1. BACKGROUND INFORMATION
Mauritius has been selected by INTERKULTUR to host the first African Asia Pacific Choir Games 2025 and the Grand Prix of Nations scheduled from 27 September to 05 October 2025. This landmark intercontinental event will bring together participants from Africa, Asia, the Pacific, and other regions worldwide.
INTERKULTUR, a German association, holds the exclusive rights to organize
international choir competitions, including the World Choir Games, European Choir
Games, African Asia Pacific Choir Games and the Grand Prix of Nations.
To plan, organize, and execute this landmark event, a Local Organizing Committee for Intercontinental Choir Competitions 2025 (LOCICC2025) has been established under the aegis of the Ministry of Youth and Sports (MYS).
LOCICC2025 will host choirs from around the world, featuring competitions,
workshops, and cultural exchanges. The event seeks to enhance global visibility, attract sponsors, and engage diverse audiences.
2. THE OBJECT OF THE RFP
The object of the RFP is to evaluate the proposals from potential bidders for the all-inclusive services for the supply, installation, testing, commissioning and dismantling of a stage platform as detailed in this bid document and to select the best service provider/s.
3. ELIGIBILITY CRITERIA
Entities responding to this RFP should:
a. Have the legal capacity to enter into a contract to supply the goods and related services.
b. Not be insolvent, in receivership, bankrupt, subject to legal proceedings for any of these circumstances or in the process of being wound up.
c. Not have had their business activities suspended.
d. Not have a conflict of interest in relation to this procurement exercise.
4. DOCUMENTATION REQUIRED FROM THE ENTITY
a. Brief presentation document of your company and its profile
b. Copies of Certificates of Incorporation and Business Registration
c. Copy VAT Registration
d. Record of experience and capacity to undertake this exercise
e. Track record of customers
5. BIDDER’S PERSONNEL
The Service Provider shall ensure that the personnel engaged for the provision of the required services:
· are qualified and experienced to discharge efficiently their duties
· are persons of good character and medically fit
· adapt to the exigencies of the service
6. SCOPE AND CERTIFICATION OF WORKS
The project includes the Supply, Installation and dismantling of a stage platform.
The bidder shall arrange for all installations to be inspected & certified by Professional Engineer/s (PE), duly registered with the Council of Registered Professional Engineers (CRPE). Details of the PE to be disclosed at tender stage.
7. VENUE SPECIFICATIONS
The opening and closing ceremonies will be held in the main hall of Cote D’Or National Sports Complex
7.1. Detailed dimensions of the main venue: (The Field of Play)
o Stage area (in square meters) 1815 square meters
o Floor-to-ceiling height – 12 Meters
o Backstage space – 2.5 Meters
o Audience seating capacity – 2200 pax
7.2. Additional note
o The sports flooring is of wooden type and very sensitive to direct impacts.
o The flooring must be protected with carpet and care must be provided when bringing equipment in.
o No structure with stud-welding / steel roofing / etc. exceeding 1200 N/m² of load should be placed.
o The maximum load capacity for uniformly distributed loads: 400 kg/m2
o For point loads: max 100 kg/m2
o No vehicles are permitted inside the main hall at once.
o Ground structures: avoid over 1200 N/m2
8. STAGE FLATFORM AND STAGE RISER SPECIFICATIONS
A layout of the proposed stage and stage riser specifications is attached.
9. RENTAL PERIOD
The rental period from supply to dismantling of the stage platform will cover the period 10 September to 07 October 2025
10. PRICES AND CURRENCY OF BIDS
Prices quoted for the proposal (inclusive of VAT) shall be firm and fixed in Mauritian Rupees and valid till 31 October 2025
The prices quoted shall include all costs, (including equipment, materials transportation, labour, insurance and other associated costs).
11. The LOCICC 2025 shall pay the Service Provider:
Ø 50% of contract value after signature of contract against a Bank Guarantee for Advance Payment of equivalent value.
Ø 50% of contract value after the completion of the Games.
12. INSURANCE
The successful Bidder shall provide at its own expense:
(a) Contractors ALL RISK Insurance
(b) Indemnity Insurance for the Design & Build job
(c) Third party liability Insurance for bodily injury and / or death and / or damage to property of others with respect to the provision of the rental services to LOCICC 2025
13. INDEMNITY
The successful Bidder shall at all times indemnify and keep the harmless LOCICC 2025 from and against all suits, claims and damages to which LOCICC 2025 might
be subjected as a result of injury and / or death and /or damage arising out of or being consequential to the provision of Transport services.
14. CONTRACT AGREEMENT
The successful Bidder will have to sign a contract agreement with LOCICC 2025 to confirm the provision of the services as per terms and conditions specified in the bid documents, at the quoted prices inclusive of VAT and within the time schedule agreed.
15. TERMINATION OF CONTRACT
LOCICC 2025 may terminate this contract in whole or part at any time and for any reason by giving thirty (30) days written Termination Notice to the Service Provider. Where termination charges are applicable, both parties agree to negotiate in good faith and to limit the extent of negotiations to valid documented expenses incurred by the Service Provider prior to date of termination. Should the parties not agree to a satisfactory settlement, the case may be referred to court.
16. INVITATION TO SUBMIT PROPOSALS
Based on the information given above you are herewith requested to submit your proposal for the supply, installation and dismantling of the stage platform.
17. VALIDITY PERIOD
The validity period is (90) ninety days from the date limit of the submission of this RFP
18. BIDDERS COSTS
LOCICC 2025 will not reimburse any costs incurred by the Bidder in response to the RFP.
19. PREBID SITE MEETING
For further information or any clarification, a Prebid site meeting will be held on on Wednesday 09 July 2025 at 14:00 hours in the main hall of Cote D’Or National Sports Complex.
20. SUBMISSION OF PROPOSALS:
Bids containing the proposal clearly marked
should be deposited in the Tender Box of LOCICC 2025, located at Cote D’Or National Sports Complex, Motorway M1 Cote D’Or, St Pierre.by Wednesday 16 July 2025 at 15:00 hours at latest
Late bids shall not be considered.
21. LOCICC 2025 RIGHTS
LOCICC 2025 reserves the right at its sole discretion:
i. To ask the Bidder(s) for clarifications at time of evaluating the proposals
ii. To accept or reject any bid;
iii. To cancel this RFP without any liability to any Bidders and without giving any explanation or justification to the Bidder(s);
22. GOVERNING LAW
Ø This RFP shall at all times be governed by the laws of Mauritius.
Ø Any dispute arising out of this RFP shall be subject to the exclusive jurisdiction of the Courts of Mauritius.
Administrative officer
LOCICC 2025
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