TOURISM CORPORATION OF GUJARAT LIMITED Tender No: TCGL/MR/ Tender Fee: Rs 500/- Name of the Agency. 30 th May, 2013 at 3.00 pm

Transcription

1 TOURISM CORPORATION OF GUJARAT LIMITED Tender No: TCGL/MR/ Tender Fee: Rs 500/- Name of the Agency Tender for Selection of Digital Marketing Consultant. S.No. Work Last date for submission of Tender Date of Opening of Tender 1. Tender for selection of Digital Marketing Consultant 30 th May, 2013 at 3.00 pm 30 th May, 2013 at 3.30 on Tourism Corporation of Gujarat Limited, Block No. 16/17 4th Floor, UdyogBhavan, Sector-11, Gandhinagar Tel: / / Fax: Website: &

2 NOTICE Selection of Digital Marketing Consultant Introduction: Tourism Corporation of Gujarat Limited has started promoting tourism in the digital space through its own website; advertisements in various websites, social networking sites, search engine optimization, etc. In order to have a strategic outlook towards promotion of Gujarat tourism products and services on the digital space, the Corporation is looking for digital marketing consultant who would SCOPE OF WORK: 1. A digital promotion strategy and action plan for the period to reach the target segment of Gujarat Tourism, which will include a media planning schedule using online outlets, social networking sites, search engine optimisation plans. Detailed media planning keeping in mind the target segment of Gujarat Tourism has to be made. 2. Advertisements: implement online advertisements strategy on social media websites, Google Ad words and other important sites where tourist flock. Buying of digital media/advertising is not part of the scope of the agency, only the planning part is. 3. Creative direction including brand development of creative concepts through to final design. The creative concept has to be given, while the actual production work will be done by a third party on actual costs. This third party can be suggested by the agency. 4. Development of monitoring, reporting and evaluation mechanisms of the digital campaign is a very important part of the scope of work. 5. Strategic advice: provide advice on the strategic use and implementation of social media networking and multimedia communication as an integral part of Gujarat Tourism s overall communication work. The company has to also advice on the platforms to be used and promote events of Gujarat Tourism using various platforms. 6. Multimedia communication plans: draft social media communication campaign plans, covering a comprehensive use of a multitude of media such as video, audio, photographs, illustrations and interactive content, and produce the required output. 7. Promotion: implement the social media communication plans by identifying and engaging the target audiences, promote Gujarat Tourism multimedia content and finally, evaluate the impact of the campaigns. 8. Social Media Integration Platform: the company should also provide social media integration platform for its various platforms where the entire social media presence of Gujarat Tourism could be enhanced. 9. One person should be placed full time in our office for handling the social media/ digital campaign monitoring, during the contract period. 10. The above scope of work is for a period of one year only.

3 Specifically the scope includes the following: 1. Exclusively handle the Facebook, twitter, Youtube, Google+ and other Social Media accounts of Gujarat Tourism in all aspects for a period of one year. 2. Daily informative and promotional postings. This includes uploading of pictures, videos, comments, stories, articles, etc 3. Ideas on Creation of applications on facebook or other relevant medias. Actual applications creation will be done by third party on actual costs. 4. Pay Per Click (PPC) Advertisement Management: Facebook Ads management, Google Adwords Management, YouTube Ads Management. -Designing and deploying PPC ads to targeted audience as per campaign and goal will be done by third party on actual costs. 5. Organizing online surveys, quizzes, contests on social media in consultation with Gujarat Tourism. 6. Comments/Feedback handling is an important part of the scope of work. Comments positive/negative should be carefully handled on the social media and prompt reply either by mail, phone, etc has to be provided instantly. 7. The agency should create a Social Media Integration Platform for highlighting all the social media feeds on a single platform and to remove the non-relevant information from the Integration Platform. 8. The agency should be equipped to provide a strong reporting structure along with measurement tools to evaluate the impact of the activity. Such reports will be submitted by the agency at the end of every month of activity. 9. For tracking comments and feedback, a good industry standard social media monitoring tool may be utilized. 10. The agency should appoint a single point contact for handling the account who is knowledge and can interact with the top management of Gujarat Tourism. Name and credentials of the person to be submitted at the time of appointment. 11. Since social media marketing is of strategic level, it is assumed that the agency would have to attend in person in the meetings/discussions with the management of Gujarat Tourism at Gandhinagar/Ahmedabad, as and when required. 12. The agency will be responsible for its own courier, telephone, facsimile and other expenses incurred in connection with the discharge of its responsibilities without any liability to the Corporation. 13. Available collaterals like videos, print advertising, television commercial films, etc. will be made available to the agency, by Gujarat Tourism, for purpose of leveraging that content on social media, most effectively. Eligibility Criteria a) The annual turnover for the digital marketing company should be Rs.2.00 crores in each of the last three years. b) The agency should have necessarily done media planning on the digital media for a state tourism board in India/International tourism board in any of the last 3 years. Proof of that in terms of either of work order/certification from the concerned tourism

4 board is a necessary requirement. The certification/work order should mention clearly about the digital marketing work done. c) The same agency should also have handled either of Facebook, twitter, Youtube, Google+ and other Social Media accounts of organizations in all aspects in any of the last 3 years. The certification/work order should mention clearly about this work done. This is a mandatory requirement. d) The professional/agency should be willing to come to Gandhinagar/Ahmedabad as and when required by the management at their own cost. A confirmation letter to this affect should be attached. e) The social media activities cannot be outsourced to outside/third-party agencies and thus those agencies that are directly operating/owning such activities only need to apply. No consortiums and tie-ups allowed. By operations it means that the actual design/production work etc for the social media activities should be carried out by the said agency. It should have its own manpower (creative team), machinery (design studio, etc), office, etc. Sufficient proof of the same has to be mandatorily submitted. Selection Process Two bid process: a) Technical bid: The agency has to its submit its technical expertise, experience, proof for similar assignment handled in the past and other relevant details as a part of technical bid along with the format Part A in sealed cover compulsorily. All documents should be in spiral binding only. A presentation has to be made by the shortlisted agencies on the roadmap for Gujarat tourism in the digital media with valid logical reasoning in terms of target segment/positioning etc. Technical bids will be opened first to see the technical details and eligibility criteria. The financial bids of only those agencies are eligible to be opened online, who are technically qualified as per the bid document. b) Financial Bid: No documents/etc of financial costs should be submitted physically. The financial bidding is to be done ONLY through Since it is an online tender system, bidders are requested to be conversant with the system and fill up the bids early so as to avoid last minute delays.digital signature is required for filling online bid. Physical submission of financial bid will be out rightly rejected. The bidder shall need to log on with a valid digital signature. (Contact details for (n)code solutions- for registration Selection criteria: Technical bid/concept presentation -60% weightage. Financial bid - 40% weightage. Agencies scoring 70% or more marks in the presentation/technical bid, only their financial bids will be opened. The work would be awarded to the single agency which scores the highest total marks.

5 Selection of the agency will be based on the aggregate of the Technical and Financial Evaluation. The evaluation will be QCBS (Quality Cost Based System) Evaluation Information, Terms and conditions:- 1. Selected professional /firm will have to sign an agreement with Tourism Corporation of Gujarat Ltd. On appointment, the successful agency will meet with the Corporation to discuss commencement of the contract and agree objectives and reporting arrangements. We will discuss and agree how the services we expect will be measured and evaluated. 2. Payment terms Payment terms will be decided by the management, after the award of the contract. 3. TENDER FEES: Demand Draft for Rs. 500/ (Rupees Five Hundred only) towards application fee (non refundable) for event drawn in favour of TOURISM CORPORATION OF GUJARAT LIMITED payable at Gandhinagar. This has to be enclosed with technical bid form. 4. EMD: Demand Draft / Bankers cheque of Rs. 25,000/- (Rupees Twenty Five thousand only) as EMD in favour of Tourism Corporation of Gujarat Limited payable at Gandhinagar, Gujarat has to be enclosed with technical bid form. EMD would be returned to all bidders who have not been finally selected for the tender. No interest rate would be paid on EMD and the bid will be rejected if EMD is not submitted along with the tender document. 5. Security Deposit: The successful professional/agency will execute a Performance Guarantee /Security Deposit of 5% of the quoted account in the form of Account Payee Demand Draft or a Bank Guarantee from a Commercial Bank in an acceptable form or in the form of a Fixed Deposit Receipt pledged to Gujarat Tourism. The EMD of the successful bidder will be converted as a part of the security deposit. The Performance Guarantee should remain valid for a period of 60 days beyond the completion of the period of contract. No interest will be given on the security deposit. 6. Tenders received after the due date and time will not be considered. Managing Director, Tourism Corporation of Gujarat Limited, Gandhinagar reserves the right to accept or reject any tender or its part as per rules. 7. A pre-bid meeting will be held in the Conference Room, Gujarat Tourism, Block No.16,4 th floor, Udyog Bhavan at hrs. On 16 th May, 2013, for clarifications required on any aspect pertaining to the tender Document. Based on discussions held during the pre-bid meeting, amendments / clarifications in the tender Document will be hosted on the website For any query or clarification the interested agencies may mail there queries at marketing@gujarattourism.com before submitting the tenders. 9. Where ever specific terms and conditioned have not been spelt out in tender document, General Finance and Accounts Rules of the state government shall apply.

6 10. The Bid as per details given above should be submitted to the Manager Marketing, Tourism Corporation of Gujarat Limited, Block No. 16 & 17, 4th Floor, Udyog Bhavan, Sector 11,Gandhinagar on or before 30 th May, 2013 by 3:00 pm. Opening of Technical Bids at 3:30 pm of 30 th May, The bid should be spiral or hard bound only. Loose documents will not be accepted. 12. The Gujarat Tourism reserves the right to place an order for the full or part quantities under any items of work under scope of work. 13. Telegraphic bids or bids through fax shall be treated defective, invalid and rejected. Only detailed complete bids in the form indicted in relevant clause above received prior to the closing time and date of the bids shall be taken as valid. 14. Any bid received by the Corporation after the deadline of submission of bids will be returned unopened to the bidder. 15. The bid prepared by the bidder shall comprise the following documents: (a) Tender Fee and EMD (Physical as well as Scanned copy online) (b) Technical Bid (Physical submission of technical document - duly filled, signed and stamped). (d) All details & documents as asked in tender document and annexures (e) Price Bid (Online only). TCGL reserves the right to accept or reject any/all applications, in part or in full.

7 SELECTION OF DIGITAL MARKETING CONSULTANT (TO BE SUBMITTED BY POST/COURIER/HAND DELIVERY) PART A - TECHNICAL BID TECHNICAL BID FORM 1. Name & Address of the firm, Tel/ Fax/ Details 2. Date of Establishment of Company (enclose evidence) 3. Total work experience (In years) 4. Office in Gujarat. Details if any 5. Is your firm a Proprietorship / Partnership or registered under the Companies Act. Please give details & enclose Certificate 6. Branches (Enclose details with address & Telephone No.) 7. Details of Income Tax Registration : Enclose PAN Details 8. Service Tax Registration Details and enclose copy of latest service tax clearance certificate 9. The annual turnover for the digital marketing company should be Rs.2.00 crores in each of the last three years. 10. The agency should have necessarily done media planning on the digital media for a state tourism board in India/International tourism board in any of the last 3 years. Proof of that in terms of either of work order/certification from the concerned tourism board is a necessary requirement. The certification/work order should mention clearly about the digital marketing work done. 11. The same agency should also have handled either of Facebook, twitter, Youtube, Google+ and other Social Media accounts of organizations in all aspects in any of the last 3 years. The certification/work order should mention clearly about this work done. This is a mandatory requirement. 12. The professional/agency should be willing to come to Gandhinagar/Ahmedabad as and when required by the management at their own cost. A confirmation letter to this affect should be attached. 13. The social media activities cannot be outsourced to outside/third-party agencies and thus those agencies that are directly operating/owning such activities only need to apply. No consortiums and tie-ups allowed. By operations

8 it means that the actual design/production work etc for the social media activities should be carried out by the said agency. It should have its own manpower (creative team), machinery (design studio, etc), office, etc. Suff icient proof of the same has to be mandatorily submitted. 14. List of present clients (enclose details) This is to certified that I have read and understood the enclosed brief and other Terms & Conditions and all the supporting documents have been enclosed, and the information given by me is true to the best of my knowledge. Signature of Tenderer (With Seal)

9 SELECTION OF DIGITAL MARKETING CONSULTANT (TO BE DONE THROUGH ONLY) FINANCIAL BID Submission of financial bid in physical form would be out rightly rejected. Sr. No. Particulars Amount (In Rs.) 1 Total fees for the period of one year, as per the scope of work in the tender 2 Service Tax 3 GROSS COST (1+2)