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How to Submit a Bid for the Design, Construction, and Maintenance of the "India Pavilion" at Fine Food Australia 2024

The Agricultural and Processed Food Products Export Development Authority (APEDA) is inviting fresh bids for the design, construction, and maintenance of the "India Pavilion" at Fine Food Australia 2024, scheduled from September 2 to September 5, 2024, at the Melbourne Convention and Exhibition Centre (MCEC), Melbourne, Australia. This article will guide you through the detailed process of preparing and submitting your bid.

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Step 1: Understand the Scope of Work

Before you begin preparing your bid, it's crucial to understand the scope of work as outlined by APEDA. The assignment involves designing, constructing, and maintaining a 180 sq. meter India Pavilion at the Fine Food Australia 2024 event. The pavilion will showcase Indian agricultural and processed food products.

The scope includes:

1. Theme/Common Area Design: A 36 sq. meter theme area featuring live demos of Indian cuisines, a meeting lounge, reception area, and an LED video wall.
2. Exhibitor Stalls: Construction of approximately 16 stalls, each measuring 9 sq. meters.
3. Branding: Prominent branding of "Bharat (India)" in both English and Hindi throughout the pavilion.
4. Wet Sampling Area: A dedicated space for live demonstrations and tasting of Indian cuisines and beverages.
5. Other Duties: Arranging electricity, compliance with event guidelines, and daily maintenance of the pavilion.

Step 2: Check Eligibility Criteria

To participate in the bidding process, your agency must meet the following eligibility criteria:

• Experience: Conducted at least three international events with pavilion areas of no less than 135 sq. meters each and a minimum financial value of ₹50 lakh per event over the last five years.
• Financial Strength: A minimum annual turnover of ₹3 crore from event management business, specifically related to pavilion design, construction, and maintenance, during any three years of the last five financial years.
• Compliance: The agency should not have been blacklisted by any government organization.

Step 3: Prepare the Required Documents

Your bid submission must include the following documents, organized into four envelopes:

Envelope I: Application cum Processing Fee and Earnest Money Deposit (EMD).

• Demand Draft of ₹17,700/- in favor of APEDA as the Application cum Processing Fee.
• Demand Draft of ₹5,00,000/- as Interest-free EMD.

Envelope II: Technical Bid

• Annexure 1: Details of the Bidder Agency.
• Annexure 4: CA Certificate confirming the agency’s financial details and experience.
• Annexure 5: Self-declaration of not being blacklisted.

Envelope III: Financial Bid

• Annexure 2: Financial Bid detailing the cost for the design, construction, and maintenance of the pavilion.
• Annexure 3: Quotation for Optional Items.

Envelope IV: Master Envelope containing the above three envelopes.

Step 4: Submit Your Bid

Pre-Bid Meeting: Attend the pre-bid meeting scheduled for August 13, 2024, at 12:00 noon at APEDA’s head office in New Delhi to clarify any doubts.

Bid Submission: Submit your completed bid in the Master Envelope to the following address before 12:00 noon on August 16, 2024:

The Secretary
Agricultural and Processed Food Products Export Development Authority (APEDA)
3rd Floor, NCUI Building, August Kranti Marg, New Delhi - 110 016
 

Step 5: Selection Process

The selection process involves a technical evaluation followed by the opening of financial bids. Agencies scoring at least 70% in the technical evaluation will proceed to the financial evaluation. The final selection will be based on the Quality and Cost-Based Selection (QCBS) method.

Conclusion

Submitting a bid for the India Pavilion at Fine Food Australia 2024 is a comprehensive process requiring detailed documentation and adherence to APEDA’s guidelines. Ensure your agency meets the eligibility criteria, prepare all necessary documents meticulously, and adhere to the submission deadlines. Successful bidders will play a key role in showcasing India’s agricultural and processed food products on an international stage.

For more details or any clarifications, contact the Deputy General Manager at APEDA.