KARNATAKA WINE BOARD

(A Government Of Karnataka Undertaking)

REQUEST FOR PROPOSALS (RFP)

Providing Entire Management Service for Organizing International Wine

Festival 2016 at Bengaluru to the Karnataka Wine Board.

Karnataka Wine Board

Indira Priyadarshini Building,Childrens Library, Cubbon Park,
Bengaluru-560 001
Email:md@karnatakawineboard.com

Karnataka Wine Board

Ph.080-22341237.
Web:www:karnatakawineboard.com

Page | 1

KARNATAKA WINE BOARD

(A Government of Karnataka Undertaking)
Indira Priyadarshini Building near Children Library, Cubbon Park, Bangalore-560001
Tele Fax: 080-22341237, E-mail: md@karnatakawineboard.com

NO: MD/KWB/ 87 /2015-16

Date: 30-06-2016.

NOTICE INVITING TENDER - (Short Term)

(Providing entire event management services for Organizing International Wine
Festival-2016 at Bengaluru)
Karnataka Wine Board (Government of Karnataka undertaking) is organizing 3rd
International Wine Festival -2016 in Bengaluru to promote wine culture.
The Managing Director, Karnataka Wine Board, Bengaluru, Invites Tenders from
interested bidders to bid for International Wine Festival-2016 at Bangalore for
providing entire event management services through E-procurement website:
http://www.eproc.karnataka.gov.in from : 1st July 2016 onwards.
An Earnest Money Deposit for an amount of Rs. 4.00 lakhs (Rupees Four lakhs only) is
required to be submitted in the manner set out in the Tender Document.
Pre Bid meeting will be held on 12th July 2016 at 11.30 a.m. at the below mentioned
address of Karnataka Wine Board. The last date and time for uploading the proposal using the EProcurement platform (proposal due date) is 15th July 2016 up to 5.00 p.m.
All Notifications/ Changes and amendment to the Tender Documents will be posted only
on the aforesaid website.
The Tender inviting authority reserves the right to accept or reject any or all the tenders to
be received without assigning any reason thereof. In case of any queries / clarifications on the
project / document, please contact Managing Director, Karnataka Wine Board.
The Managing Director, Tender Inviting Authority,
Karnataka Wine Board, Indira Priyadarshini Building, Childrens Library
Cubbon Park, Bengaluru. Ph.080-22341237
Email: md@karnatakawineboard.com

Managing Director,
Karnataka Wine Board
Tender Inviting Authority
Karnataka Wine Board

Page | 2

The Calendar of Events

Date of Publishing Tender Document on
E- Portal
Pre Bid Meeting
Last date of submission of tender through eProcurement Portal

01.07.2016

12.07.2016 at 11.30 hrs

15.07.2016 up to 17.00 hrs

http://www.eproc.karnataka.gov.in

Date and time of opening of Technical bids

18.07.2016 at 11.30 hrs

Tentative date for presentation (for technical

qualified bidders)

20.07.2016 at 11.30 hrs

Date and time of opening of financial bids

(tentative).

22.07.2016 at 11.30 hrs

Approximate Tender Cost of the End to End

event management services for International
wine festival-2016.
Amount of EMD

Place of pre bid meeting, opening of bids &

address for communication

Approximate Rs. 150.00 Lakhs (Rs. One

hundred fifty lakhs only)
Rs. 4.00 (Rs. Four lakhs only)
Karnataka Wine Board, Indira
Priyadarshini Building, Childrens
Library, Cubbon Park,
Bengaluru560 001
Ph.080-22341237 :

Email: md@karnatakawineboard.com
Contact through e-procurement portal
For e-Procurement information
+91 80 2550126 / 25501227

Karnataka Wine Board

Page | 3

Tender Document for

selection of Event Management Company /
Organization / Firm for providing entire Event Management Services for
Organizing International Wine Festival-2016 at Bengaluru
1.INTRODUCTION:
Government of Karnataka has announced Grape Processing & Wine Policy-2007 for
the welfare of the grape growers of Karnataka. As per the provisions in the said policy
Karnataka Wine Board has been established to fulfill the objectives enunciated in the policy.
One of the main objectives is to promote wine consumption though consumer awareness
programmes. Since inception, the Board has been active in arranging local events and promoting
wineries. After the establishment of the Wine Board, 17 wineries producing 40 lakhs liters of
various brands of wine have been established in the state.
Three day event of International Wine Festival-2016 is being organized where
visiting public will be educated on the advantage of wine consumption and will be trained on
various aspects of wine consumption from selection of wine, wine glass, tasting procedure etc.
They will have the wine tasting sessions also.
Exhibition of all brands of Indian wine and International wine, equipments and tools used
in wine making, equipments used in Vineyard Management etc is being arranged. Technical
Information Centre to provide information on all aspects of wine making, wine grape cultivation
would be created on the venue.
It is expected that 80% of the visitors would carry certain quantity of wine for further
tasting and learning the nuance of wine consumption and 50% of them would end up as regular
consumers. This would add additional consumers there by helping wine industry and grape
growers.
Added attraction of the International Wine Festival 2016 is Music to attract young
crowds. Therefore, in the said programme there will be well known bands / solo singers will be
performing in the event.
2.CATEGORY:
Providing entire Event Management Services for Organizing International Wine
Festival-2016 at Bengaluru. (Services).
Karnataka Wine Board (Government of Karnataka undertaking) is organizing 3rd
International Wine Festival -2016 in Bengaluru to promote wine culture.
The selected Event Management Company / Organization / Firm will be required to
provide entire Event Management services of International Wine Festival-2016 well within due
time as and when requisition is received from the Karnataka Wine Board.

Karnataka Wine Board

Page | 4

3.SCOPE OF WORK:
The probable scope of work required from successful bidder is listed below: It may
be noted that it is illustrative and not exhaustive.
1. Successful bidder will be required to conceptualize the design and the layout of
International Wine Festival-2016
2. International Wine Festival-2016 venue is on rental at actual cost basis
3. Duration of the International Wine Festival-2016 is for three days and one day for
preparation and preferably held on weekends.
4. Stalls for the wineries, Flea Market and Food Court may be German pagodas, Chinese
tents, Customized design etc.
5. There should be a ample space in the stalls for the exhibitors to sit and display
products
6. The Bidder shall prepare minimum 3 sets of design for Logo of the festival,
backdrops, entrance Arch, Advertisements, Invitation, and Leaflets, etc.
7. International Wine Festival-2016 will have 3 stages i.e. for entertainment,
inauguration and for grape stomping.
8. The Flooring should be raised platform with carpet.
9. The additional attraction of International Wine Festival-2016 is Cultural programme /
entertainment by National level well recognized Artists / Bands should perform.
10. Separate super structure should be made for seminar on Wine Grape Production, Wine
making, Marketing and Tourism and other related subjects will be held to expose the
Grape Growers, visiting publics at large to the Wine Industry.
11. The Event will have its own identity within the overlook and feel of the truly
International. This is a separate and it is clearly different from other public events and
distinguishes its unique character.
12. The Event has the potential to transform a successful International Wine Festival into
an unforgettable event.
13. Sourcing and contracting with the suitable specialized service providers / suppliers
wherever necessary ex: security, housekeeping, hospitality, media management, food etc.

14. The wine festival venue must provide high standard technical infrastructure facilities
like sound and Light System, Branding, Electricity supply, water facility, sanitation
facility, press conference, stage, entrance arch, ticket counters etc.
15. Successful Bidder must have capacity to take all type of permission such as:
Occasional License, Police Permission, for entertainment sound and light permission etc.
16. There will be a mall promotions and road shows to promote the event.
17. Agency / Company should bring celebrities for promotion of the Festival.
18. To attract families there should be separate kids playing zone equipped with modern
play themes.
19. Wine stalls area should be centralized & air controlled.
20. Since International Wine Festival-2016 is Hi- profile, KWB looking for highest
hospitalities services of the esteemed guests.

Karnataka Wine Board

Page | 5

4.ELIGIBILITY CRITERIA:
1. The bidder should be a company registered under the Companies Act/Sole Proprietorship
firm in the business of setting up of stalls for exhibitions, trade fairs and any other such
similar events at Domestic and National levels.
2. The bidder should have executed above work for at least two (2) events at
Domestic/National level in last Two (2) years. The minimum turn over should be at least
Rs. 5.00 Crores (Rs. Five Crores) per year and furnish details for the last three (3)
financial years (2012-13, 2013-14, 2014-15). In support of this Work orders, work
completion report should be enclosed. (The Agency / Company / Firm which has done
previous International Wine Festival events will be considered on top priority).
3. Documentary proof such as certificate from the Companys Chartered
accountant/statutory auditor will be required to substantiate the claims. No consortium or
JV will be considered. The originals of the successful bid will be verified separately.
4. An EMD of Rs.4,00,000/- (Rupees Four lakh only) is to be paid as per procedure set out
in e-procurement platform.
5. Brief Description of Bidding process:
KWB invites eligible Bidders to submit their Proposals electronically in the
unified E- procurement platform of http:/www.eproc.karnataka.gov.in (herein referred to
as E-procurement Platform) in accordance with the terms of this RFP. The KWB has
adopted a single stage bidding process (the Bidding Process) for award of the Project in
accordance with the terms of this RFP and invites proposals (Proposal) from eligible
entities (Bidders) for the Project in accordance with the terms of this RFP.
A one-time registration in the e-Procurement platform is a pre-requisite for
submission of Proposals. If an interested Bidder has not already registered, it shall
procure a digital signature certificate and get registered in e-Procurement platform. The
KWB will not be held responsible for technical glitches in the desktop and internet
connectivity services used by Bidders or in case of failure on part of the Bidder to submit
the Earnest Money Deposit or any documents as required to be submitted through
E-Procurement Website or for rejection of Proposals by E-Procurement for whatsoever
reasons. No correspondence shall be entertained by the KWB in this regard.

Karnataka Wine Board

Page | 6

Contact Information
For further clarifications, please call Centralized e-Procurement Helpdesk on
080-25501216/25501227
(Timings : 9.00 am to 9.00 p.m. from Monday to Saturday including government
holidays) to take support on Kannada and English
Or
Mail to Helpdesk hphelpdesk.blr@intarvo.com or hphelpdesk.blr@gmail.com
Training details
Training Date
On all Govt. of Karnataka
working Wednesdays &
Saturdays

Training Venue
Training room No.1, Gate
No.2, M.S. Building,
Bengaluru -01

Batches
1

Training duration
10.30 am to 1.30 pm

2.30 pm to 5.30 pm

Note: Enquiries regarding new payment options can be made on any working day at eProcurement cell (Room No.141, Gate No.2, M.S. Building, Bengaluru-01).
The Bidders are requested to submit their Proposals in accordance with the RFP
Document. The Proposal shall be valid for a period of not less than 120 (one hundred and
Twenty) days from (the Proposal Due Date) i.e., the date specified in Clause 1.3 for submission
of Proposals.

5. Submission of EMD:
The bidder shall furnish Earnest Money Deposit (the EMD) for an amount of
Rs. 4,00,000/- (Rupees four lakhs only) through E-procurement Website through any one of the
following e-Payment options only.
i)Credit Card
ii)Direct Debit
iii)National Electronic Funds Transfer (NEFT)
iv)Over the Counter (OTC) - designated Axis Bank branches located across the
Country.
The E-payment made under any of the above options shall remain valid for a period of
120 (One hundred and Twenty) days from the Proposal Due Date, or beyond any period of
extension subsequently as determined by Authority from time to time. The proposal shall be
summarily rejected if it is not accompanied by Earnest Money Deposit.
The EMD shall be returned to the unsuccessful Bidders with a period of four (4) weeks
from the date of announcement of the Successful Bidder. The EMD submitted by the Successful
Bidder shall be released on submission of Performance security.

Karnataka Wine Board

Page | 7

6. Technical Bid Proposal:

The bidder has to submit all required information for the above assignment along with
experience and other documents in Annexure - A and upload all the scanned copies of
documentary proof.

7. Financial bid proposal:

The bidders has to fill in the financial bid format as per the format enclosed at
Annexure-B and upload the scanned copy duly signed by authorized signatory on bidders letter
head.

8. Date and time for submission of Bids:

The last date and time for submission of bids is 15/07/2016 at 5 pm. Please note a
pre-bid meeting will be held on: 12/07/2016 at 11.30 am in the office of Karnataka Wine Board,
Cubbon Park, Bangalore.
9. Date and time for opening of technical Bids:
The Technical Bids will be opened on: 18/07/2016 at 11.30 hrs. in the Karnataka Wine
Board, Cubbon Park, Indira Priyadarshini Building, Childrens Library, Bengaluru. Date of the
presentation will be intimated to technically qualified bidders.

10. Bid Validity:

The bid must be valid for a period of 120 days from the date of tender opening for
placing the work order.

11. Procedure for opening the Bids:

a. KWB shall open the technical bids on date and time as mentioned in this document. The
technical bids of only those bidders whose EMD are found to be in order will be technically
evaluated.
b. Financial Bids of only technically short listed Bidders will be opened on a date and time duly
notified to them. One of their representatives can remain during the financial bid opening
session.

12. Technical Bid Evaluation:

a. The opened technical bids shall be evaluated by Technical Evaluation Committee (TEC)
Constituted by Karnataka Wine Board.
b. To ensure bidders eligibility and technical capabilities as per the tender terms and condition,
the TEC may call for additional information from the bidders and/or visit the bidders
premises. In such a case, the concerned bidder has to supply the information within the time
given by the TEC failing which the bid can be rejected. No representation of any kind would
be entertained from the bidder.
Karnataka Wine Board

Page | 8

c. Such clarification on the technical aspects of the bid would not entitle the Bidder to change or
cause any change in the substance of the bid submitted or price quoted. Also it will not imply
that bidders bid has been accepted for further processing.
d. The bidder may be asked to present in Power Point about concepts of conducting Wine
Festival.
e. The Evaluation committee appointed will carry out the evaluation of the proposals on the basis
of the following Evaluation Criteria and marks. Each evaluated proposal will be given a
Technical score as detailed below:

13. Short listing of Bidder and mode of selection:

The bidders whose EMD are in order and fulfill the eligibility criteria for selection will
be shortlisted and only shortlisted bidders will be called for making presentation on the concept,
layout, design, execution etc., before the designated committee on the wine festival.
Once the bidder is found eligible, the bidder would be called upon to make a presentation
on the theme based wine festival. The presentation will be given a Technical score as given
below:
Sl.No.
1

Evaluation Criteria
Experience in conducting big events budget more than 2 crores.
Experience in conducting similar events at National and state level in
last Two years.
Experience in exclusive small wine festival events / wine food related
events / similar events participated / conducted in last 2 years.
Conceptualization and Design aspects of wine festival
Authenticity of write up and experience in media releases in State and
National publications
Design, Elements and materials used
Effective utilization of the space

Total:

Marks
20
40

30

10

100

f. The proposal of the bidder will be ranked on the basis of Technical Score (TS). In order to
qualify technically every bidder should get at least 70 marks out of 100 and the proposal of
Only that bidder who get minimum score fixed will be declared as Technically Qualified. The
financial proposal of only such bidders declared technically qualified shall be opened.
The financial proposal of those bidders who score minimum 70 marks based on the
presentation made to the committee will be considered for opening up of financial proposal.

Karnataka Wine Board

Page | 9

14. Evaluation of Financial proposal:

Financial bids of only those bidders qualified in the Technical bid will be opened.
The lowest financial proposal received shall be declared as a selected bidder.

15. Issue of Work Order

a. After selection, a Work Order will be issued, in duplicate, by KWB to the Successful
bidder. The successful bidder within 7 (seven) days of the receipt of the work order, sign
and return the duplicate copy of the work order in acknowledgement thereof.
b. The successful bidder shall not refuse to accept KWB work order under any pretext. The
Work order can be collected from KWB office or if convenient to the bidder, it can be
mailed or faxed to them. The bidder shall ensure he will complete the work in all aspects
on time.

16. Performance Security:

A Performance Security in the form of Bank Guarantee of Rs 10.00 lakhs (Ten) shall be
furnished from a Nationalized/Scheduled Bank, before signing the agreement, in the form of a
Bank Guarantee. For the successful bidder, the Performance Security will be retained by KWB
until the completion of the assignment by the bidder and will be released 30 (Thirty) Days after
the completion of the assignment.

17. PAYMENT TERMS:

a. KWB may provide 25% of the cost as mobilization advance, on case to case basis, only after
obtaining the Bank Guarantee of the said amount from the successful bidder to get the work
started. Rest of the 75% of amount would be released after completion of the event and
submission of wrap up report with photos in both hard and soft copy (minimum 10 sets of hard
copy and 4 sets of soft copy).
b. Payment shall be subject to deduction of any amount for which the bidder is liable as per the
penalty clause of this tender document, further all payments shall be made subject to
deduction of the TDS. (Tax deduction at Source) as per the Income Tax Act, 1961 and any
other taxes.

18. SPECIAL CLAUSE:

The design/art work/structures if any made will be the sole property of KWB which
would not be used by the bidder in any form without permission from Managing Director, KWB.
. If KWB wants to use the same for any other event it will be entitled to do so.

Karnataka Wine Board

Page | 10

19. OTHER TERMS AND CONDITIONS:

a) All costs incurred by the bidder in respect of submission of offer shall be borne by the bidder
concerned.
b) An agreement would be signed between the Karnataka Wine Board and the successful bidder
for the said assignment.
c) At any time prior to the deadline for submission of bids, the KWB may, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective bidder,
modify the tender document by amendment. The amendment will be notified in the website
http:/www.eproc.karnataka.gov.in and will be binding on them.
d) The bidder rates should remain valid for a period of contract from the date of opening of
tender.
e) Tender document shall be signed by authorized signatory of the bidding company with date
and seal.
f) Insurance: Insurance including transit insurance will be arranged by the supplier/
contractor.
g) Liquidated Damages: In the event of contractors failure to complete the work within the
specified time, KWB will recover from the contractor, as Liquidated Damages, a sum of 10% of
the contract price for every days delay. Besides, if the execution is delayed, KWB may take
action to debar the agency from participation in further tenders and / or blacklist the agency.
h) Termination by Default: KWB reserves right to terminate the contract of any agency in case of
change in the Government procedures or for unsatisfactory services.
i) Risk Purchase Clause: If the contractor, after submission of tender and the acceptance of the
same, fails to abide by the terms and conditions of the tender document or fails to complete the
work within the specified time or at any time repudiates the contract, the KWB will have right to:
1. Forfeit the EMD;
2. In case KWB gets the incomplete job completed through alternative sources and if the price of
completing the job is higher, the contractor shall pay the balance amount to the KWB:
3. For all purposes, the work order accepted by the bidder and issued by the KWB will be
considered as the formal contract.

20. APPLICABLE LAW:

The bidders shall be governed by the law and procedures established by Govt. of Karnataka
within the framework of applicable legislation and enactment made from time to time concerning
such financial dealings/processing.

Karnataka Wine Board

Page | 11

ANNEXURE-A
Technical bid Format in the bidders letter head
Technical qualification for selection of Event Management Company / Organization / Firm
for Providing entire Event Management Services for Organizing International Wine
Festival-2016
1
2
3

5
6

7
8
9

10

Name & address of the Firm Tel/Fax/email

details
Date of establishment of company/Firm (enclose
Registration certificate)
Nature of company/Firm: whether exclusive
designing and fabrication or separate division
(Enclose details)
Annual turnover in last three years of the
company (Enclose CA certified profit & loss
account, balance Sheet)

Total work experience in the field (in years)

List of exclusive wine festival events/ wine and
food related events / similar events participated
in last two year (attach list with brief details as
asked in sl.no 13 along with proof)
Details of Income Tax Registration, Enclose IT
Clearance /PAN
Service Tax Registration details
Professional set up (Complete details of staff,
designers & others) enclose list. (Separate sheet
for technically qualified staff)
Details of cumulative turn over from the event
related works in last 3 financial years
( 2012-13, 2013-14 & 2014-15)

Year

Total Turn over

(Rs.in lakhs)

2012-13
2013-14
2014-15
Total

Year

Turnover
(Rs.in lakhs)

2012-13
2013-14
2014-15
Total:

11

The name and details of the authorized signatory

for signing the document (attach approved letter
from the company)

This is certified that I have read and understood the enclosed brief and other terms &
conditions and all the supporting documents have been enclosed, and the information given by
me is true to the best of my knowledge. My bid may be rejected at any stage if it is found that the
facts and documents enclosed/ furnished by me are not correct.
Signature of authorized signatory
Along with the seal

Karnataka Wine Board

Page | 12