TENDER DOCUMENTS

FOR HIRING OF CATERING COMPANY FOR FLOWER SHOW & CRICKET

TOURNAMENT

TENDER NOTICE ADVERTISEMENT

BOARD OF MANAGEMENT

SUNDAR INDUSTRIAL ESTATE

INVITATION FOR BIDS FOR EVENT MANAGEMENT AND CATERING OF FLOWER

SHOW AND CRICKET TOURNAMENT

Board of Management Sundar Industrial Estate (BOM-SIE), working under Punjab

Industrial Estate Development & Management Company (PIEDMC), a Semi-Government

Organization – invites bids from firms registered with the Income Tax / Sales Tax

Departments, who are on Active Taxpayers List of the Federal Board of Revenue and

registered with the PRA (if required) for the following:

Event Management and Catering for Flower Show & Cricket Tournament

Tender Documents containing description and scope of required services, instructions and

evaluation / selection criteria are available free of cost from the office of the undersigned.

Bids must be complete as per the Tender Documents and include bid security equal to 2%

of estimated project cost in the shape of bank draft/pay order in favour of BOM-SIE.

This advertisement and associated documents also available on the PPRA website at

http://ppra.punjab.gov.pk as well as the website of the procuring agency at

http://www.sie.com.pk/downloads.

Interested company may submit their quotes on or before 10:00 a.m. October 18th 2017.

Bids will be opened on the same day at 12:30 p.m.

SECRETARY

0320-5400502

Board of Management Sundar Industrial Estate

Gate # 2, Sundar – Raiwind Road, Lahore.

TELEPHONE 92 42 35297291~3 FAX 92 42 35297080

PROFILE & INTRODUCTION

ABOUT SIE

Sundar Industrial Estate is a state-of-the-art industrial estate which was inaugurated in February 2007

and is the first project assigned to the Punjab Industrial Estates Development & Management Company

(PIEDMC). It is spread over 1850 acres near Raiwind, Lahore.

Board of Management Sundar Industrial Estate (BOM-SIE) is a semi-government organization

responsible for the management, operation and maintenance of the estate.

BOM-SIE organizes a cricket tournament and flower show each year for it’s industrial community.

ABOUT THIS DOCUMENT

Board of Management Sundar Industrial Estate (BOM-SIE) intends to invite bids from reputed event

managers/catering companies registered with Income Tax and Sales Tax Departments and who are on

Active Taxpayers List of the Federal Board of Revenue and registered with PRA (if required)

SCOPE OF WORK

BOM-SIE wishes to engage a reputed event manager and catering services company for the successful

management / catering for it’s Annual Flower Show and Cricket Tournament (held separately).

TERMS OF REFERENCE

The firm hired for the purpose shall be engaged as per the following details:

1. Expected Date of Events

Cricket Tournament [End of February 2018]

Flower Show [End of March 2018]

2. Job Description

Event Management & Catering for Sundar Cricket Tournament and Sundar Flower Show. The

company shall be responsible for the following:

Cricket Tournament: Arrangement of a 16-team, double-elimination, five overs-per-side

(31 matches) tape ball cricket tourney as per the rules set by BOM-SIE.

Setup consisting of two pavilions, one commentator’s box room and one covered

sitting area (mini-marque) and other provisions as mentioned in the Price

Schedule, including but not limited to: high quality sound, stage and seating

arrangements.

Provision of Food.

Complete Arrangement & Organizing of CricketTournament through dedicated

team (04 persons) for:

Conducting cricket tournament as per schedule and rules.

Signing up teams and facilitating collection of tournament entry fee

Coordinating with management and teams (organizing eam must be at

engaged with BOM-SIE on atleast 07 working days [as per BOM-SIE

office hours] within the 14 days leading up to the tournament)

Spearheading BOM-SIE’s nominated horticulture/cleaning team in order

to prepare / maintain ground before / during the tournament.

Flower Show: Arrangement of a Flower Show under a large weather proof and light proof

Dera (seating 250 persons) as per the requirements/specifications mentioned within the

Price Schedule, including but not limited to:

Provision of high quality sound, stage and seating arrangements.

Provision of Food (as mentioned in Price Schedule)

3. Payment Terms

Payments shall be made as per the following policy:

50 percent payment after the successful completion of Flower Show

50 percent payment after the successful completion of Cricket Tournament

4. Timing: The contractor shall ensure that all arrangements are made at least 12 hours prior to

the commencement of the event (as mentioned in the work order). Failure to do so shall result

in a 5% penalty (of total bid price) per hour.

5. Additional Services

The procuring agency may request additional services, of a similar nature, up to 15% of the

original bid price, in addition to the current requirements.

INSTRUCTIONS FOR INTERESTED PARTIES

Interested Parties are requested to submit the following documents to prove Eligibility &

Qualification criteria requirements.

Technical Proposal, consisting of:

1. Profile …………………………………………….....Mandatory [Flag A]

2. List of Major Clients……………………………...…Mandatory [Flag B]

3. NTN Certificate/Evidence of being Taxpayer…….... Mandatory [Flag C]

4. Evidence of Experience…………………………...…Mandatory [Flag D]

5. Bank Draft/Pay Order of 2% Bid Security…….……Mandatory [Flag E]

6. Photographic Portfolio of Past Events………………Mandatory [Flag F]

7. Project Team Organogram……………………….…. Mandatory [Flag G]

Financial Proposal, consisting of:

1. Form of Bid…………………………………………. Mandatory [Flag H]

2. Price Schedule………………………… …………....Mandatory [Flag I]

The following instructions apply to all bidders in meeting the requirements of bid submission.

Failure to conform with any requirement shall result in rejection of the bid:

Submission of 2% bid security (of the estimated cost as mentioned in the data sheet)

through bank draft/pay order payable to BOM-SIE. The bid security shall be forfeited if

bidder withdraws during the period of bid validity (as mentioned in the data sheet) or if

the Bidder fails to sign the contract.

All amounts shall be mentioned in Pakistani Rupees (PKR) only.

All bids must reach the office at the address and time period mentioned within the Data

Sheet.

The Technical Proposal and Financial Bids shall be placed within one envelope (single

stage, single envelope) addressed to the procuring agency while mentioning the name of

the tender and the contact details of the bidder. The bid shall be sent by courier only and

it shall remain the duty of the bidder to ensure it reaches the procuring agency’s office

before time.

A bidder must not:

Participate in more than one bid.

Provide misleading information in any part of it’s bid.

Extension of period validity In exceptional circumstances prior to expiry of original bid validity

period, the Procuring Agency may request the bidders to extend the period of validity for a

specified additional period which shall in no case be more than the original bid validity period.

The request and the responses thereto shall be made in writing. A bidder may refuse the request

without forfeiture of his Bid Security. A bidder agreeing to the request will be required to extend

the validity of his Bid Security for the period of the extension, in which case, the Procuring

Agency will be obligated to compensate the Procuring Agency, upon substantiation for their

increase in costs.

Arithmetical errors will be rectified on the following basis:

If there is a discrepancy between the unit price and total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total price

shall be corrected. If there is a discrepancy between the words and figures the amount in

words shall prevail. If there is a discrepancy between the total Bid price entered in Form

of Bid and the total shown in Schedule of Prices, the amount stated in the Form of Bid

will be corrected by the Procuring Agency in accordance with the Schedule of Prices

Right to Accept any Bid and to Reject any or all Bids The Procuring Agency reserves the right

to accept or reject any bid as per these Tender Documents; and to annul the bidding process and

reject all bids, at any time prior to the Award of Contract, without thereby incurring any liability

to the affected bidders or any obligation to inform the affected bidders of the grounds for the

nds for its rejection shall upon request be

communicated, to any bidder who submitted a bid, without justification of grounds. Rejection

of all bids shall be notified to all bidders promptly.

Notification of Award Prior to expiration of the period of bid validity prescribed by the

Procuring Agency, the Procuring Agency will notify the successful bidder in writing (through a

the sum which the Procuring Agency will pay the Contractor in consideration of the delivery of

goods as prescribed by the Contract (hereinafter and in the Conditions of Contract called the

General Performance of the Bidders The Procuring Agency reserves the right at the time of

award of Contract to increase or decrease by up to 15% the quantity of goods and supplies

specified in the Schedule of Prices without any change in the unit price or other terms and

conditions.

Bidder to Inform Itself The bidder is advised to obtain for himself at his own cost and

responsibility all information that may be necessary for preparing the bid and entering into a

Contract for the provision of complete goods. This shall include but not be limited to the

following:

Inquiries on Pakistani Income Tax/Sales Tax to the Commissioner of the Income

Tax and Sales Tax as well as any other taxes as per Laws of Pakistan and/ or Punjab.

Amendment of Bidding Documents At any time prior to the deadline for submission of bids,

the Procuring Agency may, for any reason, whether at his own initiative or in response to a

clarification requested by a prospective bidder, modify the Bidding Documents by issuing

addendum.

Any addendum thus issued shall be part of the Bidding Documents and shall be

communicated in writing to all purchasers of the Bidding Documents. Prospective

bidders shall acknowledge receipt of each addendum in writing to the Procuring Agency.

The bidder shall also confirm in the Form of Bid that the information contained in such

addenda have been considered in preparing his bid.

To afford prospective bidders reasonable time in which to take an addendum into

account in preparing their bids, the Procuring Agency may at its discretion extend the

deadline for submission of bids in accordance with Clause.

Bid of any party will not be considered if:

1. Received without the required documentation or evidence.

2. Received later than the date/time mentioned herein.

3. The bid is unstamped or unsigned by an authorized agent of the entity.

4. The interested party does not agree to any clause mentioned within the Tender Documents.

5. Received from an individual or firm which is blacklisted or in litigation with any Public Sector

Organization.

The Bid Security may be forfeited if:

(a) If a bidder withdraws his bid during the period of bid validity; or

(b) If a bidder does not accept the correction of his Bid Price in case of an error or discrepancy

within the bid.

Sign the Contract Agreement after Award of Contract

ELIGIBILITY & QUALIFICATION CRITERIA

The interested party must meet the following conditions to be eligible for submission of a bid:

Income Tax / Sales Tax Registered

PRA Registered (if required by law for said purpose)

Active Taxpayer

The following qualifications are also required:

Arranged events amounting to at least five (05) million rupees within the last financial year

Worked with at least two (02) public sector organizations for a similar project in the last two

financial years.

Having been in business for five (05) years minimum.

EVALUATION CRITERIA

1. To qualify, applicant must meet all eligibility and minimum qualification requirements (with proof),

failure to do so shall result in disqualification.

2. Atleast 60 marks must be achieved in the Technical Proposal (in addition to eligibility/qualification

criteria) to qualify as a technically responsive bidder.

3. The method for selection of bidder will be the weighted average method as per the below formula:

70 percent technical

30 percent financial

4. The aggregate scores shall be evaluated as per the formula:

The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100. The

formula for determining the financial scores (Sf) of all other Proposals is calculated as following: Sf =

100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest price, and “F” the price of the

proposal under consideration.

The weights given to the Technical (T) and Financial (P) Proposals are: T = 70% /weight, and P =

30% / weight. Proposals are ranked according to their combined technical (St) and financial (Sf) scores

using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial

Proposal; T + P = 1) as following: S = St x T% + Sf x P%.

5. The firms shall be evaluated on the basis of submitted documents only.

6. Broad criteria as tabulated here shall be used to evaluate the submitted documents and evaluate bidders

for responsiveness:

Sr. Shortlisting Criteria Weight

1 General Profile and qualification / suitability for the task 10

2 Experience in the specific assignment and Past Performance 45

3 HR & Performance 15

4 Financial Position 10

5 Adherence to Specifications 20

Total Weight 100

Marks for the above table shall be awarded as per the criteria below. Documentary proof for each work

is to be attached with letter for verification of the client

General Profile and qualification / suitability for the task 25 Total Marks

Minimum 5 years 15 Min 6 Marks

6-10 years 5 Additional 2 Marks

Above 11 years 5 Additional 2 Marks

Experience and Past Performance 25 Total Marks

Worked with at least 02 public sector firms in last two years FY 15 Marks

Arranged events of at least 05 million in last FY 10 Marks

HR & Performance 20 Total Marks

B.A. or B.Sc (Project Manager) 10 Marks

Certificate of Satisfactory Performance by at least government firm 5 Marks

Financial Position 10 Total Marks

Audited Account statement for last 3 years 05 Marks

Registration with Income Tax department 03 Marks

No Litigation History 02 Marks

Adherence to Specifications 20 Total Marks

DATA SHEET

1. Name of Procuring Agency Board of Management Sundar Industrial

Estate

2. Address Gate #2. Sundar Industrial Estate,

Sundar-Raiwind Road, Lahore

3. Name of Tender Tender Document for Hiring of Event

Manager and Caterer for Flower Show &

Cricket Tournament

4. Deadline for Submission On or before 10:00 am on October 10 2017

at address above.

5. Method of Bid Single Stage, Single Envelope

6. Opening of Bid 12:30 pm on October 10 at address

above.

7. Estimated Amount 1.2 Million PKR

8. Bid Validity Period Sixty (60) days from bid opening date

9. Documents forming the Contract Agreement

Contract (order of priority) Terms of Reference

Data Sheet

Letter of Acceptance

Addenda (if any)

10. Payment Terms 50 percent after successful completion of Flower

Show

50 percent after successful completion of Cricket

Tournament

FORM OF BID

Please attach breakdown of the proposed amount alongside this cover letter.

To: Secretary

Board of Management

Sundar Industrial Estate

Having examined the Bid Documents including Instructions to Bidders, Bidding Data, Conditions of

Contract and other sections within the aforementioned document for the Provision of Event Management

and Catering Services for the Flower Show and Cricket Tournament to be held in February and March 2018

respectively, we (the undersigned), offer to provide services therein, in conformity with the General and

Special Conditions of Contract, Specifications and other details for the sum of Rs.

______________________ or such other sum as may be ascertained in accordance with the said conditions.

We agree that the BOM-SIE reserves the right to reject all Bids at any stage.

We also understand that the selection of the Bidder shall be in line with the eligibility criteria through the

single-stage, single-envelope method clearly mentioned within this Bidding Documents.

(Signature & Company Stamp)

M/S

PRICE SCHEDULE

Fill the price schedule on the next pages as per the quantities mentioned alongside. The total bid

amount [Flower Show + Cricket Tournament] should be mentioned in Form of Bid.

Sr. Particular Descri

ption

Quantity

(for 250 persons

event/90x90 hall

if not

mentioned)

D

a

y

s

Unit

Pric

e

(PK

R)

Total Price

(Quantity*Days*

Unit Price)

FLOWER SHOW

* High Quality Executive Dera

[90x90]

Weath

er &

Light

Proof

1 Chicken Karahi (Makhni)

2 Cashew Nut Chicken with

Chinese Rice

2 Sweet Zarda or Fruit Truffle

or Halwa

3 Cold Drinks

4 Mineral Water

5 Tea

6 Roghni Naan

7 Fresh Salad

200

8 Roundtables, chairs and

executive arrangements/table

decorations

200

9 Flower arrangements

Table,

Stage,

Pole

and

Entran

ce

Decor

ation

10 Entrance mirrors

2

11 Executive quality carpet

15,000

square

feet

12 LED Backdrop

12a Media Wall – Printed with

Steel Frame (15x10)

13 Executive Lounge Sofas

Off-

white,

leather

For 40 persons

14 Lighting for stage and hall

Ambie

nt,

Decor

ative

and

Stage

Lighti

ng

15 Gas Heaters

4

16 Speaker Pairs (2x2)

2

17a Microphone with long arms

and desk stands

2

17b Wireless mic

2

18 40-inch LED TV

8

19 Uniforms for Host Team

12 persons

FLOWER SHOW TOTAL Rs.

CRICKET TOURNAMENT

3 Pavilions, Commentary

Box Pavilion, M1 Stage

(10x20), 1 Backdrop with

Steel Backdrop

19 Chicken Cheese Sandwiches

650

20 Drinks

650

21 Snacks Stall

6

22 HQ Backdrop

1 6

23 SMD Weather Proof Screen

1 6

24 Umpire

2 6

25 Event Supervisor

1 6

26 Scorekeeper

1 6

27 Outdoor HQ Sound System

6

CRICKET TOURNAMENT TOTAL Rs.

TOTAL (FLOWER SHOW + CRICKET TOURNAMENT incl. all taxes) Rs.