Invitation to Bid for the Organizer of the Shanghai Delegation to the 13th China-ASEAN Expo
To all relevant organizations:
The 13th China-ASEAN Expo will be held in Nanning, Guangxi from September 11 to 14, 2016. Entrusted by the Shanghai Municipal Commission of Commerce, the association is now conducting an online open tender for the overall exhibition-organization work of the Shanghai delegation, including exhibitor organization, buyer organization and reception services.
I. Background
The 13th China-ASEAN Expo will be held in Nanning, Guangxi from September 11 to 14, 2016. The year 2016 marks the 25th anniversary of the establishment of China-ASEAN dialogue relations and the first year of the ASEAN Community. The 13th China-ASEAN Expo will deepen the idea of joint organization and mutual benefit, form more consensus around jointly building the 21st Century Maritime Silk Road, make full use of the new venue in line with the needs of the upgraded China-ASEAN Free Trade Area, expand exhibition scale, improve economic and trade effectiveness, extend cooperation into broader areas such as connectivity, cross-border economic cooperation, cross-border e-commerce, production-capacity cooperation and financial cooperation, and achieve more cooperation results.
Since 2004, the China-ASEAN Expo has continued to grow over the past 12 years. It has worked deeply in trade, investment and economic cooperation, and has gradually covered cooperation between China and ASEAN in customs, quality inspection, electricity, mining, forestry, technology, environment, health, culture, social development and other areas. It has become an important platform for deepening China-ASEAN economic and trade cooperation. We will jointly consolidate, improve and develop this platform so that it can play a better role, make new contributions to serving Belt and Road construction, and help build a closer China-ASEAN community with a shared future.
This year's 13th China-ASEAN Expo will focus on building an International Economic and Production-Capacity Cooperation exhibition area and will continue holding a series of international production-capacity cooperation activities, further promoting cooperation between China, ASEAN and countries along the Belt and Road. As an important platform for organic connection with the Belt and Road, and against the background of the 25th anniversary of China-ASEAN dialogue relations, practical advancement of Belt and Road construction and development of the China-ASEAN Free Trade Area, this expo will continue to set up the International Economic and Production-Capacity Cooperation exhibition area under the investment-cooperation section.
The section will focus on international engineering contracting, labor cooperation, resource development, information technology, energy development, infrastructure construction, park investment promotion, and key production-capacity fields such as railways, nonferrous metals and electric power. During the expo, a series of international production-capacity cooperation activities will also be held, including the 2016 International Production-Capacity Cooperation Forum, the China-ASEAN Expo Investment Cooperation Roundtable, the China-ASEAN Industrial Park Investment Promotion Conference, the China-ASEAN Infrastructure Cooperation Forum, an exchange meeting between commercial counselors of Chinese embassies and consulates in ASEAN countries and entrepreneurs, investment promotion meetings for China and the ten ASEAN countries, financing project matching meetings and project signing ceremonies.
Led by the Shanghai Municipal Commission of Commerce, the Shanghai delegation has organized Shanghai enterprises to participate in the expo for 12 consecutive sessions, effectively promoting Shanghai's economic-development achievements and displaying the strength and image of Shanghai enterprises. During the expo, Shanghai exhibitors and buyers have conducted broad contact and comprehensive business negotiations with customers from ASEAN countries, reaching batches of cooperation projects and achieving certain results. To implement relevant instructions from the Ministry of Commerce on preparations for the 13th China-ASEAN Expo, we recommend continuing to organize Shanghai enterprises to participate in the 13th China-ASEAN Expo.
The exhibition period of this expo is four days, with a total exhibition area of 100,000 square meters. Shanghai will strive to exceed last year's participation scale, with a planned exhibition area of 318 square meters, up 55 percent from last year's 206 square meters. This year Shanghai will readjust its exhibition layout as follows:
1. International Economic and Production-Capacity Cooperation exhibition area: 120 square meters.
2. Power Equipment and New Energy exhibition area: 54 square meters.
3. Building Materials exhibition area: 144 square meters.
II. Tender Scope and Requirements
1. Organization of the economic and trade delegation.
1) Prepare an exhibitor-recruitment work plan based on the theme and special sections of the 13th China-ASEAN Expo and the actual conditions of the Shanghai delegation, and complete exhibitor organization for the exhibition areas.
2) Prepare a conference-organization work plan for the economic and trade delegation, and implement it after confirmation by the competent authority, the Shanghai Municipal Commission of Commerce.
3) Prepare a unified design and overall booth-construction plan for the Shanghai enterprise exhibition areas, and implement it after confirmation by the competent authority.
2. Organization of the buyer delegation.
1) Prepare an investment and buyer-invitation work plan according to the organizing committee's requirements, and arrange key Shanghai circulation enterprises and import-export enterprises to attend for procurement discussions.
2) Prepare a conference-organization work plan for the buyer delegation, and implement it after confirmation by the competent authority.
3. Organization of the government delegation.
Prepare a reception work plan for the government delegation, and implement it after confirmation by the competent authority.
III. Requirements for Bidders
1. The bidder must have more than five years of experience receiving government leaders and maintain sound cooperative relationships with the organizing committee and local counterpart reception organizations.
2. The bidder must advance all project expenses. After the project is completed, the final accounts shall be submitted to the competent authority. Funds will be allocated after review by the competent authority and the organizing committee.
IV. Notes
1. The bid document prepared by the bidder shall include detailed plans and preliminary budgets for the economic and trade delegation, buyer delegation and government delegation.
2. If bidders have questions, they may contact the Trade Promotion Division of the Shanghai Municipal Commission of Commerce.
3. The winning bidder will be notified by telephone by the association. Unsuccessful bidders will not receive separate notice.
V. Timetable
1. Online open tender period: August 8 to August 12, 2016.
2. Bid submission deadline: August 15, 2016. Late bids will be treated as invalid.
3. Bid opening time: to be notified separately.
VI. Contact
Contact person: Wu Xingxian.
Telephone: 38452001.
Email: wu_xingxian@163.com.
Address: Room 301, Building 7, No. 3539 Dongfang Road, Pudong, Shanghai.
Secretariat of the Shanghai Convention and Exhibition Industries Association.
August 5, 2016.
Attachment I: Bid Invitation Receipt
We confirm that we have received the bid invitation for the project Organizer of the Shanghai Delegation to the 13th China-ASEAN Expo.
Our company will participate or not participate in the bidding activity for this project.
Bidder or authorized representative, signature and seal; date; project leader; contact telephone.
Please fax the receipt to 38452002 before August 15, 2016. Contact person: Wu Xingxian. Telephone: 38452001.
Attachment II: Commitment Letter for Fund Advancement
If our company wins the bid, we undertake to advance all funds for the Shanghai Delegation to the 13th China-ASEAN Expo and will not withdraw this commitment.
Bidder or authorized representative, signature and seal; date.
Please fax the letter to 38452002 before August 15, 2016. Contact person: Wu Xingxian. Telephone: 38452001.
Attachment III: Bid Project Information Form
1. Project name: Organizer of the Shanghai Delegation to the 13th China-ASEAN Expo. Location: Nanning, Guangxi. Time: September 11 to September 14, 2016.
2. Tender method: open invited tender.
3. Bidder qualification requirements: the bidder must be an independent legal-person organization registered and legally operating in the People's Republic of China, with registered capital of RMB 1 million or more; have at least five years of successful experience organizing and serving government exhibition projects; have sound assets, no regulatory penalties or major financial or economic violations in the past five years, strong risk-control capability, good business performance and sound operating conditions; strictly comply with national laws and regulations, have standardized internal management, strict control systems, rigorous operating procedures and confidentiality measures.
When registering, bidders shall submit copies of the following qualification materials: business-license duplicate, local tax registration certificate duplicate, proof of relevant performance, and one bound set of copies of the above materials stamped with the company seal.
4. Project requirements: exhibitor-recruitment work plan; booth-construction work plan; buyer-invitation work plan; conference-organization work plan for the economic and trade delegation; conference-organization work plan for the buyer delegation; reception work plan for the government delegation; preliminary budgets for all the above work plans; safety plan for on-site booth construction; and safety plan for meeting reception work.
5. Bid document requirements: four copies of the bid document, including one original and three duplicates. The bid document shall be stamped with the company seal and sealed.
6. Bid submission deadline: August 15, 2016.
7. Bid evaluation: time to be notified separately. The winning bidder will be notified by telephone by the association. Unsuccessful bidders will not receive separate notice.
Electronic download: /uploads/file/20160808/20160808102008_56956.doc