SIACF Sargaalaya International Arts & Crafts Festival
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Sargaalaya International Arts & Crafts Festival
[SIACF]
DOCUMENT FOR SELECTION
of
Agency for Infrastructure
Chief Executive Officer,
Sargaalaya Kerala Arts & Crafts Village, Iringal
P.O.Iringal, Kozhikode Dist., Kerala - 673521
Phone: +91-9446309222
+91-496-2606015
Email : sargaalaya@gmail.com
www.sargaalaya.com
1DOCUMENT FOR SELECTION
AGENCY – Infrastructure
Contents
Section 1. Letter of Invitation (LOI)
Section 2. Terms of Reference (TOR)
Section 3. Application Form
Section 4. Concept
Section 5. Financial Proposal
2SECTION 1
LETTER OF INVITATION (LOI)
The competent authority of Sargaalaya International Arts & Crafts Festival [ SIACF ]
1. SIACF invites Tender from eligible Firms/Organizations/Company for setting up of infrastructure
facility for conducting SIACF at Sargaalaya Kerala Arts & Crafts Village, Iringal from 18thdec 2016 to
5th Jan 2017. The minimum eligibility criteria are;
I. The Agency should have past experience in implementing similar event.
II.The selection will be based on the selection criteria & procedure, described in the document.
2. The Applicants shall submit their expression of interest under sealed covers,in the standard
format provided in the document, on or before 3PM on 05.11.2016
3. The document (selection of Agency for setting up Infrastructure of SIACF can be downloaded from
the Sargaalaya Website : www.sargaalaya.com
4. The document consisting of the Application Form with all documentary proofs are to be
submitted in sealed covers and ‘use Standard Format provided in document.’
5. Separate sealed cover for Technical Bid, Concept Presentation & Financial Bid should be used.
6. The financial bid should accompany 2 % of the quoted amount as E.M.D by way of D/D in favour
of Sargaalaya Kerala Arts and Crafts Village, Iringal.
7. The application should accompany Rs. 5000/- by way of D/D drawn in favour of Sargaalaya Kerala
Arts and Crafts Village, Iringal payable at Vadakara.
8. The technical bid & financial bid should be enclosed in another sealed cover and super scribed
“SIACF – Selection of Agency – Infrastructure” shall be submitted to the office of the undersigned
on or before 3.00 PM 05.11.2016. In case documents are sent by the applicants through courier or
post, applicants are required to make sure that the same is delivered before the documents closing
date and time. Applications received after the closing time and date will not be considered.
9. The Application will be opened at 4.00 PM on the same day on [05.11.2016]. The Applicants who
are technically qualified will be short listed and called for concept presentation.
10. Financial Bid of those agencies will be considered only if they are qualified as per Technical Bid
and Concept presentation.
11. After evaluation of the Tender that is Technical Bid & Concept Presentation and Financial Bid the
final short listing will be done by the Authority. The selection of Eligible Agencies will be intimated
individually.
12. The Chief Executive Officer, Sargaalaya Kerala Arts and Crafts Village, Iringal reserves the right to
alter/modify/cancel the process and procedure stating any reason.
Chief Executive Officer,
Sargaalaya Kerala Arts & Crafts Village, Iringal
3SECTION 2
TERMS OF REFERENCE (TOR)
SELECTION OF INFRASTRUCTURE
Sargaalaya Kerala Arts & Crafts Village, Iringal is an initiative of Dept. of Tourism, Govt. of Kerala
established for enriching development of Traditional Crafts of India. The Sargaalaya is managed by
The Uralungal Labour Contract Cooperative Society Ltd. Blending the streams of art and business,
Sargaalaya Kerala Arts & Crafts village is being developed as a comprehensive platform for
exhibition, sale and crafts making, on site, while creating a good market for the traditional artisans.
Sargaalaya Kerala Arts & Crafts Village, Iringal is a responsible tourism initiative inaugurated on 19th
February 2011. This rural tourism initiative preserves the rich craftsmen tradition of India and
working towards their social upliftment. Nearly 90 artisans are permanently working in this project.
Project is situated on the banks of Moorad River near Vatakara in Kozhikode District of Kerala on a
sprawling 20 acre campus. The Sargaalaya is a fast growing tourism destination of Kerala. At present
facilities here include 27 handicrafts making Huts, Handicrafts Emporium, Art Gallery, Crafts Activity
Corner, Conference Hall, Guest House, Cafeteria, Open Air Theatre and Boat Jetty with Motor
Boating/Pedal Boating facility. Handicrafts Training Academy, first of its kind in Kerala will be also
functional in this Village by the year 2015. Sargaalaya got National Tourism Award for Best Rural
Tourism Project from the Ministry of Tourism, Govt. of India.
Infrastructure– Scope of Work
The SIACF will be conducted during the month of 18th December 2016 to 5th January 2017.
Arrangements in connection with Setting up of Temporary Craft Huts, Various types of Lighting,
Sound Systems, Signage, Arches, Toilets etc. in 20 Acre Sargaalaya Village premises complying all
statutory requirements.
Terms & Conditions:-
1. The Agency should have sufficient infrastructure and manpower.
2. The Agency should have minimum 10 years experience in the field.
3. The Agency should have minimum turnover of Rs.1Crore for the last three consecutive
year.
4. The agency should have undertaken at least 3 events at more than Rs.25 lakhs for a single
event.
5. The agency should have minimum B-class Contractor License.
1) Technical Bid 2) Concept Presentation
3) Financial Bid
The Financial Bid of Agency who qualifies in the Technical Bid & Concept presentation only will
be opened.
4Requirements:-
Technical Bid Financial Bid
Application Form A-1
Previous Experience
Infrastructure Details
Manpower Details
Turnover for last 3 years
Financial Proposal A- 3
Concept Presentation
Application Form A-2
Design Layout
3. The Application should be accompanied by D/D for a 5000/- as processing fee draw in favour
of Sargaalaya Kerala Arts and Crafts Village, Iringal payable at Vadakara.
4. The agency will be selected based on the Technical Bid, Concept Presentation & Financial Bid.
Financial Bid of those agency qualified in technical bid only will be opened.
5. The Agency should submit 2% of the quoted amount as EMD by Demand Draft in favour of
Sargaalaya Kerala Arts and Crafts Village, Iringal along with the financial bid.
6. The selected agency should execute an agreement with terms and conditions mutually agreed
upon immediately after selection.
7. Ethics & Transparency Pact.
a. “Corrupt Practice” means the offering, giving, receiving or soliciting of anything of value to
influence the action of a public official in the selection process or contract execution: and
“Fraudulent Practice” means a misrepresentation of facts in order to influence a selection
process or the execution of a contract, and includes collusive practices among Applicants (prior
to or after submission of proposals) designed to establish prices at Artificial, non-competitive
levels and to deprive other competing firms of the benefits of Free and open competition.
b. The Agency under contract shall observe the highest standard of ethics during the selection
and execution of such Agency services
8. Chief Executive Officer, Sargaalaya Kerala Arts & Crafts Village, Iringal reserve the right to
alter/modify/cancel the process and procedure without stating any reason.
5SECTION-3
APPLICATION FORM
Sargalaya International Arts and Crafts Festival
A1
A. General Information
1. Name and Address of Co/Firm -
2. Telephone No/Fax/E-mail -
3. PAN Number -
4. TIN Number -
5. Service Tax Registration No -
6. Activity Areas -
7. Total Experience in the relevant field -
8. Experience in Government works -
B. Organizational Setup
1. Status (Company/Firm) -
2. Year of Registration -
3. Name and Address of Directors/Partners -
4. Name, Qualification and Experience and years of association with Firm/Co. of-Key ` personnel-
Expert-(In brief)-Use additional sheets, if needed)
C. Other Details
6Note:-
*Applicant should provide best three each State / National Level experience details such as work
details, amount of work, client details during the last five years
*Mention also Special remarkable achievements like awards etc.
*Applicant should submit valid documentary proof of experience from clients
*Application should submit turnover details for the past three years
a. State level Experience
Sl. Name of Event Financial Year Client Details with
No. details of reference
1
2
3
b. National level Experience
Sl. Name of Event Financial Year Client Details with
No. details of reference
1
2
3
Other Details
No. of offices in the state Contact Details Locations
Year Turnover
2015-2016
2014-2015
2013-2014
Application should contain a brief note on the Concept and Design strategy and Action Plan for
performing the assignment along with Income Tax, Service Tax and sales tax returns for the past
three years.
7(In Separate Cover)
SECTION 4
CONCEPT – A 2
Layout with dimension:
Power Point Presentation:
Additional Items if any
8(In Separate Cover)
SECTION 4
FINANCIAL PROPOSAL – A-3
STANDARD FORMS
Form for submission of financial proposal
The details of Site- A and Site-B
SITE – A
Open Ground Area located between Permanent Crafts Making Huts and
Riverside Pavilion –East West Direction
Sale Counters:- Between Sargaalaya Permanent Huts
We have to setup 45 Huts with square shape of diagonal which is 20ft. Roof will be of
thatched roof and separated through diagonal with plywood so as to have 4 separate stalls
in each huts. Each huts should have a closed boundary with cloth at 1 meter high having
provision for entering to each stalls. Each hut need not be rain proof but should have
thatched for resemblance. Each huts should have two tables, one chair, one ceiling fan, two
tubes and one plug point . These huts are built under German Tent of sizes 80 ft x 100ft, 80ft
x 125ft, 80ft x 150ft. Total 30000 sq.ft under German Tent should be with platform and
carpet. Each hut should 10 ft apart from each hut around.
Hanger Structure
1).Materials of constructions:-
Roof of the hanger structure should be of German tents.
Food Court with 80 x 30 ft and German Tent
Food court with hanger structure of 80 x 30 ft with platform and carpet with 30 tubes and
10 ceiling fan. White cloth ceiling with sufficient chair and table.
Food Court with 40 x 40 ft and German Tent
Food court with German Tent of 40 x 40 ft with platform and carpet with 15 tubes and 6
ceiling fan. White cloth ceiling,Table and Chair.
SITE-B
Between Proposed Handicrafts Academy Building
& Permanent Handicrafts making Huts
Demonstration Counters: 110 x 80 ft
Demonstration counter is of German tent with 80 x 110 ft with platform and carpet.
Demonstration hut without Roofing will be separated with thatched or panambu at 3ft high
as per the requirement and should have approximate 960 running ft length. This should
have 36 tube light and 15 ceiling fan. White cloth ceiling.25 table and 25 chair.
9Other items
Particulars Quantity – As per requirement Duration
Extra Carpet 18 Days
Ordinary Panthal 18 Days
GI Fencing 18 Days
Table 18 Days
Chair 18 Days
Hi Tech Fencing 18 Days
Ordinary Fencing 18 Days
Total
Particulars Quantity – As per requirement Duration
Tube light 18 Days
MH Light 18 Days
CFL Light 18 Days
Plug point 6A/16A 18 Days
Wall fan 18 Days
LED Light 18 Days
Generator 30 KVA 18 Days
Generator 125 KVA 18 Days
Generator 622 KVA 18 Days
Generator 822 KVA 18 Days
Power Phase 18 Days
Fuel Expenses 18 Days
Sound system 18 Days
Total
Chairs For Main Stage
Item Quantity Amount [Rs.]
Fiber Armless Chairs 2000
VVIP Chair- For One Day 40
Audio Visuals (As per the requirement)
AV Screen with masking {12 x 9}
LCD projector 7500 lumens
LCD projector 5000 lumens
VGA cabling with Boosters, Video cabling,
splitter, switches Etc.
Plasma TV
Laptop
Food for technicians and labourers
10Sound System ( As per required quantity )
Sound System - 10,000 Watts - Line Array
System
Scaffolding System for Hanging Speakers
Delay Stacks Behind Console
48 Channel Sound Mixer
Stage Monitors
Side Fills
Podium Mics
Podium Mics
Cordless Mics
Drum kit and other band gears
Lapel Mic
Sound Engineer
Snake Cables and other Accessories
Details of Demand Draft
No. ..........................................Date..........................................
Amount.....................................Name of Bank.......................................................
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