Request for Proposal - Final Corrected Copy(4th Amended Copy)

7/27/2019 Request for Proposal - Final Corrected Copy(4th Amended Copy)

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Request For Proposal PR Firm


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ontentsProprietary and Confidential 4

Disclaimer 51. Invitation to RFP 7

1.1 RFP Notice 7

1.2 Important Dates 8

2. Instructions to bidders 9

2.1 Definition 9

2.2 Pre-Qualification/ Eligibility Criteria 10

2.3 Cost of Tender Document 10

2.4 Earnest Money Deposit (EMD) 11

2.5 Pre-Bid Conference / RFP Clarification 11

2.6 Amendment to RFP 11

2.7 Validity of proposal 11

2.8 Right to Accept / Reject proposal 11

2.9 Preparation of Proposal 11

2.10 Content of Bids 12

1) Technical Bid 122) Financial Bid 13

2.11 Submission, Receipt & Opening of proposal 13

2.12 Methodology & Criteria for Bid evaluation 13

[A] Evaluation process 13

[B] Details of Scoring 15

2.13 Performance Bank Guarantee 17

2.14 Process Confidentiality 17

2.15 Cost of Bidding 18

2.16 Disqualification 18

2.17 Fraud & Corruption 18

3 Scope of Work 19

3.1 Project Background 193.2 Project Objectives 20

3.3 Project Details 20

3.4 Manpower requirements 21

3.4.1 Presence of PR Firm in Delhi 21

3.4.2 Manpower requirements at Raipur 21

3.5 Channels of communication: 22

4. Payment terms 22

5. Service level agreement 22

5.1 Media Planning 22

5.2 Reporting 23

5.3 Resolution of Complaints 23

5.4 Data Confidentiality 236. Roles and Responsibilities of Stakeholders 23

6.1 Chhattisgarh Samvad 23

6.2 PR Firm 23

7. General Terms and Conditions 24

7.1 Application 24

7.2 Relationship between parties 24

7.3 Standards of Performance 24

7.4 Delivery and Documents 24


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7.5 Firm Personnel 24

7.6 Applicable Law 25

7.7 Use of Contract Documents and Information 25

7.8 Governing Language 25

7.9 Intellectual Property Rights 25

7.10 Sub Contracts 25

7.11 Consortiums 257.12 Assignments 25

7.13 Change Orders 25

7.14 Extension of Contract 26

7.15 Suspension 26

7.16 Termination 26

7.17 Force Majeure 26

7.18 Payments in case of Force Majeure 26

7.19 Resolution of Disputes 27

7.19.1 Amicable Settlement 27

7.19.2 Arbitration 27

7.20 Taxes and Duties 27

7.21 Legal Jurisdiction 27

7.22 Binding Clause 27

7.23 Notice 27

8. Forms 28

Form1: Letter of Proposal Form 28

Form 2: Technical Bid form 30

Form 1A: Format for Certificates from Indipendent

Auditor/Statuary auditor for Technical capacity. 32

Form 2 A: Format for Certificates from Indipendent

Auditor/Statuary auditor for Financial capacity. 33

Form 3: Past Experience 34

Form 3 A : Form 2 A: Format for Certificates from Indipendent

Auditor/Statuary auditor for Experience in PR . 35

Form 4: Personnel 36

Form 5: Financial Bid Form (Online Only) 38

Form 7: Letter of authorization for attending bid opening 39

9. Draft Service agreement 40-58


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roprietary and Confidential

No part of this document may be reproduced in any form or by any means, disclosed or distributed

to any person without the prior consent of Chhattisgarh Samvad , except to the extent required for

submitting a bid and no more.

The information contained in this document is only disclosed for the purpose of enabling you to

submit a proposal to Chhattisgarh Samvad, in accordance with the requirements of this document

This document should therefore not be used for any other purpose under any circumstances.

This document contains proprietary information furnished for evaluation purposes only; except with

the written permission of Chhattisgarh Samvad , such information may not be published, disclosed

or used for any other purpose. You acknowledge and agree that this document and all portions

thereof, including, but not limited to, any copyright, trade secret and other intellectual property rights

relating thereto, are and at all times shall remain the sole property of Chhattisgarh Samvad, and thattitle and full ownership rights in the information contained herein and all portions thereof are

reserved to and at all times shall remain with Chhattisgarh Samvad. You agree to take utmost care

in protecting the proprietary and confidential nature of the information contained herein.


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Disclaimer

e information contained in this Request for Proposal document (RFP) or subsequently provided to

dders, whether verbally or in documentary or any other form by or on behalf of the Authority or any of its

mployees or advisers, is provided to Bidders on the terms and conditions set out in this RFP and such

her terms and conditions subject to which such information is provided.

is RFP is not an agreement and is neither an offer nor invitation by the Authority to the prospective The

dders or any other person. The purpose of this RFP is to provide interested parties with information that

ay be useful to them in the formulation of their Proposals pursuant to this RFP. This RFP includes

atements, which reflect various assumptions and assessments arrived at by the Authority in relation to

e Services. Such assumptions, assessments and statements do not purport to contain all the information

at each Bidder may require. This RFP may not be appropriate for all persons, and it is not possible for the

thority, its employees or advisers to consider the objectives, technical expertise and particular needs of

ch party who reads or uses

s RFP. The assumptions, assessments, statements and information contained in this RFP, may not be

mplete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own investigations and

alysis and should check the accuracy, adequacy, correctness, reliability and completeness of the

sumptions, assessments and information contained in this RFP and obtain independent advice from

propriate sources.

ormation provided in this RFP to the Bidders is on a wide range of matters, some of which depends upon

erpretation of law. The information given is not an exhaustive account of statutory requirements and

ould not be regarded as a complete or authoritative statement of law.

e Authority accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on

e law expressed herein.

e Authority, its employees and advisers make no representation or warranty and shall have no liability to

y person including any Bidder under any law, statute, rules or regulations or tort, principles of restitution

unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be

curred or suffered on account of anything contained in this RFP or otherwise, including the accuracy,

equacy, correctness, reliability or completeness of the RFP and any assessment, assumption, statement

information contained therein or deemed to form part of this RFP or arising in any way in this Selection

ocess.

e Authority also accepts no liability of any nature whether resulting from negligence or

herwise however caused arising from reliance of any Bidder upon the statements contained in this RFP.


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e Authority may in its absolute discretion, but without being under any obligation to do so, update,

mend or supplement the information, assessment or assumption contained in this RFP.

e issue of this RFP does not imply that the Authority is bound to select a Bidder or to appoint the

lected Bidder, as the case may be, for the Services and the Authority reserves the right to reject all or any

the Proposals without assigning any reasons whatsoever.

e Bidder shall bear all its costs associated with or relating to the preparation and submission of its

oposal including but not limited to preparation, copying, postage, delivery fees, expenses associated with

y demonstrations or presentations which may be required by the Authority or any other costs incurred in

nnection with or relating to its Proposal. All such costs and expenses will remain with the Bidder and the

thority shall not be liable in any manner whatsoever for the same or for any other costs or other

penses incurred by a Bidder in preparation or submission of the Proposal, regardless of the conduct or

tcome of the Selection Process.


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Invitation to RFP

1 RFP Notice

Request for Proposal for the selection of a Public Relations (PR) Management Firm in the service of

Chhattisgarh Samvad, (Sister Concern of Directorate of Public Relations,) Government of

Chhattisgarh.

The firm shall be responsible for providing all types of services, as mentioned in Tender

document & Scope of Work, as a part of this project.

I. Chhattisgarh Samvad invites technical and financial bids from bidders

For providing Public Relations Management Services. The bidders, who intend to participate in this

bid, are required to follow the below mentioned stages:

1. Pre-Bid Conference

2. Bid Submission

3. Opening of Pre-Qualification and Technical Bid

4. Evaluation of Technical bid

5. Presentation

6. Opening of Financial bid for all qualified bidders who score minimum of 70 points as per

stages 4 and 5

7. Evaluation of Financial Bid

8. Calculation of Total Score using Quality cum Cost Basis (QCB) with 70% weightage to

Technical Score (TS) and 30% weightage to Financial core.(FS)

9. The Bidder have at least Rs. 20 Crore turnover since last three financial years.

10. EMD amount of the Bidder may be forfeited by Chhattisgarh Samvad in case works not

performed properly and may be black listed.

11. The Bidder with the highest Technical Score shall be given first preference to call for

negotiations for award of the Contract.II. Interested companies may download the RFP document from the Website III. Unviable financial bid will be not considered & Tender committee reserves the right to reject

these proposals.

IV. CEO, Chhattisgarh Samvad reserves the right to reject any or all the Proposals in

whole or part without assigning any reasons.

V. This RFP document is not transferable.

VI. Minimum absolute technical score to qualify for financial bid evaluation is 70.

VII.

The bidder must submit the DD of Rs. 000/- towards tender fee (Non Refundable) and Rs

5 lakhs towards EMD amount in sealed cover latest by 26thMarch 2014 up to 3.30 PM.

The sealed cover should super scribe as Tender fees& Bid Security/EMD for the tender fo

selection of PR Firm for providing PR services. Tender fees must be inthe form of Demand Draf

& E.M.D. can be in the form of Bank Guarantee or Demand Draft.

Both these must be in the name of Chhattisgarh Samvad, Raipur only along with the covering letter

with a validity of 6 months.
http://www.dprcg.gov.in/


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2 Important Dates

Sr.No. Information Details

1 Last date and time forsubmission of DDs of

EMD & Tender fees at theChhattisgarh Samvad physically

Place: Chhattisgarh Samvad, Infront ofMahila Thana, Chhotapara,Raipur

Date:Time:

a Last date and time forsubmission offinancial proposal

Place: Chhattisgarh Samvad, Infront ofMahila Thana, Chhotapara,RaipurDate:Time:

b Last date and time forsubmission oftechnical proposals (Physically)

Place: Chhattisgarh Samvad, Infront ofMahila Thana, Chhotapara,RaipurDate:Time:

Place, date and time for opening

of technical proposals

Place: Chhattisgarh Samvad, Infront of

Mahila Thana, Chhotapara,RaipurDate:Time:

Place, date and time forPresentation

Place: Place: Chhattisgarh Samvad,Infront of Mahila Thana,Chhotapara,RaipurDate:Time: 12

Place,date and time for opening

of financial / commercial proposal

Place: Place: Chhattisgarh Samvad,

Infront of Mahila Thana,Chhotapara,RaipurTechnically qualified parties will beinformed regarding date and time at alater date.

Contact person for queries Sanjeev Tiwari, Joint Director

Address for communication Place: Chhattisgarh SamvadIn Front of Mahila ThanaChota Para Raipur Pin 492001


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Instructions to bidders2.1 Definition

RFP means Request for Proposal

PR firm means any private or public entity, which will provide the required PRManagement

Services to Chhattisgarh Samvad under the contractApplicable Law means the laws and any other instruments having force of law in India as they

may be issued force and in force from time to time

Proposals means proposals submitted by bidders in response to the RFP published by

Chhattisgarh Samvad.

Competent Authority means CEO Chhattisgarh Samvad, Raipur

Committee means evaluation committee of Chhattisgarh Samvad, Raipur

Contract means the Contract signed by the parties along with the entire documentation as

specified in the RFP

Effective date means the date from which the contract comes into force and effect.

Samvad means Chhattisgarh Samvad

) DPR means Directorate of Public Relations, Government of Chhattisgarh

) BG means Bank Guarantee

) Government means State , Government of Chhattisgarh

) Personnel means professional and support staff provided by the PR firm andassigned to perform

services to execute an assignment and any part thereof

) Services means the work to be performed by the PR Firm pursuant to the selection by Samvad

and to the contract to be signed by the parties in pursuance of any specific assignment awarded tothem by Smavad .

) The Bid Document and Tender Document are one and the same.


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2 Pre-Qualification/ Eligibility Criteria

dders must conform to the eligibility criteria given below:

No Eligibility Criteria Supporting Document Required

1 The firm must have one of itsoffice in Delhi

Authentic address proof, Proof of PRoperations like work orders /vouchers orany other supporting documents generatedin the name of the Delhi-based office of thefirm

2 The firm should have been in thebusiness of providing PR servicesinIndia to the Government bodiesand/or reputed private companiesfor at least 5years from the date ofopening of the tender.

Proof of incorporation of the firm /company(Articles of Association); attested by theauthorized signatory. Proofs like workorders / vouchers that mentions the nameof government body or private company towhich the PR service is rendered.

3 The firm should have turnover fromPR activities in India of at least Rs.

crore in each of the last threefinancial years.

Attested copy of audited balance sheet forlast 3 financial years and CA certificatecertifying that the firm had made a turnovermore than or equal to Rs. cr in each ofthe last 3 financial years out of its PRactivitiesin India in original.

4 The firm should be fully equippedwith trained and skilled PRprofessionals and should havelatest instruments like computers,scanners, high-speed photocopymachine preferably colorphotocopy machines etc. at itsoffices in the Metro cities;especially in Delhi. Firm will haveto open fully equipped office alongwill require staff after success fullbidding in Raipur also

Brochures, leaflets, photos of the firmgiving a glimpse of its offices and staff,proof of office address.

ote:

Bidders should submit the supporting documents mentioned in the table aboveBids of firms not confirming to the eligibility criteria listed above will be summarily rejected.Submission of forged documents will also result in summary rejection of the bid.

3 Cost of Tender DocumentTender Fee of Rs. 000/- (Rupees Thousand only) in the form of DD in favor of

Chhattisgarh Samvad, Payable at Raipur

Proposals not accompanied by Tender Fees shall be rejected as non responsive.

The Tender fees shall be non-refunded to the participating bidders.


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4 Earnest Money Deposit (EMD)Earnest Money Deposit Rs. (Rupees Lakh only) in the form of DD/ BG in favor of

Chhattisgarh Samvad, Raipur

Proposals not accompanied by EMD shall be rejected as non-responsive.

The successful bidders bid security will be discharged from Samvad only after the signing of the

contract and submission of performance security.Unsuccessful bidders EMD will be discharged / refunded as promptly as possible as butnot later

than 30 days after selection of successful bidder.

The EARNEST MONEY DEPOSIT shall be forfeited:

If a Bidder withdraws its bid during the period of Bid validity specified by the

Bidder on the Bid Form;

Or in case of a successful Bidder, if the Bidder fails to sign the Contract; or to furnish the

performance security then the contract will be made with the next successful bidder, difference

between the bids will be charged from the firm that won the bid originally

No exemption for submitting the EMD will be given to any Firm.

The bidder is liable to pay liquidated damages and penalty imposed by the Tender Inviting Authorityin the event of non-fulfillment of any of the terms or whole of the contract.

5 Pre-Bid Conference / RFP Clarificationprospective Bidder requiring any clarification of the bidding documents may seek clarifications of his/her

eries at Pre Bid Conference.

6 Amendment to RFPAt any time prior to the deadline for submission of bids, Samvad may, for any reason, whether on its

wn initiative or in response to a clarification requested by a prospective bidder, modify the bidding

cuments. The modified RFP if any will be uploaded in website www.dprcg.gov.in.

7 Validity of proposal

oposals shall remain valid for a period of 140 days (one hundred and forty days) after the date ofoposal opening prescribed in the RFP. A Proposal valid for shorter period may be rejected as non

sponsive. Samvad may solicit the bidders consent to an extension of Proposal validity (butwithout the

odification in Proposals).

8 Right to Accept / Reject proposalmvad reserves the right to accept or reject any proposal, and to annul the proposal process and reject

proposals at any time prior to award of contract, without thereby incurring any liability to the affected

dder(s) or any obligation to inform the affected bidder(s) of the grounds for such decision.

9 Preparation of ProposalThe Proposal and all associated correspondence shall be written in English and shall confirm to

prescribed formats. Any interlineations, erasures or over writings shall not be valid.The Proposal shall be typed or written in indelible ink (if required) and shall be

initialed on all pages by authorized representative of the bidder to bind the bidder

to the contract. The authorization shall be indicated by Board Resolution/ Power of Attorney and

shall accompany the proposal

In addition to the identification, the covering letter (Form 1) shall indicate the name and address of

the bidder to enable the proposal to be returned in the case it is declared late pursuant, and for

matching purposes


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The information submitted must be definitive and specific. Vague terms, incomplete information,

counter offers, and 'uncalled for' correspondence shall not be entertained.

Alteration / Rewording / Deletion / Correction of any part in the Tender Document

is not permitted. If found in any bid proposal, the bid may be liable to be rejected

without prior intimation to the bidder.

Bidder is required to submit the complete proposal along with required forms etc.The proposal shall be exactly according to the presented formats given in the

Tender documents. All columns of the prescribed formats should be filled, and all

questions in the tender document must be answered. Any additional information

should be enclosed separately and referred to in the relevant column in the proposal formats.

Modifications / rewording of formats shall not be acceptable. Where no price is proposed to be

charged for any item or its parts required to be supplied, It should be clearly mentioned in words.

The technical response should be concise. Any response not as per the specified

format may be liable to be rejected. No marketing literature pertaining to the bidder should be

enclosed along with the proposal. If enclosed, it may be treated as disqualification

Committee would ask Bidder(s) for detailed presentations. All such shall be at thecost of bidder.

The envelopes should be addressed to:

The CEO

Chhattisgarh Samvad

In front of Mahila Thana

Chhotapara,Raipur, Chhattisgarh

492001

. The bidder is expected to examine carefully all instructions, forms, terms and specifications in the

Tender document. Failure to furnish all information required in the Tender Document or submission

of a proposal not substantially responsive to the Tender Document in every respect will be at thebidders risk and shall result inrejection of the proposal.

10 Content of Bidshile sending the Technical Bid and Financial bid the firms need to send the following in four separate

velopes:

Tender Fee DD

EMD DD/ BG

Technical Bid

Financial Bid

Technical Bid

Following items should be accompanied with the technical bid form.I. Information called for in the technical bid form along with any other supporting documents

mentioned in the table in Section 2.2 of this tender document.

II. Tender fee of Rs. 000/- (Rupees thousand only) in the form of Nationalized Bank Demand

Draft only and drawn in favour of Chhattisgarh Samvad, payable at Raipur


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III. Earnest Money Deposit (EMD) through a Nationalize Bank Demand Draft or Bank Guarantee of

Rs. (Rupees lakh Only) in the favour of Chhattisgarh Samvad payable at Raipur

must be attached with the technical bid. The EMD should remain valid for a period of six months

from the tender opening date.

IV. The EMD of the unsuccessful bidders will be returned within 1 (one) month of rejection of the

bid. No interest shall be given on the EMD.Financial Bid

I. The final financial bid should be on monthly basis inclusive of all prevalent taxes, duties and

levies. Specific mention should be made of the taxes applicable along with the taxation rates

Any change in taxes, duties and levies will be reimbursed by Samvad or shall be recovered from

the firm, as the case may be.

II. The total cost of rendering the PR service does not include the costs of conducting events (press

conferences, events, exhibitions etc.) and the expenses like transport/stay/food provided to the

journalists.

The sealed Technical Bid and Financial Bid envelopes should be enclosed in a bigger sealed

envelope.11 Submission, Receipt & Opening of proposal

The firms shall have to download the Bid Document Form from the website www.dprcg.gov.in

The firms shall have to submit the tender fee, EMD, Technical and Financial Bid and the hard copy

of the necessary supporting documents, to the address mentioned in section 2.9.9 by 26 thMarch

2014 before 3:30 PM.

Bids received after the due date and time, or without necessary documents, will be rejected.

Technical Bid will be opened on 27thMarch 2014, 11:30 AM at Chhattisgarh Samvad, In front of

Mahila Thana, Chhotapara, Raipur . Firms may send one person on their behalf to be present when

the Bids are being opened. (Representative of the firm should carry an authorization letter as given

in the section 8 of this tender document)Bids will be evaluated, as per the evaluation criteria and detailed procedure formulated by SAMVAD

12 Methodology & Criteria for Bid evaluation

Evaluation process

a. Scrutiny of the tender document will be done by a Tender Committee to determine whether the

documents have been properly signed, Earnest Money Deposit (EMD) paid and all relevant papers

submitted. Tenders not confirming to such requirements will be prima facie rejected.

b. For evaluation, a weighted composite success score will be calculated based on separate

evaluations of the Technical Bid (70% weightage) and the Financial Bid (30% weightage). The

Tender High Level Committee will oversee the evaluation process.

c. The Committee would first thoroughly check the technical bid form and supported documents. Thebidders who meet the technical eligibility criteria will be required to give a brief presentation

(duration of approximately 30 minutes including Q&A) on 27thMarch 2014 , 12:00 PM onwards.

d. The High Level 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 and its Branches at any

time during or after the selection process. Preference will be given to the firms
http://www.dprcg.gov.in/http://www.dprcg.gov.in/http://www.dprcg.gov.in/http://www.dprcg.gov.in/


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having vast experience in working for government bodies and having experienced staff that is

trained in media related work.

e. Only the parties scoring minimum 70 points out of 100 in the technical bid round will qualify for the

commercial bids.

f. For evaluation of the commercial bid, the lowest bidder will be given a score of 100. The score o

other bidders will be proportionately scaled down.g. The composite final score will be calculated by summing the technical and financial scores.

h. In case of a tie between bidders after combining the quality and price score, the bidder with higher

quality score would be selected .

i. Samvad does not bind itself to accept the lowest or any particular tender and has the right to refuse

any Tender without assigning any reason or select any Bidder that is in the final evaluation list.

j. Samvad 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.

k. The Bidder shall bear all costs associated with the preparation and submission of the Tender andSamvad will in no case be held responsible or liable for these costs, regardless of the conduct o

outcome of the tendering process.


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Details of Scoring

Sr No Criteria MaxPoints

Point System ScoredPoints

A

1 Profile of the Bidder

No. of Years of operation in India 10 5 years5 points+ 1 point/year after6 to 10 years

2 Past Experience

Experience in providing PR services inprivate / Public Enterprises

10 1 project 1 point2 projects2 points3 projects3 points4 projects4 points5 project 5 points6 projects6 points7 projects7 points

8 projects8 points9 projects9 points>= 10 projects10points

Experience in providing PR services in ,Government of Chhattisgarh, or otherstate Government or Government ofIndia

20 5 Point/project

3 Profile of Proposed Resources/ Team 10 High Level

Committee willevaluate the Formsubmitted by thebidders

Sub Total 50

B

4 Presentation of a roadmap formanagement of PR of Chhattisgarh andits Evaluation

C Detailed plans of campaigning

Number , type and frequency of

campaigns proposedTarget Markets (rural and urbanpopulation of Chhattisgarh, otherStates of India and internationalmarkets)

PERT chart with activities andtimelines for the same.

Investment estimates for the same

Sample creative/ art work

10


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Strategy forCommunicationand PR

Details of communication strategyin the print, electronic, web andother media.

Media planning and scheduling

Activities and timelines by way of

a PERT chartInvestment estimates

10

Investmentplan

Detailed investment estimates forbrand building, campaigning,advertisement, promotion,communication strategy and PR

15

Perceptionturnaround

Detailed plans for perceptionsmanagement and perceptionturnaround

Strategies, implementationframework with key focus areas

Performance parameters toassess positive perception

Assessment of negative image-proposed course corrections.

15

Sub Total 50

Total (A+B) 100

chnical Evaluation will be assigned a Technical score (Ts) out of a maximum of 100 points. Bidders with

chnical score of 70 and above out of 100 will qualify for the evaluation in the financial process. Tn =

70 x (Ts) will be Normalized Technical Score for the Bidder under Consideration.


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ommercial/Financial Bid Evaluation:

e Commercial bid of those bidders who qualify in the technical evaluation will only be opened. All other

ommercial bids will not be opened. The Commercial bids of the technically qualified bidders will be

aluated as per the evaluation criteria mentioned below:

e lowest evaluated Financial Proposal (Fmin) will be given the maximum financial score F(n) of 30

ints. The Normalised financial scores (Fn) of the other Financial Proposals will be computed as permula for determining the financial scores given below: Fn = 30 x Fmin / Fb

here, Fn = normalized finance score for the bidder under consideration

= absolute financial score for the bidder under consideration Fmin = minimum absolute financial score

tained by any bidder The Bidder with highest Tn+Fn will qualify.

Performance Bank Guarantee

1. The successful Bidder has to furnish a security deposit so as guarantee his/her (Bidder)

performance of the contract

2. The firm/company whose BID is accepted shall deposit 5% of the amount of Contract value as

Performance Security. If additional work is allotted, the Firm has to deposit the additional

Performance Security accordingly. The Performance Security shall be in the form of BankGuarantee valid for 1 year from the date of actual start of operation.

3. The proceeds of the performance security shall be payable to SAMVAD as compensation for any

loss resulting from the Service Providers failure to complete its obligations under the Contract.

4. The Performance Security shall be denominated in Indian Rupees and shall be in the form of a

Nationalised Bank Demand Draft drawn in favor of CEO, Chhattisgarh Samvad, payable at Raipur

or a Bank Guarantee issued by a nationalized / scheduled bank and following private banks located

in India, in the form provided in the bidding documents:

a. IDBI Bank

b. AXIS Bank

c. HDFC Bank andd. ICICI Bank

5. Within 10 days of the receipt of notification of award from Samvad, the successful biddershall

furnish the performance security in accordance with the Conditions of the Contract, in the

performance security Form provided in the bidding documents in the Pro-forma prescribed in the

Tender.

The Performance Security will be discharged by Samvad and returned to the Bidder on completion

of the bidders performance obligations under the contract.

In the event of any contract amendment, the bidder shall, within 21 days of receipt of such

amendment, furnish the amendment to the Performance Security, rendering the same valid for the

duration of the Contract, as amended for further period.No interest shall be payable on the PBG amount. Samvad may invoke the above bank guarantee

for any kind of recoveries, in case; the recoveries from the bidder exceed the amount payable to the

bidder.

14 Process ConfidentialityInformation relating to the examination, clarification and comparison of the proposals shall not bedisclosed to any bidders or any other persons not officially concerned with such process until theselection process is over. The undue use by any bidder of confidential information related to theprocess may result in rejection of its proposal. Except with the prior written consent of Samvad , no


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party, shall, at any time communicate to any person or entity any confidential information acquiredin the course of the Contract.

15 Cost of Bidding

All costs related to bidding shall be borne entirely by the bidder. Under no circumstances anyqueries / request for compensation in cases of rejection / disqualification etc. will be entertained bySamvad .

16 Disqualification

Samvad may at its sole discretion and at any time during the evaluation of Proposal, disqualify anybidder, if the bidder has:

1. Submitted the Proposal documents after the response deadline.2. Made misleading or false representations in the forms, statements and attachments submitted in

proof of the eligibility requirements.

3. Exhibited a record of poor performance such as abandoning works, not properlycompleting the contractual obligations, inordinately delaying completion or financial failures, etc.

4. Submitted a proposal that is not accompanied by required documentation or isnon-responsive.

5. Failed to provide clarifications related thereto, when sought.6. Declared ineligible by the , Government of Chhattisgarh or any of the PSU in the State

Government, for corrupt and fraudulent practices or has been blacklisted.7. Submitted a proposal with price adjustment / variation provision.

17 Fraud & CorruptionSamvad requires that PR firm selected through this RFP must observe the highest standards of

ethics during the performance and execution of such contract. In pursuance of this policy, Samvad :Defines, for the purposes of this provision, the terms set forth as follows:

a. Corrupt practicemeans the offering, giving, receiving or soliciting of anything ofvalue to influence the action of Samvad or any personnel of Organisation in contract executions.

b. "Fraudulent practice"means a mis-presentation of facts, in order to influence aprocurement process or the execution of a contract, to Samvad , and includes collusive practiceamong bidders (prior to or after Proposal submission) designed to establish Proposal prices atartificially high or non-competitive levels and to deprive Samvad of the benefits of free and opencompetition.

c. Unfair trade practicesmeans supply of services different from what is orderedon, or change in the Scope of Work which was given by Samvad in Section 3.

d. Coercive Practicesmeans harming or threatening to harm, directly or indirectly,persons or their property to influence their participation in the execution ofcontract.

e. undesirable practice means (i) establishing contact with any person connected with or employed oengaged by the Authority with the objective of canvassing, lobbying or in any manner influencing orattempting to influence the Selection Process; or (ii) having a Conflict of Interest; and

f. restrictive practice means forming a cartel or arriving at any understanding or arrangement amongBidders with the objective of restricting or manipulating a fulland fair competition in the Selection Process.


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Will reject a proposal for award, if it determines that the bidder recommended foraward, has been determined by Samvad to having been engaged in corrupt, fraudulent of, unfairtrade practices.Will declare a PR Firm ineligible, either indefinitely or for a stated period of time, for awarding thecontract, if it any time determines that the PR firm has engaged in corrupt, fraudulent and unfair

trade practice in competing for, or in executing the contract.

Scope of Work1 Project Backgrounde , Government of Chhattisgarh, during the last decade, has played a proactive role in implementing

ultiple people centric welfare schemes and social initiatives. Apart from this, the government alsodertakes various activities from time to time to promote Chhattisgarh as an investor friendlystination an attractive tourist retreatme of these initiatives include

Chhattisgarh

these initiatives have received acclaim both nationally and overseas and brought numerous laurels toe government.

plays a significant role in communicating pro-people schemes of the Stateovernment to all the sections of the society. Chhattisgarh Samvad with help of Directorate of Publicelation, Raipur acts as a two-way communication bridge between the Government and people, as iectively transmits information of Governments welfare schemes and programmes to people andquaints the beneficiaries about it, and at the same time communicates the common mans feedback toe Government.

facilitate propagating and broadcasting the work, the organisation also uses the official websitefor its press releases, special articles and photographs that are emailed to electronic

d print media, as soon as an event is covered.e advent and reach of Information Technology has changed the way people communicate. In the age ofmerous 24 hour news channels and the internet, Chhattisgarh Samvad requires a strong public image

anagement organization in order to effectively propagate and publicize the initiatives and achievementsthe , Government of Chhattisgarh through national and international media.
http://www.dprcg.gov.in/


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2 Project Objectiveshhattisgarh Samvad, intends to appoint a PR Firm to create awareness about brand Chhattisgarhross India and the globe. It is the PR Firms role:

To position Chhattisgarh as one of Indias leading states across sectors by increasing visibilityand enhancing top of mind recall so as to make it an ideal destination amongst various

stakeholders.To effectively disseminate information about Chhattisgarh Governments various activities tonational and international media.

3 Project Detailsorder to help shape favorable media opinion for Chhattisgarh Government, both nationally as well asernationally, the Firm shall perform, inter - alia, in consultation with Chhattisgarh Samvad, the followingsks:

1. Prepare an effective Public Relations Strategy Plan for the , Government of Chhattisgarh with avision for the next year

2. Make all arrangements necessary for the media coverage of any event when dignitaries fromChhattisgarh , such as the Governor of Chhattisgarh , Chief Minister or any other important

dignitaries, on their visits to other part of the country or as and when asked to do so bySamvad/DPR

3. Arrange for national and international media to visit Chhattisgarh and attend various eventsorganized by the different departments of the , Government of Chhattisgarh,

I. The Firm shall acquaint the media with the positive growth and developments happening in thestate at regular intervals, or as and when asked to do so by Samvad/DPR The number of mediapersonnel for any event shall be decided by Samvad after deliberation on the scale of the event

II. It is the Firms responsibility to arrange for the visits of journalists to Chhattisgarh , any other partof the country or abroad. The expenses for the same will be reimbursed by Samvad on thesubmission of actual bills

4. Prepare press releases, news articles, messages, write ups, articles, features

in Hindi/ English and regional languages for publication in print media andtelecast / broadcast media in TV, radio and internet in consultation with the ChhattisgarhSamvad/DPR, or as and when instructed by Samvad/DPR to do so.

5. The firm should also strive to achieve the targets stated below

I. Publication of at least 6 major stories from the State in a quarter in national News Papersviz. HT, TOI, Indian Express, Hindu, ET, etc.

ii. Publication of 6 major stories in regional newspapers in a quarterIII. Publication of 6 major stories in a quarter in the major vernacular Newspapers with

widespread coverage viz. Telugu, Tamil, Bengali, Oriya, Urdu, Marathi Gujarati etc.IV. Publication of at least one major story/interview in a quarter in national magazines viz

India Today, Frontline, Outlook, The Week, etc.V. Coverage/ telecast of at least one major story every quarter in a major TV NewsChannel viz. NDTV, Times Now, CNN-IBN, AajTak, Zee News, ABP News, TV Todayetc.However, for these above tasks only, it should also be noted that the mentioned normsare indicative and can be relaxed / changed subject to mutual agreement between theparties depending upon the circumstances

6. Arrange for press conferences, one to one meets, road - shows or any other activities inconsultation with the Samvad/DPR , or as and whe instructed by Samvad/DPR to do so


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7. Crisis perception management and informing Chhattisgarh Samvad about impending storiesabout Chhattisgarh State / Leadership

8. Monitor the presence of, and discussions about, brand Chhattisgarh in social and politicacircles(a) This can be achieved through, among other activities, continuously monitoring

And tracking all national and regional newspapers, magazines, TV channels, the inter-webblogs and other channels of external communication at regular intervals(b) Report the above findings to the Samvad through an efficient feedback system

. Advise Samvad/DPR on PR strategies to be employed for various events and activitiesconducted by the , Government of Chhattisgarh,

. Have a close liaison with correspondents, reporters, editors, photographers think tanks, criticstrend - setters and other such opinion leaders

. The Firm is trusted to modify or adapt to any changes in its working methodology as suggested bySamvad/DPR as and when informed to do so by Samvad/DPR

V. Promote and maintain an effective feedback system of the public about these activities

4 Manpower requirementsThe firm should be fully equipped with trained and skilled PR professionals and should have thelatest instruments such as computers, scanners, high speed photo copy machines ( preferably colorphoto copy machines ) etc. at all its offices in metro cities, especially in Delhi and at Raipur.

.1 Presence of Firm in Delhi

The presence of PR firm at Delhi with all modern equipment is compulsory. The PR firm wilnominate a contact person who will coordinate with Chhattisgarh Information Centre at Delhi in PRactivities.

ii. The contact person at Delhi should preferably hold a masters degree in mass media orjournalism with at least 5 years experience working in a PR Firm and direct experience in dealingwith central/state government or government agencies, press and media

iii. The contact person at Delhi must also be experienced in carrying out projects on anational / international level. Impeccable communication skills in English and Hindi are animperative

.2 Manpower requirements at Raipur

1. The selected firm should also place a in Raipur under the direct command ofChhattisgarh Samvad.

i.

should preferably hold a masters degree in mass media or journalism with at least 5 years

experience working in a PR Firmii.

iii.

iv.


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v.

vi. No change in staff shall be permitted without prior approval of Samvad.

5 Channels of communication:

1. All communication from the Firm to the , Government of Chhattisgarh shall be mad toChhattisgarh Samvad. The CEO, Chhattisgarh Samvad shall, at all stages, be the first point ofcontact

2. All communication that may require references or proof of occurrence of communication shall bemade to Chhattisgarh Samvad via electronic mail

3. Communication from Chhattisgarh Samvad, to the Firm could be made by Chhattisgarh Samvadtelephonically, verbally, fax or electronic mail

4. The point of contact on behalf of CEO Chhattisgarh Samvad for the Firm or anyone representingthe Firm shall be Chhattisgarh Samvad

Payment terms1. The Firm shall be paid on a monthly basis for its services at the completion of each month . The

payment will be based on rates finalized for the award of contract to the successful Firm2. All payments subject to TDS3. The Firm shall furnish Samvad with the bills of expenses it incurred for the

travel/accommodation/food for the journalists or any other expenses incurred in the arrangement ofevents. The reimbursements of such bills shall be made by the department concerned in Samvad.

4. Payment for the print advertisement /TV spots, documentary, Radio Jingles making will be mad athe maximum to prevailing DAVP rates for that particular item or as mutually agreed and finalizedby CEO Chhattisgarh Samvad.

5. The Chhattisgarh Samvad shall evaluate the performance of the Firm based on the quality of theservices rendered as well as feedback received by the officials concerned at the department. Thedecision of Samvad shall be binding in this regard

Service level agreemente purpose of this Service Level Agreement (hereinafter referred to as SLA) is to clearly define the levelsservice which shall be provided by the Firm to the Chhattisgarh Samvad for the duration of the contractainst the stated scope of work. Samvad shall regularly review the performance of the services beingovided by the Firm and the effectiveness of this SLA.

1. Samvad shall evaluate the performance of the Firm based of the quality of the servicesrendered as well as feedback received by the officials concerned at the department. Thedecision of Samvad shall be binding in this regard

2. Samvad may appoint a third party valuation of the services provided by PR Firm.3. The PR Firm is liable for deduction from monthly bill as defined in mentioned schedule for 4 of

draft agreement, in case it fails to renders services or perform duties as per scope of work

define under section 3.3 & 3.4.5.1 Media Planing

i. The PR Firm will prepare Month & Quarterly plan of the proposed activities for forthcomingMonth and Quarterly latest by first week of the month/quarter.


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5.2 ReportingThe Firm is expected to provide Samvad with the following reports on the activities undertaken andcompleted by it in order to achieve the objectives stated above:

1. Details of media coverage handled by the Firm upon completion of any event, press-conference or any other activity undertaken by the government to be sent to the Samvad

within a week of its completion2. Detailed reports containing press clippings, print and broadcast media coverageand any other PR activity undertaken by the Firm to be sent to Samvad .

3. Summarised monthly reports containing press clippings, print and broadcast media coverageand any other PR activity undertaken by the Firm to be sent to Samvad.

3 Resolution of ComplaintsAny complaints notified by Samvad to the Firm shall have to be replied to in written along with thesuggested course of action to be taken in order to resolve the complaint by the Firm within 10working days of the complaint being notified.The suggested course of action by the Firm shall then be reviewed by Samvad and the finalmodifications (if) shall have to be implemented in a manner and time frame suggested by Samvad.

4 Data ConfidentialityThe Firm shall maintain full confidentiality of the data provided to it or data generated whileproviding services. Under no circumstances will the Firm divulge/reveal/share such data for thepurpose other than for meeting Samvads requirements. Anyviolation of this confidentiality clausemay result in instant termination of the contract and blacklisting of the Firms services fromChhattisgarh Samvad.The decision of the client shall be final in this regard and binding on the Firm.

Roles and Responsibilities of Stakeholders1 Chhattisgarh Samvad

i. Receive and appraise proposals / suggestions from the Firm for project implementationii. Provide necessary guidance, support, approvals and strategic suggestions as and when required

through periodic review during the entire duration of the contractiii. Ensure that the Firm conducts a work as specified in the scope of work.iv. Assist in Organisational capacity building.v. Extend necessary policy level support to develop a sustainable framework for regulation and

promotion the successful implementation of the projectvi. Validate the work performed by the Firm based on the SLA monitoring and make regular paymentsvii. Depute point of contact on behalf of Samvad

2 PR Firmver and above the mentioned pre-requisites of the PR Firm in Scope of Workection 3), the Firm shall have to ensure optimal performance by dispersing keysponsibilities as follows:

i. The Firm will appoint a person to be the nodal point for coordinating with the client (liaisonofficers). The person(s) identified must be available over phone at all times

ii. The Firm will sign a non-disclosure agreement with Samvad for running the project. This non-disclosure agreement will cover all the data that has been provided by Samvad fooperations along with the data that is generated during the operation of the project

iii. The Firm will arrange, install and maintain the necessary hardware and licensed applicationsoftware including computers, printers, scanners, broadband internet connectionsnetworking etc. at the Firm branch office/head quarter in Delhi


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iv. The Firm will arrange, install and maintain equipment for transmission of data and images toSamvad or anywhere as instructed by Samvad/DPR.

v. The Firm will provide all relevant clippings, AV recordings, CDs and other necessarydetails and data as and when required by Samvad/DPR

vi. Any expenses pertaining to the manpower deployed in the process along with maintenance

cost of hardware/software , facility charges etc. will be borne by the Firmvii. The Firm is solely responsible for managing the activities of its personnel and will hold itselresponsible for any misdemeanors.

viii. The Firm will treat as confidential all data and information obtained during execution of hisresponsibilities, in strict confidence and will not reveal such information to any other partywithout the prior written approval of Samvad

General Terms and Conditions1 Applicationese general conditions shall apply to the extent that provisions in other parts in this Contract do notpersede them. For interpretation of any clause in the Contract Agreement, the interpretation of Samvadall be final and binding on the Firm.

2 Relationship between partiesothing mentioned herein shall be construed as relationship of master and servant or of principal andent between the Firm and Samvad. The Firm has complete charge of personnel performing thervices executed by the Firm from time to time. The Firm shall be fully responsible for the servicesrformed by it at all times

3 Standards of PerformanceThe Firm shall provide services and carry out its obligations under the Contract with due diligenceefficiency and economy in accordance with generally accepted professional standards andpractices.The Firm shall always act in respect of any matter relating to this contract as faithful to Samvad andabide by all the provisions/Acts/Rules etc. of Government processes prevalent in the country.

Samvad shall evaluate the performance of the Firm based on the quality of the services rendered aswell as feedback received by the officials concerned at the department.

4 Delivery and Documentsper the time schedule agreed between parties for specific projects given to the Firm from time to time

e Firm shall submit all the deliverables. The Firm shall not, without the other partys prior written consentsclose contract, drawings, specifications, plans, patterns, samples or other documents to any person organization other than an entity employed by the Firm for the performance of the contract, in consultationth the government.case of the termination of the contact, all the documents prepared by the Firm under this contract shallcome property of Chhattisgarh Samvad . The Firm may not use any of the material or contenywhere, without taking permission, in writing, from Samvad. Samvad reserves the right to grant or deny

y such request.

5 Firm Personnele Firm shall employ and provide such qualified and experienced personnel as may be required torform the services under the specified project , the personnel, who have adequate knowledge andperience in the domain related with this project. It is desirable that the Firm shall utilize the services ofmain specialists, if required, to work on the project effectively.


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6 Applicable Lawpplicable Law means the laws and any other instruments having the force of law in India as they may beued and in force from time to time. The contracts shall be interpreted in accordance with the laws of the

nion of India and that of State of Chhattisgarh

7 Use of Contract Documents and Information

i. The Firm shall not, without Samvads prior written consent, disclose the contract, or anyprovision thereof, or any specification, plan, drawing, pattern, sample or information furnished byor on behalf of the in connection therewith, to any person other than a person employed by theFirm in performance of the contract. Disclosure to any such employed person shall be made inconfidence and shall extend only so far as may be necessary for purposes of delivering suchperformance

ii. The Firm shall not, without Samvads prior written consent, make use of any document orinformation except for purposes of performing the Contract

iii. Any document, other than the Contract itself, shall remain the property of Samvad and shall bereturned (in all copies) to the Samvad on completion or terminations of the Contract if sorequired by Samvad

8 Governing LanguageThe Contract shall be written in English Language. All correspondence and other documentspertaining to the contract, which are exchanged between the parties, shall be written in theHindi/English Language.

9 Intellectual Property RightsI. The Firm shall insure itself against all third-party claims of infringement of copyright,

patent, trademark or industrial design rights arising from use of the press clippingsphotographs, AV material or any part thereof in India or abroad.

II. In the event of any claim asserted by a third party of infringement of copyright, patent,trademark or industrial design rights arising from the use of any material or any part thereoin India the Firm shall act expeditiously to extinguish such claim. If the Firm fails to comply

and Samvad is required to compensate a third party resulting from such infringement, theFirm shall be responsible for the compensation including all expenses, court costs andlawyer fees. The Firm shall provide Samvad with a notice of such a claim, if made, withoutdelay

10 Sub ContractsNo Sub Contracting shall be allowed for this project

11 ConsortiumsNo Consortiums shall be allowed for this project.

12 AssignmentsThe Firm shall not assign the project to any other Firm, in whole or in part, to perform its obligationunder the Contract, without Samvads prior written consent

13 Change OrdersSamvad may at any time, by written order given to the Firm, make changes Within the generalscope of the Contract in any one or more of the following:The place of delivery; and/or the Services to be provided by the Firm.The Firm should be ready to accommodate additional equipment/services at later stages.If any such change causes an increase or decrease in the cost of, or the time required for, theFirms performance of any provisions under the Contract,equitable adjustments shall be made inthe Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended.


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Any claims by the Firm for adjustment under this clause must be asserted within thirty (30) daysfrom the date of the Firms receipt of Samvads change order

14 Extension of Contract:The contract may be extended for another one year at a time upto maximum of 2 years subject tosatisfactory performance or mutual agreement.

15 Suspensionamvad may, in written notice to the Firm, suspend all payments to it hereunder if the Firm fails to performy of its obligations under this contract including the carrying out of the services, provided that suchtice of suspension,

Shall specify the nature of failure.Shall request the Firm for a remedy of such failure within a period not exceeding thirty (30) daysafter the receipt of such notice of failure by the Firm.

16 Terminationnder this Contract, Samvad may, by written notice terminate the services of the Firm in the followingays:

Termination by default for failing to perform obligations under the Contract or if the quality is not up

to the specification or in the event of non-adherence to any time schedule that may be mentioned bySamvad.Samvad by written notice sent to the Firm, may terminate the Contract, in whole or in part, at anytime for its convenience. The notice of termination shall specify that termination is for Samvadsconvenience, the extent to which performance of the Firm under the Contract is terminated, and thedate upon which such termination becomes effective.Samvad may at any time terminate the Contract by giving a written notice to the Firm, if the Firmbecomes bankrupt or otherwise insolvent. In this event, termination will be without compensation tothe Firm, provided that such termination will not prejudice or affect any right of action or remedywhich has accrued or will accrue thereafter to Samvad. In all cases, termination shall be executedby giving written notice to the Firm.

Upon termination of the contract, payment shall be made to the Firm for:Services satisfactorily performed and reimbursable expenditures prior to theeffective date of termination

Any expenditure actually and reasonably incurred prior to the effective date ofTermination No consequential damages shall be payable to the Firm in the event of suchtermination.

17 Force Majeureot with standing anything contained in the terms of reference, the Firm shall not be liable for liquidatedmages or termination for default, if and to the extent that, its delay in performance or other failures torform its obligations under the agreement is the result of an event of Force Majeure.r purposes of this clause Force Majeure means an event beyond the control of the Firm and no

volving the Firms fault or negligence and which was not foreseeable. Such events may include wars orvolutions, fires, floods, epidemics, quarantine restrictions and freight embargos. The decision of themvad regarding Force Majeure shall be final and binding on the Firm.

a Force Majeure situation arises, the Firm shall promptly notify the Samvad in writing, of such conditionsd the cause there of. Unless otherwise directed by the Samvad in writing, the Firm shall continue torform its obligations under the agreement as far as reasonably practical, and shall seek all reasonableernative means for performance not prevented by the Force Majeure event.

18 Payments in case of Force Majeure


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uring the period of its inability to provide services as a result of an event of Force Majeure, the Firm shalentitled to continue to be paid under the terms of this contract, as well as to be reimbursed for costs

ditional costs reasonably and necessarily incurred by it during such period purposes for the purpose ofe services and in reactivating the service after the end of such period.

19 Resolution of Disputes

any dispute arises between parties, then there would be two ways for resolution of the dispute under theontract.9.1 Amicable Settlement

e performance of the Contract is governed by the terms and the conditions of the Contract. However atmes dispute may arise over the interpretation of any term or condition of Contract including the scope ofork, the clauses of payments etc. In such a situation either party of the contract may send a written noticedispute to the other party. The party receiving the notice of dispute will consider the notice and respondit in writing within 30 days after receipt. If the dispute cannot be amicably settled within 45 days following

e response of that party, then clause 7.19.2 for resolution of disputes shall become applicable.19.2 Arbitrationthe case of dispute arising between Samvad and the PR Firm, which has not been settled amicably, any

rty can refer the dispute for arbitration under the Arbitration and Conciliation Act, 1996 and any statutoryodification or re-enactment thereof, shall apply to these arbitration proceedings.e decision of Chhattisgarh Samvad shall be final and binding upon both the parties. All arbitration

wards shall be in writing and shall state the reasons for the award. The expenses of the arbitration astermined by the arbitrators shall be shared equally by Samvad and the Firm. However, the expenses

curred by each party in connection with the preparation, presentation shall be borne by the party itself.

20 Taxes and Dutiese Firm shall fully familiarise itself with the applicable Domestic taxes (such as VAT, Sales Tax, Servicex, Income Tax, duties, fees, levies, etc.) on the amount payable by the Samvad under the contract. Them and personnel shall pay such domestic tax, duties, fees and other impositions (wherever applicable)

vied under the applicable law

21 Legal Jurisdictionlegal disputes between the parties shall be subject to the jurisdiction of the courts situated in Raipur hhattisgarh only.

22 Binding Clausedecisions taken by Samvad regarding the processing of this tender and award of contract shall be fina

d binding on all parties concerned.

23 Noticey notice, request or consent required or permitted to be given or made pursuant to this contract shall bewriting. Any such notice request or consent shall be deemed to have been given or made whenlivered in person to an authorized representative of the party to whom the communication is addressedwhen sent to a party at the address mentioned in the project specific Contract Agreement.

Forms


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Form- ILetter of Proposal

(On the letterhead of the Bidder)Dated:

e Chief Executive Officer,hattisgarh Samvad,pur, Chhattisgarh

ar Sir,

b: Proposal for Selection of a Branding, Communications and Public Relations Agency for Chhattisgarh Samvad,Raipur, ChhattisgarhWith reference to your RFP document dated _____, I/We, having examined the BiddingDocuments and understood their contents, hereby submit my/our Proposal for the foresaid Project. The Proposal isunconditional and unqualified.All information provided in the Proposal and in the Appendices is true and correct.This statement is made for the express purpose of qualifying as a Bidder for the successful execution of the Project.I/We shall make available to the Authority any additional information it may find necessary or require to supplement orauthenticate the Bid.I/We acknowledge the right of the Authority to reject our Proposal without assigning any

reason or otherwise and hereby waive my/our right to challenge the same on any account whatsoever.I/We certify that in the last three years, I/We have neither failed to perform on any contract, as evidenced by impositionof a penalty or a judicial pronouncement or arbitration award, nor been expelled from any projected or contract nor havehad any contract terminated for breach on my/our part,I/ We declare that:I/We have examined and have no reservations to the Bidding Documents, including any

Addendum issued by the Authority.I/We do not have any conflict of interest in accordance with the RFP document;I/We have not directly or indirectly or through an agent engaged or indulged in anycorrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice, as defined in RFPdocument, in respect of any tender or request for proposal issued by or any agreement entered into with the Authority orany other public sector enterprise or any government, Central or State; andI/We hereby certify that we have taken steps to ensure that in conformity with the provisions of the RFP, no person

acting for me/us or on my/our behalf hasengaged or will engage in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictivepractice.I/We understand that you may cancel the Bidding Process at any time and that you are neither bound to accept anyProposal that you may receive nor to invite the Bidders to bid for the Project, without incurring any liability to theBidders, in accordance with RFPdocument.I/We certify that in regard to matters other than security and integrity of the country, I/Wehave not been convicted by a Court of Law or indicted or adverse orders passed by a regulatory authority which couldcast a doubt on our ability to undertake the Project or which relates to a grave offence that outrages the moral sense ofthe community.I/We further certify that in regard to matters relating to security and integrity of the country, I/We have not been charge-sheeted by any agency of the Government or convicted by a Court of Law for any offence committed by us.

I/We further certify that I/We am/are not barred by the Central/ State Government, or anyentity controlled by them, from participating in any project, and the bar subsists as on the Proposal Due Date, would notbe eligible to submit a Proposal. I/We further certify that, in the last three years, I/We have neither failed to perform on any contract, as evidenced byimposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against theBidder, nor been expelled from any project or contract nor have had any contract terminated for breach by such Bidder.I/We further certify that no investigation by a regulatory authority is pending either against us or against our CEO or anyof our Directors/ Managers/ employees.I/We understand that in case the Selected Bidder is a foreign company, the continuedeligibility shall be subject to approval of the Authority from national security and public interest perspective. The decisionof the Authority in this behalf shall be final and conclusive and binding on the Bidder.


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I/We hereby irrevocably waive any right which we may have at any stage at law orhowsoever otherwise arising to challenge or question any decision taken by the authority in connection with theselection of the Bidder, or in connection with the Bidding Process itself, in respect of the above mentioned Events andthe terms and implementation thereof.In the event of my/ our being declared as the Selected Bidder, I/We agree to enter into aService Agreement in accordance with the draft that has been provided to me/us prior to the Bid Due Date. We agreenot to seek any changes in the aforesaid draft and agree to abide by the same.I/We understand that except to the extent as expressly set forth in the Service Agreement, I/We shall have no claim,right or title arising out of any documents or information provided to me/us by the Authority or in respect of any matterarising out of or concerning or relating to the Bidding Process including the award of Right.The monthly payment has been quoted by me/us after taking into consideration all the terms and conditions stated inthe RFP, draft Services Agreement, my/our own estimates of costs and revenues and after a careful assessment of allthe conditions that may affect the Proposal.I/We offer a total Bid Security of Rs. 5.00 lakhs (Rupees five laks) to the Authority in accordance with the RFPDocument.I/We agree and understand that the Proposal is subject to the provisions of the BiddingDocuments. In no case, I/We shall have any claim or right of whatsoever nature if the Events/ Right is not awarded tome/us or our Proposal is not opened.I/We agree to keep this offer valid for 90 (ninety) days from the Proposal Due Date specified in the RFP.I/We agree and undertake to abide by all the terms and conditions of the RFP document.

In witness thereof, I/we submit this Proposal under and in accordance with the terms of the RFP document.

Yours faithfully,Date: (Signature of the Authorised signatory)

ce: (Name and designation of the of the Authorised signatory)

Name and seal of Bidder


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orm 2: Technical Bid form1 Name & Address of the firm, Tel/Fax/Email Details

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

3 Total work experience (In years)

4 Annual Turnover (enclose balance Sheet and CA's certificate)1) 2010-112) 2011-123) 2012-13

5 Is your firm a Proprietorship / Partnership or registered under theCompanies Act. Please give details & enclose Certificate

6 Details of the Delhi OfficeAddress:Number of employeesEditorial staffStaff involved in media liaison workTranslatorsDesignersTechnicalOthersType of latest instruments that office possesses:(Computer/scanner/printer etc)

7 Details of the Raipur office ( if any ):Address:Number of employeesEditorial staffStaff involved in media liaison workTranslatorsDesignersTechnicalOthersType of latest instruments that office possesses:(Computer/scanner/printer etc)

8 Other Branches: (Enclose details with address & Telephone No.)

9 List of present clients and type of services provided: (enclose details)

10 List of government bodies the firm worked/working with and the typeof services provided: (Enclose details)

11 Details of past experience: (enclose details)

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

13 Service Tax Registration Details:(Enclose copy of latest service tax clearance certificate)

14 Nature of Company whether exclusive Company or Separate Division(enclose details)

15 Any other informations is to certify that I have read and understood the enclosed brief and other Terms &nditions and all the supporting documents have been enclosed, and the informationen by me is true to the best of my knowledge.

Signature of Bidder(With Seal)

te: 1) Use separate sheet where required.2) Attach DD for Tender Fee and Earnest Money Deposit along with necessary documents.


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structionsA. Technical Capacity

The experience claimed by the Bidder shall be substantiated with evidence for the same by way ofnewspaper cut outs/brochures/sponsorship awards /website/event reports/promotional material/ post eventsurvey reports/ Service Agreements executed with the Client etc and the same shall be certified by anIndependent Auditor/ Statutory Auditor/Client.The evidence submitted in (a) above shall be considered collectively for purposes of evaluation.

B. Financial CapacityThe Bidder shall attach copies of the balance sheets, financial statements and Annual Reports for 3(three) years preceding the Proposal Due Date. The financial statements shall:(a) reflect the financial situation of the Bidder;(b) be audited by a statutory auditor;(c) be complete, including all notes to the financial statements; and(d) correspond to accounting periods already completed and audited (no statements for partial periods

shall be requested or accepted).Year 1 will be the latest completed financial year, preceding the Proposal Due Date. Year 2 & 3 shal

be the year immediately preceding Year 1.

The Bidder shall also provide the name and address of the Bankers to the Bidder.The Bidder shall provide a Statutory Auditors certificate specifying the turnover of theBidder and alsospecifying the methodology adopted for calculating such turnover of the RFP document.


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FormII AFormat for Certificate from Independent Auditor / Statutory Auditor

for Technical Capacity(On the Letterhead of the Independent Auditor / Statutory Auditor)

Date:TO WHOMSOEVER IT MAY CONCERN

e have verified the relevant statutory and other records of M/s ______________ [Name of thedder], and certify the following:

No Name ofAssignment

Name of Client Address ofclient

Tenure ofcontract (withcommencementand completiondates)

is certificate is being issued to be produced before CEO, Chhattisgarh Samvad, Chhattisgarh (Authority), for theelection of a Branding, Communications and Public Relations Agency for Chhattisgarh Samvad.

Signature and Seal of theIndependent / Statutory Auditor clearly

indicating his/her membershipnumber


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FormII BFormat for Certificate from Independent Auditor / Statutory Auditor for

Financial Capacity of the Bidder(On the Letterhead of the Independent Auditor/ Statutory Auditor)

te:e have verified the relevant statutory and other records of M/s ______________ [Name of the

dder], and certify that the Turnover is as followsar 1 (2010-2011)= Rs _____ Crores (Rupees _____ Crores)ar 2 (2011-2012)= Rs _____ Crores (Rupees _____ Crores)ar 3 (2012-2013)= Rs _____ Crores (Rupees _____ Crores)

is certificate is being issued to be produced before CEO, Chhattisgarh Samvad, Chhattisgarh (Authority), for theelection of a Branding, Communications and Public Relations Agency for Chhattisgarh Samvad.

Signature and Seal andregistration number of

Independent / StatutoryAuditor


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orm 3: Past Experiencer each project being shown as relevant past experience of providing services being described in the document,ase provide a profile based on the following template.

ease provide only broad details of the projects.

No Information Sought Detailsustomer Information

1 Customer Name

2 Name of the contact person from the clientorganization who can act as a reference with contactcoordinates

Name

Designation

Address

roject DetailsProject TitleStart Date /End Date

Current Status ( In progress/Completed)

Number of responding firms staff deployed on thisproject (Peak time)

alue of the projectOrder value of the project ( In Rupees lakhs)

Narrative description of project: (Highlight thecomponents / services involved in the projectthat are of similar nature to the project for whichthis Tender is floated

Description of actual services provided by theresponding firm within the project and theirrelevance to the envisaged components /servicesinvolved in the project for which this RFP isfloated

Description of the key areas where significantcontributions are made for the success of theproject

Order Copies & Performance Certificatereceived from Client is to be attached with thisstatement


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FormIII AFormat for Certificate from Independent Auditor / Statutory Auditor

for Experience in PR(On the Letterhead of the Independent Auditor / Statutory Auditor of the Bidder1)

DateTO WHOMSOEVER IT MAY CONCERN

e have verified the relevant statutory and other records of M/s ______________ [Name of thedder], and certify the following:

S.No Name ofAssignment

Name of Client Address ofclient

Tenure ofcontract (withcommencementand completiondates)

1.

2.

3.4.

is certificate is being issued to be produced before CEO , Chhattisgarh Samvad, for Selection of a Branding,mmunications and Public Relations Agency fo rChhattisgarh Samvad.

Signature and Seal of theIndependent / Statutory Auditor clearly

indicating his/her membershipnumber


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orm 4: Personnelrt 1: Key Personneling the format below, please provide the summary information on the profiles you propose tolude for evaluation and the roles they are expected to play in the project:

S.No

Proposed Role No. ofResources

Area ofExpertise

KeyResponsibilities

rt 2: CV for Professional Staff Proposedease provide detailed professional profiles of the staff proposed for evaluation. The profile for agle staff member must not exceed two pages.

S. No. Description Details

1 Name

2 Designation

3 Role proposed for

4 Languages known

5 Current responsibilities in the responding firm

6 Total years of relevant experience

7 Years of experience with the responding firm

8

Educational qualifications:

Degree

Academic institution graduated from :

Year of GraduationSpecialization (if any)

9 Professional certifications (if any)

10

Professional Experience details (projectwise)

Project Name

Client

Key project features in brief

Location of the project

Designation

Role

Responsibilities and activities

Duration of the project

11 Details of relevant Government Experience(if any)

12Covering Letter: Summary of the Individualsexperience which has direct relevance to theproject (maximum 1 page)


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ertificationhe undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, myalifications, and my experience. I understand that any willful misstatement described herein may lead to

y disqualification or dismissal, if engaged.

gnature of staff member]

ate:

uthorized Signatory)

ame: ________________________

esignation & Authority: __________

ace: _________________________

ate: __________________________

equest for Proposal for PR Firm

hhattisgarh Samvad

amp: ________________________

ompany Name: ________________

siness Address: _______________


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orm 5: Financial Bid Form (to be submitted in separate sealed Envelope)Items Bid in Rupees

(Including taxes)

Montly Cost of the PR services to be provided by the selectedfirm (as mentioned in the SoW in Section 3) for the period of

one year:Note:This does not include the costs of conducting events (pressconferences, events, exhibitions, road shows etc.) and theexpenses like transport/stay/food provided to the journalists itwill be given as actual. Specific mention should be made ofthe taxes applicable along with the taxation rates. In Words (Rs.)

Authorized Signatory

Seal of Company


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orm : Letter of authorization for attending bid opening

bject: Authorization for attending bid opening on _____________ (Date) in the tender ofappointment of PR agency through the tender no: _________________

llowing persons are hereby authorized to attend the bid opening for the tender mentioned above onhalf of __________________________________(Bidder).

ame of Person: __________________________ Designation: _______________

ote: Person attending the bid opening should carry a photo identity proof with him.)

Signature of Bidder


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DRAFT SERVICE AGREEMENTis Agreement made at RAIPUR, on this day ___________of ______________, Two Thousand and _____tween,e CHHATTISGARH SAMVAD acting through the CEO, Chhattisgarh Samvad, In front of Mahila Thanahotapara, Raipur, (hereinafter referred to as "Authority" which expression shall, unless it be repugnant to the

ntext or meaning thereof, include its administrators, successors and assigns) of the ONE PART

d

s ______________, a company registered under Companies Act, 1956 and having its registered office at_______________________________(hereinafter referred to as "Agency" which expression shall , unless it bepugnant to the context or meaning thereof, include its administrators, successors and assigns)of the OTHER PART.hereas,

Authority, a Sister concern of Directorate of Public Relations, Government of Chhattisgarh, has the principal objective of information dissemination, undertake promotional activities and brandbuilding exercises for the State of Chhattisgarh .In furtherance of its objective, Authority intended to engage the services of an advertising agency foractivities related to branding, communications, promotion, advertising, public relations, coordinationwith other departments and agencies and related advice.In pursuance thereof, the Agency was selected after a competitive bidding process to perform theworks as enumerated in Schedule 1 of this Agreement.(hereinafter referred to as Scope of Services)with the aim of achieving the principal objective of Authority referred as above.

Now therefore Authority and the Agency have agreed to enter into this Agreement for a period of 12 monthsfrom the date hereof and, which witnesseth as follows:

Commencement , Completion and Termination of Agreement.

Effectiveness of Agreement

This Agreement shall come into force and effect on the date of __________ (the Effective Date)2 Commencement of Services.

The Public Relation Firm shall commence the Services immediately from the Effective Date.Termination of Agreement for failure to commence Services.

If the Public Relation Firm does not commence the Services within the period specified in clause 1.2 above,the Samvad may, by not less than 02 (two) week notice to the Public Relation Firm, declare this Agreement tobe null and void, and in the event of such a declaration, the Bid Security as well as the Performance Securityof the Public Relation Firm shall stand forfeited.

4 Expiration of AgreementUnless terminated earlier pursuant to Clause 12 hereof, this Agreement shall expire when the Services havebeen completed and a period of 180 (one hundered Eighty) days has elapsed after all payments due under thisagreement , have been made

5 Extension of ContractThe contract may be extended to another one year at a time upto maximum of 2 years subject to satisfactoryperformance or mutual agreement.

6 Entire Agreement

This Agreement and the Annexes together constitute a complete and exclusive statement of the terms of theagreement between the Parties on the subject hereof, and no amendment or modifications hereto shall be validand effective unless such modification or amendment is agreed to in writing by the Parties and duly executedby persons especially empowered in this behalf by the respective Parties. All prior written or oralunderstandings, offers or other communications of every kind pertaining to this Agreement are abrogated and


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withdrawn, provided, however, that the obligations of the Public Relation Firm arising out of the provisions ofthe RFP shall continue to subsist and shall be deemed as part of this Agreement.Modificaions of Agreement

Modification of the terms and conditions of this Agreement may only be made by written agreement betweenthe Parties hereof, however, each Party shall give due consideration to any proposals for modifications made

by the other Party.Relationship Between the PartiesNothing contained herein shall be construed as establishing a relation of employer and employee or agent asbetween Authority and the Agency. The Agency, subject to this Agreement, has complete charge of personneperforming the Services and shall be fully responsible for Services performed by it or on its behalf hereunder.

Grant of Rights to the Agency

Subject to and in accordance with the terms and covenants set forth in this Agreement, Authority herebygrants and authorises the Agency to provide the Services and to exercise and / or enjoy the rights, powersbenefits, privileges, authorisations and entitlements as set out in this Agreement.

Financing Arrangement

Agency shall at its cost, expenses and risk make such financing arrangement as would be necessary to provideServices and to meet all of its obligations under this Agreement, in a timely ma