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Request for Proposal (RFP)
For
Appointment of PR and Multi-Media Creative Agency for the Sagarmala Programme
Indian Ports Association
1st Floor, South Tower, NBCC Place
B. P Marg, Lodi Road New Delhi - 110 003
Ph No : 011-24369061/63; Fax No : 011-24365866
September 2017LETTER FOR ISSUE OF RFP FOR THE APPOINTMENT OF MULTI-
MEDIA CREATIVE & PR AGENCY FOR THE SAGARMALA
PROGRAMME
The set of RFP document is issued to:
Name :
Address :
The cost of the RFP document is INR 10,000/- (Indian Rupees Ten Thousand
only)
IPA
Signature of the Officer
Issuing the RFP Document :_______________________________________
1Indian Ports Association
IPA/GAD/Sagarmala/MMCA/2017 14/09/2017
Notice Inviting RFP for appointment of PR & Multi-Media Creative Agency
for the Sagarmala Programme
Ministry of Shipping, Government of India/ Indian Ports Association wishes to
appoint a PR & Multi-Media Creative Agency for preparing and implementing the
media, public relations and branding campaign for the Sagarmala Programme.
Accordingly, Indian Ports Association (IPA) invites Requests for Proposal (RFP)
from interested Agencies / Firms / Consortia for the above stated objective.
The RFP document providing the Term of Reference (ToR), pre-qualification
criteria, terms and conditions including evaluation criteria and application fee are
available in the web site http://ipa.nic.in/.
The schedule for receipt of the application is as follows:-
1. Pre-bid meeting at 1130 Hrs on 22/09/2017
2. Submission of document fee of Rs.10, 000/- for RFP on or before 1430 Hrs
on 05/10/2017.
3. Receipt of offers on or before 3.00 pm (1500 Hrs) on 05/10/2017
4. Opening of Technical offers at 1530 Hrs on 05/10/2017
Reputed and interested Agencies / Companies / Firms/ Consortia may download
the RFP from the above website and send in their response to the Managing
Director, Indian Ports Association, 1st. floor, South Tower, NBCC Place, Bhisham
Pitamah Marg, Lodi Road, New Delhi – 110 003.
In case, if RFP document is downloaded from website, the requisite document fee
of Rs. 10,000/- in form of Demand Draft, In favor of Indian Ports Association
shall be submitted along with bid.
*****
2Indian Ports Association
Appointment of PR & Multi-Media Creative Agency for the Sagarmala
Programme
1. Introduction
The Sagarmala Programme has been launched by the Government of India to
promote port-led development in the country. The ‘Sagarmala - Concept and
Implementation’ was approved by the Union Cabinet on 25th March, 2015. The
Sagarmala Programme will focus on four pillars of development, namely:
i. Port Modernization & New Port Development: Transforming existing ports
into world class ports through capacity augmentation, modernization of port
infrastructure and improving operational efficiency of the ports.
Development of new ports is also envisaged as part of this objective
ii. Efficient Evacuation: Improving port evacuation and connectivity to the
hinterland and developing optimal multi-modal logistic solution for
efficient, cost effective movement of cargo and to harness the potential of
inland waterways / coastal shipping
iii. Port-led Industrialization: Undertaking development of Coastal Economic
Zones with projects like port based industrialization, coastal tourism,
logistics parks etc. and aligning with the ‘Make in India’ initiative. Port
based industrialization will include development of port based industrial
parks, promoting captive industries and ancillary facilities and covering
ship building / repair and other maritime related industries
iv. Coastal Community Development: Sustainable development of coastal
communities through skill training programs, development of coastal
tourism, fisheries and other activities.
As part of the Sagarmala Programme, a National Perspective Plan, April 2016, for
the comprehensive development of India’s coastline and maritime sector has been
prepared and includes more than 150 projects across the areas of Port
Modernization & New Port Development, Port Connectivity Enhancement, Port-
led Industrial Development and Coastal Community Development.
As the Sagarmala Programme involves multiple stakeholders, both from the
government set up (e.g. Central Ministries, State Governments, State Maritime
Boards etc.) and non-governmental set up (E.g. Infrastructure Companies, Industry
Associations, Project Financing Agencies, General Public etc.), it is critical to
streamline, customize and manage the media and branding activities related to the
programme.
3To this endeavour, Indian Ports Association on the direction of Ministry of
Shipping has been mandated to appoint a PR & Multi-Media Creative Agency for
preparing and implementing the media and branding campaign for the Sagarmala
Programme.
2. Objective
2.1. The objective of this RFP is to engage a reputed PR & Multi-Media
Creative Agency for a period of one (1) year which may be extended for a
subsequent period of one (1) year, on mutual consent, for preparing and
implementing the media and branding campaign for the Sagarmala Programme.
This will focus on:
i. Creating awareness and generating interest about the Sagarmala
Programme among the various identified stakeholders and developing the
Sagarmala brand
ii. Tailoring the communication (content and medium of communication), for
the various stakeholders according to the requirements of the programme
iii. Increasing the interaction and communication between the ports and the
larger coastal community. The list of 12 Major Ports is listed as Annexure-
I.
2.2. The RFP document provides the Term of Reference (ToR), pre-
qualification criteria, terms and conditions including evaluation criteria, EMD,
application fee and suggested response formats and easy understanding has been
divided into following sections:
Section 1 - Instructions to Consultants
Section 2 - Terms of Reference (ToR)
Part I - Objective & Scope of Services
Part II - TOR related information, Terms
&Conditions
Section 3
Technical Proposal - Standard Forms & Other Undertakings
4Financial Proposal - Standard Forms
*****
Section 1
(Instructions to Consultants)
Standard
1. Definitions
(a) “Employer” means the Ministry of Shipping, Government of India/ IPA
which has invited the bids for consultancy services and with which the
selected Agency / Company / Firm / Consortium signs the Contract for the
Services and to which the selected Agency / Company / Firm / Consortium
shall provide services as per the terms and conditions and TOR of the
contract.
(b) “Consultant” means any interested Agency / Company / Firm / Consortium
who submit their proposals that may provide or provides the Services to the
Employer under the Contract.
(c) “Contract” means the Contract signed by the Parties and all the attached
documents listed in its Clause 1, that is the General Conditions (GC), the
project Specific Conditions (SC), and the Appendices.
(d) “Project specific information”, means such part of the Instructions to
Consultants used to reflect specific project and assignment conditions.
(e) “Day” means calendar day.
(f) “Government” means the Government of India
(g) “Ministry” means the Ministry of Shipping, Government of India
(h) “Instructions to Consultants” (Section 1 of the RFP) means the document,
which provides Consultants with all information needed to prepare their
proposals.
(i) “Personnel” means professionals and support staff provided by the
Consultant or by any Sub-consultant and assigned to perform the Services
or any part thereof.
(j) “Proposal” means the Technical Proposal and the Financial Proposal.
(k) “RFP” means the Request for Proposal prepared by the Employer for the
selection of Consultants.
(l) “Assignment/Job” means the work to be performed by the Consultant
pursuant to the Contract.
5(m) “Sub-Consultant” means any person or entity with which the Consultant
subcontracts any part of the Assignment/job.
(n) “Terms of Reference” (TOR) means the document included in the RFP as
Section 2 which explains the objectives, scope of work, activities, tasks to be
performed, respective responsibilities of the Employer and the Consultant,
and expected results and deliverables of the Assignments/job.
2. Introduction
2.1 The Employer will select a PR & Multi-Media Creative Agency / Company
/ Firm / Consortium (the Consultant) in accordance with the method of selection
specified in the Part II of Section 2.
2.2 The name of the assignment/job has been mentioned in Section 1. Detailed
scope of assignment/job has been described in the Terms of Reference in Section
2.
2.3 The date, time and address for submission of the proposals have been given
in Section 1.
2.4 The Consultants are invited to submit their Proposal, for consulting
Assignment/job named in the Section 1. The Proposal will be the basis for signed
Contract with the selected Consultant.
2.5 The Employer will provide to the Consultants the inputs and facilities
specified in the Section 2 without any cost and make available relevant project
data and reports.
2.6 Consultants shall bear all costs associated with the preparation and
submission of their proposals and contract negotiation. The Employer is not bound
to accept any proposal, and reserves the right to annul the selection process at any
time prior to Contract award, without thereby incurring any liability to the
Consultants.
3. Eligibility of Association of Consultants and Sub-Consultants
3.1 If the Consultant has formed an association of consultants, each
member of the association of consultant shall be evaluated as per the
qualification/eligibility criteria set forth in Part II of Section2. The combined score
of the each member of the association of consultant shall be taken into account for
evaluation purpose. If any member of the association of consultants is dropped at
the RFP stage, such association of consultant is liable to be rejected by the
6Employer. However, the Employer, at its sole discretion, may decide to evaluate
for short listing such association of consultant without considering the strength of
the dropped member and if found eligible, may allow such association of
consultant to submit their proposal.
3.2 A consultant may associate with consultants and/or individual expert at the
time of submission of proposal. Under such circumstances each member of the
association of consultant shall be evaluated as per the qualification/ eligibility
criteria set forth in Part II of Section 2. The combined score of the each member of
the association of consultant shall be taken into account for evaluation purpose.
However, the lead member of the association of the consultant shall be the
consultant who has submitted the proposal and employer shall deal with only the
lead member for the purpose of this assignment. Although, the contract shall be
signed by all the members of the associations of the consultants, the lead member
of the association of the consultant shall be responsible and liable to the Employer
for every aspect of their proposal, contract, etc.
4. Clarification and Amendment of RFP Documents
4.1 Consultants may request a clarification on any clause of the RFP
documents up to the number of days indicated in the Section 1 before the proposal
submission date. Any request for clarification must be sent in writing, or by
standard electronic means to the Employer’s address indicated in the Section 1.
The Employer will respond in writing, or by standard electronic means and will
send written copies of the response (including an explanation of the query but
without identifying the source of inquiry) to all Consultants. Should the Employer
deem it necessary to amend the RFP as a result of a clarification, it shall do so
following the procedure under para 4.2 below.
4.2 At any time before the submission of Proposals, the Employer may amend
the RFP by issuing an addendum in writing or by standard electronic means. The
addendum shall be sent to all Consultants and will be binding on them.
Consultants shall acknowledge receipt of all amendments. To give Consultants
reasonable time in which to take an amendment into account in their Proposals the
Employer may, if the amendment is substantial, extend the deadline for the
submission of Proposals.
5. Conflict of Interest
75.1 Employer requires that Consultants provide professional, objective, and
impartial advice and at all times hold the Employer’s interests paramount, strictly
avoid conflicts with other Assignment/jobs or their own corporate interests and act
without any consideration for future work.
5.2 Without limitation on the generality of the foregoing, Consultants, and any
of their affiliates, shall be considered to have a conflict of interest and shall not be
recruited, under any of the circumstances set forth below:
Conflicting activities: A firm that has been engaged by the Employer to provide
goods, works or Assignment/job other than consulting Assignment/job for a
project and any of its goods, works or Assignment/job. Conversely, a firm hired to
provide consulting Assignment/job for the preparation or implementation of a
project, and any of its affiliates shall be disqualified from subsequently providing
goods or works or Assignment/job other than consulting Assignment/job resulting
from or directly related to the firm’s consulting Assignment/job for such
preparation or implementation. For the purpose of this paragraph, Assignment/job
other than consulting Assignment/job are defined as those leading to a measurable
physical output, for example surveys, exploratory drilling, aerial photography and
satellite imagery.
Conflicting Assignment/job: A Consultant (including its Personnel and Sub-
Consultants) or any of its affiliates shall not be hired for any Assignment/job that
by its nature, may be in conflict with another Assignment/job of the Consultant to
be executed for the same or for another Employer.
Conflicting relationships: A Consultant (including its Personnel and Sub-
Consultants) that has a business or family relationship with a member of the
Employer’s staff who is directly or indirectly involved in any part of (i) the
preparation of the Terms of Reference of the Assignment/job, (ii) the selection
process for such Assignment/job, or (iii) supervision of the Contract, may not be
awarded a Contract, unless the conflict stemming from this relationship has been
resolved in a manner acceptable to the Employer throughout the selection process
and the execution of the Contract.
5.3 Consultants have an obligation to disclose any situation of actual or
potential conflict that impacts their capacity to serve the best interest of their
Employer, or that may reasonably be perceived as having this effect. Any such
disclosure shall be made as per the Standard forms of technical proposal provided
8herewith. If the consultant fails to disclose said situations and if the Employer
comes to know about any such situation at any time, it may lead to the
disqualification of the Consultant during bidding process or the termination of its
Contract during execution of assignment.
5.4 No agency or current employees of the Employer shall work as Consultants
under their own ministries, departments or agencies.
6. Unfair Advantage
6.1 If a Consultant could derive a competitive advantage from having provided
consulting Assignment/job related to the Assignment/job in question and which is
not defined as conflict of interest as per para 5 above, the Employer shall make
available to all Consultants together with this RFP all information that would in
that respect give such Consultant any competitive advantage over competing
Consultants.
7. Proposal
7.1 Consultants shall only submit one proposal. If a Consultant submits or
participates in more than one proposal, such proposals shall be disqualified.
However, this does not limit the participation of the same Sub-Consultant,
including individual experts, to more than one proposal.
8. Preparation of Proposals
8.1 The proposal as well as all related correspondence exchanged by the
Consultants and the ‘Employer’, shall be written in English language, unless
specified otherwise.
8.2 In preparing their Proposal, Consultants are expected to examine in detail
the documents comprising the RFP. Material deficiencies in providing the
information requested may result in rejection of a Proposal.
8.3 While preparing the Technical Proposal, if a Consultant considers that it
may enhance its expertise for the Assignment/job by associating with other
Consultants in sub consultancy, it may associate with a Consultant who has not
been technically qualified as a part of the application process of this RFP.
98.4 Depending on the nature of the Assignment/job, Consultants are required to
submit a Technical Proposal (TP) in forms provided in Section 3. The section 3
indicates the formats of the Technical Proposal to be submitted. Submission of
the wrong type of Technical Proposal will result in the Proposal being deemed
non-responsive. The Technical Proposal shall provide the information indicated
in the following paras from (a) to (d) using the attached Standard Forms (Section
3). Form TP-1 in Section-3 is a sample letter of technical proposal which is to be
submitted along with the technical proposal.
(a) A brief description of the consultant’s organisation and in the case of a
consortium/joint venture of each partner will be provided in Form TP-2. In
the same Form, the consultant and in the case of a consortium/joint venture,
each partner will provide details of experience of assignments which are
similar to the proposed assignment/job as per the terms of reference. For
each Assignment/job, the outline should indicate the names of Sub-
Consultants/Professional staff who participated, duration of the
Assignment/job, contract amount, and Consultant’s involvement.
Information should be provided only for those Assignment/jobs for which
the Consultant was legally contracted by the Employer as a corporation or
as one of the major firms within a joint venture. Assignment/jobs
completed by individual Professional staff working privately or through
other consulting firms cannot be claimed as the experience of the
Consultant, or that of the Consultant’s associates, but can be claimed by the
Professional staff themselves in their CVs. Consultants should be prepared
to substantiate the claimed experience along with the proposal and must
submit letter of award/copy of contract for all the assignments mentioned in
the proposal. In case of client confidentiality agreements, a self-
certification has to be provided by the Managing Director of the consultant.
(b) Comments and suggestions on the Terms of Reference including workable
suggestions that could improve the quality/effectiveness of the
Assignment/job; and on requirements for facilities including
administrative support, office space, data, etc. to be provided by the
Employer (Form TP-3 of Section 3).
(c) A description of the approach, methodology and work plan for
performing the Assignment/job covering the following subjects; technical
approach and methodology, work plan, and organization and staffing
schedule. Guidance on the content of this section of the Technical
Proposals is provided under Form TP-4 of Section 3. The work plan should
10be consistent with the Work Schedule which will show in the form of a bar
chart the timing proposed for each activity.
(d) CVs of the Professional staff as mentioned above signed by the staff
themselves or by the authorized representative of the Professional Staff
(Form TP-5 of Section 3).
8.5 The Technical Proposal shall not include any financial information. A
Technical Proposal containing financial information may be declared non
responsive.
8.6 Financial Proposals: The Financial Proposal shall be prepared using the
attached Standard Forms (Section 3). The financial proposal shall not include any
conditions attached to it and any such conditional financial proposal shall be
rejected summarily.
9. Proposal Validity
The proposal shall be valid for 180 (one hundred and eighty) days from the date of
opening of the proposal.
10. Taxes
The consultant shall fully familiarize themselves about the applicable to Domestic
taxes (such as GST) on amount payable by the employer under the contract. All
such taxes must be included by the consultant in the financial proposal.
11. Currency
Consultant shall express the price of their Assignment/Job in Indian Rupees.
12. Earnest Money Deposit (EMD) and Performance Bank Guarantee
12.1 Earnest Money Deposit
i. An EMD of Rs. 2,50,000.00 (Rupee Two Lakh fifty thousand only), in
the form of Demand Draft(DD) drawn in favour of Indian Ports
Association, payable at New Delhi has to be submitted along with the
proposal.
ii. Proposal not accompanied by EMD shall be rejected as non-responsive.
iii. No interest shall be payable by the Employer for the sum deposited as
earnest money deposit.
iv. No bank guarantee will be accepted in lieu of the earnest money deposit.
11v. The EMD of the unsuccessful bidders would be returned back within 45
days of award of job.
12.2 The EMD shall be forfeited by the Employer in the following events:
i. If proposal is withdrawn during the validity period or any extension
agreed by the consultant thereof.
ii. If the Proposal is varied or modified in a manner not acceptable to the
Employer after opening of Proposal during the validity period or any
extension thereof.
iii. If the consultant tries to influence the evaluation process.
iv. If the first ranked consultant withdraws his proposal during financial
negotiations (failure to arrive at consensus by both the parties shall not
be construed as withdrawal of proposal by the consultant).
12.3 Performance Bank Guarantee
The successful bidder will have to submit Performance Bank Guarantee (PBG)
equivalent to 10% of value of project awarded with validity period till completion
of Assignment/Job. After submission of Performance Bank Guarantee (PBG),
EMD shall be returned to him.
13. Submission, Receipt and Opening of Proposal
13.1 The original proposals, both Technical and Financial Proposals shall contain
no interlineations or overwriting, except as necessary to correct errors made by the
consultants themselves. The person who signed the proposal must initial such
corrections. Submission of letters for both Technical and Financial Proposals
should respectively be in the format of TP- 1 of Section 3 & FP-1 of Section 3.
13.2 An authorized representative of the consultants shall initial all pages of the
original Technical and Financial Proposals. The authorization shall be in the form
of a written power of attorney accompanying the proposal or in any other form
demonstrating that the representative has been duly authorize to sign. The signed
Technical and Financial Proposals shall be marked “ORIGINAL”.
13.3 The original and all copies of the Technical Proposal shall be placed in a
sealed envelope clearly marked “TECHNICAL PROPOSAL”. Similarly, the
original financial proposal shall be placed in a sealed envelope clearly marked
“FINANCIAL PROPOSAL” followed by the name of the assignment / job. The
12envelope containing the Technical Proposal, Financial Proposal, Document fee,
EMD shall be placed into an outer envelope and sealed. This outer envelope shall
bear the submission address, reference number be clearly marked “DO NOT
OPEN, BEFORE 05/10/2017, 3.00 PM”. The Employer shall not be responsible
for misplacement, losing or premature opening if the outer envelope is not sealed
and/ or marked as stipulated. This circumstance may be case for Proposal
rejection. If the Financial Proposal is not submitted in a separate sealed
envelope duly marked as indicated above, this will constitute grounds for
declaring the Proposal non-responsive.
13.4 The Proposal must be sent to the address/ addresses indicated in the Section
1 and received by the Employer no later than the time and the date indicated in the
Section 1 or any extension to this date in accordance with para 4.2 above. Any
proposal received by the Employer after the deadline for submission shall be
returned unopened.
14. Proposal Evaluation
14.1 from the time the proposals are opened to the time contract is awarded, the
consultants should not contract the Employer on any matter related to its Technical
and/or Financial Proposal. Any effort by Consultants to influence the employer in
the examination, evaluation, ranking of Proposal, and recommendations for award
of contract may result in the rejection of the consultant proposal.
14.2 The employer will constitute a selection Committee which will carry out
the entire evaluation process.
14.3 Selection Committee while evaluating the technical proposal shall have no
access to the Financial Proposals until the technical evaluation is concluded and
the competent authority accepts the recommendation.
14.4 The selection committee shall evaluate the Technical Proposal on the basis
of their responsiveness to the Term of Reference and by applying the evaluation
criteria specified in Section 2.
14.5 Financial proposal of only those firms who are technically qualified shell
be opened on the date & time specified by employer in the presence of the
consultants’ representatives who choose to attend.
15. Technical Negotiations
1315.1 Technical negotiation will include a discussion of the Technical Proposal,
the proposed technical approach and methodology, work plan, and organization
and staffing, and any suggestions made by the Consultant to improve the Terms of
Reference. The employer and the Consultants will finalize the Terms of
Reference, staffing Schedule, work schedule, logistics and reporting. These
documents will then be incorporated in the contract.
15.2 Availability of Professional/Staff/Expert: Employer will require assurances
that the Professional staff will be actually available
16. Award of Contract: After technical Negotiations, the employer shall issue a
letter of intent (LOI) to the selected consultant. The consultant will sign the
contract after fulfilling all the formalities/pre-conditions like submission of
Performance Bank Guarantee, etc.
17. Confidentiality
Information relating to evaluation of Proposal and recommendations concerning
awards shall not be disclosed to the consultants who submitted the proposal or to
other persons not officially concerned with the process, until the publication of the
award of contract. The undue use by any consultant of confidential information
related to the process may result in the rejection of its proposal and may be subject
to the provisions of the Employer’s antifraud and corruption policy.
18. Timelines and Schedule
The schedule for receipt of the application is as follows:-
1. Pre-bid meeting at 1130 Hrs on 22/09/2017
2. Submission of document fee of Rs.10, 000/- for RFP on or before 1430 Hrs
on 05/10/2017
3. Receipt of offers on or before 3.00 pm (1500 Hrs) on 05/10/2017
4. Opening of Technical offers at 1530 Hrs on 05/10/2017
19. RFP Document
The RFP document providing the Term of Reference (ToR), pre-qualification
criteria, terms and conditions including evaluation criteria and application fee are
available in the website http://ipa.nic.in.
Reputed and interested consultants/consulting firms/consortia may download the
RFP from the above website
In case, if RFP is downloaded from website, the requisite document fee of Rs.
10,000/- in form of Demand Draft, In favour of Indian Ports Association shall be
submitted along with bid.
1420. Submission of Proposal
Proposal, in its complete form in all respect as specified in the RFP document,
must be submitted to
Managing Director,
Indian Ports Association,
1st. floor, South Tower, NBCC Place,
Bhishmah Pitamah Marg,
Lodi Road, New Delhi – 11003
The bids received after due date will be rejected and no action will be taken on
these bids.
*****
15Section 2
Terms of Reference (ToR)
PART I: Objective & Scope of Services
1. Objective of Assignment
Indian Ports Association wishes to appoint a PR & Multi-Media Creative Agency
(“Consultant”) for a period of one (1) year which may be extended for a
subsequent period of one (1) year, on mutual consent, for preparing and
implementing the media and branding campaign for the Sagarmala Programme.
2. Scope of Work: The scope will include but not restricted to the following:
The broad scope of work of the Consultant is given below but not limited to:
A. Developing a 360 degree multimedia and branding plan for Sagarmala
Programme including Branding, PR, social media & Digital plan
B. Creating and implementing a comprehensive PR plan for Sagarmala
Programme.
C. Implementing the media and branding plan for Sagarmala Programme
D. Monitoring & evaluating the roll-out of the media and branding plan
The Consultant will also be responsible for any other work, related to the media
and branding activities for Sagarmala, as assigned by the Ministry of Shipping /
IPA.
The detailed scope of work of the Consultant will include but not limited to:
A. Developing a 360 degree multimedia and branding plan for Sagarmala
Programme including Branding, PR, social media & Digital plan
i) Create stakeholder mapping to the relevant communication content and
identify brand touch points for the Sagarmala Programme in consultation with
the Ministry of Shipping. Plan should be developed for a one year period.
16ii) Based on above, develop comprehensive Branding, PR, social media &
Digital plan. This should include:
a. a communication and events calendar for a period of one year
b. branding, PR, social media & Digital plan for one year.
c. a 360 degree multi-media media buying and branding budget, for a
period of one year
d. Other aspects mentioned in the scope of work which needs to be
included
B. Creating and implementing a comprehensive PR plan for Sagarmala
Programme
I. Communication & Media Strategy for Sagarmala:
Formulating a communication & media strategy for Sagarmala for a period of
next 1 year. Identify key themes and map overall development and evolution of
the campaign. This will also include mapping sectors to geographies &
audience profile, identifying relevant events and opportunities
globally/nationally and amplifying media and marketing communication &
messaging through planning and implementation of marketing & media
activity across media avenues for a year.
II. Market & Audience Mapping:
1. Propagating and highlighting projects with line Ministries, State
Governments, Maritime Boards, industries, Department of States in line with
the overall framework of port-led development under the four pillars of
Sagarmala namely – 1) Port Modernizations 2) Port Industrialization 3) Port
Connectivity & 4) Coastal Community.
2. Identify & engage with key stakeholders and opinion leaders to guide
means and tone of communication for focused publicity
173. Identifying key newspapers, channels, journalists, influencers in maritime
sectors nationally & regionally to promote Sagarmala programme.
III. Media Prioritization:
Evaluating and prioritizing key media for each activity. Choosing between
Social, influencer outreach, mass media for each initiative, depending on
markets, audience and desired outcome.
C. Scope of work in PR
1) Media activities
a. Identify and maintain a national list of media professionals relevant to
Sagarmala.
b. Continuously monitor the media for placing stories related to line
ministries, maritime boards, state government and maritime industry.
c. Developing all editorial communications to be disseminated to the media
including information kits, press releases, backgrounders, features, etc.
d. Managing all media events like press conferences, project launches,
seminars, select briefings and one-on-one meetings.
e. Disseminating information on a national basis or locally (as per business
requirements) in various conventional media i.e. print, electronic through press
releases including emerging modes of communication.
f. Development and dissemination of Sagarmala press communications in
digital space.
g. Ensure maximum coverage and visibility for all press releases issued by
Sagarmala Programme.
h. Creating resource bank: Assisting in the preparation of media kits,
newsletters, brochures and other material that will be made available to key
stake holders.
2) Market Intelligence & Management Reporting
a. Present a report on daily basis covering news on Sagarmala. Provide
relevant press clippings.
18b. Produce a comprehensive report at the end of every month giving detailed
coverage analysis for Sagarmala and analysis of the same. This should include
but not limited to detailed monitoring of the print, electronic etc for
positive/negative and neutral stories.
3) Crisis Communication
a. Prepare a proactive strategy
b. Identify the target audience for communication
c. Chalk out the key messages
d. Design the communication plan
e. Ensure effective implementation of the plan for desired results
4) Internal Communication activities
a. Assist in identifying internal communication opportunities.
b. Assist in designing a communication policy and quarterly plan based on
long-term and short-term objectives in consultation with other relevant
departments
c. Assist in designing internal communication literature at regular interval.
(D) Implementing the 360 degree multi-media plan for Sagarmala
Programme
Based on the 360 degree multi-media plan created:
i. Develop a nation-wide brand communication strategy for creating
awareness about the Sagarmala Programme amongst the identified key
stakeholders and general public. As part of this activity:
a. Develop a content plan for different forums including but not limited
to print, digital, social, outdoor & PR
b. Design, develop and help in implementing suitable and synergistic
360 degree communication collaterals which could include elements
19of Print, Audio-Visuals, Outdoor communication, social & digital
media, or any other medium as may be required.
ii. Recommend suitable media advertisement plan to achieve the plan
objectives in the most cost effective manner. The 360 degree multi-media
plan and strategy recommendations should include innovative ways to
overall brand Sagarmala Programme.
iii. Design and develop the online digital & social media campaigns (including
but not limited to Facebook, Twitter, YouTube, blogs, online discussion
forums and other digital platforms etc.) for the Sagarmala Programme.
Regularly update the Sagarmala website content and integrate it with the
online digital media campaign.
a. As part of the online digital media campaign, publish articles, related
to Sagarmala. Content should be developed as per the requirements
of the online forum used.
iv. Design and develop promotional materials for Sagarmala. As part of this
activity:
a. Design and develop marketing collaterals like brochures, leaflets/flyers, Direct
mailers, Outdoor, Standees, Delegation Kits (dockets, pads etc.) for propose of
summits/events/conferences/seminars etc., as may be planned under the
Sagarmala programme.
E) Social media engagement
Promoting Sagarmala events on the online platform-leveraging the news points
in PR wires, newsgroups, Blogs, social networks and online medium
a. Inter link all social media profiles: This will help people to flow through the
various social media platforms of the Ministry of Shipping which will further
20help track and increase regular followers. (including Facebook, Twitter,
YouTube, linkedin etc)
b. Blogger engagement will be useful medium to create visibility about the key
initiatives/developments of the Ministry amidst its target audience. We will
identify and target blog writers (with maximum reach and with the right kind of
following) for interactions with the Ministry officials.
c. Updating website content on weekly basis and linking to the social media
campaign.
Amplification through Paid Media:
1. Providing professional inputs and support in planning & buying of media
for Print, Digital, Electronic, Out Of Home for Sagarmala on themes/subjects to
be decided in consultation with `Ministry of Shipping’.
2. Identify, recommend and manage the right events, exhibitions to promote
the Sagarmala programme.
3. Executing the media and Marketing strategy, planning and undertaking post
campaign reporting.
(F) Monitoring & evaluating the roll-out of the media and branding plan
i. Provide periodic reports to the Ministry on the progress of the
communication and media plan implementation. Reports should include,
but not limited to, milestones / activities completed, upcoming milestones /
activities, delays / bottlenecks and any assistance required from Ministry of
Shipping
ii. Monitor and evaluate the effectiveness of various communication and
branding activities on a periodic basis and recommend any course
correction on the media and branding plan if required.
213. Key Deliverables:
The main deliverables of the assignment will be:
Indicative List of marketing , branding and promotional collaterals to be designed
for Sagarmala Programme
S.No Deliverable Type Deliverable Details Approximate
number of designs
1 Brand Identity Banner, Standees, Venue specific
Venue Creative, design per
design of envelopes, conference/seminar
letter heads and other (Min 12 per year)
branded stationery
with the exhibiting
logo and norms of
the Ministry.
2 Brand Awareness Advertisements - 15 campaigns per
Newspaper & year
magazine
Campaign collaterals
– 1) e-mailers
Fortnightly e-mail
campaigns
2)brochures As per requirement
3)newsletters, Bi-monthy
Sagarmala
Newsletetr
223 Online Digital & Digital Media 12 campaigns per
social Media Advertisement year
Campaign
Social Media Minimum five posts
campaign on per day. Live tweets
Facebook & Twitter. and posts during
events/seminars.
4 Conferences/Seminars Annual 12 conferences
conferences/meeting yearly
on National
Sagarmala Apex
Committee (NSAC)
(4 per year), states
and other
seminars/conferences
Event delegate kits, 1 design per
dockets, mementos conference/seminar.
etc
Design of 2 design/conference
signage/hanging
signages
Stage backdrop 2 design/conference
5 Public Relations & 1)Press Releases Min 3 Per week
Content Generation
2)Sagarmala Post Bi-Monthly
(Newsletter) Articles
3) 3rd Party Articles
1 Per week
and articles from
maritime experts in
Major Newspapers
and a magazine
234th)Content for social
media
3-5 Posts per day
Note: The above numbers are tentative and subject to change
4.1 The consultant is required to submit the final deliverables in the appropriate
formats (E.g. All video based deliverables should be submitted in the HD format)
and these deliverables will remain the property of Ministry / IPA and will not be
used for any other purpose other than those intended under RFP without obtaining
permission of Ministry / IPA. Ministry / IPA will issue completion certificate to
this effect.
4.2 Each deliverable of the consultant, including its rate reasonability, will be
reviewed by an expert committee constituted by Ministry / IPA for this purpose.
The consultant would also be required to make a presentation of the draft
deliverables before Ministry / IPA and incorporate their suggestions in the final
deliverables.
4.3 The consultant shall ensure timely completion of the milestones mentioned
above. There will be a penalty @ 0.1% of the total value of work awarded for
every week of delay in non-achieving the milestones of work order unless such
delay is duly approved by Ministry/IPA. The maximum penalty will be 5% of the
total value of contract. In case of non-submission of final deliverables by the
prescribed dates the consultant has to refund the entire amount released by IPA
together with a penal rate of interest @ 10%.
PART II: TOR related information
1. Conditions under which this RFP is issued
i. This RFP is not an offer and is issued with no commitment. IPA reserves
the right to withdraw the RFP and change or vary any part thereof at any
stage. IPA also reserves the right to disqualify any bidder, should it be so
necessary at any stage. Information provided in this RFP to the
Applicants is on a wide range of matters, some of which depends upon
interpretation of law. The information given is not a complete or
authoritative statement of law. The Authority accepts no responsibility for
24the accuracy or otherwise for any interpretation or opinion on the law
expressed herein.
ii. IPA may in its absolute discretion, but without being under any obligation
to do so, update, amend or supplement the information, assessment or
assumption contained in this RFP
iii. The Applicant shall bear all its cost associated with or relating to the
preparation and submission of its proposal including but not limited to
preparation, copying postage, delivery fess, expenses associated with any
demonstration or presentations which may be required by IPA or any
other costs incurred in connection with or relating to its proposal. All such
cost and expenses will remain with the Applicant and IPA shall not be
liable in any manner whatsoever for the same or for any other expenses
incurred by an Applicant in preparation or submission of the Proposal.
iv. IPA reserves the right to withdraw this RFP, if it is in the best interest of
the Government of India.
v. Timing and sequence of events resulting from this RFP shall ultimately be
determined by IPA.
vi. No oral conversations or agreements with any official, agent or employee
of IPA shall affect or modify any terms of this RFP and any alleged oral
agreement or arrangement made by a bidder with any department, agency,
official or employee of IPA shall be superseded by the definitive
agreement that results from this RFP process. Oral communications by
IPA to bidders shall not be considered binding on IPA, nor shall any
written materials provided by any person other than IPA.
vii. Neither the bidder nor any of the bidder’s representatives shall have any
claims whatsoever against IPA or any of their respective officials, agents,
or employees arising out of, or relating to this RFP or these procedures
(other than those arising under a definitive service agreement with the
bidder in accordance with the terms thereof).
viii. Applicants who are found to canvass, influence or attempt to influence in
any manner the qualification or selection process, including without
limitation, by offering bribes or other illegal gratification, shall be
disqualified from the process at any stage.
2. Rights to the Contents of the Proposal
For all the bids received before the last date and time of bid submission, the
proposals and accompanying documentation of the qualification proposal will
25become the property of IPA and will not be returned after opening of the
qualification proposal. IPA is not restricted in its rights to use or disclose any or all
of the information contained in the proposal and can do so without compensation
to the bidders. IPA shall not be bound by any language in the proposal indicating
the confidentiality of the proposal or any other restriction on its use or disclosure.
3. Acknowledgement of Understanding of Terms
By submitting a proposal, each bidder shall be deemed to acknowledge that it has
carefully read all sections of this RFP, including all forms, schedules and annexure
hereto, and has fully informed itself as to all existing conditions and limitations.
4. Evaluation of Proposals
The bidders’ proposals in the bid document will be evaluated as per the
requirements specified in the RFP and adopting the qualification criteria spelt out
in this RFP. The Bidders are required to submit all required documentation in
support of the qualification criteria specified in RFP. Ministry will constitute a
Committee to evaluate the proposal and monitor the progress/completion of
assignment.
5. Language of Proposals
The proposal and all correspondence and documents shall be written in English.
6. Eligibility Criteria
The bidder shall fulfil all of the following eligibility criteria independently on date
of submission of bid:
S.No. Criteria Supporting documents
to be submitted
PQ1 Size and Financial Solvency: CA certified statement
showing revenues for
Bidder to be an organization with a
3 financial years FY 14-
gross annual turnover of INR 50 Crore
15, FY 15-16 and FY
or above (as an average of last 3
16-17.
years’ revenue in India)
PQ2 Professional Experience: Details of the work and
confirmation by the
Bidder should have professional
authorized signatory of
experience of at least 5 years in
bidder
advertising, media consulting, media
26strategy development, brand
promotion and multimedia design
services
PQ3 Geographic Presence: Details of the office
locations in India and
Bidder should have Multi-State
confirmation by the
presence
authorized signatory of
bidder
*Ministry / IPA reserve the right to validate the credentials.
7. Self-Certified Documentary Evidence to be submitted in support of
Eligibility with Technical Proposal
i. Copy of Contract/work orders along with completion certificate indicating
the details of previous assignment completed, client, value of
assignment/proportionate value in use of projects/ assignment in process
date and year of award. The Managing Director of the Consulting firm shall
self-certify if the firm has done assignments on non- disclosure agreements.
ii. Registration Certificate.
iii. Detailed resume of the team leader and team members indicating the details
of qualifications and professional experience.
iv. Gross Annual Revenue (audited annual account) from multi-media
advertising during last three years.
v. An undertaking stating that firm/organization is not blacklisted by
Government or its agencies including Central/State Level Public
Enterprises.
vi. A Certificate regarding non-disclosure/sharing of confidential information
with third parties.
vii. Duly filled check list as given in Annexure II of the RFP.
8. Proposal Submission
Interested consultant should submit both technical and financial proposals in two
parts as per the Schedule mentioned in of Section 1 i.e. Timeline and Schedule.
The technical and financial proposal must be submitted in two separate sealed
envelopes indicating clearly on envelopes as “TECHNICAL PROPOSAL” and
“FINANCIAL PROPOSAL”. Financial Proposal should indicate a warning “DO
NOT OPEN WITH THE TECHNICAL PROPOSAL”. Both the envelopes
27containing the Technical and Financial proposals shall be placed into an outer
envelope and sealed along with EMD. This outer envelope shall bear the title of
the assignment “Appointment of PR & Multi-Media Creative Agency for the
Sagarmala Programme”.
I. Technical Proposal Content
Technical proposal should be prepared considering the Terms of Reference,
Detailed Approach & Methodology, Activity Schedule & Deliverables, Time
period and any other information to highlight the capability of the consultant.
Technical Proposal must be submitted in the form of all the duly signed forms as
per Section 3 of RFP i.e. Technical Proposal-Standard Forms & Other
Undertakings.
Technical Proposal should be a complete document and should be bound as a
volume. The documents should be page numbered and duly signed by Authorized
Representative who has the capacity to sign along with Authorization Letter.
II. Financial Proposal Content
Financial proposal must be submitted in the form of all the duly singed forms as
per Section 3 of RFP i.e. Technical Proposal-Standard Forms. All amounts quoted
in the financial proposal forms must be in Indian Rupees.
9. Presentation
The consultant is required to make a presentation of their credentials and the
proposed methodology / approach, before the Evaluation Committee and the
duration of presentation will be of twenty minutes tentatively. The date, time &
venue of the presentation will be intimated separately. The Committee will assess
the presentation broadly on the following criteria;-
10. Evaluation of Proposal
Each Proposal, which pre-qualifies in, shall be evaluated accordingly to the
following criteria and granted a score. If the score is less than 65 as per the scoring
criteria mentioned below, then the bidder will not qualify for financial evaluation
and bidder’s financial bid shall not be opened.
28S.No. Criteria Marks
1 Organizational Capacity 40
Gross annual turnover of the firm (as an average of last 3
years’ revenue in India)*
Turnover Rs. 50 Cr - Rs.65 Cr : 1 mark
1a Turnover Rs. 65 Cr - Rs.80 Cr : 2 marks 05
Turnover Rs. 80 Cr – Rs. 90 Cr : 3 marks
Turnover Rs. 90 Cr – Rs. 100 Cr : 4 marks
Turnover > Rs. 100 Cr : 5 marks
Multi-State presence
Presence in 2 States :1 mark
Presence in 3 States :2 marks
1b 05
Presence in 4 States :3 marks
Presence in 5 States :4 marks
Presence in 6 or more States: 5 marks
Sample of promotional clips, videos made for events (no
event recording shall be considered for evaluation),
1c 05
5 relevant Clips / Videos :2 marks
8 or more relevant Clips / Videos :5 marks
Sample of designed promotional marketing collateral, logo,
brochures, newsletters, flyers, web pages, banners and
hoardings etc. (Projects having complete 360 degree Media
&creative work shall be considered for evaluation with
1d adequate supporting documents) 10
Sample for three Project :2 marks
Sample for five Projects :5 marks
Sample for more than six Projects :10 marks
Experience of providing graphic design services for
1e marketing and promotion material for Central / State 05
Government Programmes
29S.No. Criteria Marks
For each programme : 1 mark( >4 programmes : 5 marks)
Experience of developing TVCs, Radio Ads, Print Ads for
Central / State Government Programmes (no event recording
10
shall be considered for evaluation),
For each programme:2 marks ( >4 programmes : 10 marks)
2 Quality of Proposed Core Team 35
2a Team Lead 9
2b Design Expert 7
2c PR Expert 7
2d Copywriter 7
2e Organization of the team, roles and responsibilities 5
3 Approach and Methodology 25
3a Quality of the proposed approach and methodology 15
Quality of proposed work plan, i.e. how the bidder will
3b 10
undertake each task and time-schedules
*CA certified statement-showing revenues for 3 financial years FY 14-15, FY 15-16 and FY16-17
30Core Team Composition
S.No. Role No. of Educational & Professional
Positions Qualifications
1. Team Leader 1 Bachelors / Masters Degree in
Creative, Mass-Com,
Advertisement or similar fields
Minimum 10 years of
professional experience with
experience in leading media
planning, creative and design
for national and international
events.
2. Design 1 Bachelors / Masters Degree in
Expert Mass Comm / Design / Creative
or similar fields
Minimum 8 years of
professional experience with
experience in designing
marketing collaterals for national
and international projects
3. PR Expert 1 Bachelors / Masters Degree in
Creative, Mass-Com,
Advertisement or similar fields
Minimum 8 years of
professional experience in
public relation for national and
international projects
Media Expert 1 Bachelors / Masters Degree in
Creative, Mass-Com,
Advertisement or similar fields
Minimum 8 years of
professional experience in
media relation for national and
international projects
31S.No. Role No. of Educational & Professional
Positions Qualifications
Content 1 Bachelors / Masters, Mass-
Com/English
Writer
(preferably Minimum 8 years of
from the professional experience in
Maritime content writing and content
sector) generation (preferably from the
Maritime sector) for national
and international projects
4. Copywriter 1 Bachelors / Masters Degree in,
Mass-Com or English,
Minimum 8 years of
professional experience in
media handling, copywriting
for national and international
projects
Marking methodology to include normalization of technical and commercial
scores:
Technical Score: (X)
The bidder who secures maximum marks shall be given a technical score of 100.
The technical scores of other Bidders for the project shall be computed as follows.
[‘Technical’ Score of [Marks secured by the respective Bidder]
Bidder for the
= 100X
Project(X)]
Highest Marks Secured
The score secured based on evaluation of the Technical Proposal as above shall be
the Technical Score of the Bidder for the project being considered for
evaluation (X).
32Only those Bidders who have secured Technical Score of 65 or above shall be
declared as qualified for evaluation of their ‘Financial Bid’. Bidders who have
secured less than 65 for Technical Score shall be rejected.
Financial Score: (Y)
The bidders shall submit their quote as per the format provided in Section 3. Any
monetary figure in decimal shall be rounded off to the nearest INR. In cases of
discrepancy between the prices quoted in words and in figures, lower of the two
shall be considered. For any other calculation/ summation error etc. the bid may be
rejected.
The financial scores will be arrived at based on the formula listed below, whereby
the lowest evaluated Financial Proposal, among the qualified bidders, will be
given the maximum financial score of 100 points. The financial scores of other
proposals will be in inverse proportion to the lowest price:
[The ‘financial [Lowest offer quoted by the qualified
score’ of Bidder bidder(Rs.)]
= 100X
for the project(Y)]
[Offer quoted by the respective Bidder(Rs.)]
The marks secured as above shall be the Financial Score of the bidder for the
project (Y).
Composite Score of the Bidders
Proposals will be ranked according to their composite technical and financial
scores. Composite score of the Bidders for the bid shall be worked out as under:
Weighted Weighted
Technical Financial
Score Score
Technical Financial Composite
Bidder Score(X) Score(Y) (80% of X) (20% of Y) Score(F=D+E)
A B C D E F
33Note: Consultant shall submit the self-evaluation sheet as per above criteria along with Technical Proposal with proper
page numbering for supporting documents.
The bidder achieving the highest composite score may be invited for negotiations.
11. Support/Inputs to be provided by IPA / Ministry of Shipping
Ministry/IPA will provide the consultant the relevant content and facilitate in
setting up meetings and obtaining permissions for the consultant to carry out the
activities as per the work plan.
12. Payment Terms
The consultant shall be eligible to receive the payment on a retainership (monthly)
basis. The consultant’s total remuneration will include fixed cost of the team
deployed full-time to the client and other fixed costs (E.g. Communication
expenses etc.) along with the Out of Pocket Expenses. Payment shall be made to
the consultant as per the terms and conditions specified in the contract.
13. General Terms and Conditions
i. Any information, data provided for the study are confidential in nature. The consultant
should not share the data without IPA permission. A certificate regarding non-
sharing/informing of confidential data to third party is to be given by the consultant
along with Technical Proposal.
ii. At the time of submission of bid, the bidder has to ensure that each page is duly signed
by the bidder or his duly authorized representative. In case the bid is signed by the
authorized representative, a letter of authorization should be enclosed with the bid.
iii. The bidding institution (s) should provide professional, objective and impartial services
and at all times hold the client’s interest paramount, without any consideration for future
works, and that in providing advice they avoid conflicts with other assignments and their
own corporate interests.
iv. Rates quoted shall remain firm till completion of works.
v. The jurisdiction in case of disputes shall be the Courts of Delhi/New Delhi.
vi. The bidder should be registered under relevant Laws/Acts of the country.
vii. In case of any dispute arising, the decision of the IPA will be final.
viii. Even though applicants satisfy the necessary requirements they are subject to
disqualification if they have:
a. Made untrue or false representation in the form, statements required in the
application document.
34b. Records of poor performance such as abandoning work, not properly completing
contract, financial failures or delayed completion.
ix. Right to accept or reject any or all proposals
a. Notwithstanding anything contained in this document, the IPA reserves the right to
accept or reject any Proposal and to annul the Selection Process and reject all Proposals,
at any time without any liability or any obligation for such acceptance, rejection or
annulment, and without assigning any reasons thereof.
b. The Authority reserves the right to reject any Proposal if: (a) at any time, a material
misrepresentation is made or discovered, or (b) the Applicant does not provide, within
the time specified by the Authority, the supplemental information sought by the
Authority for evaluation of the Proposal. Misrepresentation/ improper response by the
Applicant may lead to the disqualification of the Applicant. If the Applicant is the Lead
Member of a consortium, then the entire consortium may be disqualified / rejected. If
such disqualification/ rejections occurs after the proposals have been opened and the
highest ranking Applicant gets disqualified / rejected, then the Authority reserves the
right to consider the next best Applicant, or take any other measure as may be deemed fit
in the sole discretion of the Authority, including annulment of the Selection Process.
x. Fraud and corrupt practices
a. The Applicants and their respective officers, employees, agents and advisers shall
observe the highest standard of ethics during the Selection' Process. Notwithstanding
anything to the contrary contained in this document, the Authority shall reject a Proposal
without being liable in any manner whatsoever to the Applicant, if it determines that the
Applicant has, directly or indirectly or through an agent, engaged in corrupt practice,
fraudulent practice, coercive practice, undesirable practice or restrictive practice
(collectively the "Prohibited Practices") in the Selection Process. In such an event, the
Authority shall, without prejudice to its any other rights or remedies, forfeit and
appropriate the Bid
Security or Performance Security, as the case may be, as 'mutually agreed genuine pre-
estimated compensation and damages payable to the Authority for, inter alia, time, cost
and effort of the Authority, in regard to this document, including consideration and
evaluation of such Applicant's Proposal.
b. Without prejudice to the rights of the. Authority herein above and the rights and
remedies which the Authority may have under the LOA or the Agreement, if an
Applicant or Consultant, as the case may be, is found by the Authority to have directly
35or indirectly or through an agent, engaged or indulged in any corrupt practice, fraudulent
practice, coercive practice, undesirable practice or restrictive practice during the
Selection Process, or after the issue of the LOA or the execution of the Agreement, such
Applicant or Consultant shall not be eligible to participate in any tender or RFP issued
by the Authority during a period of three years from the date such Applicant or
Consultant, as the case may be, is found by the Authority to have directly or through an
agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive
practice, undesirable practice or restrictive practice, as the case may be.
c. For the purposes of this Section, the following terms shall have the meaning hereinafter
respectively assigned to them: (a) "corrupt practice" means (i) the offering, giving,
receiving, or soliciting, directly or indirectly, of anything of value to influence the action
of any person connected with the Selection Process (for avoidance of doubt, offering of
employment to or employing or engaging in any manner whatsoever, directly or
indirectly, any official of the Authority who is or has been associated in any manner,
directly or indirectly with the Selection Process or the LOA or has dealt with matters
concerning the Agreement or arising therefrom, before or after the execution thereof, at
any time prior to the expiry of one year from the date such official resigns or retires from
or otherwise ceases to be in the service of the Authority, shall be deemed to constitute
influencing the actions of a person connected with the Selection Process); or (ii) save as
provided herein, engaging in any manner whatsoever, whether during the Selection
Process or after the issue of the LOA or after the execution of the Agreement, as the case
may be, any person in respect of any matter relating to the Project or the LOA or the
Agreement, who at any time has been or is a legal, financial or technical• consultant!
adviser of the Authority in relation to any matter concerning the Project; (b) "fraudulent
practice" means a misrepresentation or omission of facts or disclosure of incomplete
facts, in order to influence the Selection Process; (c) "coercive practice" means
impairing or harming or threatening to impair or harm, directly or indirectly, any persons
or property to influence any person's participation or action in the Selection Process; (d)
"undesirable practice" means (i) establishing contact with any person connected with or
employed or engaged by the Authority with the objective of canvassing, lobbying or in
any manner influencing or attempting to influence the Selection Process; or (ii) having a
Conflict of Interest; and (e) "restrictive practice" means forming a cartel or arriving at
any understanding or arrangement among Applicants with the objective of restricting or
manipulating a full and fair competition in the Selection Process.
*****
36Section 3
(Technical Proposal-Standard Forms)
Form TP 1: Letter of Proposal submission
Form TP 2: Consultant’s organization & experience
Form TP 3: Comments &Suggestions on TOR
Form TP 4: Approach & Methodology
Form TP 5: Curriculum Vitae
Form TP 6: Information regarding any conflicting activities and declaration
thereof.
Technical Proposal-Other Undertakings
1. An undertaking stating that firm/organization is not blacklisted by Government
or its agencies including Central/State Level Public Enterprises.
2. Undertaking stating that “Team Leader/Members would be maintained during
the actual assignment to be awarded in case they are selected. In case
replacement is inevitable, the equivalent qualification and experienced
team/lead/member will be inducted to carry out the assignment in case of
award.”
3. Undertaking stating that “I/We certify that in the last three years, we/any of the
consortium members have neither failed to perform on any contract, as
evidenced by imposition of Penalty by an arbitral or Judicial authority or a
Judicial pronouncement or arbitration award, nor been expelled from any
project or contract by any public authority nor have had any contract
terminated by any public authority for breach on our part.”
4. An undertaking regarding non-disclosure/sharing of confidential information
with third parties.
37FORM TP-1
LETTER OF PROPOSAL SUBMISSION
TO: [Name and address of Employer]
Dear Sirs,
We, the undersigned, offer to provide the consulting Assignment/job for
[Preparing and implementing the media and branding campaign for the Sagarmala
Programme] in accordance with your Request for Proposal dated [insert date] and
our Proposal. We are hereby submitting our Proposal, which includes this
Technical Proposal and a Financial Proposal sealed under a separate envelope and
requisite EMD.
We are submitting our Proposal in association with [Insert a list with full name
and address of each associated Consultant / Consortium Member]. We hereby
declare that all the information and statements made in this Proposal are true and
accept that any misinterpretation contained in it may lead to our disqualification.
If negotiations are held during the period of validity of the Proposal, i.e. before the
date indicated in Section 1, we undertake to negotiate on the basis of the proposed
staff. Our Proposal is binding upon us and subject to the modifications resulting
from Contract negotiations.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely
Authorized Signature [in full and initials];
Name and Title of Signature:
Name of Firm:
Address:
38FORM TP-2
CONSULTANT’S ORGANIZATION AND EXPERIENCE
A Consultant’s Organization
[Provide here a brief description of the background and organization of your
firm/entity and each associate for this Assignment/job. The brief description
should include ownership details, date and place of incorporation of the firm,
objectives of the firm etc. Also if the consultant has formed a consortium, details
of each of the member of the consortium, name of lead members etc. shall be
provided]
B Consultant’s Experience
[Using the format below, provide information on each Assignment/job for which
your firm, and each partner in the case of consortium or joint venture, was legally
contracted either individually as a corporate entity or as one of the major partners
within an association, for carrying out consulting Assignment/job similar to the
ones requested under this Assignment/Job (if possible, the employer shall specify
exact assignment/job for which experience details may be submitted). In case of
consortium, association of consultants, the consultant must furnish the following
information for each of the consortium member separately]
39A) Organizational Experience
Date of award Person/ Project
Name of of contract Description authority who
Entity with (Month/Year) of actual could be
complete Scope of work & services Value of Actual Dateof contacted for
communication (Description ContractPerio provided by Contract Completion further
S. No. address. of the Project) d (Months) your firm (INR) (Month/Year) information
B) Skill & Competencies & Team Size
Name of the Position Area of Qualification/
S. Team Assigned in Expertise Professional No of Years Details of
No. Leader/Member the Team qualification Experience Experience Remarks
C) Gross Annual Revenue ( in INR)
Gross Annual Revenue/Turnover from Multi-
Revenue/Turnover in Media Creative Agency
Financial year India (INR) Business in India (INR) Remarks
2013-14
2014-15
2016-17
(Seal & Signature of Bidder)
Note: Please provide documentary evidence from the client i.e. copy of work order, contract and
completion certificate for each of above mentioned assignments. The experience shall not be
considered for evaluation if such requisite support documents are not provided with theproposal.
40FORM TP-3
COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE
AND ON FACILITIES TO BE PROVIDED BY THE EMPLOYER
1. On the Terms of Reference
[ suggest and justify here any modifications or improvement to the Terms of
Reference you are proposing to improve performance in carrying out the
Assignment/job (such as deleting some activity you consider unnecessary, or
adding another, or proposing a different phasing of the activities). Such
suggestions should be concise and to the point, and incorporated in your
proposal]
2. On Inputs and Facilities to be provided by the Employer
[Comment here on Inputs and facilities to be provided by the Employer as
mentioned in Paragraph 11 of the Section 2 including: administrative support,
office space, data etc.]
41FORM TP-4
DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN
FOR PERFORMING THE ASSIGNMENT/JOB
Technical approach, methodology and work plan are key components of the
Technical Proposal. You are suggested to present your Technical Proposal divided
into the following three chapters:
a) Technical Approach and Methodology,
b) Work Plan, and
c) Organization and Staffing
a) Technical Approach and Methodology: In this chapter you should explain
your understanding of the objectives of the Assignment/job, approach to the
Assignment/job, methodology for carrying out the activities and obtaining the
expected output, and the degree of detail of such output. You should highlight
the problems being addressed and their importance, and explain the technical
approach you would adopt to address them. You should also explain the
methodologies you propose to adopt and highlight the compatibility of those
methodologies with the proposed approach.
b) Work Plan: The consultant should propose and justify the main activities of
the Assignment/job, their content and duration, phasing and interrelations,
milestones (including interim approvals by the employer), and delivery dates
of the deliverables. The proposed work plan should be consistent with the
technical approach and methodology showing understanding of the ToR and
ability to translate them into a feasible working plan. A list of the final
deliverables, including reports, drawings, and tables to be delivered as final
output, should be included here.
c) Organization and Staffing: The consultant should propose and justify the
structure and composition of your team. You should list the main disciplines
of the Assignment/job, the key expert responsible, and proposed technical and
support staff.
42FORM TP-5
CURRICULUM VITAE(CV) FOR PROPOSED PROFESSIONAL STAFF
1. Proposed Position:
[For each position of key professional separate from TP-5 will be prepared]:
2. Name of Firm:
[Insert name of firm proposing the Staff]:
3. Name of Staff: [Insert full name]:
4. Date of birth:
5. Nationality:
6. Education:
[Indicate college/university and specialized education of staff member,
giving names of institutions, degrees obtained, and dates of obtainment]:
7. Membership of Professional Associations:
8. Other Training:
9. Countries of work experience:
[List countries where staff has worked in the last ten years]:
10. Languages:
[For each language indicate proficiency: good, fair, or poor in speaking,
reading, and writing]:
11. Employment Record:
[Starting with present position, list in reverse order every employment held
by staff member since graduation, giving for each employment (see format
here below): dates of employment name of employing organization, positions
held]:
From [Year]: To Year] Employer:
Positions held:
12. Detailed Tasks Assigned:
43[List all tasks to be performed under this Assignment/Job]:
13. Work undertaken that best illustrates Capability to Handle the Tasks
Assigned:[Among the Assignment/Jobs in which the staff has been involved,
indicate the following information for those Assignment/jobs that best
illustrate staff capability to handle the tasks listed under point 12]
Name of Assignment/job or project:
Year:
Location:
Employer:
Main project features:
Positions held:
Activities performed:
14. Certification:
I, the undersigned, certify that to the best of my knowledge and belief, this
CV correctly describes me, my qualifications, and my experience. I
understand that any wilful misstatement described herein may lead to my
disqualification or dismissal, if engaged.
[Signature of staff member or authorized representative of the staff]
[Full name of authorized representative]
Date:
Place:
44FORM TP-6
INFORMATION REGARDING ANY CONFLICTING ACTIVITIES AND
DECLARATION THEREOF
Are there any activities carried out by your firm or group company or any member
of the consortium which are of conflicting nature as mentioned in para 5 of
Section 1, If yes, please furnish details of any such activities.
If no, please certify,
We hereby declare that our firm our associate/group firm or any of the member of
the consortium are not indulged in any such activities which can be termed as the
conflicting activities under para 5 of Section 1. We also acknowledge that in case
of misrepresentation of the information, our proposals/contract shall be
rejected/terminated by the employer which shall be binding on us.
Authorized Signature [in full and initials]:
Name and title of Signatory:
Name of Firm:
Address:
45Section 3
(Financial Proposal-Standard Forms)
Form FP-1: Financial Proposal submission Form
Form FP-2: Financial Proposal
46FORM FP-1
FINANCIAL PROPOSAL SUBMISSION FORM
[Location, Date]
To: [Name and address of employer]
Dear Sirs:
We, the undersigned, offer to provide the consulting Assignment/job for [insert
title of Assignment/job] in accordance with your Request for Proposal dated
[insert date] and our Technical Proposal. Our attached financial Proposal is for the
sum of [insert amount(s) in words and figures 1]. This amount is inclusive of the
Domestic Taxes. We hereby confirm that the financial proposal is unconditional
and we acknowledge that any condition attached to financial proposal shall result
in reject of our financial proposal.
Our financial Proposal shall be binding upon us subject to the modifications
resulting from Contract negotiations, up to expiration of the validity period of the
Proposal, i.e. before the date indicated in Para 9 of Section 1
We understand you are not bound to accept any Proposal you receive.
Yours Sincerely,
Authorized Signature [in full and initials]:
[Name and title of Signatory:]
[Name of Firm:]
Address:
47FORM FP-2
Financial Proposal:
Total Proposed Cost (INR) inclusive of GST:
______________________________
Authorized Signature [in full and initials]:
Name:
Designation:
Name of Firm:
Address:
48Annexure- II
Check list of Documents
The bids shall be accompanied with the followings:
1). DD/ Pay order towards EMD(Rs 2,50,000/-), Document
Yes/No
fee(Rs 10,000/-)
2). Firm registration certificate Yes/No
3). Copy of Work Orders/Self-certification Yes/No
4). Copy of completion certificates along with value/Self-
Yes/No
certification
5). Resume of Team Leader & Team members with
Yes/No
supporting documents and undertaking to maintained the team
duringassignment
6). Undertaking that the firm/Institution is not blacklisted by
Yes/No
any GovernmentInstitute/CPSE/SLPE/LocalAuthority
7). Authority Letter , if any Yes/No
8). Duly Audited copy of Annual Accounts of Last three years Yes/No
9). Undertaking regarding Non-disclosure Yes/No
10). Undertaking regarding non-failure to perform Yes/No
11). Duly filled format(as given in Technical bid with Self
Yes/No
Evaluation sheet & Financial bid)
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