Trade Development Authority of Pakistan

REQUEST FOR PROPOSAL (RFP)SERVICES OF EVENTMANAGEMENT COMPANY FOR
PROGRAMMING/ EVENTS FORPAKISTAN’S PARTICIPATION IN
EXPO 2025

CONTENTS
SECTIONDESCRIPTIONPAGE NOI

REQUEST FOR PROPOSAL

3IISCOPE OF WORK

5III

INSTRUCTIONS TO BIDDERS/ GENERAL TERMS AND
CONDITIONS

9IVTECHNICAL EVALUATION CRITERIA

16V

FINANCIAL BID FORM “ANNEX A”

21

VI

FORM OF AGREEMENT “ANNEX B”

22

VII

INTEGRITY PACT

29

2

SECTION-1
REQUEST FOR PROPOSAL
Tender ID No. -TDAP-AD/OSAKA2025(3)SERVICES OF EVENT MANAGEMENT COMPANY FOR PROGRAMMING/
EVENTS FOR PAKISTAN’S PARTICIPATION IN EXPO2025
The Trade Development Authority of Pakistan (Responsible National Authority for
Pakistan Pavilion) through the Section Commissioner General (Ambassador of Pakistan,Japan) invites proposals/ bids from the Event Management Companies in Japan with affiliates/
partner Event Management firms in Pakistan (preferably) for a framework agreement toprovide end to end solution for planning and organization of programming/ side events in theat the Expo2025’s common venues and around Osaka during the six months of Expo2025.
2.
Bidding documents containing Scope of Work, terms and conditions, method of
procurement, procedure for submission of bids etc. are available for the interested bidders at
the Office Trade & Investment Counsellor, Embassy of Pakistan, Tokyo. Bidding documents
can
also
be
downloadedfrom(https://eprocure.gov.pk/);
andhttps://www.pakistanembassytokyo.com/ free of cost. The interested firms who opt todownload the bidding document from the website should register themselves with the office ofTrade & Investment Counsellor, Embassy of Pakistan, Tokyo at the email address given below.

3.
Single Stage – Two Envelope Bidding Procedure will be followed for open competitive
bidding. Interested bidders shall submit their sealed proposals/ bids comprising single package
containing two separate sealed envelopes i.e. Technical and Financial Proposal which will beclearly mentioned in bold and legible letters on respective envelopes to avoid any confusion.
The original sealed Financial Proposal shall be accompanied by a bid security equivalent to
2% of total bid value and with minimum validity of 60 days in the form of Pay order/Demand
Draft/ Bankers Cheque issued by a scheduled bank of Japan in favour of Embassy of Pakistan,
Tokyo
Sealed Bids, prepared in accordance with the instructions in the bidding
documents, must reach, even ones mailed through courier, at the office of the Trade &Investment Counsellor, Embassy of Pakistan, Tokyo at the address given below on or by 26th
September 2024 at 2:00 pm. Technical Bids will be opened the same day at 2:30 P.M. in thepresence of bidders who wish to be present. Moreover, the bids, prepared in accordance with
the instructions in the bidding documents, must be submitted on EPADS by 26th September
2024 before 11.30 AM.
4.

3

5.
Trade Development Authority of Pakistan reserves the right to reject any or all bids
and to annul the bidding process at any time in accordance with Public Procurement Rules.
Trade & Investment Counsellor
Embassy of Pakistan, Tokyo
4 Chome-6-17 Minamiazabu, Minato City, Tokyo 106-0047, Japan
Tel: 08056216056, Fax: 0354213613
Email: tic.tokyo@commerce.gov.pk

4

SECTION-II
SCOPE OF WORKINTRODUCTION:
The Pakistan Pavilion is located in the Saving lives district (CS-1 pavilion at the venue site).
A team of renowned architects/ creative artists is curating the inner journey inside the Pavilion.
The Theme for the Osaka Expo 2025 is: “Designing future society for our lives”. Besides, avirtual Expo will also be managed by the organizers of Expo 2025, providing the participants
with a virtual space to showcase the potential of their respective nations.
SCOPE OF WORK:To leverage this opportunity and to promote Pakistan amongst the expected 28 million visitors,
the Trade Development Authority of Pakistan intends to organize a number of events related
to trade, investment, tourism, and cultural heritage of Pakistan in the designated/allocatedvenues of EXPO 2025’ or other venues in the City during the 6 months of the Expo. Pakistan
also intends to fully participate in the common events organized by the Expo Authorities during
several theme weeks. The overall plan of the sideline activities will be finalized keeping inview the Expo 2025’s Theme Weeks, and inputs from the stakeholders i.e. relevant Federal
Ministries, Provincial Governments and private sector stakeholders.
In this regard, services of a well reputed Event Management Company (EMC) in Japan with
an affiliate/ partner Event Management Company in Pakistan (preferably) are required toprovide end to end solution for planning and organization of programming/ side events during
the Expo.
The Scope of Services also includes, but is not limited to:Assign an experienced team in Japan for planning and executing the final calendar of
events.



The Company needs to have some understanding of Pakistan or some elements of thecompany may reflect its understanding of Pakistan, its culture, and business prospects.



Deploy ushers/ pavilion ambassadors (preferably Pakistani Origin), who are multilingualand can speak English and Japanese languages. The EMC shall provide uniforms to ushers
specific to Pakistani culture, as per design approved by the TDAP and also train them on
the inner journey of the Pavilion and various aspects about Pakistan and programming
events as per the brief provided/ approved by the Principal Curator. The ushers are expected
to be Ambassadors of Pakistan in the Pavilion therefore high standards for conduct andfinesse are expected. The entire team of ushers recommended by the EMC will be screened
and approved by TDAP. The shift management and logistics of the Ushers will be theresponsibility of EMC.



Planning, managing and executing each of the approved events with end to end solution
and coordinate these activities with the various Expo Agencies, other Government Offices
and Private entities both in Pakistan and Japan.
5

Making all necessary logistical arrangements (venue, technical equipment where required,transportation, travel and accommodation for resources persons/ performing artists catering
etc. where not already available) plus manpower and all other necessary arrangements foreach of the approved events. These arrangements must comply with the Japaneseenvironmental standards and the standards set by the Expo authorities.

Assist the appointed PR/ Marketing company for all the marketing and promotional
requirements for the aforesaid events.

Venue Set-ups for Conferences, seminars and cultural events

Oversee and provide all the necessary arrangements for the event venue (as per
requirement):a. Prepare/set-up the designated venues for the events
b. Backdrop and photo branding wallsc. Stage design and décor, and dismantlingd. Materials for venue stylinge. Table/chairs
f. Sound equipment (microphones)
g. Lighting equipment
h. AV equipmenti. Special effects (as needed)
j. Registration table/ guest book/badges
k. booth system (as required)l. Signages
m. Gensets (where required)n. Other physical and technical requirements for the events

 Event ProgrammeOversee and supervise the Program Flow per event /activity (as per requirement):a. Program & Technical scenarios/script
b. Master of ceremonies
c. Entertainment
Hotel Arrangements (as per requirement):
Scout for two-three Hotel in 3 star, 4 star and 5 star categories and negotiate best
rates best rates for:a. Room Accommodations (with VIP upgrade) for the visiting delegates/
performing artists/ resource persons from Pakistan
b. Meeting Rooms for specified eventsc. F&B arrangements
d. Physical layout and technical arrangements (if required)e. Signages etc
Transportation Service (as per requirement):
Provide all vehicular requirements:6

a. VIP cars
b. Staff Vanc. Coachd. with tour guides or liaison officers and dispatchers on need basis
 Catering Services
Handle and Provide all F&B requirements to include:a. Menu planningb. Food service (plated or buffet service)c. Table arrangement (with center piece, menu card with programme details
and name cards)
Hospitality and VIP Services ((as per requirement):a. Protocol courtesies at the airport for arrival and departureb. Tour Programs/Activity planning and executionc. Liaison Officer services
d. VIP close protection (security Detail if needed)e. Hotel courtesies
f. Entry passes
 Manpower Requirements (as per requirement):
Select and hire the following personnel for the various events in Japan as
required:a. A senior coordinator to liaison with the EXPO 2025’s organizers about
the management of the events.
b. Protocol & logistic officer
c. Master of Ceremonies
d. Rapporteurse. Translators
f. Ushers
g. Tour Guides
h. Drivers and dispatchers for vehicles
i. Liaison Officers for VIPs
j. Provide appropriate uniform and badges and other needed paraphernalia
 Marketing and Media Communications (to be done in liaison with theappointed PR company as per requirement)a. Data Base managementb. Printing of marketing materials/ brochures
 Invitation and Registration Management (as per requirement):
Recommend and invite participants per event:a. Provision of a reliable and relevant database of invitees
b. Design, prepare and send out invitations (print, e-invites)7

c. Undertake follow-ups and confirmation of attendees
d. Registration system, procedure, paraphernalia, personnel
 Photography/ Video Production and Documentation Services (as per
requirement):
Provide photography and video production services to capture all the eventsand submit to Point of Contact in the prescribed digital format:
a. Photographs (in JPEG, PNG file format)
b. Audio Visuals (in MP4 file format)
c. Submission of a full report one week after each event with video/
photographs and corresponding descriptions/captions
d. Assist the PR management company to manage contents for the virtual
space at the Expo.
Other Services
 Keep the Project Director and the other officials updated on the Event details,
protocol and other aspects of the Project Must be open to handle all other events outside of those indicated in the list
which will be budgeted/ billed using same rates as quoted for identified
services.

8

SECTION-III
INSTRUCTIONS TO BIDDERS/ GENERAL TERMS
AND CONDITIONSI.

GENERAL:a. Event management companies registered with concerned authorities and having
valid licenses are eligible to submit tenders. Complete details of the affiliates inPakistan (if available) and their credentials will be required for evaluation purposes
b. Bidding will be conducted under rule 36 (b) of the Public Procurement Rules, 2004
of Pakistan i.e. Singe Stage – Two Envelope Bidding Procedurec. Bids shall be prepared and submitted strictly in accordance with the instructions set
forth herein.
d. Single Stage – Two Envelope Bidding Procedure will be followed for open
competitive bidding. Interested bidders shall submit their sealed proposals/ bids
comprising single package containing two separate sealed envelopes i.e. Technicaland Financial Proposal which will be clearly mentioned in bold and legible letterson respective envelopes to avoid any confusion.
e. A Technical Proposal will be considered Substantially Responsive if it scores atleast 65% in the Technical evaluation against the evaluation criteria given in
Section - IV. Financial Proposals of Substantially Responsive bidders will be
opened only and the others will be returned up-opened. Contract shall be awarded
to the most advantageous bid in terms of highest rank in Quality & Cost based
selection on the basis of combined evaluation (Technical Evaluation Score 70% +Financial Proposal 30%) explained in detail below in “S. No. XI. Award ofContract”
f. All entries in the tender are to be made in ENGLISH LANGUAGE. Corrections etc
shall be signed by the authorized persons.
g. The rate should be written in the Bid Form (Annex A) in figures; whereas, the totaloffered price should be written in figures as well as in words. In case of any mistakein the totaling, the quoted unit rate will be treated as final.
h. The traveling and accommodation charges for any visits to and in Pakistan or Japanin connection with completion of assignment shall be the responsibility of thebidderi. The interested parties who have been defaulter and/or blacklisted by TDAP or any
other government agency at any time shall not be eligible to participate in the bid.
Besides, Interested Parties should not have been fined, penalized for corruption orother criminal charges, proceedings or cases (Company shall have to submit
affidavit to this effect)II.

ELIGIBILITY CRITERIA:
1.

Eligibility of Bidders:This tender invitation is open to all bidders/firms in Japan fulfilling the following
eligibility criteria:i)
The bidder must possess valid registration/ trade licenses with concerned
authorities in Japan.
ii)
The bidders under a declaration of ineligibility for corrupt and fraudulent
practices issued by any Government (Federal, Provincial or Local) or a public sector
organization of Pakistan or Japan are NOT ELIGIBLE. The firm must provide anundertaking as required to this effect.
iii)
The bidder should not be involved in litigation with any Government
department of Pakistan. The firm must provide an undertaking as required to this effect.
iv)
The bidder and their affiliate in Pakistan (if available) should have relevant
experience of providing Event Management services in Japan and Pakistan
respectively. Reference/ details to be provided in the technical proposalv)
The bidder must fulfill eligibility requirements of Expo Authorities to work at
the Expo Site. The bidders’ details will be shared with Expo Authorities forconfirmation and only those bidders confirmed/ approved by Expo Authorities will beconsidered for further bidding process.
2. Evaluation of bids
The Technical Proposals/ bids conforming to the technical requirements and having
scored 65 marks or more against the Technical Evaluation Criteria will be considered
for opening of financial bids. Most Advantageous Bid in terms of highest rank in“Quality & Cost based Selection” - 70% weightage of technical proposal and 30%
weightage of financial proposal shall be declared as successful for Award of Contract.
2.1

Preliminary evaluationi)
The Procuring Agency shall examine the bids to determine whether they arecomplete, whether any computational errors have been made, whether required sureties
have been furnished, whether the documents have been properly signed, and whether
the bids are generally in order.
ii)
The Procuring Agency may waive any minor informality, nonconformity, or
irregularity in a bid which does not constitute a material deviation, provided such
waiver does not prejudice or affect the relative ranking of any Bidder.
iii)
Prior to the detailed evaluation, the Procuring Agency shall determine theeligibility of bidder as per bidding documents. The Procuring Agency’s determinationof a bidder’s eligibility is to be based on the contents of the bid itself without recourse
to extrinsic evidence.
iv)
If a bid is not eligible, it shall be rejected by the Procuring Agency and may not
subsequently be made responsive by the bidder by correction of the nonconformity.

10

III.

SUFFICIENCY OF TENDER:
i. Each bidder shall be deemed to have fully satisfied himself before submitting theTender as to the correctness and sufficiency of this Tender and prices stated in the
Bid Form (Annex-A), which prices, except in so far as it is otherwise expressly
provided in the Conditions of the Contract, must cover all his obligations under thecontract and all matters and things necessary for the proper completion of the project.
ii. No bidders shall have the right to make any objection, excuse or claim about
correctness and sufficiency of this tender by the TDAP.

IV.

VERBAL INSTRUCTIONS BE IGNORED:
TDAP shall not assume any responsibility for information, interpretation anddeduction, the Bidders may make from the date furnished by the TDAP. No verbal
understanding, agreement or conversation with any officer, employee or agent of
the TDAP, either before, during or after the execution of the contract, shall affector modify any of the terms or obligations contained in the tender documents.

V.

COST OF TENDERING:
Bidders shall have no claim for reimbursement of any expenses of any kindwhatsoever incurred in connection with the preparation and submission of theirtenders

VI.

INCOMPLETE TENDER:
Incomplete or partially submitted bid shall be decaled non-responsive in terms of
Public Procurement Rules of Pakistan.

VII.

BID SECURITY:i.

The original sealed Financial Proposal shall be accompanied by a bid security
equivalent to 2% of total bid value and with minimum validity of 60 days in theform of Pay order/Demand Draft/ Bankers Cheque issued by a scheduled bank ofJapan in favour of Embassy of Pakistan, Tokyo, Japan. The bid security of theunsuccessful bidders will be refunded/ returned after award of Contract andacceptance thereof by the selected bidder.

ii.

The Bid Security of the successful bidder will be returned when the bidder has
furnished the required Performance Security.

iii.

The Financial Proposal without bid security will not be considered and such bid
will be rejected without any evaluation. Any reason/justification for nonsubmission of Bid Security, whatsoever may be, will not be accepted

VIII. SUBMISSION OF TENDER:

11

The Bids/ Proposals can be delivered in person or by registered mail or through courier
service at the following address:
Trade & Investment Counsellor
Embassy of Pakistan, Tokyo
4 Chome-6-17 Minamiazabu, Minato City, Tokyo 106-0047, Japan
Tel: 08056216056, Fax: 0354213613
Email: tic.tokyo@commerce.gov.pk
The bids must reach on or before the time and date given in the notice of tender, including ones sent
through courier, at which time and place they will be opened in presence of the representative of thebidders, who may wish to be present. Moreover, the bids, prepared in accordance with the

instructions in the bidding documents, must be submitted on EPADS too,

IX.

TECHNICAL PROPOSAL:
The Technical Proposal should contain minimum of following documents:a. A covering letter addressed to the Trade & Investment Counsellor, categoricallyconfirming that the Event Management Company its affiliate in Pakistan (ifavailable) fully meet the aforementioned Eligibility Criteria.
b. Copy of the agency’s certificate of incorporation and its affiliate in Pakistan (ifavailable)c. Tax Registration Certificates of both Lead Bidder and the affiliate in Pakistan (ifavailable).
d. Qualification and Experience Documents as required in Technical Evaluation.
e. Work Plan/ Methodology, implementation plan, resource allocation (including
team proposed for Pakistan’s project), Concept and timeliness and any otherinformation deemed necessary.
f. Detailed presentation (not more than 20 Minutes) on the profiles of the lead bidders,team assigned for the project and requirements as at (e) above
g. A joint bidding agreement between the lead bidder in Japan and Affiliate in Pakistan(if available) undertaking that the assignment will be jointly carried out till theconclusion of event in 2025.

The proposal shall be declared substantially non-responsive if it fails to achieve the qualifying
technical score of 65 Marks.
X.

FINANCIAL PROPOSAL:a.

The Financial Proposal must be filled in on the format at (Annex-A) in USD andprinted on the letterhead of the Lead bidder. All Payments will be made in USD in
Japan.

12

XI.

b.

The Financial Proposal document duly signed on each page (Each correction also
duly signed and stamped without any over writing) shall be sealed and clearlymarked in an envelope.

c.

Only the name of the bidders and the total prices shall be announced by the at thetime of the opening of the Financial bid/ Tender.

d.

In case of any calculation errors detected during scrutiny of the Bid, the unit rate
quoted by the bidder shall be taken as final and the tender value would be correctedaccordingly.

e.

The original sealed Financial Proposal shall be accompanied by a bid security
equivalent to 2% of total bid value and with minimum validity of 60 days in theform of Pay order/Demand Draft/ Bankers Cheque issued by a scheduled bank ofJapan in favour of Embassy of Pakistan, Tokyo, Japan.

AWARD OF CONTRACT:a. The contract shall be awarded to the Most Advantageous Bid in terms of highest
rank in “Quality & Cost based Selection” - 70% weightage of technicalproposal and 30% weightage of financial proposal in terms of Public
Procurement Rules 2004 as amended time to time in Pakistan.
b. As explained in S. No. IX above, an eligible bidder shall be required to score 65%
in Technical proposal to become substantially Responsive and for opening of
Financial proposal.
c. A combined evaluation of the Technical and Proposal will be done to ascertain thehighest ranked bid as per following formula:i. Weightage of Technical Proposal Score: 70%
ii. Weightage of Financial Proposal Score: 30%
The substantially responsive bid which has the lowest financial quote will get fullmarks for the Financial Proposal and the next higher will accordingly get lower
score for the same and so son.
Formula for calculating Financial Proposal Score:(Lowest bid amount divided by bid amount of bidder) x 30 = Score of
Financial Proposal (lowest will get full 30 score)
Highest Ranked bid = [(Technical evaluation score) x 0.7] + Financial Proposalscore
d. Once a decision has been reached, a written Letter of Award to the successful
bidder (s) will be issued which shall also mention the accepted contract price.
Thereafter, the successful bidder (s) will be required to furnish a formal Contract
agreement in the prescribed form (Annex-B) to the Section Commissioner General(Ambassador of Pakistan to Japan) within three working days from the award ofTender. In case of failure of the bidder to do so, the bid security will be forfeited.

XII.

PERFORMANCE GUARANTEE

13

The successful bidder shall be required to submit a Performance Guarantee equivalent
to 10% of the Contract amount within 28 days of the issuance of Letter of Award. The
Performance Guarantee shall be, at the option of the bidder, in the form of Deposit atCall or a Bank Guarantee issued by a Scheduled Bank in Japan or an insurance company
having at least AA rating in favour of the Embassy of Pakistan, Tokyo, Japan valid fora period 30 days beyond the Event conclusion date.
XIII. PAYMENT TERMS:
The payment shall be made through cross cheque after receipt/ processing/ verification ofbill/ invoice as per following schedule:
S. No
1
2
3
4

Milestone
Upon signing of the contract
Upon finalization and approval of comprehensive 6months events programme and financial outlay
Upon completion of all required scope of work forthat month for 6 months.
Upon submission of final report with photos andvideo documentation in the required format

Payment
10%15%
60% (10% for eachmonth)
15%

Additional:
1. The Event Management Company will provide competitive quotes for all venues
outside Expo 2025 site (with related details), AV equipment etc., travel and logistic
costs for the resource from Pakistan including their professional fees and any otherincidentals, payments for which will be made on actual basis to the Event Management
Company or directly to the vendor/ supplier/ professional/ resource concerned. This
arrangement will be finalized once the Calendar of Events alongwith total financial
outlay for Programming/ side events is finalized and approved

14

SECTION-IV
TECHNICAL EVALUATION CRITERIATECHNICAL EVALUATION:
The evaluation criteria for technical proposal for both the Lead bidder in Japan and affiliate inPakistan (if available) will be as under:
S.#

Technical Parameters
LEAD BIDDER:
i. No. of Employees More than 50 Employees on payroll – 5 Points
 Between 25 to 50 Employees – 03 Points
 Between 15 to 24 Employees – 02 Points
 Less than 15 Employees – 0 Points

01

Maximum
Marks
55

05

ii. Experience of Event Management as firms (conferences
and cultural events etc.)
Years of Experience in Event Management (details to beshared) More than 15 Years – 10 Points
 Between 10-14 Years – 08 Points
 Between 5-9 Years – 05 Points
 Between 2 – 4 Years – 0 Points

10iii. Clientele (Details to be shared)
 More than 25 MNCs/Listed Companies in any trade/
Government Agencies - 05 Points
 Between 20-24 MNCs/Listed Companies in any trade/ 03 Points
 Between 10-19 MNCs/Listed Companies in any trade/
Government Agencies - 02 Points
 Less than 9 MNCs/Listed Companies in any trade- 0
Points05

iv. Annual turnover of the company (Audited income
statements to be shared for last 3 years)
 Above USD 5 million-20 points
 Between USD 4 million-5million-15 points
 Between USD 3.5 upto 4 million-10 points
 Between USD 3 million upto 3.5 million- 7 points
 Between USD 2 million upto 3million- 3 points
 Below USD 2 million-0 points

20

15

iv. Profile of Events Organised/Managed: (Details to beshared)Events involving VVIPs
 Organised/ Managed more than 5 large scale events/
ceremonies with Heads of Governments/ States and VVIP
guests – 05 Points
 Organised/ Managed between 2-4 large scale events/
ceremonies with Heads of Governments/ States and VVIP
guests – 03 Points
 Organised/ Managed one or none large scale events/
ceremonies with Heads of Governments/ States and VVIP
guests – 0 Point
Trade/ Investment/ Business Conferences/ Seminars
 Organised/ Managed more than 25 trade/ business/investment Conferences/ Seminars with more than 100
relevant participants/ audience – 05 points
 Organised/ Managed 10-24 trade/ business/ investment
Conferences/ Seminars with more than 100 participants/
audiences – 03 points
 Organised/ Managed less than 10 trade/ business/investment Conferences/ Seminars with more than 100
participants – 0 points
Cultural Shows/ events/ festivals/ concerts involving generalpublic Organised/ Managed more than 25 Cultural events andfestivals involving general public – 05 points
 Organised/ Managed 10-24 Cultural events and festivals
involving general public - 03
 Organised/ Managed less than 10 Cultural events andfestivals involving general public – 0 points
EXPERIENCE OF TEAM ASSIGNED FOR PAKISTANEXPO2025 PROJECT

02

Team Leader and other team assigned for Pakistan Project More than 10 years’ experience in Event Management
and have been involved with events involving VVIPs 05 points
 Between 10-14 years’ experience in Event Management
and have been involved with events involving VVIPs –04 points
 Between 05-09 years’ experience in Event Management
and have been involved with events involving VVIPs –03 points
 Less than 5 years’ experience in Event Management but
have been involved in events involving VVIPs – 02
points

5

5

5

05

05

16



03

04

Less than 5 years’ experience in Event Management andhave not been involved in events involving VVIPs – 0
pointsAffiliation in Pakistan
 An affiliate company in Pakistan (10 points)
 1 or more Pakistani employees in the company (5points)
WORK PLAN/ METHODOLOGY,
IMPLEMENTATION PLAN, CONCEPT AND
TIMELINESS AND ANY OTHER INFORMATIONDEEMED NECESSARY (Please fill up the form forindicated events given in the next page)
TOTAL SCORE
Minimum Substantial Responsiveness threshold

10

30

100
65

NOTE:
Bidders are also expected to submit the filled up form indicative Requirement form which
will be discussed and considered during the Technical evaluation

17

Indicative Requirement/ Proposal for Events to be arranged during 6 months(The suggestive costs below in this table will not be utilized for Financial Evaluation of bid)
(The Amounts suggested below by the bidder shall be exclusive of the Event Management Fee )S. No

Type of Event# of
EventsNo. ofattendees/
event

1

Business Events (incl.
Conferences/ Seminars)
at thedesignated/allocatedvenuesCultural Events in the
Expo Common Venues
Entertainment/ Concertsin the venue
National Day
Celebrations
Event Opening
Participation in Expo
Theme Week Events(Bidder to pleaseresearch)
Other events
Total

10

100

10

100

3

2000

1

300

1
8

200
100

4

100

2
3
4
5
6

7

F&B Budget(please givesuggestive
cost
estimates)

Setup Budget(Please givesuggestive
cost
estimates)

Logistic costs (like travel,
accommodation, transport
for resource persons andother incidentals)

Total
including
VAT in Yen

18

FINANCIAL BID FORM – ANNEX “A”(To be printed on Letterhead of the Firm)

Financial Proposal
BID FORM
a. Name & Address of Lead Bidder and affiliate in Pakistan (if available):______________________________________

b. We are ready for Provision of services given in the scope of services for an accumulated
fee
in
USD
…………………..
inclusive
of
VAT
in
words
………………………………………………… as per details given hereunder:
S. No

1

2

3

Description
Event Management Fee for the full scope ofservices (Details of the team assigned for the
Project both in Japan and Pakistan is required) andfor the indicative number of projects given in thetable along with Technical Evaluation Criteria forend to end solution
Pavilion Ambassadors (Ushers/ Guides) (4 per shiftx 2 shifts = 8) including provision of uniforms as
per design approved by TDAP and training
including two shift in-charge(Please give breakup / Person)
Protocol Managers for the Pavilion

Amount in USD

Sub – Total
VAT//any other applicable taxes in Japan
Total in USD
c. Cumulative total in the above table shall count towards financial evaluation.
d. We shall abide by all the terms and conditions of the tender.
e. We understand that, in case of any difference of quoted price in words and digits, thelowest quoted price will be considered, as quoted price.

Signature:_________________________________Name:_________________________________

Designation:_________________________________

Japan’s ID No.

___________________________(copy enclosed)

Date:_________________________________

Stamp:__________________________________

19

ANNEX ‘B’FORM OF AGREEMENT(TO BE PRINTED ON STAMP/ JUDICIAL PAPER)

This Agreement is made at …………,……………. on this ….……. day of……………..2024
BETWEEN
TRADE DEVELOPMENT AUTHORITY OF PAKISTAN, KARACHI (Responsible
National Authority) having its office located at 3rd and 5th Floor of Block-A, FTC
Building Shahra e Faisal Karachi through the Section Commissioner General for
Pakistan Pavilion (Expo 2025) (herein after referred to as ‘TDAP’ which expression
shall include its successor-in-interest, executors and administrators, legal
representative and assigns) of the FIRST PART.
AND
M/s……………………and M/s ……………………., having their principal offices at……………………………… ……………. through its……………………………….,………………………, (hereinafter referred to as ‘SERVICE PROVIDER’ which
expression shall include its successor-in-interest, executors, administrators, legal
representative and assigns) of the SECOND PART.
1.
Whereas SERVICE PROVIDER is qualified to perform the work/ jobs
mentioned in the Tender Documents (detailed above) issued regarding provision of
Event Management Services on the Basis of which M/s ……….………. have been
selected as the successful bidders and that such performance will be in furtherance ofPakistan’s representation at the Expo-2025, Osaka being held from 13th April 2025 to13th October 2025.
2.
The Tender Document No……………………..dated………..……. as well as theLetter of Award issued by the TDAP, stating the contract price as USD____________(USD___________________________________ only), shall be deemed to form and beread and considered as part of this agreement:a) Technical Proposalb) Scope of Workc) General Terms & Conditionsd) Bid Forme) Form of Agreementf) Integrity Pact

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3.

Now, THEREFORE, in consideration of the mutual covenants set forth herein andintending to be legally bound, to honor these covenants, the parties hereto agree
as follows:
3.1 SERVICE PROVIDER:
3.1.1 The SERVICE PROVIDER is awarded the services of Event Management
for Programming/ Side Events during the Expo-2025, Osaka as per
scope given in clause ……… for …………………………….of Pakistan
Pavilion at the Expo-2025, Osaka to be coordinated with TDAP or its
nominated representative and with the Expo-2025, Osaka Authorities
and to be responsible for the provision of services as per scope of work
given in the Tender Document.
3.2 CONTRACT PERIOD AND TERMINATION CLAUSE:
3.2.1

This contract covers the period from the date of signature of this contract
till the completion of event and conditions rendered under this contract;

3.2.2

Signing of this contract on ______

3.2.3 Expected duration of Expo-2025, Osaka : March 1, 2025 to November 1,
2025
3.2.4

This contract may be terminated by TDAP at any time by giving thirty(30) days notice to the SERVICE PROVIDER. However it (the contract)
may immediately be terminated by TDAP if:
a. The SERVICE PROVIDER breaches any of its obligations under
this contract or fails to provide services as specified under thiscontract and the SERVICE PROVIDER has failed, after thirty (30)days notice of such breach to address the same; orb. The SERVICE PROVIDER has committed an act of bankruptcy.

3.2.5

Upon termination of this contract as stated above, TDAP shall release
remunerations till the time of termination to the SERVICE PROVIDER.

3.3. PAYMENT TERMS:
3.3.1

All the payments shall be made in USD as per payment terms givenin the General Terms & Conditions

3.4. OBLIGATIONS OF TDAP:

3.4.1

TDAP shall issue an official letter to the Service Provider for Pakistan
pavilion at Expo-2025, Osaka to declare the appointment of theSERVICE PROVIDER as Event Managers for Programming/ Side eventsfor Pakistan’s participation in Expo-2025, Osaka21

3.4.3

TDAP shall provide the full time resources of a dedicated representative(the “TDAP Representative”) who shall have authority to issue to the
SERVICE PROVIDER, on behalf of TDAP, administrative orders
incorporating such supplementary documents and / or instructions and/ or approvals such as are necessary for the proper and timely executionof the Services.

3.5. OBLIGATIONS OF SERVICE PROVIDER
3.5.1

The SERVICE PROVIDER shall provide TDAP with relevant services asmentioned in this contract carefully and diligently by utilizing
professional skills according to the relevant Laws and requirements ofthis contract.

3.5.2

Without the prior written approval from TDAP the SERVICEPROVIDER shall not transfer its rights or obligations under thisContract nor entrust, license or subcontract the services under thiscontract, except for using the services of the Critical Systems identified
to and approved by TDAP under the Tender Documents.

3.5.3

The SERVICE PROVIDER shall ensure that it has authentic and effective
qualification to provide services during the term of this contract.

3.5.4

The SERVICE PROVIDER shall ensure transparent and efficientdelivery of assignment during Pakistan’s Participation in Expo-2025,
Osaka.

3.6 SERVICE GUARANTEE OF SERVICE PROVIDER
3.6.1

The SERVICE PROVIDER shall not connect the service under thiscontract with any other products or services.

3.6.2

The SERVCIE PROVIDER shall not use Licensed Symbols (as defined in
TDAP’s pavilion agreement with Expo-2025, Osaka) or any other logos,
symbols, slogans or titles without prior permission of TDAP. However,Licensed Symbols in any way which is inconsistent with therequirements of Expo-2025, Osaka shall not be used.

3.6.3

The SERVICE PROVIDER warrants that its services are in line with therelevant Environmental Protection Standards of the UAE and therelevant requirements of Expo-2025, Osaka,

3.6.4

The SERVICE PROVIDER warrants that the labor conditions for its
employees shall be in accordance with the applicable laws and relevant
industrial standards.

3.6.5

The SERVICE PROVIDER warrants that when exercising its rights andperforming its obligations under this contract, the SERVICE PROVIDER
shall comply with all applicable rules, regulations guidelines andnotifications issued from time to time.

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3.7

3.8

3.9

CONFIDENTIALITY
3.7.1

TDAP and the SERVICE PROVIDER shall keep confidential all
documents and information involving the other party, the Expo-2025
Osaka authorities which may be obtained in the course of performing
this contract, whatever their form and whatever the methods by which
they are obtained, except to the extent already known or in the publicdomain, or later disclosed by a third party not in violation of any
confidentiality agreement or later required to be disclosed by a court ofcompetent jurisdiction, government organization or stock exchange(“Confidential Information”) or profited to any other authorized
subcontractor on need-to-know basis.

3.7.2

The parties agree to use Confidential Information only for the purposeof executing this contract and shall not disclose, use or authorize any
third party to use all or any part of the confidential information for any
other purpose without the permission for Expo-2025, Osaka,

INTELLECTUAL PROPERTY:
3.8.1

The intellectual property rights of any works and/or service products
created or produced by the SERVICE PROVIDER when performing theobligations under this Contract shall belong to TDAP.

3.8.2

Each party guarantees to the other that it and Expo-2025, Osaka shall not
be confronted with any requests, claims or objections from any third
party with regard to the intellectual property rights used in the pavilion,
if use of such intellectual property right was in conformity with theprovision this agreement.

3.8.3

The parties agree and acknowledge that the Licensed Symbols or theintellectual property of Expo-2025, Osaka embodies in the works and/or
service products of this Contract shall not be considered as licensed inany form to the SERVICE PROVIDER by Expo-2025, Osaka or TDAP
which is the sole rights holder of such intellectual property.

MUTUAL OBLIGATIONS / COPYRIGHTS
3.9.1

Within the scope of this Contract, the parties agree to support each otherin reaching the mutually beneficial success of Pakistan’s participation at
Expo-2025, Osaka and provide communication structures to maintain an
efficient exchange of relevant information.

3.9.2

The copyright of the products of this Contract belongs to TDAP, and theright of authorship by the SERVICE PROVIDER is asserted. After theend of Expo-2025, the presentation of the Pavilion may be used by both23

parties for internal marketing and similar purposes, and mention of theother party and their role is accepted. The SERVICE PROVIDER shall beallowed to use the presentation of the Pavilion only to portray the works
done by the SERVICE PROVIDER.
3.10. ARBITRATION:
3.10.1 Should any dispute of difference of any kind whatsoever arise between
the parties herein, the matter in question shall be settled amicably.
However, when such settlement cannot be reached, the matter shall bereferred to Arbitrator(s) in accordance with the provisions of Arbitration
Act, 1940 of Islamic Republic of Pakistan or relevant laws in Japan. It ishereby agreed that each party shall appoint one arbitrator and thedecision shall be conclusive and binding on the parties herein. The
language of the Arbitration shall be English and the venue of Arbitration
shall be Japan.
3.11

FORCE MAJEURE:
3.11.1 Neither party shall be considered to be in default or in breach of its
obligations under the Contract if the performance of such obligations isprevented by any event of force majeure arising after the date hereof.
3.11.2 The term “force majeure” means acts of God, strikes, lock-outs or otherindustrial disturbances, acts of the public enemy, wars whether
declared or not, blockades, insurrection, riots, terrorism, epidemics,
landslides, earthquakes, storms, lightening, floods, washout, civil
disturbances, exposition and any other similar unforeseeable events
which are beyond the parties’ control and cannot be overcome by due
diligence.

3.12

MISCELLANEOUS:
3.12.1 The parties agree that the validity and interpretation of this contract
shall be in accordance with the Laws of Pakistan and Japan. For the
resolution of all disputes which cannot be settled by the parties either
through mutual understanding or Arbitration, the parties shall submit
to the exclusive jurisdiction of the courts in Pakistan or Japan.
3.12.2 This contract shall be executed in English by both parties.
3.12.3 All relevant documents under this contract shall be in English.
3.12.4 The appendices of this contract shall be an integral part hereof and shallhave the same legal effect as the text of this contract itself.
3.12.5 Any modification and/or change of the contract scope of work,
adjustment of service fees or any other terms of this contract, if any, shallbe legally binding only if made by written agreement signed by theparties.

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3.12.6 This contract contains the entire agreement between the parties andsupersedes any and all previous understanding and agreements
between the parties concerning the same subject matter.
3.13 PENALTY:
3.13.1 In addition to the right of TDAP to invoke risk purchase clause andwithout prejudice to any other rights and /or remedies the TDAP may
have hereunder or at law, the TDAP shall have to right to blacklist theService Provider and his/ her team, if:
a. The SERVICE PROVIDER breaches any of their obligations under thiscontract or fails to provide services as specified under this contract.
b. The damage is caused to the TDAP due to any negligent and malafide
acts omissions/commission on part of the Service Provider and/or its
employees and agents with reference to services provided under thiscontract.
3.14

RISK PURCHASE CLAUSE:
3.14.1 In case of breach of any terms and conditions of this Contract, TDAP
shall be at liberty to procure the services from some other source andany extra payment made in this respect will be charged from theSERVICE PROVIDER and /or adjusted against its dues and the
SERVICE PROVIDER will be liable to compensate TDAP against
any/all damages/extra costs accruing to TDAP in this context: In
witness whereof the parties have caused this Contract to be executed asof the date first above written sign stamp.

3.16

NOTICESAny and all notices and communications in connection with this contract shallbe addressed as follows:To
Section Commissioner General (Pakistan Pavilion Expo 2025)
Embassy of Pakistan, Tokyo, Japan

To The SERVICE PROVIDER.………………………….
……………………………………….,
Tel: …………………………..

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Email:_____________________________________________________________________________________
____
____
FOR AND ON BEHALF OF
FOR AND ON BEHALF OF
THE SERVICE PROVIDER
THE TDAP(SEAL)
Signed and delivered by the
SERVICE PROVIDER above namedin the presence of:
WITNESSES:( SEAL)
Signed and delivered by the TDAP above
named in the presence of:
WITNESSES:

1. ____________________________

1. ____________________________

2. ___________________________

2. ___________________________(INTEGRITY PACT)DECLARATION OF FEES, COMMISSION AND BROKERAGE ETC.
PAYABLE BY THE SUPPLIERS OF GOODS, SERVICES & WORKS IN
CONTRACTS WORTH RS. 10.00 MILLION OR MORE

26

Contract No.________________ Dated __________________
Contract Value: ________________
Contract Title: _________________………………………………… [name of Supplier] hereby declares that it has not obtained or
induced the procurement of any contract, right, interest, privilege or other obligation or benefit
from Government of Pakistan (GoP) or any administrative subdivision or agency thereof or any
other entity owned or controlled by GoP through any corrupt business practice.
Without limiting the generality of the foregoing, [name of Supplier] represents and warrants thatit has fully declared the brokerage, commission, fees etc. paid or payable to anyone and not
given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan
either directly or indirectly through any natural or juridical person, including its affiliate, agent,associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any
commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee
or otherwise, with the object of obtaining or inducing the procurement of a contract, right,
interest, privilege or other obligation or benefit in whatsoever form from GoP, except that which
has been expressly declared pursuant hereto.
[name of Supplier] certifies that it has made and will make full disclosure of all agreements andarrangements with all persons in respect of or related to the transaction with GoP and has nottaken any action or will not take any action to circumvent the above declaration, representation
or warranty.
[name of Supplier] accepts full responsibility and strict liability for making any false declaration,
not making full disclosure, misrepresenting facts or taking any action likely to defeat the purposeof this declaration, representation and warranty. It agrees that any contract, right, interest,
privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice
to any other rights and remedies available to GoP under any law, contract or other instrument,
be voidable at the option of GoP.
Notwithstanding any rights and remedies exercised by GoP in this regard, [name of Supplier]
agrees to indemnify GoP for any loss or damage incurred by it on account of its corrupt businesspractices and further pay compensation to GoP in an amount equivalent to ten time the sum of
any commission, gratification, bribe, finder’s fee or kickback given by [name of Supplier] as
aforesaid for the purpose of obtaining or inducing the procurement of any contract, right,
interest, privilege or other obligation or benefit in whatsoever form from GoP.
Name of Buyer: ………………
Signature: ……………………
[Seal]Name of Seller/Supplier: …………
Signature: …………………………
[Seal]

Brief details of common event spaces available at the venue

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