its

submission. However, iNDEXTb or any of its agencies reserves the right to seek

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

additional information and/or certification from the bidders, if found necessary,

during the course of evaluation of the bid. Non-submission, incomplete submission

or delayed submission of such additional information and/or clarifications sought by

iNDEXTb or any of its advisors / consultants, may be a ground for rejecting the Bid.

4.7.7 If any claim made or information provided by the bidder in the bid or any information

provided by the Bidder in response to any subsequent query by iNDEXTb or any of

its agencies, is found to be incorrect or is a material misrepresentation of facts, then

the bid will be liable for rejection. Mere clerical errors or bona fide mistakes may be

treated as an exception at the sole discretion of iNDEXTb or any of its agencies and

if iNDEXTb or any of its advisors/agencies/consultant is adequately satisfied.

4.7.8 Bidders should read corrigendum/addendum and should submit their Bids in line with

4.8 Pre-Bid Meeting

4.8.1 The purpose of the pre-bid meeting will be to clarify queries of the Bidders related

to the Project and bid document, if any.

4.8.2 Corrigendum if any, after the pre-bid meeting will be uploaded on

https://indextb.com/ and https://tender.nprocure.com/ . Any amendments /

corrigendum / modification will be binding on the Bidders.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

5. Pre-qualification Criteria

No. Basic Specific Requirements Documents Required

1 Experience Minimum 5 years of experience (as Work order/ Invoice/

on 31/03/2026) in providing completion certificate /

Videography, Photography and LOI/ Agreement from

related services in India. client mentioning the work

done for the last 5 years to

prove experience in Video

Documentation Services

along with a CA certificate

verifying this experience

and copy of Certificate of

(As per ANNEXURE-III)

2 Domain Minimum 3 projects from the Out of these 3 projects, at

Expertise activities of Videography, least (1 project of value of

Photography and related activities of Rs. 50 lakhs+) or (2

projects of value of Rs.

Video Documentations including

promotional A/V Film preparation

Projects Assignment for A CA certificate

State/Central Govt./ PSUs/Private confirming these projects,

Companies, completed / ongoing in along with work order/

the last 3 financial years (2023-24, Invoice/ completion

2024-25, 2025-26). certificate / LOI/

Agreement must be

(As per ANNEXURE-IV)

3 Turnover from Minimum average annual turnover A CA certificate validating

the activities of from Videography, Photography and the turnover must be

Videography, related services in India of ₹5 crore provided.

Photography and

in the last 3 financial years (2023-24,

related activities (As per ANNEXURE-V)

promotional A/V

Film preparation

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

No. Basic Specific Requirements Documents Required

Undertaking Self-Certification on Rs. 300 Stamp (As per ANNEXURE-VI)

Regarding Paper

Note: Consortiums or JVs are not permissible for fulfilling the above qualification criteria.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

6. Evaluation Methodology

6.1 Only those bidders who fulfil the pre-qualification criteria will be considered for the

technical presentation.

6.2 Technical Presentation Evaluation Criteria:

Evaluation Criteria

1. Past Work Done in Video Documentation

2. Experience of conducting Video & Photo Documentation during high-level

events with a delegate turnout exceeding 1,000 participants,

organized/partnered by any Central or State Government Department, PSU,

Board, or Corporation.

Note: Preference will be accorded to projects featuring attendance by high-

level dignitaries (H.E. The President, Hon’ble Prime Minister, H.E. The

Governor, or Hon’ble Chief Minister).

3. Credentials of the creative team

4. Details of the technical equipment

5. Theme design suggested for

Summit for Video Documentation

Total Maximum Technical Marks

6.2.1 Minimum technical score for financial quote consideration: Bidders meeting the

pre-qualification criteria and score at least 60 marks out of 100 marks from the

technical presentation would be considered technically qualified.

6.2.2 Financial proposals of only technically qualified bidders will be opened. The

qualified Bidders will be informed about the date and time of the financial bid

opening. Representatives from the qualified Bidders may choose to remain present

in the financial bid opening.

6.2.3 After opening of financial proposals, final scores will be calculated as per below. The

highest total score calculated will be used as the basis to declare selected Bidder and

be eligible for award of the contract. This selected Agency will then be invited for

negotiations, if considered necessary.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

6.3 Calculation of Total Final Score

Bidder with lowest financial bid will get maximum financial score of 100. The lowest

financial bid (L1) will be used as a basis to calculate the financial score of other bidders.

Refer below mentioned formula.

Where: Fs is the financial score of the bidder under evaluation

L1 is the lowest financial bid (L1) amongst all the bidders.

Ln is the financial bid of the bidder under evaluation

Combined Score (Cs) = Ts x (% Weightage of Technical Score) + Fs x (% Weightage of

Financial Score)

Proposals will be ranked according to their Combined Score. The bidder with the

highest Combined Score will be awarded contract and will be called for negotiations, if

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

7. Scope of Work

7.1 Production of Multimedia Content

7.1.1 Digital LED Backdrop (Main Convention Hall): Production of Multimedia

Content (excluding AVs, films, animated films, and presentations) for Digital LED Backdrop

in Main Convention hall at Mahatma Mandir - Static.

7.1.2 Micro-tiles (Mahatma Mandir): Production of Multimedia Content (excluding

AVs, films, animated films, and presentations) for Digital LED Backdrop in microtile at

Mahatma Mandir.

7.2 For Inauguration and Valedictory Function

7.2.1 Backdrop Graphics: Flags of partner countries, participating countries, animated

partner organization logos, VGGS 2027 animated logo, and backdrop design options in

minimum 4-5 variants.

7.2.2 Speaker Presentations: Profile and designed templates with photographs for each

dignitary/speaker.

7.3 Video Documentation & Technical Setup

7.3.1 Main Hall / Inaugural Auditorium:

Full HD (Multiple) Camera TRIAX system for coverage of Inaugural Function,

Valedictory Ceremony, and Main Hall events.

7.3.2 Seminar Halls / Conference Rooms / Meetings / Various Locations:

Multi-camera coverage setups configured strictly as:

Full HD 5 Camera Setup

Full HD 3 Camera Setup

Full HD 2 Camera Setup

Full HD 1 Camera Setup

Deployment of VIRTUAL UNIT FOR SEMINAR equipped with:

1 Capture Card Device

1 Multi Connector Device

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

7.3.3 General Coverage & Interviews:

Deployment of Professional Interviewer(s) for conducting and capturing general

coverage, VIP Lounge, CM Lounge, and area interviews.

7.4 Photography

Deployment of Photographer(s) with at least 15MP camera with the required lenses &

accessories across key locations (Convention Hall, Seminar Rooms, Conference Rooms,

CM Lounge, and General Areas).

Coordination at Control Room for tagging, processing, and uploading photographs to

the Vibrant Gujarat website.

7.5 Setup Control Room

Setup a Control Room with the following equipment or higher:

1 NAS server, media, printer, LAN, Convertor, Switches and other Equip.

4-6 Work-stations with manpower

Qualified professional and Technical staff for management of data and uploading of

7.6 Master Console & Live Telecast

Master Console at the Main Control room for live-telecast and recording (including

routing outputs to OB Van for broadcast media/national channels and venue broadcast).

Arrangements of Live Telecast incorporating a 50 Feed Distribution box.

7.7 Playback System

WATCHOUT Playback system for Convention hall with Operator for managing LED

screen playback.

7.8 Presentation & Benchmarks

Producing a presentation showcasing the benchmarks and achievements accomplished

under the leadership of the Chief Minister during Vibrant Gujarat Global Summit

7.9 Preparation of AV Films

7.9.1 Valedictory Film: Preparation of a 4 minute AV Film encapsulating the

proceedings of the Summit (including the Vibrant Gujarat Trade Show) to be produced,

approved, and presented during the valedictory ceremony.

7.9.2 Inaugural Film: Preparation of a 4 minute AV Film for main inauguration event to

be run during the inaugural ceremony of the Summit.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

7.9.3 Post-Summit Film: Post-Summit summary film highlighting speaker excerpts,

interviews, and statistical highlights.

7.10 Online Photo Album & Archiving

Creation of an online photo album (minimum 10-year availability) with downloadable

images hosted on a dedicated website.

Providing 3 complete sets of coverage (video, photographs, interviews, etc.) organized

on portable hard disks.

7.11 Distribution & On-Site Facilities

Managing photo distribution as directed by iNDEXTb.

Setting up a Photo Booth with printing and take-away facility for delegates.

Providing real-time photo/video feeds to the VG Social Media and PR agency.

Setting up webcasting for seminars and meetings.

7.12 Provision of Videographers

Deployment of adequate number of professional and experienced Videographers for

continuous video documentation and general coverage of the Summit, including Main

Hall, Seminar Halls, Conference Rooms, VIP/CM Lounge, meetings, interviews, events

and other designated locations. Videographers shall be equipped with professional video

cameras and necessary accessories and shall be deployed as per the requirements and

directions of iNDEXTb.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

8. Team engagement

8.1 The agency shall deploy an adequate and appropriately skilled workforce across all locations

(Main Hall, Seminar Rooms, CM Lounge, General Areas, and Control Room) to ensure seamless

execution of all activities under this scope, for the entire duration of the event, including setup and

dismantling days.

8.2 The team shall include, but not be limited to: Project Manager/Coordinator, Director,

Cameramen, Photographers, Editors, Console Operators, Technicians, Attendants, Interview

Coordinators, and Support Staff, as required for each activity.

8.3 A dedicated on-site Point of Contact (POC) shall be assigned to coordinate with

iNDEXTb/organizing authorities throughout the event for real-time decision-making and issue

8.4 All personnel deployed shall be experienced in handling large-scale government/summit-level

events and shall be briefed on the event schedule, protocol, and security requirements in advance.

8.5 The agency shall ensure adequate backup personnel are available on standby to address any

last-minute requirements, absences, or equipment/technical issues during the event.

8.6 A detailed manpower deployment plan (location-wise and day-wise) shall be submitted to

iNDEXTb prior to the event for approval.

Note: Details of key resources must be submitted along with the submission of Technical

Proposal in hard copy as per the mentioned Annexure

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

9. Payment Schedule:

9.1 The agreed fees shall be paid on a lump-sum basis against the deliverables committed by the

Agency and upon successful completion of the assigned work in accordance with the

timelines mutually agreed upon.

9.2 The payment would be made within 30 working days after submission of the invoices. A

detailed report of the work carried out during the billing period should be submitted along

with the invoices.

9.3 The bill will be paid after submission of all the relevant documents, files, photographs, report

and any other material in hard and electronic format (In the Hard Disk, not Pen Drive).

9.4 Resources will be ready to travel as per the project requirement. No payment for out of pocket

expenses will be made for travel within Gandhinagar and Ahmedabad.

9.5 Expenditure for travelling, food, hotel and other incidental items will be reimbursed by the

client on actuals only if it is instructed and certified by the client.

9.6 The out of pocket expenses are purely reimbursements (on actuals) and not to be treated as

part of the fees.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

10. General Terms and Conditions

10.1 Rate must be written in figures and words, also in Indian Rupee only.

10.2 The selected bidder will not assign or sublet the assignment in its entirety or part to any other

10.3 Rates quoted will be valid up to completion of the assignment from the date of Award.

10.4 Direct or indirect canvassing on the part of the bidder or his representative will lead to

disqualification.

10.5 If a bidder imposes conditions, which are in addition to or in conflict with the conditions

mentioned herein, his bid is liable for straight away rejection. In any case none of such

conditions will be deemed to have been accepted unless specifically mentioned in the letter

of acceptance of Bid issued by the iNDEXTb.

10.6 iNDEXTb reserves the right to accept or reject one or all bids without assigning any reasons.

10.7 The EMD of unsuccessful Bidders will be released on request, after final acceptance of the

successful bidder’s proposal, i.e., acceptance of work order by the successful bidder.

10.8 The Assignment can be terminated at any time by iNDEXTb, if the services are not up to the

satisfaction, after giving an opportunity to the selected agency of being heard and recording

of the reasons for repudiation. The notice period for termination will be 30 days.

10.9 All legal proceedings, if necessity arises, by any of the parties needs to be lodged in courts

situated in Gandhinagar and subject to Gandhinagar jurisdiction only.

10.10 The IPR and other rights of the material or documents developed during the course of the

assignment will be the ownership of iNDEXTb. Rights of all deliverables as a scope of this

assignment shall remain with the iNDEXTb. iNDEXTb can use all such deliverables in the

way iNDEXTb wants without seeking any concurrence/permission of the agency.

10.11 For the purposes of this clause, “Force Majeure” means an event beyond the control of the

Agency/Firm and not involving the agency’s fault or negligence, and not foreseeable. Such

events may include, but are not restricted to, acts of iNDEXTb in its sovereign capacity, wars

or revolutions, riot or commotion, earthquake, fires, floods, epidemics, quarantine

restrictions and freight embargoes.

10.12 If a Force Majeure situation arises, the Agency/Firm/Bidder will promptly notify iNDEXTb

in writing of such condition and the cause thereof. Unless otherwise directed by iNDEXTb

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

in writing, the Agency/Firm will continue to perform its obligations under the Contract as

far as is reasonably practical and will seek all reasonable alternative means for performance

not prevented by the Force Majeure event.

10.13 Resources will be ready to travel as required in the project. No Out of Pocket payment will

be made for travel within Gandhinagar and Ahmedabad. All other expenses required for

travel outside Gandhinagar and Ahmedabad will be reimbursed on actuals.

10.14 Dispute Resolution and Arbitration

10.14.1 The Parties shall endeavour, in the first instance, to resolve any dispute,

disagreement or difference arising out of or in connection with this Agreement and

subject tender, including any question regarding its interpretation, performance,

existence, validity, termination and the rights and liabilities of the Parties to this

Agreement and subject tender (a “Dispute”) through good faith negotiations.

10.14.2 All questions, disputes, differences and/or interpretation of this Agreement and

subject tender whatsoever, which may at any time arise between the parties to this

Agreement and subject tender in connection with the agreement or any matter

arising out of or in relation thereto, shall be referred to Sole Arbitrator as per the

provisions of Arbitration and Conciliation Act, 1996 and subsequent amendment

10.14.3 The venue of arbitration shall be Gandhinagar only, subject to the above, the Civil

Courts in Gandhinagar only shall have exclusive jurisdiction in this matter. The

expense of the arbitration shall be paid as may be determined by the Arbitrator.

10.15 Intellectual Property Rights

10.15.1 The agency warrants and represents that all materials and works created, used, or

provided by the agency in the course of the services, including but not limited to

software, algorithms, designs, and other intellectual property, do not infringe upon

any third-party intellectual property rights. The agency agrees to indemnify and hold

harmless the client against any claims, damages, costs, or expenses arising from any

actual or alleged infringement of third-party intellectual property rights caused by

the agency's materials or works.

10.15.2 The client shall own all intellectual property rights, including but not limited to

copyrights, patents, trademarks, and trade secrets, in any materials or works created,

developed, or provided by the agency under this contract. The agency shall promptly

assign and transfer to the client all such intellectual property rights and shall execute

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

any documents and take any other actions reasonably requested by the client to

perfect and protect such rights.

10.15.3 This clause shall survive the termination or expiration of this contract.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

11. Award of Contract

11.1 Contract will be awarded to the Bidder with the highest total points (i.e. total of the technical

and financial score). The Managing Director, iNDEXTb will be the competent authority in

this regard, whose decision will be final & binding

11.2 Notification about the Award of Contract will be made in writing to the successful Bidder.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

ANNEXURE I: COVERING LETTER

(To be provided on the company’s letterhead)

The Managing Director,

Subject: Tender for Selection of Video Documentation Agency for Vibrant Gujarat

Dear Sir/ Ma’am,

1. We, the undersigned, having carefully examined the referred Tender Document, offer to

provide the required services, in full conformity with the said Tender Document.

2. We have read all the provisions of this Tender Document and confirm that these are

acceptable to us.

3. If a Bidder is nominated as Selected Bidder, we understand that it is on the basis of the

technical, financial & organizational capabilities and experience of the Bidder taken together.

We understand that the basis for our qualification will be the complete bid documents

submitted along with this letter and that any circumstance affecting our continued eligibility

as per Tender Document or any circumstance which would lead or have led to our

disqualification, will result in our disqualification under this bidding process.

4. We agree that if we fail to perform according to the conditions/stipulations of the Tender

Document, iNDEXTb or its representative will be at liberty to take action in accordance with

5. We agree to abide by this bid for a period of 180 days from the Due Date fixed for receiving

the same and it will remain binding upon us and may be accepted at any time before the

expiry of that period.

6. We agree that if we fail to fulfill any of the conditions mentioned above, iNDEXTb has the

right to forfeit the EMD being furnished by us along with this Bid.

7. We understand that iNDEXTb is not bound to accept any or all Bids it may receive.

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

8. We declare that we have disclosed all material information, facts and circumstances, which

would be relevant to and have a bearing on the evaluation of our bid and selection as Agency.

9. We do also certify that all the statements made and/or any information provided in our

proposal is true and correct and complete in all aspects.

10. We declare that in the event that iNDEXTb discovers anything contrary to our above

declarations, it is empowered to forthwith disqualify us and our Bid from further participation

in the Bid evaluation process and forfeit our EMD & Bid Security.

(Name of the person)

(In the capacity of)

Duly authorized to sign Proposal for and on behalf of (Fill in block capitals)

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

ANNEXURE II - ORGANIZATION DETAILS

Name of the Bidder

Address of the Bidder

Date of Incorporation / Establishment

Phone No of the Bidder

Email id of the Bidder

Name of the Authorized contact person

Mobile No of the Contact person

Email id of the Contact person

PAN Number (Provide attested Photocopy)

GST Identification No(Provide attested Photocopy)

SIGN OF AUTHORISED SIGNATORY AND STAMP OF THE BIDDER

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

ANNEXURE III: EXPERIENCE

TO WHOMSOEVER IT MAY CONCERN

This is to certify that (Name of the Company) is engaged in the business of Video

Documentation services in India from the year ________ to ________.

At least one work order/ Invoice/ completion certificate/ LOI/ Agreement from client

mentioning the work done in Video Documentation services for the last 5 years to prove

experience in Video Documentation activities are as under:

No. Project Name Project Amount

A copy of Certificate of Incorporation is also attached.

(SIGN AND STAMP OF THE CHARTERED ACCOUNTANT)

Name of Charted Accountant:

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

ANNEXURE IV: DOMAIN EXPERTISE

TO WHOMSOEVER IT MAY CONCERN

This is to certify that (Name of the Company) is engaged in the business of Videography,

Photography and related activities of Video Documentations including promotional A/V Film

preparation Projects and possess domain expertise for the same. (Bidder Name) has successfully

completed / ongoing following 3 Video Documentation services projects for State/Central

Govt./ PSUs/Private Companies in the last 3 financial years as under. (Mention projects as per

pre-qualification criteria of this document.)

Project Name & Department of

No. Financial Year Project Amount

(GOI/GOG/PSU/Corp)

(SIGN AND STAMP OF THE CHARTERED ACCOUNTANT)

Name of Charted Accountant:

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

ANNEXURE V: AVERAGE ANNUAL TURNOVER

TO WHOMSOEVER IT MAY CONCERN

This is to certify that (Name of the Company) is engaged in the business of Video

Documentation services. Turnover from the Video Documentation services and Allied activities

in the last three financial years is as under: (As per pre-qualification criteria)

No. Financial Year Amount in Rs. Amount in Words

Average Annual Turnover

(SIGN AND STAMP OF THE CHARTERED ACCOUNTANT)

Name of Charted Accountant:

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

ANNEXURE VI– LETTER OF UNDERTAKING REGARDING DEBARMENT

Managing Director,

Subject: Letter of undertaking regarding debarment for the Tender for Selection of Video

Documentation services for Vibrant Gujarat Global Summit

I hereby confirm that my/our firm/company M/s ______________ is not blacklisted/delisted or

banned/debarred by any Institution/State/Central Government Department/Public Sector

undertaking during the last ten years till the bid due date.

During the tenure, if above information found incorrect/false/fraudulent, iNDEXTb has a right

to terminate our empanelment including forfeit our EMD and carry out any penal action on us,

Yours faithfully,

(Signature of Authorized Signatory) (Name, Title, Address, Date)

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

Annexure VII – TEAM COMPOSITION OF KEY PERSONNEL

Team Composition:

Post qualification relevant

Educational Area of

Name of Key Expert experience in number of

Qualification Expertise

Authorized Signature:

Name and Title of Signatory:

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

Annexure VIII – FINANCIAL PROPOSAL(Only on nProcure)

Submission to be made online only on the website https://tender.nprocure.com/ in the

prescribed format. Financial bids submitted in any other form other than prescribed here will

lead to disqualification.

Appendix 3: Financial Proposal

all other (Rates of

associated all units as Day Grand

Venue Units costs. mentioned 3 Total (Excl.

Rates of in the GST)

(B) (D) all units as setup

mentioned detail to (G) (E+F+G)

in the be quoted)

Hon'ble PM 2 Cam

Gift City – 5 Cam

Hon'ble CM 2 Cam

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

6 Seminar Hall 1

7 Seminar Hall 2

8 Seminar Hall 3

9 Seminar Hall 4

10 Seminar Room

11 Seminar Room

12 Seminar Room

13 Seminar Room

14 Seminar Room

15 Seminar Room

16 Seminar Room

17 Seminar Room

21 Interview 1 - -

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

22 Anchor – - 1 - -

required lenses

equipment’s Videographers

25 accessories, -

26 other Equip. - -

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

29 - 2 Locations

30 presentation) - -

Mandir - Static

Tender for selection of Video Documentation agency for Vibrant Gujarat Global Summit

34 AV Upto 4 - - - -

Total Amount (Exc. GST)

Total Amount (Exc. GST)

Note: The above quantities and specifications are indicative. Any additional utilization, equipment, manpower,

services, or AV content beyond the specified duration, shall be charged on a pro-rata basis as per the approved

Note: All rates shall be quoted in Indian Rupees and shall be exclusive of GST. The bidder shall quote rates for

all applicable items as specified above.