India Trade Promotion Organisation

(A Government of India Enterprise)

Tender No.144-ITPO(352)/Mktg./2008

 

Empanelment of Clearing and Forwarding Agents

for Handling/Clearing of Exhibition Cargo.

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India Trade Promotion Organisation manages India’s premier trade fair complex, Pragati Maidan in New Delhi. A large number of trade fairs/exhibitions mostly specialized events are held annually in Pragati Maidan. ITPO operates a panel of clearing and forwarding agents for handling exhibition cargo of all fairs in Pragati Maidan (both for its own events & events organized by other organizers).

In supersession of the last Tender Notice dated June 16, 2008, ITPO invites applications from experienced agencies for cargo handling and clearing work in Pragati Maidan, New Delhi for empanelment for the period April 1, 2009 to March 31, 2011. Only those forwarding and clearing agents having (i) regular & valid Clearing and Handling agents license, (ii) sufficient experience in handling exhibition cargo, (ii) having material handling equipment and (iv) proven financial capability and turn over, may apply.

Interested and qualified agents may apply in the prescribed application form, accompanied by two separate Demand Drafts as below :

1. Application money - Rs.1,00,000/- (Refundable)

2. Cost of application form - Rs.1,000/- (Non-refundable)

DDs should be in favour of India Trade Promotion Organisation, and payable at New Delhi. Applications should reach the Manager (BDD), India Trade Promotion Organisation, Pragati Bhawan, Pragati Maidan, New Delhi-110 001 by March 20, 2009. Application form and terms and conditions for empanelment can be down loaded from the website :www.indiatradefair.com. Application not received in the prescribed format and not accompanied by two separate DDs, will be rejected. ITPO reserves the right to reject any or all applications without giving reasons thereof.

INDIA TRADE PROMOTION ORGANISATION

NEW DELHI

APPLICATION FOR EMPANELMENT FOR CLEARING & HANDLING OF CARGO

Last Date for Receipt of Application : March 20, 2009

Cost of Application form Rs.1,000.00

	Number	Date	Drawn on
DD No. 1 : Rs.1,000.00
DD No. 2 : Rs.1.00 Lakh

1.	Name & Address (Registered Office)
2.	Telephone
3.	Fax
4.	E-mail
5.	PAN No./Service Tax/TIN No.(Attach certified copies)
6.	Date of Establishment
7.	Constitution, whether proprietorship / partnership or a limited company. Please indicate particulars of Partners/Directors
8.	Branches in India with special reference to Delhi Branch Office. Please indicate complete address of the branches with telephone, fax and e-mail etc.
9.	Issued/paid up capital
10	Whether member of any Business Association/ Federation/Conference or registered with Government Department or Organisation. (Membership number and date of Registration to be indicated. Copy of Registration Certificate to be attached).
11	Exhibition Industry experience (Whether India and abroad). Please indicate particulars of exhibitions and fairs handled during the last five years. (As per Annexure-A).
12	International connections - please give full particulars of business counterparts abroad.
13	Details of important assignments handled during last three years.
14	Packing and unpacking facilities available including skilled labour force : NCR Delhi Outside Location
15	Capacity and details of material handling equipment/ transport owned & located in : NCR Delhi Outside Location (Undertaking to be given that the equipment/transport being used is not registered for more than 15 years as a commercial utility vehicle).
16	Annual Business turnover - last 5 years. (Please attach certified copy of Audited Annual Report for last 5 years).
17	Important regular customers
18	Customs duty paid over the last five years.
19	Bank Reference (s)
20	Income-Tax payment made during last five years. Please attach last income tax clearance certificate and copy of return filed (certified true copy).
21	I.A.T.A. Code No. (Please attach certified true copy).
22	Custom House Agent No. Mumbai, Delhi etc. (Certified True Photocopy of Valid Certificate (s) also to be attached).
23	Warehouse address, and area in sq. mtrs. ( in NCR Delhi).
24	Please attach item-wise rates for various items of work – Annexure - B
25	Please indicate the name and designation of Authorized Signatory who can negotiate/execute agency agreement on your behalf.

I/We hereby agree to the terms and conditions of empanelment of the agencies for clearing & handling of cargo for the ITPO and third party fairs to be held at Pragati Maidan, New Delhi. I/We also undertake to abide by any instruction(s) of the India Trade Promotion Organisation as given from time to time.

I/We also certify that we have not been blacklisted or debarred by any Government Department/Organization from undertaking any work.

(Signature of the Authorized Signatory)

Name ____________________________Designation_________________

Date_________________________________Seal

APPLICATION TO BE SENT TO :

The Manager (BDD)

India Trade Promotion Organisation

Pragati Bhawan, Pragati Maidan

New Delhi-110 001.

Annexure-A

S. No.	Event	Volume of Exhibition Cargo Handled	Weight of Exhibition Cargo Handled (Tons)	Billing Amount for the Event	Remarks

 

(To be certified by a Chartered Accountant)

Annexure – B

ON SITE HANDLING RATES

ITEM OF WORK	INDIAN EXHIBITS (Rs.)	FOREIGN EXHIBITS (US$)
Offloading from vehicle, shifting to booth (one lift only) upto 3000 kgs. (Min. 500 kgs / 1 CBM or part thereof)
Unpacking & Placement of exhibits upto 3000 kgs. (Min. 500 kgs / 1 CBM or part thereof - including depalletisation)
Repacking upto 3000 kgs. (Min. 500 kgs / 1CBM or part thereof - including re-palletisation)
Shifting from booth & loading on the vehicle (one lift only) upto 3000 kgs. (Min. 500 kgs / 1 CBM or part thereof )
Shifting of empties from booth to storage area & return – per CBM (Minimum 2 CBM) L x W x H = CBM (Cubic Meters)

HEAVY LIFT SURCHARGE - ADDITIONAL	PERCENTAGE OF ABOVE RATES
Single piece weighing between 3000 kgs to 5000 kgs
Single piece weighing between 5000 kgs to 8000 kgs
Single piece weighing between 8000 kgs to 12000 kgs
Single piece weighing more than 12000 kgs

HIRING CHARGES FOR EQUIPMENT FOR ASSEMBLY AND ERECTION ONLY	INDIAN EXHIBITS (Rs. per Hour)	FOREIGN EXHIBITS (US$ per hour)
Hydraulic Pallette - 2 Ton Capacity (Minimum for one hour)
Fort Lift - 3 Ton Capacity (Minimum for one hour)
Fort Lift - 5 Ton Capacity (Minimum for one hour)
Fork Lift - 10 Ton Capacity (Minimum for one hour)
Crane - 10 Ton Capacity (Minimum for one hour)
Crane - 20 Ton Capacity (Minimum for one hour)
Crane - 25 Ton Capacity (Minimum for one hour)
Labour (Minimum – 2 hrs.)

All rates are applicable only for working hours from 0800 hrs to 2000 hrs.

Actual Weight or Volume Weight, whichever is higher will apply.

Govt. Taxes Payable Extra

India Trade Promotion Organization, New Delhi

Empanelment of Agencies for Clearing & Handling of Cargo

April 1, 2009 to March 31, 2011

Terms and Conditions

1. The application in prescribed format should be sent to :

The Manager (BDD)

India Trade Promotion Organisation

Pragati Bhawan, Pragati Maidan, New Delhi-110 001.

Application should be submitted with supporting documentary evidence (duly certified by Chartered Accountant or as true copy in case of photocopies) wherever required. Applications sent through fax or e-mail would not be accepted.

2. No column in the application should be left blank. Incomplete application may be rejected summarily. Use additional sheets, wherever necessary to provide complete information.

3. Selection of Agencies for empanelment will be done by ITPO and its decision would be treated as final & binding. ITPO reserves the right to accept or reject any or all the applications without assigning any reason whatsoever.

4. Maximum of five CHAs will be empanelled.

5. ITPO reserves its right to decide the eligibility criterion for selection of Agencies for empanelment. The criterion include, but are not limited to the following :

• Valid CHA License.

• Minimum of five year experience in site handling of exhibition cargo.

• Having own material handling equipment like truck, pallet truck, containers, fork lifts, cranes and pneumatic tools etc., adequate for handling large exhibitions.

• Quantum of the exhibition cargo handled. Details to be provided as per table in the application.

• Having branches in different parts of India.

• Having a sound financial background.

• Having international tie-ups/associates.

• Having warehousing facilities in NCR Delhi region.

• Minimum annual turnover (average) for the last five years - 5 Crores.

• Membership of Important Trade Associations.

6. The annual non-refundable empanelment fee is Rs. 12,50,000/- plus applicable Service Tax (Rupees Twelve Lakh Fifty Thousand only). Empanelment Fee for the second year will be enhanced by a minimum of 10%. Application money (refundable) amounting to Rs.1,00,000/- is payable by all applicants.

7. The bid is to be submitted in a sealed envelope containing Application Form including supporting documents and the two DDs.

8. The panel would be valid upto March 31, 2011 subject to satisfactory performance.

9. Before undertaking any work in Pragati Maidan, the empanelled CHAs are required to:

1. Pay interest free Security Deposit of Rs.1,00,000/- (Rupees One Lakh).

2. Pay Annual Registration Fee.

3. Sign an agreement with ITPO.

10. The Agency shall not assign or sub-contract to any third person or party including its subsidiary and / or sister concern or any related persons (blood relation).

11. In case the applications are received from subsidiary/sister concern / related person of a company and in the event of both being considered suitable, ITPO will give an option to empanel any one of them. Under no circumstances two companies of the same Group or sister companies or related person will be empanelled.

12. Empanelment does not in any way entitle the Agency to have any exclusive rights and privileges.

13. The empanelment is applicable only for exhibitions/fairs to be held at Pragati Maidan, New Delhi.

14. ITPO reserves its right to cancel the empanelment in the event of agency not honoring terms & conditions or not providing satisfactory services to the Exhibition Organizers or found to be in breach of terms and conditions of the agreement violating the local government laws. Under such circumstances, no refund of registration fee for the balance period shall be considered, besides ITPO reserves the right to forfeit the amount of Security Deposit of Rs.1.00 Lakh.

15. Last date for receipt of application is March 20, 2009.

16. Rates quoted by successful applicants, for various services, will be uploaded on the website of ITPO.

17. All applicants must have :

• Valid CHA license.

• Minimum of five year experience in site handling of exhibition cargo.

• Minimum average annual financial turnover of Rs. 5 crores in last five years. (Copies of audited accounts for the last five years to be submitted).

• Service Tax no., TIN no. & PAN no. (Numbers to be mentioned and copies attached).

• Own the following equipment - Forklifts, Cranes, Trucks, Pallet Trucks and Containers etc., adequate for handling large exhibitions. The agency shall specify the registration number and quantity of these equipment owned by them and provide neat and legible photocopies of the ownership / registration documents (duly certified). Equipment/Commercial Utility Vehicles with more than 15 years registration will not be permitted for use in Pragati Maidan.

• Warehouse facilities in Delhi / NCR Delhi.

18. All applicants must indicate details of their net work in India and abroad, as well as

their branches and membership of important trade associations.

19. Grading – Weightage to be awarded as per the following:

S. No. Head Maximum points

1. Experience in site handling of exhibition cargo in India 15

2. Own material handling / transport equipment 10

3. Financial turnover 5

4. Warehousing facilities 10

5. Networking: 10

i. Branch offices

ii. Counter parts abroad

iii. Membership of trade associations

20. 100 Sq. Mtrs., bare (open space) will be permitted by ITPO in warehouse area of Pragati Maidan, for use as site office, parking area for material handling equipment & storage of exhibits (warehousing). However, Electricity and Water Charges as per actual reading on individual meters installed, will be payable by the empanelled agencies.

21. Additional space for warehousing / storage will be allowed to empanelled CHA only in designated areas, on payment of additional license fee to be fixed by ITPO.

22. Rates quoted in Annexure – B, will be displayed on ITPO’s website as indicative prices for those empanelled CHAs.

23. Organizers will be free to negotiate rates with the empanelled CHAs, without involving

ITPO.

24. The space permitted to be used by the empanelled CHAs for warehousing / site office

in Pragati Maidan, shall be used only for the purposes of events / shows in Pragati Maidan.

25. Upon termination / expiry terms of empanelment, the CHAs should forthwith, remove all their belongings, including containers, cargo, material handling equipment, etc.

26. The ingress and egress of companies / or cargo / vehicles/ any other material of CHAs shall be subject to the rules and regulations of ITPO.

28. Select halls in Pragati Maidan are being handed cover to Commonwealth Games Secretariat during April 2010 - October 2010, as per Government of India directions, to facilitate holding of Commonwealth Games. During this period, the empanelled CHAs will not have any exclusive right for site handling of goods / equipment of Commonwealth Games Secretariat. The Secretariat will have the right to hire their own CHA(s) from the market, if they so wish.

29. In case of violation of terms and conditions, the CHAs are likely to be penalized by way of forfeiture of security money, the balance empanelment fees, and / or dis-empanelment and termination and / or debarment from participation in the empanelment process of ITPO in future for a period to be specified by ITPO.

30. All disputes shall be subject to the jurisdiction of Courts in Delhi.