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GOVERNMENT OF BIHAR

DEPARTMENT OF SCIENCE & TECHNOLOGY

BIHAR COUNCIL ON SCIENCE & TECHNOLOGY

INDIRA GANDHI SCIENCE COMPLEX - PLANETARIUM,

PATNA -

RFP No.: - BCST-PLANET- 01/2016 Place: Patna

Dated :- 06-09-2016

REQUEST FOR PROPOSAL (RFP)

For Techno Commercial Consultancy Services for Digital planetarium cum

Space theatre project at Patna

Sealed proposals are invited for the above mentioned works from experienced and reputed

Consultancy firms having sufficient technical qualification and having multidisciplinary

experience in at least two or more of works relating to planning, designing and construction of

Digital planetarium and full dome theatre or same type of Related works during last five years, as

consultant.

The proposals should be submitted in two envelopes marked "A", "B". The envelope "A" should

contain the Technical Proposal and envelope "B" should contain the Financial Proposal. A short

list of consultants, based on their work experience, technical capacity, qualification etc. shall be

prepared and the financial proposal of only short-listed consultant shall be opened and the lowest

financial Proposal after negotiation, if required, shall be considered.

The RFP documents can be obtained from the office of the Project Director, Bihar Council on

Science & Technology, Patna and also downloaded from www.dst.bih.nic.in.

The completed proposal should reach the office of the Project Director, Bihar Council on Science

& Technology, Patna not later than 15.00 Hours on 29-09-2016. The envelope "A" shall be

opened on the same day in the presence of the consultant/representatives, who wish to remain

present. The envelope "B" of only short listed consultant shall be opened at a later date, after due

intimation. The right to reject whole or part of the proposal, all or any proposal and to modify the

terms and conditions are reserved.

Project Director

Bihar Council on Science & Technology

Dept. of Science & Technology

Government of Bihar

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REQUEST FOR PROPOSAL (RFP)

For Techno Commercial Consultancy Services for Digital planetarium cum

Space theater project at Patna

Detailed Terms and Conditions

Background:

a) Patna, the capital city of the State of Bihar, is a fast developing important, Educational,

Tourism and Commercial centre. The population of the city is 20 lakhs (2011 census).

b) The project area is situated near Income Tax round-about, Bailey Road, Patna.

c) The objective of the consultant is to procurement, project development and management

support for IGSC-Planetarium, Patna which includes Preparation of bid document, detailed

specification of equipment & engineering services, technical approval, procurement

support, bid evaluation, vendor selection, preparation of agreement document to be signed

with selected vendor, installation and commissioning of Digital Planetarium cum space

theatre and procurement of the latest state of the digital planetarium equipment and other

related items required for planetarium setup.

d) The said project is for replacement of existing planetarium projection system and setting up

of a latest state of art Digital Planetarium cum Space theatre having a circular dome of 16

metre dia, latest state of the art Full-dome Digital Planetarium System, theatre Sound

system, and the seating arrangement 260 seat capacity. The Technical Advisory Committee

has recommended to procure 8K - 2D System.

e) The implementation of the projects under this RFP is expected to need outlay of

Rs. 10 to 15 crores, based on rough estimate.

General Terms:

1. Sealed proposals are invited for the above mentioned works from experienced and reputed

Consultancy firms having sufficient technical qualification and having multidisciplinary

experience of consultancy services in at least two or more of works relating to planning,

designing and construction of Digital planetarium and full dome theatre or same type of

Related works during last five years, as consultant.

The proposals should be submitted in two envelopes marked "A", "B". The envelope "A"

should contain the Technical Proposal and envelope "B" should contain the Financial

Proposal. A short list of consultancy firms, based on their work experience, technical

capacity, qualification etc. shall be prepared and the financial proposal of only short-listed

consultant shall be opened and the lowest financial Proposal after negotiation, if required,

shall be considered.

The RFP documents can be obtained from the office of the Project Director, Bihar Council

on Science & Technology, Patna and also downloaded from www.dst.bih.nic.in.

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The completed proposal should reach the office of the Project Director, Bihar Council on

Science & Technology, Patna not later than 15.00 Hours on 29-09-2016.The

envelope "A" shall be opened on the same day in the presence of the

consultant/representatives, who wish to remain present. The envelope "B" of only short

listed consultant shall be opened at a later date, after due intimation. The right to reject

whole or part of the proposal, all or any proposal and to modify the terms and conditions

are reserved.

2. The proposals should be submitted in two separate sealed envelopes, properly superscripted

marked "A","B". The envelope superscripted improperly, shall be liable for rejection. All

these two envelopes should be submitted in one envelope. Both outer and inner envelop,

must be superscripted with the following information:-

a) Title, Request for Proposal (RFP) document number. :

b) ENVELOPE-No.:

c) Name and Address of Consultant:

d) Contact person and phone numbers

3. The envelope clearly marked, as the "Envelope No.-A – “Technical Proposal" shall contain

following documents duly attested as described below:-

a) Original RFP document supplied by the Bihar Council on Science & Technology, Patna

or the form downloaded, duly filled in and signed by the consultant.

b) Details of the Experience of works of similar nature from Government / Semi

Government and private organizations.

c) Copy of Registration Certificates of the company, firm, and also the Memorandum of

Agreement in case of a Joint Venture, indicating also the name of the lead partner and

role of each firm constituting the joint venture.

d) Copy of Tax registration Certificates (Sales Tax / Service Tax) etc.

e) Certificate of two clients for extending consultancy services for successfully setting up

new generation planetarium in last 5 years.

f) The consultancy firms making proposals should provide a list of his client reference

along with the name of clients, their address and names of contact persons with their

telephone/fax numbers, e-mail id, for which similar types of project preparation have

been completed by him.

g) Certificate of membership of professional institutions of key personnel.

h) Any other documentary evidence supporting fulfillment of qualifying criteria.

i) Copy of the PAN card.

4. The envelope clearly marked as the "Envelope No. B- Financial Proposal" shall contain

only Commercial Proposal in the format given in RFP documents. The fees quoted shall be

inclusive of all taxes such as sales tax, service tax and other taxes charges, fees, royalties

and insurance etc. No escalation on account of increase taxes, fees, service tax, other

charges, royalty etc. shall be payable.

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5. Sealed proposal can be submitted on or before the scheduled time and date. Proposals

received after the due date and time, for any reason whatsoever, shall not be entertained.

Telegraphic, faxed, E-mailed, conditional or incomplete tenders shall not be entertained.

6. On the date of opening of the proposals, first of all Envelope "A" will be opened, in the

presence of the consultants or their representatives, if they choose to remain present. The

contents of the Envelope "A" will be scrutinized and a short-list will be prepared based on

the technical evaluation, at a later date. The Envelope "B" of only short listed applicant

shall be opened on the date and time as fixed, after due intimation to the short listed

consultants.

7. The format for quoting the Financial Proposal is set out in the RFP document. The

Financial proposal should consist of comprehensive Cost for Required Deliverables.

The Envelope "B" containing the Financial Proposals of only those consultants, who are

short-listed after technical evaluation, shall be opened. The lowest financial proposal, if

found suitable, shall be considered after negotiations, if required, with the short listed

consultants.

8. The consultancy firms should furnish details of the team including staff, and key personnel.

The team should comprise of adequate number of experts having relevant experience.

9. The consultancy firms shall be responsible for the survey investigations and tests

conducted for appropriate design and drawings prepared by him and as a part of the

assignment for which no separate fees shall be payable. It shall indemnify the charges

against any claim, what so ever, against any inaccuracies in the work at the time of

execution their off.

10. The Proposal submitted by the consultancy firms shall remain valid for a period of 120

(one hundred twenty) days before which the consultant cannot withdraw the proposal.

However, it may be extended on mutual consent.

QUALIFICATION CRITERIA AND EXPERIENCE OF CONSULTANT

1) The Consultancy firms or the firm must be exclusively from the Leisure Entertainment and

AV Industry.

2) The consultancy firms or a firm must have at least five years (5) of experience in the field

of setting up of new generation planetarium.

3) The consultancy firm must have handled at least two (2) similar types of new generation

digital planetarium projects in India.

4) The consultancy firms must have sufficient qualified technical staff members or an

association with experts such as Project Engineers, Qualified Architects, Structural

Engineers and AV experts who can handle such type of new generation planetarium

project.

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SCOPE OF SERVICES:

The objective of the consultancy Service is procurement, project development and management

support for IGSC-Planetarium, Patna which includes preparation of bid document, detailed

specification of equipment & engineering services, technical approval, procurement support, bid

evaluation, vendor selection, preparation of agreement document to be signed with selected

vendor, installation and commissioning of Digital Planetarium cum Space theatre and procurement

of the latest state of the digital planetarium equipment and other related items required for

planetarium set up..

SCOPE OF SERVICES OF CONSULTANCY SERVICES

1) To identify and recommend the correct digital technology (8K - 2D System has been

recommended for procurement by the Technical Advisory Committee) including projection

system, hardware and software.

2) To prepare bid of the specification for procurement of planetarium equipment.

3) To prepare the qualification criteria of the vendors for supply, installation, commissioning,

operation and maintenance of the Planetarium cum space theatre.

4) Based on the packages identified and approved by Bihar Council on Science &

Technology, Patna, prepare Bid Documents, Bill of Quantities (BoQs) for procurement of

Planetarium equipment and other related equipments for the project.

5) To evaluate the vendors and their technical capabilities, experience of the vendor for

supply of the planetarium equipment.

6) To short list the vendor.

7) To recommend the selected bidder and prepare agreement document.

8) To help Bihar Council on Science & Technology, Patna in procuring the item.

9) To help Bihar Council on Science & Technology, Patna in monitoring the installation and

commissioning process.

10) To conduct Acceptance Testing of the equipments after installation and commissioning.

11) To help Bihar Council on Science & Technology, Patna to plan the operation and

maintenance.

RESPOSIBILITES OF BIHAR COUNCIL ON SCIENCE & TECHNOLOGY:

1) Provide detailed requirements of the projects to the consultant.

2) Pay the fees of the Consultant within assigned period from submission of bills.

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DURATION OF SERVICES

1) Total estimated period of assignment is for 9 months.

2) In case the procurement and commissioning of Planetarium equipments do not get

completed in 9 months, it may be extended for a period of another 3 months without any

additional obligation ( financial or otherwise ) on either Bihar Council on Science &

Technology, Patna or the Consultant.

3) The assignment period after extension under above sub clause (2) may further be extended,

on additional fees which may be decided on mutual consent.

PROJECT COORDINATION COMMITTEE:

1) A project co-ordination committee consisting of representatives of consultant, consultant’s

Architects, authorities of Bihar Council on Science & Technology, Patna, if necessary to

be constituted.

2) The Project co-ordination Committee shall discuss the drawings and documents submitted

by the Consultant and give decisions promptly to avoid unreasonable delay in the progress

of the consultant’s work.

AWARD OF CONTRACT

The contract will be awarded after successful negotiations with the Consultants if required, and

getting approval from competent authorities. The consultant shall enter into an agreement with the

Bihar Council on Science & Technology, Patna on Non judicial stamp paper of appropriate value

within 15 days of issue of acceptance letter. The cost of stamp paper for the Agreement shall be

borne by the consultant. The Consultancy firm, after signing agreement shall be referred here in

after as Consultant. The Consultant shall commence the assignment within 15 days of signing of

the Contract.

PAYMENT SCHEDULE

The Payment Schedule shall be as follows:-

S. No Mile Stone % of total amount to be paid

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Submission of the Bid Documents for

Procurement of planetarium equipment and

Other items

10%

2 Approval of Bid Documents 20%

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Submission of Tender evaluation report and

finalization of tender and signing of contract

agreement with selected vendor

30%

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4 Procurement and inspection of the

equipments 10%

5 Submission of the installation and

commission report

10%

6 After successful completion of Acceptance

Testing and Handing over of the site

20%

Total 100 Hundred percent

ALTERATION:

Scope of Services or the Time period given for performance of Contract May be increased,

reduced or altered by the Bihar Council on Science & Technology, Patna. Any revised scope of

services or for any additional services for which rates of fees are not available shall be paid on

mutually agreed terms and conditions.

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GENERAL CONDITIONS OF CONTRACT

1. GENERAL PROVISIONS.

The contract will be executed in English, which shall be the binding for all matters relating

to the interpretation of this contract. The headings shall not limit, alter or affect the

meaning of this contract. The contract, its meaning, interpretation and the relation between

the Parties shall be governed by the Applicable Law of Land in the state of Bihar, Country

India.

2. NOTICES:

Any notice, request or consent required or permitted to be given or made pursuant to this

contract shall be in writing. Any such notice, request or consent shall be deemed to have

been given or made when delivered in person to the authorized representative of the Project

Director, Bihar Council on Science & Technology, Patna or the Consultant as the case may

be courtier or when sent by or registered mail or facsimile. Notice will be deemed to be

served as specified below :

a. In the case of registered mail/speed post, it shall be confirmed by registered letter or

by speed post.

b. A party may change its address for notice hereunder by giving the other party notice

of such change.

3. AUTHORITY OF MEMBER IN CHARGE

The members shall nominate and appoint a person to act on their behalf in exercising all

the Consultant’ rights and obligations towards the Project Director, Bihar Council on

Science & Technology, Patna under this contract, including without limitation the receiving

of instructions and payments.

4. TERMINATION

The Project Director, Bihar Council on Science & Technology, Patna may by not less than

thirty (30) days written notice of termination to the Consultant, such notice to be given

after the occurrence of the events specified in the following, terminate this contract:-

a. If the Consultant after due notification by the Project Director, Bihar Council on

Science & Technology, Patna in writing, fails to remedy any material breach in the

performance of their obligations hereunder, as specified in a notice of suspension

pursuant to clause mentioned herein above, within thirty (30) days of receipt of

such notice of suspension or within such further period as the Project Director,

Bihar Council on Science & Technology, Patna may have subsequently approved in

writing.

b. If the Consultant become (or if the Consultant consist of more than one entity, if

any of their members become) insolvent or bankrupt or enter into any agreements

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with their creditors for relief of debit or take advantage of any law for the benefit of

debtors or go into liquidation or receivership whether compulsory or voluntary;

If the Consultant fail to comply with any final decision reached as a result of

arbitration proceedings.

c. If the Consultant submit to the Project Director, Bihar Council on Science &

Technology, Patna statement which has a material effect on the rights, obligations

or interests of the organization and which the Consultant know to be false; If the

Project Director, Bihar Council on Science & Technology, Patna, in its sole

discretion and for any reason whatsoever, decides to terminate this contract and in

such circumstances, the conditions specified for the foreclosure under Clause 18 of

General Condition of Contract shall be applicable.

5. TERMINATION BY THE CONSULTANT

The Consultant may, by not less than thirty (30) days written notice to the Project Director,

Bihar Council on Science & Technology, Patna, such notice to be given after the

occurrence of any of the events specified in following paragraphs, terminate the contract:-

a. If the Project Director, Bihar Council on Science & Technology, Patna fails to pay

any money due to the Consultant pursuant to this contract and not subject to dispute

within sixty (60) days after receiving written notice from the Consultant that such

payment is overdue.

b. If the Project Director, Bihar Council on Science & Technology, Patna is in

material breach of its obligations pursuant to this contract and has not remedied the

same within sixty (60) days (or such longer period as the Consultant may have

subsequently agreed in writing) following the receipt by the Project Director, Bihar

Council on Science & Technology, Patna of the Consultant notice specifying such

breach;

c. If, as a result of Force Majeure, the Consultant are unable to perform a material

portion of the services for a period of not less than Thirty (30) days; or

d. If the Project Director, Bihar Council on Science & Technology, Patna fails to

comply with any final decision reached as a result of arbitration hereof.

6. CESSATION OF RIGHTS AND OBLIGATIONS

Upon termination of this Contract pursuant to Clause 4 & 5 of General Condition of

Contract or upon expiration of this Contract pursuant to Clause 4 & 5 of General Condition

of Contract, all rights and obligations of the Parties hereunder shall cease, except:-

Such rights and obligations as may have accrued on the date of termination or expiration;

The obligation of confidentially set forth in this Clause 12 of General Condition of

Contract hereof. Any right, which a Party may have under the Applicable Law.

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7. CESSATION OF SERVICES

Upon termination of the Contract by notice of either Party the Consultant shall,

immediately on dispatch or receipt of such notice, take all necessary steps to bring the

Services to a close in a prompt and orderly manner and shall make every reasonable effort

to keep expenditures for this purpose to a minimum.

8. DISPUTES ABOUT EVENTS OF TERMINATION

If either Party disputes whether as event of termination has occurred or not, such party

may, within 45 days after receipt of notice of termination from the other Party, refer the

matter to arbitration, and this Contract shall not be terminated on account of such event

except in accordance with the terms of any resulting arbitral award.

9. LIQUIDATED DAMAGE:

a. Time schedule shall be the essence of the agreement. If the Consultant fails to

complete the work within the time prescribed, the Consultant shall pay the sum as

decided by the Project Director, Bihar Council on Science & Technology, Patna in

percentage of the fee of that phase for delays per week as liquidated damages

provided that the entire amount of liquidated damages shall not exceed 10% (ten

percent) of total fee.

b. The Project Director, Bihar Council on Science & Technology, Patna without

prejudice to any other method of recovery, shall deduct the amount of such

damages from any amount due or which may become due to the Consultant. The

payment or deduction of such damages shall not relieve the Consultant from his

obligations to complete his services or from any other liability under the agreement.

c. If any work is not completed within the stipulated time as per agreement then the

Project Director, Bihar Council on Science & Technology, Patna shall have an

option to get the services of the other agencies to complete the work and the extra

expenditure if any incurred shall be recovered from the Consultant

10. DESIGN SOUNDNESS AND PANELTY FOR FAILURE :

The Consultancy firm shall be responsible for the total soundness of design. In the event of

any design failure or violation of statutory regulation faced by the Project Director, Bihar

Council on Science & Technology, Patna during execution and thereafter the Project

Director, Bihar Council on Science & Technology, Patna may impose penalty on the

Consultant.

11. OBLIGATIONS OF THE CONSULTANT

The Consultancy firm shall perform the Services and carry out their obligations hereunder

with all due diligence, efficiency and economy, in accordance with generally accepted

professional techniques and practices and shall observe sound management practices and

employ appropriate advanced technology and safe and effective equipment, machinery,

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materials and methods. The Consultant shall always act, in respect of any matter relating to

the Contract or to the Services, as faithful advisors to Project Director, Bihar Council on

Science & Technology, Patna and shall at all times support and safeguard the Project

Director, Bihar Council on Science & Technology, Patna legitimate interests in any

dealings with sub-Consultant or third parties.

12. CONFIDENTIALITY

The Consultancy firm, their sub-Consultant and the personnel or either of them shall not,

either during the term or after the expiration of the contract, disclose any proprietary or

confidential information relating to the project, the Services, the Contract operations

without the prior written consent of the Project Director, Bihar Council on Science &

Technology, Patna.

13. INSURANCE AND INDEMNITY TO BE TAKEN BY THE CONSULTANT

Bihar Council on Science & Technology, Patna undertakes no responsibility in respect of

life, accident, travel or any other insurance coverage for the Personnel or for the

dependents of any such Personnel. The Consultant shall indemnify the Bihar Council on

Science & Technology, Patna against all claims, proceedings, demands, costs and expenses

of whatsoever nature that may arise or accrue by any reasons or reason of infringement or

alleged infringement by the Consultant of any patent or other protected right during or in

connection with the Services.

14. CONSULTANT’S ACTIONS REQUIRING PRIOR APPROVAL

The Consultancy firm shall obtain prior approval from Project Director, Bihar Council on

Science & Technology, Patna in writing, before taking any of the following action:-

Entering into a sub contract for the performance of any part of the Services, it being

understood:

(i) That the selection of the sub Consultant and the terms and conditions of the sub

consultant shall be approved by the Project Director, Bihar Council on Science &

Technology, Patna prior to the execution of such the sub consultant agreement, and

(ii) That the Consultant shall remain fully liable for the performance of the services by

the sub Consultant and its Personnel pursuant to this contract; and

(iii) The Consultant shall not use these documents for purposes unrelated to this contract

without the prior written approval of the Project Director, Bihar Council on Science

& Technology, Patna.

15. ARBITRATION

a) In the event of any dispute or difference arises between the parties relating to the

consultancy, meaning or effect of the Agreement or any other clause or in respect of

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the rights and liabilities of the parties or other matters specified therein or with

reference to anything arising out of or incidental to the Agreement or otherwise in

relation to the terms, whether during the continuance of the Agreement or

thereafter, such disputes or differences shall be endeavored to be solved by mutual

negotiations.

b) If however such negotiations are in fructuous, they shall be decided by arbitration

under The Indian Arbitration and Conciliation Act, 1996 and the award made in

pursuance thereof shall be final and binding on the parties. The venue of arbitration

shall be Patna and subject to the above, the Civil Courts in Patna shall have

exclusive jurisdiction in this matter.

c) Any reference to arbitration shall not relieve either Party from the due performance

of its obligations under this Agreement. However, if the nature of disputed matter

under arbitration so necessitates, either party may suspend further performance till

the arbitration award is declared. The period of non-performance under these

circumstances will be added to the contracted period of completion, without

payment of compensation for such delay.

d) The Cost and expenses of the arbitration proceedings would be borne by losing

party.

16. GUARANTEE OF DESIGNS SPECIFICATIONS ETC:-

The consultant shall guaranty their designs specifications and other related technical

information and this should be complete, adequate and workable. The burden of proof that

the designs specifications and other related technical information is completing accurate,

adequate and workable shall rest with the consultants.

17. GENERAL .

a. The document should be sent by speed post/registered post/courier or hand delivery.

Project Director, Bihar Council on Science & Technology, Patna will not entertain

any application after the prescribed time limit on any ground.

b. The application should be type written. The applicant's name & signature should

appear on each page of the application form.

c. Overwriting shall be avoided and corrections, if any, shall be made by crossing out,

initialing, marking the date and rewriting. all pages of the application shall be

numbered and submitted as a package with signed letter of transmittal.

d. References, information and certificates from the clients certifying suitability,

technical know-how or capability of the applicant shall be signed by the respective

client.

e. The applicant is advised to attach any additional information he thinks would be

necessary in regard to his capabilities. No further information will be entertained

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after submission of application unless it is required by the Project Director, Bihar

Council on Science & Technology, Patna. The Project Director, Bihar Council on

Science & Technology, Patna however, reserves the right to call for additional

information and clarification of information submitted by the applicants.

f. The cost incurred by applicants in preparing this application in providing

clarifications or attending discussions/conferences in connection with this document

shall be borne by the applicant and the Director in no case will be responsible or

liable for these costs, regardless of the conduct or outcome of the process.

g. The right to reject any or all applications or to award the work to one or more

applicants without assigning any reasons is reserved with the Project Director,

Bihar Council on Science & Technology, Patna, similarly, right to modify the mode

of selection is reserved with the Project Director, Bihar Council on Science &

Technology, Patna.

h. In order to familiarize with the proposed project, the applicant may make a visit of

the project site. Cost incurred by the applicant for collection of preliminary data

will be borne by the applicant only.

i. The RFP shall not bind the Project Director, Bihar Council on Science &

Technology, Patna in any way whatsoever to offer any job to the applicant if it is

decided to abandon the scheme.

18. DISCLAIMER :-

Though adequate care has been taken in the preparation of this document the applicant

should satisfy himself that the documents is complete in all respects to provide complete

technical and financial details. Written information of discrepancy if any should be given to

the Project Director, Bihar Council on Science & Technology, Patna immediately. If the

office receives no intimation, it shall be deemed that the applicant has satisfied himself that

the document is complete in all respect.

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FINANCIAL PROPOSAL

Ref. Date

To,

Project Director,

Bihar Council On Science & Technology,

Department of Science & Technology,

I.G.S.C. Planetarium, Bailey Road,

Patna 800001

Phone :- 0612-2235264 Fax :0612-2230432

Email : pd@bcst.org.in

Sub.:- Technical Consultancy Services for Digital Planetarium Cum Space Theatre project at

I.G.S.C. Planetarium, Patna.

Dear Sir,

We have perused the proposal document documents, as per the Scope of Work as per the

schedule I to the RFP document and other details and are willing to undertake and complete the

assignments as per the terms and conditions stipulated in the RFP document.

Our offer inclusive of all taxes, incidentals, overheads, travelling expenses printing and

binding of reports, sundries all other expenditure for execution of this assignment covering all

terms and conditions (as per this RFP) is Rs._________(i.e. in words Rupees____________).We

also agree with the percentage-wise payment schedule as detailed in the RFP of this document.

This offer is valid for a period of 120 days from the date of opening of the bid (bid due date).

Yours Sincerely

Signature (Authorized Signatory)

Name :-

Address :-

For and behalf of