SELECTION OF AGENCY ON ANNUAL RUNNING RATE CONTRACT (RRC) BASIS FOR INFRASTRUCTURE, LIGHT, SOUND AND EVENT MANAGEMENT WORKS FOR VARIOUS EVENTS WITHIN GUJARAT

Name of Work : Selection of agency on Annual Running Rate

Contract (RRC) basis for Infrastructure, Light,

Sound and Event Management Works for Various

Events Within Gujarat

Period of Contract : The said project will be awarded for duration of

one Year and it shall be further extendable up to

one year depending upon performance and

requirement of TCGL

Tender Currency Type : Single

Tender Currency Settings : Indian Rupee (INR)

Joint Venture \ Consortium : Not Applicable

Tender Document Fee : Rs. 5000/- in form of Demand Draft. The list of

applicable banks for Tender fee is given at

Bid Document Fee Payable to : Non refundable by Demand Draft in favor of

“Tourism Corporation of Gujarat Ltd”

EMD (Earnest Money Deposit) : Rs.3,00,000/-

EMD in favour of : “(Rupees Three Lakhs Only) by DD in form of

Demand Draft. The list of applicable banks for

Tender fee is given at Annexure-13

Bid Document Downloading Start : 09/07/2026 at 17.00 hrs

Bid Document Downloading and : 29/07/2026 at 15.00 hrs

Online submission End Date

Pre-bid Meeting Date : 16/07/2026 at 15.00 hrs

TCGL, Block No. 16, 4th floor, Udyog bhavan,

Sector - 11, Gandhinagar – 382

Last Date & Time for Receipt : 29/07/2026 at 17.00 hrs

(Submission) of Technical Bid

Date of Tender opening : 29/07/2026 at 17.30 hrs

Bid Validity Period : 180 days from opening of financial bid

Submission of certain documents, : Submission of EMD, Tender fee, Technical Bid

etc. and other Documents from 09/07/2026 at

hrs. upto 29/07/2026 at 17.00 hrs in the office of

The Managing Director, TCGL Block No. 16, 4th

floor, Udyog bhavan, Sector - 11, Gandhinagar –

Annual Running Rate Contract (RRC)

General Terms and Conditions

(1) Bidders can download the tender document free of cost from the website.

(2) Bidders have to submit financial bid in Electronic form only on nprocure website

till the Last Date & time for submission.

(3) Financial bid Offers in physical form will not be accepted in any case.

Bidders who wish to participate in online tenders will have to procure/ should have legally

valid Digital Certificate as per Information Technology Act-2000 using which they can sign

their electronic bids. Bidders can procure the same from any of licence certifying Authority

of India or can contact (n)Code Solutions – A division of GNFC Ltd., who are licensed

Certifying Authority by Govt. of India.

All bids should be digitally signed. The bidder should contact at below mentioned address for

(n) Code Solutions

A Division of GNFC

301, GNFC Infotower, Bodakdev, Ahmedabad –380 054 (India).

Annual Running Rate Contract (RRC)

CHAPTER PARTICULARS

INVITATION FOR BIDS (IFB)

I INSTRUCTIONS TO THE BIDDER

II GENERAL TERMS AND CONDITIONS

III TERMS OF REFERENCE

IV SPECIAL TERMS AND CONDITIONS OF

Annual Running Rate Contract (RRC)

INVITATION FOR BIDS (IFB)

Government of Gujarat through Tourism Corporation of Gujarat Ltd. (TCGL) has organized

various fairs and festivals/events every year. Hence, TCGL is inviting agency for Temporary

structures & related infrastructure, Light & Sound and Event management work and other

related works various events to be held within Gujarat.

The scope includes Conceptualizing, Designing, exterior and interior decoration,

development of site, Infrastructure providing services, Execution of works, Light & Sound

Branding and Event Management at the site, including, general ambience etc. The work is

provided in this document and agency who will be assigned this work shall be developing the

concept/design further in consultation with TCGL, Govt. of Gujarat and Professional Advisor

appointed by TCGL. The bidders should note that the work execution is largely at Tourist

The tender is to invite agencies for Annual Running Rate Contract (RRC). As and when

required, the selected agency shall be invited for specific work. As per requirement of TCGL,

a separate work order shall be issued to the agency. Further, the TCGL shall have the

absolute right to decide which work shall be assigned under this tender. The TCGL may float

separate tenders for a specific event like Vibrant Navratri, Kite festival, Madhavpur Fair,

Somnath swambhiman event, Rann Utsav etc. as per the requirement and decision.

Annual Running Rate Contract (RRC)

SCHEDULE FOR INVITATION OF TENDER

To Name of Tender: Selection of agency on Annual Running Rate Contract (RRC)

basis for Infrastructure, Light, Sound and Event Management Works for Various

Events Within Gujarat

Issue of Tender

From 09/07/2026 at 17.00 hrs. upto 29/07/2026 at 17.00 hrs (Physical bid

submission) & 29/07/2026 at 15.00 hrs (Online submission)

Technical Bid Due Date: 29/07/2026 at 17.00 hrs (Physical)

Pre-Bid Meeting: On 16/07/2026 at 15.00 hrs at the Conference hall, TCGL Block

No. 16, 4th floor, Udyog bhavan, Sector 11, Gandhinagar – 382

Technical Bid/Document Submission Address:

The Managing Director, TCGL Block No. 16, 4th floor, Udyog bhavan, Sector

Gandhinagar – 382

Technical Bid Opening Date & Time: 29/07/2026 at 17.30 hrs

Presentation: To be communicated later

Presentation and Price Bid opening: To be communicated later

The Managing Director, TCGL Block No. 16, 4th floor, Udyog bhavan, Sector

Gandhinagar – 382

1. Please address all queries and correspondence to the Managing Director, TCGL Block

No. 16, 4th floor, Udyog bhavan, Sector 11, Gandhinagar – 382 017. email address:

[email protected].

2. If the Office of the Managing Director, TCGL happens to be closed on the day of receipt

of the bids as specified, the bids will be received and opened on the next working day on

opening of the Office up to the same time and at the same venue.

3. Please quote Ref. Number in all your correspondence.

General Instructions

1.0 Technical Bid: Bidders shall submit physically their bids in TWO SEPARATE

PARTS (stated herewith as part-1 and part- II) in sealed envelopes super-scribed with

due date, time, project and nature of bid). Bidder has to submit only one original

hard bound document. Loose documents may be outrightly rejected.

PART-I: Bid Security and Price of the Tender Document in a separate sealed

envelope superscripted with the Tender Document number. Please

enclose EMD of Rs.3.00 Lakhs and Price of one copy of the Tender

Document of Rs 5,000/- in form of Demand Draft drawn in favour of

“Tourism Corporation of Gujarat Limited” payable at Gandhinagar.

The Tender fee/EMD should be in the name of the bidder’s firm

only. Tender fee/EMD in the name of the other firm shall not be

Annual Running Rate Contract (RRC)

PART-II: Original TECHNICAL BID complete with all technical and commercial

details except the prices. Original printed document shall be considered

1. Filling up prices in Part II will render the Bidder disqualified.

2. Tender document preferably in A4 pages, If requires selected A2 pages like

for map/layout can be folded.

3. First page of tender should be index having particular and page nos.

4. The tender is invited on line only. In case vital documents are not uploaded

online, the tender will be outrightly rejected.

5. Hard documents sent by RPAD/Speed post only shall be accepted.

The envelopes containing Part-I and Part-II of offer should be enclosed in a larger

envelope duly sealed. The enclosed CUT-OUT Slips shall be filled and pasted on the

envelopes. All pages of the offer must be signed.

2.0 Financial Bid: Bidder shall submit the FINANCIAL BID online through

www.nprocure.com only.

3.0 Services offered should be strictly as per specifications mentioned in this Tender

Document. Please spell out any unavoidable deviations, article-wise, in your bid

under the heading “Deviations”.

4.0 Once quoted, the Bidder shall not make any subsequent price changes, whether

resulting or arising out of any technical/commercial clarifications sought regarding

the bid, even if any deviation or exclusion may be specifically stated in the bid. Such

price changes shall render the bid liable for rejection.

Yours faithfully,

For and on behalf of

THE MANAGING DIRECTOR

Tourism Corporation of Gujarat Limited (TCGL),

Block No. 16, 4th floor, Udyog bhavan,

Sector 11, Gandhinagar – 382

Annual Running Rate Contract (RRC)

Cut Out slips to be pasted

on the outer envelope

containing EMD,

Tender Fees, Technical bid and Main Cover.

DO NOT OPEN – THIS IS A BID

EMD/Tender Fees/Technical Bid/Main Cover

To Name of Tender: Selection of agency on Annual Running Rate Contract (RRC) basis

for Infrastructure, Light, Sound and Event Management Works for Various Events

Within Gujarat.

Issue of Tender

From 09/07/2026 at 17.00 hrs. upto 29/07/2026 at 17.00 hrs(Physical bid

submission) & 29/07/2026 at 15.00 hrs(Online submission)

Technical Bid Due Date: 29/07/2026 at 17.00 hrs(Physical)

Technical Bid/Document Submission Address:

The Managing Director, TCGL Block No. 16, 4th floor, Udyog bhavan, Sector

Gandhinagar – 382

Technical Bid Opening Date & Time: 29/07/2026 at 17.30 hrs

Financial bid opening: To be communicated later

Annual Running Rate Contract (RRC)

INSTRUCTIONS TO THE BIDDER

ARTICLE-1: DEFINITIONS

In this document, unless the context specifies otherwise, the following words and phrases

shall mean and include:

1) “Agreement” means the document signed by the TCGL and Bidder that incorporates

any final corrections or modification to the Tender and is the Legal document binding

both the parties to all terms and conditions of the Contract.

2) “Bid” means the complete bidding document submitted by the Bidder to The Managing

Director, Tourism Corporation of Gujarat Limited (TCGL) and shall include any

corrections, addenda and modifications made therein.

3) “Bidder” shall mean a corporate entity or a society or a corporation or a firm eligible to

participate in the Tender in the stages of Pre-qualification, Bidding process and shall

include the successful Bidder during the currency of the Contract.

4) “Proposal" means all documents and information submitted by an Applicant supporting

its bid to provide the Services to TCGL, as required under the tender.

5) “Contract Period” shall mean entire term of the contract as indicated in the Article

6) “Contract” shall include the Terms of Reference as outlined under Chapter III within

time limits indicated under Article 1, Chapter IV in accordance with the terms and

conditions of the Agreement.

7) “Corrupt Practice” means the offering, giving, receiving or soliciting of any thing of

value, pressurizing to influence the action of a public official in the process of Bidder

selection and Contract execution.

8) “Authority” shall mean Tourism Corporation of Gujarat Limited, Government of

Gujarat for this purpose.

9) “Operator” shall mean successful bidder shortlisted and allotted this work

10) “Operator’s Equipment” shall mean all equipment, instruments, tools, machinery and

other appliances and things of whatsoever nature required for the fulfillment of the

Contract or of the Operator’s Obligations, but not including those items which are

intended to form, or which form part of the event.

11) “Defects Liability Period” shall mean the Defects Liability Period from date of

inaugurations of the facilities up to the success full completion during which the selected

agency shall undertake the responsibilities, and have the liability for the facility.

12) “Facility” shall mean the entire system to be designed and constructed in accordance

with the provisions hereof, including pathways, toilets, structures, ramps, pits, pipes,

fencing, lighting, testing and analysis equipment, tools, safety equipment, plant

machinery, supplies, instruments and inventory incorporated therein, as well as all open

areas within the site, and including any additions, modifications, alterations, replacement

Annual Running Rate Contract (RRC)

and repairs as may be made thereto from time to time and items executed under this

13) “Financial Capability” means financial worthiness of Bidders as per the terms of the

14) “Site” shall mean that specific area specified in the Bid Documents and shall include

any other places as may be specifically designated by the TCGL from time to time as

forming part of the Site.

15) “Local Language” means the language declared by the concerned State Government as

their official language.

16) “Tenderer” means the organisation/institution, which is floating this, tender i.e. The

Managing Director, Tourism Corporation of Gujarat Ltd, Government of Gujarat,

17) "Selection Procedure" means the entire procedure conducted by TCGL to select and

appoint the Successful bidder for the provision of the Services pursuant to the Tender

process and the subsequent negotiation, finalization and execution of the Agreement.

18) “Total Accepted Tender Value” means the total value of services and supplies as

covered under this Tender and agreed upon by the Tenderer and the Bidder.

19) “Professional Advisor” shall mean the agency appointed by the Govt. of Gujarat or

its body to assist in preparing conceptual layout, tender preparation, evaluation of the

agency, Third Party Inspection and Quality Assurance, bill certification, and

contractual matters related to appointing the bidder for venue preparation for the

20) “Annual Running Rate Contract (RRC)” means a contract for the supply of an

approximate quantity of work/services at a specified price during contract period.

21) “Event Management” means conceptualizing, Planning, Organizing, Operating and

managing the event venue and supplying and providing all necessary services as

required by TCGL during Contract period.

22) “Similar Works” shall means conceptualizing, designing, execution, supervision and

setting up temporary structure, light & sound, event management and branding related

ARTICLE -2: ELIGIBILITY CRITERIA FOR BIDDERS

The bidder shall be evaluated in two stages

1.) Pre-qualification stage

2.) Technical Evaluation of Proposal

The bidder fulfilling pre-qualification criteria shall be shortlisted for Technical Stage. The

bidder should be fulfilling the following preconditions and must also submit documentary

evidence in support of fulfillment of these conditions while submitting the technical bid. Bids

from consortium are not allowed.

Annual Running Rate Contract (RRC)

TCGL reserves the right to verify the claims made by the bidders and to carry out the

capability assessment of the bidders and the TCGL’s decision shall be final in this regard.

TCGL may, in its absolute discretion, waive any of the conditions and /or requirements in this

tender in respect of any or all of the bidders.

Stage –I : Pre-qualification Criteria for bidders

Sr. Pre-qualification criteria Documentary Evidence

1 The bidder should have a minimum Work Order/Work Completion certificate,

experience of five years in conceptualizing, firms incorporation details etc.

designing, execution, supervision of

temporary structure, and light & sound, Annexure -8

branding and event Management related

2 The Bidder should have achieved a Minimum Audited Financial Report and CA

Annual Average Financial Turnover of Rs. certificate for any five years out of the last

150.00 Lakhs in any five years out of the last six years (i.e. F.Y 2019-20 to 2024-25).).

six years (i.e. F.Y 2019-20 to 2024-25).

3 The bidder should have executed work of The bidder shall provide work order and

conceptualizing, designing, execution, work completion certificate which

supervision of temporary structure, light & mentions clearly the amount of work

sound, event management and branding etc. completed as well as scope of work.

for any of the Govt. /Semi-Govt./Public Sector Annexure-8

Undertaking from F.Y 2019-20 to till date

At least one similar works of at least Rs. The bidder shall be bound to submit

120.00 Lakhs or additional information/documents as per

requirement on urgent basis.

At least two similar works of each of at least

Rs. 75 Lakhs or

three similar works of each of at least Rs.

The assessment of TCGL shall be final and

without any dispute.

4 The bidder should have specific experience in Work Completion Certificate with work

tourism sector with one similar nature of work order in related tourism sector order.

with any of the Govt. /Semi-Govt./Public

Sector Undertaking of at least Rs. 75 Lakhs

from 2019-20 to till date

The assessment of TCGL shall be final and

without any dispute.

5 The bidder should have working office in Submit office Address proof, Electricity

Gujarat. bill, Rent agreement, GST registration etc.

The proof should be up to satisfaction of

TCGL. If required the authority may verify the

Annual Running Rate Contract (RRC)

6 The bidder shall submit a power of attorney Power of Attorney as per the format given

authorizing the Signatory of the bid to sign in Annexure -2

and execute the contract. The power of attorney must be from

authorised persons establishing legal

standing to sign and execute the bid.

7 The bidder shall provide PAN, GST Number A copy of PAN, GST, GST Return

and GST Return Statement/certificate. Statement /Certificate. The bidder shall also

submit copy of the returns of GST for last

8 The bidder shall provide a valid EMD Tender fee DD and EMD - DD

acceptable to TCGL. EMD deposit of

Rs.3,00,000 /- has to be submitted along with

bid document. Non-refundable Tender fee of

Rs. 5000/- through DD favoring Tourism

Corporation of Gujarat Ltd payable at

Gandhinagar has to be annexed with the bid

9 History of Litigation As per the format given in Annexure -9

10 The bidder has to submit self certified letter Self certified letter – As per format given in

indicating that they have not been blacklisted by

any Government Department, Organisation,

11 The bidder has to submit updated Electrical Updated Electrical License issued by Govt.

License issued by Govt. body or if applied the Dept. or application copy.

same shall be submitted

a) Stage – II : Technical Evaluation

The bidders fulfilling pre-qualification criteria will be shortlisted for Technical Evaluation. The

technical evaluation criteria are given in the following table:

Sr. Criteria Documentary evidence Marking Pattern Max

1 The bidder should have a minimum Work Order/Work if 5 years <=x< =7

experience of five years in Completion certificate, years: 10 Marks

conceptualizing, designing, firms incorporation

execution, supervision of temporary details etc. if 7 years<x<=10

structure, and light & sound, branding Annexure -8 years: 12 Marks

and event Management related works.

2 The Bidder should have achieved a Audited Financial Report If 150 Lakhs

Minimum Annual Average and CA certificate for <=x<=250 Lakhs :

Financial Turnover of Rs. 150.00 any five years out of the Marks

Lakhs in any five years out of the last last six years (i.e. F.Y

six years (i.e. F.Y 2019-20 to 2024- 2019-20 to 2024-25.) If 250 Lakhs

Annual Running Rate Contract (RRC)

If x>350 Lakhs :

3 No. of similar work (i.e. The bidder shall provide Work orders totaling

conceptualizing, designing, work order and work value of Rs.120 lacs to

execution, supervision of temporary completion certificate Rs.240 lacs during last

structure, light & sound, event which mentions clearly five years: 10 Marks

management and branding etc.) in the amount of work

value executed in last 5 years with completed as well as Work orders totaling

any of the Govt. /Semi-Govt./Public scope of work.as per value of Rs.240 lacs

Sector Undertaking from F.Y 2019-20 Annexure -8 to Rs. 480 lacs during

to till date (only work orders above last five years:

Rs.25 lacs shall be Marks

Work orders totaling

value of more than

Rs.480 lacs during last

five years: 15 Marks

4 No. of specific experience in tourism Work Completion Single work order of

sector of similar nature work with any Certificate with work Rs.75 lakhs & above :

of the Govt. /Semi-Govt./Public order in related tourism 10 Marks

Sector Undertaking of at least sector order.

Rs.75.00 Lakh from 2019-20 to till Work Completion of Two work order each

date. valued atleast Rs. 50 lacs of Rs.75 lakhs &

The assessment of TCGL shall be shall be considered. above : 15 Marks

final and without any dispute.

Three works order or

more, each of Rs.

lakhs & above :

5 No. of technical manpower with Attach CV with clearly If EM >=1 : 1 Marks

relevant experience mention post of each If EM =0 : 0 Marks

Event Manager (EM) technical person allotted

Civil Engineer (CE) to this work. If CE >=2 : 1 Marks

Architect (AT) Association with the If 0<CE <2 : 0 Marks

Electrical Engineer (EE) bidder for atleast one

Supervisor/other technician (ST) event is must, which If AT >=1 : 1 Marks

should be clearly stated in If AT =0 : 0 Marks

CV by bidder. One of the

event manager should If EE >2 : 1 Marks

possess at least 5 years If 0<EE<2 :0 Marks

experience in the field,

which must be stated in If ST.>=2 : 1 Marks

his CV by bidder. If ST=1 : 0 Marks

(The bidder has to score 50 marks out of 70 to be eligible for presentation)

7 Concept presentation including, Presentation showing Based on presentation

 Concept, Designing, methodology understanding, approach As date and time will

to execute & run the proposed and methodology to be provided by Dept.

Annual Running Rate Contract (RRC)

project. execute the proposed to bidder. So, bidder

 Details of license/accreditations project need to do

 Detail of special technical & presentation in front of

financial strength of the members committee as per

 Past Experience in handling instruction.

similar projects.

 Details of Godown/Stores in

 Details of Manpower strength,

Permanent/Contractual/Casual

 Key Personnel for the project.

 Safety measures for the proposed

 Action plan in case of miss-

happening of any proposed

 Implementation schedule

 Attractive/innovative ideas not

shown in BOQ but effective for

assignment/responding at a

(The bidder has to score minimum

15 marks out of 30 for further

1.The bidder shall be bound to submit additional information/documents as per requirement

on urgent basis.

2. The bidder shall be required to score at least 50 marks out of 70 marks assigned for

technical qualification except marks for presentation . Only those bidders shall be

eligible for further process and shall be informed to prepare presentation.

3. The bidders will have to make a presentation on the date and time intimated as

aforesaid on the concept and design before the Committee. The bidders will be informed

about the date and time by E-mail or by Telephonic communication. All the bidder shall have

to carry copy of presentation in Soft and hard copy with them and present in front of Committee.

If bidder fails to represent with presentation copy, he will not be considered eligible for

financial bid opening and further process.

In order to qualify for financial bid opening, bidder should secure at least i .e 15 marks

in presentation and score overall at least 80 marks out of 100 in technical evaluation .

The price bids of eligible bidders shall be opened in presence of all the eligible bidders/ their

representative. The bidder who has offered the lowest price will be selected as L1 bidder.

Annual Running Rate Contract (RRC)

 The evaluation will be based on Least Cost Method.

 The technically eligible bidder securing L1 as per Least cost method will be invited for

further process. In case there are more than one bidder having score L1 rates, the bidder

having highest score in technical evaluation marks will be considered and offered to

award the contract. If further required, the bidder shall be selected by lottery system.

The bidder shall have to submit presentation copy to TCGL before price bid opening. The

presentation of L1 bidder/selected bidder shall be considered part of the agreement. The same

will be discussed further, fine-tuned and appropriate instructions shall be made by TCGL.

TCGL reserves the right to make the appointment of the Successful bidder subject to such further

terms and conditions as it considers appropriate in relation to the Tender process and/or the provision

of the Services. TCGL shall not be obliged to give any reason(s) for the selection and/or rejection of

any Proposal or any part thereof.

TCGL reserves the right, at any time and in its absolute discretion, accept or reject Proposals (or to

permit any bidder to resubmit its Proposal, such that Proposal fails to meet any or all of the Criteria

and/or the Requirements), to pursue negotiations with any number of bidders, to withdraw from

negotiations with any bidder at any time and to suspend, discontinue, modify and/or terminate the

Tender process at any time.

ARTICLE – 3: CORRECTION OF ERRORS

Price Proposals determined to be substantially responsive will be checked by the TCGL for any

arithmetic errors. Arithmetic errors will be rectified on the following basis:

If there is discrepancy between total price bid amount and summary of total cost of all

components/parts, then the following will be procedure.

a) Where there is discrepancy between the rates in figures and in words, whichever is

less shall govern

b) Where there is discrepancy between the unit rate and the line item total resulting from

multiplying the unit rate by the quantity, the unit rate as quoted will govern.

c) If the total amount of bid quoted is less than actual summation of cost of all the

c) If the total amount of bid quoted is less than actual summation of cost of all the

components/parts as the case may be, then the total quoted amount shall govern and

difference between the actual summation and amount quoted shall be considered as a

d) If total amount of bid is more than actual summation of cost of all components/parts

d) If total amount of bid is more than actual summation of cost of all components/parts

as the case may be, then the individual cost of the components/parts shall govern and

total amount shall be reduced to actual summation and it shall be considered as

total amount shall be reduced to actual summation and it shall be considered as

mistake in totaling.

However, the decision of TCGL in this regard shall be final and binding.

The amount stated in the Form of bid for Price Proposal will be adjusted by the TCGL in

accordance with the above procedure for the correction or errors and, shall be considered

as binding upon the bidder. If the bidder does not accept the corrected amount of bid, its

bid will be rejected, and the EMD may be forfeited in accordance with relevant clause.

ARTICLE – 4: COMPARISON OF PRICE BIDS

 TCGL will evaluate and compare only the bids determined to be substantially

responsive in accordance with relevant clause.

Annual Running Rate Contract (RRC)

 TCGL’s evaluation of a bid will take into account, in addition to the bid prices

indicated in the Schedule of Prices, the following costs and factors that will be added

to each Bidder’s bid price in the evaluation using pricing information available to the

TCGL, in the manner and to the extent of the requirement of the TCGL.

a) If the price stated is not realistic the bid is liable to be rejected.

b) Compliance within the time schedule called for in the Appendix to Price Proposal

within and evidenced as needed in a milestone schedule provided in the bid;

c) The functional guarantees of the facilities offered against the specified performance

criteria of the plant and equipment; and

d) The extra cost of work, services, facilities etc., required to be provided by the

Employer of third parties.

 TCGL reserves the right to accept or reject any variation or deviation and other

factors, which are in excess of the requirements of the bidding documents or

otherwise result in the accrual of unsolicited benefits to the TCGL, may not be taken

into account in bid evaluation.

 If the bid of the successful bidder is substantially below the TCGL’s estimate for the

contract, TCGL may require the bidder to produce detailed price analysis to

demonstrate the internal consistency of those prices.

 If a discount has been offered in any Price Proposal, such discount will be applied

pro-rata against each item, the TCGL reserves the right to reject, will call for

submission of new Price Proposals. In order to allow comparison on a common basis,

each Price Proposal will be carefully scrutinized in accordance with the procedure

outlines in relevant Clauses.

ARTICLE – 5: PRE-BID MEETING

 A prospective bidder requiring any clarification of the bidding documents may notify

the Employer in writing or by Email at the Employer's address indicated in the

Invitation for Bid. The Employer will respond to any request for clarification which

he receives prior to or during Pre-Bid Meeting.

 NO QUERIES OF ANY TYPE SHALL BE ENTERTAINED ON PHONE.

 NO QUERIES SHALL BE ENTERTAINED ONCE THE DEADLINE TO RAISE

THE QUERY IS OVER.

 Pre-bid meeting shall be as per given above details in the Conference Hall, TCGL, 4th

floor-Block no.16, Udyog Bhavan, Gandhinagar. Evaluation criteria and method for

Presentation and Price-Bid will be discussed in this meeting. It will be essential for

the Bidders to attend the Pre-Bid Meeting so as to understand and clarify any issues

related to Tender and related works. The bidder shall be bound to submit queries in

hard copy within time limit of pre-bid meeting.

Annual Running Rate Contract (RRC)

GENERAL TERMS AND CONDITIONS

ARTICLE - 1: CHECKLIST OF DOCUMENTS COMPRISING THE BID

1.1 The bid submitted shall have the following documents:

Earnest Money Deposit and Price of one copy of the Tender Document in the form

prescribed in the Tender.

1. Bid signed and sealed (with official seal) in Original (with photocopies in copy I) on all

pages with all pages duly numbered.

2. In case bidder is a company- Certified copy of Certificate of incorporation for

companies & Memorandum and Articles of Associations,

In case the Bidder is a society- Certified copy of registration deed with objects of

constitution of society

In case Bidder is a corporation- Authenticated copy of the parent statute

In case of Trust- Certified copy of the Trust Deed

In case of Firm/LLP- Certified copy of the Registration Deed

Certified copies of documents submitted, as above, must be signed and carry the seal

of the authorized signatory.

3. List of present Directors/owners/executive council members/trustees/ Board members

4. Technical Proposal elaborating the Bidders concept of the proposed Project should

include the following:

i. All the annexure except the financial bid format shall be submitted with

Technical Proposal.

ii. All legal and mandatory obligation to be fulfilled by bidder as mentioned in

iii. Team structure, size, capability and manpower deployment plan (Total

Staffing plan including numbers) for execution of the work.

Annual Running Rate Contract (RRC)

iv. Profiles of resources (technical personnel) proposed for the project (to be

provided in the format included in Annexure 6). The bidder shall provide an

undertaking, on a separate letter on company letter head signed by the

authorized signatory, in the technical bid that all the profiles of the proposed

resources are complete and accurate. In addition, each profile shall be signed

by the resource (of whom the profile is submitted) and the authorized

signatory. If the signature of the resource (technical personnel) couldn’t be

obtained, the authorized signatory, in each profile shall mention and certify

that he has obtained the consent of the respective employee on the accuracy

and completeness of qualifications and experience specified in the profile.

v. A specific description of the prior experience as per format given in Annexure

vi. Indemnity Undertaking as per the format given in Annexure -10.

5. Current GST Return Statement for last three financial years

6. General power of attorney/Board of Directors resolution/ Deed of Authority contract

and all correspondences/documents thereof. Format for General Power of Attorney is

given at Annexure-2.

7. Audited Balance sheet and Income statement duly signed by the statutory auditors and

authorized signatory/ies of the Bidder for any five years from last six years i.e. 2019-20,

2020-21, 2021-22, 2022-23, 2023-24 & 2024-25. Firms that do not publish financial

statements, such as partnerships, submit specially prepared statements. A qualified

external auditor should certify such statements. Annual reports shall include the auditor's

certification and other relevant document..

8. Documentary evidence (signed by authorized signatory) proving that bidder fulfills

the criteria as stated in Article 2, Chapter I.

9. Clause by clause compliance statement for the whole Tender Document including all

10. All deviations and/or non-compliance clauses shall be listed separately

11. Details in the formats as given at Annexure. (please check all the Annexure)

a) Financial Bid as per Annexure – 1 to be submitted on-line only. No deviations and/or

non compliance clauses shall be allowed.

ARTICLE – 2: BIDDING DOCUMENT

Bidder is expected to examine all instructions, forms, terms and specifications in the

bidding documents. Failure to furnish all information required by the bidding

documents or submits a Bid not substantially responsive to the bidding documents in

every respect may result in the rejection of the Bid. Bidder has to submit hard bound

document duly numbered. Loose documents may be outrightly rejected.

Annual Running Rate Contract (RRC)

ARTICLE – 3: CLARIFICATION ON BIDDING DOCUMENTS

3.1 Bidders can seek written clarifications within 5 days from the first date of issue of the

tender document, to Managing Director, TCGL, Gandhinagar. The clarification shall

be issued without any delay.

ARTICLE – 4: AMENDMENT OF BIDDING DOCUMENTS

4.1 At any time prior to the deadline for submission of bids, TCGL 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.

4.2 All prospective bidders who have received the bidding documents will be notified of

the amendment through website https://www.nprocure.com and such modification

will be binding on them.

4.3 In order to allow prospective Bidders a reasonable time to take the amendment into

account in preparing their bids, TCGL, at its discretion, may extend the deadline for

the submission of bids.

ARTICLE – 5: LANGUAGE OF BID

5.1 The Bid prepared by the Bidder, as well as all correspondence and documents relating

to the Bid exchanged by the Bidder and TCGL shall be in English. Supporting

documents and printed literature furnished by the Bidder may be in another language

provided they are accompanied by an accurate translation of the relevant pages in

English. For purposes of interpretation of the bid, the translation shall govern.

ARTICLE – 6: COST OF BIDDING

6.1 The bidder shall bear all costs associated with the preparation and submission of the

bid and TCGL will in no case be responsible for those costs, regardless of the conduct

or outcome of the bidding process.

ARTICLE - 7: BID FORMS

7.1 Wherever a specific form is prescribed in the Tender Document, the Bidder shall use the

form to provide relevant information. If the form does not provide space for any required

information, space at the end of the form or additional sheets shall be used to convey the

said information.

7.2 For all other cases, the bidder shall design a form to hold the required information.

7.3 Authority shall not be bound by any printed conditions or provisions in the bidder's bid

ARTICLE - 8: FRAUDULENT & CORRUPT PRACTICE

8.1 Fraudulent practice means a misrepresentation of facts in order to influence a

procurement process or the execution of a Contract and includes collusive practice

among bidders (prior to or after bid submission) designed to establish bid prices at

artificial on-competitive levels and to deprive the TCGL of the benefits of free and open

8.2 Authority will reject a proposal for award if it determines that the bidder recommended

for award has engaged in corrupt or fraudulent practices in competing for, or in

executing, contract(s).

Annual Running Rate Contract (RRC)

ARTICLE - 9: LACK OF INFORMATION TO BIDDER

9.1 The bidder shall be deemed to have carefully examined all contracts documents to his

entire satisfaction. Any lack of information shall not in any way relieve the bidder of his

responsibility to fulfill his obligation under the document.

ARTICLE - 10: CONTRACT OBLIGATIONS

10.1 If after the award of the contract the bidder does not sign the Agreement or fails to

furnish the performance guarantee within the prescribed time limit, the TCGL reserves

the right to cancel the contract and apply all remedies available to him under the terms

and conditions of this document.

ARTICLE - 11: BID PRICE

Bidder shall categorically confirm strict compliance with the following stipulation in

respect of their offer.

a) Any effort by a bidder or bidder's agent/consultant or representative howsoever

described to influence the TCGL in any way concerning scrutiny/consideration/

evaluation/ comparison of the bid or decision concerning award of contract shall

entail rejection of the bid.

b) The bidder should indicate a single consolidated rate for contract period based

on the payment terms specified in the Tender.

c) Bids should be submitted directly by the bidder.

11.2 TCGL reserves the right to seek clarification/justification from the bidder on the bid

price in case TCGL deems it necessary. Based on the justification provided by the

bidder, if TCGL feels that the price is unrealistic/infeasible in order to execute a

project of this nature, TCGL reserves the right to reject the said bid. The bidders shall

be governed by the decision of TCGL.

ARTICLE - 12: BID CURRENCY

12.1 For the services required in the Tender the prices shall be quoted in Indian Rupees.

Payment for such services as specified in the agreement shall be made in Indian Rupees

ARTICLE - 13: BID SECURITY/ EARNEST MONEY DEPOSIT (EMD)

13.1 The Bidder shall furnish, as part of the Bid, a bid security for the amount of Rs.

lakhs (Rupees Three Lakh only) in favour of “Tourism Corporation of Gujarat

Limited” payable at Gandhinagar in a separate envelope. Only after the confirmation

of valid bid security, the Technical Bid will be opened.

13.2 No interest shall be paid on bid security.

13.3 EMD of Bidders not short-listed will be refunded within 30 days from the date of

declaration of Short-listed bidders. If the bidder is short-listed then the security will be

refunded within 30 days from the date of signing of the Agreement.

Annual Running Rate Contract (RRC)

13.4 The successful bidder's bid security will be discharged upon the bidder signing the

contract/Agreement, and furnishing the Security Deposit and Bank Guarantee.

13.5 The bid security may be forfeited either in full or in part, at the discretion of TCGL, on

account of one or more of the following reasons:

a) The Bidder withdraws their bid during the period of bid validity specified by

them on the bid letter form.

b) Bidder does not respond to requests for clarification of their bid.

c) Bidder fails to co-operate in the bid evaluation process, and

d) In case of a successful bidder, the said bidder fails:

1. to sign the Agreement in time; or

2. to furnish Performance Guarantee and Security Deposit

ARTICLE - 14: PERIOD OF VALIDITY OF BID

14.1 Bids shall remain valid for 180 days after the date of bid opening prescribed by TCGL.

A bid valid for a shorter period shall be rejected as non-responsive.

14.2 In exceptional circumstances, the TCGL the responses thereto shall be made in writing.

The bid security shall also be suitably extended. A bidder granting the request is not

required nor permitted to modify the bid.

ARTICLE - 15: FORMAT AND SIGNING OF BID

15.1 The Bidder shall prepare required number of copies of the bid, clearly marking each

“Original Bid” and “Copy of Bid” as appropriate. The bidder shall submit all the bid

documents appropriately hard bound. If bid is submitted in loose form it may be

outrightly rejected. In the event of any discrepancy between original bid document and

the copy of the bid, the original shall govern.

15.2 The original and all copies of the bid shall be typed or written in indelible ink and shall

be signed by the bidder or a person duly authorised to bind the bidder to the

Contract/Concession Agreement. All pages of the bid, except for un-amended printed

literature, shall be initialed by the person or persons signing the bid.

15.3 The complete bid shall be without alteration or erasures, except those to accord with

instruction issued by the TCGL or as necessary to correct errors made by the bidder, in

which case such corrections shall be initiated by the person or persons signing the bid.

ARTICLE - 16: SEALING AND MARKING OF BID

Bidder shall submit their bids in THREE SEPARATE PARTS, out of which two parts

are to be submitted in sealed envelopes super-scribed with due date, time, project and

nature of bid (Bid Security, Technical) and Financial bid is to be submitted online.

Part: I Tender Fee & Bid Security in a separate sealed envelope super

scribed with the Tender Document number.

Part: II Original copy of TECHNICAL BID complete with all technical and

commercial details other than price i.e. identical to part-III with

prices blanked out.

Annual Running Rate Contract (RRC)

NOTE: Filling up prices in Part-II will render the Bidder disqualified.

PART - III: Original FINANCIAL BID online Only with full price details.

The envelopes containing Part-I and Part-II of offer should be enclosed in a larger

envelope duly sealed. The enclosed CUT-OUT Slips (Formats given below) shall be

filled and pasted on the envelopes. All pages of the offer must be signed.

The outer envelope shall indicate the name and address of the Bidder to enable the bid to

be returned unopened in cases it is declared `late' or the bidder has not submitted the

price through online process.

16.1 If the outer envelope is not sealed and marked as required, TCGL will assume no

responsibility for the bid's misplacement or premature opening.

16.2 The Tender Fee, Bid Security and Technical bids shall be placed in separate envelopes

and then placed in double envelope as explained above.

16.3 If these envelopes are not sealed and marked as required, TCGL will assume no

responsibility for the bid's misplacement or premature opening and rejection.

ARTICLE - 17: BID DUE DATE

17.1 Bid must be received by the TCGL at the address specified in the Tender Document not

later than the date specified in the bid. Late bid shall be outrightly rejected by TCGL.

17.2 TCGL may, at its discretion, on giving reasonable notice by fax or any other written

communication to all prospective bidders who have been issued the Tender documents,

extend the bid due date, in which case all rights and obligations of the TCGL and the

Bidders, previously subject to the bid due date, shall thereafter be subject to the new bid

due date as extended.

ARTICLE - 18: LATE BID/CONDITIONAL BID

18.1 Any bid received by TCGL after the bid due date/time prescribed in the Tender

Document shall be rejected.

18.2 Any bid indicating conditions beyond those indicated in this Tender Document i.e.

conditional bid shall be rejected.

ARTICLE 19: MODIFICATION AND WITHDRAWAL OF BID

19.1 The bidder may modify or withdraw its bid after the bid's submission, provided that

written notice of the modification included substitution or withdrawal of the bids, is

received by the TCGL prior to the deadline prescribed for submission of bids.

19.2 The bidder's modification or withdrawal notice shall be prepared, sealed, marked and

dispatched in a manner similar to the original bid.

19.3 No bid may be modified subsequent to the deadline for submission of bids.

19.4 No bid may be withdrawn in the interval between the deadline for submission of bids

and the expiration of the period of bid validity specified by the bidder on the bid letter

form. Withdrawal of a bid during this interval may result in the bidder's forfeiture of its

Annual Running Rate Contract (RRC)

ARTICLE - 20: OPENING OF BIDS BY THE TCGL

20.1 Bids will be opened in the presence of bidder's representatives, who choose to attend.

The bidder's representatives who are present shall sign a register evidencing their

20.2 The bidder's names, bid modifications or withdrawals and the presence or absence of

relevant bid security and such other details as the TCGL at his/her discretion, may

consider appropriate, will be announced at the opening.

20.3 At the pre-decided time, the TCGL contact person shall open the Technical bids and list

them for further evaluation. The Financial bid will be submitted online. Financial bids

shall be in custody of a designated officer for opening after evaluation of Technical bids.

Any participating bidder may depute a representative to witness these procedures.

20.4 The bidder has no right for submission of any additional

documents/information/clarification after closure of bid date. However, TCGL at its own

absolute discretionary right may ask for submission of such additional

clarification/information/documents from any or all bidders during further evaluations.

ARTICLE - 21: CONTACTING THE TCGL

21.1 Bidder shall not approach TCGL officers out side of office hours and/or out side the

TCGL premises, from the time of the Bid opening to the time the Contract is awarded.

21.2 Any effort by a bidder to influence the TCGL officers in the decisions on bid evaluation

bid comparison or contract award may result in rejection of the bidder's offer. If the

bidder wishes to bring additional information to the notice of the TCGL, it should do so

ARTICLE - 22: BID EVALUATION

22.1 Parameters and Procedure of Evaluation

The bidder shall bid for the said work mentioned in this document. TCGL is not bound

in any manner to select any of the bidders submitting proposals or to select the bidder

offering lower quote.

The bidder fulfilling the pre-qualification criteria and technical eligibility criteria

mentioned in this document shall be shortlisted for financial bid opening.

The technically eligible bidder securing L1 as per Least Cost Method will be

shortlisted and may be invited for negotiation and contract will be awarded to the bidder

for that particular region after clarifying any outstanding points, to finalize technical and

financial arrangements and, in case of successful negotiations, to sign a Contract

Agreement. Bidders submitting the bids should clearly understand that any or all parts of

their bids are liable to be part of the negotiation procedure.

Evaluation shall be carried out based on the above parameters and the data and

documents provided by the Bidders in support of their claims.

The above evaluation shall be done by an Evaluation Committee decided by the TCGL.

The Committee shall determine the approach and methodology for the issues, which

may arise during the above referred evaluation exercise and have not been addressed in

this Tender Document. The decision of the Committee shall be final and binding on all

Annual Running Rate Contract (RRC)

ARTICLE - 23 : TCGL’s RIGHT TO VARY SCOPE OF CONTRACT AT THE TIME OF

23.1 If any such change causes an increase or decrease in the cost of, or the time required for,

the bidder performance of any part of the work under the Contract whether changed or

not changed by the order, an equitable adjustment shall be made in the Contract Price or

schedule of implementation, or both, and the Contract, shall, accordingly be amended.

Any claims by the bidder for adjustment under this Para must be asserted within thirty

(30) days from the date of the bidder receipt of the TCGL changed order.

ARTICLE - 24 : TCGL'S RIGHTS TO ACCEPT ANY BID AND TO REJECT ANY OR ALL

24.1 TCGL reserves the right to reject any bid and to annul the bidding process and reject all

bids at any time prior to award of Contract. Without thereby incurring any liability to the

affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for

ARTICLE - 25: NOTIFICATION OF AWARD & SIGNING OF CONTRACT

25.1 Prior to expiry of the period of bid validity, TCGL will notify the successful bidder in

writing that its bid has been accepted and send the successful bidder the Contract Form.

25.2 Within Two (02) days of receipt of the Contract Agreement, the successful bidder shall

sign and date the Contract Agreement and return it to the TCGL. Extension of the time

contained in this clause shall be at the sole discretion of the TCGL. Failure on the part of

bidder to sign the contract agreement within the prescribed time shall empower the

employer to cancel the Letter of Acceptance and take appropriate action against the

contract including forfeiture of the ‘EMD” and black listing of the bidder.

25.3 The person to sign the Contract Agreement shall be the person as described in relevant

25.4 It shall be incumbent upon the successful bidder to pay stamp duty on the Contract and all

other legal charges for preparation of the Contract Agreement, as ruling on the date of

execution of the Contract as specified in the Conditions of Contract.

ARTICLE - 26: PERFORMANCE SECURITY AND SECURITY DEPOSIT

26.1 The selected bidder shall deposit a lumsum amount of Rs. 3.00 lakhs in the form of

DD on issuance of LOI as a security deposit which shall be released after successful

completion of the Event. The Security Deposit shall be valid up to 30 days after

completion of the event.

26.2 The selected bidder shall submit Performance Guarantee in the form of bank guarantee

of lumpsum amount of Rs.3.00 lakhs in the name of TCGL at the time of signing of

Agreement and shall be issued from any applicable bank as per annexure

26.3 Rise in Security Deposit/Performance security in case of quote below estimated cost.

If quoted rates are below 25%, there will be additional 50% Security

Deposit/Performance Security requirement of amount quoted below the estimated

value of work/services.

Annual Running Rate Contract (RRC)

26.4 The performance security shall be valid for the period of contract and which will be

released after successful and satisfactory completion report from TCGL/Concerned

Authority/Consultant.

26.5 If the selected bidder fails to remit the performance guarantee, the EMD remitted by him

will be forfeited by the TCGL and his bid will be held void.

26.6 Upon the selected bidder's furnishing of performance security/guarantee and signing of

contractual documents, the TCGL will promptly notify all Short-listed Bidders and will

refund their Bid Security.

26.7 In case the bidder does not perform the work at all, or bidder shuts down the

services of event before the duration of as agreed upon, the amount of

performance guarantee shall be forfeited and the agency shall be blacklisted. It

may also result into heavy penalty as decided by TCGL.

26.8 Format of Performance Security as per Annexure -3.

ARTICLE – 27: FORFEITING OF SECURITY DEPOSIT/BANK GUARANTEE

27.1 If bidder fails to sign the contract /agreement within the prescribed time shall empower

TCGL to cancel the LOI and take appropriate action against the contract including

forfeiture of the ‘EMD” and black listing of the bidder

27.2 The successful bidder shall be required to give satisfactory assurance of its ability and

intention to complete the works pursuant to give the Contract, within the time set forth

therein and according to the terms, conditions and specifications of contract. Failing to

which, shall lead to forfeit of security deposit.

The security deposit maybe fortified in case of but not limited to this:

(1) In case of complains in regards to poor performance or non

performance of facilities as mentioned in tender documents

(2) In case of damage to TCGL property

(3) In case of Termination of Contract by TCGL for any breach of contract

mentioned in this document/agreement

27.3 In case, if bidder does not perform the said work at all, or bidder shuts down the services

before the duration as agreed upon, the amount of security deposit/bank guarantee shall

be forfeited and the bidder shall be blacklisted. It may also result into heavy penalty as

decided by TCGL.

ARTICLE – 28: TCGL’s RIGHT TO AWARD THE CONTRACT TO ONE OR MORE

28.1 TCGL reserves the right to award the contract to one or more than one Bidder and

split the order among different bidders.

ARTICLE – 29: INSURANCE

This will be applicable when the agency is awarded the specific work.

The insurance liability under this clause shall cover full reinstatement cost including

the costs of demolition and professional fees and profit. The Insurance cover under

this clause shall be as under and policy shall be taken at entire cost of the bidder

during the erection period & till demobilization period. Submit the same to TCGL

with 15 days after awarding work order.

Annual Running Rate Contract (RRC)

 Loss of human life including loss of life due to sea surface (i.e. drowing)-Rs.

 Permanent Disability of human beings – Rs. 1.00 Lakhs

 Human Body Injury not resulting into permanent disability – Rs. 10,000/-

 Besides this, any damage occurred to TCGL/Consultant/Govt. Officers or

bidder’s personnel, equipment, assets etc. shall be liability of bidder.

 All insurance taken by bidder should be in the name TCGL as beneficiary.

Life insurance policy and risk coverage for rest people, visiting the venue during

event, shall be taken by bidder.

The overall insurance coverage should be minimum of Rupees one crore.

The same shall be reimbursed. However, if TCGL decide, the agency shall

be responsible to take insurance of TCGL properties/other issues in

consultation with TCGL. The same shall be reimbursed to agency.

ARTICLE – 30: BIDDER AS SUBCONTRACTOR

The bidder shall not be sub-contractor of another bidder at the bidding stage.

ARTICLE – 31: FORCE MAJEURE

Force Majeure shall mean such an Event or Circumstance or combination of Events and

Circumstances which are beyond the reasonable control of the Affected Party and which the

affected party could not have prevented by Good Industry Practice or by the exercise of

reasonable skills and care for the purpose of discharging its obligations under the Contract.

The Force Majeure will tend to have material adverse effect on the performance of- such

affected party.

Following shall be the events and circumstances of Force Majeure:

Act of War (whether declared or undeclared), invasion, armed conflict or act of foreign

enemy, blockade, revolution, riots, insurrection, civil commotion, act of terrorism, or

sabotage. The expropriation or Compulsory acquisition or seizure of the assets of The

Agency by any Governmental Instrumentality, provided that this clause shall not apply

where such Act constitutes a remedy or sanction lawfully exercised as a result of a breach by

the Agency of any Indian law or Indian Directive but excluding any change in law.

Act of God epidemic, lightning earthquake, cyclone, whirlwind, flood, tempest, storm,

drought, lack of water or other unusual or extreme adverse weather or environmental

conditions, action of the elements, meteorites, fire or explosion to the extent generated from

the source external to the Agency or his assets due to reasons other than, those caused by

negligence of the Parties, chemical or radioactive contamination or ionizing radiation.

Procedure for Calling Force Majeure: The affected party shall notify to the other party in

writing of the occurrence of the Force Majeure as soon as reasonably practicable, and in any

event within 24 hours (Twenty Four hours) after the Affected Party knew, or ought

reasonably to have known, of its occurrence and that the Force Majeure would be likely to

have a material impact on the performance of its obligations under the Contract.

The notice shall include full particulars of the nature of Force Majeure event, the effect it is

likely to have on the Affected Party's performance of its obligations and the measures which

the Affected Party is taking, or proposes to alleviate the impact of the Force Majeure Event

and restore the performance of its obligations. When the affected Party is able to resume

performance of its obligations under this Contract, it shall promptly give the other party

Annual Running Rate Contract (RRC)

written notice to that effect provided that in no event shall the suspension of performance be

of greater scope and of longer duration than is necessitated by Force Majeure.

The rights and obligations of the Affected Party shall be suspended to the extent they are

affected by the Force Majeure. TCGL shall not be liable to make any payments to the

Agency for it being affected on account of Force Majeure.

TCGL reserves the right to terminate the contract if the Force Majeure continues for more

than 15 (Fifteen) days at a stretch.

ARTICLE -32: ARBITRATION

(a)If a dispute of any kind whatsoever arises between the TCGL and BIdder in connection

with, or arising out of, the Contract or the execution of the Works or after their

completion and whether before or after the repudiation or other termination of the

Contract, including any disagreement by either party with any action, inaction,

opinion, instruction, determination, certificate or valuation of the Engineer, the matter

in dispute shall be settled by arbitration in accordance with the Indian Arbitration and

Conciliation Act, 1996 or any statutory amendment thereof.

(b) Arbitration proceedings shall be held at Gandhinagar and the language of the

arbitration proceedings and that of all documents and communications between the

parties shall be English.

(c) The decision of the majority of arbitrators shall be final and binding upon both

parties. The expenses of the arbitrators as determined by the arbitrators shall be

shared equally by the TCGL and the bidder. However, the expenses incurred by each

party in connection with the preparation, presentation, etc., of its case prior to, during

and after the arbitration proceedings shall be borne by each party itself.

(d) All arbitration awards shall be in writing and shall state the reasons for the award.

ARTICLE – 33: BID CORREGENDUM / CLARIFICATIONS

The bid corrigendum if any shall be provided through nprocure only. All the clarifications if

required shall be raised in pre-bid meetings and provided through TCGL website only.

ARTICLE -34: UNFORESEEABLE DIFFICULTIES

Preliminary data/survey data generated by the TCGL is available for the guidance of the

bidder. However, TCGL does not take any responsibility of its correctness. The bidder shall

carry out independent additional investigations and surveys to collect the data required to

design and construction of above/below ground (sub-soil) structures/facilities if he considers

necessary for his own satisfaction at his own cost without any liability whatsoever on the

employer. The bidder shall make provision in his bid for any unforeseen sub-soil condition

encountered at the time of execution of the Works separately and it shall be loaded during his

price evaluation.

TERMS OF REFERENCE

Annual Running Rate Contract (RRC)

ARTICLE – 1: SCOPE OF SERVICES

The activities would include all the necessary tasks to execute the work but not limited to

scope of work and specifications as given at Annexure -14 of this document. Bidder has to

strictly follow the instruction of TCGL while executing any work/services.

A. Conceptualization/Planning of the Event

 Conceptualization of the Event

 Develop the Concept plan and prepare detailed layout plan, detailed working

drawings & specifications. The specifications and design of the stage for

inaugural area and other structures may require to be modified to suit the

situation and as per the direction of authority.

B. Attractive/Innovative ideas for Tourism Promotion/Effectiveness of the event

 The bidder is required to bring in innovations in various activities/works for

tourism promotion. Hence bidder is free rather encouraged to suggest such

works/services/activities at extra cost which may not be part of price bid. The

attractive/innovative ideas will have a bearing upon evaluation.

 The bidder should note that the supply and services expected under this tender

must be of a high end creating/enhancing a brand image of Gujarat.

C. Liasoning/Obtaining permissions

 Bidder shall arrange/liaison for all necessary approvals like for electricity, fire

fighting, police department, loud speakers etc. and shall abide by all statutory

rules and regulations as may be applicable and however the TCGL shall assist

the bidder for obtaining statutory and other approvals. In case any fees are to be

paid in connection with the said approval, the same shall be borne by the bidder.

 Preparation of required documents and certificates to obtain approvals from

Government/TCGL/collector other agencies and overall coordination and follow

up with agencies for getting approvals, certificates to be completed before

days of opening of event. Preparing drawing necessary for submission to

statutory bodies for sanction.

D. Resource Moblization

 The bidder is advised to mobilize your resources like manpower, material,

machinery, equipments, furniture, fixtures, art work material for ambience etc.

at the site before ten days of event starts.

E. Execution of temporary structures and facilitation

Annual Running Rate Contract (RRC)

 Execution of related structures including design and layout plan of various

works such as Ambience, Public Convenience, VIP, VVIP area, Infrastructure,

food stalls, craft stalls, Services etc.

 Submit 12 numbers of copies of layout drawings and other details to share with

various departments connected with the event.

 The bidder shall erect appropriate Dome, Stage, VVIP Lounge, reception/admin

Lounge, AC/Non Ac Green room, Food stall, craft stall, security cabin, security

tower, Theme pavilion, water counter, First aid counter etc.

 The performance stage (Main Stage) shall be made available at least five days

ahead of the event for rehearsals.

 The bidder has to make boundary wall, floor covering for the venue if require

and as per instruction of authority/PMC.

 For VIP seating, the bidder has to provide well cushioned sofa and chairs,

tables. The bidder has to provide PVC chairs for the visitors.

 The entry gate each for visitor and VVIP & VIP shall be erected in accordance

with the theme of the event and flags to be installed at & around the site as per

instruction of TCGL/Authority.

 General cleaning of the area on daily basis and also as per requirement.

 Use of fire-retardant materials in making all structures and applying fire

retardant chemicals wherever required is mandatory.

 Designing creative for branding and promotional activities.

 Bidder shall prepare and install various types of branding like, box branding,

standee, welcome pillars, Hoardings, Directional signages, Service facilities etc.,

at various locations as per requirement of TCGL.

 Providing and laying drainage system in the venue. Installation of enough no. of

Toilet block, soak pits, and disposal of sewage using suction pump on regular

basis is a part of the scope.

 Construction and development of parking area.

 Developing pathways as per tender / presentation / agreement.

F. Light & Sound

 The bidder shall provide & erect various types of lights, light fixtures, fan,

power, plug, sound systems, LED screens, live camera set up, speakers, mikes,

DG sets, panel distribution etc. as per requirement and as instructed by

Annual Running Rate Contract (RRC)

G. Event Management

 Bidder shall depute adequate technical and qualified staff, experienced enough

for supervision of the work under execution. Bidder shall depute one ‘Works

Manager’ and one ‘Coordinator’ – at no extra cost - for the efficient handling of

the project and to ensure that the project proceeds in accordance with conditions

of contract and time schedule. The details of these personnel shall be submitted

to TCGL without fail.

 Bidder to deploy Architects, designers, clerical staff, consulting engineers and

other professional persons, event management team required to be consulted by

the TCGL for the purpose of the event.

 Managing event management crew which will take care of all event in terms of

Overall event co-ordination, Scripting and artist performance management,

Time management.

 Arranging the anchor (male/female) for the event, for the complete co-

ordination of the event.

 Arrangement for lightening of lamp for inauguration of the event.

 Hostesses in traditional costumes are to be arranged to escort the VIPs/VVIPs

 Providing volunteers & users for the stalls, help desk, information desk within

the venue - or as per instruction of TCGL. The volunteer shall be working under

guidance of crew-coordinator & event manager.

 TCGL shall not bear any cost of lodging, boarding, transportation, security,

meals etc. of any staff of agency.

 Bidder will provide regular supervision and inspection as may be necessary to

ensure that works are being executed in accordance with the designed concept,

working drawing and specification and no extra payment for supervision or

inspection will be charged or payable by the TCGL

 Bidder shall undertake to complete their professional services by the date

hereafter, in accordance with the instruction by TCGL. Bidder shall furnish the

schedule of implementation to the TCGL so that systematic and timely

monitoring of the project can be done.

 Manage the event including housekeeping like maintaining toilets, drinking

water facility, water supply for other works, electricity supply, cleanliness,

garbage disposal, security, up keeping of the structures etc.

 If a cultural show at the venue is to be arranged, the duration shall be of

30/45/60 minutes. The bidder shall provide necessary structures, services for

Annual Running Rate Contract (RRC)

organizing such performances.

 The bidder shall provide Covid-19 precaution team, awareness and observer

team for managing the visitor flow, measuring temperature of visitors with

record and taking decision for his/her entry, maintain the social distancing

management team with helper who will doing sanitization and refill all

sanitizer bottles constantly, do marking and prepare movement plan for visitors.

Follow all GOG and GOI Guideline.

 Bidder has to provide good quality of Food & Beverages for Hi-tea and

Lunch/Dinner as per instruction of TCGL/Authority.

 If required or instructed by TCGL, the refreshment/tea coffee should provide to

VVIP/VIP guests.

 The bidder shall arrange Golf Cart/battery operate vehicle and wheel chair with

 The bidder shall arrange security personnel for pre event, event and post event

days as per requirement and instructed by TCGL.

 The bidder shall supply caps, tshirts, mask, jute beg, pen, notepad etc as per

instructed by TCGL.

H. Execution with best industry practices/as per terms

 To erect the structures considering season, forces and codes with safety of

public being a prime concern.

 Execute the work with due respect to aesthetics, safety, theme consistent with

best of Industry practices within given time and approved cost.

I. Hygiene, safety & Security

 The scope also covers application of insecticides and use of fly catching

machine to keep the venue hygienic

 Fire safety and other safety measures mut be followed by bidder as per

prescribed rules & regulations. There must be enough nos of fire extinguishers.

If the fire extinguishers are found to be expiry date, there shall be heavy penalty

and other actions may be taken by authority.

 CCTV Camera should only be installed wherever required considering the

permanent CCTV Camera installed.

J. Photography & Videography

 The bidder need to arrange digital photo shoot for all days of event and proper

videography of the event as per instructed by TCGL. The detail scope as

mentioned in price bid.

Annual Running Rate Contract (RRC)

K. Post Event Work

 The bidder will be required to dismantle the works executed upon completion of

event and as per requirement, without damaging the site/ premise and restore the

same upto the satisfaction of the authority.

 Bidder shall clear the site on possession and hand over back the site once the

event is over in to pre-event condition within seven days of the completion of

The above scope of work will vary and depend on the requirement of the event.

NOTE: USE OF FIRE-RETARDANT MATERIALS IN MAKING ALL

STRUCTURES IS MANDATORY.

ARTICLE –2: SITE VISIT

The TCGL shall provide the necessary Land/Space for executing work within Gujarat.

However, Bidder is advised to depute a suitable team to visit the site to fully

understand the job before the event work started and ascertain the difficulties that may

be encountered during execution of works and for obtaining all information for him

that may be necessary for preparing the bid and entering into Contract. The site visits

shall be entirely at bidder’s own expense. Study of existing soil conditions is

including land contours is advisable

ARTICLE - 3: USE AND CARE OF SITE

i. The bidder shall not demolish, remove or alter structures or other facilities on

the site without prior approval of TCGL.

ii. All garbage/debris shall be removed from site daily or as they accumulate. All

garbage/debris shall be disposed to the approved locations by TCGL /

Consultant. The necessary materials required i.e. cartoons/ dustbins etc to be

provided by the contractor at his cost. The transportation for disposing the

debris shall also be arranged by the bidder. The Waste disposal shall be done

in sealed condition without affecting the Environment.

iii. All surface and sub-soil drains shall be maintained in a clean, sound and

satisfactory state of performance.

ARTICLE – 4: ECOLOGICAL BALANCE

i. The bidder shall maintain ecological balance by preventing deforestation,

water pollution and defacing of natural landscape. The bidder shall also

conduct his cleaning operations such as to prevent any avoidable destruction,

scarring or defacing of natural surroundings in the vicinity of work. In respect

of ecological balance, the bidder shall observe the instructions.

ii. Where destruction, scarring, damage or defacing may occur as a result of

operations relating to cleaning activities, the same shall be repaired, replanted

or otherwise corrected at bidder’s expenses. All work areas shall be

Annual Running Rate Contract (RRC)

smoothened and graded in a manner to confirm to natural appearance of the

landscape as directed by the Engineer.

iii. All trees and shrubbery, which are not specifically required to be cleared or

removed for cleaning purposes, shall be preserved and shall be protected from

any damage that may be caused by bidder’s cleaning operations and

equipment. The removal of trees or shrubs will be permitted only after prior

approval by the competent authority. Trees shall not be used for anchorage.

The bidder shall be responsible for injuries to trees and shrubs caused by his

operations. The term “injury” shall include, without limitation, bruising,

scarring, tearing and breaking of roots, trunks or branches. All injured trees

and shrubs shall be restored as nearly as practicable, without delay, to their

original condition at bidder’s expenses.

a. In the conduct of cleaning activities and operation of equipment, the

bidder shall utilize such practicable methods and devices as are

reasonably available to control, portent facility and otherwise

minimize air/noise pollution.

b. Separate payment shall not be made for complying with provisions

of this clause and all cost shall be deemed to have been included in

the price in the Bill of Quantities.

c. Bidder shall use Environmental friendly chemical / detergents

/reagents, for the purpose of Cleaning of structures.

ARTICLE – 5: SAFETY MANAGEMENT AND RESPONSIBILITIES

The bidder shall be responsible for ensuring the fitness and safety of all persons

employed at work. In this regard, the supervisor must be present on site at all times of

work to carry out safety audit checks to ensure safety requirements are properly

observed. Smoking & Consumption of Liquor in any form is not allowed on site.

The contractor is responsible to ensure that necessary and adequate personal

protective equipments are all the times available for the service personnel working.

The carrying and consumption of intoxicating liquor, drugs or other substances that

may affect the proper performance is strictly prohibited in the depots.

ARTICLE – 6: OVERHEAD WIRES & CABLES

Assume that overhead wires & cables are live at all times, and must not work near or

ARTICLE – 7: FIRE

Know fire escape route. When fire alarm bell sounds, stop working immediately,

switch off equipment being used and report the appropriate fire officer.

ARTICLE – 8: SAFETY RULES AT WORK

The bidder’s supervisor is responsible for ensuring that the workers comply with the

safety rules at work.

ARTICLE – 9: ACCIDENTS

Annual Running Rate Contract (RRC)

It shall be the sole responsibility of the contractor to adopt all the safety measures &

deploy personnel who are adequately trained in safety.

a) If any accident occurs due to operations or due to negligence on the part of the

contractor’s personnel it shall be the full responsibility of the Contractor.

b) If any damage occurs to the structures/ material & equipment as well as rolling

stock due to erection operations, the cost of damage will be recovered from the

contractor’s bill.

ARTICLE -10: ELECTRICITY, WATER & GAS

TCGL shall make electrical power available free of cost to the bidder required for the

operation and maintenance of the works at one source. If power arrangement is not

made by TCGL during the pre-event period or power arrangement during pre-event

period falls short of the pre-event requirement, the bidder shall make his own

arrangement without any extra cost.

TCGL shall make water available free of cost to the bidder required for operation and

maintenance of the works at one source. If water arrangement is not made by TCGL

during the pre-event period or water arrangement during pre-event period falls short

of the pre-event requirement, the bidder shall make his own arrangement without any

ARTICLE -11: STAFF AND LABOUR

A reasonable proportion of the applicant's superintending staff shall have a working

knowledge of Gujarati, English and/or Hindi language.

ARTICLE -12: MEASURES AGAINST INSECT AND PEST NUISANCE

The bidder shall at all times take the necessary precautions to protect all staff and

labour employed on the Site from insect and pest nuisance, and to reduce the dangers

to health and the general nuisance occasioned by same.

ARTICLE -13: EPIDEMICS

In the accommodation facility of any outbreak of illness of an epidemic nature, the

applicant shall comply with and carry out such regulations, orders and requirements

as may necessary and issued by the Government, or the local medical or sanitary

authorities, for the purpose of dealing with and overcoming the same.

The bidder will also specifically observe guidelines from time to time, regarding the

covid 19 pandemic.

ARTICLE -14: ALCOHOLIC LIQUOR OR DRUGS

The bidder shall not, otherwise than in accordance with the statutes, ordinances and

government regulations or orders for the time being in force, impart, sell, give, barter or

otherwise dispose of any alcoholic liquor or drugs, or permit or suffer any such

importation., sale, gift, barter or disposal by his Subcontractors, agents, staff or labour.

ARTICLE -15: ARMS AND AMMUNITION

The bidder shall not have, barter or otherwise dispose of to any person or persons, any

Annual Running Rate Contract (RRC)

arms or ammunition of any kind or permit or suffer the same as aforesaid.

ARTICLE -16: ASSIGNMENT

The bidder shall not sub-contract any part of his obligation to any third party without

prior approval of the TCGL.

ARTICLE -17: BURIAL OR CREMATION OF DEAD

The bidder shall make all necessary arrangements for the transport, to any place as

required for burial / cremation of any of his expatriate employees or members of their

families who may die in the Country. The bidder shall also be responsible, to the extent

required by local regulations, for making any arrangements with regard to burial /

cremation of any of his local employees who may die while engaged upon the Works.

ARTICLE -18: RIGHT TO VARY

The Professional Advisor will make any variation of the form, quality or quantity of the

works relating to any item of a component according to site conditions or any part

thereof that may, in his opinion, be necessary and for that purpose, or if for any other

reason it shall, in his opinion, be appropriate, he shall have the authority to instruct the

bidder to do and the bidder shall do any of the following:

 Increase or decrease the quantity of any work included in the Contract.

 Omit any such work (but not if the omitted work is to be carried out by the TCGL.

or by another bidder), before the end of stipulated time limit of the contract.

 Change the character or quality or kind of any such work.

 Change the levels, lines, position and dimensions of any part of the works,

 Execute additional work of any kind necessary for the completion of the works, or

 Change any specified sequence or timing of construction of any part of the works.

No such variation shall in any way vitiate or invalidate the contract, provided that where

the issue of an instruction to vary the works is necessitated by some default of or breach

of contract by the bidder or for which he is responsible, any additional cost attributable to

such default shall be borne by the bidder.

The bidder shall not make any such variation without informing the Owner and

Professional Advisor

Provided that no instruction shall be required for increase or decrease in the quantity of

any work where such increase or decrease is not the result of an instruction given under

this clause, but is the result of the quantities exceeding or being less than those stated in

the Bill of Quantities. The payment to such variations, modifications and deletions shall

be governed according to the payment modality as outlined in the mode of payment

schedule as deemed decide by the owner and no objection either in written or oral shall be

ARTICLE – 19: VARIATION, MODIFICATION

i. Quantity of items may vary according to requirements of the program; same basis of

pricing shall be applicable. In case of variation to an extent of +10% of original

work, no extra payment shall be made or deducted.

ii. If the additional or altered work includes any class of work for which no rate is

specified in the schedule contract, then such class of work shall be carried out:

(a) At the rate derived from the item within the contract which is comparable to the

Annual Running Rate Contract (RRC)

one involving additional or altered class of work; where there are more than one

comparable items, the item of the contract which is nearest in comparison with

regard to class or classes of the work involved shall be selected and the decision

of the TCGL as to the nearest comparable item shall be final and binding on the

(b) If the rate cannot be derived in accordance with (a) above, such class of works

shall be carried out at the market rate. The detail cost break up shall be provided

by the bidder for such items.

(c) If it is not possible to arrive at the rate from (a) and (b) above, such class of

work shall be carried out at the rate decided by the competent authorities on the

basis of detailed rate analysis after hearing the bidder before a Committee

formed by TCGL stationed at the same place or the nearest place, as may be

appointed by TCGL.

(d) Bidder shall not execute the extra/additional work without prior approval of the

TCGL/PMC Committee Member of the Event. Any extra item if executed must

have written consent of the concerned decision maker and to be submitted with

detail cost analysis.

iii. The rates to be quoted shall be fixed for a one-day event.

In case of extension of the whole event or part of that the cost of works shall be

finalized as follows.

 If during extension period some items are not be required/operated, the same

shall be deducted while working out the event cost/days.

 Further during extension period items involving 90-100% variable cost E.g

Manpower, Fresh flowers, water, food, DG set/its fuel etc. shall be separated

for 100% payment. The agreed rate shall be adjusted considering above.

 The extension cost for remaining works and services shall be considered as

Extension days Percentage Consideration

1 day 40% of agreed/quoted rate after revision as above

2nd day 30% of agreed/quoted rate after revision as above

3rd day and all 20% of agreed/quoted rate after revision as above

subsequent days day thereafter

iv. In Case of Pre schedule closure for any reason the payment terms will be as follows:

1. In case of the cancellation of the event after an advance stage

preparation/completion the TCGL will assess the work done by the agency and

consider the payment accordingly on case-to-case basis. TCGL assessment and

decision will be final in this respect.

In general, the assessment of work done shall be in following lines:

Particular % Consideration

If temporary structures are erected upto 80% of value

If structures not erected but material dumped at site upto 20% of value

Site clearance etc. upto 100% of value

Material/services not reached at site but tie up upto 20%

done/expenses committed/incurred subject to

Material/services not reached at site/no tie up done Nil

Flex, banners, T-shirts, Masks, Caps, Begs, other upto 100%

Annual Running Rate Contract (RRC)

branding/ambience material if printing done and

becomes non reusable for other purpose (subject to

2. In case of pre closures after starting the event for more days as per work order, the

full payment on prorata basis for no. of days the event is executed using extension

formula as above shall be considered. No payment for remaining days of event,

even if the work order is for more days.

The bidder is required to quote rates for one day considering above.

ARTICLE – 20: PHOTO IDENTITY CARDS FOR STAFF – if required by Authority

a) Bidder shall provide the photo identity card to all their staff i.e. Team leader,

Manager, supervisor & cleaning Staff working on site after getting their

antecedent verified from local police.

b) The bidder should maintain a database of the identity card issued to its employees

deployed at site.

c) Housekeeping staff to submit the current staff bio-data along with thumb impression

working with them in hard and soft copy every day.

d) Identity card must be prominently displayed by staff while on duty.

e) During issue of the I-Card following steps to be followed:

 Serial number, Employee number & other details to be mentioned on I-Card, as

per specimen below.

 Place of duty i.e. Venue Structure to be mentioned in BOLD LETTER.

 Entry and exit of the staff should be through one designated gate i.e. Gate No.-2

only during event days.

 The photograph on the I-card should be scanned (not pasted) and I-card should be

Specimen Copy of I -Card

Annual Running Rate Contract (RRC)

SPECIAL TERMS AND CONDITIONS OF CONTRACT

ARTICLE – 1: CONTRACT PERIOD

The contract period shall be from date of signing of contract to One year. The TCGL

may extend the contract with same terms and condition for One more year depending upon

the performance as well as requirement.

However, the bidder should note that this will be a Running Rate Contract (RRC) in

anticipation of requirement within Gujarat during the contract period. The bidder shall be

assigned a particular work order only upon specific requirement. The TCGL does not

undertake any responsibility for awarding lesser work or not awarding work, if there is no

such particular requirement during the contract period. Further TCGL shall have the absolute

right to float the tender for its specific requirements even during the contract period.

ARTICLE – 2: BIDDER’S OBLIGATION

1) The bidder shall be fully responsible for site review and event of the works conforming

to relevant Indian or International standards as per scope of work and base specifications

furnished in this Bid Document. The bidder shall be responsible for furnishing, design,

execution of event including Procurement, Construction, Complete Management,

Coordination, Testing and Commissioning.

2) Information, material etc. borrowed by the Bidders, if any, shall remain the property of

the TCGL and shall be provided by the TCGL for information, solely for the purpose of

execution of this Contract. All such borrowed material shall be sole property of the

TCGL and shall be returned to TCGL after submission of the bids.

3) The bidder shall utilize optimally the allotted land area available for

installation/construction of various facilities/components of the event. The details of the

costing shall form part of the proposal. The selected agency shall be responsible for

furnishing, design, execution of event including Procurement, Construction, Complete

Management, Coordination, Testing and Commissioning. The bidder shall provide a

detailed scheme of installation & commissioning, operation and maintenance.

4) The bidder shall take into consideration all aspects of the event at the time of bidding,

namely, though not restricted to:

o Execution and management by construction of structures as per scope

Procurement of requisite materials and manpower.

o Civil Works including site grading, development, toilets and other services

Quality control.

o Installation, testing and commissioning of electrical works under the scope.

o Quality control

o Environmental and social safeguards

o Security and risk coverage

5) The bidder has to bear in mind that if selected for the award of contract he shall have to

ensure that in any case no damage is caused to the environment while executing the

Annual Running Rate Contract (RRC)

6) The bidder if selected shall ensure that while excavating operation for execution of

various works, habitat animals are not disturbed.

6) Necessary safety measures shall be the responsibility of the bidder. Any loss of

human/cattle or damages or so, shall be the responsibility of the bidder including any

liability and/or compensation to be paid towards the life lost damages so caused.

7) All infrastructure works covered in the contract shall be so managed and executed that

they maintain safe distance from the public roads and other structures, services and

sensitive areas like forest, sanctuaries, historical places, national monuments, schools,

hostels and residential areas.

8) Cutting of trees shall not be permitted.

9) Once the event is completed, the debris and other waste material shall be removed and

shifted to safe place, as directed.

10) The workmanship shall be of high order and quality so as to prevent facility accidents

and damaging the environment and surroundings.

11) No Damage shall be caused to the existing structure if any. The selected bidder shall be

held responsible in occurrence of any such incident and will be responsible for the cost

of required rectifications.

12) Site shall be returned to the TCGL as it was in the original condition and completely free

of any garbage and temporary structures.

13) The bidder shall bear all costs associated with the preparation and submission of its bid,

and the TCGL in no case is responsible or liable for these costs, regardless of the

outcome of the bidding.

14) The bidder has to submit updated Electrical License issued by Govt. body. If applied the

same must be submitted before execution of the work. If applied licence is not available

within due course the agency shall be bound to make the arrangement for the licence

holder till completion of the event.

15) The bidder shall have to make arrangement for permanent/make shift set up of office for

a regular contract/communication.

ARTICLE – 3: TCGL’S OBLIGATION

i) TCGL will provide land/Space for the execution of the event.

ii) Grant in a timely manner all such approvals, permissions and authorizations

which the Bidder may require or is obliged to seek from in connection with

execution of the work and the performance of the bidder obligations.

iii) TCGL will provide one point of power connection if available for the said

iv) TCGL shall appoint an authorised person as ‘Coordinator – TCGL to

coordinate with the Bidder in all matters related to project for the successful

Annual Running Rate Contract (RRC)

execution of the work and to be responsible for all necessary exchange of

information required.

ARTICLE – 4: ACCEPTANCE AND QUALITY CHECK BY THIRD PARTY AGENCY

The Acceptance/Quality check shall involve testing of the entire set, which consists of

measurements of the tent, other facilities etc, in the presence of a Committee of

experts comprising of representative/s of TCGL or institution nominated by the

TCGL. The committee of expert reserves the right to evolve a procedure of quality

checking to ensure that the end deliverables provided by the bidder are as per

prescribed norms.

ARTICLE – 5 : LIQUIDATED DAMAGES

The completion period of the entire work shall be as per the dates specified for the

work; this shall be deemed to be the essence of the contract. The time limit specified

above and as approved in writing by TCGL, shall be strictly adhered to and followed.

Liquidated Damages will be applicable, on the entire value of the contract. In case of

delay in completion of a specific job beyond the date of completion given by the

bidder and accepted by TCGL, unless extended by TCGL in writing, penalty would

be applicable at the rate of 5% of the contract value for delay of each day taken by the

bidder, subject to maximum of 25% of the contract value.

The penalty shall be recoverable from the Deposit provided by the bidder and if the

Security Deposit is not sufficient, by revoking the Bank Guarantee submitted by the

bidder or from any sum payable to the bidder under this or any other Contract with

In case of delay to deliver the work within stipulated program, TCGL reserves the

right to terminate the contract and get all the jobs or the delayed job completed

through another agency of its choice. Any extra expenditure that TCGL will have to

incur for completion of the balance job/s through another agency on account of higher

rates quoted by the agency will be recovered from the bidder’s account, retention

money, Security deposit. Moreover, TCGL shall be entitled to all other legal

proceedings as may be required for shortfalls in recovery.

ARTICLE – 6 : TERMINATION OF THE CONTRACT

6.1 TCGL will have the right to cancel the contract if the Bidder commits breach of

any or all conditions of the contract. Breach of Contract includes, but not limited

to, the following:

a) It is found that the schedule of implementation of the work is not being

b) Bidder stops work and such stoppage has not been authorized by TCGL.

c) Bidder may become bankrupt or goes into liquidation other than for

project or amalgamation.

d) TCGL gives notice to correct a particular defect/irregularity and the

Bidder fails to correct such defects/irregularity within a reasonable

period of time determined by the TCGL.

e) Any action/omission not in line with laws of State Government/TCGL

Annual Running Rate Contract (RRC)

ARTICLE – 7: “NO CLAIM” CERTIFICATE

The bidder shall not be entitled to make any claim, whatsoever, against the

Government /TCGL, under or by virtue of or arising out of this contract, nor shall the

Government /TCGL entertain or consider any such claim, if made by the bidder and

the bidder shall have signed a “No Claim” Certificate in favour of the Government

/TCGL in such forms as shall be required by him after the works are finally accepted.

ARTICLE – 8: SUSPENSION

TCGL may, by a written notice of suspension to the bidder, suspend the contract if the

bidder fails to perform any of its obligations under this contract (including the

carrying out of the services) provided that such notice of suspension:

1. shall specify the nature of the failure and

2. shall request the bidder to make good such failure within a specified period from

the date of receipt of such notice of suspension by the bidder.

The bidder shall treat the details of the contract as private and confidential, save in so far

as may be necessary for the purposes thereof, and shall not publish or disclose the same

or any particulars thereof in any trade or technical paper or elsewhere without the

previous consent in writing of the Government. If any dispute arises as to the necessity

of any publication or disclosure for the purpose of the Contract the same shall be referred

to the Government whose decision shall be final.

The bidder or his representative should neither disclose the data of project nor sell the

data or use it for commercial exploitation or research work without the written

permission of the Government.

ARTICLE – 10: TRANSFER OF RIGHTS

The bidder shall not transfer the contract to anybody except with the prior permission of

the Government/its Department.

ARTICLE – 11: ELIGIBLE PLANT, MATERIALS, EQUIPMENT AND SERVICES

For the purpose of these bid documents, the word “works” means civil, mechanical,

interior electrical works, plants, materials and equipment to be hired, procured, tested,

supplied and installed, field tested, commissioned together with the other services to be

carried out by the bidder, within the scope and ambit of the contract.

All engineering processes, plants, materials and other resources required for the

execution of this contract shall be of Indian Origin to the extent possible. Imports if any

shall be at the risk and the cost of the bidder. For purpose of this clause, “origin” means

the place where the plants and materials or components parts thereof are mined, grown,

Annual Running Rate Contract (RRC)

ARTICLE -12: PAYMENT TERMS

a) Payment of Professional Fees

TCGL hereby agrees to pay the amount of consideration of the contract including its

professional services to bidder which is amount of the work order. The amount of

work is inclusive of design fees, execution, hiring, transportation, conveyance,

handling, loading, unloading, fabricating, erecting, installation, dismantling,

commissioning, supervising, overheads, services, other infrastructure, housekeeping,

consumables, tools, services, all other taxes except GST, full insurance for any risk

prior to & during the event etc.

The GST shall be paid extra over agreed payment. The above costs are subject to

review as executed on completion of the work. Besides its own supervision, TCGL

may appoint a Third-Party Professional Advisor /Professional Advisor for auditing of

quality and costs of the event and the final payment shall be made to bidder after

considering PMC’s report covering quality and costs of executed work. Bidder shall

provide all the finer details of the work executed and manpower deployed in order to

assess the work.

b) Mode of Payment

Each of the services in the scope of works of bidder shall be paid in the following

stages consistent with the work done plus reimbursable expenses as agreed upon, the

payments made to the bidder are on account and shall be adjusted against the final

amount payable.

c) Stages of Payment

All the payments made till stage-4 as indicated below shall be treated as advance

payment which shall be given only against the execution of contract till that stage in

all respects upto satisfaction of TCGL/PMC and upon recommendation of PMC. The

agency shall be required to submit the irrevocable bank guarantee of 50% value of

advance payment under consideration for availing advance. However, if advance is

requested after 3rdor 4th stage, The TCGL will ask for postdated cheque instead of

irrevocable bank guarantee.

On completion of the project the balance amount, if any, shall be released after

PMC’s detailed cost & quality report, after duly considering actual services rendered

by Bidder, joint measurements and subject to timely availability of such services with

desired quality.

The stages of payment shall be as under:

Stage Mile Stone Amount

1st Site Mobilization & Submission of working drawings and 10%

detail specifications & detailed construction schedules

2nd On completion of all/entire structures (frame works, 20%

electrical work and façade developments) and after

Annual Running Rate Contract (RRC)

submission of structural engineer certificates and other

related approvals / electrical inspector approval required for

3rd On successful inauguration/starting of the event 20%

4th On successful completion of event 20%

5 On adjusting advances after final completion and event Balance

report submission

d) Reimbursable Expenses

 All the expenses, taxes, fees etc. towards the event shall be borne by bidder.

However, all the actual amount paid towards temporary power installation charges,

charges for operation staff deputed by Electricity board for the installation and energy

charges shall be reimbursed. No additional charge will be given to the bidder for

liaising work with Authority. The bidder shall deposit the power connection

charges/deposit in advance if required. The same shall be reimbursed only if it is paid

on the name of TCGL. If it is reimbursable to the bidder directly by the power

company, the same shall not be reimbursed. TCGL will reimburse the same on

submission of documentary evidence.

 The actual premium amount for insurance taken by bidder in name of TCGL for

visitors visiting the venue including TCGL/Govt Officer/PMC consultant during the

event shall be reimbursed by TCGL upon submitting original policy document.

 No other expenses incurred by the bidder shall be entitled for reimbursement.

ARTICLE – 13: OTHER SPECIAL CONDITION OF TENDER

1. Bidder shall be liable for all necessary concept planning, layout, designs for structures,

plumbing, electrical, interiors, working drawings etc. for execution of project and for

structural soundness of the works. Certificate of authorized structural engineer

pertaining entire scope of works and related structures shall have to be given before

starting of event.

2. The bidder shall not assign sub-let or transfer their interest in this agreement without

written consent of TCGL. Though he may outsource the particular task.

3. The bidder has to submit hard and soft copy of all presentations, drawings and

specifications in a soft version as specified by TCGL.

4. The bidder shall make all necessary arrangements for water, electricity and meals

including drinking water for service persons and staff from outside source and VIP’s.

5. The bidder shall have to do liaison, arrange for and bear the cost of arranging Fire

Fighters, utilities, etc through concern authorities, utility providers, etc.

6. The bidder shall arrange for distribution of water to toilets and other areas as per layout.

7. Bidder shall be responsible for housekeeping of the entire venue including any other

facility provided by any other agency appointed by TCGL.

8. Where explicit specifications are not available the work may have to be executed as per

the instruction of TCGL.

9. Bidder shall take all necessary safety measures to work where ever required and also

maintain first aid arrangements for emergency.

Annual Running Rate Contract (RRC)

10. The bidder shall arrange and make liaison with Power board for power. The bidder shall

also provide generator back-up for the event. Bidder shall have to make arrangement for

the required power at his own cost.

11. The bidder shall apply fire resistant coating which shall be non-allergic, odorless, non-

toxic, VOC free, non-carcinogenic, and earth friendly clear fire retardant of ‘Flame

Resist’ or equivalent as approved by the TCGL /Consultants on all internal and

external structures wherever applicable as and where specified by Consultants/Client.

12. Quality and finishing of all structures will be reviewed after final execution of work.

13. The scope is likely increase or decrease, depending upon the requirements the bidder

shall accommodate all such changes without prejudice to the condition of this contract

and within time frame. In case of increase or decrease in area of the structures and all

items pertaining to stipulated scope of works to an extent of + or – 10%, no payments

shall be made but if the variation is beyond that the quoted rates shall be pro rata

increased or decreased taking into account the prevailing market rates and rate analysis.

14. Stipulated time frame for completion of necessary structures is to be implemented. In

case of any deviations a penalty will be imposed upon as per the directions of TCGL

15. Necessary arrangements for fabrication yard, godowns, and storage space for required

installation works will be managed by the bidder at no additional cost within or outside

16. Bidder will maintain the entire Infrastructure & run the services under this tender. The

final services & structures shall be provided by bidder as per approval of TCGL.

17. Bidder shall not, without the written sanction of the TCGL, make any deviation in the

approved plans, details, specifications, etc.

18. Drawing, plans and specification are the property and ownership of the TCGL,

irrespective of whether the work for which they are made has been executed or not.

19. If the bidder fails to deliver required work as per agreed schedule or quality, the TCGL

can appoint other Agencies,

20. All transportation charges including loading and unloading charges for Consumables,

cleaning/Washing Reagents, Materials, Tools, Machinery/Plants and throwing of

garbage outside of site premises to disposal yards/scrap yard shall be borne by the

21. The garbage shall be collected in bags during cleaning and shall be disposed of by the

contractor outside the site area in disposal yard/scrap yard/Location identified by bidder

and getting prior approval from TCGL or Competent Authority. The Bio Degradable

waste and Hazardous waste shall be collected and transported in separate bins/bags as

per applicable law/Instruction from TCGL/Competent Authority. Solid Waste disposal

system should be connected to all sewers which developed at venue or disposal off

through suitable system as decided by TCGL /Consultant.

22. In case of non-availability of water from the main source the bidder shall have to

manage it on his own means.

23. Where explicit specifications are not available the work shall be executed as per the

instruction of TCGL.

24. All revenues accruing from sale of dormitory accommodation would submit to TCGL.

25. Brand would be owned by TCGL. The bidder would only act as a operator.

26. Assets including Plant, Equipment and Structures Plant, equipments and structures

proposed for the tent facility shall be of preferably bidder own but in case, he does not

own required plant and equipment and desires to obtain from other agencies, then he

shall produce proof of firm tie-up with individual, firm or company which is the owner

Annual Running Rate Contract (RRC)

of that particular plant and equipment by a legal agreement and a firm commitment by

them to release the same plant and equipment for this particular tent facility along with

sufficient proof of ownership of the incumbents.

27. Drawing, plans and specification are the property and ownership of the TCGL,

irrespective of whether the work for which they are made has been executed or not.

28. If the bidder fails to deliver required work as per agreed schedule or quality, the TCGL

can appoint other Agencies, Contractors and actual payment made to these agencies

shall be debited to the bidder.

29. Stipulated time frame for completion of necessary structures is to be implemented. In

case of any deviations a penalty will be imposed upon as per the directions of

Committee members/TCGL/ Professional Advisor.

30. Stipulated Tender requirements indicated/mentioned in the terms in bids related

especially to personnel, and assets are to be complied. Non-compliance with such

conditions/noncompliance to project schedules resulting into delays of works/ inferior

quality of execution of works/non-compliance to any services can lead to penalty as

finalized by the constituted Committee for the project.

31. Necessary changes/suggestions suggested by the committee members during selection

process or during execution of the works are to be incorporated at no additional/extra

32. Any change of work/deviation in case of quantity/area increase shall be as per the

directions of Committee members/ TCGL.

33. The bidder shall not carry out any extra/excess work unless specifically instructed by

the PMC/TCGL. Such excess/extra work shall be carried out to the extent of minimum

only considering ground realities and event requirements. The same shall be executed

only with the approval from authorized person from TCGL. The payment towards the

same shall be done only upon final approval from concerned authority.

34. The payment for the extra work shall be considered on the basis of assessment of work

done, past rates of other tendered work of TCGL/others as well as the prevailing market

rates. Whenever required the bidder shall be bound to justify the rates claimed for the

extra items. The assessment and final decision of TCGL in such cases shall be final and

without any dispute of what so ever nature.

35. Joint measurements along with TCGL and Professional advisor shall be considered

36. The agency shall have to consider that the facility has been created by the TCGL. No

secondary support shall be recognized/accepted without the consent of TCGL. The

facility shall have the proper hoarding displaying the TCGL initiative.

37. Quality and finishing of all structure/related works will be reviewed after final

execution of work. Any deviations or noncompliance from approved designs are bound

for deductions.

Range of quality and quantity deductions applicable due to Non –compliance of tender

specifications and requirements based on scope of work for various items including

Sr. Range of Quality Probable Deviations

1 Min 2.5 % -15% Non adherence to Tender specifications for

materials & finishing

2 Min 5% - 10% Late commissioning of structures/areas/utilities

3 Min 10-15% Improper finishing, Improper alignment of

components and structures, lack of facilities as per

stipulations, Improper methodology in execution

4 Min 15-25% Improper Maintenance of structures/areas, Improper

Annual Running Rate Contract (RRC)

functioning of areas/structures/utilities, non

compliance to structural stability, Improper

leveling/site clearance and site developments

5 Min 20-25% Late or Non-submission of statutory clearances and

necessary approvals. Non compliance of

comments/matters raised by concerned Authorities.

Non compliance in prevent and post event works

6 Min 20-35% Deviations in terms of overall quality and design of

works, executed against approved/projected design

1 Range will be decided based on quantum of deviations observed and as decided

by concerned authorities. TCGL reserves rights for any modifications

2 Stipulated mode of measurement and related tender conditions will be

considered final

3 Any additional quantity executed based on bidder’s availability of inventory or

resources shall not be considered for payment even though executed

4 In case of specific items wherein the deduction is not justifiable in view of

the quoted rate the authority shall have the right to deduct more amount as

deduction/penalty even if it exceeds the total amount quoted for the said

deduction/penalty even if it exceeds the total amount quoted for the said

item. The same may be deducted from the total bill.

Annual Running Rate Contract (RRC)

Annual Running Rate Contract (RRC)

TECHNICAL PROPOSAL SUBMISSION LETTER

[Location, Date]

The Managing Director

Tourism Corporation of Gujarat Limited

Udyog Bhavan, block no. 16th, 4th floor,

Sector 11, Gandhinagar -382017

We / I, the undersigned, offer for “Selection of agency on Annual Running Rate Contract

(RRC) basis for Infrastructure, Light, Sound and Event Management Works for Various

Events Within Gujarat” as per the Guidelines, terms & conditions mentioned in this Tender

document. We / I are/am here by submitting our Proposal, which includes the Technical

The enclosed technical proposal includes the authority document in partners of the Authorized

Signatory and Consent letters, in Original and Copy. (We are submitting our Proposal in

association with: [Insert the list of partners Member with full name and address of each

associated Consultant]

We confirm that we are qualified as per the Qualification Criteria specified in your document.

We hereby declare that all the information and statements made in this Proposal are true and

accept that any misinterpretation contained in it would lead to our disqualification.

If negotiations are held during the period of validity of the Proposal, i.e., 180 calendar days from

the last date of proposal submission, we undertake to negotiate without any alteration in the staff

proposed for the assignment. Our Proposal is binding upon us and subject to the modifications

resulting from Contract negotiations.

We undertake, if our Proposal is accepted, to initiate the services related to the assignment not

later than a week from the date of issue of letter of award.

Yours Sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

* Proposal should be submitted on the official letter head of the company

Annual Running Rate Contract (RRC)

PRICE BID (FINANCIAL BID) FORMAT

Tender Notice No. :

Tender Document No. :

The Managing Director

Tourism Corporation of Gujarat Limited

Udyog Bhavan, block no. 16th, 4th floor,

Sector 11, Gandhinagar -382017

I/We hereby bid for Selection of agency on Annual Running Rate Contract (RRC) basis

for Infrastructure, Light, Sound and Event Management Works for Various Events

Within Gujarat as per the Terms of Reference given in this Tender Document of the TCGL,

Gandhinagar within the time specified and in accordance with the specifications, design and

instructions as per Special Terms and Conditions as well as General Terms and Conditions.

The detail price bid format is available online on nprocure/TCGL. The price bid is to be

filled in the given separate sheet format online on n-procure only

Signature of the Bidder with Seal

Annual Running Rate Contract (RRC)

PROFORMA OF GENERAL POWER OF ATTORNEY

(To be signed and executed in non-judicial stamp paper of Rs. 100/=)

GENERAL POWER OF ATTORNEY

Be it known all to whom it concern that:

I/We all the Partners/Directors/Board members/ trustees/ Executive council members/ proprietors/

Leaders of M/S ________________________having its registered office

at_________________hereby appoint Sri _____________________ S/O

__________________________________residing at ___________________ as my/our attorney to

act my/our name and on behalf and sign and execute all Documents/ Agreements binding the firm for

all contractual obligations (including reference of cases to arbitrators) arising out of contracts to be

entered into by the company/ Corporation/ society/ trust/ firm with the Tourism Corporation of

Gujarat Ltd., Gandhinagar in connection with its tender

No._______________Dated_____________For the supply of _______________ due for opening on

In short, he is fully authorized to do all, each and everything requisite for the above purpose

concerning M/s ____________________________________ and I/We hereby agree to confirm and

ratify his all and every act of this or any documents executed by my/ our said Attorney within the

scope of the authority hereby conferred on him including references of cases to arbitration and the

same shall be binding on me/ us and my/ our company/ Corporation/ society/ trust/ firm as if the same

were executed by me/ us individually or jointly.

Witness (with address) Signature of the Partners/Directors/Board members/

trustees/ Executive council members/ proprietors/

ATTESTED ACCEPTED

Signature: (Seal and Signature of Signatory of Tender offer of the company/ Corporation/

society/ trust/ firm)

Annual Running Rate Contract (RRC)

FORMAT FOR PERFORMANCE GUARANTEE

(On Non-Judicial Stamp Paper)

To be stamped according to Stamp Act and to

Be in the name of the executing Bank

The Managing Director

Tourism Corporation of Gujarat Limited

Udyog Bhavan, block no. 16th, 4th floor,

Sector 11, Gandhinagar -382017

In consideration of the The Managing Director of Tourism Corporation of Gujarat,

GANDHINAGAR having its registered office at Gandhinagar (hereinafter called the “TCGL”

which expression shall unless repugnant to the subject or context include its administrators

successors and assigns) having agreed under the terms and conditions of the Award Letter

bearing No _____ dated _____ issued by the TCGL, Block No. 16. 4 th floor, Udyog bhavan,

Gandhinagar 382017, which has been unequivocally accepted by the Vendor (refer NOTE

below) work of Annual Running Rate Contract (RRC) for Infrastructure, Light, Sound

and Event Management Works for Various Events Within Gujarat (hereinafter called the

said Contract) to accept a Deed of Guarantee as herein provided for Rs. ____ (Rupees ____

only) from a Nationalised Bank, in lieu of the security deposit, to be made by the Vendor or

in lieu of the deduction to be made from the Vendor’s bill, for the due fulfillment by the said

Vendor of the terms and conditions contained in the same Contract. We ________ the

__________ (hereinafter referred to be “the said Bank” and having our registered office at

____ do hereby undertake and agree to indemnify and keep indemnified to the TCGL from

time to time to the extent of Rs. ____ (Rupees ____ only) against any loss or damage, costs

charges and expenses misused to or suffered by or that may be caused to or suffered by the

TCGL by reason of any breach or breaches by the Vendor and to unconditionally pay the

amount claimed by the TCGL on demand and without demand to the extent aforesaid. We,

__________ Bank, further agree that the TCGL shall be the sole judge of and as to whether

the said Vendor has committed any breach or breaches of any of the terms and conditions of

the said Contract and the extent of loss, damage, costs, charges and expenses caused to or

suffered by or that may be caused to or suffered by the TCGL on account thereof and the

decision of the TCGL that the said Vendor has committed 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 the TCGL from time to time shall be final and

1. We, the said Bank, further agree that the Guarantee herein contained shall remain in

full force and effect during the period that would be taken for the performance of the

said contract and till all the dues of the TCGL under the said Contract or by virtue of

any of the terms and conditions governing the said Contract have been fully paid and

its claims satisfied or discharged and till the owner certifies that the terms and

conditions of the said Contract have been fully and properly carried out by the Vendor

and accordingly discharges this Guarantee subject, however, that the TCGL shall have

Annual Running Rate Contract (RRC)

no claim under the Guarantee after 90 (Ninety) days from the date of expiry of the

contract period.

2. The TCGL shall have the fullest liberty without affecting in any way the liability of

the Bank under this Guarantee or indemnity, from time to time to vary any of the

terms and conditions of the said contract or to extend time of performance by the said

Vendor or to postpone for any time and from time to time any of the powers

exercisable by it against the said Vendor and either to enforce or forbear from

enforcing any of the terms and conditions governing the said contract or securities

available to TCGL and the said Bank shall not be released from its liability under

these presents by any exercise by the TCGL of the liberty with reference to the

matters aforesaid or by reason of time being given to the said Vendor or any other

forbearance, act or omission on the part of the TCGL or any indulgence by the TCGL

to the said Vendor or any other matter or thing whatsoever which under the law

relating to sureties would but for this provision have effect of so releasing the Bank

from its such liability.

3. It shall not be necessary for the TCGL to take legal action against the Vendor before

proceeding against the Bank and the Guarantee herein contained shall be enforceable

against the Bank, notwithstanding any security which the TCGL may have obtained or

obtain from the Vendor shall at the time when proceedings are taken against the Bank

hereunder be outstanding or unrealised.

4. We, the said Bank, lastly undertake not to revoke this Guarantee during its currency

except with the previous consent of the TCGL in writing and agree that any change in

the Constitution of the said Vendor or the said Bank shall not discharge our liability

hereunder. If any further extension of this Guarantee is required the same shall be

extended to such required periods on receiving instructions from M/s. ____ on whose

behalf this guarantee is issued.

5. In presence of

WITNESS For and on behalf of (the bank)

2. __________ Name & Designation _______

Authorisation No.

The above guarantee is accepted by the TCGL, Gandhinagar

Annual Running Rate Contract (RRC)

FOR PROPRIETARY CONCERNS

Shri ________ son of ______resident of _______carrying on business under the name and

style of ______ at _______ (hereinafter called “The said Vendor” which expression shall

unless the context requires otherwise include his heirs, executors, administrators and legal

representatives).

FOR PARTNERSHIP CONCERNS

M/s. ___________________ a partnership firm with its office ________ (hereinafter called

“the said Vendor” which expression shall unless the context requires otherwise include their

heirs, executors, administrators and legal representatives); the name of their partners being

M/s. ______________ a company registered under the Companies Act 1956 and having its

registered office in the State of ________ (hereinafter called “the said Vendor” which

expression shall unless the context requires otherwise include its administrators, successors

Annual Running Rate Contract (RRC)

PROFILE OF THE BIDDER

All individual firms and each partner are requested to complete the information in this form.

Information should be provided for all owners or applicants that are partnerships or

individually owned firms.

Where the Applicant proposes to use sub-contractors for critical components of the works or

for work contents in excess of 10 percent of the value of the whole works, the following

information should also be supplied for the specialist subcontractors.

1 Name of bidder

2 Type of firm: Proprietary/ Partnership/ Pvt Ltd, Public Ltd Partnership

Company/ Society/NGO deed/MoA-

a Year of Incorporation/ Registration number Incorporation

3 Communication Detail

a Head Office address /Local Office address (if any)

b Head Office address

4 Contact detail

a Mobile Number

b Landline Number

5 Nature of Bussiness

1. Since________

No disclosure or wrong information /non-acceptance any shall result the disqualification of

the firm. Change of the name of company or firm shall be supported by legal resolution as per

applicable norms.

Signature of the bidder with seal

Annual Running Rate Contract (RRC)

CHECKLIST FOR FULFILLMENT OF ELIGIBILITY CRITERIA

(CHAPTER-I, ARTICLE-2)

1. Stage –I : Pre-qualification Criteria for bidders

Sr. Pre-qualification criteria Documentary Evidence Documentary

evidence submitted

1 The bidder should have a minimum Work Order/Work Completion

experience of five years in certificate, firms incorporation

conceptualizing, designing, execution, details etc.

supervision of temporary structure,

and light & sound, branding and event Annexure -8

Management related works.

2 The Bidder should have achieved a Audited Financial Report and CA

Minimum Annual Average certificate for any five years out

Financial Turnover of Rs. 150.00 of the last six years (i.e. F.Y

Lakhs in any five years out of the last 2019-20 to 2024-25).).

six years (i.e. F.Y 2019-20 to 2024-

3 The bidder should have executed The bidder shall provide work

work of conceptualizing, designing, order and work completion

execution, supervision of temporary certificate which mentions

structure, light & sound, event clearly the amount of work

management and branding etc. for any completed as well as scope of

of the Govt. /Semi-Govt./Public work.

Sector Undertaking from F.Y 2019-20 Annexure-8

At least one similar works of at leastThe bidder shall be bound to

Rs. 120.00 Lakhs or submit additional

information/documents as per

At least two similar works of each of requirement on urgent basis.

at least Rs. 75 Lakhs or

three similar works of each of at

least Rs. 60 Lakhs

The assessment of TCGL shall be final

and without any dispute.

4 The bidder should have specific Work Completion Certificate with

experience in tourism sector with one work order in related tourism

similar nature of work with any of the sector order.

Govt. /Semi-Govt./Public Sector

Undertaking of at least Rs. 75 Lakhs

from 2019-20 to till date

The assessment of TCGL shall be final

and without any dispute.

Annual Running Rate Contract (RRC)

5 The bidder should have working Submit office Address proof,

office in Gujarat. Electricity bill, Rent agreement,

The proof should be up to satisfaction GST registration etc.

of TCGL. If required the authority

may verify the facts.

6 The bidder shall submit a power of Power of Attorney as per the

attorney authorizing the Signatory of format given in Annexure -2

the bid to sign and execute the The power of attorney must be

contract. from authorised persons

establishing legal standing to

sign and execute the bid.

7 The bidder shall provide PAN, GST A copy of PAN, GST, GST

Number and GST Return Return Statement /Certificate. The

Statement/certificate. bidder shall also submit copy of

the returns of GST for last three

8 The bidder shall provide a valid EMD Tender fee DD and EMD - DD

acceptable to TCGL. EMD deposit of

Rs.3,00,000 /- has to be submitted

along with bid document. Non-

refundable Tender fees of Rs. 5000/-

through DD favoring Tourism

Corporation of Gujarat Ltd payable at

Gandhinagar has to be annexed with

the bid document.

9 History of Litigation As per the format given in

10 The bidder has to submit self certified Self certified letter – As per

letter indicating that they have not been

format given in Annexure-11.

blacklisted by any Government

Department, Organisation, Corporation

11 The bidder has to submit updated Updated Electrical License issued

Electrical License issued by Govt. by Govt. Dept. or application

body or if applied the same shall be copy.

Stage – II :Technical Evaluation

The bidders fulfilling pre-qualification criteria will be shortlisted for Technical Evaluation. The

technical evaluation criteria are given in the following table:

Sr. Criteria Documentary evidence Documentary evidence

submitted (Y/N) Pg.

No. of proposal

1 The bidder should have a minimum experience of Work Order/Work

five years in conceptualizing, designing, Completion certificate,

execution, supervision of temporary structure, firms incorporation details

and light & sound, branding and event etc.

Management related works. Annexure -8

2 The Bidder should have achieved a Minimum Audited Financial Report

Annual Running Rate Contract (RRC)

Annual Average Financial Turnover of Rs. and CA certificate for any

150.00 Lakhs in any five years out of the last six five years out of the last six

years (i.e. F.Y 2019-20 to 2024-25.). years (i.e. F.Y 2019-20 to

3 No. of similar work (i.e. conceptualizing, The bidder shall provide

designing, execution, supervision of temporary work order and work

structure, light & sound, event management and completion certificate

branding etc.) in value executed in last 5 years which mentions clearly the

with any of the Govt. /Semi-Govt./Public Sector amount of work completed

Undertaking from F.Y 2019-20 to till date as well as scope of work.as

per Annexure -8

(only work orders above

Rs.25 lacs shall be

4 No. of specific experience in tourism sector of Work Completion

similar nature work with any of the Govt. /Semi- Certificate with work order

Govt./Public Sector Undertaking of at least in related tourism sector

Rs.75.00 Lakh from 2019-20 to till date. order.

The assessment of TCGL shall be final and Work Completion of valued

without any dispute. atleast Rs. 50 lacs shall be

5 No. of technical manpower with relevant Attach CV with clearly

experience mention post of each

Event Manager (EM) technical person allotted to

Civil Engineer (CE) this work.

Architect (AT) Association with the bidder

Electrical Engineer (EE) for atleast one event is must,

Supervisor/other technician (ST) which should be clearly

stated in CV by bidder. One

of the event manager should

possess at least 5 years

experience in the field,

which must be stated in his

Signature of the bidder with seal

Annual Running Rate Contract (RRC)

OVERALL ORGANISATION STRUCTURE

 Overall organization chart of the company showing position of Managing Directors

and HO organization

 Give list of employees: technical and non-technical (Ensure availability of minimum

nos. as enlisted in bid). Submit their CVs and list indicating their Roles &

Responsibilities at site during entire event.

 Give list of sister-concerns, if any.

Format for Project Team Members’ Resume

Sr. Item Details

2 Specify role to be played in

the project & whether

`prime’ or `alternate’

3 Current job title

4 Experience in yrs. (provide

details regarding name of

organizations worked for,

responsibilities, tenure etc.)

5 Name of Organization From To Designation/Res

6 Number of years with the

Current Organization

7 Current job responsibilities

Professional/domain

10 Highlights of assignments

11 Educational Background,

Training/Certification

including institutions, % of

marks, specialization areas

12 Degree (including subjects) Year of Award University % of marks

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly

describes qualifications and experience mentioned above and proposed staff member is a

permanent employee of our organization. I understand that any willful misstatement described

herein may lead to my disqualification or dismissal, if engaged.

Signature of Staff Member

Signature of Authorized Signatory Date :

Annual Running Rate Contract (RRC)

OBLIGATION / COMPLIANCE TO BE INSURED BY BIDDER

Sr. Particular To be complied by bidder

1 GST registration

2 Compliance of Provision of child

labor act, workman compensation

3 To ensure treatment in case of

accident injuries suffered in

performance of work including

wages and compensation under WC

4 Send accident report to Regional

Labour Commissioner (RLC)

5 PF registration number with detail of

Annual Running Rate Contract (RRC)

LIST OF SIMILAR WORK EXECUTED IN LAST FIVE YEARS

From 2019-20 to til date

Sr. Name of Location Description of Value of Duration

Client work Contract/Work (Start dtd –

in Rs. Completion

 Each of the listed works shall be supported with the copy of work order & Work

completion certificate. Work completion certificate shall mention the nature of

work, value of work completed.

 At least 5 Photographs of the work executed shall be attached.

 Non disclosures of any information in the schedule will result in disqualification of the

List of works on hand shall be attached as under.

Sr. Name of Location Description of Value of Duration

Client work Contract/Work (Start dtd –

in Rs. Completion

If the company or Firm is divided among partners, the experience of the individual or new firm

set up by the partner/s shall be considered provided past experience is subject to legal consent of

individuals, partner/s or new firm set up by the partner/s.

Signature of bidder

Annual Running Rate Contract (RRC)

HISTORY OF LITIGATION

Applicant/Bidder should provide information on any history of litigation or arbitration

resulting from contracts in last five year or currently under execution.

Year Award for/ or Name of Client Litigation & Disputed

against bidder Dispute Amount in Rs.

If the information to be furnished in this schedule will not be given and come to the

knowledge subsequently will result in disqualification of the bidder.

Annual Running Rate Contract (RRC)

INDEMNITY UNDERTAKING

I on behalf of M/s …………………………………………………… hereby agree and

undertake that I have understood all the safety rules and procedures and all staff Technical

& Non-Technical working on behalf of M/s

………………………………………………………… will abide by all safety rules and

procedures. I declare that I M/s ………………………………………. will be responsible

for any safety violations/ accident etc. TCGL will not be responsible in case of any accident

/ incident and will not compensate financially or otherwise. I ensure TCGL that enlisted

Manpower deployment will be done at Venue from Mobilization to Completion of Event

I hereby declare that I am sole responsible on behalf of M/s..

………………………………………….. for giving such declaration.

Name of Indemnifier Signature of Indemnifier

Stamp/Seal of the Indemnifier /Contractor

Signature of TCGL Official

Annual Running Rate Contract (RRC)

SELF DECLARATION OF NOT-BLACKLISTED

(on company letter head)

The Managing Director

Tourism Corporation of Gujarat Limited

Udyog Bhavan, block no. 16th, 4th floor,

Sector 11, Gandhinagar -382017

This is to declare that our company____________________________ is not blacklisted by any

Central/State Government Department/Public Sector Undertaking.

Name of Bidder:

Signature of the Bidder with seal

Annual Running Rate Contract (RRC)

LIST OF OWN/TIE UP EQUIPMENT

Sr. Name of Equipment Qty in nos. Own/Tie up

Annual Running Rate Contract (RRC)

LIST OF ACCEPTABLE BANKS FOR TENDER DOCUMENT

FEE/EMD/SECURITY DEPOSIT (SD)

(As per FD GR 11.03.2024)

Annual Running Rate Contract (RRC)

SPECIFICATIONS OF WORKS

INDICATIVE SPECIFICATION & CONDITIONS:

I. Civil, Infrastructure Services, etc.

 Design should be harmonious to the existing local structure of Kutch or any as

directed by TCGL.

 The quality of design, workmanship and service shall be the best for consistent with

an International Event.

 The stages shall have to be erected on firm base. The pathways connecting platforms

shall be decorated, carpet covered within this scope. Aisle must always be kept clear

for the visitors.

 Non-AC structures shall have proper ventilation.

 CPWD specification shall be followed unless specified otherwise, for civil,

infrastructure and all semi-permanent works.

 All the material shall be conforming to IS codes or as approved by the

 Employer/Professional Advisor.

 Wall paneling system, roof covers, paint and other materials used in Performance and

 other stages, VIP Lounge, Administration, Media Lounges, Information & Facilitation

Center and all other structures of the Event shall be of fire retarding and resisting

 Decayed or cracked wood shall not be used.

 Defective, cracked materials shall not be used.

 All structures shall be firmly grounded and stable against wind force, live load and

 The shells/portals/hangers shall be engineered structures erected under competent

engineering supervision.

 Structures shall be designed and executed considering adverse weather conditions.

 Joinery and supports should be properly engineered, firm and with good finish.

 If there is any special structure design, Event Contractor should provide all details like

plan, elevation and structural drawing and if required design calculations.

 Colour shall be finished well before to avoid the odour smell and eyes burn.

 Where the word states waterproof, it shall be fully waterproof with surrounding walls

 Octonorm panel if used shall be clean, should be in plumb and properly fixed without

swing or sway. The contractor shall not willfully or otherwise damage, defile, alter,

change or deface in any manner whatsoever, the walls of the stalls, its foundation, etc.

nor shall support, suspend, hang, or in any improper way fix any weight articles, etc.,

other tan with express approval of the client/Professional Advisor.

 Carpet should be clean and joint shall be covered with colour matching tape.

 False ceiling should be in level and joints shall be clean. It shall be painted with

appropriate colour.

 Stage backdrop shall be in plumb, alignment properly braced so as to resist the wind

 Wooden staging/decking shall be in proper level. Maximum permissible undulations

shall be 5 mm in an area of 3m X 3m. Plywood joint shall be in level and carpet fixing

should be proper.

Annual Running Rate Contract (RRC)

 Signage height and letter size should be visible.

 Event Contractor shall have to clear the entire site after the completion of the event.

 Parking should be properly leveled, barricaded for VIP and General public, manned

during the event and functional. Area shall be lightly watered as required.

 Water flow and pressure should be uniform during the event.

 Toilets shall be provided with necessary P-traps, Floor traps, Gully traps chamber

 VIP & VVIP toilets shall have good quality fixtures, fittings, tiles.

 Emergency exit and fire precaution shall be taken care of.

 Flowers shall be fresh.

 Plants shall be fresh, well groomed.

 All the furniture should be firm, comfortable and as per functional requirements.

 Circulation within the Venue should be easy, should not create blockage.

 There must be smooth entry and exit to the structure. The movement within the Venue

shall be barrier free and friendly to physically challenged people.

 Barricading shall be in proper alignment and free from any protruding objects.

 Necessary safety railings/nets shall be provided through out the site and necessary

safety measures shall be taken to ensure the safe working conditions during the

installation and subsequent to installation during Event.

 Contractor shall not permit any member of his staff to cook, wash himself, his clothes

or utensils anywhere inside the exhibition area.

 Stall owner, volunteers, staff members shall bear proper identity cards issued by the

contractor and shall produce the same whenever demanded by the security deputed in

the venue any time during construction, exhibition and demolition period.

 All empty cartons and crates must be labeled and removed from the exhibition

 No overnight parking of trucks or tempos is permitted at the exhibition area / property

during move-ins, show hours and move-outs.

 Open drains & Channels shall be covered properly so as to provide easy movement of

pedestrian. Wherever necessary foot over bridge shall be provided. They shall be so

designed to take required load.

 Aluminum Hanger

Aluminum tents can be of various sizes in width & length. The length can be as per

requirements & width is adjustable up to certain extent.

 These allumium tents are end to end pillarless (No support in between two pillars)

 The length can be extended in the multiple of 5 meter each.

 The available width in international market is 10M, 20M, 30M, 40M, 50M, & 60M.

 Most popular & practically convenient width is 30M & 40M

 Side height available in these hengers are 4M, 5M & 6 M

 Again most popular & practically convenient height is 6 M in hot Indian condition.

 So if side height is 6M than centre height will be around 11.8M

 Hence most ideal hanger size is 40M.(wide) X 100M (length)X 6M (side height)

 Ideally these tents should have 6061/T6 OR 6082/T6 premium aluminum alloy

 Every part has anodizing layer of thikness 10um-15um &hardnerss of 15HW

 The structure should be able to with stand wind load/wind velocity of about 100/KMPH.

Annual Running Rate Contract (RRC)

All these aluminum tents will have PVC roof covering, all side curtains & front & back

side triangular fascia covering.

 The PVC febric will be of weight 850/sqm

 The thickness should be 0.65 MM

 They should be double side thickness acrylic surface

 They are moud proof, self cleaning (partiallly) – white febric

 Most popular for Indian wheather condition-it is Anti-UV

 It should be water resistant

 It should be flame retardant to DIN4102.B1M2 also CFM/NFPA701. These are

international standards(Mostly in European Countries)

 Normally this PVC coated polyster textile (used for roof & side curtains) are 7 layered, viz

acrylic, PVC, ground febric woven, etc.

 All electrical materials to be used like wires, cables, switchgears, fuse switch units,

metal clad switches, Insulation tap, lugs, cable glands etc. should be with I.S.I. mark

 In any case, CPWD electrical specifications for material and workmanship should be

followed as a minimum requirement.

 Where explicit specifications are not available, the work shall be executed as per the

instruction of Chief General Manager (IB), the TCGL or the Professional Advisor.

 The bidder or his sub-contractor must have Electrical License from Govt. body

 The electrical work should be done in presence of electrical supervisor (approved by

 Government) of the Electrical License Holder Contractor.

a) Electrical Power Source

 Electrical Power arrangement shall be made by bidder and DG sets should be used

as100% standby power source, as specified in Price Bid.

 All approvals regarding temporary power connection and electrical installations from

the concerned authorities are in the scope of bidder.

 The bidder has to take the power connection from concerned LT meter to required

 DG sets must be with Acoustic enclosure i.e. silent generator.

 DG sets must not be older than seven years at the time of operations.

 DG sets must be in good condition having a proper working AVR.

 DG sets should be provided along with fuel arrangement.

 Each DG set should be provided with separate body and neutral earth pits.

 DG sets are to be provided as 100% standby power.

 No load test is required to check VAF and earth values & data by Professional

 Bidder shall have to submit local pollution control board approval certified for DG

 DG should have sufficient fuel in stock to run the entire program if power fails

Annual Running Rate Contract (RRC)

c) Changeover switches

Changeover switches should be properly rated. DG sets are to be provided as 100%

standby power source & with Servo stabilizer/ stabilizer

d) Lighting (with Servo Stabilizer/stabilizer)

Each structure should have proper illumination. Within the structure, minimum lux

level should be 300. In lounge, minimum lux level should be 400. In general ground

area, minimum lux level should be 75. All fixtures should be with electronic ballast

e) Mains Wiring and cabling (with Servo Stabilizer/stabilizer)

 Mains of halogen should be taken from nearest power distribution board. Size of

mains should be adequate according to the circuit load.

 All wiring should be in rigid PVC conduit & suitable size of FRLS type. All circuits

should be protected with 30mA ELCB.

 Joints in MAINS wiring should be with connector & not with insulation tap. These

joints should not be in contact with cloth curtains or such inflammable materials.

 All cable or wire joints should be in proper manner with connector or jointing

kits. Wiring along with cloth should be done within conduit.

 All cables must be armored cables. Use of insulation damaged cables should be

 Minor cuts on cable insulation should be properly insulated with insulation tape.

 All cables must be laid underground with proper depth.

 All cables should be properly glanded and terminated with proper size of lugs.

 The Mains shall be with ISI marked PVC insulated wire with copper conductor as

specified (No flexible wires are allowed) the size of phase and neutral shall be same,

while the size of earth conductor shall be as specified in the item. The number and

size of conductor shall be as specified in the item. All wires shall be single core solid

PVC insulated as per IS: 634 and shall be 660 V/1100V grade. All wires shall be as

per colour code viz. Red for R phase, Yellow for Y phase, Blue for B phase, Black for

neutral, Green for earth conductor.

 Necessary connections to control switchgear, MCB/ ELCB Dist. board, plug etc. shall

be made firmly as per requirement and as instructed by in-charge-electrical engineer.

f) Point Wiring in Structures (LIGHT, BELL, FAN & PLUG) (with Servo

Stabilizer/stabilizer)

 The point wiring shall be confirmed to IS: 5908 - 1970. A point shall consist of the

branch wiring from the branch distribution board (switch board) together with a

switch as required, as far as and including the ceiling rose or socket-outlet or suitable

 A three-pin socket-outlet point shall include, in addition, the connecting wire or cable

from the earth pin to the earth stud of the branch distribution board.

 The installation shall generally be carried out in conformity with the requirements of

the Indian Electricity Act, 1910, as amended up to date and the Indian Electricity

Rules, 1956. The point wiring shall be carried out in under mentioned manner:

 Supply, installation, fixing of conduits with necessary accessories

junction/inspection/switch/outlet boxes.

Annual Running Rate Contract (RRC)

 Supplying and drawing of wires of required size including insulated earth

continuity wire.

 Supply, installation and connection of Modular switches, sockets, switch

plates, fan regulators etc. as specified.

 The point shall be complete with branch wiring from the first switch board to

the outlet point through other loop. Switch boards if necessary in a circuit,

conduit with accessories, junction, inspection boxes, control switch, socket

outlet boxes, ceiling roses, connector etc.

Unless otherwise mentioned, the system of wiring shall consist of single core

650/1100-volt grade PVC insulated wire with copper conductor laid through exposed

surface mounted/concealed in wall and ceiling rigid PVC pipe/rigid steel

conduits/PVC oval conduit/PVC Casing-N-Capping/trunking etc. as specified.

The rigid PVC pipe shall confirm to IS: 9537 with minimum wall thickness of 1.5mm.

The corresponding accessories shall confirm to IS: 3419. The minimum diameter of

pipe shall be 20 mm. The wiring shall be as per colour code viz. Red for R phase,

Yellow for Y phase, Blue for B phase, Black for neutral, Green for earth, Grey for

control, white for bell point and all off wires shall be same as phase wire. The wiring

shall be done in a looping manner. All looping shall be made only in switch boards.

The switches and socket outlets shall be Modular type with silver-coated contacts

with ISI marked IS:

The Conduit run on surfaces shall be supported on metallic 1.2mm thick

saddles/heavy duty PVC saddles which in turn shall securely screwed to wall or

ceiling. Saddles shall be at intervals of not more than 500 mm. Fixing screws shall be

with round or cheese head and of rust-proof materials. No cross-over of conduits shall

be allowed. Unless it is unavoidable. The entire conduit installation shall be clean and

neat in appearance. The Maximum load of each circuit shall not exceed 800 watts and

maximum points of each circuit shall not exceed 10 points. Where wiring passes

through wall, care shall be taken to see that wire pass very freely through protective

pipe [rigid steel conduit / rigid pvc pipe / porcelain tube and that the wires pass

through without any twist or cross in wires, or either ends of holes.

g) Fans – Ceiling, Pedestal, Exhaust. (with Servo S stabilizer/stabilizer)

 All ceiling fans, pedestal fans or exhaust fans should run hum free.

 Proper care should be taken for fixing of ceiling fan down rod.

 Colour of all fans in the same structure should be same.

h) Separate Power Distribution Board

 Each structure should have separate power distribution board (TPN switch).

 Each power distribution board (TPN switch) should be mounted on wooden block

board and should be raised from ground. This entire structure should be properly fixed

 There should not be any connection outside Distribution board. Every neutral wire

should be properly connected to neutral strip.

 All fuse used must be properly rated. Rewiring of damaged fuses is not allowed. All

Power DB should be properly earthed.

 Each Power Distribution board should have pipe earthing

Annual Running Rate Contract (RRC)

 All metallic structures of the venue should be properly earthed.

 The earthing of an installation shall confirm to I.E. Electricity Rules, IS-3043, latest

edition and I.E.E. The copper earth plates should be tinned before installation. The

earth plates of Cast iron, having size of 30 x 30 x 0.35 cms in separate pit. Specially

prepared 2.5 mtr deep with necessary to real moist earth surface. The earth pit should

be provided with 38 MM dia GI Pipe 2 mtr long. Alternative layers of salt and coke

shall be provided surrounding the plate.

 The pits shall be filled when the plates are in position and in presence of Engineer in

Charge. The earthing resistance of each earth plate should be measured by resistance

meggar in the presence of Engineer in Charge.

 The general and technical specification given in the tender booklet shall be considered

as a part of agreement. The material shall be approved as per relevant IS specification

and shall be approved by the Electrical Engineer in charge before executing the work.

III. Sound & P.A. System

General P.A. System should be used to distribute sound through entire venue.

 Proper nos of amplifiers each of 100 watt to 150 watt capacity having frequency

response of 20Hz.to 20 KHZ and additional amplifier for standby connected in

 Proper nos of good quality of microphones with chromium plated stand to reproduce

original sound completes with necessary microphone cables.

 Required Nos. of heavy duty best quality horns / speaker boxes of 40 watts. /

Approx. with necessary matching transformers duly erected on approx. 30' high

existing tower. The direction of horns should be adjusted in such a way that sound is

properly distributed throughout the ground without echoes.

 Required Nos. of suitable capacity of horns/speaker boxes to be erected on approx.

12' high existing wooden ballies between tower and rostrum.

 The Cores for the speakers should be of good quality copper stranded Cores of 2.5 sq.

mm size duly covered with polythene pipe buried under ground where very necessary.

 The microphone cables should be of good quality complete with necessary sockets

connected properly and soldered.

f) Voltage Stabilizer

 Voltage stabilizer of proper range should be provided to protect amplifiers against

fluctuation of supply voltage

 The above system should be commissioned and tested 30 hours prior to the time of

meeting hours as directed.

 Provision should be made for additional requirement of equalizers, additional echo

Annual Running Rate Contract (RRC)

system, cordless microphone, Amplifier, Mixer etc.

 For public music system of specific requirement, rates & specification shall be

required to be derived at the time suggested by the authority of use.

 Sound & PA system for individual structure should be in line with above

specifications according to size required.

 Entire Sound & PA system should have accesses from admin lounge.

IV. Computers / Laptop

 Computers / Laptops should have following latest configuration like

 Intel or compatible mother board for Pentium i3 Processor

 Pentium i3 processor

 250/500 GB HDD

 Optical Mouse

 TVS Gold Key Board

 inch Color Monitor/LCD

 Multimedia Kit

 Internal Modem

 Proper power protection devices should be used for computers and laptops.

 Software: Microsoft Office / Acrobat etc.

V. CCTV SYSTEM with Night Vision

 Bidder shall have to set up CCTV High Resolution PTZ camera at prominent location

as directed by Police department.

 Control of entire CCTV system shall be in Admin Lounge and also Local control at

various locations suggested by client

VI. VOICE & COMMUNICATION SYSTEM

 Bidder shall have to set up of telephone/intercom system with telephone instruments

for entire venue as per the direction of TCGL & Professional Advisor.

 It shall be provided in all the structures. Main control of entire intercom system shall

be provided in TCGL’s Site office.

 The scope includes temporary telecom connections from various service provider

VII. Supply and Cleaning of Dust bins:

 The contractor shall supply adequate no. of Small and Big dust bins with the approval

 Samples to be approved by TCGL.

 Each service room shall be provided with dustbins of small size equal to sitting

provided in that room.

 At various locations big dust bins with covers and plastic bag inside for waste

collection shall be in adequate quantity.

 Every inspection bay shall be provided with minimum 4 nos big dustbins each side.

Annual Running Rate Contract (RRC)

 In workshop bay, minimum 01 no. big dustbin shall be provided to each side of car

lifted for overhauling.

 Every section in workshop bay shall be provided with minimum 01 no big dustbins

 Dustbins shall be cleaned as per the requirement on daily basis.

 Adequate no. of spare dust bins shall be kept to replace damaged /dirty dust bins.

 Big size Garbage bin (metal container) shall be provided in adequate nos. with covers

to finally collect the waste/garbage. These Garbage bin shall be provided with a

disposable plastic cover inside. Such Garbage bin should be sealed & be emptied in

the nominated locations. The dustbins to be transported in sealed condition only.

Spare Garbage bins shall be kept when Garbage bin are sent for waste disposal. The

Garbage bins are to be kept in neat and clean manner & should be cleaned and washed

on daily basis.

VIII. Cleaning & House Keeping

A. Cleaning & sanitation of Bathrooms & Toilets:

i) The Bathrooms & Toilets provided in the different premises are to be cleaned and to

be kept neat & in hygienic condition. Necessary disinfectant is to be used for cleaning

of toilets/ urinals/wash basins & flooring. Liquid soap, toilet tissues, odozoires etc. to

be provided on consumable basis as & when required at the cost of contractor. These

items should be made available in the adequate quantity at various places in the

Bathrooms & Toilets etc. The daily chart for cleaning of bath rooms and toilets shall

be available on demand by the bidder or the employer / Professional Advisor. The

fittings installed in bath room & toilets shall be checked in each shift and status for

any damage, theft shall be hand over to next shift and be reported to TCGL /

Professional Advisor’s staff

ii) The blockage in the Sewage/water supply pipes shall be attended immediately. The

water leakage in pipe fittings i.e. Taps, Bends, Valves etc. to be attended immediately.

The contractor shall make his own arrangements with the approval of the TCGL for

installation of such damages. The replacement fittings should match the original

fittings standards and brand. The blockage / leakage or any type of attention required

for sanitary fittings like Washbasins, Cisterns, and W.C. pans etc. to be made

immediately. If any fitting required for replacement, the contractor shall make his

own arrangements with the approval of Employer. The washbasins, cisterns etc. if

overflows due to blockage or due to any defects in the fittings should be attended

immediately. The over flow in water tanks shall attend immediately. Bidder should

take care about no water stagnation in the different premises due to leakage of

pipes/overflows & spillage of water.

B. Cleaning of Drainage System

The drains provided at different locations, Sub surface drains along the service roads,

etc. to be cleaned regularly and ensure that no blockage of water should occurs. If any

blockage occurs, it should be removed immediately & disposed off to the approved

locations. While cleaning proper care should be taken to avoid any accidents. While

removing the cover slabs proper care should be taken so that no cover slabs should be

broken and the cover slab should be put back after the completion of cleaning work.

Annual Running Rate Contract (RRC)

C. Cleaning of Water tanks

Cleaning of Overhead / underground water tanks shall be cleaned with suitable

cleaning agents and fresh water. The necessary arrangements shall be made to empty

the water from the underground water tank. The cleaning of water tank shall be done

with the approval of TCGL authorized representative. No residual of cleaning agents

should be left in the water tank after completion of cleaning.

D. Cleaning of all type machines, Plants & Equipments

The external cleaning should be carried out as per the frequency required. While

cleaning no part of the equipment should get damaged. The cleaning operation should

carry under the permission of authorized representative of the TCGL. Any accident if

occurs, shall be the sole responsibility of the contractor. All Cleaning should be

carried out in non-operational condition of the equipment

The Detailed Technical Specification for Material and Tools, Equipment’s to be used for the

scope of work under this package shall be formatted and submitted to TCGL / Professional

Advisor by the bidder within Seven (07) days after work award and the same shall be

approved by the TCGL.