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GOVERNMENT OF ANDHRA PRADESH

COMMISSIONER OF INDUSTRIES Commerce & Export Promotion Wing,VIJAYAWADA.

Tender Cost Rs.1000/-(Non Refundable)

Request for proposal for Designing and Developing/setting up of Andhra Pradesh Pavilion for India International Trade Fair 2018 at Pragati Maidan,

New Delhi

Last Date & time of receipt of tender:26.10.2018 up to 12.00 p.m. Date & time of opening of tender :26.10.2018 at 3.30 p.m.

Note: Tenderer should submit two separate sealed covers 1. Technical proposal with Design details (With DD for Rs.1000 towards application cost

& EMD) 2. Financial proposal Mode of selection: QCBS(Quality and Cost Based Selection)

Contents

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ABOUT IITF Event ..................................................................................................................................... 6

SCOPE OF WORK .................................................................................................................................... 6

COMPONENTS OF BID DOCUMENT ................................................................................................... 8

PREPARATION OF THE BID/ TENDER: ............................................................................................... 9

SELECTION COMMITTEE: ...................................................................................................................... 9

BID / TENDER OPENING AND EVALUATION: .................................................................................... 9

AWARD OF TENDER: ............................................................................................................................. 12

JURISDICTION OF COURT ................................................................................................................... 12

COMPLETION OF WORK ...................................................................................................................... 12

TERMS OF PAYMENT ............................................................................................................................ 12

GENERAL TERMS AND CONDITIONS OF TENDER: ...................................................................... 13

ANNEXURE –A ......................................................................................................................................... 15

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TENDER DOCUMENT SALE PARTICULARS 1.

Serial Number assigned to the Tender Document

2.

Date of Sale / Issue

3.

Name of the applicant to whom the

Tender is sold/issued

4.

Full address of the applicant

Signature of the Officer issuing The Tender Document

Name:

NOTES/INSTRUCTIONS

(i) The Tender Document is not transferable under any circumstances.

(ii) The Tender is required to be submitted intact in a sealed cover without

tampering with any of the folios thereof i.e. none of the folios of the

Tender Documents including the Annexure should be detached and

retained by the Tenderer. All folios shall be submitted in the manner

required duly fulfilling all the conditions mentioned therein.

(iii) Each folio of the Tender Documents shall be signed by the Tenderer or

such person on his behalf as is legally authorized to sign for and on his

behalf.

(iv) Failure to comply with the conditions will render the Tender liable to be rejected. .

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GOVERNMENTOFANDHRA PRADESH

COMMISSIONER OF INDUSTRIES Commerce AND EXPORT PROMOTION WING

VIJAYAWADA

No. C&EP/ B1/ 21 /Tender/IITF-2018Dated: 10 -10-2018

TENDER NOTICE FOR SETTING UP A.P.PAVILLION FOR I.I.T.F. 2018

Sealed Tenders are invited from the reputed Designers / Decorators / Contractors / Architect

Firms in a two bid system for Designing and Developing/setting up of Andhra Pradesh Pavilion for

India International Trade Fair 2018 to be held from 14th to 27th November, 2018 at Pragati Maidan,

New Delhi. The theme for this year IITF is “RURAL ENTERPRISES IN INDIA”. There must be

adequate reflection of the cultural ethos & heritage of Andhra Pradesh State in the design of the façade.

The Tender Document can be obtained from Government of Andhra Pradesh, Commissioner of

Industries & Export Promotion, 1st floor, Government Regional Printing press, Mutyalampadu.

Vijayawada. Andhra Pradesh - 520011 by paying an amount of Rs. 1000/- (Rupees One thousand only)

either in cash / Demand Draft or it can also be downloaded from our Industries web portal

(www.apindustries.gov.in) in which case application fee of Rs. 1000 should be paid as Demand Draft

along with the proposal to be submitted. Demand Draft to be drawn on any nationalized bank in favor of

“Commissioner of Industries, Commerce & Export promotion wing” payable at Vijayawada.

The tenders in sealed cover will be received in the office of the undersigned upto 12.00

noon on 26 t h Oc t . 2018 and will be opened on the same day at 3.30p.m.in presence o

f the intending tenderers or their authorized representatives. Tender received late/

incomplete/without requisite papers shall be summarily rejected. The Commissioner of

Industries, Commerce & Export promotion wing, Vijayawada reserves the right to reject

any or all tenders without assigning any reason thereof.

Commissioner of Industries,

Vijayawada.

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Letter of Undertaking

To Commissioner of Industries,C&EP WING 1st floor Govt Printing Press Muthyalampadu, Vijayawada.

Sub: Designing and Developing/setting up of Andhra Pradesh Pavilion for India

International Trade Fair 2018 to be held from 14th to 27th November, 2018 at Pragati

Maidan, New Delhi.

1) I/We hereby certify that I/we have examined and am/are fully familiar with all the

provisions of the contract and agree to abide by all the terms and conditions laid

in the Tender documents.

2) The following certificate documents are enclosed herewith.

(a) Latest Income Tax Clearance Certificate (Copy to be enclosed).

(b) Evidence of the authority of the person signing this proposal to bind Tenderer to

the proposal and to any Contract resulting there from.

3) l/We do hereby declare that the entries made in the Tender and appendices

attached therein are true.

4) A sum of Rs. 50000/- (Rupees fifty thousand only) towards Earnest Money Deposit in

the form of Pay Order / Demand Draft No ..................dated……………drawn in favour

of “Commissioner of Industries,Commerce &Export Promotion Wing, Vijayawada”.

5) We agree to abide by all the conditions mentioned in the Tender Notice published

and also the general terms and conditions as mentioned in the attached sheets

(All pages of which have been signed by us in token of our acceptance of the terms

and conditions mentioned therein),

Yours faithfully,

(Name and Signature of the Authorized/Renderer)

Place:

Date:

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ABOUT IITF Event

India International Trade Fair, 38th edition is scheduled from November 14-27, 2018 at Pragati Maidan, New Delhi. IITF with B2B and B2C components is one of the largest integrated trade fairs. Govt. of Andhra Pradesh has agreed to participate in the fair as a Participant State to showcase and display the inherent potential state has to grow Indian economy through facilitation of Investment and Trade. The theme of the fair this year 2018 is “RURAL ENTERPRISES IN INDIA”. The display of the pavilion should be aesthetic, appropriate to the State vis-à-vis the theme. A Video wall or a big LED display screen to be provided during the fair period to display the publicity material of the State Government of Andhra Pradesh. A brief on the requirement of display for ANDHRA PRADESH PAVILION is given below. AP Pavilion needs to be decorated with temporary exhibits, dioramas, murals, paintings, mannequins and 3D models inside and outside of the Pavilion.

SCOPE OF WORK

i. Design, Erection and Decoration of Andhra Pradesh Pavilion on the 170.50 sq.m. space available as per approved design of COI,C&EP and as per specification provided by ITPO for I.I.T.F. 2018.The pavilion would be designed as per the theme for I.I.T.F. 2018 i.e., Startup India: Standup India. There must be an adequate reflection of the cultural ethos & heritage of Andhra Pradesh along with the theme.

ii. Apart from the Theme Pavilion the other available space of the interior

shall be designed reflecting Theme of IITF 2018 as well as the other unique strengths of the state. The design shall be imaginative and original, making the best use of available space. Drawings, illustration and other data necessary for preparing the concept may be referred from ITPO – New Delhi.

iii. The 50% (approx.)of the exterior façade including front open space shall reflect

the given Theme of IITF 2018 i.e., “RURAL ENTERPRISES IN INDIA”, cultural heritage with 2D & 3D models depicting handicrafts of Andhra Pradesh & any other models related with Theme and heritage of Andhra Pradesh. The theme is to be original and eye catching.

iv. The Agency shall submit proposed schematic layout for the pavilion, internal and external areas, with special emphasis on proposed display areas; shops and sale counters, 3D views explaining design are mandatory for approval.

v. The Agency shall be responsible for the timely execution of the approved items of the work order and as per requirements of the Department. It is clarified that the entire decor and display inside the allocated display area/ sale counters shall be the responsibility of the successful bidder.

vi. Vinyl printing and pasting of stall numbers and names of the units (exhibitors)

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to be done by the successful bidder.

vii. Maintenance of Electrical System including repair and replacement of Switches, repairing of Fans, CFL/LED Bulbs wherever necessary and placement of Electrician and sanitation requirements during the entire Fair period would be done by the successful bidder as per direction of the Pavilion Director.

viii. Installation and operation of Inverter/generator for power exigencies of

adequate capacity for catering the following needs throughout the fair period :

(i) M u s i c / P.A. System

(ii) C.C.TV with recording system.

(iii) Emergency lighting in the following areas:

(a) Corridor

(b) Exits/Fire Exits

(c) Wherever necessary

ix. Arrangement of LED TV along with DVD/USB Player at the reception counter and for playing / depicting ethnic dances, tourist spots, historical monuments, industrial development of Andhra Pradesh and for the theme of the IITF -2018 etc. during the exhibition period.

x. Adequate lighting arrangement inside and outside the Pavilion should be provided as per direction of the Pavilion director/incharge.

xi. Providing Blowups, Flex, Glow Sign, Bromide printing, Photographs, Models based on Theme of IITF- 2018, as well as reflecting richness of cultural heritage, religious tourism, bio-diversity, wild life, handloom and handicrafts and other industrial products unique to Andhra Pradesh.

xii. Obtaining necessary approvals / NOC from ITPO, Fire, Police and other

authorities as necessary for conduct of the fair.

xiii. Adequate number of Fresh Flower Plants & Decorative Plants should be placed in the front side and inside the Pavilion. Further, fresh Flower pots for VIP Lounge, Reception Counters and Office Room etc. are to be provided daily for entire fair period. The Flower pots are to be replaced regularly as per advice of the Pavilion in charge. Spreading of carpet grass where ever necessary in front of A.P. Pavilion.

xiv. Drinking Water System should be provided.

xv. Cleaning the exhibition areas/ office/ corridors/ sides & front of the Pavilion

building every two hours from 8.00 A.M. to 8.00 P.M. during the entire period of exhibition.

xvi. Post conclusion of the fair Dismantling and removal of all pavilion display

items erected / installed would be the responsibility of the successful bidder.

xvii. Providing requisite experienced Security personnel (men and women) as approved by the pavilion in charge, including two supervisors for day and night security of pavilion with Door and Handheld metal detectors at entrance gates. Appointment of two hostesses for 14 days for reception / counters of

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A.P.Pavilion provided with two Sarees of A.P. tradition. Provision of office and its maintenance as instructed.

xviii. “No Smoking” & “Fire Exit” and other sign boards to be provided as per direction of Pavilion In-charge

xix. New glow sign of ANDHRA PRADESH in English, Hindi and Telugu to be

erected in size and manner as approved by pavilion incharge

xx. Daily cleaning and general maintenance of all areas, both inside and

outside the pavilion building is to be done.

COMPONENTS OF BID DOCUMENT

Tender will be in two parts. Part – I: Technical Bid and Part – II: Financial Bid.

PART - I : TECHNICAL BID The sealed envelope marked as “: Technical Bid” would consist of:

1. Tender application fee of Rs 1000 to be submitted in the form of a demand draft and an Earnest Money Deposit (EMD) for Rs. 50,000/- (Rupees Fifty thousand) in the form of Demand Draft / Banker’s Cheque drawn in favour of Commissioner Of Industries, Commerce & Export Promotion Wing and payable at , Vijayawada.

2. Detail Concept Paper on the Design.

3. Specification sheet indicating basic materials and specifications of all the items

of exterior & interior façade.

4. An “Action Calendar” for completion of the work (must be Submitted along with this bid response)

5. Design shall be submitted both color Hard Copy (A3 size) and Soft Copy. Soft Copy shall be in Power Point format, which will be the format of the presentation to be made by the technically qualified bidder before the Committee on the date to be intimated in due course.

6. Affidavit as per prescribed format duly sworn in before the NOTARY.

(Annexure-A)

7. Copy of the Tender Document duly signed & stamped by the Tenderer in all pages.

PART – II : FINANCIAL BID : Financial Bid shall comprise of the “Price Bid” in prescribed format supplied with the Tender Document. Both these two covers to be placed in another outer cover. Information on the outer envelope should have “Proposal to set up Andhra Pradesh pavilion for India International Trade Fair (I.I.T.F) 2018 at Pragati Maidan, New Delhi” and should be addressed to

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Commissioner of Industries & Commerce and Export Promotion wing. 1st Floor,Govt.Press ,Mutyalampadu Vijayawada-520011

PREPARATION OF THE BID/ TENDER:

All documents relating to the bid shall be in English language.

SELECTION COMMITTEE:

A selection committee constituted by Commissiner of Industries,CEP, would be responsible for 1. Performing technical Evaluation 2. Assess the bidders presentation on innovative approach and methodology 3. Selection of successful bidder as per the bid evaluation procedure detailed below this committee will inspect and post satisfying them selves will release first and final instalment of payments.

BID / TENDER OPENING AND EVALUATION:

i. The envelope marked as “Technical Bid” will be opened at the time of opening of Bids. The separate envelope marked as “Financial Bid“ will not be opened during the Technical Bid opening.

ii. Technical proposals will be evaluated in terms of responsiveness to RFP. All the bidders, who qualify in the Technical Bid (as per the financial evaluation process detailed below), will have to make Power Point presentation before the Selection Committee for Andhra Pradesh Pavilion on 29th October 1.00 p.m explaining their concept.

iii. After the presentation, the Selection Committee for Andhra Pradesh Pavilion will open the financial bids of those bidders who only gets qualified in the technical evaluation. Based on the QCBS system detailed below ;successful bidder would be selected and invited for negotiation.

Detailed Technical evaluation procedure:

The technical strength of the bidders is of significant importance, therefore the

technical capabilities & experience of the agency is more important for the

assignment. Therefore, the agency will be selected based on the combined Quality

cum Cost Based Selection (QCBS) in the ratio of 70% (Technical Score) and 30%

(financial score).

Technical score will be calculated on a scale of 100 & the weightage for each criterion

would be as follows:

S.No. Evaluation

Criterion

Scoring

Methodology

Marks Supporting documents

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1. Technical Capacity of the bidder

1.1 No. of Projects

undertaken:

Bidder should

have carried out

at least 2 similar

events in last 2

financial years for

Central / State

Govt. Client. i.e.

Ministry /

Department / PSU

/ Govt.

Autonomous Body

/ Authority & CII /

FICCI /

ASSOCHAM

where the end

user / ultimate

client has been

the Government.

No. of

Projects

Marks

2-5 5

>5 10

10 Work Orders /

Completion certificates

1.2 No. of Projects

undertaken for

B2B segment :

Bidder should

have carried out

at least 2 events

in last 2 financial

years for B2B

segment

No. of

Project

Marks

2-3 5

>3 10

10 Work Orders /

completion certificates

1.3 Relevant

Experience

Marks will be

equivalent to total

years of experience

of the agency

b) above 10 years :

10 marks

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1. Certificate of incorporation/registration

2. Work orders/completion certificates of assignments handled

1.4 Turnover in

immediate past 3

financial years

preceding 2017 -

2018 (audited)

a) 1 to 5 crores (Average turnover of 3 years) : 5 marks

b) Above 5 Crores (Average turnover for 3 years) : 10 marks

10 1. Audited balance sheets

2. Auditor certificate

2. Presentation

2.1 Presentation reflecting concept, 60 Date: 29rd October 2018

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proposed methodology & work plan.

Evaluation will be based on the quality of

presentation & methodology adopted.

The presentation should cover the

following pointers :

1. Theme : ‘Rural Enterprises in India’Focus pointers to be showcased at the pavilion - Government of Andhra Pradesh initiatives pertaining

a. Startup India: Stand Up India

b. Advantage Andhra : this will include Investment opportunities & investment friendly policies in Andhra Pradesh

2. Other Elements : a. LED Screen at a prominent

location to showcase different videos / AVs in loop

b. Screens to be placed in focus areas as well for AVs

3. Technology usage to be planned in the pavilion

Time: 01:00 pm onwards

Note: Bidders who score minimum of 70% of the highest score achieved in

technical evaluation as per the criterion will only be eligible for the

consideration of the financial bid.

In case the bidder fails to submit the documentary proof in respect of above,

then bidder will not be allotted proportionate marks in respect of the

unavailable documentary proof for that particular item/criteria.

Only those bidders who qualify in the technical evaluation, their bids alone

would be opened for financial evaluation.

Financial Evaluation:

The lowest Financial Proposal (L1) will be given a financial score of 100 points. The financial scores of the other bidders will be determined using the following formula: Fm (Lowest Financial Proposal i.e. L1) Financial Score of bidder (Sf) = ---------------------------------------------------------------- X 100 Financial Proposal of the bidder under consideration In which Sf is the financial score, Fm is the lowest Financial Proposal, and F is the Financial Proposal (in INR) under consideration.

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Proposals will finally be ranked in accordance with their final scores based on weighted technical and financial scores: FS = St x Tw + Sf x Fw; Where FS is the combined score, and St is the technical score, Sf is the financial score and Tw and Fw are weights assigned to Technical Proposal and Financial Proposal that will be 0.70:0.30. As mentioned earlier Bidder achieving top score will be invited for negotiations.

AWARD OF TENDER:

After negotiations are complete, client will notify other consultants on the shortlist of unsuccessful consultants and return the financial bids of those who did not qualify the technical evaluation.

The Selection Committee for Andhra Pradesh Pavilion reserves the right to accept or reject any or all tenders without assigning any reason thereof

JURISDICTION OF COURT

Commissioner Of Industries, Commerce and Export promotion wing, Government of Andhra Pradesh Vijayawada takes no responsibility for delay, loss or non-receipt of the offer, documents, letter etc. sent by post either way. It shall also not be responsible for the expenses or losses which may be incurred by the tenderer in preparation of this offer All disputes arising out of the processing of offers and of the work order / letter of intent so made shall be subject to the jurisdiction of High Court of AP at Hyderabad

COMPLETION OF WORK

The pavilion shall be handed over to the Tenderer for carrying out the complete work on award of contract. The agency, in turn, shall hand over the pavilion complete in all respect, up to the scheduled date (10 November 2018) decided by the Department under the contract/ work order. Progress shall be monitored every day.

TERMS OF PAYMENT

50% of value total contract(1st Part payment) will be released on completion of work and after satisfactory inspection by the Selection Committee. The final payment 50% will be released only after conclusion of Fair after dismantling of pavilion set up etc., the security deposit will be returned along with final bill. PENALTY: If the successful bidder is not able to complete the work mentioned in scope of work in within the timelines mentioned, no payments would be made to the bidder. All

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amount spent by the contractor would be considered as penalty levied for not completing the A.P.Pavillion work in time and along with that tenderer would also be black listed.

GENERAL TERMS AND CONDITIONS OF TENDER:

(1) The rates to be quoted on item rate basis.

(2) The rates are to be quoted both in words and figures. If there is any

discrepancy in the words and figures, the rate quoted in words will be

taken in to account.

(3) The rates should be quoted after visiting the site and taking

into account the site conditions.

(4) Income Tax, G.S.T. / VAT and any other taxes as applicable under state

and \ central Govt. norms shall be borne by the Tenderer.

(5) Any cut marks / over writing are to be initialed failing which the tender(s)

will be treated as cancelled.

(6) All pages of the tender document are to be signed and stamped by the

tenderer.

(7) If the last date of submission of tender falls on holiday, bandh etc for

any reason the subsequent working day will be the last date of

submission of tender date.

(8) The Tenderer should visit the proposed space Andhra Pradesh

Pavil ion, Pragati Maidan, New Delhi on any working day. The

Tenderer is advised to inspect the site and make all necessary

investigation regarding the extent of work, its scope and condition

under which work is to be executed. No claim for any extra payment of

any kind on account of ignorance of site conditions will be made.

(9) No materials / machines will be issued to the contractor for execution of

the works.

(10) The tenderers are to submit Rs. 50,000.00 (Rupees Fifty Thousand only) along with the tender as EMD in the form of Demand Draft / Banker’s Cheque drawn in favour of Commissioner of Industries,Commerce &Export Promotion Wing Andhra Pradesh payable at Vijayawada.

(11) The successful tenderer shall deposit a security deposit of Rs. 50,000/- (Rupees Fifty Thousand only) in the form of Demand Draft / Banker’s Cheque drawn in favour of Commissioner of Industries,Commerce &Export Promotion Wing payable at Vijayawada).

(12) The Selection Committee for Andhra Pradesh Pavil ion is not bound to

allot the work to the lowest tenderer only

(13) In respect of the successful Tenderer, the EMD and Security

Deposit will be retained till completion of the work. The successful

tenderer will execute the Agreement Bond on Rs.100/- stamp paper. The

Specimen of the Agreement Bond can be obtained from the Office of the

Commissioner of Industries, C&EP.Wing, 1st Floor, Government

Printing press, Mutyalampadu. Vijayawada. Andhra Pradesh, No interest

shall be paid on this amount.

(14) EMD of unsuccessful bidders will be released after the award of the work

is finalized.

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(15) The Selection Committee for Andhra Pradesh Pavilion reserves the

right to accept or reject any or all tenders without assigning any reason

thereof.

(16) No price escalation or price enhancement will be considered for

the works under any circumstances.

(17) Penalty will be imposed on contractors doing sub- standard works or for

time delays, if any, as deemed fit and proper by physical observation /

any other method by the selection committee/Departmental officials.

(18) Terms and conditions of the contract as supplied with the tender

document along with the Agreement will be final and binding on the

contractor. The EMD and Security Deposit will be released only after

release of final payment against the work.

(19) For part work or for low volume of work, under any circumstances, no

amount will be paid by the Pavilion Director.

(20) The tenderer should be responsible for the work from the date of issue

of the work order till completion of the IITF -2018.

(21) The tenderer shall submit copy of the PAN card and VAT and relevant

tax Registration Certificate along with the tender.

(22) The tenderer should submit the action calendar for completion of work within the schedule time i.e. before 10-11-2018. The works must be completed within 10

-11- 2018 and handed over to the Pavilion

Director.

(23) The selected tenderer will be responsible for obtaining necessary

approvals from ITPO.

(24) The selected tenderer will be wholly responsible for cleanliness of the

entire Pavilion (both inside and outside) all the time during the Fair period

and on its Conclusion.

(25) All disputes arising out of the processing of offers and of work order/

letter of intent so made shall be subject to the jurisdiction of Hon’ble High

Court of A.P, Hyderabad.

(26) The execution of work should be carried out as per approved

design for Andhra Pradesh Pavilion and in consultation with the Pavilion

Director or his authorized representative. Any modification of the selected

design if needed during execution of work, the tenderer has to comply the

instruction of Pavilion Director accordingly.

(27) An itemized schedule of quantities with rates and total cost will be

submitted with Financial Bid as per item nos. of price bid.

(28) The selected tenderer has to arrange the accommodation of his

working staff by himself out side the pavilion premises.

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ANNEXURE –A

AFFIDAVIT

I, Sri …………………………………………………….. son / daughter of

………………………………. Aged ………. Years having the

address……………………………………………………………………………………………

………do hereby solemnly declare and affirm that I will

abide by all the terms & conditions mentioned in the Tender Documents for Design

and Development/setting up of Andhra Pradesh Pavilion for India International Trade

Fair 2018. Including Theme Pavilion for India International Trade Fair- 2018 and other

works at Pragati Maidan, New Delhi .

Signature of the tenderer

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ANNEXURE –B

FINANCIAL BID

Andhra Pradesh Pavilion for India International Trade Fair- 2018 at

Pragati Maidan, New Delhi

1. Financial Proposal

5.1 Name of Work: Engaging event management agency for Andhra Pradesh State

pavilion at IITF 2018 at New Delhi

Name of the

Bidder

Price Schedule (Rate to be quoted in INR)

S. No Rate Description Gross amount including all

levies & taxes (in INR)

1. Concept, design, erection and

dismantling of AP Pavilion

In words (Rupees ………………………………………………………………………………………………………….……)

Note:1. The price shall be FOR Delhi (actual site i.e. Andhra Pradesh Pavilion, Pragati Maidan, New Delhi) including all taxes, packing, transit and forwarding by rail or road carrier etc. Including statutory levies, if any and no extra charges shall be demanded/ quoted in this regard.

Signature of the Contractor

Date & Seal

Signature of the Tenderer