Tender Document - Uttar Pradesh Tourism

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Government of Uttar Pradesh
Department of Tourism
C-13, Vipin Khand , Gomti Nagar, Lucknow
Tel – 0522- 2308916, 2307095
No. Dated – 24-12-2012
TENDER NOTICE
Sealed tenders are invited from interested , eligible and experienced firm for
the work as detailed under :-
S.
No.
Work
1- Organizing Three
days International
Hot Air Ballooning
Festival in Agra
during Taj Mahotsav
Fair in February 26 to
28, 2013
Estimated
cost of
work
Rs. 50.00
Lacs (Rs.
Fifty Lacs
Only)
Tender
document’s
Cost
Rs. 500/-
Dates of Sale,
submission &
opening of
sealed tender
Last date of
sale &
submission up
to 3:00 PM on
15-01-2013
Date of
Opening of
tenders on
16-01-2013 at
3:30 PM
Earnest
Money
Rs. 01.00
Lacs
Tender document can be obtained from office of the Director General
Directorate of Tourism, C-13, Vipin Khand,Gomti Nagar, Lucknow hours on any
working day on payment of requisite fee. Detailed terms & conditions can be seen
and downloaded at website www.up- tourism.com.
Address for submission of Application :
Director General Tourism,
Government of Uttar Pradesh
C-13, Vipin Khand, Gomti Nagar, Lucknow
226 010
Phone- 0522 – 2308916, 2307095
Department of Tourism, Government
of Uttar Pradesh reserve the right ,
without any obligation or liability, to
accept or reject or all the Application
at any stage of the process, to cancel
or modify the process or any part
thereof or to vary any of the terms
and conditions at any time, without
assigning any person.
Director General, U.P.TOURISM

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Department of Tourism , Government of Uttar Pradesh intends to organize a
3 days International level Hot Air Ballooning Festival during Taj Mahotsav at Agra (
U.P) which will be held this year between 26 th February, 2013 to 28 th February
2013 , clubbing it with one of the world’s most popular fairs, the aim of organizing
this activity is to create a world class ballooning event that will actively and
uniquely promote Uttar Pardesh as an innovative adventure tourism destination.
The maximum financial support from the government to the project could be
Rs. 50 lacs inclusive of all.
1. The proposed duration of event is for 03 days from 26 th February,
2013 to 28 th February 2013
2. Arrange a minimum of 15 hot air balloons operated by expert and
authorized pilots/ fliers from overseas and India to organize tethered
and free hold flights. Out of these balloon teams, at least 8 teams
should comprise of foreign pilots. Firms have to provide with the
tender document all details of the teams/pilots/fliers with their
complete profile that are expected to participate. All balloons would
fly for the show in each session, however, 3 to 4 balloons may be used
for commercial flights but these 3 to 4 balloons would also be the
integral part of the entire show. Rest of the balloons would fly
without passengers for creating a spectacular show of hot air
ballooning.
3. Details of expected number of tethered and free hold flights per day
will have to be mentioned specifically in the bid. Department reserves
the right to change the number and schedule of all flights. There
would be daily regular flights in the morning and evening during all
days of the events except unavoidable reasons like weather etc., if
any.
4. There will not be any flights by the selected agency prior or post to
the event dates during the fair.
5. Complete arrangement of boarding , lodging and transport of the
balloonists shall be done by the operator.
6. Arranging competitions of ballooning among the expert pilots
including providing information on balloon flying skills to the
interested aspirants/ tourist/ visitors.
7. Illuminated balloon show/display (night glow) in the evening during all
three days of events. This night glow would be in addition to regular
show of flying of balloons in the evening each day.

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8. An exhibition of balloon, balloon basket, balloon flying machines and
other equipment, safety kits will be arranged.
9. All facilities and inputs such as rest rooms, store, seating anchor,
refreshment, light & sound, safety equipment & measures, ground
arrangements etc. related to organizing the ballooning events in day
& evening has to be arranged by the successful bidder. There would
be a VIP lounge for the departmental guests.
Requirements from the event manager/ company proposing to handle the
events:-
1- The events manager / company will be solely responsible for planning
and executing the events in a way to make it an exhilarating, magical
and unforgettable experience for the tourists and adventure lovers at
the same time adhering to all prevalent safety and security norms
making it completely accident proof. The department will under no
circumstances will bear any cost arising out of any claim related to
accident, loss of life or equipment, malfunctioning of the balloons or
natural calamity during the course of the event.
2- Entire Management and organization of the event would be looked
after/ supervised by the Collector, Agra or a Committee designated by
him/her.
3- The firm should have requisite valid permits/licenses issued by the
civil aviation authorities such as DGCA/Ministry of Civil Aviation to
organize such events.
4- The firm selected for the job will have to obtain necessary permits
from DGCA according to the requirement of the events
5- The balloons should have valid certificates of air worthiness.
6- The company will be required to obtain necessary approvals/
clearances/ coordination for the flights from Airports Authority of
India, state authorities and ATC units as per DGCA rules & guidelines.
7- The flights must be flown as per guidelines of DGCA.
8- The balloons should be equipped with appropriate radio receiver
communication facilities with the nearest ATC units.
9- The company doing the task should have 2 years of proven experience
in the planning, organization and operation of similar Hot Air
Ballooning or aviation industry event.
10- Firm should have a turnover of Rs. 1.00 Core in Last financial year i.e.
2011-12. Self-attested copy of the audited balance sheet and profit &
loss account should be enclosed.

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11- Firm should have organized at least two Hot Air Balloon shows in last
two years.
12- Preferably recognized affiliation with the Indian tourism industry/
Balloon Club of India.
13- The Balloons are required to be flown by well trained, experienced
and valid license holder pilots.
14- Sufficient technical knowledge in hot air balloon operations.
15- The ground crew handling the job should also be highly trained and
experienced.
16- Internationally practiced safety norms should be followed.
17- All flights including the passengers on board should be insured.
18- Arrangements of medical facilities near activity area are mandatory.
19- Any other thing on mutual agreement.
20- Firm has to quote an amount (inclusive of all taxes etc.) in its
financial bid which it expects from the government to pay to the
agency as financial supports for the event. This amount would not
be more than Rs. 50.00 lacs in any case.
21- Department intends to organize this event each year on a regular
basis with a view to gradually reducing financial support from
Government and make this event self-sustainable in next 3-4 years.
for this purpose it is felt that this events should be funded by private
players by way of sponsorships/TV rights/Commercial flights etc. It is
learnt that organizing such a big event with 15 balloons including
foreign pilots is a costly affair. To meet out the expenses over and
above the support proposed by the government ( Approx. Rs 50.00
Lacs this year), the selected firm might need to operate balloon flights
on commercial basis or arrange sponsorship or explore other sources
of revenue. To mobilize funds for the event, selected firm may be
allowed to undertake following activities/ efforts with prior approval
of the department :-
1- Arranging sponsorship from interested firms/ companies with the
agreed policies/norms of government in consultation & approval
of the department, however, there will not be more than 2 to 3
sponsors and complete details of such sponsorships in cash and
kind have to be furnished by the firm/agency to the department
mileages to be given to the sponsors would be decided mutually
between the department and the firm/agency. Branding of
sponsors at venue would be managed in such a disciplined manner

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that the sponsors get due mileage of their investments but that
branding doesn’t deface the entire arena and the Uttar Pradesh
Tourism branding.
2- Hot air balloon show would be an exclusive and unique kind of
event being held at Agra. There may be many TV channels which
might like to cover the event and air it on their channels. Selected
firm may make efforts to get such channels and sale TV right with
approval of the department. Details of all such revenue have to be
provided to the department by the firm.
3- Revenue earned through such sponsorships, TV rights etc. would
be shared between department and agency in 50:50 ratio,
however this ratio would be 75:25 in case total sponsorship
amount exceeds Rs. 50.00 lacs.
4- There will not be any free or complimentary flights. Selected firm
may conduct commercial flights on 3 to 4 balloons during three
days of the event with agreed schedule and norms in consultation
and approval of the department. Commercial flights should be
priced at minimum possible rate ( Agency has to quote specifically
the per passenger fee for commercial flights ) so that maximum
number of visitors/ tourists can experience the adventure. Entire
revenue earned through commercial flights has to be deposited in
Government or amount equal to the revenue from commercial
flights would be deducted from the amount payable to the agency.
Monitoring of the booking would be done by a committee
constituted by the Department of Tourism, Uttar Pradesh.
22- Complete details of such sponsorships in cash and kind have to be
furnished by the firm / agency to the department along with copies of
agreements with sponsors and certified copies of cheques/DDs/BCs
received from sponsors. Payment on part of Department would be
released only after receipt of this account.
23- After successful completion of the event, agency has to submit
following –
A- Entire account of expenditure and revenue duly audited by CA and
Supported by certified copies of vouchers, bills, agreements,
receipts of revenue, sponsorships etc. Department may ask for the
original documents in needed at any points of time.
B- Firm has to provide UC for the amount to be provided By the
Department of Tourism.

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C- List of passengers with details of fee charged for flights etc.
D- A comprehensive report on the event along with picture of daywise
events.
E- Any other relevant document desired by the department.
24- Final selection of the agency out of the technically qualified agencies
would be on the basis of minimum commitment asked by the agency
from government.
Information , Terms and conditions :
1- Entire management and organization of the event would be looked
after by the Collector, Agra or a committee designated by him/her.
2- All queries pertaining to tender and terms & condition should reach to
this office one day before the bid-date.
3- The scope of the work mentioned above may kindly be reassessed on
site before execution of works for reasonability. Concept plan and all
design have to be got approved from the department. For any
additional work having financial implication which is outside the scope
of work but has to be done by the agency on the request of the
department, a committee of officers will examine the reasonability of
claims and recommend to the Director General Tourism.
4- The bids shall be submitted in two separately sealed envelopes
strictly, one having the financial bid for the same. The two envelopes
shall be superscribed accordingly. The EMD has to be attached with
the technical bid.
5- Bidders who have downloaded the tender form from internet have to
enclosed tender document fee of Rs. 500/- in form of BC/DD in favor
of Director General, Department of Tourism, Uttar Pradesh, Lucknow
along technical bid.
6- Technical bids will be opened first. Before opening the financial bids
of the technically qualified firms, the pre-qualified agencies shall be
asked to make a power point presentation before the designated
committee of department formed for the purpose. Based on these
presentations, the committee shall decide to open the financial bids
of the agency/agencies whose presentations are found to be
satisfactory and as per requirements of the event. AV presentations
will be considered as technical part of the bidding process. Overall
understanding of the project, creative elements in the presentation
and past experience will also be the crucial selection criteria.

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7- Selected firm will have to sign an agreement with Department of
Tourism on Rs. 1000/- non judicial stamp paper within 7 days from the
date of issue of work order.
8- The agreement between the firm and Dept. of Tourism may be
terminated any time if it is found that the firm is unable to organize
the event or can’t maintain the safety & creative standards of the
show or violates any of the conditions stipulated by the Department.
9- Department of Tourism will make efforts to advertise and market the
event through print and electronic media besides facilitating support
of local administration.
10- Firms applying will have to attach Demand Draft of Rs. 1.0 lacs as 2%
earnest money of the estimated cost of project (R. 50.00 lacs) in favor
of Director General Tourism, Department of Tourism, Government of
Uttar Pradesh. Earnest money should be attached with the technical
bid. Tender shall not be considered without earnest money.
11- Selected firm will have to deposit 5% of the contract value i.e. Rs. 2.50
lacs as security deposit with the department within 7 days of issuance
of work order. Earnest money deposited with technical bid will be
adjusted against the security deposit.
12- For any query or clarification the interested agencies may mail their
queries at upstdc@up-tourism.com before submitting the tenders.
13- Where every specific terms and condition have not been spelt out in
tender document, General Finance and Accounts Rules of the state
Government shall apply.
14- Tenders received after the due date and time will not be considered.
The Director General Tourism, Government of Uttar Pradesh,
Lucknow reserves the right to accept or reject any tender or its part
without assigning any reasons thereof.
Director General,U.P.TOURISM