INTERNATIONAL CONFERENCE AND WORKSHOP ON NANO STRUCTURED CERAMICS & OTHER NANO MATERIALS (ICWNCN-2012) MARCH 13-16, 2012

CONFERENCE VENUE: CONFERENCE CENTRE, NORTH CAMPUS, UNIVERSITY OF DELHI TENDER DOCUMENT FOR ENGAGING THE EVENT MANAGER Sealed Tenders are invited from registered event management firms to provide all arrangements and services required during the International Conference and Workshop on Nano Structured Ceramics & Other Nano Materials (ICWNCN-2012) in the Conference Centre, University of Delhi from March 13-16, 2012. Interested parties may collect the tender form from the office of Prof. R.P.Tandon, Department of Physics & Astrophysics, University of Delhi, Delhi110 007, on any working day between 9:00 A.M. to 5:00P.M. The tender can also be downloaded from the University website: http://du.ac.in/. The sealed tenders complete in all respect should reach to Prof. R.P.Tandon, Department of Physics & Astrophysics, University of Delhi, Delhi-110 007 on or before 27thSeptember2011 by 5pm. Bids in two separate sealed envelopes super-scribing Technical Bid for engaging the Event Management for ICWNCN--2012, and Financial Bid for engaging the Event Management for ICWNCN--2012 may be submitted in a single envelop. Eligibility: (To form part of the technical bid) 1. The Firm should be registered under sales tax/service tax. Enclose the necessary papers to this effect. 2. The Firm is an Income Tax Assesse for the last three years. IT Certificate with PAN/TAN card details to this effect should be enclosed. 3. The Firm should pay refundable EMD of Rs. 20,000 along with the tender through demand draft/ pay order in favor of Registrar, University of Delhi payable at Delhi. Tender without EMD will not be considered. 4. The Firm has at least 10 regular manpower including the qualified supervisor (provide details). 5. The firm should have minimum annual turnover of Rs 25 Lacs during last two years. Enclose copies of the audited balance sheet and profit and loss account of last three years or certification from chartered accountant 6. The Firm should have carried out minimum four similar events of the value of Rs. 5 Lakh each during the last one year, out of which two similar events should be in an academic institution. 7. The firm should submit dully filled questionnaire enclosed with the tender along with the brief description and photograph if possible of similar kind of job executed.

Scope of activities: 1. Providing registration counter staff with the responsibility of collecting on the spot payments through credit/debit cards and handing over such payments with details to designated staff by the conference chair on a daily basis. This could be an optional requirement. 2. Receiving overseas payments being made by delegates through their credit cards and handing over the same with details to designated member of the organizing committee on daily/weekly basis as may be decided. This could be an optional requirement; 3. Providing and installing audio and visual equipment: mike system, face mike and collar mike and spare face mikes, LCD projectors, screens, lap tops, audio-video recording of the proceedings along with requisite technical manpower. This will be as per the quantity specified. 4. Providing Exhibition Stalls etc. of the identified size; 5. Registration and inquiry counters of the requisite sizes; 6. Banners, guides, signage, badges, water arrangement for delegates, garbage collector, flower Bouquets. 7. Stage Preparations 8. Photographers and Video recordings. (Optional) 9. Photocopying facilities (Optional). 10. Providing necessary security staff 11. Negotiating hotel accommodation with competitive pricing model and placing the information on our website (Optional) 12. Facilitating the Air Tickets to National and International participants with requisite Visa clearance where ever required (Optional) 13. Airport / Railway stations pickups and drop offs. 14. Doctor (Physician)

The ICWNCN-2012 is being organized from March 13 to 16, 2012 at Conference Centre, University of Delhi in the North Campus. The workshop will start on 13th .There will be five parallel sessions on 14th ,15thand 16th March during the conference. Item rates for various equipments/services (Financial Bid) Rates may be quoted per unit for materials, per transaction for services and per machine for equipment. Conference Venue requirements Expected Minimum Quantity required (Number may vary) No 2 No 2 No 2 No 1 No 1 No 1 Provide unit rates for each item

1. LCD Projector Luminas 3000 2. Plasma TV 32 inches 3. Masking screen 08 X 06 ft. 4. Folding Screen 5. Timer/TFT with Laptop 6. V G A Switcher

7. Inaugural Lamp 8. Slimmer /Converter 9. Laptop 1. Sound System with 04 Speakers 2. Sound System with 02 Speakers 3. Mixer power almightier 4. Cordless neck Mike 5. Cordless Mike, 6. Podium/Dice Mike 1. Exhibition Stall 3 x 2 sq. m with 02 Chair, 2. 01 Table, 3. 01 Power Point , 4. Fascia etc., Flex name panels with company logo on each stall Registration Desk with 02 Chairs, 01 Table, 01 Power Point, Fascia, Fan, Canopies with light electricity. 1. Welcome Boards 2. Customized Backdrop 3. Backdrop 4. Direction Board 5. Podium Logo 6. Program Board 7. Pole bunting 1. Dice arrangement 2. Flower bouquets With minimum 5 seasonal flowers duly packed. 3. Water arrangements on the stage with water bottle, dice plates & table cover Cleaners including the cleaning of catering site Poster Boards Blue and cherry color velvet soft pin board both sides fixed on self stand size 3x4ft.with lights Pedestal Fans

No 1 No 1 No 1 2 sets as per the seating Capacity and room size. (Give details/specifications of the LCD projector

No 30

Provide (3mx3m) Stall size rates as optional

No.8

Approximate requirement will be 400. ft

Minimum requirement will be No.100

Rate per bouquet

No 10 No 100

Rates per person per day Provide rate per unit

No.15

Rate/fan/day

Photocopying facilities

One machine with enlargement and reduction facility One machine with enlargement, reduction and preparation of multiple sets facility Five Lap Tops to handle presentations in five different halls Eight Desktops to be placed in the room for Internet Accessibility Two color Inkjet & two laser printers required for office use

Quote Rates inclusive of Operational staff.

1. Lap tops 2. Desktops 3. Printers 4. Timer/TFT with Laptop 5. Pointer

Rates per

Item for

laptop. Desktop, printers & cartridges

(a)Digital Photography of the entire event including the technical sessions with equipment, consumables and operational staff (Optional) (b) Complete video recording of the proceedings concerning inaugural function, key note addresses, plenary sessions, and panel discussions and concluding session.(Optional)

(a)Two Sets (b)One set will be used full day in the Main Hall. Four sets will be used for one hour during key note address at four different places

(a) Rates per set

(b)Rates may be quoted per set, per hour and per day separately.

Transportation: 1. Luxury Buses A/C (2X2) 2. Indica A/C 3. Innova A/C 4. Indigo A/C 5. Tempo traveler Stage Preparation for Cultural Program (Optional) With light system Requirement of Manpower for guidance counters at Railway Stations and Air Ports and Vishwa vidayalaya metro Station including permission from different authorities if required to use the places for installation of a guide Centre. Full day 8hrs/80km Rate of Extra /hr/km

One for classical Dance Minimum 12 persons on 12 th and 13th March-2012

Rates per person per day

SERVICES REQUIRED
Registration and accommodation requirement 1.Payment gateway services

:
Involvements Rate

Event Manager Event Manager (Optional) Event Manager (Optional) For opening and valedictory

Service charges@ Service Charges@

2. All credit card acceptance on the spot at venue(registration using credit cards) 3. Hotel accommodation (tariff plan) 4.Master of Ceremony/ anchor/ushers Tour and Travel requirements 1. Air Tickets, Visa clearance for foreign participants 3. All arrangement at the Airport including pickup and dropping & delegate welcome counter 4. Excursion tours including shopping

Consolidated service charges @ Per day/Program

Event Manager (Optional) Event manager (Optional) Event manager (Optional) Event manager (Optional)

5. Foreign Exchange counter or arrangement 6. Doctor (Physician) Optional

The firm may quote any other item rates/ services which have not been listed.

Professional fee. Services tax to be charged.

Terms and Conditions 1. Firm shall mean the bidder whose bid will be accepted by the owner for the award of the work specified and shall include such successful bidders legal Representatives, successors and premised assigns. 2. The firm shall raise the invoices as per the following terms of payment: i. 20% advance payment of the total work allotted ii. 70% payment after the completion of conference iii.10% to be released only after the certificate of satisfactory completion of event by the conference chairman. 3. Firm shall be directly responsible for any/all disputes arising between him and his personnel/workers and shall keep organizers/ University indemnified against all losses, damages and claims arising thereof. 4. Firm shall be solely responsible for payment of wages/salaries and allowances to his personnel that are applicable under the laws in force including any new act or order of Government that may become applicable. The Organizers shall have no liability whatsoever in this regard. 5. Firm shall be fully responsible for theft, burglary, fire or any mischievous deeds by his staff. 6. All consumable items & material used by the firm shall be of standard make and approval of designated officer of the university shall be taken for the same. 7. The Contract stands cancelled without assigning any reasons i. On revocation of tender or increase in rates after opening of the tender but before validity of quotation expires. ii. On refusal to enter into contract after the award of contract. Iii. If the work is not commenced on the date of starting the work after the work is awarded to the contract. 8. Successful contractor should complete the entire preparation of site as decided by 11 PM on 12th March 2012 & get it inspected by ICWNCN-2012 team. The Event Manger shall stipulate clearly the days required by him for completing the work. 9. In case of any delay, liquidated damages@5 per cent of the contract value per day would be levied. 10. The Event Manager will make his own arrangement for watch and ward till the completion of the work. 11. The contractor will work in close co-ordination with the designated members of the local organizing committee. 12. Insurance of goods during execution of contract will be the responsibility of the Event Manager and Organizers will have no responsibility in the case of fire, theft of goods etc. 13. The Event Manager should clear the site in the most befitting condition after completion of the work. 14. The organizing committee ICWNCN-2012, University of Delhi reserves the right to award the work in full or in part through one or many bidders and to reject any one or all the bids without assigning any reason.

Dated: 29/08/2011

Prof. R.P.Tandon Chairman ICWNCN-2012 Department of Physics & Astrophysics University of Delhi, Delhi-110007

The firm is required to fill up following questionnaire with details

QUESTIONAIRE 1. Name of the firm: 2. Address (a) Office: (b) Workshop: 3. Telephone and Fax No: Office: E-mail: Residence: 4. Name &Address of the Proprietor/Partner: 5. Date of establishment of the firm: 6. Sales Tax Registration No, if any: 7. A brief description of 3 important jobs done during the last one year with photographs. Please attach separate sheet giving information in format provided below. S. No Details of the Order/job Received from Value Place Period for completion 8. A brief description of job/s executed during the last one year 9. Please enclose copy of Income-Tax Return 10. Turnover during last year 11. Please give any other information (Attach a sheet you may wish to give) I certify that I am authorized to furnish the information given above on behalf of the firm I represent and that it is true to best of my knowledge and belief. I have no objection should this information be verified any time by any officer of ICWNCN-2012 or by the representative authorized by the University.

SIGNATURE Name in Block letters Designation Name of the firm & Address