AMENDMENT NO. 1 BIDDING DOCUMENT NO : KNM/8573-000-SE-TN-0004/1003 NAME OF WORK : APPOINTMENT OF EVENT MANAGEMENT AGENCY for EIL’s GOLDEN JUBILEE CELEBRATION The terms, conditions, specifications and stipulations of the Bidding Document shall stand modified to the extent indicated under column “Addition / Deletion / Modification” and subject to these modifications, all other terms, conditions, specifications and stipulations of the Bidding Document shall remain unchanged. Sl. NO. 1. Volume of Bidding Document --- Bidding Document Reference Section Instructions to Bidders (ITB) Page No. Clause No. ---- 15.3 Subject PART-I (Envelope 2) – Techno – Commercial / Unpriced Bid Addition / Deletion / Modification i) Following is added as second para of Clause 15.3 xi : “In case Bidders establishment is not registered with PF, the Bidder shall furnish an undertaking, as per Annexure-I attached to this Commercial Amendment No. 1, that in the event their establishment falls under the purview of PF Act during the execution of Contract then the Bidder shall get their establishment registered under PF and they shall also be solely responsible to fulfill the obligation of PF at no extra cost to EIL.” ii) nd Words “(Form SP-0 & Form SP-1)” mentioned in 2 rd and 3 line of Clause 15.3 xiii stands replaced by Words “(Form SP-0 (Rev. 1))”. iii) Note mentioned at the end of Clause 15.3 of Instructions to Bidders (ITB) stands modified to the extent that certification from Statutory Auditor / notarization by any Notary Public shall not be applicable for documents submitted against Sl. No. 2, 3a & 3b of Unpriced Bid Evaluation criteria. Clause 7.0 of Letter Inviting Bid (LIB) also stands modified to the above extent. Page 1 of 6 Sl. NO. Volume of Bidding Document Bidding Document Reference Section Page No. Clause No. Subject Addition / Deletion / Modification st 2. --- Instructions to Bidders (ITB) ---- 15.4 PART-II – Price Bid Words “(Form SP-0 & Form SP-1)” mentioned in 1 line of nd 2 para of Clause 15.4 stands replaced by Words “(Form SP-0 (Rev. 1))”. 3. --- Instructions to Bidders (ITB) ---- 16.0 Bid Prices i) Clause 16.1 stands replaced by the following : “Firm Order shall be placed on the selected Bidder for Part-A & Part-B of the Schedule of Rates (SOR). However, the order shall also include optional Rate contract for Part-C, with the rates of the Part-C items being arrived in line with Clause 16.9 of Instructions to Bidders (ITB). EIL reserves the right to select any one or more of Artist as per Part-C of the SOR for both the events and the successful Bidder shall be required to confirm their availability for the same on the above rates.” ii) Clause 16.4 stands replaced by the following : “Agency Management Charges shall be quoted in percentage as per the Schedule of Rates for both Part A & Part - B. No extra Agency Management Charges shall be paid on Part - C, i.e., Celebrity Management. Bidder is required to include the same in their quoted price.” iii) Clause 16.8 stands replaced by the following : “Prices quoted by the Bidder for Part-A & Part-B of the Schedule of Rates, shall remain firm and fixed valid until completion of the Contract and will not be subject to variation on any account.” iv) Following is inserted as Clause 16.9 : “Bidders have to quote for all items of Part - C of the Page 2 of 6 Sl. NO. Volume of Bidding Document Bidding Document Reference Section Page No. Subject Addition / Deletion / Modification Clause No. Schedule of Rates (SOR). However, Part-C of the SOR is optional and shall not be considered for price evaluation, i.e., for arriving at Evaluated Price Marks. In case the prices for any of the item of Part - C of the selected bidder is not the lowest amongst the qualified & acceptable bidders, the selected Bidder shall be required to match the prices of the corresponding items with the lowest quoted prices amongst the other qualified & acceptable bidders. The prices thus arrived shall remain firm and fixed valid until completion of the Contract and will not be subject to variation on any account.” 4. --- Instructions to Bidders (ITB) ----- 28.12 Unpriced Bid Evaluation Criteria i) Maximum Marks against Sl. No. 1 of the Unpriced Bid Evaluation criteria is to be read as “5 x 5 = 25” instead of existing “25”. ii) Note iii b) stands modified to the following extent : “For less number of events of similar nature submitted by the Bidder, the maximum marks shall be pro-rated, i.e., each event shall have maximum marks of 5.” iii) Note vi b) stands replaced by the following : “Bidder to submit CVs of additional members to take care of exigencies, if any.” iv) Note vi c) is replaced by the following : “Bidder to also submit an undertaking that team proposed by them shall be available for the total duration for this assignment.” Page 3 of 6 Sl. NO. Volume of Bidding Document Bidding Document Reference Section Page No. Clause No. Subject Addition / Deletion / Modification 5. --- Instructions to Bidders (ITB) ----- 29.0 Opening of Price Bid Clause 29.2 stands deleted. 6. --- Instructions to Bidders (ITB) ----- 31.0 Evaluation of Price Bids i) Clause 31.1 stands replaced by the following : “The total quoted price for Part-A & Part-B of the Schedule of Rates (SOR), after arithmetic correction (if any), shall be considered as the evaluated price. Part-C of the SOR is optional and shall not be considered for price evaluation, i.e., for arriving at Evaluated Price Marks.” ii) Clause 31.2 stands replaced by the following : “If any bidder, does not quote for any of the items of Part-A or Part-B of the SOR, then in such an eventuality, the prices for such item(s) shall be deemed to be included in their quoted prices for other items of that Part and the non - quoted items shall be executed without any extra cost to EIL.” iii) Clause 31.3 stands deleted. 7. --- Commercial Terms & Conditions (CTC) 2 of 11 5 Prices i) Words “the total price as per Schedule of Rates shall be considered as Contract Price / Contract Compensation” th th st mentioned in 4 & 5 line of 1 para of Clause 5 stands replaced by the words “the summation of the total prices for Part-A & Part-B along with the prices of selected Artists as per Part-C of the Schedule of Rates shall be considered as Contract Price / Contract Compensation”. ii) Sentence “Service Tax shall not be included in the prices and shall be payable extra @ 12.36% as per st Form SP-1” mentioned as the 1 Bullet point in Clause 5 stands replaced by the sentence “Service Tax shall not be included in the quoted prices and shall be Page 4 of 6 Sl. NO. Volume of Bidding Document Bidding Document Reference Section Page No. Subject Addition / Deletion / Modification Clause No. payable extra @ 12.36% on the Contract Price.” iii) Note “d” of Clause 5 stands deleted. 8. --- Commercial Terms & Conditions (CTC) 3 of 11 6 Payment Terms i) Title “Part-A” mentioned in Clause 6 i) stands replaced as “Part-A along with the selected Artist from Part-C for performing in the event as per Part-A”. ii) Title “Part-B” mentioned in Clause 6 ii) stands replaced as “Part-B along with the selected Artist from Part-C for performing in the event as per Part-B”. iii) Words “However, 80% of the Celebrity Artist Management fees as quoted by the Bidder as per Sl. No. 11 of the Schedule of Rates (SOR) (both Part A & st nd Part B)” mentioned in 1 & 2 line of Clause 6 iii) stands replaced by the words “However, 80% of the Celebrity Artist Management fees towards the selected Artist as per Part C of the Schedule of Rates (SOR) for performing in the events as per Part A & Part B respectively”. th iv) 5 para of Clause 6 iii) stands replaced by the following: “The entire advance for the selected Artist for performance in the event as per Part A & Part B together with the interest accrued, shall be recovered from the EMA’s invoices for the respective parts (along with the fees of the Artist performing in that part) immediately after completion of the respective events. Balance amount, if any, shall be deducted from the final invoice / payment.” Page 5 of 6 Sl. NO. 9. 10. Volume of Bidding Document --- --- Bidding Document Reference Section Page No. Clause No. Commercial Terms & Conditions (CTC) 8 of 11 10 ii) Schedule of Rates (SOR) --- Subject Termination Convenience Addition / Deletion / Modification for Following is added as the 2 nd para : “In case the advance for Artist Management has already been paid by the EMA to the Artist before the notice for termination has been issued by EIL, the said advance amount paid by the EMA shall not be recovered from the EMA in case the Artist does not refund the EMA such advance paid to them. EMA shall submit documentary evidence in this regard.” --- Schedule of Rates (SOR) i) “Preamble to Schedule of Rates (SOR)” enclosed in the Bidding Document stands replaced by the “Preamble to Schedule of Rates (SOR) Rev. 1” attached with this Commercial Amendment No. 1. ii) The existing “Schedule of Rates - Form SP-0” enclosed in the Bidding Document stands replaced by the revised “Schedule of Rates - Form SP-0 (Rev. 1)” attached with this Commercial Amendment No. 1. iii) “Statement for Details of Service Tax - Form SP-1” enclosed in the Bidding Document stands deleted. ____________________________________ STAMP AND SIGNATURE OF BIDDER Page 6 of 6 ANNEXURE-I SUBJECT : APPOINTMENT OF EVENT MANAGEMENT AGENCY FOR EIL’s GOLDEN JUBILEE CELEBRATION BIDDING DOCUMENT NO. : KNM/8573-000-SE-TN-0004/1003 UNDERTAKING In case our establishment falls under the purview of PF Act during the execution of Contract, we shall get our establishment registered under PF and shall be solely responsible to fulfil the obligation of PF at no extra cost to EIL. STAMP AND SIGNATURE OF BIDDER: __________________________ NAME OF BIDDER: __________________________ NOTE: To be stamped and signed by the authorised signatory and submitted alongwith Technocommercial-part. Name of Work : APPOINTMENT OF EVENT MANAGEMENT AGENCY FOR EIL’s GOLDEN JUBILEE CELEBRATION. BIDDING DOCUMENT NO.: KNM/8573-000-SE-TN-0004/1003 PREAMBLE TO SCHEDULE OF RATES (SOR) Rev. 1 S. No DESCRIPTION 1 Bidders to quote for all items of Schedule of Rates (SOR). If any bidder, does not quote for any of the items of Part-A or Part-B of the SOR, then in such an eventuality, the prices for such item(s) shall be deemed to be included in their quoted prices for other items of that Part and the non - quoted items shall be executed without any extra cost to EIL. 2 Bidder shall quote their prices in Indian Rupees only , including all applicable duties & taxes except Service Tax 3 Price shall be quoted in figures and as well as in words. If some discrepancies are found between the price given in words and figures, the price quoted in words shall be taken as correct. 4 In the event of any discrepancy in between the Agency Management charges quoted by the bidder and the amount worked out by considering the %age of Agency Management charges quoted by the Bidder, the later shall be considered for evaluation / award. 5 Bidder to quote after considering all the commercial & technical requirements of the tender. This schedule of rates shall not be considered as standalone document but shall be read in conjunction with whole tender document for identification of Event Management Agencies scope. 6 Bidder Price shall be 'Firm' and shall include all mescellaneous charges/cost etc ( which have not been identified in tender but required for execution of EMA' scope). 7 Agency Management Charges shall be quoted in percentage as per the Schedule of Rates for both Part - A & Part - B. No extra Agency Management Charges shall be paid on Part - C, i.e., Celebrity Management. Bidder is required to include the same in their quoted price. 8 Bidders have to quote for all items of Part - C of the Schedule of Rates (SOR). However, Part-C of the SOR is optional and shall not be considered for price evaluation, i.e., for arriving at Evaluated Price Marks. 9 In case the prices for any of the item of Part - C of the selected bidder is not the lowest amongst the qualified & acceptable bidders, the selected Bidder shall be required to match the prices of the corresponding items with the lowest quoted prices amongst the other qualified & acceptable bidders. 10 Firm Order shall be placed on the selected Bidder for Part-A & Part-B of the SOR. However, the order shall also include optional Rate contract for Part - C, with the rates as arrived above at Sl. No. 9. EIL reserves the right to select any one or more of Artist as per Part-C of the SOR for both the events and the successful Bidder shall be required to confirm their availability for the same on the above rates. Part A : Schedule of Rates : Cultural Program Cum Dinner Program for Senior Dignitaries Sl. No Particulars Venue: Hotel The Ashok , New Delhi Unit In Figures 1 Program Invites : Designing & Printing of pre-invite letters & Invitation Cards along with envelops ( Approx. 500 each), sending preinvites, invites through emails, in person and regular follows up on behalf of EIL . LS 2 Stage : Designing of theme based stage of minimum 60’x40’ (of necessary height), as per requirement of the event that includes live cultural program, audio-video projections, speeches. EMA shall ensure that overall stage aesthetic matches with the venue ambiance and is as per specifications of celebrity artist and its troupe. Designing of two numbers of Green Rooms for artist & troupe. Stage shall be prepared by Venue empanelled agency and EIL shall pay the expenses to Hotel directly , however EMA shall be rsponsible for for ensuring installation of stage. LS 3 Sound & Light Arrangement : Designing, Supply & Installation of light & sound equipment for Convention Hall & Pool Side Lawn Area for live cultural program, Audio &Video projections, speeches, EIL Corporate Film and any other equipment required for overall stage co-ordination or by celebrity artist. Studio lights, Dolby surround sound effect (VRX, Line array to meet quality standards). Supply of podium, cordless mikes, Laptops, DVD Players etc as per requirement LS 4 Venue Décor : Designing of theme based ambiance of the venue with flowers,rangolis, table & chair covers , star flex banners , signage's, stage backdrops, banners, direction boards etc for Convention Hall & Pool Side Lawn Area.Venue décor material shall be supplied and installed by Venue empanelled agency and EIL shall pay the expenses to Hotel directly. LS 5 Ushers, Hostesses ( Male & Female) for Welcoming Guests & Backstage Management, Food Management , Guest Management, Parking Management etc LS 6 Arrangement & Management for bouquets & name boards for EIL Senior staff & Guests, Lamp Lighting with Material (Samai with 8 diyas) as per event & venue requirements. LS 7 Videography (HD format) & Still Photography along with necessary, specialized equipment (with atleast 3-4 camera setup) for live feed including top view camera & manpower as per program requirement LS Form SP-0 (Rev. 1) Amount (in Rs.) in Words ____________________________ Stamp Signature of the Bidder Part A : Schedule of Rates : Cultural Program Cum Dinner Program for Senior Dignitaries Sl. No Particulars Venue: Hotel The Ashok , New Delhi Unit In Figures 8 NOCs & Permissions from various authorities( of any type ) as per requirement of venue & performers , Police-NOC, Fire NOC, traffic NOC , PWD NOC , ET NOC , IPRS, Entertainment Tax NOC, PPL, NDMC, MCD, NOC for international performers etc. ( Liquor License is excluded) LS 9 Power back up Generators etc ( for convention hall & pool side area ) during entire function LS I in Words Total (1+2+3+4+5+6+7+8+9) II Agency Management Charges for the above In %age of Total above In Rupees (II/100 x I) III IV Form SP-0 (Rev. 1) Amount (in Rs.) Total - Part A (I + III) ____________________________ Stamp Signature of the Bidder Part B : Schedule of Rates : Cultural Program Cum Dinner Program for Employees S. No Particulars Venue : Thyagaraj Stadium , New Delhi Form SP-0 (Rev. 1) Amount (in Rs.) Unit In Figures 1 Invites, Entry Pass & Food coupons : Designing & Printing of Invitation Cards , Entry & Food & Refreshment coupons (with multiple colour coding ) along with envelops ( approx. 4000 ) LS 2 Stage : Designing, Supply & Installation of theme based stage of minimum 80’x60’ (of necessary height), as per requirement of the event that includes live cultural program, audio-video projections, speeches. EMA shall ensure that overall stage aesthetic matches with the venue ambiance and is as per specifications of celebrity artist and its troupe. Designing Supply & Installation of two numbers of Green Rooms for artist & troupe. LS 3 Sound & Light Arrangement : Designing, Supply & Installation of light & sound equipment at the venue for live cultural program, food area , Audio & Video projections , speeches etc . Studio lights, Dolby surround sound effect ( VRX,Line array to meet quality standards ) . LS 4 Venue Décor : Designing, Supply & Installation of theme based Ambiance of the venue including stadium inner & outer areas corridors , gates fascias etc . Thematic branding & décor of venue with flowers,rangolis, star flex banners,carpets, signage's, stage backdrops, LED's, Projection Screens, Lamp Lighting with Material (Samai with 8 diyas) as per event & venue requirement. LS 5 Food & Beverages : Necessary coordination with the Caterer , Management of food & beverages within stadium and ensuring proper & timely distribution as per planned arrangement .(Food and beverages shall be supplied by others through EIL.) LS 6 Arrangement & Management for bouquets & name boards for EIL Senior staff, Directions boards, Inflow/Outflow & Parking management of two & four wheelers, car parking stickers, ID cards for assistance, security personal, Que Managers, Ushers,Hostesses etc as per requirement. LS 7 Videography ( HD format ) & Still Photography along with necessary , specialized equipment & manpower as per program requirement LS in Words ____________________________ Stamp Signature of the Bidder Part B : Schedule of Rates : Cultural Program Cum Dinner Program for Employees S. No Particulars Venue : Thyagaraj Stadium , New Delhi Form SP-0 (Rev. 1) Amount (in Rs.) Unit In Figures 8 NOCs & Permissions from various authorities (of any type) as per requirement of venue & performers , Police-NOC, Fire NOC, traffic NOC , PWD NOC , ET NOC , Entertainment Tax NOC, Permission from IPRS,PPL, NDMC, MCD, NOC for international performers etc. LS 9 Utilities : Ambulance / Fire Tender for emergencies /Power Back up Generators etc during entire function LS in Words Total (1+2+3+4+5+6+7+8+9) I In %age of Total above II Agency Management Charges for the above III In Rupees (II/100 x I) Total - Part B (I + III) IV Grand Total (Total-Part A + Total-Part B) in fig. Rs. _______________________ in words Rupees ___________________________________________________________________ ____________________________ Stamp Signature of the Bidder Part C : Schedule of Rates : Celebrity Artist Management Fees - Optional Items Sl. No Particulars Venue: Hotel The Ashok , New Delhi / Thyagaraj Stadium , New Delhi In Figures 1.00 All charges of Singer along with Orchestra/troupe/band etc including Logistics like to & fro travel , stay, security , etc , and additional special stage /sound/light requirement with specifications as per the technical rider of the above artist , over and above the scope specified in Part A / Part B 1.01 Rekha Bhardwaj LS 1.02 Shafqat Amanat Ali LS 1.03 Javed Ali LS 1.04 Hariharan LS 1.05 Pankaj Udhas LS 1.06 Alka Yagnik LS 1.07 Kavita Krishnamurthi LS 1.08 Sadhna Sargam LS 1.09 Kumar Sanu LS 1.10 Abhijeet Bhattacharya LS 1.11 Udit Narayan LS 1.12 Sonu Nigam LS Form SP-0 (Rev. 1) Amount (in Rs.) Unit in Words ____________________________ Stamp Signature of the Bidder 1.13 Shreya Ghoshal LS 1.14 Sunidhi Chauhan LS 1.15 Shaan LS 1.16 Harshdeep kaur LS 1.17 Sona Mahapatra LS 1.18 Arijit Singh LS 1.19 KK LS 2.00 All charges of Comedian along with Orchestra/troupe/band etc including Logistics like to & fro travel , stay, security , etc , and additional special stage /sound/light requirement with specifications as per the technical rider of the above artist , over and above the scope specified in Part A / Part B 2.01 Sudesh Lahiri & Krishna LS 2.02 Bharti SIngh LS 2.03 Raju Srivastava LS 2.04 Kapil ( alone) LS 2.05 Kapil ( with stage family) LS ____________________________ Stamp Signature of the Bidder 3.00 All charges of Emcee including Logistics like to & fro travel , stay, security , etc 3.01 Saumya Tandon LS 3.02 Avneet Kohli LS 3.03 Geetika Ganju LS 3.04 Rakshanda Khan LS 3.05 Hussain Khuwajerwala LS 3.06 Manish Paul LS 3.07 Ali Asghar LS ____________________________ Stamp Signature of the Bidder