DETAILS FOR SUBMISSION OF BIDS FOR DESIGNING AND CONSTRUCTION OF APEDA PAVILIONS AT BIOFACH 2010,GERMANY AND GULF FOOD 2010, UAE

(1) BIOFACH 2010 event at Nuremberg, Germany from 17 to 20th February 2010. Area 391.5 Sq. Mtrs.

(2) Gulfood 2010 event at Dubai, UAE from 21 to 24th February 2010. Area 228 Sq.Mtrs.
ELIGIBILITY FOR SUBMISSION OF BIDS:
Agencies with minimum 5 years experience in conceptualizing, designing and executing the projects on turnkey basis for setting up of pavilion/s in International food events organized outside India, need apply.
REQUIREMENT:
Agricultural and Processed Food Products Export Development Authority (APEDA) is participating in two international events (1) BIOFACH 2010 at Nuremberg, Germany from 17 to 20th February 2010 and (2) Gulfood 2010, at Dubai from 21 to 24 February 2010 and intends to set up its pavilion to display and market Indian Agricultural and Processed Food Products. The total area of the APEDA Pavilion for the (1) event is 391.5 Sq. Mtrs. in Hall No. 3 (layout attached) and for event (2) is 228 Sq. Mtrs. in Saeed Hall (layout attached).
APEDA proposes to engage agency to undertake the following activities for the event on turnkey basis. The scope of work of each event shall include the following:
(1) BIOFACH 2010 event at Nuremberg, Germany from 17 to 20 February 2010
The total area of the APEDA pavilion for the event in the Hall no. 4 of 391.5 Sq. Mtrs. will include following common facilities (approximately 100 Sq. Mtrs. may be utilized) .
A.I. Common facilities:
  Scope:
-
Common area (Excluding the exhibitor stalls) will include:
I.
A reception with backdrop of backlit collage on glass, acrylic or lycra material.
II.
A open lounge with multiple bar table/stools for meetings, to be used by the exhibitors
III.
A wet sampling area for organic basmati biryani and organic processed food etc. and to have display counters, shelves, microwave oven, chiller, freezer etc.
IV.
A meeting lounge for APEDA to be covered by glass/ acrylic or equivalent material.
V.
A small storage area
-
The overall look of APEDA pavilion should be contemporary and reflect the colour and vibrancy of modern India. A suitable branding has to be done and shall be followed all over. The vendor should suggest about the possible branding on flex/lycra/ alternative material with features of Indian national flag for the event.
-
The proposed pavilion will be designed in a mix of regular Octanorm system (for inside areas) and Octonorm Maxima (for outer structure) or the woodwork if required.
-
For further conditions of construction of pavilion/stalls, heights of the stall etc. you may refer www.biofach.de The fascia and the branding which runs through the entire APEDA pavilion will be above the basic structure.
-
All the common areas for APEDA use should be distinguished with raised wooden floor.
-
The generic branding should be on stretchable lycra or flex so that there are no wrinkles in the final get up. The common branding banners should have concealed lightings.
-
The pavilion shall be brightly lit with white lights not to allow dark pockets in the common area.
The organic products that would be on display are organic rice, honey, spices, cereals, cashew, medicinal plants and herbs, tea and herbal tea, and ready-to-eat food/curries, etc.
Exhibitor Stall:
Scope:
A.II.
The proposed agency shall undertake the following activities for the event on turnkey basis. The scope of work for the event shall include the following on the pattern and suggestions provided above:
I.
Construction of Semi/compartmentalized space in multiple of 9 Sq. Mtrs. for approximately 32 exporters for display of their products and area for interaction with the buyers/visitors, including the requirement of furniture. Individual stall for exporter would be provided with three chairs, one table, waste paper basket, 6 shelves, one lockable storage with front lit posters .
II.
Preparation of 3 panel posters of size 3’ * 6’ for each 9 Sq. Mtrs. stall, as per the TPs to be arranged from the concerned exhibitors. The panels and the posters shall be identical in dimension and no exhibitor will be allowed to put their panel/ posters or with different size.
A. III Miscellaneous:
I.
Provision of 2 female receptionists, (one with interpreter capability) attired in Indian costume for all the days during the show.
II.
Two hostesses in traditional Indian dresses to float around the entire exhibition.
III.
Arrangement for the workshop (including the booking of hall for approx. 80+ persons) to be held on 2nd day of the exhibition from 11 A.m. to 1 P.m. Organic lunch to be organized and served during the workshop.
IV.
Development and printing of “India Organic” Recipe book, exhibitor’s directory etc.
V.
Arrangement for 150 pieces of organic gifts (cost limit Rs. 500 per gift) for VIPs and important guests.
A.IV General:
1
The selected party will be responsible to have manpower present at the site for maintenance of the pavilion and coordination of the event till the end.
2
Power supply and Main Electrical connections, water supply etc.as per the show organizers recommendations .This has to be checked with show organizers by the event management company.
2. Gulfood 2010 at Dubai, UAE from 21 to 24 February 2010.
The total area of the APEDA pavilion for the event in the Saeed Hall is 228 Sq. Mtr. Out of this about 40 Sq. mtr. will be for APEDA and will include Reception, wet sampling and storage areas. (We are negotiating with the organizers for an additional 50 Sq. Mtrs. space. On confirmation of the same the successful bidder will be assigned the additional space for implementation of the project. The cost will be paid on pro rata basis.) The products that would be on display are ready-to-eat food/curries, honey, spices and herbs, fresh and frozen fruits and vegetables and their preparations, chutneys, pickles, herbal tea, wine and rice.
B.I Common facilities:
Scope:
-
Common area (Excluding the exhibitor stalls) will include
I
A reception with backdrop of backlit collage on glass, acrylic or lycra material.
II
A open lounge with multiple bar table stools for meetings to be used by the exhibitors
III
A wet sampling area for basmati biryani and processed food etc. and to have display counters, shelves, microwave oven, freezer etc.
IV
A meeting lounge for APEDA to be covered by glass/ acrylic or equivalent material.
V
A small storage area
-
The overall look of APEDA pavilion should be contemporary and reflect the colour and vibrancy of modern India. A suitable branding has to be done and shall be followed all over. A sample branding on flex/lycra/ alternative material with features of Indian national flag can be seen at (link).
-
The proposed pavilion will be designed in a mix of regular Octanorm system (for inside areas) and Octonorm Maxima (for outer structure) or the woodwork, if required.
-
For further conditions of construction of pavilion/stalls, heights of the stall etc.You may refer www.gulfood.com. The fascia and the branding which runs through the entire APEDA pavilion will be above the basic structure.
-
All the common areas for APEDA use should be distinguished with raised wooden floor.
-
The generic branding should be on stretchable lycra or flex so that there are no wrinkles in the final get up. The common branding banners should have concealed lightings.
-
The pavilion shall be brightly lit with white lights not to allow dark packets in the common area.
Exhibitor Stall:
Scope:
B.II. The proposed agency shall undertake the following activities for the event on turnkey basis. The scope of work for the event shall include the following on the pattern and suggestions provided above:
2
Construction of Semi/compartmentalized space in multiple of 9 Sq. mtr. for 21 exporters for display of their products and area for interaction with the buyers/visitors, including the requirement of furniture. Individual stall for exporter would be provided with three chairs, one table, waster paper basket, 6 shelves, one lockable storage with front lit posters .
3
Preparation of 3 panel posters of size 3’ * 6’ for each 9 sq. mtr. stall, as per the TPs to be arranged from the concerned exhibitors. The panels and the posters shall be identical in dimension and no exhibitor will be allowed to put their panel/posters with different size.
B.III Miscellaneous:
1
Provision of 2 female receptionists, (one with interpreter capability) attired in Indian costume for all the days during the show.
2
Two hostesses in traditional Indian dresses to float around the entire exhibition.
2
Development and printing of Basmati Recipe book and exhibitor’s directory etc.
B.IV General:
1
The selected party will be responsible to have manpower present at the site for maintenance of the pavilion and coordination of the event till the end.
2
Power supply and Main Electrical connections, water supply etc. as per the show organizers recommendations. This has to be checked with show organizers by the event management company.
GUIDELINES FOR SUBMISSION OF TECHNICAL AND FINANCIAL BIDS
The sealed technical and financial bids in separate envelops are to be submitted within 15 days from the date of release of advertisement for each event. Further, you are requested to submit technical and financial bids for two events separately. Conditional bids are not allowed and liable for rejection summarily.
Cover 1: Technical Bid: Superscribe the name of the event and “Technical Bid” to include the following documents:
a . Details of the Bidder:
i
Profile of the company/agency
ii
Track Record – previous experience of handling similar nature of work.
v
The CA certificate giving details of last 5 years turn over.
vi
Latest Income Tax Return and copy of the PAN Card.
vii
EMD for 1,00,000/- (Rs. One Lakh) for each event in the form of draft / bank guarantee in favour of APEDA, New Delhi. EMD will be returned to the unsuccessful tenderer after the final selection. For the selected vendor, EMD amount would be adjusted in the final payment.
b . Details pertaining to the pavilion
i
Design of the APEDA pavilion in print and soft copy.
ii
Materials and their specifications to be used for the pavilion and displays/decoration in the pavilion.
The concept/design of the pavilion with layout, decoration plan etc. as indicated above must be submitted in hard copy as well as on CD. The sample of material to be used in decoration must be shown during presentation.
Cover 2: Financial Bid: Superscribe the name of the event and “Financial Bid” To include the following documents/details:
1
The Financial Quotation, duly dated, with detailed breakup and all cost component wise separately in Indian rupees. No lumpsum amount shall be considered.
2
The applicable tax should be mentioned separately in the estimates.
The outer sealed cover for each event, containing cover 1 and cover 2 as indicated above should be superscribed with “Technical and Financial Bid for Biofach 2010”and “Technical and Financial Bid for Gulfood 2010” as the case may be and should have the Full Name, Postal Address, Fax, E-mail, Telephone number of the bidding agency.
SELECTION PROCEDURE
A Committee in APEDA will carry out a preliminary screening of the applicants and will shortlist the agencies fulfilling the prescribed requirements. The short listed agencies will be requested to make technical presentation before the selection committee.
  The presentation may bring out their suggestions on the following areas:
1
Functionality
2
Aesthetics
3
Significant portray of India as a powerful organic source by photos, graphics, attractive colour scheme etc.
4
Use of innovative material to lend the common area a modern contemporary look.
5
Appropriate dimension of the structure.
The marking would be done on all the presentations. The agencies who secure minimum 70% marks ( 70 out of 100 marks) in technical presentations will be short listed. The tenderer who will qualify within the benchmark for technical bids, their financial bids would be opened and among the qualified and acceptable technical bidder the lowest in the financial bid (L1) may be awarded the project for implementation of the project.
APEDA reserves the right to accept or reject any or all the proposals at any time prior to award of contract/order, without assigning any reasons and without incurrence of any liability on APEDA. APEDA also reserves the right to negotiate the prices with the selected agency to bring down the prices.
Terms of Payment :
Payment to the successful bidder will be made as per following schedule:
Advance upto 50% of the cost, on submission of Bank Guarantee of equal amount. The bank gurantee shall be valid till one month after the event date.
Balance amount would be released on completion of the event and satisfactory report of the officer deputed for the event
LAYOUT PLANS :

BIOFACH 2010

Layout Plan

GULFOOD 2010

Layout Plan
The advertisement has been released on 17th Nov. 2009 and the last date for receipt of application is 1st Dec. 2009. Your complete applications should be addressed to:
  Mr. Pravin Gupta
General Manager
A P E D A
4th Floor, NCUI Building, 3, Siri Institutional Area,
Opp. Asiad Village, August Kranti Marg,
New Delhi – 110 016
Telefax: 26526186