1 1 MINISTRY OF TOURISM GOVERNMENT OF INDIA Request For Proposal (RFP) Selection of Digital Promotion & Marketing Consultant for the Ministry of Tourism, Government of India File No.:11.IT(1)/2015 Date : 28 th November 2015 (Due on 22 nd December 2015)
2 2 1. Introduction The Ministry of Tourism, Government of India is the nodal agency for the formulation of national policies and programmes and for the co-ordination of activities of various Central Government Agencies, State Governments/UTs and the Private Sector for the development and promotion of tourism in the country. The Ministry of Tourism through its twenty field offices in India and fourteen offices overseas undertakes publicity and promotion of India through an integrated marketing and promotional strategy and a synergized campaign in association with the Travel Trade, State Governments and Indian Missions. The specific elements of promotional efforts undertaken overseas include advertising in print, electronic, outdoor and online media, etc. Promotion of India is also undertaken by the Ministry through its flagship channel Traffic to the website is generated through advertising campaigns and other promotional measures. At present the Incredible India website is available in Arabic, Chinese, English, French, German, Hindi, Japanese, and Korean, Russian and Spanish languages. Information technology has emerged as the biggest influence in recent times with specific areas of lifestyle penetration and benefit. Technological advancement has a strong bearing on the Tourism sector. In order to meet the IT requirements of the Ministry of Tourism, in marketing and e-governance and to make use of any new technology, the Ministry of Tourism proposes to engage the services of an IT organization / agency / firm, as a Digital Promotion and Marketing Consultant. The mandate of the Digital Promotion and Marketing Consultant would be to advise or guide the Ministry of Tourism in effective use of IT for the development and promotion of tourism in the country. 2. Eligibility Criteria I. Essential (i) Firms / Agencies bidding as a Consortium must have entered into a Memorandum of Understanding (MoU) signed by all firms / agencies / members of the Consortium and indicating the nomination of one agency / member as the lead member who would assume overall responsibility for the entire project. A copy of the MoU to be submitted.
3 3 (ii) The Firm / Agency (All Firms / Agencies / Members in case of Consortium) should be a registered entity. Copy of Certificate of Incorporation / Registration, copy of Pan Card and Service Tax Registration Certificate should be submitted. (iii) (iv) The Firm / Agency (lead member in the case of Consortium) must have been in operation for a minimum period of 5 years, as on 01 st April 2015 with experience in providing Digital Promotion and Marketing Consultancy or work of similar nature. A certificate from Chartered Account to this effect to be submitted. The Firm / Agency (lead member in the case of Consortium) should have minimum cumulative turnover of INR 10 Cr. in the last three financial years i.e , and A CA certificate to this effect should be submitted. However, for marking purpose, turnover of all agencies in the case of a Consortium would be considered in a cumulative manner and all members are required to submit CA certificate for turnover in the last three financial years. (v) During the last five years ( to ), the Firm / Agency (or any Firm / Agency / Member in case of Consortium) should have handled Digital Promotion and Marketing Consultancy work for a minimum of three State or Central Government Organisations or Private Organisations or International Governmental Organisations. Out of which one must be for a National Tourism Authority/Board of other countries or State Tourism Department. (vi) (vii) The Firm / Agency (lead member in case of Consortium) should have an office in Delhi / NCR. In case, the firm / agency, presently has no office in Delhi / NCR, it must provide a dedicated team, whose members are based in Delhi / NCR to service the account of the Ministry of Tourism. An undertaking to this effect and clearly indicating details of team members who will be working on the Ministry of Tourism s account, should be submitted on the agency s letter head, duly stamped and signed by the authorized representative of the agency. The Firm / Agency (all Firms / Agencies / Members of the Consortium) should not be under declaration of ineligibility for corrupt or fraudulent practices with any Government department/ agencies / ministries or PSU s and should not have been black listed at the time of submission of bid. (An undertaking to this effect, as per format at Annexure I to be submitted by the Firm / agency (all members in case
4 4 of Consortium) on the agency s / agencies letter head, duly stamped and signed by the authorized representative of the Firm / agency / all members of the Consortium.) II. Desirable i) The Firm / Agency (or any Firm / Agency / Member of consortium) should be an ISO 9001 or equivalent certified. ii) Details / supporting documents for National (conferred by Govt. of India / State Govts.) or International awards / recognitions received for Digital Promotion and Marketing Consultancy work. 3. Period of Contract: The period of contract will be for an initial period of one (1) year, extendable for a further two (2) years (i.e total 3 years) subject to a yearly review. 4. Scope of Work The Scope of Work of the Digital Promotion and Marketing Consultant would include, but not limited to the following: i) The IT environment is dynamic and the Consultant would need to keep abreast with the changes in technology and assist the Ministry of Tourism in harnessing the same for the development and promotion of tourism. The Digital Promotion and Marketing Consultant shall advise the Ministry of Tourism on various strategies and technologies to be adopted for the effective promotion and marketing of tourism during the period of contract. ii) iii) Digital Promotion and Marketing Consultancy involves services for developing various concepts, preparation of proposals and detailed project reports with cost estimates, etc., for the IT initiatives of the Ministry of Tourism. The Consultant would work in close coordination with other agencies commissioned by the Ministry of Tourism for the development of its Website, Social Media Management, Space Technology tools and other digital marketing tools. These would include, amongst others, National Informatic Centre (NIC) and Indian Space Research Organization / National Remote Sensing Centre (ISRO / NRSC).
5 5 iv) The Consultant would be responsible for research on new technologies and provide guidance for its implementation and effective use by the Ministry of Tourism. v) The Consultant would provide a digital marketing vision for three years, to align with promotional efforts of the India Tourism offices in India and overseas markets and Media Campaigns of the Ministry of Tourism undertaken both in the domestic and overseas markets to position India in the league of must see destinations in the world. vii) viii) The Scope of Work would also include Media Planning & providing professional inputs and support in buying of media for Digital Campaigns (Online and Social Media) for the domestic and international markets worldwide for running banners, videos, key words for search campaigns, etc. This would entail assistance and supervision of buying of the media slots by the Ministry of Tourism to ensure best of rates and negotiations directly from the media owner. The Consultant would provide feedback on best practices in IT enabled marketing and promotion in countries across the world. 5. Guidelines for Submission of RFP. Request for Proposal (RFP) should be submitted in two separate packets put into one large packet, which should consist of technical and financial proposals. The two inner packets (packet -1 and packet -2) should be clearly superscribed as: a) Packet 1 Technical Proposal for Selection of Digital Promotion & Marketing Consultant. b) Packet 2 Financial Proposal for Selection of Digital Promotion & Marketing Consultant. Each of the above two packets should also mention the name, address and contact details (Telephone Nos., Fax & ID) of the company. Both packets should be properly sealed and put in to a large packet, superscribed Technical and Financial Proposal for Selection of Digital Promotion & Marketing Consultant and should be addressed to the Deputy Director General (IT), Ministry of Tourism, Government of India, Transport Bhawan, 1, Parliament Street, New Delhi. The large outer packet should be sealed and should bear the name, address and contact details of the company. The last date for submission is 22 nd December 2015 (1700 hrs.).
6 6 a. The Technical Proposal must include the following documents: i) Certificate of Incorporation / Registration, copy of Pan Card and Service Tax Registration Certificate of the firm/ agency (all members / agencies in case of Consortium). ii) CA Certificate for a minimum 5 years in operation of the Firm / Agency (lead member in the case of Consortium), as on 1 st April 2015, in Digital Promotion and Marketing Consultancy Services. iii) CA Certificate for cumulative annual turnover from Digital Promotion and Marketing Consultancy services of Rs. 10 Crore in the last three financial years ( , & ). (Lead member in case of Consortium). However, for marking purpose all members of a consortium are required to submit CA certificate for turnover in the last three financial years. iv) Firms / Agencies bidding as a Consortium must submit a Memorandum of Understanding (MoU) signed by all firms / agencies / members of the Consortium and indicating the nomination of one agency / member as the lead member who would assume overall responsibility for the entire project. v) A brief profile and track record of the firm / agency / company / member (companies / firms in the case of Consortium) and an outline of total experience and recent experience in undertaking assignments of a similar nature and also its operational network in India and overseas. vi) Details of Digital Marketing Consultancy projects undertaken during the last five years (from to ), including for State Tourism Dept. / National Tourism Authority / Board of other country. Copies of Work Orders / Client Completion Certificates to be submitted in support of the same. vii) A detailed concept, innovative ideas and strategy for best use of IT towards promotion and marketing of India by the Ministry of Tourism.
7 7 viii) Details of team members to be assigned for the project. Details required including the following: Name of Team member Qualification Designation Work being handled currently by the member. Number of years of relevant experience Experience in the agency. ix) An undertaking as detailed at para 2 (vi) above. x) Earnest Money Deposit (EMD) / Bid Security in the form of Demand Draft for Rs Lakh from a reputed bank. The Demand Draft must be valid for a period of three months. xi) Desirable - Copies of ISO 9001 or equivalent certificate. (any Firm / Agency / Member in case of consortium) xii) Desirable - Details / supporting documents for National (conferred by Govt. of India / State Govts.) or International awards / recognitions received for Digital Promotion and Marketing Consultancy work. The Technical Proposal, with all required supporting documents must be bound and properly indexed. b. The Financial Proposal must include the following: (i) The Digital Promotion and Marketing Consultant should indicate percentage chargeable by the agency per project, for those projects executed, based on their ideas and supervision. Percentage chargeable for each of the three years should be specified as per following format. Percentage payable would be on the NET Cost of the Project. All applicable taxes would be paid as per actual. Sl. No. Item First Year Second Year Third Year 1 Consultancy Charges in INR as % % %
8 8 percentage of amount being spent on Digital Promotion and Marketing. (ii) In addition to the above, the selected Consultant will be paid a fixed retainership fee of Rs. 12 lakh per annum by the Ministry of Tourism, Govt. of India. Material deficiencies in providing information as requested above may result in rejection of a proposal. Technical Proposals shall not include any financial information. 6. Pre-Bid Meeting: All prospective Bidders, requiring clarification on the RFP shall notify the Ministry of Tourism by at by 07 th November 2015 (1700 hrs.). A Pre-bid Meeting would be held on 08 th December 2015 at 1500 hrs. in the Conference Room of the Ministry of Tourism, 1 st Floor, Transport Bhawan, 1, Parliament Street, New Delhi to clarify queries, if any, regarding the RFP. All queries would be addressed only during the Pre-bid meeting. Interested agencies may attend the pre-bid meeting on the said date. A record of discussion held during the pre-bid meeting along with the corrigendum, if any, would be posted on the website of the Ministry of Tourism by 1700 hrs. on 11 th December Selection Procedure: i) Technical Evaluation: Technical proposals will be opened in the presence of representatives of agencies submitting proposals at 1100 hrs. on 23 rd December 2015 for verification of documents submitted and fulfillment of eligibility criteria. The agencies whose technical proposals are complete in all respects and who are found eligible would be shortlisted to make a presentation before a Committee for evaluation of their technical proposal. Date for the presentation would be intimated by to all eligible agencies. On the basis of presentation made by the eligible agencies, a constituted committee will evaluate the technical proposals of the eligible agencies against a total of 70 Marks as per following details:
9 9 Sr. No. Criteria for evaluation Maximum Marks 01. Profile and Track Record 5 Marks 02. Cumulative annual turnover for the last three financial year ( , & ). 5 Marks (Minimum Rs. 10 Cr. 1 Mark; above Rs. 10 Cr. to Rs. 20 Cr. 2 Marks; above Rs. 20 Cr. to Rs. 30 Cr. 3 Marks; above Rs. 30 Cr. to Rs. 40 Cr. 4 Marks & above Rs. 40 Cr. 5 Marks.) 03. No. of years of Experience in Digital Promotion and Marketing Consultancy work (1mark for minimum 5 years and one mark each for additional years of experience for a maximum of 5 marks) 04. IT / Digital Promotion and Marketing Consultancy related projects handled in the last five years (from ) in fields other than Tourism. (1 marks per project for a maximum of 5 Marks) 05. IT / Digital Promotion and Marketing Consultancy projects handled for National / International Tourism Boards/ Organisations / State Tourism Boards 5 Marks. 5 Marks. 15 Marks (5 marks for each project for a maximum of 15 Marks) 06. No. of National / International Awards / recognitions 5 Marks received for IT / Digital Promotion and Marketing Consultancy work. (one mark per award for a maximum of 5 marks) 07. Concept, innovative ideas and strategy for best use of 20 Marks IT towards promotion and marketing of India by the Ministry of Tourism 08. Credentials of team members 10 Marks. Total 70 Marks
10 10 Agencies scoring 70% marks or more in the Technical Evaluation (i.e. 49 out of 70), will be shortlisted for opening of financial bids. ii. Financial Evaluation: Financial Bids of the shortlisted agencies will be opened in the presence of authorized representatives of the Agencies on a date /time to be specified by the Ministry of Tourism. Financial evaluation, based on the total cost quoted in percentage terms for all three years, will carry a weightage of 30 Marks. Selection of Agency will be based on the aggregate of the Technical and Financial Evaluation. 8. Time Lines for the Project The period of contract will be for an initial period of one (1) year, extendable for a further two (2) years (i.e total 3 years) subject to a yearly review. Timelines would be specified for each activity assigned to the Consultant. The selected agency would be required to strictly adhere to the timelines. 9. Contract / Work Order On selection of the agency and acceptance of financial quote submitted by the selected agency, a Letter of Intent (LOI) would be issued to the agency. On receipt of LOI, the agency would submit a letter of acceptance. A performance guarantee Para 9 below will be submitted within 7 working days of receiving LOI. Thereafter, a detailed work orders incorporating all deliverables as per the concept / strategy of the agency presented and accepted by Ministry will be issued from time to time. 10. Submission of Performance Guarantee: The selected agency has to submit Performance Guarantee in the form of Bank Guarantee from a scheduled bank for an amount of Rupees Thirty Lakh only (Rs.30,00,000/- only). The said guarantee should be valid 60 days after the date of completion of the contract period. In case of any deficiency and unsatisfactory performance by the consultant, the Performance Guarantee would be invoked and the payment due to the agency would be withheld.
11 Terms of Payment: a) No advance payment will be considered by the Ministry of Tourism. b) Bill for payment would be raised by the selected Digital Promotion Marketing Consultant after completion of each of the job. c) Payment will be made by electronic transfer of funds to the bank account of the agency in India Rupees. The agency will submit pre-receipted invoices in triplicate, complete in all respects, for necessary settlement. d) The final payment for each year shall be released only after completion of the required work specified by the Ministry for the year and on submission of a statement of work having been executed as per the requirements detailed in the RFP Document, or communicated subsequently by the Ministry of Tourism. e) Taxes as applicable will be paid on actuals. f) For facilitating Electronic Transfer of funds, the selected agency will be required to indicate the name of the Bank & Branch, account no. (i.e. bank name, IFSC Code and Bank A/c No.) and also forward a cheque leaf duly cancelled, to verify the details furnished. These details should also be furnished on the body of every bill submitted for payments by the agency. 12. Force Majeure: Neither party will be liable in respect of failure to fulfill its obligations, if the said failure is entirely due to Acts of God, Governmental restrictions or instructions, natural calamities or catastrophe, epidemics or disturbances in the country. Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or by or of such Party s agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected both to take into account at the time of being assigned the work, and avoid or overcome with utmost persistent effort in the carrying out of its obligations hereunder. Force Majeure shall not include insufficiency of funds or manpower or inability to make any payment required for execution of services under this Contract.
12 12 A Party affected by an event of Force Majeure shall immediately notify the other Party of such event, providing sufficient and satisfactory evidence of the nature and cause of such event, and shall similarly give written notice of the restoration of normal conditions as soon as possible. 13. Penalty: Penalty will be imposed in case of any delay in completion of the work as per timeline, deficiency in delivery, deviation from the work without prior approval of the Ministry, etc. An amount of Rs.5,000/- per day will be deducted from the invoices for each day of delay from the timeline as penalty. The Performance Guarantee submitted by the agency shall be liable to be forfeited in full or part in case of under performance by the agency, besides other action, including blacklisting of the agency as may be deemed fit by the Ministry of Tourism, Government of India. 14. Termination: Ministry of Tourism may terminate the Contract of the agency in case of the occurrence of any of the events specified below: (i) (ii) (iii) (iv) (v) If the Agency becomes insolvent or goes into compulsory liquidation. If the Agency, in the judgment of Ministry of Tourism, has engaged in corrupt or fraudulent practices in competing for or in executing this Contract. If the Agency submits to Ministry of Tourism a false statement which has a material effect on the rights, obligations or interests of Ministry of Tourism. If the Agency places itself in position of conflict of interest or fails to disclose promptly any conflict of interest to Ministry of Tourism. If the Agency fails to provide the quality services as envisaged under this Contract. Reasons for the same would be recorded in writing. In case of such an occurrence Ministry of Tourism shall give a written advance notice before terminating the Contract of the Agency.
13 Arbitration: In event of any dispute or difference between the Ministry and the Agency, such disputes or differences shall be resolved amicably by mutual consultation. If such resolution is not possible, then the unresolved dispute or difference shall be referred to arbitration of the sole arbitrator to be appointed by the Secretary, Ministry of Tourism on the recommendation of the Secretary, Department of Legal Affairs ( Law Secretary ), Government of India. The provision of Arbitration and Conciliation Act, 1996 (No.26 of 1996) shall be applicable to the arbitration. The Venue of such arbitration shall be at New Delhi or any other place, as may be decided by the arbitrator. The language of arbitration proceedings shall be English. The arbitrator shall make a reasoned award (the Award ), which shall be final and binding on the Ministry and the Agency. The cost of the arbitration shall be shared equally by the Ministry and the Agency to the agreement. However, expenses incurred by each party in connection with the preparation, presentation shall be borne by the party itself. Pending the submission of and /or decision on a dispute, difference or claim or until the arbitral award is published; the Ministry and the Agency shall continue to perform all of their obligations under this Agreement without prejudice to a final adjustment in accordance with such award. 16. Jurisdiction: The contract shall be governed by laws of India and all Government rules on purchase matter issued from time to time and are in force for the time being are applicable to this contract tender. 17. Other Important Information:- a) In case of Consortium, maximum of three Firms / Agencies / Members are permitted. b) Period of validity of the Tender is 120 days from the closing date of the proposals. c) The Ministry of Tourism is however not bound to accept any tender or assign any reason for non-acceptance. The Ministry of Tourism reserves its right to accept the tender either in full or in part. Conditional, erroneous and incomplete Bids will be rejected outright.
14 14 d) The Ministry of Tourism reserves its right to summarily reject offer received from any agency on national security considerations, without any intimation to the bidder. e) The Ministry of Tourism reserves the right to place an order for the full or part quantities under any items of work under scope of work. f) Agencies submitting proposals will not be permitted to alter or modify their bids after expiry of the deadline for receipt of bids. g) The Ministry of Tourism reserves its right not to accept bids from agencies resorting to unethical practices or on whom investigation/enquiry proceedings have been initiated by Government Investigating Agencies / Vigilance Cell. Interested agencies may submit bids as per the requirements stipulated in this document latest by 1700 hrs. on 22 nd December The bid should be addressed to the Deputy Director General (IT), Ministry of Tourism, 123 Transport Bhawan, 1, Parliament Street, New Delhi and is to be submitted in the CR section of the Ministry of Tourism located at the Ground floor (near the exit gate), Transport Bhavan, 1, Parliament Street, New Delhi. Deputy Director General (IT )
15 15 Annexure - I Declaration of ineligibility for corrupt or fraudulent practices (To be provided on Company letter head ) The Dy. Director General (IT), Ministry of Tourism Transport Bhawan, 1, Parliament Street, New Delhi Subject :- Declaration of ineligibility for corrupt or fraudulent practices. Madam / Sir, This has reference to the Ministry of Tourism s RFP No dated.for Appointment of Digital Promotion and Marketing Consultant. In this context, I/We, as an authorized representative(s) of the company, declare that presently our Company/ firm has an unblemished record and is not declared ineligible due to corrupt & fraudulent practices, is not blacklisted either indefinitely or for a particular period of time, nor has had work withdrawn, by any State/ Central Government/ PSU. If this declaration is found to be incorrect then without prejudice to any other action that may be taken, my/ our security may be forfeited in full and the tender if any to the extent accepted may be cancelled. Thanking you, Name of Bidder.. Authorised Signatory:... Name: Seal: Date: