Directorate General of Information & Public Relations, … · 2017-09-01 · Directorate General of Information & Public Relations, Government of Maharashtra, Mantralay, Mumbai-400

Directorate General of Information & Public Relations,

Government of Maharashtra,

Mantralay, Mumbai-400 032

E-Tender Notice No : Govt. Panel/2017

E-Tender Notice

I. The Director General, Directorate General of Information and Public Relations, Mantralay,

Mumbai, is inviting sealed e-tenders from creative / media agencies for inclusion in panels

for activities of

1. Preparation of creative for Audio-visual, Audio and Print advertisement

2. Digital (Web and Social Media)

3. Events, BTL Communication Activities

4. Out of Home Media (Out Door Media)

II. The empaneled agencies will be considered for specific work they have empaneled for. Media

Agencies, fulfilling pre-qualification conditions, will be asked to present their quality of

previous work. Panels for above mentioned activities will be prepared on the basis of the work

their earlier accomplishment in the last three years. An agency can be qualified for one or

more media activity/ies depending on the earlier accomplishment in terms of volume and

nature of work by that agency in the field of particular media activity.

III. For most of the activities there will be three different categories of panels -

1. Category A - Big Agencies

2. Category B - Medium Agencies

3. Category C - Small Agencies

IV. The DGIPR, as far as possible, will select category of panel for any specific activity on the

basis of volume and nature of work of publicity. In exceptional cases the DGIPR, if it is

required, may invite quotation or tender for any specific media activity without considering

the empaneled agencies.

V. The panels will be for two years and may be extended for one more year or till the process of

formulation of new panel is completed.

The e-tender forms and Schedule are available on Government of Maharashtra website

https://maharashtra.etenders.in.

The Director General, Directorate General of Information and Public Relations, Mumbai

reserves the right to accept or reject all e-tenders without giving any reasons.

Date:

Place: Mumbai

Director General

Directorate General of Information

and Public Relations, Mantralay,

Mumbai

https://maharashtra.etenders.in/

TENDER SCHEDULE

Please Note: All bid related activities (Process) like Tender Document Download, Bid

Preparation, and Bid Submission will be governed by the time schedule given under Key Dates

below:

Sr.

No. Activity

Performed

by

Start Expiry

Date Time

(Hrs.) Date

Time

(Hrs.)

1 Online Tender

Release Department

01-09-

2017 10.00

01-09-

2017 18.00

2

Online Tender

Document

Download

Bidders 01-09-

2017 18.01

16-09-

2017 17.00

3

Last Date of

Submission of Pre-

Bid queries Bidders -- --

17-09-

2017 15.00

4 Pre-Bid Meeting Department

06-09-

2017 15.01

06-09-

2017 17.00

5 Technical Bid

Closing Department

16-09-

2017 17.01

18-09-

2017 17.00

6 Bid Submission Bidders 18-09-

2017 17.01

19-09-

2017 17.00

7 Pre-Qualification

Opening Department

19-09-

2017 17.01

20-09-

2017 17.00

Bidders

Presentation

Pre-Bid Meeting will be held on Monday, 06th September, 2017 @ 3.00 p.m. at the place of

Director (Inf.) (Admin.), Directorate General, Information & Public Relations, Madam

Cama Road, Hutatma Rajguru Chowk, Ground Floor, Mantralay Main Building, Mumbai

– 400032.

* Dates mentioned here, are proposed dates for Bid Opening Activities. Exact date of opening

of technical and commercial bids shall be notified in the Press Notice / Corrigendum section of

the website before opening of the same.

NOTICE DETAILS

Tender Reference no. E-Tender Notice No. Govt. Panel/2017

Cost of blank tender document & Mode of

Payment

Estimated Value of Tender

(Rs)

Tender Form

Fee (Rs.)

Average work order of Rs. 50

lakhs but less than 5 crores

Rs. 10,000 Average work order of Rs. 5

crores but less than 20 crores

Average work order of Rs. 20

crores

(Non-Refundable) to be paid through Online

Payment Modes i.e. Net Banking, Debit Card

and Credit Card during Tender Document

Download Stage.

EMD Amount & Mode of Payment

EMD Amount of Rs. 1,00,000/- (Rs. One Lakh

Only) to be paid through Online Payment

Modes i.e. Net Banking, Debit Card, Credit

Card and NEFT/RTGS during Bid Preparation

Stage.

Pre-Bid Queries [email protected] till 17th

September, 2017 @ 12.00 pm

Date ,Time and Place of Pre Bid Meeting

Directorate General, Information & Public

Relations, Madam Cama Road, Hutatma

Rajguru Chowk, Ground Floor, Mantralay

Main Building, Mumbai – 400032. on 06th

September, 2017 @ 3.00 pm

Venue of online opening of tender




Main Building, Mumbai – 400032.

Address for Communication

Sr. Assistant Director (Audio-Visual Section)




Main Building, Mumbai – 400032.

Contact Telephone & Fax Numbers 022-2281 83 21 / 2204 83 41

Fax- 022-2285 36 70

e-Tendering Helpline Support:

Monday to Friday - 09:00 AM - 08:00 PM

Saturday - 09:00 AM - 06:00 PM

Telephone:

020 – 253 155 55

Email: [email protected]

mailto:[email protected]


Table of Contents`

1. Panel of Media Agencies for Audio-visual, Audio and Print6

1.1. Scope of Work 1.2. Prequalification Criteria – Audio-Audio-visual, Print and Audio Category A 1.3. Technical Qualification Criteria – Audio-visual, Print and Audio Category A 1.4. Prequalification Criteria – Audio-Audio-visual, Print and Audio Category B 1.5. Technical Qualification Criteria – Audio-visual, Print and Audio Category B 1.6. Prequalification Criteria – Audio-visual, Print and Audio Category C 1.7. Technical Qualification Criteria – Audio-visual, Print and Audio Category C

2. Panel of Agencies for Digital Media (Web and Social Media)

2.1. Scope of Work 2.2. Prequalification Criteria – Social Media Category A 2.3. Technical Qualification Criteria – Social Media Category A 2.4. Prequalification Criteria – Social Media Category B 2.5. Technical Qualification Criteria – Social Media Category B 2.6. Prequalification Criteria – Social Media Category C 2.7. Technical Qualification Criteria – Social Media Category C

3. Panel of Agencies for Events, Exhibition, PR and Communication Media

3.1. Scope of Work 3.2. Prequalification Criteria – Event, Exhibition, PR and Communication Category A 3.3. Technical Qualification Criteria – Event, Exhibition, PR and Communication Category A 3.4. Prequalification Criteria – Event, Exhibition, PR and Communication Category B 3.5. Technical Qualification Criteria – Event, Exhibition, PR and

Communication Category B 3.6. Prequalification Criteria – Event, Exhibition, PR and Communication Category C

3.7. Technical Qualification Criteria – Event, Exhibition, PR and Communication Category C

4. Panel for Out of Home Media Activities

4.1. Scope of Work 4.2. Prequalification Criteria – Out door Activities 4.3. Technical Qualification Criteria – OOH Activities

5. Instructions for Bidder

5.1. General Instructions 5.2. Purchase and Download of Tender Form 5.3. Preparation of bids 5.4. Agreement and Security Deposit 5.5. Duration of the Project: 5.6. Procedure to Select Agency For Panel For Allotting Work 5.7. Dispute and Force Majeure 5.8. Force Majeure

6. Bid Submission Instructions

6.1. Late Proposal and Proposal Validity Period 6.2. Modification and Withdrawal of Proposals

7. Bid Opening

8. Evaluation Process

9. Format for Bank Guarantee for Earnest Money Deposit (EMD)

10. Format to share Bidders and Bidding Firms Particulars

Minimum Qualification Criteria

1. Panel of Media Agencies for Audio-visual, Audio and Print

1.1. Scope of Work

The detailed scope of work includes conceptualization, developing creative ideas, designing,

scripting, developing and production of advertisement, publicity and other resource material,

including but not limited to Audio-visual, audio and print media in different languages.

Audio-visual Media: Video Creative for Television, Cinema Theatre, Outdoor LED

Screen, Outdoor Broadcasting Van, Video Editing, Make-up Services, and any other

Audio-visual media

Audio Media: Audio Creative for Radio, ST Stand audio speaker, Recording/Dubbing

Voiceover, Arranging Background Music for audio-visual creative, and any other audio

media services.

Print Media: Print Creative for News Papers, Magazine, Pamphlets, Leaflets, Brochures,

Invitation cards, Proof Reading of Printing material, Providing Photography Services,

Processing/Editing photographs for use in other media, Typesetting/Designing of

booklets/manuscripts, and any other print media services.

All Other Allied Activities

For the Audio-visual, Audio and Print, following five different panels will be prepared,

categories as follows

• Category A – Big Agencies for Audio-Visual, Audio and Print

• Category B – Medium Agencies for Audio-Visual, Audio and Print

• Category C

o Category C1 – Small Agencies for Audio-Visual

o Category C2 – Small Agencies for Audio

o Category C3 – Small Agencies for Print

1.2. Prequalification Criteria – Audio-visual, Audio and Print, Category A

Sr.No. ELIGIBILITY CRITERIA Documents / Proofs

1

Company registration certificate

(Company should be registered under the

Companies Act, 1956) and should be in

existence at least for the last five years.

A copy of registration certificate

2

Agency should have an office in

Maharashtra and should have at least a

branch office in Mumbai Metro Region.

Undertaking on the company Letter

Head and a proof of branch office

established in Mumbai.

3

The Agency should have minimum annual

average Work order of Rs.20 Crore for the

last three years (This amount should be

worth of only Advertisements related

activities of creation of Audio-visual

advertisement, Radio advertisement &

Print Advertisement

Audited financial statements (Reports)

for the financial year 2014-15, 2015-16

and 2016-2017. In lieu of published

reports the applicants may submit

financial details certified by a chartered

accountant

1.3. Technical Qualification Criteria – Audio-visual, Audio and Print, Category A

Sr.No. Item Marks

1

Quality of previous work. Bidder has to present minimum 5 best

works in each category

1.Video Creative (Audio-visual) 2. Audio Creative

3. Print Creative 4. Creative for Other Media

15 Marks

2

Quality of public message delivered for Central / State Government

/ Public Sector Undertaking

1.Video Creative (Audio-visual) 2. Audio Creative

3. Print Creative 4. Creative for Other Media

15 Marks

3

The Bidder must have on its pay roll staff (Account Planner, Creative

director/copy writer/visualizer/client service persons) of at least 25

professionally qualified personnel. (Certificate from authorized

person in HR Department of the Bidder for educational background

and designation with names of professionally qualified personnel on

the rolls of the company and their educational degree.)

10 Marks

4 Experience of working with the state government institution with

minimum three accounts in the last three years. 5 Marks

5 The agency should have full time team of Marathi copy writers and

a creative director with expertise in Marathi. 5 Marks

1.4. Prequalification Criteria – Audio-visual, Audio and Print, Category B

Sr. No. ELIGIBILITY CRITERIA Documents / Proofs

1 Company or proprietorship firm which is in

existence at least for the last three years.


2







3

The Agency should have minimum annual

average work order of Rs.5 Crore but less

than Rs. 20 Crore for the last 3 years This

amount should be worth of only

Advertisements related activities of creation

of AUDIO-VISUAL, Radio advertisement

& Print Advertisement

Audited financial statements

(Reports) for the financial year 2014-

15, 2015-16 and 2016-2017. In lieu of

published reports the Applicants may

submit financial details certified by a

chartered accountant

1.5. Technical Qualification Criteria – Audio-visual, Audio and Print Category B

Sr.No. Item Marks

1

Quality of previous works. Bidder has to present minimum 5 best

works in each category)

1. Video Creative

2. Audio Creative

3. Print Creative

4. Creative for Other Media

15 Marks

2

Quality of public message delivered for Central /State Government /

Public Sector Undertaking

1. Video Creative

2. Audio Creative

3. Print Creative

4. Creative for Other Media

15 Marks

3

The Bidder must have on its pay roll staff (Account Planner, creative

director/copy writer/visualizer/client service persons) of at least 10

professionally qualified personnel. (Certificate from authorized

person in HR Department of the Bidder for educational background

and designation with names of professionally qualified personnel on


10 Marks


minimum five accounts in the last three years. 5 Marks

5 The agency should have fulltime team of Marathi copy writers and a

creative director with expertise in Marathi. 5 Marks

1.6. Prequalification Criteria – Audio-visual, Audio and Print Category C

Sr.

No. ELIGIBILITY CRITERIA

Documents / Proofs

1

Company or proprietorship firm which is

in existence at least for the last three

years.


2




Undertaking on the company Letter Head

and a proof of branch office established

in Mumbai.

3

The Agency should have minimum Work

order of Rs.50 Lakh and less than Rs. 5 Cr.

(This amount should be worth of only

Advertisements related activities of creation

of AUDIO-VISUAL or Radio advertisement

or Print Advertisement as applicable. (If any

agency has work order as mentioned above in

activities in more than one media, it can file

separate papers to include in more than one

panel)




reports the Applicants may submit


accountant

1.7. Technical Qualification Criteria – Audio-visual, Audio and Print Category C

Sr.No. Item Marks

1

Quality of Previous work & Bidder has to present minimum 3 best

works of applicable category – Video Media and / or Audio Media and

/ or Print Media (As applicable)

20 Marks

2

Quality of public message delivered Central /State Government / Public

Sector Undertaking - Video Media and / or Audio Media and / or Print

Media (As applicable) 20 Marks



4 The agency should have fulltime team of Marathi copy writers and a

creative director with expertise in Marathi. 5 Marks

1.8. Rating Criteria

Scope of Work Category A Category B Category C

Print

1. Artwork

2. Booklet Typesetting an Designing

2.1 Cover

2.2 Typesetting Per Page (A4)

Rs. 1 lakh

Rs. 25, 000

Rs. 250

Rs. 75, 000

Rs. 15,000

Rs. 150

Rs.50, 000

Rs.10, 000

Rs. 100

TVC (Movie Ad) Rs. 10 Lakhs Rs. 7.5 Lakhs Rs. 5 Lakhs

Radio

1. Spot

2. Jingle

3. Podcast (5 min-10 min)

Rs. 75, 000

Rs. 1.5 Lakhs

Rs. 75, 000

Rs. 50, 000

Rs. 1 Lakh

Rs. 50, 000

Rs. 40, 000

Rs. 75, 000

Rs. 40, 000

Adaptation

1. Print

2. Radio

3. TVC

5% of Cost

10% of Cost

15% of Cost

5% of Cost

10% of Cost

15% of Cost

5% of Cost

10% of Cost

15% of Cost

Translation

1 Up to 50 Words

2 Above 50 Words (Per 10 words)

Rs.500

Rs. 50

Rs.500

Rs. 50

Rs.500

Rs. 50

*(Note: All prices above are exclusive of GST)

1.9. For all the above panels, experience of creative work is the main criteria for inclusion in

the panels. The agencies should submit its copies of work order where in it has a clear

mention of the job of making ‘Creative’. If the amount for creative work is not

mentioned separately and the total amount is mentioned in the particulars of job

particulars/bill/invoice/work order, then 15% of the total cost as mentioned in the job

particulars/bill/invoice/work order would be treated as the amount for creative work.

There should be a clear mention of the details for creative work.

2. Panel of Agencies for Digital Media (Web and Social Media)

2.1. Scope of Work

Conceptualize, develop and maintain social media platforms including but not limited to

websites, web portals, blogs, micro blogs, microsites, mobile applications.

Develop ways of speedy and efficient delivery/distribution of contents through various

traditional and social media channels.

Multimedia live services including 2 ways broadcast with or without internet live streaming

etc.

Employ social and web services to enable monitoring of all media types including print,

electronic etc.

To formulate and implement a result oriented comprehensive social media promotion strategy for

Government campaign for DGIPR including following activities:

1. The Agency would develop and upload on various social media platforms, creative content

or adapt the already available creative. The content includes, but is not limited to banners,

videos, info graphics, graphics, cartoons, animation etc. The uploaded content need to be

monitored by the said agency on daily basis and the agency should be equipped with

perception/image management team.

1.1. Upload posts on chosen social media platforms.

1.2. Post original blog/ articles related the campaign.

1.3. Select and upload images that increase curiosity amongst people.

1.4. Design creative piece in accordance with campaigns and adapt them to platforms.

1.5. Curate topics on relevant Hash(#) tags on digital platform

1.6. Use influencers from society/ social media and invite them to be endorsers.

1.7. Maintain a rapport with digitally influential people having a large follower base.

1.8. Target influencers for building up a positive mindset amongst policy/ decision makers

1.9. Provide the SMS Gateway for the SMS Marketing / Promotion etc.

1.10. Send bulk SMS and emails to the intended / proposed beneficiaries of the programs

1.11. Voice Campaign

1.11.1. Bulk OBD (Voice Call) push service

1.11.2. Missed call/Toll free/ Virtual Number solution

1.11.3. IVRS Service over missed call/TFN

1.11.4. Upload of voice clips, Voice Broadcast panel.

All listed activities are standalone activities for specific programs / schemes / plans for specific

period and will be executed at the time-to-time intimation.

2. All Other Allied Services

3. The agency shall provide accurate, complete, polite and prompt feedback mechanism to user

via social media platforms. The agency shall gather inputs from users and respond back to his

service request.

3.1. The agency is also expected to track on social media networks for key words related to

business in particular, and respond to them in a big way to initiate positive

conversations on social media sites.

3.2. Tracking conversations, links and blogs about programs and issues / topics relating

thereto.

3.3. Tracking sentiments-Positive, Neutral or Negative.

3.4. Use effective third-party tracking tools to track the progress of each network.

3.5. Reporting any discrepancy in sentiments

3.6. Channelizing and drafting a plan to work out and neutralize negative sentiments

3.7. Submit effectiveness analysis reports to DGIPR on a weekly and/or monthly basis, as

required.

3.8. The employ requisite analytical and software tools to carry out Social Media activities

Conditions

1. Storage of content and data by means of online/offline archival support. The archived

content should be available for at least 180 days to be made available to DGIPR at short

notice

2. Content and activities on social media platforms do not restrict accessibility of the

platform on various mobile devices and different browsers.

3. The agency must mark all electronic content (text, photo, video or otherwise) as copyright

of DGIPR, wherever applicable; and monitor and report unauthorized use. This

responsibility includes but is not limited to the following activities:

3.1. Content sanitization, formatting and uploading

3.2. Use of SEO (Search Engine Optimization) friendly clean permalink structure

3.3. Tagging and categorization of posts and articles

3.4. Feedback mechanism to accept and display hierarchical user comments

3.5. Develop and update the Frequently Asked Questions (FAQ) bank based on user

feedback.

2.2. Prequalification Criteria – Social Media Category A


1


(Company should be registered

under the Companies Act, 1956)

should be in existence at least for

the last five years.


2


Maharashtra and should have at

least a branch office in Mumbai

Metro Region.


and a proof of branch office established in

Mumbai.

3

The Agency should have minimum

annual average Work order of Rs.

25 Crore for the last three years

(This amount should be worth of

only Social Media)

Audited financial statements (Reports) for

the financial year 2014-15, 2015-16 and

2016-2017. In lieu of published reports the

Applicants may submit financial details

certified by a chartered accountant

2.3. Technical Qualification Criteria – Social Media Category A

Sr.No. Item Marks

1

Quality of previous work. Bidder has to present minimum 5 best

works in each category

1. Social Media plan

2. Creative for social media

3. Use of influencers

4. SEO activity

15 Marks

2

Quality of public message delivered for (Central /State

Government / Public Sector Undertaking)

1. Social Media plan

2. Creative for social media

3. Use of influencers

4. SEO activity

15 Marks

3

The Bidder must have on its pay roll staff (Digital Media

Strategist, Computer Engineers, Designers, Media Planner etc.)

of at least 25 professionally qualified personnel. (Certificate from

authorized person in HR Department of the Bidder for

educational background and designation with names of

professionally qualified personnel on the rolls of the company

and their educational degree.)

10 Marks



5 The agency should have fulltime Marathi content writer with

expertise in Marathi. 5 Marks

2.4. Prequalification Criteria – Social Media Category B


1

Company or proprietorship firm should

have registration certificate and which

is in existence at least for the last three

years.


2



branch office in Mumbai Metro

Region.




3


annual average work order of Rs.5

Crore but less than Rs. 25 Crore for the

last 3 years (This amount sould be

worth of only Social Media related

activities)






accountant

2.5. Technical Qualification Criteria – Social Media Category B

Sr.No. Item Marks

1

Quality of previous work Presentation

(Bidder has to present minimum 4 works of each category)

1. Social Media Plan 2. Creative for Social

Media

3. Use of influencers 4. SEO Activity

15 Marks

2

Quality of public message delivered (Central /State



Media

3. Use of influencers 4. SEO Activity

15 Marks

3

The Bidder must have on its pay roll staff (Digital Media

Strategist, Computer Engineers, Designers, Media Planner

etc.) of at least 10 professionally qualified personnel.

(Certificate from authorized person in HR Department of the

Bidder for educational background and designation with

names of professionally qualified personnel on the rolls of

the company and their educational degree.)

10 Marks

4 Experience of working with the state government institution

with minimum three accounts in the last three years. 5 Marks



2.6. Prequalification Criteria – Social Media Category C


1

Company or proprietorship firm registration

certificate and should be in existence at least

for the last three years.


2




Undertaking on the company

Letter Head and a proof of branch

office established in Mumbai.


3



(This amount should be worth of only Social

Media related activities)

Audited financial statements

(Reports) for the financial year

2014-15, 2015-16 and 2016-2017.

In lieu of published reports the

Applicants may submit financial

details certified by a chartered

accountant

2.7. Technical Qualification Criteria – Social Media Category C

Sr.No. Item Marks

1

Previous work Presentation (Bidder has to present

minimum 3 works of applicable category)

1. Social Media Plan 2. Creative for Social Media

3. Use of influences 4. SEO Activity

20 Marks

2

Quality of public message delivered (Central /State



Media

3. Use of influences 4. SEO Activity

20 Marks


with minimum five accounts in the last three years. 5 Marks



3 Panel of Agencies for Events, Exhibition, PR and Communication Media

3.1. Scope of Work

To develop, manage and execute events and functions

o Public Functions

o Meetings

o Exhibitions

o Seminars

o Workshops

o Symposium

o Lecture Series

o Cultural Programs

o Road Shows

o Floats

o Communication (BTL) Activities

o PR Activities

o Impact assessment etc.

o Interactive New Age Media

o Providing Services of Emcee/Compare/Anchor/Master of Ceremony

o All Other Media Allied Services

3.2. Prequalification Criteria – Event, Exhibition, PR and Communication Category A


1


(Company should be registered

under the Companies Act, 1956)

should be in existence at least for the

last five years.


2


Maharashtra and should have at least

a branch office in Mumbai Metro

Region.


and a proof of branch office established in

Mumbai.

3


annual average Work order of Rs.50

Crores for the last three years (This

amount would be worth of activities

mentioned in the scope of work for

this panel.

Audited financial statements (Reports) for

the financial year 2014-15, 2015-16 and

2016-2017. In lieu of published reports the

Applicants may submit financial details

certified by a chartered accountant

3.3. Technical Qualification Criteria – Event, Exhibition, PR and Communication Category

A

Sr.No. Item Marks

1 Quality of previous work. Bidder has to present their best five

works in any five categories mentioned in the scope of work. 15 Marks

2

Quality of events organized for Central /State Government /

Public Sector Undertaking in the categories mentioned in the

scope of work.

15 Marks

3

The Bidder must have on its pay roll staff (Event Coordinator,

Director, Event Manager, Script / Copy Writer, Production

assistance, Account manager etc.) of at least 25 professionally

qualified personnel. (Certificate from authorized person in HR

Department of the Bidder for educational background and

designation with names of professionally qualified personnel on


10 Marks





3.4. Prequalification Criteria – Event, Exhibition, PR and Communication Category B


1

Company or proprietorship firm which

is in existence at least for the last three

years.


2



branch office in Mumbai Metro

Region.




3


annual average work order of Rs.5

Crore but less than Rs. 50 Crore for

the last 3 years (This amount sould be

worth of activities mentioned in the

scope of work of this panel.)






accountant


B

Sr.No. Item Marks

1

Quality of previous work. Presentation (Bidder has to present their

best five assignments in any three categories mentioned in the scope

of work)

15 Marks

2 Quality of events organized for Central /State Government / Public

Sector Undertaking in the categories mentioned in the scope of work. 15 Marks

3

The Bidder must have on its pay roll staff (Event Coordinator,

Director, Event Manager, Script / Copy Writer, Production assistance,

Account manager etc.) of at least 25 professionally qualified

personnel. (Certificate from authorized person in HR Department of

the Bidder for educational background and designation with names of

professionally qualified personnel on the rolls of the company and

their educational degree.)

10

Marks



5 Th The agency should have fulltime Marathi content writer with


3.6. Prequalification Criteria – Event, Exhibition, PR and Communication Category C


1

Company or proprietorship firm and

should be in existence at least for the last

three years.


2








3



(This amount should be worth of activities

mentioned in the scope of work)






accountant


C

Sr.No. Item Marks

1 Quality of Previous work. Bidder has to present 3 works in

any three categories mentioned in the scope of work. 20 Marks

2

Quality of three best work done in any categories mentioned

in the scope of work for Central /State Government / Public

Sector Undertaking. 20 Marks


with minimum three accounts in the last three years. 5 Marks



4. Panel for Out of Home Media Activities

4.1 Scope of Work

To plan and conceptualize out of home media activities, prepare strategy and develop creative

ideas for the media activities including production and execution of out of home activities other

than mass media:

• Billboards/ hoardings

• Poll Kiosks

• Digital Boards

• Flex Banner at railway station and other public places

• Bus / train panels

• Bus shelters

• Illuminated signage

• Wall paintings

• Display panels

• Displays in Malls

• Display, Broadcast and interact using mobile vans

• Media Activities on Digital Platform

• All Other Out of Home Allied Media Services

4.2 Prequalification Criteria – Outdoor Activities


1

Company registered under the

Companies Act, 1956 or registered

proprietorship / partnership firms and

should be in existence at least for the

last five years and should be a member

of IOAA.


2

Media owner / authorised* marketer

should have an office in Maharashtra

and should have at least a branch office

in Mumbai Metro Region.




3

The Media owner / authorised marketer

should have minimum annual average

Work order of Rs. 5 Crore for the last

three years (This amount should be

worth of activities mentioned in the

scope of work for this panel)






accountant

(*Non-owners should have authority from the licenced owner of the display property)

4.3 Technical Qualification Criteria – OOH Activities

Sr.No. Item Marks

1

Bidders authorised / owned OOH properties in the state - Name

of cities / No. of hoardings / No. of poll kiosks

20 Marks

2 OOH media provided to Central /State Government / Public

Sector Undertaking in the last three years. 20 Marks





5. Instructions for Bidder

5.1. General Instructions

• Consortium is not allowed.

• The bidders are requested to familiarize themselves with the use of the e-Tendering portal

of Government of Maharashtra well in advance.

• To view- Tender Notice, Detailed Time Schedule, Tender Document for this Tender and

subsequently purchase the Tender Document and its supporting documents, kindly visit

following e-Tendering website of Government of Maharashtra:

• The Contractors participating first time for e-Tenders on GoM e-tendering portal will have

to complete the Online Registration Process for the e-Tendering portal. A link for

enrollment of new bidders has been provided on

• All bidders interested in participating in the online e-Tendering process are required to

procure Class II or Class III Digital e-Token having 2 certificates inside it, one for

Signing/Verification purpose and another for Encryption/Decryption purpose. The tender

should be prepared & submitted online using individual’s Digital e-Token.

• e-Tendering Tool Kit for Bidders (detailed Help documents, designed for bidders) has

been provided on e-Tendering website in order to guide them through different stages

involved during e-Tendering such as online procedure for Tender Document Purchase,

Bid Preparation, Bid Submission.

• Bidders will have to pay cost of Tender Document through online modes of payment such

as Net Banking, Debit Card and Credit Card during Tender Document Download stage.

This payment will not be accepted by the department through any offline modes such as

Cash, Cheque or Demand Draft.

• Similarly, Bidders will have to pay Earnest Money Deposit through online modes of

payment such as Net Banking, Debit Card, Credit Card and NEFT/RTGS during Bid

Preparation stage. This payment will not be accepted by the department through any

offline modes such as Cash, Cheque or Demand Draft.

• The interested contractors / bidders will have to make online payment (using credit

card/debit card/ net banking) of Rs.1,092/- (inclusive of all taxes) per bid per tender to

online service provider of e-Tendering system (Sify NexTenders) at the time of entering

Online Bid Submission stage of the tender schedule.

• If any assistance is required regarding e-Tendering (registration / upload / download)

please contact GoM e-Tendering Help Desk on number:02025315555 (Pune Helpline),

[email protected]

• Th creative fee is inclusive and assumed to be 15% of the total cost unless specifically

mentioned otherwise.

• Online bidding process consists of following 3 stages

1. Online Tender Document Purchase and Download

2. Online Bid Preparation

3. Online Bid Submission

All of 3 stages are mandatory in order for bidders to successfully complete Online Bidding

Process.

5.2. Purchase and Download of Tender Form

• The tender document will be uploaded / released on Government of Maharashtra, (GOM)

e-tendering website https://maharashtra.etenders.in. Tender document and supporting

documents may be purchased and downloaded from following link of Directorate General

of Information & Public Relations on e-Tendering website of Government of

Maharashtra, https://gad.maharashtra.etenders.in by making payment through Online

Payment Modes i.e. Net Banking, Debit Card and Credit Card.


• If for any reason a bidder fails to make this payment through online modes, system won't

allow the bidder proceed further for next stage resulting in his/her elimination from Online

Bidding Process.

• This payment will not be accepted by the department through any offline modes such as

Cash, Cheque or Demand Draft.

• Subsequently, bid has to be prepared and submitted online ONLY as per the schedule.

• The Tender form will be available online only. Tender forms will not be sold/issued

manually.

• The bidders are required to download the tender document within the prescribed date &

time mentioned in online tender schedule.

• After expiry of the date and time for tender document download, Department will not be

responsible for any such failure on account of bidders for not downloading the document

within the schedule even though they have paid the cost of the tender to the Department.

In such case the cost of the tender paid by the bidders will not be refunded.

5.3 Preparation of bids

• A separate tender has to be filed if an agency would like to be considered for more than

one category.

• The Bid will be prepared and subsequently submitted online only. Bids not submitted

online will not be entertained.

• EMD - Bidders are required to pay Earnest Money Deposit through Online Payment

modes i.e. Net Banking, Debit Card, Credit Card and NEFT/RTGS during Bid Preparation

Stage.

• This payment will not be accepted by the department through any offline modes such as

Cash or Cheque.

• In case EMD is mandatory to all the bidders for a tender, offers made without EMD shall

be rejected. For format kindly refer section 9 of this tender document

5.4 Agreement and Security Deposit

• Successful empaneled agencies will have to execute an agreement immediately from

the date of dispatch of acceptance letter for its inclusion in the panel and also have to

deposit security money (amount will be communicated later) in the form of Bank

Guarantee.

• Security deposit will be returned as and when the panel is ceased.

• The expenses of completing and stamping the agreement shall be paid by the Bidder

and the department shall be furnished free of charge with one executed stamped counter

part of the agreement.

• Forfeiture of Security deposit : security deposit amount in full or part may be forfeited

in the following cases :

• When any term and condition of the contract is breached.

• When the Bidder fails to render services satisfactorily.

• Notice of reasonable time will be given in case of forfeiture of security

deposit. The decision of DGIPR shall be final in this matter.

5.5 Duration of the Project:

The panels will be in existence for three years or till the new panel comes into existence.

5.6 Procedure to Select Agency for Panel for Allotting Work

• The DGIPR will prepare a panel of minimum 3 and maximum 7 agencies in each category.

The fulfillment of only pre-qualification criteria does not mean that the agency will be

included in the panel. The marks obtained in the technical criterion will be taken into

consideration to shortlist inclusion in the panel.

• For any publicity campaign the DGIPR will decide the media, media activity, message

and schedule of the campaign.

• On the basis of this, the DGIPR will decide the category of panel of media activity/ties

• The DGIPR reserves all the right to allot work to empaneled agencies.

• It also reserves the right to decide categories (A, B & C) for inviting proposal for any

media campaign.

• Selection of category will be generally based on

o Quantum of work

o Total estimated cost of the campaign

o Overall nature of the campaign (Strategy to be adopted, Target group- its location,

Socio-Economic Category etc.)

• After selecting the category of empaneled agencies to make creative /media plan for a

campaign, the DGIPR will send RFP (with predetermined cost) to all agencies in that

category to make draft creative /media plan. It will also arrange a briefing on the campaign

for that purpose.

• Based on the briefing agencies will prepare proposal -creative (draft creative in case of

Visual, Audio and Print. Media Plan in case of Social Media, Event and OOH) to present

it to DGIPR/ Committee.

• The DGIPR / Committee will scrutinize the presentation and on the basis of quality of

proposal – draft creative or media plan as is the case, it will select agency / agencies to

award work.

5.7 Dispute and Force Majeure

The DGIPR and the successful bidder shall make every effort to resolve amicably by direct

informal negotiation, any disagreement or dispute arising between them under or in connections

with the Contract.

If the parties fail to resolve their differences by mutual agreement then the dispute shall be

settled as follows:

• In accordance with the Indian Arbitration & Conciliation Act, 1996.

• Arbitration proceedings shall be held at Mumbai and the language of the arbitration

proceedings and that of all documents and communications between the parties shall be

English and in Marathi.

5.8 Force Majeure

Notwithstanding the provisions of Terms and Conditions of Contract, the successful bidder

shall not be liable for forfeiture, liquidated damages, or termination for default if and to the extent

that the delay in performance or other failure to perform its obligations under the Contract, is the

result of an event of Force Majeure.

For purposed of this clause, “Force Majeure” means an event beyond the control of the

successful bidder and not involving the successful bidder’s fault or negligence and not

foreseeable. Such events may include, but are not restricted to, acts of The DGIPR in its sovereign

capacity, wars or revolutions, fires, foods, epidemics, quarantine restrictions, if a Force Majeure

situation arises, successful bidder shall promptly notify The DGIPR in writing of such condition

and the cause thereof. Unless otherwise directed by DGIPR in writing, the successful bidder shall

continue to perform its obligations under the Contract as far as is reasonably practical, and shall

seek all reasonable alternative means for performance not prevented by the Force Majeure event.

6 Bid Submission Instructions

Complete bidding process will be online (e-Tendering) in two envelope system. Submission of

bids shall be in accordance to the instructions given in the Table below:

Particulars Instructions

Tender Fees,

EMD, Pre-

qualification

Proposal and

Technical

Proposal (If

Applicable to

category)

The Pre-qualification Proposal shall be prepared in accordance

with the requirements specified in this RFP and the formats are

prescribed in this RFP

Each page of the Pre-qualification Proposal should be signed

and stamped by the Authorized Signatory of the Bidder. Pre-

qualification Proposal should be submitted through online bid

submission process only.

The Technical Proposal shall be prepared in accordance with

the requirements specified in this RFP

6.1. Late Proposal and Proposal Validity Period

Proposals received after the due date and the specified time (including the extended period

if any) for any reason whatsoever, shall not be entertained and shall not be opened in the e-

Tendering system. The validity of the proposals submitted before deadline shall be till 180

days from the date of submission of the proposal.

6.2. Modification and Withdrawal of Proposals

No Proposal shall be withdrawn in the interval between the deadline for submission of

proposals and the expiration of the validity period specified by the Bidder on the Proposal

form. Entire EMD shall be forfeited if any of the Bidders withdraw their proposal during

the validity period.

7 Bid Opening

• Total transparency shall be observed and ensured while opening the Proposals/Bids. All

Bids shall be opened in the presence of Bidder’s representatives who choose to attend

the Bid opening sessions on the specified date, time and address.

• DGIPR reserves the rights at all times to postpone or cancel a scheduled Bid opening.

• The prequalification proposals shall be opened and evaluated as per the criteria

mentioned in the RFP. Technical Proposals of bidders who pass the prequalification

criteria shall be opened.

• The Bidder’s representatives who are present shall sign a register evidencing their

attendance. In the event of the specified date of Bid opening being declared a holiday

for DGIPR, the bids shall be opened at the same time and location on the next working

day. In addition to that, if there representative of the Bidder remains absent, DGIPR

will continue process and open the bids of the all bidders.

• During Bid opening, preliminary scrutiny of the Bid documents shall be made to

determine whether they are complete, whether required Bid Security has been

furnished, whether the Documents have been properly signed, and whether the bids are

generally in order. Bids not conforming to such preliminary requirements shall be prima

facie rejected. DGIPR has the right to reject the bid after due diligence is done.

8 Evaluation Process

• DGIPR will constitute Tender Evaluation Committee (hereinafter referred to as “TEC”)

to evaluate the bids.

• TEC shall review the prequalification proposal of the Bidders to determine whether the

requirements as mentioned in the RFP are met Incomplete or partial Proposals are liable

for disqualification. All those Bidders, whose prequalification proposal meets the

requirements, shall be selected for opening of the technical proposal.

• All the successful bidders qualified in the pre-qualification will be asked to give

presentation for their earlier accomplishment. On the basis of volume and nature of their

work in the last three years the agency will be recommended for empanelment for one or

more media activity.

• Bids received and found valid will be evaluated to ascertain the best bid in the interest of

DGIPR. The Bidder should take enough care to submit all the information sought by

DGIPR in the desired formats. The bids are liable to be rejected if information is not

provided in desired formats. The proposals shall be evaluated based on the Eligibility

Criteria given in earlier part.

• The Technical Proposals will be opened in front of bidders/authorized representatives of

the bidders present at the stipulated time indicated elsewhere in this document or at such

time informed separately by the DGIPR to all the participating Bidders. After scrutinizing

and evaluation of the Technical Proposals, the eligible bidders will be informed the date

of presenting their details of earlier accomplishment.

List of Documents to be Submitted by the Bidder

1. Application Letter

2. Statement of Facts

3. Power of Attorney

4. Format for Bank Guarantee for Earnest Money Deposit (EMD)

5. Registration Certificate Marking ‘A’

6. Address Details on Company Letter Head Marking ‘B’

7. Audited Statements for Three Years Marking ‘C’

8. Details of Work Done in the Last Three Years Marking ‘D’

9. CV’s of Key personnel Marking ‘E’

10. Documents Showing Experience of Work of State Government marking ‘F’

11. Details of Marathi copywriter/content writer (if applicable) Marking ‘G’

9 Format to share Bidder’s and Bidding Firms Particulars

The Table below provides the format in which general information about the bidder &

Consortium partners must be furnished.

S No Information Details

1. Name of Bidding firm:

2. Address and contact details of Bidding firm:

3. Firm Registration Number and Year of Registration

4. Web Site Address

5. Status of Company/Proprietorship (Public Ltd., Pvt.

Ltd., etc.)

6. GST Registration No.

7. Permanent Account Number (PAN)

8.

Name, Designation and Address of the contact person

to whom all references shall be made regarding this

RFP:

9. Telephone number of contact person:

10. Mobile number of contact person:

11. E-mail address of contact person:

Please submit the relevant proofs for all the details mentioned above along with your Bid

response

Authorized Signatory

Name

Seal

Form-1 : Application Form

To,

The Director General,

Directorate General of Information and Public Relations,

Subject: E-Tender for Surajya Rath Project

Reference : E-Tender Notice Number - AV/MPHULE/2017

1. I/We are submitting this Bid (Proposal) on our own.

2. I/We, the undersigned, having carefully examined the referred RFP, offer to provide the

required services, in full conformity with the said RFP.

3. I/We have read the all the provisions of RFP and confirm that these are acceptable to us.

4. I/We further declare that additional conditions, variations, deviations, if any, found in our

proposal shall not be given effect to.

5. If a Bidder is nominated as Successful Bidder, I/We understand that it is on the basis of the

technical, financial & organizational capabilities and experience of the Bidder taken together.

I/We understand that the basis for our qualification will be the complete Bid documents submitted

along with this letter and that any circumstance affecting our continued eligibility as per RPF or

any circumstance which would lead or have led to our disqualification, shall result in our

disqualification under this Bidding process.

6. I/We agree that if I/We fail to perform according to the conditions / stipulations of the RFP /

Agreement, DGIPR shall be at liberty to take action in accordance with the RFP / Agreement.

7. I/We declare that I/We have disclosed all material information, facts and circumstances, which

would be relevant to and have a bearing on the evaluation of our Bid and selection as Consultant.

8. We do also certify that all the statements made and / or any information provided in our

proposal are true and correct and complete in all aspects.

-------------------------

(Signature)

------------------------

(Name of the Person)

-------------------------

(In the capacity of)

Company Seal

-------------------------

(Name of firm)

Duly authorized to sign Proposal for and on behalf of Lead Bidder

(Fill in block capitals)

-------------------------------------------------------------------------------------------------------------

Statement of Facts

S No Information Details

1. Category of Panel for which Bidder is Applying

2. Name of Bidder

3. Email Address

4. Address

5. Registration Under Which Act/Rule

(Attach registration certificate)

6. GST Registration No.

(Attach GSTIN Certificate)

7. Address of Main Office/Branch Office

(attach Undertaking on Company Letter Head)

8.

Annual Average Work Order

2014-2015

2015-2016

2016-2017

TOTAL

(Attach statements Audited and Certified by a Certified

Chartered Accountant)

9.

Details of Work Done in the last Three Years-

Report in a table certified by Chartered Accountant in

Following Format:

Sr.No.| Name of Client | Details of Media Services

Provided | Date of the work order/Bill/Invoice | Amount

of the work Completed

10.

Number of professionals as mentioned in technical

Qualification Criteria

(Attach CV of Each Personnel)

11.

Experience in terms of No. of years With State

Government Institutions

(Attach relevant Documents)

12.

Does the bidder have on its Payroll Marathi Copy

writer/Content Writer

(If Applicable)

Form 2: Power of Attorney

Know all men by these presents, We ……………………………… …………….. (name of the firm

and address of the registered office) do hereby irrevocably constitute, nominate, appoint and

authorise Mr/Ms (name), ………………………… … son/daughter/wife of ………………..

……………… and presently residing at …………………., who is presently employed with us as

our true and lawful attorney (hereinafter referred to as the “Attorney”) to do in our name and on

our behalf, all such acts, deeds and things as are necessary or required in connection with or

incidental to submission of our application for ……………………………………. (“Assignment

Name”) proposed or being developed by the …………………………………… (the “Authority”)

including but not limited to signing and submission of all applications, Bids and other documents

and writings, participate in Pre-Bids and other conferences and providing information/responses

to the Authority, representing us in all matters before the Authority, signing and execution of all

contracts including the Concession Agreement and undertakings consequent to acceptance of our

Bid, and generally dealing with the Authority in all matters in connection with or relating to or

arising out of our Bid for the said Project and/ or upon award thereof to us and/or till the entering

into of the Concession Agreement with the Authority.

AND we hereby agree to ratify and confirm and do hereby ratify and confirm all acts, deeds and

things done or caused to be done by our said Attorney pursuant to and in exercise of the powers

conferred by this Power of Attorney and that all acts, deeds and things done by our said Attorney

in exercise of the powers hereby conferred shall and shall always be deemed to have been done by

us.

We also declare that we are not blacklisted by any State or Union Government Department or its

undertaking.

We hereby declare that there is no any criminal offence registered against any of bidder member

in any court of law.

IN WITNESS WHEREOF WE, …..…………………………., THE ABOVE NAMED

PRINCIPAL HAVE EXECUTED THIS POWER OF ATTORNEY ON THIS ……… DAY OF

...................

For ………………………….. (Signature, name, designation and address)

(In case of Consortium signatures and names of all members of consortium)

Witnesses:

1.

2.

Accepted ……………………………

(Signature)

(Name, Title and Address of the Attorney)

Notes:

The mode of execution of the Power of Attorney should be in accordance with the

procedure, if any, laid down by the applicable law and the charter documents of the executants (s)

and when it is so required, the same should be under common seal affixed in accordance with the

required procedure.

Wherever required, the Bidder should submit for verification the extract of the charter

documents and documents such as a board or shareholders’ resolution/ power of attorney in favor

of the person executing this Power of Attorney for the delegation of power hereunder on behalf of

the Bidder.

For a Power of Attorney executed and issued overseas, the document will also have to be

legalized by the Indian Embassy and notarized in the jurisdiction where the Power of Attorney is

being issued. However, the Power of Attorney provided by Bidders from countries that have

signed The Hague Legislation Convention 1961 are not required to be legalized by the Indian

Embassy if it carries a conforming Apostille certificate.

Format for Bank Guarantee for Earnest Money Deposit (EMD)

To,

<Name>

<Designation>

<Address>

<Phone Nos.>

<Fax Nos.>

<Email id>

Whereas <<Name of the bidder>> (hereinafter called 'the Managed Service Provider') has

submitted the bid for Submission of RFP <<RFP Number>> dated <<Date>> for <<Name

of the assignment>> (hereinafter called "the Bid") to <<Purchaser>>.

Know all Men by these presents that we <<… >> having our office at <<Address>>

(hereinafter called "the Bank") are bound unto the << Purchaser >> (hereinafter called

"the Purchaser") in the sum of Rs. <<Amount in figures>> (Rupees <<Amount in

words>> only) for which payment well and truly to be made to the said Purchaser, the

Bank binds itself, its successors and assigns by these presents. Sealed with the Common

Seal of the said Bank this <<Date>>.

The conditions of this obligation are:

1. If the Bidder having its bid withdrawn during the period of bid validity specified by the

Bidder on the Bid Form; or

2. If the Bidder, having been notified of the acceptance of its bid by the Purchaser during

the period of validity of bid

(a) Withdraws his participation from the bid during the period of validity of bid document;

or

(b) Fails or refuses to participate in the subsequent Tender process after having been short

listed;

(c) Fails to submit the Performance Bank Guarantee as specified in the terms and

conditions of the RFP;

We undertake to pay to the Purchaser up to the above amount upon receipt of its first

written demand, without the Purchaser having to substantiate its demand, provided that in

its demand the Purchaser will note that the amount claimed by it is due to it owing to the

occurrence of one or both of the two conditions, specifying the occurred condition or

conditions.

This guarantee will remain in force up to <<insert date>> and including <<extra time over

and above mandated in the RFP>> from the last date of submission and any demand in

respect thereof should reach the Bank not later than the above date.

NOTHWITHSTANDING ANYTHING CONTAINED HEREIN:

I. Our liability under this Bank Guarantee shall not exceed Rs. <<Amount in figures>>

(Rupees

<<Amount in words>> only)

II. This Bank Guarantee shall be valid up to <<insert date>>)

III. It is condition of our liability for payment of the guaranteed amount or any part thereof

arising under this Bank Guarantee that we receive a valid written claim or demand for

payment under this Bank Guarantee on or before <<insert date>>) failing which our

liability under the guarantee will automatically cease. Selection of Managed Service

Provider (MSP) for Implementation, Operations & Maintenance of Integrated Welfare

Board Management System

(Authorized Signatory of the Bank)

Seal:

Date:

Form 4: CV of Key Personnel

(All CVs of Key personnel of bidder members shall be submitted in this format separately. For

Director, separate form is given)

Name

Designation / Field

Experience

(as on 31st August 2017)

Important achievements in field of film productin / markeing/ distribution

Certification:

1. I further undertake that my CV is being proposed for this project by --------- (the applicant)

and I have not given consent to any other Agency to propose my CV for any position for this

project.

2. I the undersigned, certify that to the best of my knowledge and belief, this CV correctly

describes my qualifications, my experience and me.

(Signature of the Team Member)

Place----------------------------