Pr Agency Tender-24.10.11

8/11/2019 Pr Agency Tender-24.10.11

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AIR INDIA LIMITED

NEW DELHI

SUB: Notice Inviting Tender

Nature of work

Providing Public Relations (PR) services

for Air India Limited

Tender Ref. No.& DateCCD/TNDR/PRFIRM/7324stOctober 2011

Tender closing date/time 15th

November 2011at 1500hrs

Technical Bid opening Date & Time 15thNovember 2011 at 1530hrs

INSTRUCTIONS FOR TENDERING1. Before tendering the Tenderers are requested to carefully examine the Tender Documents,

Terms & Conditions of Assignment, Specifications and if there should be or appear to be any

ambiguity therein they should immediately refer the matter to Air India, for clarification.

2. (i) The Tenderer shall complete the annexed form of Tender and information called for

therein, and shall sign with date each of the documents. The Tenderer shall initial each page of

the Tender Document.

(ii) The Tender shall contain a name with designation, an address, Tel. No. and Fax No. for

serving notices required to be served to the Tenderer in connection with the Tender.

(iii) Tenders should be submitted in a sealed envelope clearly indicating on top of the envelopeAppointment of Public Relations Agency

3. The Tender shall accompany the document proofs for qualifying requirements. Documents

not required as part of the Tender should not be provided.

4. Air India does not bind itself to accept the lowest or any Tender and has the right to refuseany Tender without assigning any reason or select any Bidder that is in the final evaluation list.

--Air India-- also has right to re-issue the Tender without Tenderers having right to object tosuch reissue. --Air India-- also reserves the right to extend the validity period of the Tender.

5. For any clarification, the tenderer may contact Dy General Manager, Corporate

Communications, Air India Ltd. 5th

Floor, Airlines House, 113 Gurudwara Rakab Ganj Road,New Delhi 110001,

Air India Ltd. invites quotations under Two Bid System (Technical Bid & Commercial

Bid) for engaging the services of an experienced PR firm to work closely with the media

and other stake holders, with a view to enhance the public and media perception of Air

India.

S/N Particulars Annexure

1 Pre-qualification Criteria I

2 Work Specifications II

3.Undertaking for unconditional acceptance of tender Termsand Conditions

III

4. Tenderers details and compliance check list IV

5. Authorisation letter for attending bid opening V

6. Price bid format VI


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Submission of Bids:Sealed/closed Bids are to be submitted in a Two-Bid system (Technical Bid and CommercialBid) in separate envelopes as detailed below:

1. SEALED / CLOSED ENVELOPE I (TECHNICAL BID) :

The Envelope to be superscribed with TECHNICAL BID for Tender No.

CCD/TNDR/PRFIRM/73(TECHNICAL BID) due for opening on 15.11.2011 at 1530 Hrs.

2. SEALED / CLOSED ENVELOPE II (COMMERCIAL BID) :

The Envelope to be super scribed with COMMERCIAL BID for Tender No.CCD/TNDR/PRFIRM/73 (COMMERCIAL BID) and must contain Commercial Offer as per

Annexure VI- The Commercial Bid Must be submitted in a hard copy duly signed/ stamped.

3. MASTER ENVELOPE:

THE TWO separately SEALED/CLOSED ENVELOPES (i.e. ONE CONTAINING THETECHNICAL BID, AND THE OTHER CONTAINING THE COMMERCIAL BID)SHOULD BE FURTHER PUT IN A MASTER ENVELOPE SUPERSCRIBED WITH Name

of Principal bidder, TENDER No CCD/TNDR/PRFIRM/73 DUE for opening on 15.11.2011 at1530 hrs. IST.

The master cover should be submitted at the following address by 1500 hrs. on or before15thNovember 2011.

Dy. General Manager (CC)

Corporate Communications Department

5th Floor, Airlines House,

113, Gurudwara Rakabganj Road,

New Delhi-110001.

On the date of opening of the tender only the Technical Bids would be opened.

The Commercial Bids of only those tenderers, who qualify in the Technical Bid evaluation,

would be opened at a later date, which would be notified in advance to the successful tenderers.

The tenderers or their authorized representatives would be permitted to attend the opening of

the Tenders. Such authorized representatives must carry a letter of authority in the format givenat Annexure V authorizing them to attend the bid opening, failing which they will not be

permitted to participate in this process.


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TERMS & CONDITIONS OF THE TENDER

1. GENERAL TERMS

1.1 AI invites tenders in TWO BID system for engaging the services of an experienced PR

firm for a period of 2 years, with an option to renew for one more year by mutualconsent of both parties.

1.2 Tenders received after the closing date & time will not be considered.

1.3 In case the Commercial Bid and the Technical Bid are enclosed in the same envelope

and/or in an open condition instead of in two separate sealed / closed envelopes, suchBids will be rejected.

1.4 The Bids should be neatly presented. Corrections, if any, should be duly authenticated

with full signature of the person who has signed the Bids, failing which such Bids areliable to be rejected.

1.5 In the event of deficiency in service of the agency, Air India reserves the right tocancel the contract and to claim damages from the successful tenderer, and also

reserves the right to award the contract to another agency at the cost and risk of thesuccessful tenderer.

1.6 The Technical Bid should not contain any indication of the price. In case anyindication of the price quoted is included in the Technical Bid, such Bids will be

rejected without any reference to the tenderer. No correspondence will be entertainedin this regard.

1.7 Amendments and clarifications, if any, to this tender, will be hosted on the website ofAir India at www.airindia.in. The tenderers are, therefore, advised to visit the Air India

website regularly till the date of closing of the tender. The last amendment, if any, willbe hosted a minimum of seven days before the closing date of the tender.

2. EARNEST MONEY DEPOSIT (EMD)

2.1 EMD amount: Rs. 100,000/- (Rs. One Lac only)EMD by way of Demand Draft / Pay Order / Banker's Cheque in favour of Air IndiaLimited, payable at Delhi should be submitted along with the Technical Bid.

2.2 No other mode of payment other than what is specified above is acceptable.

2.3 EMD will not carry any interest.

2.4 EMD in case of unsuccessful tenderers will be refunded within 45 days of award of

contract to the successful tenderer.

2.5 EMD of the successful Tenderer will be returned without any interest, after receipt ofSecurity Deposit or Bank Guarantee in lieu thereof, as detailed under point 3 below.

2.6 EMD will be forfeited in the event of a tenderer withdrawing or modifying his bid after

opening of the tenders and till completion of the tender process, and / or in the event of

the successful tenderer declining to accept the Contract, or to pay the Security Deposit.

2.7 The Technical Bid would be rejected if it has been received without EMD, or the EMD

has been submitted in a mode other than as specified above.


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11. EXIT CLAUSE / TERMINATION OF CONTRACT:

The Contract may be terminated under the following circumstances:

a) In the event of unsatisfactory performance the Contract shall be terminated with two

month's advance notice.

b) If there is a change in AIs requirement, the Contract shall be terminated with threemonths advance notice.

12. REJECTION OF BIDS (TECHNICAL BID & COMMERCIAL BID):

The response to the Technical Bid & Commercial Bid will be rejected forthwith

without evaluation of the tender response on the following grounds:

i.) If the Technical bid or the Commercial bid has been received after due date and time

of closing of the tender.

ii) If only the Technical bid has been received and Commercial bid has not been received,

and vice versa.

iii) If the Technical bid or the Commercial bid has been received by fax or email.

iv) If the Technical bid has been received without samples, if asked for.

v) If the Technical bid or the Commercial bid has been received unsigned.

vi) If the Commercial bid has been received in an open condition in the master envelopecontaining the Technical bid or if both the Technical bid & Commercial bid are

received in an open condition in a single envelope.

vii) If the Technical Bid has been received without EMD, or the EMD has been submitted

in a mode other than specified in the tender, or a valid proof of exemption fromsubmission of EMD has not been provided.

13. EVALUATION CRITERIA

13.1 Technical Bid

i) The Technical Bids would be evaluated for their Compliance to the TechnicalRequirement of the Tender as indicated at Annexure I to IV. Air India

reserves the right at its sole discretion to seek whatever information,documents etc. from the tenderer, as it may consider necessary for the purpose

of evaluation of the bids.

ii) Those tenderers who qualify after evaluation of their Technical bids

would be called for making presentation

13.2 Commercial Bid

The Commercial Bids of only those tenderers who qualify and are short listed afterevaluation of their Technical Bids and Presentation would be opened. The date and

time of opening of the Commercial Bids would be intimated in advance to thetenderers who have qualified in the Technical Bid evaluation, and their authorized

representatives only would be permitted to participate in the opening of the

Commercial Bids.

Commercial Bids should be submitted strictly as per the format given at Annexure VIonly.


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14. ARBITRATION:

Any dispute arising between the parties in respect of the construction, interpretation,

application, meaning, scope, operation or effect of this document or the validity or

breach thereof, shall first be settled by mutual consultation. If the dispute remains

unresolved after a period of 90 days from the date when the mutual consultation hasstarted, the matter shall be referred for settlement to 'SCOPE FORUM OF

CONCILIATION AND ARBITRATION', Govt. of India, and the award made inpursuance thereof shall be binding on the parties.

15. JURISDICTIONAny dispute whatsoever shall be subject to the jurisdiction of the courts of New Delhi,India only.

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ANNEXURE I

PRE-QUALIFICATION CRITERIA

Bids of the tenderers who fulfill the following pre-qualification requirements, and submit documentary

proof thereof along with the technical bid, will only be eligible for evaluation of the technical bids.

1. The tenderer should have a minimum of 10 years experience in PR practice (Last 10consecutive years) working for a multinational company and / or a company of repute

having turnover of a minimum Rs. 1,000 crore.

2. The tenderer should have full fledged service branches in 10 (Ten) cities in Indiaincluding all metros.

3. Annual turnover of minimum Rs.25 cr (Twenty five crore) per year for last three years

and this turnover should be purely for PR activities (auditors statement to be enclosed)

4. Experience in handling PR activities for major airlines and hospitality sector clients.The PR agency should not be associated with any domestic competitors of Air Indiawhen the contract is in force.

5. The selected party should not have any work contract in force with any other domestic

carrier/competitor during the period of contract with Air India.

6. The tenderer must have a Permanent Account Number (PAN) or applicable IncomeTax registration in the country of registration. A copy of the PAN / registration is to be

submitted.

7. The tenderer must have a currently valid Sales Tax / VAT / Service Tax Registration

Certificate or applicable certification in their country of registration. A copy of the

Certificate is to be submitted.

8. Copy of Annual Report / Balance Sheet / Profit & Loss Account of the last two

financial years duly certified by a Chartered Accountant, is to be submitted

9. Copies of Income Tax (IT) returns for the last two financial years are to be submitted.

10. A certificate accepting all the terms and conditions unconditionally of the tendershould be submitted on the tenderer's letter head in the format as given at

Annexure-III.

11. An Earnest Money Deposit (EMD) of Rs. 100,000/- ( One lac only) must be enclosed

along with the technical bid in the form of a Bank Draft / Bankers cheque in favour ofAir India Ltd, payable at New Delhi. No other mode of EMD will be accepted.

12. In case a tenderer is eligible for exemption from the payment of EMD / Security

deposit, a copy of valid documentary proof to this effect must be enclosed.


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ANNEXURE - II

WORK SPECIFICATIONS

Scope of Work and Brief for Public Relations Agency - PR Objectives

a) To position Air India as a fast growing airline backed by competent professionals withrich domain expertise.

b) To increase visibility and enhance top-of-mind recall of Air India amongst its targetaudience, leveraging which would help Air India attract both individual and corporate

clientele.

c) To nurture & enhance the profile of Air India, consistent with its size, stature andperformance amongst the people in general (that includes the existing and potentialcustomers of Air India), shareholders and the media.

d) To manage investor perceptions based on Air Indias achievements, performance and

strategic initiatives for sustained growth and achieve fair valuation

Scope of Work for PR Agency

1. Target Audiencea. National / International media including financial publications, magazines, regional

publications, electronic channels and online mediab. Government bodies, general and travelling public, Corporates, Financial

community

c. Internal publics/ Employees

2. Market Intelligence & Management Reporting

a. Present a report on a daily basis covering news on Air India and peers aviation

sector.b. Produce a comprehensive report at the end of every month giving detailed coverage

analysis for Air India and analysis of the same.

3. Crisis Communicationa. Prepare a proactive strategy

b. Identify the target audience for communication

c. Chalk out the key messagesd. Design the communication plan

e. Ensure effective implementation of the plan for desired results

4. Internal Communication activities

a. Assist Air India in identifying internal communication opportunities and also in

designing a communication policy and plan based on long-term and short-term

objectives.b. Assist Air India in creating internal communication literature at regular intervalsc. Assist in managing one-on-one relationships of the management with all identified

media professionalsd. Interact with Air India officials to create a communication calendar based on

known internal and external communication opportunities.

5. Numberof centers for regular public relations activities metro cities of India.

6. Investor Relations


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7. Digital PRa. Dissemination of Air India related information including press communications in

digital space.

b. Assist Air India on presence in social media.

c. Preparation of monthly report on Air India related observations in digital space

8. Other miscellaneous activities associated with PR as and when required.

The agency shall perform the following activities:

1 Media activities

a. Developing all editorial communications to be disseminated to the media includinginformation kits, press releases, backgrounders, features, etc.

b. Managing all media events like press conferences, select briefings

c. Disseminating information on a national basis or locally (as per business

requirements) through press releases and other modes of communication.d. Preparing impact reports of such initiatives.

2. Continuous Media activitiesa. Identify and maintain a national list of media professionals relevant to the companyb. Continuously monitor the media for placing PR messages in industry stories

2.1 Media Scanning/Feedback from across a minimum of 12 centers: Maintain -

media watch/media intelligence for any development that may impact Air India

and provide reports of press clippings, TV, online news items, etc.

(a) The all India coverage of press clippings in English and Vernacular coverage

from all centers shall be sent to the Corporate Communications office of Air

India by email by 09.30 a.m. every day as per the given email address list bythe Corporate Communications Department. Translations of important negative

vernacular clips will be sent by 10.30 am. Other ordinary vernacular clips will

be translated and sent, should reach by 12.30 pm. Similarly foreign

publications having representation in India like India Abroad in USA, NewsIndia, Hindustan Times, Asian Age, Asian Wall Street Journal, Financial

Times & Statesman to be monitored and information, press clippings should be

sent to Air India on a weekly basis.(i) Hard copies & a CD of weekly coverage will be presented

once a week as part of a weekly docket.

(ii) In case of any adverse media reports, the said clippings will

have to be sent separately with proper inputs i.e. rejoinder,

clarification, airline views, etc. on the issue.

(iii) The agency shall closely follow these adverse reports and seethat rejoinder/clarification is carried / published properly and

prominently as required.

(iv) The clips will be available on the agency server which could

be accessed by Air India through a login ID and a password:The clips will be available on the server for a maximum periodof 3 months. The weekly CDs will serve as a back for access to

all clips on Air India

.(b) The electronic media monitoring and media clips/flashes/scrollers to be

informed to the Corporate Communications Office on a daily basis by 10'a.m.


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by sending all the details viz. The name of the channel, name of theprogramme / news, date, time, etc.

In case the Corporate Communications office wishes to obtain a copy of the

same, the copy should be made available to Air India. within 24 hours.

(i) Keep a close watch on all newspaper reports, as also reports inmagazines, aviation journals and other publications on Air

India and its subsidiaries, its operations, its administration andits working in general, whether in India or international

publications that have representation in India and bring to the

notice of Air lndia's Corporate Communications Office all suchreports on a day to day basis.

(ii) Suggest to Air India the necessary action to counter or remedy

any adverse publicity which may have been given in any suchreports referred to in (i) above, including the preparation,

without loss of time, of rejoinders, write-ups and other

statements in the best interests of Air India; and shall alsoensure that to the extent possible all such rejoinders, write-upsand other statements receive due publicity.

(iii) Arrange press conferences, meetings with important persons

concerned or connected with the aviation industry, and

conferences in general for bolstering the image of Air India,and preparing appropriately styled invitations and hand-outs forthe said purposes on plain A4 paper.

(iv) Prepare and deliver, in consultation with Air lndia's CorporateCommunications Department, press releases, write-ups and,

other communiqus for media communication on all matters

concerning Air India, as and when required.

(v) Drafting and issuing letters and other communications to

regular travellers, frequent fliers, travel agents (in India and

abroad), Government officials, parliamentarians, etc.,highlighting the good work and achievements of Air India and

its employees, the latest news concerning Air India of interestto the public, and, if necessary, preparing a newsletter for thepurpose to be issued on a regular basis.

(vi) Air India in-flight magazine The agency will work on the

Chairman's message for the in-flight magazine of Air Indiaonce a month on receipt of a brief / theme as per thediscussions. The agency will revert in 6 days with the speech

in normal circumstances and in case of any policy or situationalchanges in 3 days from the date of receipt of brief.

(vii) The agency will liaise with the Corporate CommunicationsDepartment of Air India for the publication of Air India's in-house journal 'Magic Carpet' with only ideas and suggestions

once a month and will not be responsible for execution for the

same.


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(viii) Render ideas and suggestions in the preparation of video films,whether to be screened on board Air India's aircraft or not, andother audio-visual projects, as required.

(ix) Elicit public opinion on all issues affecting Air India, analyze

the same and suggest consequential action.

(x) And, generally, shall do and perform ail other activities as the

circumstances may from time to time require for imparting agood public relations image in favour of Air India,

(xi) Spokesperson Training: To undertake media training at variouslevels at Air Indias offices for 6 persons per day.

Refresher modules for relevant spokespersons

Basic communication process flows & skills equipping media

workshops for all public access points within the organization;

(xii) Crisis Communication: To counter negative news whenever itmay appear and develop a crisis communication module at the

outset. This crisis communication module should be in placefor different issues to be ready within 15 to 20 days of signingof the Contract. The same will be reviewed on a monthly or

quarterly basis and updated accordingly. The agency willcompile a list of FAQs for various crisis situations that mayarise,

(xiii) Employee Workshops: To create a positive mindset, inculcate

a sense of ownership among employees and instill customerorientation by undertaking suitable programmes andinteractive sessions.

(xiv) Influence / Opinion Leader Outreach: Highlight the objectives

and relevance of Air lndia with a view to positivelyinfluencing opinion leaders through initiatives like Seminars,

Conferences and Presentations.

(xv) The agency will give updated media list of all media contacts

covering all India, region wise and city wise, (both print andelectronic) with all details like name, address, telephone/fax

numbers. Email, Website address, etc. on monthly basis

(xvi) The agency will provide updated list ofnewspapers/journals/magazines in India and abroad having

representation in India on a regular basis.

(xvii) Agency response time

24 X 7 Team: 'The Agency Team will be accessible at all times and will ensure that all specialrequests are processed within the minimum time required.

Mobilization time: in case of any significant development that may require special mobilizationof resources, the agency will activate additional support systems within one working day.

ANNEXURE - III


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UNDERTAKING CERTIFICATE

(ON COMPANYS LETTER HEAD)

To,

Corporate Communications DepartmentAir India Ltd5th Floor, Airlines House,

113, Gurudwara Rakabganj Road,New Delhi-110001.

Sir,

It is certified that we have studied and understood the terms and conditions of the tender for

Nature of the work: Public Relations (PR) services for Air India Limited and agree to abide by

the same unconditionally.

1) Having examined the Conditions of Assignment for the above Contract, i.e. Appointment of

PR Agency for Air India, we qualify under the minimum eligibility criteria and offer toundertake the work in conformity with the Conditions of Assignment.

2) We undertake to complete and deliver the whole of the works comprised in the tender andagree to abide by the General Terms and Conditions.

3) List of documents attached with the tender.a. Details of Tendering Company

a. Name: ..

b. Registered Address:..

c. Website Address:..b. Details of Authorised Contact Person

a. Name: ..

b. Designation: ..

c. Phone No.: ..d. Mobile No.: ..

e. Email Address: ..

f. Fax No.: ..

Dated ................ day of ...........................................

Signature ............. in the capacity of ................................

Name

Is duly authorised to sign tenders for and on behalf of ...................................................... .

AUTHORISED SIGNATORY

Name of the Tenderer Tenderer s Seal & Signature

ANNEXURE - IV

Tenderers details and compliance check list


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S.No Required detailsTo be filled by the

tenderer

1 Name of the Company

2 Status of tenderer

3 Name of Contact Person & Designation

4 Contact Details: email id & Phone5 Company Office address

6 Address of the Office

7 No. of employees

8

Details of all offices (Please insert extra sheet to give details ofoffices address, contact numbers etc. at all locations and

employee numbers

9

Details of existing / previous clients in Aviation and Hospitalitysector, multinational company or company with turnover ofmore than 1000 crore for providing the tendered services along

with proof .

Documentary poofsubmitted10

PAN (Permanent Account Number) Card Number.(Documentary proof required)

Yes / No

Documentary poofsubmitted

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Details of EMD of Rs. 10,000/- submitted vide DD OR a validcertificate of registration with NSIC for the tendered item incase of EMD not submitted.

(Documentary proof required) Yes / No

Documentary poof

submitted12The tenderer must have a currently valid Agency license andService Tax / Sales Tax / VAT Registration Certificate. A copy

of such license is to be submitted. Yes / No

Documentary poof

submitted13

Copy of Annual Report / Balance Sheet / Profit & Loss Account

of the immediate preceding financial years duly certified by aChartered Accountant, is to be submitted.(At least for the

previous two years) Yes / No

Documentary poof

submitted14Copies of Income Tax (IT) returns for the last two financial

years are to be submitted (applicable for Indian Tenderers only).Yes / No

Documentary poofsubmitted15

A certificate accepting all the terms and conditionsunconditionally of the tender should be submitted on the

tenderer's letter head in the format as given at Annexure-III.Yes / No

16 Any other relevant information

Name of the Tenderer Tenderer s Seal & Signature


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ANNEXURE - V

AUTHORIZATION LETTER FOR ATTENDING BID OPENING

To,

Corporations Communications Department

Air India Ltd5th Floor, Airlines House,

113, Gurudwara Rakabganj Rd,

New Delhi-110001.

Sub: Authorization for attending opening of TECHNICAL / COMMERCIAL BID

On Tender Date: Closing Date:

Opening Date: Time:

The following person(s) is/are hereby authorized to attend Technical/ Commercial Bid openingof subject tender.

S.No. Name E.Mail Contact No Signature

Signature: ..

Authorized Signatorys Name:..

Company Name: ..

NOTE:

1. Permission for entry to the Hall where bids are opened may be refused in case

authorization as prescribed above is not received.

2. The authorized representatives, in their own, interest, must reach venue of bi opening

well in time.

3. The authorized representatives must carry a valid photo identity.

4. Separate authorization letters would be required for Technical and Commercial Bidopening.


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ANNEXURE - VI

COMMERCIAL BID / PRICE BID

Please note that the rates quoted in this section will be considered for the purpose of

determining which agency is offering the lowest cost to AI.

RATE SHOULD BE QUOTED IN THE FOLLOWING FORMAT :-( Figures in Indian

Rupees)

Sl. No.ACTUAL AMOUNT IN

RUPEES

1. a.Total monthly remunerationfor the PR services

rendered including daily Print Media clippings by

mail and on CD

b. Any other cost (Pl. specify, if any)

c. Taxes (Specify %age and Amount)

Total in Figures

Total in words

Below rates are to be quoted for budgetary purpose only. These rates would not be taken

into consideration for deciding the lowest quote tenderer

2. Rate per CD

providing Electronic Media video clips onCD with 4 clips per CD

3. Cost of providing training To

Spokespersons (for group of 6) at AI premises(including all other charges)

NOTE: The following points are to be noted while submitting the Commercial Bid:

1. The selection of successful tenderer would be based on the tenderers quoting the

lowest amount to be paid by AI towards the services rendered as per Sl.No-1above.

2. The selected party will have to accept a minimum 25% of the total fee as Barterin the form of Air India tickets on its network.

3. The rates offered should be net to AI. No other charges would be borne by Air India

4. Submission of incorrect or incomplete information or with arithmetical errors in

compilation of the data would be at the tenderers sole risk, and the decision of Air

India in such cases would be final and binding.

5. The contract will be valid for two years and may be extended for one more year bymutual consent of both parties.


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CERTIFICATION

Certified that:

1. There are no hidden costs to Air India over and above the net remuneration..

2. We agree to hold the quoted offer firm till completion of Contract.

3. We have read, understood, and agree to comply with the terms & conditions of the

tender

Name of the Tenderer Tenderers Seal & Signature