Tender Document for Display of Hoardings at SAI, NSEC, Kolkata

Sports Authority of India

Netaji Subhas Eastern Centre
Salt Lake City, Sector – III
Kolkata – 700 098

Tender Document for Display of Hoardings at SAI, NSEC, Kolkata.

Last Date & Time for receipt Last Date for Opening of tenders
of Tender 25.10.2010 at 15.00hrs Technical Bid 25.10.2010 at 15.30hrs.
Financial Bid to be informed latter

Tender Document No._______________ Cost of Tender Document Rs. 1000/-

Director, Sports Authority of India, NSEC, Kolkata, on behalf of DG, SAI invites tenders from
the reputed and registered advertising agencies/firm having minimum Turn Over of Rs.30.00
crore for the last 03 years preferably in Government Organization/PSUs/Large
Industries/Corporate Houses, to display hoardings for advertisement inside SAI Campus along
the EM By Pass (Map of the site in enclosed at Annexure – I)

2. The Tender Document duly completed in all respect should be submitted in a sealed
cover to the office of Director, SAI, NSEC, Kolkata by 15.00 hrs. on 25.10.2010. The
tenders shall be opened on 25.10.25 at 15.30 P.M. in the Conference hall of Director,
SAI, NSEC, Kolkata in the presence of the representative of the tendered agencies.

3. The tendered agency must submit the following information/documents along with the
Tender: -

i) Name of the tendering agency:

ii) Address:

iii) Names and address of the
Proprietor/Directors in case it is Private Ltd.
Firm.:

iv) Establishment Registration Number:

v) Permanent Income Tax A/C Number:

vi) Sale Tax Registration Number:

vii) Year of incorporation/establishment of the
firm:

viii) Balance Sheet of last 3 years to be
appended including Trading, Profit & Loss
A/C for last 3 years.

ix) Income Tax Clearance Certificate for the
last 3 years: -
to be appended

x) Sale Tax Clearance Certificate for the last 3
years:-
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to be appended

xi) The experience in the field of advertising
and the name of:
Other establishment/parties for which the
tender is under contract for the display of
hoardings.

xii) E.S.I. Registration No. and photocopy of
certificate to be appended

xiii) E.P.F. Registration No. and photocopy of
certificate to be appended

4. Offers should be submitted in three separate sealed envelops as under
Envelop ‘A’ – should contain in the Pay Order/Bank Draft of EMD
Envelop ‘B’ – should contain the Tender Document duly signed by the tenderer on
each page and all other technical details/documents.
Envelop ‘C’ – should contain the Financial Bid to be submitted in the format enclosed
at Annexure – II.

The Financial Bids of only those tenders will be opened, whose technical details and
EMD are found in order and accepted by the Tender Opening & Evaluation Committee.

5. The Agency must have executed a single contract for Rs.1.00 crore with a Government
Organization/PSUs/Large Industries/Corporate Houses.

6. The Agency must have 10 years experience in outdoor advertising.

7. The tenderer will quote the rates for Hoardings per year for the entire number of
hoardings per year. The total number of hoardings shall be not more than 30 of the size
40’ x 20’.

8. The Agencies desirous of making a tender offer may visit the Sports Authority of India,
Eastern Centre Complex, Salt Lake City, Kolkata on any working day between 11.00
A.M. to 1.00 P.M. for inspecting the site where the hoardings are to be displayed.

9. The rates should be indicated along with size of the hoardings required to be displayed
and also it should clearly be stated whether the rates are for a limited number of
hoardings or for the entire 30 hoardings or for the entire area for display irrespective the
number of hoardings not exceeding 30.

10. Earnest Money Deposit worth Rs.1,00,000/- in the form of Crossed Bank Draft/Pay
Order issued by any Nationalized Bank in favour of Sports Authority of India payable at
Kolkata must accompany the Tender. The tenders received without EMD will be
rejected. EMD of unsuccessful bidder will be refunded on finalization of offer. EMD will
be refunded to successful bidder on deposit of security.

11. The tender offer should not have any erasures, overwriting, or cutting as the tender will
be liable to be rejected in case of any such erasure or overwriting or cuttings.

12. In case of partnership firm or a Private Ltd. Co., the deed of partnership or deed of
incorporation alongwith the Memorandum of Articles or Association may be enclosed.

13. The Hoarding/advertisement licensee for display shall not advertise any items relating to
cigarettes, tobacco, alcohol or alcohol drinks or any item, which may be considered

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objectionable by the Sports Authority of India and Local Authorities of the State Govt. of
West Bengal.

14. The preparation and erection of hoardings shall be the responsibility of the Licensee
and the same shall conform to any orders, directions, rules, bye-laws or laws made by
the State Govt. or the Local Authority as the case may be from time to time.

15. The successful tenderer, i.e. the licensee, shall be responsible for ensuring all
measures for the safety or the site and any person within the reach of the said hoarding
and in case of any incident, injury or damage caused by the hoardings or any defects in
its construction or its collapse, fall of any part of it, causing injury or damage to any
person or to any property, the liability shall be entirely borne by the licensee.

16. The successful tenderer/licensee shall be responsible for obtaining all necessary
permissions and authorization from the local authorities from whom any such
permission is required or prescribed by any authority competent to do so.

17. The Sports Authority of India will be merely issuing a Licence for the display of
hoardings on its property but the said Licence shall not be construed in any manner as
a deed of Licence for the land or the space or any property belonging to the Sports
Authority of India. It is clarified that even after issue of the Licence the space on which
the hoardings shall be erected would continue to belong to the Sports Authority of India
and no right with regard to this space shall vest in or accrue to the licensee for any use.

18. The Sports Authority of India shall not be responsible for the safety, security and the
maintenance of the hoardings or for damage, injury, or loss caused to property or the
person of any other party and the Licence shall under obligation for all liability for which
he will take appropriate insurance cover to safe guard against such eventualities.

19. The Licensee, when granted Licence, shall install his own electric meter for which
connection shall be obtained from the Sports Authority of India, Kolkata at his own cost
and the Licensee shall be responsible for payment of all the expenditure on account of
the said electric connection including Electric Meter Security any incidentals / Arrears of
bills consequence to raise in Electric Tariffs / defaulters / restoration of connection etc.
and the electricity consumption on monthly basis.

20. The successful tenderer shall not assign or make over any part of the Licence or allow
any other party as a sub contract to display their hoardings, without the prior permission
of the Director, SAI, NSEC, Kolkata. It is clarified that any such permission given by the
competent authority shall be only with regard to the display of the
hoardings/advertisement but shall not be construed as a grant of independent license to
any such other party not it granted to the successful tenderer.

21. In the first instance, the Licence shall be issued for a period of 2 years. On the expiry of
the period of Licence, the Licensee shall be bound to remove the said hoardings and
any construction erected by him within 7 days of the expiry of such Licence, failing
which the Sports Authority of India shall be competent to confiscate such materials
which would be on its property after expiry of the said period of 7 days beyond the date
of the expiry of Licence period. The Licensee, thereafter, shall not be entitled to any
compensation for the materials not removed by him after the expiry of the prescribed
period as above.

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22. The Licensor or the Licensee, as the case may be, shall be at liberty to terminate the
License deed by giving a notice of 3 months without assigning any reasons.

23. The successful tenderer shall deposit an amount equivalent to Licence Fee for 3
months (interest free) within 15 days of receipt of award letter. The amount of Security
Deposit will be refunded beyond 60(sixty) days after expiry of the validity period of
License Deed.

24. On the expiry of the Licence period or termination of licence by the licensor and
peaceful vacation and removal of the superstructure of the hoardings by the Licensee
the said Security Deposit shall be payable to the licensee within a period of 30 days
from the date of removal of the superstructures for the hoardings by the Licensee.

25. The Licensee shall not have any right what so ever for renewal of the licence after the
expiry of the licence period and the licensor shall entitled to invite fresh offers/tenders
by an open advertisement in the newspapers well before the expiry of the period of
licence.

26. Municipal Taxes, if any, payable on Licence Fee, to be deposited with SAI, will be borne
by the Licensee.

27. The tender shall be signed by the Proprietor / Managing Director of the firm, as the case
may be, with the seal of the firm and should be submitted in a properly sealed envelope
addressed to the Director, Sports Authority of India, Netaji Subhas Eastern Centre, Salt
Lake City, Sector – III, Kolkata – 700 098.

28. The successful party shall enter into an agreement containing the terms and conditions,
as may be specified in the agreement for the Licence, within 7 days after receiving
intimation indicating the acceptance of the offer and shall pay all expenses, fees, stamp
duties and other duties incidental there to included the fees of the lawyers and shall be
allowed to display the hoardings only after the Licence agreement has been duly
concluded and signed.

29. The above terms and conditions are provisional and are not exhaustive and are liable to
be changed, modified or added to at the time of agreement subject to the conditions as
may be warranted at the time agreement.

30. The Sports Authority of India reserves the right to reject any or all of the offers received
without assigning any reasons and no claim shall be entertained on the grounds that
any party has made the highest offer in response to the notice inviting tenders and SAI
shall be fully within its right to issue a fresh tender notice.

31. The Tender form may be obtained on any working day between
11.00hrs to 15.00hrs. from the cash section SAI Eastern Centre Kolkata,
against the payment of Rs. 1000/-in cash or demand draft/pay order drawn
in favour of SAI Public Account.

32. The downlodead tender from must be accompanied the cost of
tender by demand draft/pay order drawn in favour of SAI Public Account

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ANNEXURE – I
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ANNEXURE – II

Sports Authority of India

Netaji Subhas Eastern Centre
Salt Lake City, Sector – III
Kolkata – 700 098

Name of the Firm & Full Address :

Financial Bid for Display of hoardings
Name of Tenderer __________________________________

Rates offered as under:
a) No. of hoardings for which offer is made _______________________

b) Rate per year per hoarding ______________________

c) The size of hoarding ________________________

d) If the offer is for exclusive right,
the amount per year__________________________________

e) The maximum size of the hoarding proposed __________________

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