tender notice - export 2015 stand... · last date and time for receipt of tender : 17-09-2014, 3.00...

HANDLOOM EXPORT PROMOTION COUNCIL (HEPC)

Ministry of Textiles, Govt. of India, 34, Cathedral Garden Road ,

Nungambakkam, Chennai -600 034

TENDER NOTICE

HEPC, Chennai is organizing fair participation in HEIMTEXTIL , Frankfurt, Germany during 14-

17th January’2015. Sealed tenders / Quotations are invited from the reputed contractors for the stand

fabrication work at Frankfurt

Prescribed tender documents containing the details of work, terms & conditions etc. for

infrastructure work may be downloaded from website: www.hepcindia.com/tender.php

Last date for submission of Tenders : 17-09-2014 by 3.00 PM

AGREEMENT FOR WORK

This Agreement for execution of works executed at the office of Handloom Export Promotion Council ( herein after called HEPC ) 34, Cathedral Garden Road, Nungambakkam, Chennai- 34 , this day of (Date of Agreement) by the HEPC and (Contractor Name) carrying on business in the name and style of (Contractor Firm Name) (hereinafter called 'The Contractor') which shall mean and include unless repugnant through the contract, his/their heirs, executors, administrators, witness as follows:

Whereas the HEPC requires temporary construction of stalls, electrification and display related work for the

exhibition namely HEIMTEXTIL 2015 to be held at Frankfurt, Germany during 14-17th January’2015 and

whereas the contractor upon placement of work order has agreed to execute the items of work as per the work

order, conditions of contract and schedule there to attached.

And whereas the Contractor having agreed to execute the above referred items of work, it is hereby agreed that

the terms and conditions of the contract as enumerated in the Tender Documents, items of work as per the work

order and schedule there to and specifications of the HEPC , for the time being, in force shall form an integral part

and sole repository of the terms and conditions of the contract.

In witness where of the aforementioned parties to the Contractor have affixed their signatures.

Contractor

TENDER PAPERS FOR THE STAND CONSTRUCTION WORK

Name of the exhibition & VENUE :HEIMTEXTIL 2015

Messe Frankfurt Exhibition GmbH ,

Ludwig- Erhard- Anlage 1, 60327 Frankfurt

am Main , Frankfurt, Germany

( 14-17th January’2015)

General Conditions : Enclosed

Details of Specification : Enclosed

Last date and time for receipt of tender : 17-09-2014, 3.00 p.m.

Place of delivering and opening : Handloom Export Promotion Council

34, Cathedral Garden Road

Nungambakkam, Chennai-600 034.

GENERAL CONDITIONS

Sealed tenders are invited from reputed Event Mangers, Decorators & Contractors for construction of stalls, for ,

National Level participation in HEIMTEXTIL 2015 , to be held at Messe Frankfurt Exhibition GmbH ,

Ludwig- Erhard- Anlage 1, 60327 Frankfurt am Main , Frankfurt, Germany

1. The duration of the Exhibition shall be 4 days.. On completion of the Exhibition, the contractor shall have to

take away all materials within the stipulated time as specified by fair authority and shall have to vacate the site. He

will be liable to pay actual rent to be levied for the extra hours he occupies the ground beyond the stipulated time

permitted by the fair authority. There after, the contractor shall be removed from the premises and deemed to be in

unauthorized occupation as a trespasser.

2. The Exhibition ground shall be formally made available to the contractor by the HEPC before the exhibition will

commence . The HEPC shall provide the layout plan to the tenderer. The construction work must start immediately

at site on the same day earmarked for construction and be completed and handed over to HEPC 5.00 PM, 12th

January’2015 .

3. The tenderer should fill the rates tendered in figures as well as in words. The tender form may be filled in

English and all entries made by hand and written in ink or typed out . Over writing in rates is not permitted. All

corrections occurring on each page of the tender form and other related papers submitted therewith should be

signed by the tenderer. Rates should be quoted per metre covering items as shown in schedule and all applicable

taxes and duties levied by government should be clearly mentioned by tenderer separately.

4. Successful Tenderer are required to deposit an earnest money of 10% of order value The amount of earnest

money will be accepted only in the form of Bank Guarantee

5. While submitting the tender, the tenderer should submit the following: i. Proof of satisfactory completion of works of similar nature executed giving details of their magnitude, cost and time in which the works were completed. ii. Proof of financial status and credit worthiness of the firm from a scheduled bank: and

Any tender not accompanied by requisite documents mentioned above is not liable to be considered and shall be

summarily rejected.

6. HEPC reserves the right not to accept the lowest tender, the right to reject any or all tenders or portion of the

tender and award the remaining work to any other contractor without assigning any reason. Conditional tender in

any form whatsoever shall be rejected out rightly. Unsealed tenders shall be summarily rejected.

7. The Earnest Money of successful tenderer will be retained as security for successful completion of the

contract and shall be returned only after Exhibition is over and ground handed back to the Authorities in the restored

condition within the stipulated time.

8. In case any portion of work is not completed as per laid down specifications and handed over HEPC on the

due date/time, as specified in the work order agreement, it will attract a penalty 15% of the total value, which

may be deducted from your account or withholding of balance amount.

9. The volume and number of works may vary either way at the discretion of HEPC The contractor will be given

information of such variation. The final payment to the contractor shall be regulated on the basis of actual work

executed and on the rate (s) approved..

10. The contractor will be responsible for upkeep and maintenance of the entire work done by him during the

exhibition. In addition, the contractor is also liable for doing such works to restore and hand over the ground to the

authorities at his own cost, after the completion of the Exhibition, not later than the stipulated time/day mentioned

above.. Daily breakage and damages in any work shall immediately be reported and restored in the original shape;

no extra payment will be made, on account of any reasons whatsoever.

11. (i). No part of the contract will be sub-let by the successful tenderer without proper written permission of the Exhibition Authority. (ii). It shall be the responsibility of contractor to obtain requisite permission for stand design ,

electricity, and all other essential connections at the Exhibition ground for

the duration of exhibition HEPC shall pay consumption charges for electricity, cleaning and all

other essential connections of the duration of the Exhibition.

12. The contractor shall not use any materials other than those specified in tender without the prior permission of

the HEPC

13. Part payment may be made to the contractor according to the progress of the work as set out in the work order. The payment will be made according to the schedule of completed work and assess by the HEPC for such purpose whose decision shall be final. 14. The contractor's responsibility for the contract shall commence from the date of issue of orders of acceptance

of tender.

15. The rates for all items of work shall, unless clearly specified otherwise, include cost of all labour, inclusive of

all taxes.

16. The HEPC reserves the right to alter any specification/details/ finishes of the material/design at any time, and the contractor shall have to abide by the decision of the exhibition authority. I/We hereby submit tender for the execution of the work specified in the underwritten memorandum within the time specified in such memorandum at the rates specified there in and in accordance within the time specified in such memorandum and in accordance with the specifications in schedule ‘A’ here to (forming part of contract) and in condition of contract and with such materials as are provided for, by, and in all respects in accordance with such conditions so far as applicable.

Contractor

CONDITIONS OF CONTRACT

1. The 'contract' means the documents forming the tender and accepts formal agreement.

2. Executed between the HEPC and the contractor together with the documents referred to therein including

these conditions the specifications, designs drawings and instructions, issued from time to time by the HEPCand all

these documents taken together shall be complementary to one another.

3. In the contract the following expressions shall, mean unless the context otherwise require have the meanings,

hereby respectively assigned to them:

(a) The expression 'work' shall, unless there be something either in the subject or context repugnant to such

construction be construed or taken to mean the works by or by virtue of the contract contracted to be executed

whether temporary or permanent and whether original, altered substituted or additional.

(b) The 'site' shall mean the land and/or other places on into or through which work is to be executed under the

contract or any adjacent land, path or street which may, be allotted or used for the purpose of carrying out the

contract.

(c) The Contractor shall mean the individual or firm or company, whether incorporated or not, undertaking the

works and shall include the legal personal representative or such individual or the persons composing such

individual or the persons composing such firm or company and the permitted assignees of such individual or firm or

company.

(d) The HEPC means The Executive Director , Handloom Export Promotion Council and his appointed

representatives.

Clause1 : Duration of Exhibition/Handing over the Site

The duration of the Exhibition shall be 4 days. On completion of the Exhibition, the contractor shall have to take away all materials within the stipulated time as specified by fair authority and shall have to vacate the site. He will be liable to pay actual rent to be levied for the extra hours he occupies the ground beyond the stipulated time permitted by the fair authority. There after, the contractor shall be removed from the premises and deemed to be in unauthorized occupation as a trespasser.

Clause 2 : Schedule of time

The contractor shall complete the work as per under mentioned schedule:

The entire work should be completed by 5.00 PM 12th January’2015

Clause 3: Termination of contract

In case the contractor fails to complete the work according to the specification and/or fails to maintain civil, electrical

and construction work to the satisfaction of the committee nominated by the HEPC , the HEPC shall be entitled levy a

penalty of 15% of the total value, which may be deducted from Contractor’s account or withholding of

balance amount. And the HEPC has the right to cancel the contract and deduct the sum from the payment if any due.

The HEPC shall be entitled to cancel the contract, if it is found that there has been any breach of the conditions of this

contract and/or the work is found to be unsatisfactory. The contractor in such cases will not be entitled for making any

claim, compensation or any monies, the HEPC is entitled to forfeit the Earnest Money and the contractor may not be

considered for award of any similar contracts in future.

Clause 4: Completion of work

The contractor shall complete the entire work within the time schedule as per specifications and the satisfaction of the

HEPC or the nominated officer by the HEPC and handover to the HEPC by 5.00 PM 12th January’2015

Clause 5 : Payment terms

The contractor shall be paid only in part according to the progress of the work within the time schedule. The contractor

will be paid 50% at the stage of satisfactory completion of 75% of the work; the balance 50% would be paid after

completion of the exhibition

Clause 6 : Contractor to be liable for bad work

The contractor shall be liable for damage if found that the work has not been carried out as per the specifications. The

decision of the HEPC or the officer duly nominated by the HEPC regarding this shall be final.

Clause 7: Variation in work

The volume and number of works may vary either way at the discretion of the HEPC.The contractor will be given with

the details of such variation. The final payment to the contractor shall be made on the basis of actual work executed

and on the rate (s) approved. For works outside the work order, contractor will have to quote rates separately. For all

such works the HEPC reserves the right to pay the lowest of the rates quoted by the competing contractors or on the

basis of assessment of reasonable market rates.

Clause 9 : Withdrawing and lien in respect of sum claimed

Whenever any claim of claims for payment of a sum of money arises out of or under the contract against the

contractor, the HEPC shall be entitled to withhold and also have a lien retain to such sum or sums in whole or in any

part from the earnest money deposited by the contractor for the purpose and same pending finalization or adjudication

of any such claim. In the event of the security being insufficient to cover the claim amount or amounts, the HEPCshall

be entitled to withhold or have a lien to retain any such sums found payable pending finalization of such claims

Clause 10 : Maintenance : The contractor will be responsible for upkeep and maintenance of the entire work done by

him during the exhibition. In addition, the contractor is also liable for doing such works to restore and hand over the

ground to the authorities at his own cost after the close of the Exhibition not later that the stipulated days mentioned

above.. Breakages and damages in any work shall immediately be repaired and no extra payment will be made, on

account of any reasons whatsoever.

Clause 11: Observation of Labour Laws

The contractor is responsible for observing all the relevant labour laws in force during the execution of the contract.

The contractor shall be responsible and liable during the execution of the contract and through the Exhibition to make

arrangements for the safety of men and material brought to the site.

Clause 12: Adjudication of Dispute and differences

Except where otherwise provided in the contract all questions and disputes relating to the meaning of the

specifications, designs drawings and instructions herein before mentioned and as to the quality of workmanship or

materials used on the work or as to any way arising out of or relating to the contract designs, drawings, specifications,

estimates, instructions orders or these conditions or otherwise concerning the works, or the execution or failure to

execute the same whether arising during the progress of the work or after the completion or abandonment there of

shall be referred to the sole arbitration of the person appointed by the HEPC.

The contractor shall not question the nomination of the arbitration on the ground that the HEPC has nominated the

said arbitrator.

ACCEPTED

CONTRACTOR

SCHEDULE - A Details of General/Standard Specification for the Interior and Exterior Decoration Work

of the Stalls ( appr. 300 sq.mtrs) & Display for the exhibitions to be organized by HEPC As per stand design provided below :

1

. 9 sq.mtrs Stall

Octonorm wall partition

3 meter run company name fascia (2 name fascias in case of corner stall) in hard board

Carpet ( as per color to be chosen be HEPC )

overhead signages of brand image, (logo will be provided by HEPC) Indian flag and HEPC logo

1 No. meeting table and 3 Nos. arm chairs

3 Nos. of white lights (HQI lights 150watts each)

1 No.waste paper basket

1 Nos. of 1mW x 2mH pin board

1 No. Electricity socket (for charging laptop, mobiles, etc.)

3 layers of 3 meter run display shelf (9 Glass shelves) and 1 Nos. of 1 meter run cloth rod (

Option- A )

( or )

9 Nos of 1 mtre run cloth rod and 1 No. of 1 mtre Glass shelve ( Option- B)

12 sq.mt stall

wall partition

4 or 3 meter run company name fascia (2 name fascias in case of corner stall) in hard board









Option- A )

( or )

12Nos of 1 mtre run Cloth Rod and 1 No of 1 mtre Glass Shelve (Option-B)

15 sq.mt stall wall partition


carpet ( as per color to be chosen be HEPC )

overhead signages of brand image, (logo will be provided by HEPC)Indian flag and HEPC logo


5 Nos. of white lights (HQI lights 150 watts each)




3 layers of 5 meter run display shelf (15 Glass shelves) and 2 Nos. of 1 meter run cloth rods

( Option – A )

(or)

15 Nos of 1 mtre run Cloth rod and 2 Nos of 1 mtre run Glass Shelves ( Option- B)





2 Nos. meeting table and 6 Nos. arm chairs





3 layers of 6 meter run display shelf (18 Glass shelves) and 3 Nos. of 1 meter run cloth rod

( Option- A )

(or)

18 os of 1 mtre run Cloth rod and 3 Nos of 1 mtre shelves ( Option- B)





2 Nos. meeting table and 6 Nos. arm chairs





3 layers of 7 meter run display shelf (21 Glass shelves) and 3 Nos. of 1 meter run cloth rod

( Option- A )

(or )

21 Nos of 1 mtre run Cloth Rod and 3 Nos of 1 mtre shelves ( Option- B)

24 sq.mt stall

wall partition




2 Nos of . meeting table and 8 Nos. arm chairs






Option – A )

(or )

24 Nos of 1 mtre run Cloth rods and 4 Nos of 1 mtre Glass shelves ( Option- B)