Work Specifications
1.

Specification number: 357-190624-0

2. Name of Assignment
Planning, operation, services and assistance for the India-Japan Business Forum for Energy Efficiency,Conservation and Renewable Energy
3. Overview
The Energy Conservation Center, Japan (ECCJ), appointed by the Ministry of Economy, Trade andIndustry (METI), is planning to hold the Business Forum for Energy Efficiency, Conservation andRenewable Energy (the “Forum”) in India to introduce advanced energy initiatives, technologies,products, and the best possible energy solutions for global-scale issues such as climate change. The aimis to help build a decarbonizing society through further mutual cooperation.
3-1 Name*: India-Japan Business Forum for Energy Efficiency, Conservation and Renewable Energy
3-2 Organizer: ECCJ and the Japanese Business Alliance for Smart Energy Worldwide (JASE-W)
3-3 Supporters*: METI, Ministry of New and Renewable Energy (MNRE), Ministry of Power (MOP),
Bureau of Energy Efficiency (BEE), The Energy and Resources Institute (TERI), Federation ofIndian Chambers of Commerce & Industries (FICCI), Embassy of Japan in India
3-4 Venue*: Delhi, India
3-5 Date*: 7th November, 2019 (a half day or full day)
3-6

Language: English

3-7 Expected participants: Government officers, industry leaders, 100–150 people
3-8 Sessions*
High-Energy Efficiency Technologies for Industry
Power Storage and Batteries
Hydrogen Supply Chain Technologies
Zero Energy Buildings
Energy Management Systems for Buildings, etc.
Business networking(* to be determined)
4.

Work Specifications
BIDDER for this specification will assist ECCJ in holding the Forum in accordance with the following
work items.
4-1
4-2

BIDDER shall plan, conduct, and operate the Forum in coordination with ECCJ, the Indian
Government (MOP, MNRE, BEE) and the Embassy of Japan in India.
Arranging the Forum venue and equipment
BIDDER shall arrange the Forum venue in Delhi, India, which shall be offered at a reasonablecharge compared with similar meetings and forums. The venue must have capacity for 100–150
1audience with a school or theatre type seat layout, and have a meeting room with capacity for 150
attendees for a buffet-style lunch/dinner, a foyer or space where panels and banners can beexhibited, and desks and chairs for the pamphlets of participating Japanese companies.
Refreshments shall be served during coffee breaks and light meals shall also be served during
lunch/dinner. BIDDER shall also prepare equipment necessary to hold the Forum, which will
include, but not be limited to, a set of equipment for presentations (PC, projector & screen, etc.),
several microphones and audio equipment. Also, a set of voice recording equipment shall beprepared.
The cost and fee for the meeting room and equipment shall be settled separately, therefore
BIDDER shall not quote for them.
4-3

BIDDER shall arrange and assist the networking sessions.
BIDDER shall produce A1-size board panels introducing Japanese companies’ technologies andproducts, the data of which will be provided by ECCJ, and BIDDER shall arrange the space toexhibit those panels, and shall place chairs and desks for networking and business matching.

4-4

BIDDER shall arrange the invitation letter for visa applications, arrange for transportation between
the airport and hotel, and coordinate the booking of rooms and speakers from Japan and ECCJ
staff. (The room charges will be paid to the hotel on an individual basis.)

4-5

BIDDER shall create the agenda and timetable based on the session themes provided by ECCJ.

4-6

The speakers shall be decided during the course of preparation; however, BIDDER shall determine
the speakers from India in consultation with MNRE, MOP, BEE, the Embassy of Japan and ECCJ.
In addition, BIDDER shall communicate with all speakers (except for the speakers from Japan)
and obtain presentation materials from them by the due date.

4-7

BIDDER shall arrange the Master of Ceremony (MC) for the Forum who shall be fluent in English,
and shall provide stage directions to the MC according to the Forum program.

4-8

BIDDER shall arrange moderators/coordinators who will lead the speakers/panelists in eachsession and who have knowledge on energy issues and are fluent in English.

4-9

BIDDER shall print and bind presentation materials, the program and related documents, andprepare stationery and tote bags with the logo mark for all the documents as the Forum kits (150).

4-10

BIDDER shall engage in promotional activities and registration for audience.
In order to attract a potential audience (100–150) to the Forum, BIDDER shall engage inpromotional activities by means of, for example, creating a website for promotion and theregistration of audience, sending out the Forum details and program agenda to potential audience,and posting it on appropriate websites.
BIDDER shall invite the press of both India and Japan based in India for public communications.

4-11

BIDDER shall prepare name tag stands (30) for speakers, which will be used in sessions, as wellas name tags for audience and speakers, and staff tags (200) for ECCJ.

4-12

BIDDER shall prepare a hanging display/banner showing the name, date and logos (JASE-W,ECCJ, METI, MOP, MNRE, BEE), which will be placed and hung behind the speakers, forexample.

4-13

BIDDER shall operate the Forum by assigning a certain number of staff at a reception desk toassist audience to sign in, and to cope with microphones in the Q&A sessions.

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4-14

BIDDER shall prepare an on-site questionnaire survey which is planned to be conducted for thepurpose of obtaining comments and reviews from the audience of the Forum in English.

4-15

BIDDER shall arrange a photographer for shooting the Forum.

4-16

BIDDER shall submit a report of the Forum in English and a list of participants within 30 days
after the completion of the Forum.

4-17

BIDDER shall arrange a few days preparation visit by ECCJ staff in Delhi at least once and assist
him/her from Japan.

4-18

BIDDER shall create an operation manual to share information with relevant persons.

5. Quotation
5-1

BIDDER shall quote for a lump-sum price for the work specified in Section 4 except for the costand fee for the Forum room and equipment (Article 4-2) for BIDDER’s assistance and services inUS dollars or Japanese yen、When evaluating BIDDER’s proposal, the exchange rate between
Japanese Yen and US Dollar of a hundred and ten JPY per one USD (110 JPY/USD) will beapplied in accordance with Japanese governmental regulation for accounting officer article 14 and16.
In addition to the total cost, BIDDER shall provide ECCJ with the breakdown of the estimation of
the cost and fee as follows:a. Expense for preparing items for the Forum (website, 150 presentation binders, 150 Forum kits
(tote bag & stationery), 200 strapped name tags, 30 name tag stands for speakers, banner, 20
A1-size panels, questionnaire, photo shooting, operation manual, accomplishment report)
b. Other expenses for various arrangements (pre-meeting, inland travel assistance for ECCJ staff
from Japan, communication costs, etc.)
c. Manpower cost (logistic work such as arranging the venue, booking the accommodation,
coordinating speakers, promotional activities and so on)
It is required to clarify unit costs and number of working days for each staff.
(example: Director @__ × __ days
Assistant @__ × __ days
MC@__ × __ days

Receptionists @__ × __ days-----------------@__× __ days)

6. Qualification
BIDDER shall fulfil all the following criteria:
a. Have at least one active branch office operating for at least five years or longer in Delhi
b. Have experience of working with BEE at least three timesc. Have experience of organising at least three bilateral programs with Japan of similar size and nature
focusing on energy sector/energy efficiency/renewable energy/energy conservationｄ. Have the capability of executing the work stipulated in the specification- Have close networks with and access to Indian Government branches such as MOP, BEE, MNRE

3

- Have close networks with and effective access to Indian energy-intensive industry sectors forcollecting audience
7. Validity period
The Agreement shall become effective upon the execution date and shall expire on 27 December 2019.
8.

Terms of Payment
Payment shall be made by ECCJ within 30 days after ECCJ receives the invoice from the successful
BIDDER. The payment shall be made in Japanese yen to a bank account designated by BIDDER bymeans of telegraphic transfer (T/T) remittance.

9.

Submission of bids
BIDDER is required to submit the following in hard copies by courier:
9-1

Estimated cost sheet/quotation: 2 sets of hard copies signed by the responsible signee of BIDDER.

9-2

Proposal based on evaluation items (Article 6): 2 sets of hard copies which explain BIDDER’s
capability, appropriateness, implementation system and proposals to conduct the work stipulated inthis specification. Specific instructions for the proposal and the evaluation items with point
allocations are stipulated in Attachment A.

9-3

Work schedule
E.g. Venue selection, preparation visit, deadline for submission of presentation materials andbinding, program, arrangement of speakers, design and uploading of website, promotional activities,etc.

9-4 Others
For BIDDER who is not registered on the vendors’ list of ECCJ, BIDDER shall submit thefollowing with the quotation:a. Company brochureb. Trading performance for the last 3 years
c. Financial statements

4

Attachment A
Evaluation Items
6

Full Score

1. Capacity of execution of the work stipulated in the specification
2. Capability of execution of the work stipulated in the specification
Networks with the Indian Government, public sector entities and privatecompanies related to the energy industry
Experience of working with government, public sector entities of India orJapan on projects, conferences, workshops or events related to energy1030(15)

3. Price60

Ｔｏｔａｌ100(15)1. Capacity of BIDDER’s Organization
Item
1-1
1-2
1-3
1-4
1-5
2.

Descriptions

Business Field
Year of Establishment
City / Country Based and Branch Office(s)Number of Employees
Organization Chart

Capability of BIDDER’s Organization

2-1
2-2

Item
Descriptions
Networks with the Indian Government, publicsector entities and private companies related
to the energy industry
Experience of working with government, public sector entities of India or Japan on projects,
conferences, workshops or events related to energy
year & month
Event nameoutline①②③④5