CONFERENCE SECRETARIAT. International Grassland Congress-2015 at New Delhi (India) IGFRI, Gwalior Road, Jhansi (UP) India

CONFERENCE SECRETARIAT International Grassland Congress-2015 at New Delhi (India) IGFRI, Gwalior Road, Jhansi (UP) -284003 India INVITATION FOR EXPRE...
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CONFERENCE SECRETARIAT International Grassland Congress-2015 at New Delhi (India) IGFRI, Gwalior Road, Jhansi (UP) -284003 India

INVITATION FOR EXPRESSION OF INTEREST (EOI) For Event Organizer - International Conference - IGC (2015) at New Delhi Range Management Society of India (RMSI) in association with Indian Grassland and Fodder Research Institute (IGFRI), Jhansi (UP) India, National Research Center of Agroforestry (NRCAF), Jhansi (UP) India and Central Arid Zone Research Institute (CAZRI), Jodhpur, India will organize the International Grassland Congress (IGC) from November 19 to 24, 2015 with one-day mid-congress tour. Expression of Interest is being invited for organizing the IGC (2015) from interested from Professional Conference Organizing Service Providers. For overview of the international conference, scope, qualification criteria, bidding terms and conditions and suggested response formats, please visit our website http://www.igfri.res.in/ Interested Service Providers who meet the qualification criteria may furnish their Expression of Interest with all the necessary documents in a sealed cover along with the covering letter duly signed by an authorized signatory on or before 21 March, 2014 by 16:00 hours at the following address: Dr. N. Das , Secretary (Co-ordination) IGC (2015) Secretariat IGFRI, Gwalior Road, Jhansi (UP) -284003, India,

CONFERENCE SECRETARIAT

International Grassland Congress (2015) at New Delhi (India) IGFRI, Gwalior Road, Jhansi (UP) -284003 India

INVITATION FOR EXPRESSION OF INTEREST (EOI)

FOR ORGANIZING INTERNATIONAL GRASSLAND CONGRESS (IGC 2015) AT NEW DELHI, INDAI

The objective of this EoI is to solicit proposals from the interested bidders for participation in a bid process for selection of Service Provider for organizing International Grassland Congress at New Delhi, India from November 19 to 24, 2015 with one-day mid-congress tour. In addition to providing the services during the congress, the Service Provider will also be responsible for all the pre-congress and post-congress activities. The EoI intends to bring out the details with respect to scope of services that are deemed necessary to share with the interested bidders. SECTION 1: BACKGROUND OF THE IGC 2015 The Range Management Society of India (RMSI), Jhansi,India is the main forum in the country for those interested in science, development and economics of rangenlad/grassland and animal production. An executive council, with a President and three Vice-presidents governs the society. The Society is promoting academic exchange and is the main agency for technology extension. It‟s also a bridge between the government and grassland/rangeland/forage workers. The Society has organized a number of conferences. Proceedings of all conferences are available and research findings are published in a Journal (Range Management and Agro-forestry), available free to members. The Society has close working relationships with other Societies working for rangelands, grasslands and/or other aspects of forage research. Indian Grassland and Fodder Research Institute(IGFRI), Jhansi (UP), National Research Center of Agro-forestry (NRCAF), Jhansi (UP) and Central Arid Zone Research Institute (CAZRI), Jodhpur, India are the constituent institutes of Indian Council of Agricultural Research (ICAR), New Delhi, India. ICAR is an autonomous organization under the Department of Agricultural Research and Education (DARE), Ministry of Agriculture, Government of India. The ICAR has its headquarters at New Delhi. The Council is the apex body for co-ordinating, guiding and managing research and education in agriculture including horticulture, fisheries and animal sciences in the

entire country. With 99 ICAR institutes and 53 agricultural universities spread across the country this is one of the largest national agricultural systems in the world. The main aim of the International Grassland Congress shall be to promote interchange of information on all aspects of natural and cultivated grasslands and forage crops for the benefit of mankind, including sustained development, food production and the maintenance of biodiversity. The members of the IGC Continuing Committee consists of one representative from each of the geographical regions illustrated below. Each representative will serve for two terms, where one term means the period between two Congresses. No country can have a regional representative on the Continuing Committee for more than two terms except in exceptional circumstances. Region I Region II Region III Region IV Region V Region VI Region VII Region VIII Region IX Region X Region XI

North America Central America and Caribbean South America South Asia Oceania East Asia Middle East Mediterranean Europe excluding regions VIII and X North Eurasia Africa excluding region VII

An International Grassland Congress is held with the presentation and discussion of papers and reports and other activities including the conduct of tours to fulfil the aims of the Congress. The International Grassland Congress first met in Germany from 20-31 May 1927. The principal participants were 16 scientists from Austria, Denmark, Finland, Germany, Norway, Sweden and Switzerland, who assembled in Bremen and made a study tour through north-west Germany, visiting Emden, Berlin and Dortmund before taking the train to Leipzig. The 22nd International Grassland Congress was held in Sydney, Australia from 15-19 Sepetember, 2013. The Main Theme of 23rd International Grassland Congress (IGC), New Delhi is "Sustainable use of grassland resources for forage production, biodiversity and environmental protection." The International Grassland Congress will be held from November 19 to 24, 2015 with one-day mid-congress tour. A National Organizing Committee has been constituted to undertake all the activities related to the organization of IGC (2015) at New Delhi under the overall supervision of Steering Committee, which is responsible for the management, coordination and finance matters of the Congress. Approval of Government of India: Hosting of International Grassland Congress in 2015 at New Delhi jointly by Range Management Society of India and Indian Grassland & Fodder Research Institute (IGFRI) was approve „In Principle‟ by the Department of

Agricultural Research & Education, Krishi Bhavan, New Delhi vide Letter F. No.3-5/2012IC I dated 11 april 2012. We are expecting about 600 foreign delegates and 400 Indian delegates in the IGC 2015. The major activities of IGC 2015 are detailed at Annexure-I. The approximate expenditure will be about $800000 and the estimate sources of revenue are Registration Fee of Foreign Delegates ($200000), Indian Delegates ($100000), Contribution from ICAR, Ministries and International Institutions ($100000) and Contribution from NonGovernment & Private Organizations (($400000). The Event Manager will be responsible for fund raising from the potential non-government and private organizations (both national and international) who may donate for IGC 2015.

SECTION 2: GENERALTERMS 1. EOI ISSUING AUTHORITY This Expression of Interest (EoI) is issued by the Secretariat, IGC(20150, IGFRI, Jhansi (UP), India and intended to short-list potential bidders. Secretariat‟s decision with regard to the short-listing of bidders through this EoI shall be final and the Secretariat reserves the right to reject any or all the bids without assigning any reason. Sr. No 1

Items Project Title

Description

2

Project Initiator Details Contact Person Dr. P. K. Ghosh, Director, IGFRI, Jhansi & Chairman. E-mail: [email protected]

Event Organizer International Conference IGC (2015) at New Delhi

Contact Person (Alternate) Contact Person (Alternate) Contact Details

Dr. N. Das, Secretary (Co-ordination) E-mail: [email protected] Dr. D.R. Malaviya, Secretary (Scientific) E-mail: [email protected] The Secretariat, IGC (2015), IGFRI, Gwalior Toad, Jhansi (UP) - 284003, India.

Website:

http://www.igfri.res.in/

2. TENTATIVE CALENDAR OF EVENTS

The following table enlists important milestones and timelines for completion of bidding activities: Serial No 1 2 3 4 5 6 7

Milestone

Release of Expression of Interest (EoI) Bidders Conference Last date for submission of written questions by bidders Response to the Queries Last date for Submission of EoI Response Opening of EoI Responses Declaration of Short listed Firms

Date and time (dd-mm-yyyy; hh:mm) 21-01-2014 21-02-2014 28-02-2014; 16:00 h 07-03-2014 21-03-2014; 15:00 h 21-03-2014; 16:00 h To be informed later

3. AVAILABILITY OF THE EOI DOCUMENTS

EoI can be downloaded from the IGFRI websitehttp://www.igfri.res.in/.

4. CONDITIONS UNDER WHICH THIS EOI IS ISSUED i) This EoI is not an offer and is issued with no commitment. The IGC Secretariat reserves the right to withdraw the EoI and change or vary any part thereof at any stage. The IGC Secretariat also reserves the right to disqualify any bidder, should it be so necessary at any stage. ii) The IGC Secretariat reserves the right to withdraw this EoI if the IGC Secretariat determines that such action is in the best interest of the organization of IGC, 2015 in India. iii) No oral conversations or agreements with any official, of the IGC Secretariat shall affect or modify any terms of this EoI and any alleged oral agreement or arrangement made by a bidder with any official of the IGC Secretariat shall be superseded by the definitive agreement that results from this Eo process. vi) Neither the bidder nor any of the bidder‟s representatives shall have any claims whatsoever against the IGC Secretariat or any of their officials or employees arising out of, or relating to this EoI or these procedures (other than those arising under a definitive service agreement with the bidder in accordance with the terms thereof). vii) The bidders are expected to examine all instructions, forms, terms, project requirements and other details in the EoI documents. Failure to furnish complete information as mentioned in the EoI documents or submission of a proposal not substantially responsive to the EoI documents in every respect will be at the bidder's risk and may result in rejection of the proposal. viii) Applicants who are found to canvass, influence or attempt to influence in any manner the qualification or selection process, including without limitation, by offering bribes or other illegal gratification, shall be disqualified from the process at any stage. 5. RIGHTS TO THE CONTENT OF THE PROPOSAL For all the bids received before the last date and time of bid submission, the proposals and accompanying documentation of the proposal will become the property of the IGC Secretariat and will not be returned after opening of the proposals. IGC Secretariat is not restricted in its rights to use or disclose any or all of the information contained in the proposal and can do so without compensation to the bidders. IGC Secretariat shall not

be bound by any language in the proposal indicating the confidentiality of the proposal or any other restriction on its use or disclosure. 6. ACKNOWLEDGEMENT OF UNDERSTANDING OF TERMS By submitting a proposal, each bidder shall be deemed to acknowledge that it has carefully read all sections of this EoI. 7. LANGUAGE OF PROPOSALS The proposal and all correspondence and documents shall be written in English. 8. RESPONSE REQUIREMENTS i) The Proposal (Bid) shall be prepared in accordance with the requirements specified in this EoI and in the format prescribed in this document for each of the above mentioned qualifying criteria as proof of having the minimum requirements. ii) Proposal must be direct, concise, and complete. All information not directly relevant to this EoI should be omitted. iii) The Proposal shall be sealed and super scribed “Response – Selection of Event Organizer - International Conference - IGC (2015) at New Delhi, India” on the top right hand corner and addressed to the IGC Secretariat at the address specified in this document. iv) The proposal should be submitted with two printed copies of the entire proposal, one marked ORIGINAL and the second one as DUPLICATE and a soft copy on nonrewriteable compact discs (CDs) with all the contents of the proposal. The words “Response – Selection of Event Organizer - International Conference - IGC (2015) at New Delhi, India” shall be written in indelible ink on the CD. The Hard Copy shall be signed by the authorized signatory on all the pages before being put along with the CD in the envelope and sealed. v) In case of discrepancies between the information in the printed version and the contents of the CDs, the printed version of the pre-qualification proposal will prevail and will be considered as the proposal for the purpose of evaluation. vi) The proposal should contain the copies of references and other documents as specified in the EoI. 9. EVALUATION OF PRE QUALIFICATION PROPOSAL The bidders' Proposal in the bid document will be evaluated as per the requirements specified in the EoI.. The Bidders are required to submit all required documentation in support of the proposal (e.g. detailed project citations and completion certificates, client

contact information for verification, profiles of project resources and all others) as required for evaluation. 10. BIDDERS‟ CONFERENCE The IGC Secretariat will host a bidder‟s Conference at IGFRI, Jhansi UUP) India. The Conference is tentatively scheduled on 21st February 2014. However, the date and venue can be changed and such changes will be communicated to the concerned bidders separately. The representatives of the interested organizations (restricted to two persons) may attend the bidders‟ conference at their own cost. The purpose of the conference is to provide bidders with any clarifications regarding the EoI. Each bidder will also be given an opportunity to give a power point presentation on their past experience and also their competence in organizing International Conferences or similar events. 11. DEADLINE FOR SUBMISSION OF PROPOSALS

Proposals, in its complete form in all respects as specified in the EoI, must be submitted to Dr. N. Das , Secretary Co-ordination, IGC Secretariat, IGFRI, Gwalior Road, Jhansi (UP) -284003. The IGC Secretariat may, in exceptional circumstances and at its discretion, extend the deadline for submission of proposals by issuing an addendum to be made available on the IGFRI website, in which case all rights and obligations of IGFRI and the bidders previously subject to the original deadline will thereafter be subject to the deadline as extended.

SECTION 3: RESPONSE FORMAT FOR SUBMISION OF EXPRESSION OF INTEREST (EOI) & CONCEPT NOTE SECTION A - INFORMATION SHEET

1. FORM I: COVERING LETTER (Company letterhead) [Date] To, Chairman IGC Conference Secretariat, Indian Grassland and Fodder Research Institue, Gwalior Road, Jhansi (UP)-284003, India. Dear Sir, Ref: Expression of Interest (EOI) for Selection of Event Organizer - International Conference - IGC (2015) at New Delhi, India Having examined the Expression of Interest (EoI), we, the undersigned, intend to submit our proposal (bid) in response to the Expression of Interest (EoI) for Selection of Event Organizer - International Conference - IGC (2015) at New Delhi, India We attach hereto the response as required by the EoI, which constitutes our proposal. Primary and Secondary contacts for our company are: Primary Contact Name: Title: Company Name Address Phone Mobile Fax E-mail

Secondary Contact

We confirm that the information contained in this response or any part thereof, including its exhibits, and other documents delivered or to be delivered to the IGC Secretariat is true, accurate, verifiable and complete. This response includes all information necessary to ensure that the statements therein do not in whole or in part mislead the IGC Secretariat in its selection process. We fully understand and agree to comply that on verification, if any of the information provided here is found to be misleading the selection process, we are liable to be dismissed from the selection process or termination of the contract before the International Conference - IGC (2015) at New Delhi, if selected to do so, for providing Service Provider Services for successful organizing the International Conference - IGC (2015) at New Delhi, India. . We agree for unconditional acceptance of all the terms and conditions set out in the EoI document. It is hereby confirmed that I/We are entitled to act on behalf of our company/ corporation/ firm/ organization and empowered to sign this document as well as such other documents, which may be required in this connection. Dated

this Day of

(Signature) (Name)

2014 (In the capacity of)

Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of Company) Seal/Stamp of bidder

CERTIFICATE AS TO AUTHORISED SIGNATORIES I,,……………………………, the Company Secretary of …….…………………, certify that ……………………………………………………………… who signed the above Bid is authorized to do so and bind the company by authority of its board/ governing body. Date: Signature: (Company Seal) (Name)

2. FORM II - INFORMATION SHEET A.1 Name of the organization A.2

Name of the partner organization(s) (if any)

A.3

Year and type of registration of organization (whether society, trust, Sec.25 company or other).

A.4

Name of the Chief Functionary of the Organization Address of the Registered Office of the Organization (With PIN code)

A.5 A.6

A.7

Address of the Administrative Office of the Organization in INDIA (With PIN code, specify Branch offices) Contact details of the organization (including phone/fax number with STD Code and email id)

A.8

Total number of Years of operation

A.9

Organization‟s vision & Mission (Please describe within 50 words)

A.10

Organizational Strength (Staff Strength, Position & Distribution – Full time & Part time, other facilities)

Full Time Staff Part Time Details of infrastructures facilitates Office building Training centers, Vehicles Others

A.11

Nature of the legal status in India along with legal status reference details A.12 PAN (Permanent Account No.) of the Organization (if any) A.13 Details of receipts and payments for last 5 years (as per audit reports) * Year Receipts (in Rs.) Payments (in Rs.) 2012-13 2011-2012 2010-2011 2009-2010 2008-2009 * Mandatory Supporting Documents: a. Auditor Certified financial statements for the Last three financial years; 2012-13, 2011-12 and 201011(Please include only the sections on P&L, revenue and the assets, not the entire balance sheet.) b. Unaudited financial statements certified by the Company auditor for the latest year (2012-13) (in case the auditor certified statement for 2012-13 is not available)

3. FORM III – PAST EXPERIENCE IN EVENT MANAGEMENT Title of the events

Client’s

Type of

Location

Name

the

of the

events

events

Year

Total

Total

budget

number of delegates / participants

Annexure-I MAJOR ACTIVITIES of IGC 2015 Sl. No

Activities/ Services

1

Operational progamme

1

Designing

2

Website

Scope of Work

Finalize the details of progmme in consultation with the IGC Secretariat along with time planning for each and every activities. Fixing the responsibility for each activity. Budget estimation / preparation Staying within the budget Follow through all arrangements and activities Risk analysis & timely corrective measures. Keeping the organizer informed at all times Design of conference logo/theme and conference brochure Design of conference stationary Design of website Design of Second/final circular Printing of Registration brochures, plenary hall backdrops, conference agenda panels Conference Main website i.e IGC website Domain name and space booking Home page with linking tabs to conference information pages Updating of empty pages as conference information becomes available. Registration website Online registration of delegates Automatic email acknowledgement of registration of delegates With user area, password-protected for re-entering website to make online payment Online payment facility via payment gateway of any established Indian and international bank Automatic generation of personalized visa letter for registrants. Link to conference main website Abstract submission through websites Prepare call for abstracts as per RMSI specifications Setup online abstracts collection and review system (Technical team for review will be from RMSI)

Link to conference websites Uploading of final papers and presentation Hotel booking through websites (Selection and negotiation for rates and design optimum room packages : by event Managers) Online hotel booking and payment facility. Automatic e-mail acknowledgement of booking request. Webpage with map showing venues and the selected hotel. Fund raising through sponsorship / advertisement

Marketing and communications campaign for the IGC 2015

4

Pre-conference secretariat

5.

Airport Reception and transfer

Answering quarries of the delegate relating to registration, payments hotels, tour, travel and abstracts. Mailing brochures / announcements as per RMSI directions. Visa assistance. Regular submission of list of registered delegates and remittance of registration fee & sponsorship fund to the organizing committee. Prepare and email pre-arrival brief. 24 hour reception and transfer desk to be set at Airport to receive and their dropouts at destination of the delegates with escorts.

6.

Transport Hotel venue and social function

7.

On-site registration

3

Fund raising through sponsorship for IGC 2015 (other than Government Bodies, National a// International Educational and Research Institutions / Organizations) Sale of exhibition space. Collection of advertisements for Brochure

Detail transport plan for the entire event and reserve required no of coaches/cars for airport / railway stations transfer, shuttle services, social functions and technical sessions. Liaise and permissions from traffic, police and from other govt. agencies reqd for all purposes during the conference period. Allot cars / coaches hotel wise as per the no of delegates staying at each hotel to the venues and bring them back. Payment counters with credit / debit card swipe machine for spot payment. Spot printing of any badges from registration counter in less than 30 seconds ( specify no of computers and printers to be used)

Badges should be of International quality. Phot ids and Kitbag of costing in the range of Rs. …… distribution after bar-coding to avoid duplication.

8.

Barcoding Kitbag Distribution

9.

Accommodation contracting and coordination

Hotel accommodation at assured different tarrif plans till cut of date for delegates. Free accommodation as desired by RMSI

10.

Tours

11.

Social evenings

12.

Audio-Visual equipment

Before, after and during conference Local sight seeing Spouse programme. Coordination and finalization of Social evenings along with venues, menus and food services as per RMSI. Obtaining reqd permission from different agencies. Arrange appropriate entertainment for delegates Set up of international standard Audio-Visual equipment with per day cost of hire.

13.

Set up of speaker preparation room And poster sessions & other onsite Tasks

14.

Printing

Oral presentation will be collected from different speakers, checked and sent to each hall session wise for loading onto hall display computers. Prepare poster boards and assist presenters to put up their posters on the correct boards theme wise. Testing audio visual setups. Flower arrangements for each sessions including opening and closing ceremony. Manpower support for all assignments including Dias. Media coverage (Press release, press interaction & press kits etc.) Delegates bags fillings. Internet Kiosks Desks for enquires, travel and registrations etc. separately. Audio / video recordings and provide them in DVDS to RMSI, still photography, daily bulletin. Walkie-talkie arrangement. IT security and data protection security Printing of the programme book, brochure, abstracts proceedings Printing note pads, parking tickets, food coupons and all related collaterals.

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