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Terms of Reference - DOC 15

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Terms of Reference - DOC 15 Powered By Docstoc
					9th June 2009 Our Ref- SLTPB/PROC/09/073 Ayubowan!

Supply of Lighting, Sound and Stage for re-branding launch of Sri Lanka Tourism Promotion Bureau The Chairman, Procurement Committee of Sri Lanka Tourism Promotion Bureau will receive sealed quotations from professional and duly registered Sound and light suppliers for the services required herewith. The Price Schedule to be filled by the bidder is annexed herewith and the tenders will be closed at 2.00 pm on 16th June 2009. Sealed Tenders in duplicate may be dispatched either by registered post or hand delivered to the Chairman, Procurement Committee of Sri Lanka Tourism Promotion Bureau, No.80, Galle Road, Colombo 03 and should receive before closing date and time as mentioned above. It should be written on the top left hand comer of the envelop as “Supply of Lighting, Sound and Stage for re-branding launch” The Quotations will be opened immediately after the closing time at the Sri Lanka Tourism Promotion Bureau, No. 80, Galle Road, Colombo 03. The company or their authorized representatives can be present at the opening of the quotations.

Thanking you.

Chairman Procurement Committee Sri Lanka Tourism Promotion Bureau, No 80, Galle Road, Colombo 3

INSTRUCTION TO BIDDERS (ITB) 1. Bids are called to appoint a supplier for Lighting, Sound and Stage for rebranding launch for Sri Lanka Tourism Promotion Bureau by the Chairman, Procurement Committee of Sri Lanka Tourism Promotion Bureau. 2. Bids to be sealed in accordance with clause 4 of this ITB shall be dispatched under registered post or hand delivered to the address given below, to receive before the closing date and time. Chairman Procurement Committee Sri Lanka Tourism Promotion Bureau 80, Galle Road Colombo 03. 3. Bids will be closed at 2.00 p.m. on 16th June 2009 4. Bids shall be submitted in one original and one duplicate. The Original and the Duplicate should be sealed in two separate envelopes and the two envelopes shall be enclosed in one envelope marked as “Supply of Lighting , Sound and Stage for re-branding launch’’ on the top left hand comer of the envelope. 5. Number of Bids- only one bid from each tender 6. Cost of Bidding- entire responsibility of bidders. 7. Clarification of bid document- written request for clarification should be made before five working days prior to the dead line of the submission of bids. 8. Amendments of bid documents - may be issued at any time prior to the dead line for submission of bids. Amendments should be part of bid documents. 9. Language of document- English 10. Bid currency - Sri Lankan Rupees 11. Format and signing of bid document- original and duplicate of bids shall be typed or written in indelible ink and signed by authorized signatories. Any change should be initialed. 12. Dead line for submission of bids may be extended at the discretion of employer. 13. Late bids- bids receive after the deadline will be rejected. 14. Opening of bids- Bids will be opened immediately after the dead line of accepting the bids. Bidder's representative will be allowed to be present at the opening where the basic information will be announced and recorded. 15. Preliminary examination- completeness and substantial responsiveness of each bid will be examined. 16. Award of contract- Award will be done to the lowest evaluated responsive, qualified bid. 17. Acceptence or rejection of bids- The Chairman, Procurement Committee reserved the right to accept, reject any bid or part of the bid submitted. 18. Notification of award- The selected bidder will be notified by fax, telex or E- mail and followed by a letter. 19. Validity period of the quotation should be 90 days from the date of opening of bids. 20. The price shall include all the costs incurred until the goods handed over to SL TPB. 21. No advance payments will be paid 22. The supplier should have the ability of supplying all items in required numbers

23. Payments will be made after 30 days of the event

24. selected suppliers has to submit a performance guarantee worth of 20% of the total contract amount before awarding the contract from a reputed Bank registered in Sri Lanka 25. Bidders shall complete both company profile and price schedule according to the format given. At the evaluation both the profile and price schedule may be taken into consideration 26. Bids without company profile in the given format will be considered as non responsive bids 27. The soft copy of the tender document can be downloaded from www.srilanka.travel which is the official web site of Sri Lanka Tourism Promotion Bureau

TERMS OF REFERENCE Supply of Lighting, Sound and Stage For re-branding launch of Sri Lanka Tourism 1. Introduction Considering the present situation of post war it will be expected from Sri Lanka Tourism to take the opportunity created from the peaceful situation created in the country to boost the industry. It is very important to bring to the notice of the general public that Sri Lanka Tourism along with the tourism industry is now geared to take Sri Lanka to the world with the new logo and the campaign. Event Concept – A press conference will be held prior to the event to brief the local media of the unveiling of the new logo and the main communication campaign. This will assist in receiving the required publicity for the launch event among the general public. After which the media will also be invited to enjoy the launch event and cocktails thereafter. A theatre style presentation will take place where Ministry Leadership and all significant officials will make speeches and presentations on their relevant areas and their involvement in the launch. Various entertainment acts that are specially created and produced for Sri Lanka Tourism Launch event will take place in between these speeches to keep the audience further interested. Selected items (artifacts, images, etc.) collected from the local activation will be showcased during the event as a part of thanking and congratulating all Sri Lankans who took part to make this event possible. Logo unveiling will take place in grand scale and then the new communication campaign will be presented to the audience. Cocktails will be arranged for the guests to enjoy during the event. All dignitaries and people of significance will be invited to this event. This will be held at Sirimavo Bandaranayke Memorial hall of BMICH in order to cater to the grand scale of the event. 750 – 1000 guests will be invited and the invitation will be in the form of a memorabilia that the invitees may keep long after the event is over. It will be a pearl in the shape of Sri Lanka set in velvet setting in a box made of reed. Logo Revelation: The logo revelation will take place simultaneously with a specially choreographed dance item. During the revelation, the LED screen will move to either side of the stage giving prominence to the logo. The logo will be created using Perspex on each individual letter and stuck onto a tank which will be placed behind the LED screen up to the time of the logo unveiling.

List of required items
Item Line Array Sound System or similar LED Screen Moving mechanism for the LED Screen for Logo Unavailing Stage For LED Screen Normal Stage Specification Required other equipment for the sound system is below 20’ X 10’) with Computer and Video Scalar It has to ensure that the moving Mechanism is in smooth operation (48’X 8’X Height 5’) holding capacity 3 Tone (min) (48’ X 27’) As per the Stage detail diagram Back stage has to be covered with Black colour Fabric (60ft X 25ft) Black masking for either sides of the stage 8 ft high 30 ft long up to exit doors 575 Watts 575 Watts 1200 Watts (Tungsten) 1000 Watts (Tungsten) 2500 cu ft/ min Through up to 3m 48 ft long X 20 ft height with four pillars 20 ft hight 1000 Watts Blue Colour Filter Phantom Powered – Goosed snake Multi frequency compatiable Nos 1 1 1

1 1

Stage Lighting System Moving Head - Spot Moving Head - Wash Pro Colour Parcan Smoke Machine Hazer Machine Fire Machine Lifting Truss For Back Stage Lifting Truss for front Lighting Lighting System For Hall Parcan For Pillars DJ Console Podium Mic FM Hand Held Dynamic Mic Clip on Mic VGA / DVD Seamless Switcher DVD Players Projection TV Video wall

16 12 12 24 2 2 4 4 2 36 1 2 10 6 1 3 1

Podium Draping the entire venue with fabric Electrical Generator and the stand by generator Internal Communication equipments

10 ft X 10 ft to be placed at the lobby for the press conference DVD players and Video mixer and other sufficient processors With plasma TV 25 ft height Sirimawo Bandaranayake A Hall 250 KVA

1 1 1 6

Specifications for the complete Sound System Item Specification Line array Sound System or similar 35000 W RMS Amplifier Sufficient amplification system for the above system and cross over 22 Ft Height Sound Rig Main Mixer Monitor EQ (31 Ban) Monitor Speakers Limiter Cross Over Processor Insert Cable System    

Nos 1 1 1

(32 Channel) (Sub Channels 06) (aux Channels 8) 350 w

1 1 6 6 1 1 1

If different suppliers selected for Different items ( Sound / Light/ LED wall) each selected provider will have to manage their own power requirement Job has to completed 8 hours prior to the event Power will have to be supplied for the rehearsals The selected company / companies should provide a Sound Engineer and a Lighting Director and crew

INFORMATION ON COMPANY PROFILE A1. Profile of the Company Please fill following information first and you may add any other information you wish in the additional information section. Name of the Agency Year of incorporation in Sri Lanka Contact person and contact details: No. of permanent Employees: No. of casual/contract staff Services provide Other Relevant Information A2 -CLIENT BASE A2.1) PRESENT CLIENTS In case of third party supply please mention the main contractor and contact details in the relevant column Name of Contact Nature of Contract Date Remarks Company details of event 1 2 3 4 5

A2.2) PAST CLIENTS In case of third party supply please mention the main contractor and contact details in the relevant column Name of Contact Main contractor of Nature of Date Remarks Company details the event and Contract of contact details event (For third party supplies only) 1 2 3 4 5

A3 – BEST PERFORMED EVENTS BY THE COMPANY Please give details at least for six mega events In case of third party supply please mention the main contractor and contact details in the relevant column Name of the Event Date Client and of the contact details event Main contractor of the event and contact details (For third party supplies only) Nature of event and nature of supply Remarks

1 2 3 4 5 6

Price Schedule
Item Line Array Sound System or similar LED Screen Moving mechanism for the LED Screen Stage For LED Normal Stage Stage Lighting System Moving Head - Spot Moving Head - Wash Pro Colour Parcan Smoke Machine Hazer Machine Fire Machine Lifting Truss For Back Stage Lifting Truss for front Lighting System For Hall Parcan For Pillars DJ Console Podium Mic FM Hand Held Mic Clip on Mic VGA / DVD Seamless Switcher DVD Players Projection TV Video wall Podium Electrical Generator and the stand by generator Draping venue
Internal Communication equipments

Specification As per the requirements in the TOR 20’ X 10’) (48’X 8’X Height 5’) (48’ X 27’)

Nos 1 1 1 1 1

Rate

Total

575 Watts 575 Watts 1200 Watts (Tungsten) 1000 Watts (Tungsten) 2500 cu ft/ min Through up to 3m 48 ft long X 20 ft height with four pillars

16 12 12 24 2 2 4 4 2

1000 Watts

Multi frequency

36 1 2 10 6 1 3 1 1 1 1 6 Sub Total VAT 12% Total

10 ft X 10 ft

250 KVA Material - Fabric

Name …………………………………………. Company Seal ……………………………… Designation …………………………… ………………………………

Date


				
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