Subject: India Trade Promotion Organisation (ITPO) invites tender from specialized agencies for “Publicity Work for the India Sourcing Fair (ISF), St. Petersburg, Russia, March 20-22, 2018”.
1.1 India Trade Promotion Organisation (ITPO) is the nodal trade promotion agency of the Government of India. To meet its objectives, ITPO organises and participates in trade fairs, exhibitions and conventions in India and various locations throughout the world.
1.2 ITPO is inviting bids through two-bid system from the interested publicity / PR companies / agencies for undertaking “Publicity Work for the India Sourcing Fair (ISF), St. Petersburg, Russia, March 20-22, 2018”.
INDICATIVE CRITICAL DATE SHEET
The date of publication of tender
Last date of submission of tender and EMD at CGI, St. Petersburg (Russia)
17.01.2018 By 2.30 pm
Last date of submission of tender and EMD at ITPO New Delhi
05.02.2018 By 2.30 pm
Opening of Technical Bids
05.02.2018 At 3.30 pm
Opening of Financial bid
2.1 The objective of this exercise/publicity tender is to create more awareness amongst the general public and the buyers from various sectors from the length and breadth of Russia and from abroad. The publicity campaign should aim at generating their interest so that they visit the fair to source their requirements.
2.2 Getting adequate media coverage at all stages of the event, i.e. before, during and after the event. Besides getting coverage in the daily newspapers and FM radio, ITPO also desires adequate exposure in the electronic media and online social media.
3. SCOPE OF WORK
3.1 The advertising agency will suggest promotional campaign for India Sourcing Fair, St. Petersburg (Russia), March 20-22, 2018 through media-mix for the successful promotion of the event and to ensure quality and number of visitors.
3.2 To undertake promotional activities through various mediums of publicity and promotion of India Sourcing Fair, St. Petersburg (Russia), March 20-22, 2018 for wider publicity and brand promotion.
3.3 Mobilisation of visitors and buyers through various mediums like mass mailing, web marketing, tele-marketing, etc.
3.4 Compilation of database for analysing the success of the event.
3.5 The scope of work must be read along with the details of work given in Annexure II.
3.6 The Agency will prepare the advertisement materials/posters in Russian and English languages. The agency will arrange advertisements, as per specified size and colour on Metro Wagons, Billboards. The work shall include design, printing and stretching of the advertising material and placement/pasting the same at the designated places. Even the final artwork/matter will need the approval of ITPO.
3.7 The agency shall prepare material for direct marketing, including HTML letters meant for direct calling and mailing to the visitor database. The agency shall prepare and send individual invitations to VIP / specialists. The agency will execute this direct marketing work as per the databases of visitors and VIPs.
3.8 Prepare design of promotional material to be uploaded on various Internet based media as per the details in Annexure II. A home/link page of the event may be hosted on the website of the agency. On the click of the advertisement banner, the query should reach the website/e-mail inbox of the agency. The agency shall undertake the task of Internet publicity as per Annexure II from start to finish.
3.9 The agency shall undertake the entire copywriting work, including preparation and writing of texts for the landing page. The agency will research and prepare analytics and news for industry and information websites/portals. The agency shall prepare analytics and writings for the information letter for direct mailing and e-mailing.
3.10 The agency shall prepare analytics and press-releases for placement on release portals and media mailing.
3.11 The agency shall undertake the task of organising and managing of press conference to be organised in the Consulate, including invitation of media.
3.12 Prepare the jingles in Russia language for airing on various FM Radio channels listed in the Annexure II.
3.13 The design of script and undertake the complete production of the video clip to be aired on television channels as per the details in Annexure II.
3.14 Prepare the design of posters to be displayed at various locations within the city of St. Petersburg and the other districts.
3.15 It may be noted that the agency needs to seek approval of the designs, jingles, advertisements, Internet promotion content developed before execution of the campaign.
3.16 The agency shall prepare the designs of stickers, banners to be uploaded on the Internet and badges meant for participants, visitors and organisers.
3.17 The agency shall work with industry associations and unions which will include mailing of the invitation letter to the association’s databases, placement of letter of support and placement of the information on the website.
3.18 The agency shall submit all the relevant documents, designs, drafts, etc. generated as part of the contracted work to ITPO team from time to time.
4. ELIGIBILITY CRITERIA
Agencies having the following criteria shall be eligible for making the bids on turnkey basis.
Proof to be Submitted
Must be a registered business entity / service provider in Russia or should have a Russian associate registered in Russia. The Russian company / counterpart / associate must have an office in St. Petersburg region besides other cities of Russia.
1. Self-certified copy of registration certificate.
2. Self-certified copy of the joint venture/tie-up/etc. with a Russian Associate (For bidders from countries other than Russia).
3. Self-certified copy of registration certificate of the Russian Associate.
4. Proof of office in St. Petersburg.
Minimum annual turnover over Euro 400,000 / INR 3,00,00,000 (For Indian Companies) for the last three financial years (April to March) in the field as per S.No. 3. The turnover of the entity bidding for the tender will be considered. Holding company’s turnover will not be considered.
1. Proof of annual turnover in the form of self-certified copies of annual returns filed with the government or original certificate issued by a chartered / government-certified accountant indicating the annual turnover in the last three financial years.
The company must have five years’ experience in the business of advertising, publicity related work, PR & promotion activities, road shows, market surveys, business development, manpower management, etc. in national, international trade fairs and events.
1. Self-certified copies of proof of publicity work completed, in the form of work orders issued by clients, or others relevant documents to establish work experience.
Names of the five major events handled in the last five years along with the details of the clients may be provided.
1. Self-certified copies of documentary proof of work completed.
Recommendation / Observations of the Consulate General of India / Embassy of India:
ITPO will be at liberty to consult Embassy of India / CGI for their comments while deciding the eligibility of tender applicants and the decision of ITPO shall be final and binding.
Earnest Money Deposit (EMD)
a. For Foreign Bidders
Euro 800/- vide a Demand Draft (DD) / Banker’s Cheque (BC) drawn in favour of “India Trade Promotion Organisation” payable at New Delhi can be deposited with the Consulate General of India (CGI) OR India Trade Promotion Organisation, New Delhi.
b. For Indian Bidders
INR 50,000/- be deposited at ITPO office, Pragati Bhawan, Pragati Maidan, New Delhi - 110001 vide a Demand Draft (DD) / Banker’s Cheque (BC) drawn in favour of “India Trade Promotion Organisation” payable at New Delhi. Bids submitted without EMD will be summarily rejected and the technical/financial bids will not be opened.
5. TERMS & CONDITIONS
5.1 The approved bidder will work under the directions and guidance of the ITPO and the Consulate General of India (CGI), St. Petersburg (Russia). It shall be the sole responsibility of the Agency to ensure all activities undertaken by them for ITPO are in accordance with the law of land i.e. Russia.
5.2 Rates should be quoted in Euros inclusive of all taxes (if applicable), etc. Rates for services not included in the format may also be indicated, if required. In case of Indian companies / Indian companies with associates in Russia, the payment for the contract will be made only in Indian Rupees at the official exchange rate prevailing on the date of opening of Financial Bid.
5.3 The agency will submit the bills along with documentary proof in original for the job relating to newspaper/magazines advertisements, printing, online promotion, etc. for releasing the payment.
5.4 All materials relating to design for printing, advertisement, online promotion has to be approved by ITPO team before use, wherever possible.
5.5 Agency will ensure that the manpower engaged for Event/jobs should be in line with the local laws. Further, submission of the bid implies that the Agency indemnifies ITPO against any claim whatsoever.
5.6 The Agency is required to number and sign each page of the bid document as well as other enclosures by the authorized signatory. Authorization letter is to be enclosed.
5.7 ITPO reserves the right to appoint different agencies for different services envisaged in the offer/bid.
5.8 ITPO requires that bidders under this contract to observe the highest standards of ethics during the period of agreement and should be free from any vigilance enquiry. The bidders have to bear the cost associated with the preparation and submission of bid documents at ITPO, New Delhi.
5.9 ITPO will reject a proposal for award of work if it is determined that the applicant recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question.
5.10 Agency will indemnify ITPO against any claims, loss, suit, liability or judgment suffered or likely to be suffered.
5.11 Russian companies even if they do not have associate in India can directly participate in the bid. There is no condition to have an associate in India for Russian companies.
5.12 ITPO reserves the right to:
a. Make changes in the Publicity plan/Scope of work.
b. Extend the deadline for the submission of applications/bid documents at its discretion.
c. Accept or reject any proposal at any time prior to award of contract/order, without assigning any reasons and without any liability on ITPO.
d. Suspend the project; cancel the contract with the selected party in part or in the whole at any time. The decision of the ITPO shall be final and binding in this regard.
e. ITPO shall also not be responsible for any damage or loss caused or arising out of aforesaid action.
f. Modify terms and conditions of the contract which shall be granted to the successful bidder after the bidding process, if in the opinion of the ITPO, it is necessary or expedient to do so in public interest or for proper implementation of the project. The decision of the ITPO shall be final and binding in this regard.
5.13 For interpretation of any clause of this document, the decision of ITPO would be final and binding on the bidder.
5.14 At the conclusion of the contract/part of the contract for the 2018 edition of the exhibition, i.e. end of March 2018, the agency shall submit the bill along with all the documentary evidence, photographs, albums, press clippings, advertisements etc., including the sample copy of everything printed. Besides the bill, a certificate on the company’s letterhead duly signed by the authorised signatory as per the specimen language enclosed at Annexure VII.
6. SUBMISSION OF BIDS AND EVALUATION
6.1 Bids shall be submitted by the bidder with supporting documents in a sealed envelope in the following manner:
a. All the documents submitted in the bid, should be in English only, so that evaluation committee can understand easily.
b. Envelope – I Containing Interest free Earnest Money Deposit (EMD) amount Euro 800/- (Euro Eight hundred only) or Indian Rupees 50,000/-( Rupees Fifty thousand only) in the form of a Demand Draft / Bankers Cheque in favour of India Trade Promotion Organisation payable at New Delhi. The envelope I will be opened first. Without EMD, the Technical & Financial bids will not be opened and summarily rejected.
c. Envelope - II: Technical Bid (Annexure-I) duly filled in with supporting documents as per Clause No. 4. The envelope should be sealed and marked as “Technical Bid for Publicity Work for the India Sourcing Fair (ISF), St. Petersburg, Russia, March 20-22, 2018.
d. Envelope – III: Financial Bid containing Annexure – II including Annexures III & IV duly filled in has to be kept in Envelope III. The envelop III should be sealed and marked as “Financial Bid for Publicity Work for the India Sourcing Fair (ISF), St. Petersburg, Russia, March 20-22, 2018”.
e. Envelope- IV: All the three Envelopes I, II & III should be kept inside the Envelope – IV and again sealed. The name of the bidder should be clearly written with full address, Tel. nos., E-mail on the Envelopes (I, II, III& IV) (Only those envelopes will be opened, which will have all the information as being asked here above). Master Envelope (Envelope – IV) should be marked as “Tender Document for Publicity Work for the India Sourcing Fair (ISF), St. Petersburg, Russia, March 20-22, 2018” and shall be kept in sealed tender box at the following address by due date and time as mentioned here below.
Mr. Praful S. Nair,
India Trade Promotion Organisation
New Delhi – 110 001 (India).
6.2 Bidders from Russia may submit their bid to the Consulate General of India (CGI), 35 Ryleeva Street, 191123, St. Petersburg, Russian Federation or send it directly to Mr. Praful S. Nair, Dy. Manager, India Trade Promotion Organisation, Pragati Maidan, New Delhi – 110 001 (India) by due date and time indicated for India.
6.3 In case the bidder requires any clarifications or further information may contact ITPO, Mr. Praful S. Nair, Dy. Manager Tel. 91-11-23371667, e-mail: firstname.lastname@example.org during office hours.
6.4 The evaluation of bids will be made in two stages – (i) Technical and (ii) Financial. Financial bids of only those firms will be considered for opening who have fulfilled the technical requirement / evaluation given in Para 4. After opening of financial bids, financial evaluation will be made & financial ranking statement will be prepared and the selection of the vendor/agency will be done on the basis of L1 (lowest) criteria.
6.5 Bids received after the deadline of submission of application will not be considered or opened under any circumstances.
6.6 It may be noted that conditional bids shall not be considered.
6.7 No modification or substitution of the submitted application/bid shall be allowed. An applicant/bidder may withdraw his application after submission, provided that written notice of the withdrawal is received by ITPO before the due date. In case an applicant/bidder wants to resubmit his application/bid, he shall submit a fresh application/bid following all the applicable terms & conditions by the stipulated date.
6.8 Any document received after the closing date and time shall not be accepted.
6.9 Bidders are requested to refrain from any communication after submission of bid till the opening of the financial bid excepting at the time of opening of the technical bid by the ITPO committee.
6.10 The comparative statement of technical bids will be made indicating qualifying criteria mentioned in the bid document declaring the company qualifying or not qualifying.
If at any time, during the continuance of this contract, the performance in whole or in part, by either party, of any obligation under this is prevented or delayed, by reason of war, or hostility, acts of the public enemy, civic commotion, sabotage, Act of State or direction from Statutory Authority, explosion, epidemic, quarantine restriction, strikes and lockouts (as are not limited to the establishments and facilities of the contractor), fire, floods, natural calamities for any act of GOD (hereinafter referred to as EVENT), provided notice of happenings of any such EVENT is given by the affected party to the other, within 15 Calendar days from the date of occurrence thereof, neither party shall, by reason of such event, be entitled to terminate this contract, nor shall either party have any such claims for damages against the other, in respect of such non-performance or delay in performance provided the contract shall be resumed as soon as practicable, after such EVENT comes to an end or ceases to exist. The decision of the CMD, ITPO as to whether the service may be so resumed (and the time frame within which the service may be resumed) or not, shall be final and conclusive, provided further that if the performance in whole or part of any obligation under this contract is prevented or delayed by reason of any such event for a period exceeding 30 days either party may, at his option terminate the contract.
Both the party shall make all effort to resolve any dispute by way of conciliation. In the event of any question, dispute or difference arising under the agreement in connection therewith (except as to matters, the decision to which is specifically provided under this agreement) remains unresolved; the same shall be referred to the CMD, ITPO for appointment of sole arbitrator. The provisions of Indian Arbitration & Conciliation Act 1996, as amended from time to time shall apply on both the parties. The venue of the arbitration proceeding shall be the office of ITPO or such other place as the CMD, ITPO may decide. Upon any and every reference as aforesaid, the assessment of costs and incidental expenses in the proceedings for the award shall be at the discretion of the sole arbitrator. All matters of dispute arising out of this shall be governed by Indian law and subject to Court jurisdiction in New Delhi.
9. TERMS OF PAYMENT
a. Total payment would be released on completion of the event and satisfactory report of the officer/ITPO team deputed for the event subject to submission of soft and hard copies of evidences of all deliverables and report etc. as envisaged and elaborated in the previous pages. The complete bill along with all documents should be submitted by Agency within 30 days of completing the event.
b. Performance assessment (quantifiable and measurable deliverables). The performance of the agency shall be evaluated on the various deliverables mentioned herein based on the evidences provided. Besides giving evidences as mentioned here above in case of measurable deliverables, attendance sheet of manpower needs to be provided. Allocation of work to the decorators is also to be provided.
c. PERFORMANCE ASSURANCE: If performance of the agency is not found up to the mark or is less in any of the deliverances/the measurable outputs/agreed deliverables or otherwise less than envisaged as per the scope of work mentioned herein, then ITPO may deduct up to 10% of the total bid value as performance assurance at the time of making final payment. The deduction will be over and above the unit rate deduction for those particular shortfalls/reduction in the scope of work while awarding the work contract.