eoi for selection of communication agency for undertaking various

EXPRESSION OF INTEREST FOR

SELECTION OF COMMUNICATION AGENCY FOR UNDERTAKING VARIOUS MEDIA ACTIVITIES OF PANCHAYATI RAJ DEPARTMENT

EOI NO.: 2458 /2016 DATE: 30th August, 2016

STATE INSTITUTE FOR RURAL DEVELOPMENT AND PANCHAYATI RAJ Unit – 8, Gopabandhunagar, Bhubaneswar – 751012. e-mail : [email protected], [email protected]

Tel. 0674-2562645,2560059 Fax : 2562453

EOI for Selection of Communication Agency for Undertaking Various Media Activities of Panchayati Raj Department

SIRD and PR, ODISHA Page ii

Contents 1. EXPRESSION OF INTEREST ............................................................................................................... 1

1.1. Fact Sheet ................................................................................................................................ 1 2. BACKGROUND ................................................................................................................................. 2

1.1 Rajiv Gandhi Panchayat Sashaktikaran Abhiyan (RGPSA) ....................................................... 2 1.2 The Gram Panchayat Development Plan (GPDP) .................................................................... 2 1.3 State Institute for Rural Development and Panchayati Raj (SIRD & PR), Bhubaneswar ......... 3

3. SCOPE OF ENGAGEMENT ................................................................................................................ 4 4. MINIMUM ELIGIBILITY CRITERIA ..................................................................................................... 5 5. TENDER PROCEDURE ...................................................................................................................... 6 6. DEPOSIT OF EARNEST MONEY ........................................................................................................ 7 7. GUIDELINES FOR SUBMISSION ........................................................................................................ 7 8. SELECTION PROCESS ....................................................................................................................... 8

8.1 Bid Evaluation ......................................................................................................................... 8 8.2 Evaluation of Technical Bids ................................................................................................... 8 8.3 Technical Evaluation ............................................................................................................... 9 8.4 Evaluation of Financial Bids .................................................................................................. 11

9. PERIOD OF EMPANELMENT & PERFORMANCE OF THE AGENCY .................................................. 11 9.1 Award Criteria ....................................................................................................................... 11 9.2 Right to Accept Any Proposal and To Reject Any or All Proposal(s) ..................................... 11 9.3 Notification of Award ............................................................................................................ 11 9.4 Signing of Contract ................................................................................................................ 12 9.5 Failure to Agree with the Terms and Conditions of the Tender Paper ................................. 12 9.6 Period of Contract ................................................................................................................. 12 9.7 Performance of the Agency .................................................................................................. 12 9.8 Terms of Payments ............................................................................................................... 12 9.9 Liquidated Damages .............................................................................................................. 13 9.10 Force Majeure ....................................................................................................................... 13 9.11 Arbitration ............................................................................................................................. 13


SIRD and PR, ODISHA Page iii

9.12 Legal Jurisdiction ................................................................................................................... 14 ANNEXURE-1: TECHNICAL BID FORM 1: COMPLIANCE SHEET FOR ELIGIBILITY CRITERIA .................... 15 ANNEXURE-2: TECHNICAL BID FORM 2: BID LETTER (TECHNICAL BID) ................................................ 16 ANNEXURE-3: TECHNICAL BID FORM 3: PARTICULARS OF BIDDERS .................................................... 17 ANNEXURE-4: TECHNICAL BID FORM 4: LIST OF PROJECTS EXECUTED/ PAST EXPERIENCE ................. 19 ANNEXURE-5: TECHNICAL BID FORM 5: AFFIDAVIT OF NOT BE UNDER INELIGIBILITY ........................ 20 ANNEXURE-6: TECHNICAL BID FORM 6: BANK GUARANTEE FOR EARNEST MONEY DEPOSIT ............. 21 ANNEXURE-7: TECHNICAL BID FORM 7: APPROACH & METHODOLOGY .............................................. 23 ANNEXURE-8: FINANCIAL BID FORM 8: COMPLIANCE SHEET FOR FINANCIAL PROPOSAL .................. 24 ANNEXURE-9: FINANCIAL BID FORM 9: BID LETTER (FINANCIAL BID) .................................................. 25 ANNEXURE-10: FINANCIAL BID FORM 10: FINANCIAL BID (A) .............................................................. 27 ANNEXURE-11: FINANCIAL BID FORM 10: FINANCIAL BID (B) .............................................................. 33

1. EXPRESSION OF INTEREST 1.1. Fact Sheet

Sl. No. Name of Work Expression of Interest for Selection of Communication Agency for undertaking various media activities of Panchayati Raj Department

1 Name of the Client State Institute for Rural Development and Panchayati Raj (SIRD and PR), Odisha

2 Date of issue of EOI 30th August, 2016 3 Date of Pre Bid Conference 14th September, 2016 at 3.30 PM at SIRD&PR 4 Last date & time of

submission of Bids 22nd September, 2016 at 4.00 PM at SIRD&PR 5 Date & time of opening of

Technical bids 23rd September, 2016 at 4.00 PM at SIRD&PR 6 Estimated Cost Open Tender 7 Registration Fees

(Non- refundable) Rs.5000/- in the form of Demand Draft (DD) from Scheduled / Nationalized Bank

8 Period of contract One year , extendable further one year 9 Mode of submission of bids Offline

10 EOI Downloading Place & Period

www.odishapanchayat.gov.in, www.sirdodisha.org

11 Validity of the Proposal The proposal shall be valid for a period of 180 days from the last date of submission of bid /proposal.

12 Consortium Not Allowed

13 Bid submission address Director State Institute for Rural Development and Panchayati Raj (SIRD and PR), Bhubaneswar Unit – 8, Gopabandhunagar, Bhubaneswar – 751012

14 Helpline no. 0674-2562453/2560059


SIRD and PR, ODISHA Page 2

BACKGROUND Panchayati Raj Department, Government of Odisha is implementing various flagship programmes of Central and State Government with the active support of PRIs. It aimed at ensuring decentralised& participatory local self-government through Panchayati Raj Institutions (PRIs). There is a need to create awareness regarding the details of such scheme among the rural citizen. There is also need to publicise and spread information regarding the achievements made so as to mobilise and motivate the stakeholders involved in implementing the schemes. There is also a need to utilise various audio-visual media in propagating such information and also to formulate the IEC strategy, which plays an important role in successful execution of various schemes and programmes. In light of above, SIRD &Panchayati Raj Department invites Bid for Providing Services as professional Communication Agency for a period of 1 year, extendable for 1 more year, who can conceptualize and design communication materials relating to various schemes and programme being implemented by the Panchayati Raj Department, Government of Odisha. 1.1 Rajiv Gandhi Panchayat Sashaktikaran Abhiyan (RGPSA) Rajiv Gandhi Panchayat Shasaktikaran Abhiyan (RGPSA)" has been in operation since 2013 all over the country. RGPSA envisages larger role of PRIs in planning and implementation of development programmes for which capacity building of elected representatives and officials assumes significance. Under RGPSA, State is expected to undertake IEC activities to raise the awareness level of Panchayats. IEC activities would include TV and radio programmes including community radio, newsletter, print material etc. It is envisaged that on an average, each ER and Panchayat functionary would be trained for five days per year, through various modes such as face to face training, exposure visits, handholding support, help desks etc. Capacity Building &Training programmes will be conducted through government institutions, NGOs and Resource Persons. Detailed information about this scheme including IEC requirements is available at www.panchayat.gov.in/documents/10198/0/RGPSANEW%20.pdf. 1.2 The Gram Panchayat Development Plan (GPDP) The Article-243(G) of 73rd Constitutional Amendment Act-1992 envisages Panchayats to undertake planning for economic development and social justice. The Odisha Gram Panchayat Act, 1964 (section-5) also empowers the Gram Sabha by assigning it important statutory roles such as approval of plans, programmes and projects for social and economic development prior to their implementation by the Gram Panchayat. Section-44 and 45 of Odisha Gram Panchayat Act empowers Gram Panchayats to discharge certain obligatory and discretionary functions like providing basic services to citizens, creation and maintenance of village infrastructure, alleviation of poverty, management of common property resources and other measures necessary for human development. Now, the Central and State Finance Commission Grants has created enormous opportunity for Gram Panchayats by way of huge transfer of funds to provide basic civic services at local level, creation of durable assets to augment their resource base and enable them towards self-sufficiency in long run. Hence, it becomes imperative for Gram Panchayats to identify the felt



needs and priorities of local people, map its own resource envelope, prepare need based projects and allocate resources judiciously based on intensive participatory planning at local level. The current guideline of Gram Panvhayat Development Plan (Locally named as ”AmaGaon, Ama Yojana.") focused on Identifying Resource Envelope of GP, Environment Generation for Participatory Planning, Situational Analysis and Participatory Planning, Projectisation and Finalization of Development Plan by GP and System Support & Capacity Building for Participatory Planning. Recently, the GPDP is accelerated through Intensive Participatory Planning Exercises (IPPE). In view of this, Panchayati Raj Department, Govt. of Odisha plays a key role in creating conducive environment for participatory planning at Gram Panchayat level throughout the state. Following methods are to be adopted for environment generation at various levels. State Level

At state level, video spots / audio jingles /Newspaper Adverisemen need to be developed to appeal people to participate in the planning process at village level. The video spots will be telecasted in electronic media having rural mass coverage.

Audio jingles will also be broadcasted in All India Radio and FM channels along with advertisements in print media on the need for planning at GP level.

A signature song on participatory planning will be telecasted in electronic media for better appreciation among rural masses.

A special newsletter on Participatory Planning will be published featuring the essence of participatory planning process and meaningful participation of community in PalliSabha Gram Sabha.

Besides, a leaflet containing the core objective of participatory planning exercise is to be prepared for wide dissemination among the general public

District/Block/GP/Village Level The ZillaSanskrutiParishad (District Culture Council) will utilize the local folk media for

information dissemination on participatory planning at village level IEC campaign at Gram Panchayat and village level through publicity by mike,

hoarding, banner, distribution of leaflet and other local modes so that there will be adequate participation of local community in participatory planning exercise. The hoarding on Gram Panchayat Development Plan will be displayed at prominent places in GP area for better visibility.

1.3 State Institute for Rural Development and Panchayati Raj (SIRD & PR), Bhubaneswar

The State Institute for Rural Development and Panchayati Raj (SIRD & PR), Bhubaneswar was established in 1964 as one of the core distinguished institutions of the country with the objective of becoming a Regional Training Centre in the matter of conducting training programs of Tribal Community Development. Presently, SIRD&PR is a nodal and apex



institute for training, research, evaluation and consultancy in the field of Rural Development under the aegis of Panchayati Raj Department, Government of Odisha.

SIRD&PR organizes various training programmes for elected members of 3-tier Panchayati Raj Institutions, different levels of officials of Panchayati Raj & other line departments and NGOs both through in-house and off-campus mode. It also develops necessary training curriculum for the participants and develop training modules for various training programmes undertaken by SIRD and 3 Extension Training Centers (located at Bhubaneswar, Kalahandi and Keonjhar) of the State.

The Institute also organizes off-campus as well as in-house programmes in collaboration with the National Institute of Rural Development (NIRD), Hyderabad, UNDP, UN-Women, IIPA, New Delhi, National Disaster Mitigation Authority, New Delhi and also in collaboration with different Line Departments and State Government agencies like Orissa State Legal Aid Services Authority, State Information Commission etc.

As part of the IEC activity of P.R. Department, SIRD&PR brings out a quarterly News Letter “Panchayat Samachar” for distribution among Gram Panchayats, Panchayat Samitis and Zilla Parisads across the State. It covers important circulars, guidelines, good practices of other districts etc. for information of the representatives & officials

2. SCOPE OF ENGAGEMENT a. Conceptualization and designing of communication campaigns for promoting the

various programmes and schemes of Panchayati Raj Department like CFC, SFC, RGPSA, GPDP, Capacity Building of PRIs in convergence with MGNREGA, NRLM, PMAY-G, BPGY, Ru-Urban etc.

b. Developing creative ideas for advertisements campaigns to be released in print, electronic and outdoor media and creative designs and layouts for Posters, Hand Bills, Press Release, radio jingle, video spots, AV films, flex, banner, paper advertisement, success stories.

c. Planning of cost effective Multi Media and IEC strategies covering various activities of RGPSA, GPDP and SIRD & PR, Bhubaneswar

d. The design/concept developed by the agency and selected by the Panchayati Raj Deptt. shall be the sole property of the Department and, as such, the concerned agency shall not have any right to use the same anywhere else. Further, the same can be released directly in media by the Department at any time, at its sole discretion.



3. MINIMUM ELIGIBILITY CRITERIA The Communications Agencies (referred as the Agency hereinafter) meeting the following minimum qualifying criteria are eligible to apply. Agencies, which do not meet the following qualifying criteria, will be rejected at the first stage.

No Eligibility Criteria Supporting Document Required

1

The bidder must be registered as a company / society / trust for a minimum period of 5 (five) years. The firm must have its office in Bhubaneswar / or must commit to establish an office in Bhubaneswar within two week of selection for the empanelment.

Copy of self-attested Registration Certificate of the Company/Society/Trust. Authentic address proof in case of existing office / self-declaration in case the agency do not have an office in Bhubaneswar promising that the office will be established within two weeks‟ time from the date of announcement of its empanelment.

2

The agency should have annual turnover from advertising and designing services activities of at least Rs. 50 Lakhs in each of the last three financial years 2013–14, 2014-15 and 2015-16.

Attested copy of Chartered Accountant’s Certificate / copies of Audited Balance Sheet and IT Return Statement for last 3 financial years.

3

The Agency should have been in the business of providing Advertising, Designing in India to the Government bodies and/or reputed private companies for at least 5 years from the date of opening of the tender.

Proofs like work orders/vouchers that mentions the name of government body, multi lateral / bi-lateral organizations or private company to which the service is rendered.

4

Experience in Communication in Social sector: The Agency must have relevant experience of conceptualization & designing various communication activities in the Social Sector using print and electronic media, advertising (print, electronic, outdoor, others). for State or Central Government departments or Multi lateral / Bi-lateral organizations.

Proofs like work orders / vouchers that mentions the name of government body, multi lateral / bi-lateral organizations or private company to which the service is rendered.

5 The bidding agency should not have been blacklisted/ debarred by any Central /State Government / Public

Attested written declaration to this effect by the authorized signatory.



No Eligibility Criteria Supporting Document Required Sector Undertaking.

6 The bidding agency should have never been indicted by any court of law or any regulatory body or any State/ Central Government agencies.

Attested written declaration to that effect from the authorized signatory

4. TENDER PROCEDURE 5.1 The Bidders should submit the proposals in two parts:

i. Technical Bid ii. Financial Bid

5.2 Technical part should contain all such details as mentioned in the Bid Document. 5.3 Financial part should contain the financial bid inclusive of all admissible taxes,

duties and levies, etc. The details of the financial bid should also be included for better appreciation of the bid.

5.4 The expression of interest (EoI) along with relevant documents shall be submitted in a sealed envelope by registered post/Speed Post only to the undersigned and be clearly marked “Expression of interest for Selection of Communication Agency for undertaking various media activities of Panchayati Raj Department” on top of the envelope. The bidder shall submit both the bid documents (technical and financial bid) in separate envelopes and both the envelopes should be kept in one bigger size envelope and submit to the Director, SIRD&PR.However, SIRD & PR is not responsible if document is received after due date. EoI received after due date will be summarily rejected.

5.5 The firm should also superscribe on the top of the envelope the name of the firm, tender notice number, name of the materials offered, details of earnest money deposited and details of the cost of tender paper.

5.6 The Bid Document is to be downloaded from www.odishapanchayat.gov.in and www.sirdodisha.org which case, the fee in the form of demand draft should be enclosed with the bid document at the time of submission.

5.7 The last date for submission of bid is 22nd September, 2016 at 04.00 PM at SIRD&PR.

5.8 A pre-bid conference will be held on 14th September, 2016 at 3.30 PM at SIRD & PR, Bhubaneswar.

5.9 All tenders should be addressed to and sent to the following address the : Director, State Institute for Rural Development &Panchayati Raj, Unit 8, Gopabandhu Nagar, Bhubaneswar-751012



5.10 The technical bid shall be opened on 23rd September, 2016 at 4.00 PM at SIRD&PR before the duly constituted committee. The bidder or his authorized representative may remain present during the opening of such bid.

5.11 On the date of opening, only Part-I (Technical Bid) will be opened. Part-II (Financial Bid) shall be opened subsequently only of those tenders, whose Technical Bid qualifies as per the laid norms of this tender.

5. DEPOSIT OF EARNEST MONEY 6.1 Tender must be accompanied with an earnest money of Rs. 25,000/- (Rupees

Twenty Five Thousand Only) along with the cost of Rs. 5000/ (Rupees Five Thousand Only)the tender documents, failing which the tender will be rejected and Technical Bid will not be opened.

6.2 The Earnest Money should be deposited by way of account payee bank draft/NSC in favour of Director, SIRD & PR, Bhubaneswar on any (Nationalised Bank) Bank payable at Bhubaneswar.

6.3 Bank Guarantee/fixed deposit receipt money orders etc. are acceptable towards Deposit of Earnest Money.

6.4 Details of E/M i.e. draft number/NSC and date should be indicated on the cover of the envelope otherwise the tender may not be opened and returned to the party.

6. GUIDELINES FOR SUBMISSION 7.1 Interested agencies with requisite experience, may submit required documents in

two packets (Technical & Financial Bids) as detailed below: - Packet – 1 (Technical Bid)

a. Profile & Track Record of the company b. Copy of Certificate of Incorporation c. Copy of Service Tax Registration Certificate d. Copy of PAN Card e. Copy of Audited Balance sheet and Profit & Loss Account; Showing the relevant

trade as proof of Annual Turnover of last three FY as of Mar 31, 2016 f. Photo copy of Service Tax Registration. g. Earnest Money Deposit (EMD) in the Form of Demand Draft from a Scheduled

Bank/NSC as per the amount mentioned. h. Tender Document Fee of Rs. 5000/- in the form of Demand Draft from a

Scheduled/ Nationalized Bank drawn in favour of the Director, SIRD & PR. i. Compliance Sheet for Eligibility Criteria [In Form 1] j. Bid Letter (Technical Bid) [In Form 2] k. Particulars of the Bidder [In Form 3] l. List of Projects Executed [In Form 4] m. Affidavit of not be under Ineligibility[In Form 5]



n. EMD [In Form 6] o. Copy of Power of Attorney in the name of the Authorized signatory p. Self-Certified letter on existence of local office in Odisha along with necessary

evidence q. Copy of the CMM/ISO 9001/IEC 20000 certificate/s, if any r. Approach & Methodology[In Form 7]

Packet – 2 (Financial Bid) a. Compliance sheet for financial proposal[In Form 8] b. Bid letter (financial bid)[In Form 9] c. Financial bid form [In Form 10 (a & b)]

7. SELECTION PROCESS 8.1 Bid Evaluation

i. Authority will formulate a Selection Committee for making technical and financial evaluation and ranking of Bids received. This committee(s) will undertake evaluation of technical bids, opening of commercial bids, final selection of the panel of agency, negotiations (if any) on various terms and conditions, deliverables etc.

ii. The envelope 1 (Technical bid) shall be opened first. If the bid security is not found to be in order then the Bid shall be treated as non-responsive and shall not be evaluated further. All the proposals received will be scrutinized to assess the eligibility based on the qualifying criteria. Those proposals which do not meet the qualifying criteria will be rejected at any stage of detection.

8.2 Evaluation of Technical Bids i. The eligibility criteria will be first evaluated as defined in Notice Inviting EOI/

Request for Proposal for each bidder. Detailed technical evaluation will be taken up in respect of only those bidders, who meet with the prescribed eligibility criteria. Scrutiny of the tender document will be done by the Selection Committee to determine whether the documents have been properly signed, Earnest Money Deposit (EMD) paid and all relevant papers submitted. Tenders not conforming to such requirements will be prima facie rejected.

ii. A Technical Bid may not be considered for evaluation in any of the following cases: a. Bidder has not submitted bid security. b. The Technical Bid was submitted in the wrong format; or c. The Technical Bid included details of financial bid; or d. The Technical Bid reached the Authority after the submission closing time

and date specified in the Data Sheet.



e. After the technical evaluation is completed, the Authority shall notify Bidders whose Bids meet the minimum qualifying technical criteria.

8.3 Technical Evaluation i. All the bids (applications) will be evaluated based on the Eligibility

Criteria. The Selection Committee will short-list those agencies which are satisfying the eligibility criteria in all respects and declare the agencies which are technically qualified for further evaluation.

ii. The Selection Committee would first thoroughly check the technical bid form and supporting documents and shortlist the eligible agencies based on the technical eligibility criteria.

iii. The Selection Committee would evaluate the quality of Bidders on the criteria formulated by it. Points will be given on the basis of proposals submitted and the presentation given by the bidders. The Committee may even wish to personally visit the firms headquarter at Bhubaneswar at any time.

iv. The participating agencies will be assigned a Technical score (TS) out of a maximum of 100 points as per evaluation criteria mentioned below. Technical bid will be evaluated at two stages. 60 marks are allotted to Stage 1 and 40 marks allotted to stage two. Bidder with Technical Score of 36 (60% marks) and above will qualify for Stage 2.

v. At Stage 2, the qualify agencies of Stage 1 will be advised to make a presentation (in power point) duration of approximately 30 minutes including Q&A to the Selection Committee on Approach, Methodology, Work Plan and understanding of the assignment, Key Professional of the Bidder, Staff Qualification and competency for the assignment.At stage 2, Bidder with Technical Score of 24 (60% of marks) and above will qualify the Technical Bid.

vi. These “Qualified Agencies” will be considered further for “Financial Evaluation”.

vii. Director, SIRD & PR reserves the right to increase or decrease the qualifying marks for technical evaluation in case of greater competition or most of the applying agencies receiving less than the stipulated score for the purpose.

The criteria for evaluation and marks will be as follows; No EVALUATION CRITERIA MAX MARKS Score Evaluation Stage 1 (60 Marks) 1 Company Experience in the Field

of Communication (Rural Awareness Building) Experience of the agency in providing communication activities in the social sector.(using print and electronic

>= 15 years >=10 years >=07 years

30 20 10



No EVALUATION CRITERIA MAX MARKS Score Evaluation media, advertising (print, electronic, outdoor, others) and various mass messaging systems and promotional activities like folk and mid-media, hoardings and using communication vehicles such as mobile vans for awareness campaign, events, road shows, exhibitions, short films, open house, etc. for State or Central Government departments or Multi lateral / Bi-lateral organizations or its agencies)

2 Turnover in the last financial year (2015-16)

>= 100Lakh >=80 Lakh >=50 Lakh

20 15 05

3 Best four creative media campaigns handled, with value, during the last three years

05

To be judged independently by a Committee to be Appointed for the Purpose by the Director

4 Four best prestigious jobs, other than above during last three years

a) Designing, Printing of Annual report/ Brochure/ Calendars/ any other promotion material (attach proof)

b) Advt. Campaign (attach proof)

05

To be judged independently by a Committee to be Appointed for the Purpose by the Director

Stage 2 (40 Marks) 5 Presentation by the agency on

Strategy of proposed IEC Plan on Assignment

40

To be judged independently by a Committee to be Appointed for the Purpose by the Director (Average Score out of 10 of each of the members to be considered for the purpose of



No EVALUATION CRITERIA MAX MARKS Score Evaluation evaluation)

8.4 Evaluation of Financial Bids i. Financial Proposals of only the Technically Qualified Bidders would be opened

for further evaluation. ii. Bidders’ attendance at the opening of Financial Bids is optional. iii. The selection committee will review the detailed content of each Financial Bid.

During the review of Financial Bids, the Committee and any Authority personnel and others involved in the evaluation process, will not be permitted to seek clarification or additional information from any Bidder, who has submitted a Financial Bid. The detailed contents of each Financial Bid will be subsequently reviewed by the Authority. Financial Bids will be reviewed to ensure these are:

iv. Complete, to see if all items of the corresponding Technical Bid are priced; v. Computational errors if there are errors these will be corrected. vi. Agency who has quoted lowest price (inclusive of all taxes) will be preferred as

successful bidder. vii. In case of a tie between bidders after combining the quality and price score, the

bidder with higher quality score in Technical Bidwould be selected. viii. The authority reserves the sole right for carrying out amendments/ modification/

changes including any addendum to this tender document. All Bidders who have received this tender document shall be notified of the amendment in writing by email or fax or post, and all such amendment (s) shall be binding on them.

8. PERIOD OF EMPANELMENT & PERFORMANCE OF THE AGENCY 9.1 Award Criteria SIRD on behalf of Panchayati Raj Department will award the Contract to the L1 bidder. 9.2 Right to Accept Any Proposal and To Reject Any or All Proposal(s) SIRD on behalf of Panchayati Raj Department reserves the right to accept or reject any proposal, and to annul the tendering process / Public procurement process and reject all proposals at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for such action. 9.3 Notification of Award Prior to the expiration of the validity period, Director, SIRD on behalf of Panchayati Raj Department will notify the successful bidder in writing or by fax or email, that its proposal has been accepted. In case the tendering process/ public procurement process has not been completed within the stipulated period, SIRD may like to request the bidders to extend the validity period of the bid. In such case such extended period shall be accepted as mutually agreed upon.



Upon successful bidder's signing the contract, SIRD will notify each unsuccessful bidder and return theirEMD. 9.4 Signing of Contract After notification by Director, SIRD on the successful bidder that its proposal has been accepted, Director, SIRD on behalf of Panchayati Raj Department shall enter into a contract, incorporating all clauses and the proposal of the bidder between the department and the successful bidder. The Draft Legal Agreement will be provided as a separate document. 9.5 Failure to Agree with the Terms and Conditions of the Tender Paper Failure of the successful bidder to agree with the Draft Legal Agreement and Terms & Conditions of the tender paper shall constitute sufficient grounds for the annulment of the award, in which event Director, SIRD on behalf of Panchayati Raj Department may award the contract to the next best value bidder or call for new proposals from the interested bidders. In such a case, Director, SIRD shall forfeit the EMD of the successful bidder. 9.6 Period of Contract The period of contract shall be for a period of one year from the date of execution of agreement. The period may be extended for further periods on mutual agreement by both the parties on similar terms and conditions. 9.7 Performance of the Agency Delivery and performance of the services shall be made by the agency in accordance with the time schedule specified by the Authority in its work order or request for Communication requirements. In case the services are not made available in the stipulated delivery period, as indicated in the work order or request the Authority reserves the right either to short close / cancel the work order or request and / or recover liquidated damage charges. The cancellation / short closing of the order shall be at the risk and responsibility of the agency. 9.8 Terms of Payments

1) Issuance of Work Order: 10 % of total work order’s amount 2) An inception report – 1- 7 days after issuance of work order1(provide details on the

methods and tools to be used and the work plan: 10 % of total work order’s amount 3) Draft report on developed and or updated IEC materials: 20 % of total work order’s

amount 4) A final consultancy report and adequate samples of IEC materials ready for

production: 40 % of total work order’s amount 5) Final Submission: Remaining 20% of total work order’s amount in final validation and

approval

1Days will be decided by Director, SIRD and PR on the basic of urgency and gravity of the assignment



9.9 Liquidated Damages Delay by the agency in the performance of its delivery obligations, shall render the agency liable to imposition of liquidated damages, and/or termination of the contract for default and/or any other action viz. black listing/ circulation in industry etc. as it may deem fit. 9.10 Force Majeure This clause shall mean and be limited to the following in the execution of the contract placed by the department.

War / hostilities Riot or civil commotion Earth Quake, Flood, Tempest, Lightning or other natural physical disaster Restrictions imposed by the Government or other statutory bodies, which is

beyond the control of the consultant, which prevent or delay the execution of the order by the consultant

The Service Provider shall advise the department in writing the beginning and the end of the above clauses of delay, within 7 days of occurrence and cessation of the force majeure conditions. In the event of a delay lasting for more than one month, if arising out of clauses of force majeure, department reserves the right to cancel the contract without any obligation to compensate the consultant in any manner for whatsoever reason, subject to the provision of clause mentioned.

9.11 Arbitration All disputes, differences, claims and demands arising under the contract shall be referred to the Director, SIRD, Bhubaneswar for final decision and the same shall be binding on all parties. Any other terms and conditions mutually agreed prior to finalization of the order / agreement shall be binding on the service provider. SIRD and the selected Service Provider shall make every effort to resolve amicably through direct negotiation, any disagreement or dispute arising between them under or in connection with the work order. If any dispute arises between parties on aspects not covered by this agreement, or the construction or operation thereof, or the rights, duties or liabilities under these except as to any matter the decision of which is specially provided for by the general conditions, such disputes shall be referred to two arbitrators, one to be appointed by each party and the said arbitrators shall appoint an umpire in writing before entering into the reference and the award of the arbitration or umpire, as the case may be. Shall be final and binding on both the parties. The arbitrators or the umpire as the case may be, with the consent of parties, may modify the time frame for making and publishing the award. Such arbitration shall be governed in all respects by the provision of the Indian Arbitration and Conciliation Act, 1996 or later and the rules there under and any statutory modification or reenactment there of the arbitration proceeding shall be held in Bhubaneswar, Orissa.



9.12 Legal Jurisdiction All legal disputes are subject to the jurisdiction of Bhubaneswar courts only.

EXPRESSION OF INTEREST FOR SELECTION OF COMMUNICATION AGENCY FOR UNDERTAKING VARIOUS MEDIA ACTIVITIES OF PANCHAYATI RAJ DEPARTMENT

ANNEXURE-1: TECHNICAL BID FORM 1: COMPLIANCE SHEET FOR ELIGIBILITY CRITERIA RFP NO: _________ , Date:

Please check whether following have been enclosed in the respective covers, namely, letter of Technical Bid. Sl. No. Compliance Document Provided

(Yes/ No) Page No in the Technical Bid

1 Copy of Certificate of Incorporation 2 Copy of Service Tax Registration Certificate 3 Copy of PAN 4 Copy of Audited Balance sheet and Profit

& Loss Account; Showing the relevant trade as proof of Annual Turnover of last three FY as of Mar 31, 2016

5 Tender Paper Cost (DD No.: ........................................... ,Date………………..Amount:…………. ............................. , Bank:……….. .................................... )

6 Earnest Money (DD No.: ........................................ , Date……………….. Amount:……….. , Bank.: .............................................. ,)

7 Bid Letter (Technical Bid) [In Form 2] 8 Particulars of the Bidder [In Form 3] 9 List of Projects Executed [In Form 4] 10 Affidavit of not be under Ineligibility[In Form 5] 11 EMD [In Form 6] 12 Copy of Power of Attorney in the name of

the Authorized signatory

13 Self-Certified letter on existence of local office in Odisha along with necessary evidence

14 Copy of the CMM/ISO 9001/IEC 20000 certificate/s. 15 Approach & Methodology[In Form 7]

ANNEXURE-2: TECHNICAL BID FORM 2: BID LETTER (TECHNICAL BID) RFP NO: __________ , Date: .

Location, Date To The Director SIRD& PR Unit-8, Bhubaneswar-751012 Subject: Submission of the Technical bid for Selection of Communication Agency for undertaking various media activities of Panchayati Raj Department. Dear Sir/Madam, We, the undersigned, offer to provide our services to the Director, SIRD Panchayati Raj Department, with your Request for Proposal dated <insert date> and our Proposal. We are hereby submitting our Proposal, which includes this Technical bid and the Financial bid sealed in separate envelopes. We hereby declare that all the information and statements made in this Technical bid are true and accept that any misinterpretation contained in it may lead to our disqualification. We undertake, if our Proposal is accepted, to initiate the Implementation services related to the assignment not later than the date indicated in Fact Sheet. We agree to abide by all the terms and conditions of the RFP document. We would hold the terms of our bid valid for 180 days as stipulated in the RFP document. We understand you are not bound to accept any proposal you receive. Yours sincerely, Authorized Signature [In full and initials]: (With Seal) Name and Title of Signatory: Name of the Firm: Address: Location: Date:



ANNEXURE-3: TECHNICAL BID FORM 3: PARTICULARS OF BIDDERS No Particulars Details

1 Name & Address of the firm, Tel/ Fax/Email Details

2 Date of Establishment of Company (enclose evidence) (Should be in existence for last five years)

3 Total work experience (In years)

4 Annual Turnover (enclose balance Sheet and CA's Certificate) 2013–14, 2014-15 and 2015-16.

5 Is your firm a Proprietorship / Partnership or registered under the Companies Act. (enclose attested certificate)

6 Details of Income Tax Registration: (Enclose PAN Details)

7 Service Tax Registration Details: (Enclose copy of latest service tax Clearance certificate)

8

Details of the Bhubaneswar Headquarter: Address: Number of employees: Managerial staff: Media management: Creative Designers: Translators: Others: Infrastructure that office possesses: (Computer/scanner/printer etc)

9 List of present Clients / organizations and type of services provided: (enclose details)

10 List of Government bodies the agency worked/working with and the type of services



No Particulars Details provided: (Enclose details)

11 List of Multi-lateral / bi-lateral bodies or their agencies the agency worked/working with and the type of services provided: (Enclose details)

12 Details of past experience: (enclose details) 13 Any other information This is to certify that I have read and understood the enclosed brief and other Terms & Conditions and all the supporting documents have been enclosed, and the information given by me is true to the best of my knowledge. Signature of witness Signature of the Bidder Date: Date: Place: Place:

Seal of the Company



ANNEXURE-4: TECHNICAL BID FORM 4:LIST OF PROJECTS

EXECUTED/ PAST EXPERIENCE RFP NO:_________, Date________

For each project being shown as relevant past experience of providing services being described in the document, please provide a profile based on the following template. Please provide only broad details of the projects: Client Name / Project Name Period of Project / Assignment Cost of the Project

Project Description: Provide details of the projects including broad description of actual services provided by the agency; Description of the key areas where significant contributions are made for the success of the project

Order Copies & Performance Certificate received from Client is to be attached with this statement

Signature of witness Signature of the Bidder Date: Date: Place: Place:

Seal of the Company

ANNEXURE-5: TECHNICAL BID FORM 5: AFFIDAVIT OF NOT BE UNDER INELIGIBILITY

Before the Executive Magistrate/ Notary Public Sri______________________________ AFFIDAVIT

I, Sri/Smt. ________________________________ aged about ________ S/o./D/o./W/o. _________________________________________ _______Proprietor/Partner/DirectorofM/s. _______________________________________ ______________________________ At-_______________ _______________________ P.O___________________________ P.S-_____________________, Dist________________________ State______________ do hereby solemnly affirm andstate as follows:

1. That pursuant to the EOI No.___________ date _____________of Panchayati Raj Department for Selection of Communication Agency for undertaking various media activities of Panchayati Raj Department, I/my firm/company am/is an intended bidder to participate in the said tender process.

2. That as per terms & conditions of the tender documents, I am to declare that, I/my firm/company have not been blacklisted by any Central/State Govt. Organisation or by any Public Sector undertakings of the State/Central Govt.

3. That neither any criminal case nor any vigilance case is pending against me/my firm/company before any forum.

4. That I/my firm/company not have any record of poor performance, abandoned work, having inordinately delayed completion and having faced Commercial failures etc. for any State Government or Government of India organization/department.

5. That this affidavit is required to be produced with tender paper before the Director, SIRD&PR, BBSR on behalf of Panchayati Raj Department, Government of Odisha.

6. That the facts stated above are true to the best of my knowledge and belief. Identified by me

Deponents Advocate The above deponent being present before me & duly identified by Sri ____________________________________Advocatestates on oath that the facts stated above are true to the best of his/her knowledge. Deponent. *Strike out whichever is not applicableExecutive Magistrate/ Notary Public_______

ANNEXURE-6: TECHNICAL BID FORM 6: BANK GUARANTEE FOR EARNEST MONEY DEPOSIT

RFP NO: _________ , Date: To The Director, SIRD & PR Unit-8, BBSR-12 Whereas <<Name of the bidder>> (hereinafter called 'the Bidder') has submitted the bid for Submission of RFP # <<RFP Number>> dated <<Date>> for Selection of Communication Agency for undertaking various media activities of Panchayati Raj Department to Director, SIRD& PR, BBSR. Know all Men by these presents that we <<Name of the Bidder>> having our office at <<Address>> (hereinafter called "the Bank") are bound unto the <<Nodal Agency>> (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; 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.

(Authorized Signatory of the Bank) Seal Date

ANNEXURE-7: TECHNICAL BID FORM 7: APPROACH & METHODOLOGY RFP NO: _________ , Date:

Describe about Approach, Methodology, Work Plan and understanding of the

assignment, Key Professional of the Bidder, Staff Qualification and competency for the assignment in this form. Signature of witness Signature of the Bidder Date: Date: Place: Place:

Seal of the Company

ANNEXURE-8: FINANCIAL BID FORM 8: COMPLIANCE SHEET FOR FINANCIAL PROPOSAL

RFP NO: _________ , Date: Please check whether following have been enclosed in the respective covers, namely, Financial Bid. a. Bid Letter (Financial)

Yes/No (In the format attached at Form 9)

b. Financial Bid

Yes/No (In the format attached at Form 10 - A, B)

Signature of witness Signature of the Bidder Date: Date: Place: Place:

Company Seal



ANNEXURE-9: FINANCIAL BID FORM 9: BID LETTER (FINANCIAL BID) RFP NO:_________, Date________

To The Director, SIRD& PR Unit-8, BBSR Subject: Submission of the financial bid for Selection of Communication Agency for undertaking various media activities of Panchayati Raj Department

Dear Sir/Madam, We, the undersigned, offer to provide our services for supply of manpower for SPMU

under RGPSA in Odisha in accordance with your Request for Proposal <<EOI No. >> dated <<Date>>and our Proposal (Technical and Financial Proposals). Our Financial Proposal is attached in Form 11. This amount quoted is exclusive of any taxes and duties.

1. PRICE AND VALIDITY All the prices mentioned in our Tender are in accordance with the terms as specified in the RFP documents. All the prices and other terms and conditions of this Bid are valid for a period 180 days from the date of opening ofthe Bid. We hereby confirm that our prices do not include any taxes and duties. We understand that the actual payment would be made as per the existing taxrates during the time of payment.

2. UNIT RATES We have indicated in the relevant forms enclosed, the unit rates for the purpose of on account of payment as well as for price adjustment in case of any increase to / decrease from the scope of work under the contract.

3. TENDER PRICING We further confirm that the prices stated in our bid are in accordance with your Instruction to Bidders included in Tender documents.

4. QUALIFYING DATA We confirm having submitted the information as required by you in your Instruction to Bidders. In case you require any other further information/documentary proof in this regard before evaluation of our Tender, we agree to furnish the same in time to your satisfaction.



5. BID PRICE We declare that our Bid Price is for the entire scope of the work as specified in the appropriate section in the RFP. These prices are indicated Commercial Bid attached with our Tender as part of the Tender. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal.

We understand you are not bound to accept any Proposal you receive. We hereby declare that our Tender is made in good faith, without collusion or fraud and the information contained in the Tender is true and correct to the best of our knowledge and belief. We understand that our Tender is binding on us and that you are not bound to accept a Tender you receive. Thanking you, Yours sincerely Authorized Signature: (With Seal) Name and Title of Signatory: Name of Firm: Address:

ANNEXURE-10: FINANCIAL BID FORM 10: FINANCIAL BID (A) RFP NO: _________ , Date:

All the prices quoted below are exclusive of any taxes and duties. No Description Deliverables Specifications Rate in INR 1 Video Component 1.1 TV Conceptualization and

creative content submission

Presentation of the concept based on the PR Deptt. schemes brief

Presentation of Scripts , story boards, scene descriptions, actor descriptions to the client for suggestions/approval

Creative content should be innovative, funny, simple, easy to understand, easy to recall, adaptable in regional languages

TV Advertisement without celebrity(30 sec,60 sec each) (1.no. each) HD/Broadcast quality

TV Advertisement with celebrity(30 sec,60 sec each) (1 no. each) HD/Broadcast quality

1.2 Films Short film (5-10 Min), (5 Nos.) HD/Broadcast quality

Documentary(10 min) (10 Nos) HD/Broadcast quality

Animation films (1-3min) (3 Nos) HD/Broadcast quality)

1.3 Theme Song Conceptualization and creative content

Submission Presenting Lyrics, Tune, Scripts , story boards, scene descriptions actor descriptions to the client for suggestions/ approval (based on SIRD & PR”s Brief)

Creative content should be innovative, simple, easy to understand, easy to recall, adaptable in regional languages



No Description Deliverables Specifications Rate in INR 2 Audio Component 2.1 Radio Jingle Conceptualization and

creative content submission

Presentation of the concept based on the SIRD & PR's Brief

Presentation of lyrics, script and tune, dialogues to SIRD & PR for its approval (based on the SURD's Brief)

Jingle should be captive innovative, simple, easy to understand, easy to recall, adaptable in regional languages

Radio jingle (30 sec) Radio Sponsored Programmes (one episodes of 1 min, 2min, 5min, 8- 10 min each)

Audio CD ( song of 2.5 minutes 0 (Popular artists involved) MP3 format in one CD

2.2 Public Services Messages

Conceptualization and creative content submission

Presentation of Concept, Scripts to the client for suggestions/approval (Based on SIRD & PR's brief)


Public Service Messages (1,3.5 Min)

3 Print Component 3.1 Press Ad Physical Specimen and

Soft Copies (JPEGs and CDR) Presentation of

Creative design upto 150 sq. cm.

Between 150 and 350



No Description Deliverables Specifications Rate in INR first draft creative content for its approval (based on the SIRD & PR's Brief)

Presentation of final artwork (after incorporating suggestions by SIRD & PR for final approval

Creative content should be innovative, simple, easy to understand, adaptable in regional languages

Submission of physical specimen and raw footage on time

Quality should be adherent to the standards

Completion of work within pre defined timelines

sq.cm Each language adaptation irrespective of size

Large size above 350 sq. cm.

Financial advertisement (with or without visuals)

Notice/ statuary advertisement (without visuals/ picture/ graphics)

3.2 Hoarding Physical Specimen and Soft Copies (JPEGs and CDR)

Presentation of first draft creative content for its approval (based on the SIRD & PR’s Brief)

Design and presentation of creative to SIRD & PR for final approval

Creative content should be innovative, simple, easy to understand, easy to recall, adaptable

Size 3 ft. x 6 ft. 4 ft. x 6 ft. 6 ft. x 9 ft. 7 ft. x 3 ft. 10 ft. x 10 ft. 10 ft. x 12 ft.



No Description Deliverables Specifications Rate in INR in regional languages


Quality should be adherent to the standards.

Completion of work within pre defined timelines

3.3 Posters Physical Specimen and Soft Copies (JPEGs and CDR)

Presentation of first draft creative content for its approval (based on the SIRD & PR's Brief)




Quality should be adherent to the standards.

Completion of work within pre-defined timelines

Large Size: 24” x 36” Medium Size: 18” x 24” Small Size :11” x 17” A4 Paper Size: 8.5” x 11”

3.4 Journal/ Newsletters

Physical Specimen and Soft Copies (JPEGs and



No Description Deliverables Specifications Rate in INR CDR)

Front & Back cover design and complete Layout

Inner pages design, complete layout and editing (per page)

3.5 Brochures Physical Specimen and Soft Copies (JPEGs and CDR)

Presentation of first draft creative content for its approval (based on the SIRD & PR 's Brief)


Theme and cover design (graphics)

Theme and cover design (photographic)

Inside page design of booklet/ brochure (per page)

Inside page design for annual report (per page)

Graphs/ Charts-single colour (each)

Graphs/ Charts-multi colour (each)

Envelope Design 3.6 Leaflets/

Catalogues/ Folders/ Certificates

Physical Specimen and Soft Copies (JPEGs and CDR)



Two pages –colour Four pages colour (two fold

Certificate design Instruction manual -cover design

Instruction manual - inside pages (each)

Instruction manual -



No Description Deliverables Specifications Rate in INR illustration (each)

3.7 Calendars/ Greeting Cards/ Invitation Cards

Physical Specimen and Soft Copies (JPEGs and CDR)



Invitation, Greeting Cards (Graphics)

Wall Calendar – theme Wall Calendar - design (per page)

Table Calendar – theme Table Calendar - design (per page)

Pocket Calendar – design 3.8 P.O.P.

Material Physical Specimen and

Soft Copies (JPEGs and CDR)



Coupon Design (graphics both side)

Coupon Design (Single side)

Stickers, Dealers boards, display boards (each)

T-shirts, Caps Design (each)

3.9 Small Media Physical Specimen and Soft Copies (JPEGs and CDR)



Booklets, (max. 10 pages) Media kits (30-40 pages) Booklets 5 X 7, 6 X 8, 8 X 10, 10 X 12 Black and White (Text) and cover, back cover in Colour



ANNEXURE-11: FINANCIAL BID FORM 10: FINANCIAL BID (B)

RFP NO: _________ , Date:

SL Particulars Rate in % Value in Rupees A Total Charges towardsVarious Media Activities B Service Charge C Total Quoted Price inclusive of all taxes (A+B) Quoted Price (C=A+B) in words: Signature of witness Signature of the Bidder Date: Date: Place: Place:

eoi for selection of communication agency for undertaking various

Documents