Tender Notice No.4438/2023/F1, DI. 03.01.2024

Description of Work:

Preparation of tableaux on Cooperation, Food and Consumer Protection Department at Chennai for the Republic Day Pageantry Procession 2024, to be held on 26.01.2024.


  1. This tender document is not transferable.
  2. The tender should be signed in all the pages by the bidder with seal.
  3. Attach separate sheets wherever necessary.


Tender Notice No: 1

Tamilnadu Co-operative Union invites sealed tenders in Two Part System (a) Technical Bid with Commercial terms (without Price Bid) (annexure II) and (b) Price Bid (annexure III) quoting the design and rate for preparation of tableaux on Cooperation, Food and Consumer Protection Department participation in the Republic Day Pageantry Procession 2024 to be held on 26.01.2024.

Eligibility Criteria

  1. Only the Decorators / Designers approved by the Information and Public Relation Department, Chennai are eligible to participate in the tender.
  2. The bidder should have an annual turnover of Rs.10.00 lakhs in the last three years.
  3. The bidder should have sufficient experience and qualified technical manpower to design and erect the pavilion within the scheduled time.
  4. The bidder should provide exclusively sufficient experienced and qualified technical manpower and other amenities to complete the erection.
  5. The bidder should have a bulk quantity of materials to ensure the timely completion of the tableau.
  6. The period of agreement will be only for this specified work and for the period of the tableau pageantry procession announced by the Information and Public Relations Department.


Details Information
Tender Notice No. & Date: 4438/2022/F1 — 03.01.2024
Cost of Tender Documents: Nil
Earnest Money Deposit: Rs.10,000/- by Demand Draft to be drawn in favor of "Managing Director, Tamilnadu Cooperative Union", payable at "Chennai".
Date and Time of issue of Tender: From 04.01.2024 10.30 AM
Last Date & Time of issue of Tender: 10.01.2024 Upto 3.00 P.M.
Submission of Tender: 10.01.2024 Upto 5.00 P.M.
Date and time for opening tender: 11.01.2024 at 3.00 P.M.
Venue of opening tender: Conference Hall, Tamilnadu Co-operative Union, 170, Periyar E.V.R High Road, Kilpauk, Chennai - 10.
Address for all correspondence: The Administrator, Tamilnadu Cooperative Union, 170, Periyar EVR High Road, Kilpauk, Chennai - 10.
Tender System: The tender shall be of two cover system / two bid system.
Part 1: Technical specifications, qualifications, general conditions of contract etc. along with EMD (Envelope-A)
Part 2: Price Bid (Envelope-B) [Copy of the Design and Rates]
Both the parts each in separate sealed cover 1 & 2 (Part 1 — in cover 1 and Part 2 in cover 2) shall be submitted together in a common sealed cover.
The Tamilnadu Co-operative Union will not be bound to accept the lowest tender and reserves the right to accept or reject any or all the tenders without assigning any reason whatsoever.


  1. The bid should be filled and signed with seal.
  2. The latest Income Tax clearance certificate should be enclosed.
  3. The bidder should enclose proof of existence in the field of design/decoration for 5 years.
  4. The bidder should enclose proof of the last three years' turnover by way of Audited Balance Sheet with Chartered Accountant's Certificate.
  5. The affidavit should be enclosed as in Annexure - I.
  6. The bidder should produce the design and quote the rate for preparing tableaux for the pageantry procession for Cooperation, Food and Consumer Protection Department.


  1. Tender documents are not transferable.
  2. Details to be furnished.
    • 2.1 All particulars must be furnished as asked for in the tender.
    • 2.2 The rate should be clearly indicated both in words and figures. Wherever a discrepancy between words and figures, lower of the two shall apply.
  3. Tamilnadu Cooperative Union reserves the right
    • 3.1 To reject any or all the tenders without assigning any reason thereof.
    • 3.2 To revise or amend specifications.
    • 3.3 To relax, waive or modify any of the conditions stipulated in the specifications wherever deemed necessary.
    • 3.4 Tamilnadu Coop.Union reserves the right to negotiate for further reduction of rates.
    • 3.5 The Managing Director, Tamilnadu Co-operative Union reserves the right to accept in full/part/reject the bid for any reason thereof, and the Managing Director's decision on the subject will be final and binding on all parties.
  4. Opening of Tender:
    • 4.1 The tender committee will open the tenders in the presence of these bidders (or) their representatives with a letter of authority who prefer to attend the tender opening.
    • 4.2 The bid will be evaluated and qualified bidders will be prepared by the tender committee.
    • 4.3 The decision of Tamilnadu Co-operative Union will be final in this regard.
  5. The contractor should not assign or make over the contract, the benefits or burden thereof to any other person or persons or body corporate. No under letting or any other part thereof is permitted.
  6. If the bidder fails to fulfill the contract obligation in full within the stipulated period as prescribed, the contract will be terminated at the risk and cost of the contractors.
  7. Acceptance/Withdrawal:
    • 7.1 The final acceptance of the tender would be entirely vested with Tamilnadu Cooperative Union who reserves the right to accept or reject any tender without assigning any reasons whatsoever. (There is no obligation on the part of Tamilnadu Cooperative Union to communicate in any way with rejected bidders).
    • 7.2 After acceptance of the tender by Tamilnadu Co-operative Union, the bidder shall have no right to withdraw his tender or claim a higher price.
    • 7.3 Tenders with incomplete information (or) not in accordance with the instruction are liable to be rejected.
    • 7.4 For each pre-condition, documentary evidence is to be produced duly attested by the contractor. If the documentary proof is not enclosed, the tender is liable for rejection.

8. Force Majeure:

Neither the customer nor the contractor shall be liable to the other for any delay or failure in the performance of their respective obligations due to causes, contingencies beyond their reasonable control such as:

  1. Natural phenomena including but not limited to earthquakes, floods, and epidemics
  2. Acts of any Government authority, domestic or foreign, including but not limited to war declared or undeclared.
  3. Accidents or disruptions including but not limited to fire and explosions.

9. Jurisdiction for Legal Proceedings:

It should be agreed between parties that any suits or proceedings, if any arising out of the contract to be executed by the selected contractor and Tamilnadu Co-operative Union, shall be instituted in a court within Tamilnadu. No other court outside Tamilnadu shall have jurisdiction even though any part of the cause of action might arise within the jurisdiction of such courts. Any proceedings in regard to any matter arising in any respect under this contract shall be instituted in the City Civil Court of Chennai.

10. The Affidavit should be Enclosed (Annexure-I)

(To be executed on a non-judicial stamp paper of Value Rs. 10/-)

I. ...........................................(Name) S10........................................

·············· ············••••.(Name)................................................i··················

(Designation) of (Name of the Vendor)

do solemnly affirm and state as follows:

  1. I am duly authorised by the to make this affidavit on its behalf.

  2. I am duly authorised by the company to sign the tender forms, agreements, etc., on behalf of the cooperatives.

  3. The contents of this affidavit and information provided in the Bid application for Preparation of tableau on Cooperation, Food and Consumer Protection Department at Govt. Model School Ground, Near Seemati Wellington College, Marina Beach opposite, Chennai, during the pageantry procession to be held on 26.1.2023 for the Republic day celebration.

  4. We have sufficient experienced and qualified technical manpower and sufficient materials to prepare the tableaux as specified in the schedule A.

  5. Our annual turnover during the last three years was more than Rs. 10.00 lakhs.

  6. We have a certificate of approval by the Information and Public Relations Department.

  7. We have sufficient working capital / liquid assets to undertake the work.

Dated: Place:


Sworn Before me
(Notary Public)


Technical Bid with Commercial Terms (Envelope - A)

Envelope - A should contain the following:

1. Name of the Institution.
2. Address with Telephone No, E-mail etc.
3. Name of the contact person.
4. Documentary evidence for the pre-qualification:
  1. Proof of existence in the field of decoration / design.
  2. Proof of Turnover of more than Rs.10 lakhs in the field of decoration/ designing as per Chartered Accountant's Certificate.
  3. A letter of confirmation about the availability of sufficient experienced and qualified technical manpower and other materials for preparing the tableaux.
  4. Income tax clearance certificate.
5. E.M.D by way of demand draft to be enclosed.
6. The affidavit (Annexure-I) to be enclosed.
7. Certificate of approval by Information and Public Relations Department, Chennai-9.

Signature with seal