INFORMATION & INSTRUCTIONS FOR APPLICANTS

1.0 GENERAL :

1.1 Letter of transmittal and forms for pre-qualification are given in Section III.

1.2 All information called for in the enclosed forms should be furnished against the relevant columns in the forms. If for any reason, information is furnished on a separate sheet, this fact should be mentioned against the relevant column. Even if no information is to be provided in a column, a "Nil" or "no such case" entry should be made in that column. If any particulars/query is not applicable in case of the applicant, it should be stated as "not applicable". The applicants are cautioned that not giving complete information called for in the application forms or not giving it in clear terms or making any change in the prescribed forms or deliberately suppressing the information may result in the applicant being summarily disqualified. Applications made by telegram or telex/fax and those received late will not be entertained.

1.3 The application should be typewritten. The applicant should sign each page of the application.

1.4 Overwriting should be avoided. Correction, if any, should be made by neatly crossing out, initialing, dating and rewriting. Pages of the pre-qualification document are numbered. Additional sheets, if any added by the contractor, should also be numbered by him. They should be submitted as a package with signed letter of transmittal.

1.5 References, information and certificates from the respective clients certifying suitability, technical know how or capability of the applicant should be signed by the consultant.

1.6 The applicant may furnish any additional information, which he thinks is necessary to establish his capabilities to successfully complete the envisaged work. He is, however, advised not to furnish superfluous information. No information shall be entertained after submission of pre-qualification document unless it is called for by the Employer.

1.7 Any information furnished by the applicant found to be incorrect either immediately or at a later date, would render him liable to be debarred from tendering / taking up of work in ITPO.

1.8 The pre-qualification document in prescribed form duly completed and signed should be submitted in sealed cover. The sealed cover superscribed " Pre-qualification document for “Consultancy services for setting up of India Pavilion at Expo 2010, Shanghai.”shall be received by General Manager (TDMD or his authorised representative up to 3.00 PM on 20.6.2008. Documents submitted in connection with pre-qualification will be treated confidential and will not be returned.

1.9 Pre-bid Conference will be held on 13.6.2008 (Friday) at 11.00 PM in the Conference Room of ITPO, Pragati Bhawan,Pragati Maidan New Delhi, for clarification,if any and to explain the requirement / scope of the work. No request for clarification will be considered after pre-bid conference.

2.0 DEFINITIONS:

2.1 In this document the following words and expressions have the meaning hereby assigned to them:

2.2 EMPLOYER: Means the CMD ITPO, acting through the GENERAL Manager (TDMD), Room No.108, ITPO Pragati Maidan, New Delhi

2.3 APPLICANT: Means the individual, proprietary firm, firm in partnership, limited company private or public or corporation.

2.4 "YEAR” Means "Financial Year" unless stated otherwise.

3.0 METHOD OF APPLICATION:

3.1 If the applicant is an individual, the application shall be signed by him above his full typewritten name and current address.

3.2 If the applicant is a proprietary firm, the application shall be signed by the proprietor above his full typewritten name and the full name of his firm with its current address.

3.3 If the applicant is a firm in partnership, the application shall be signed by all the partners of the firm above their full typewritten names and current addresses or alternatively by a partner holding power of attorney for the firm. In the latter case a certified copy of the power of attorney should accompany the application. In both cases a certified copy of the partnership deed and current address of all the partners of the firm should accompany the application.

3.4 If the applicant is a limited company or a corporation, the application shall be signed by a duly authorized person holding power of attorney for signing the application accompanied by a copy of the power of attorney. The applicant should also furnish a copy of the Memorandum of Articles of Association duly attested by a Public Notary.

4.0 FINAL DECISION MAKING AUTHORITY.
The employer reserves the right to accept or reject any application and to annual the pre-qualification process and reject all applications at any time, without assigning any reason or incurring any liability to the applicants.

7.0 INITIAL CRITERIA FOR ELIGIBILITY FOR PRE-QUALIFICATION

7.1 Should have experience of designing structures for country Pavilion, State Pavilion or specific Pavilion in venue such as Expos, Olympic Games, Common Wealth Games, and Asian Games.

7.2 Should have working experience with International partners in Cross Cultural Environment.

7.3 Should have a team of Planners, Architects, Engineers, Structural Designers and Interior Decorators Or shall associate them.

7.4 Shall associate a project Management Consultant from Shanghai China, from empanelled agencies with Expo authorities.

7.5 The applicant should have own architectural, structural, interior designers and engineering staff as per requirement for the proper and timely execution of the work. Else, he should certify that he would be able to associate them. and submit the list of firms whom he proposes to associate.

7.6 The applicant should have sufficient number of Technical Employees for the proper execution of the contract. The applicant should submit a list of these employees stating clearly how these would be involved in this work.

7.7 The applicant's performance for similar works completed in the last ten years and in hand should be certified by an organiser and should be obtained in sealed cover.

8.0 EVALUATION CRITERIA FOR PRE-QUALIFICATION

8.1 For the purpose of pre-qualification, applicants will be evaluated in the following manner:

8.1.1 The initial criteria prescribed in para 7.1 to 7.6 above in respect of experience of similar class of works completed, and other details will first be scrutinized and the applicant's eligibility for pre-qualification for the work be determined.

8.1.2 The applicants qualifying the initial criteria as set out in Para 7.1 to 7.4 above will be evaluated for following on the basis of details furnished by them:

The department, however, reserves the right to restrict the list of pre-qualified contractors to any number deemed suitable by it.

8.2 Even though an applicant may satisfy the above requirements, he would be liable to disqualification if he has :

(a) Made misleading or false representation or deliberately suppressed the information in the forms, statements and enclosures required in the pre-qualification document.

(b) Record of poor performance such as abandoning work, not properly completing the contract, or financial failures/weaknesses etc.

9.0 FINANCIAL INFORMATION
Applicant should furnish the following financial information:

Annual financial statement for the last three years (in form "A")

10.0 EXPERIENCES IN EXPO WORKS

10.1 Applicant should furnish the following:
(a) List of all works of Expo successfully completed during the last ten years (in form "B").

10.2 Particulars of completed works and performance of the applicant duly authenticated/certified by the competent authority should be furnished separately for each work completed or in progress (in form "C").

11.0 ORGANISATION INFORMATION
Applicant is required to submit the following information in respect of his organization (in form "D" & "E").

(a) Name & Postal Address, including Telephone & Telex/fax Number/ E-mail etc.

(b) Copies of PAN,TIN & Service Tax Number.

(c) Names & Title of Directors and Officers to be concerned with the work, with designation of individuals authorized to act for the organization.

(d) Information on any litigation in which the applicant was involved during the last three years, including any current litigation.

(e) Authorization for employer to seek detailed references.

(f) Number of Technical & Administrative Employees in parent company, subsidiary company and how these would be involved in this work (in form "E").

12.0 Expo related material.
Applicant should furnish the detail of experienced Expo designing and manning. Details of any other/specializing related required for the Expo and available with the applicant may also be indicated.

13.0 LETTER OF TRANSMITTAL
The applicant should submit the letter of transmittal attached with pre-qualification document.

14.0 TENDER SUBMISSION
After evaluation of pre-qualification applications, a list of qualified agencies will be prepared. Thereafter, pre-qualified agencies will be asked to submit the technical bid with their concept and make presentation for assessment by a committee. The selected/short listed agencies shall be issued tender documents for submitting the financial bids.

15.0 Award Criteria

15.1 The employer reserves the right, without being liable for any damages or obligation to inform the applicant, to :
(a) Amend the scope and value of contract to the applicant.
(b) Reject any or all of the applications without assigning any reason.

15.2 Any effort on the part of the applicant or his agent to exercise influence or to pressurise the employer would result in rejection of his application. Canvassing of any kind is prohibited.


Section III

INFORMATION REGARDING ELIGIBILITY

LETTER OF TRANSMITTAL
FROM:

To
The General Manager,
TDMD.
Room No 108, Pragati Bhawan
ITPO, Pragati Maidan New Delhi

Subject : Submission of pre-qualification application for the work of :

Consultancy services for setting up of India Pavilion at Expo, 2010 (May 1 – October 31, 2010 at Shanghai,

Sir,
Having examined the details given in expression of interest and pre-qualification document for the above work, I / We hereby submit the pre-qualification document and other relevant information.

1. I / we hereby certify that all the statements made and information supplied in the enclosed forms A to F and accompanying statement are true and correct.

2. I / we have furnished all information and details necessary for pre-qualification and have no further pertinent information to supply.

3. I / we have authorise ITPO, ------------------------------------------------------------------------ to approach individuals, employers, firms and corporation to verify our competence and general reputation.

4. I / We submit the following certificates in support of our suitability, technical know how and capability for having successfully completed the following works:

Name of Work                                                                       Certificate From

Enclosures:
Seal of applicant
Date of submission                                  SIGNATURE (S) OF APPLICANT (S)



FORM "A"

FINANCIAL INFORMATION
I. Financial Analysis - Details to be furnished duly supported by figures in balance sheet/profit & loss account for the last three years duly certified by the Chartered Accountant, as submitted by the applicant to the Income Tax Department (Copies to be attached).
                                                                                     YEARS


(i) Gross Annual turn over on construction works.
(ii) Profit/Loss

II. The following certificates are enclosed:

(a) Current Income Tax Clearance Certificate.
(b) Service tax No.

                                                                    SIGNATURE OF APPLICANT (S)
Signature of Chartered Accountant with seal.



FORM "C"

PERFORMANCE REPORT OF WORKS REFERRED TO IN FORM "B" & "C"
1. Name of work/ Expo

2. Value of work done:

3. Date of start:

4. Date of completion :

5. Amount of compensation levied for delayed completion, if any

6. Amount of reduced rate items, is any,

7. Performance Report /certificate issued by the authorities.



Dated:


FORM "D"

STRUCTURE & ORGANISATION

1.Name & Address of the applicant
2.Telephone No./Telex No./Fax No./e-mail address
3.Copies of PAN,TIN & Service Tax Number..
4.Legal status of the Applicant (attach copies of original Document defining the legal status). a) An individual b) A proprietary firm c) A firm in partnership d) A limited company or Corporation
5. Names and Titles of Directors & Officers with designation to be Concerned with this work.
6. Designation of individuals Authorized to act for the organization.
7. Has the applicant, or any onstituent partner in case of partnership firm, ever abandoned the awarded work before its completion? If so, give name of the project and reasons for abandonment.
8. Has the applicant, or any constituent partner in case of partnership firm, ever been Debarred. / black listed for tendering in any organization at any time? If so, give details.
9. Has the applicant, or any onstituent partner in case of partnership firm, ever been Convicted by a court of law? If so, give details.
10. Any other information considered necessary but not included above.