Expression of Interest for selection of Professional Communications Agency CONTENTS. Chapter Description Page No.
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1 CONTENTS Chapter Description Page No. I Invitation to the EOI : Copy of the advertisement 3 II Creative Brief 4 III Strategic Objectives 5 IV Scope of work 6 V Pre-Qualification and short-listing Criteria 7 VI Disqualifications 7 VII Submission of application 8-10 VIII Formats for submission Page 1 of 16
2 Government of India Ministry of Rural Development EOI (Expression of Interest) from Professional Communications Agencies for Development and Overseeing Implementation of IEC Strategy Page 2 of 16
3 I. Invitation to the EOI : Copy of the advertisement Government of India Ministry of Rural Development Notice Inviting Expression of Interest for Professional Communications Agencies for Development and Implementation of IEC strategy The Ministry of Rural Development, Government of India proposes to engage a professional communications agency for articulating its key messages and facilitating their transmission. Scope of Work 1. Conducting a comprehensive Communications Needs Assessment vis-à-vis the main stakeholders, as well as target groups. 2. Drawing up a detailed communications strategy for the Ministry of Rural Development based on the communication needs assessment and to ensure achievement of the IEC objectives. 3. Oversee the implementation of the communications strategy. 4. Concurrently analyse feedback to understand the effectiveness of communications strategy and propose course-correction. Agencies having following eligibility criteria may apply 1. The agency should be a firm /company registered/incorporated in India under the Companies Act, The agency should possess at least 5 years continuous experience in the field of developing and implementation of communication/media strategies in the field of social/rural communication at All India level. 3. The agency should have a turnover of not less than Rs crores during any of the previous 3 years and a positive net worth during each of the previous 3 years. The agency should not have suffered loss during any of the previous 3 years. 4. The agency should not have been blacklisted by any Central/State government/ Public Sector Undertaking/autonomous bodies under Central and State Governments in India. 5. The agency should have the experience of working for Central/State Government/Public Sector Undertaking/Autonomous Bodies under Central or State Governments. It should have executed at least 2 Projects on development communication for rural / social sector in the last FIVE years. 6. The Agency should have adequate number of personnel with a core expert team of communication specialists. 7. The agency should have the resources to develop and analyse communication strategies. 8. The agency should have or be able to set full-fledged office in Delhi or the NCR with infrastructure and man power/creative personnel. The details regarding eligibility criteria, scope of work, application procedures, selection methodology and other terms and conditions may kindly be seen and downloaded from the website of the Ministry The last date for receipt of EOI proposal is 7 th January, 2013 (Monday) (S.P.Arya) Under Secretary (IEC) Ministry of Rural Development Page 3 of 16
4 II. Creative Brief (a) About the Ministry The Ministry of Rural Development, Government of India is implementing wide ranging programmes for reducing poverty and improving the quality of life in rural areas. During it has an outlay of over Rs.76,376/- crores. The Ministry has many major programmes relating to wage and self employment, income generation, providing social security safety net for the vulnerable segments, developing land resources and infrastructure like rural roads, housing, etc. Besides programmes directly under its aegis, as a nodal Ministry, it also collaborates with other Ministries and Departments working in the rural areas through a well laid strategy for convergence. (b) Vision The Vision of the Ministry is to achieve sustainable and inclusive growth of rural India. (c ) Mission The Mission of the Ministry is to achieve sustainable and inclusive growth of rural India through a multi pronged strategy for eradication of poverty by increasing livelihood opportunities, providing social safety net and developing infrastructure for growth and improvement of quality of life in rural India. Page 4 of 16
5 III. Strategic Objectives There has been a paradigm shift in recent years in the development strategy of the Central Government in the rural areas. Many of the programmes of this Ministry have become demand driven and aim at universal coverage. This calls for adequate demand articulation among the prospective beneficiaries. This can only be achieved through adequate awareness generation among the beneficiaries, grassroot implementers of programmes regarding entitlements under each of the programmes and also the processes involved in getting these benefits so that there is adequate and proper articulation of demand and efficient delivery of services. Additionally, the Ministry also looks forward to sensitize policy makers, implementing agencies and other stakeholders, tax payers, opinion makers, NGOs, CSOs, PRIs, Banks and other financial institutions about the aims and objectives of the Ministry and its programmes. To achieve these objectives, a comprehensive overarching IEC strategy is required to be drawn up and implemented. The Ministry has currently an annual budget of about Rs crores for its IEC strategy. Hiring of professional communications firm/agency To help in drawing up an IEC strategy for the Ministry, the Ministry proposes to engage a professional communication agency/organization which has been engaged extensively in the field of media & communication particularly in sectors involving multiple stakeholders and wide coverage through multiple media packages. The detailed eligibility criteria and the job description may be seen on Page 5 of 16
6 IV. Scope of Work (a) 1) Identifying the different segments of stakeholders and conducting a comprehensive Communication Needs Assessment in relation to the Vision, Mission, Objectives and Strategy of the Ministry. 2) Drawing up a detailed implementable communications strategy for the Ministry of Rural Development based on the Communication Needs Assessment and to ensure achievement of the IEC objectives indicated above within the framework of the Ministry s Vision and Mission. 3) Oversee the implementation of the communications strategy including the process of engaging specific service-providers, to deliver communication services and products, ensure quality, consistency and coherence among the various services and products and ensure that between them they comprehensively meet the communication needs requirements. 4) Design and implement feedback mechanisms to understand the effectiveness of the IEC strategy including holding of surveys, organizing events and implement or oversee organization of such surveys and events. 5) Analyse feedback to fine tune the communication needs and solutions or the services and products under the communication strategy. (b) Period of Engagement The agency will be engaged for a period of two years as follows (subject to change) :- i) Analysis of the scope of work - 1 month ii) Conduct of comprehensive communication needs assessment - 2 months iii) Development of communication strategy - 2 months iv) Overseeing the process of implementation - Ongoing v) Feedback events and surveys - Half yearly vi) Fine-tuning of strategy and implementation and overseeing process - till the end of consultancy Page 6 of 16
7 V Pre-Qualification and Shortlisting Criteria As a pre-qualification, the agency must fulfill the following criteria to be eligible to apply. Agencies which do not meet the following qualifying criteria will be rejected at the first stage:- 1. The agency should be a firm /company registered/incorporated in India under the Companies Act, The agency should possess at least 5 years continuous experience in the field of developing and implementation of communication/media strategies in the field of social/rural communication at All India level. 3. Turnover of not less than Rs crores and a positive net worth during each of the previous 3 years. 4. The agency should not have suffered loss during any of the previous 3 years. 5. The agency should have the experience of working for Central / State Government / Public Sector Undertaking / Autonomous Bodies under Central or State Governments. It should have executed at least 2 projects on development communication for rural / social sector in the last FIVE years. 6. The Agency should have adequate staff strength (minimum 25) and experts having experience and professional qualification. The agency should furnish the complete details of the experts along with an undertaking from the core team of their availability throughout the project period. The core expert team to be deployed for the project should comprise : a. Two communication experts with at least 10 years of experience in designing and implementation of communication strategies for public agencies, b. One professional with at least 7 years of experience in development communication in rural areas, c. One professional with a minimum of 7 years of experience in public relations, Page 7 of 16
8 d. One Monitoring & Evaluation Expert, e. One Communications Procurement Expert well versed with government procurement procedures. 7. The agency should have the resources to implement quality, coordination and value addition functions to the products and services of the various service providers to produce a comprehensive, seamless and effective communication package. 8. The agency should have full-fledged office or be willing to set up one in Delhi/NCR with infrastructure and man power/creative personnel. Page 8 of 16
9 VI. Disqualifications Department of Rural Development may at its sole discretion and at any time during the evaluation of Proposal, disqualify any Respondent, under the following circumstances: 1. The agency has submitted the proposal documents after the response deadlines; 2. The agency has been involved in litigation that may have an impact of affecting or compromising the delivery of services as required under this Expression of Interest and in the execution of the contract; 3. The agency has made misleading or false representations in the forms, statements and attachments submitted in the Expression of Interest; 4. The agency has exhibited a record of poor performance such as abandoning works, not completing the contractual obligations properly, inordinately delaying completion of projects or financial failures, etc. in any project in the preceding FIVE years; 5. The agency has submitted a proposal that is not accompanied by required documents or is non-responsive; 6. The agency has failed to provide clarifications related thereto, when sought; 7. The agency has been blacklisted by any Central/State Government/ Public Sector Undertaking/Autonomous Organisation under Central/State Government. 8. The agency has submitted more than one Proposal (without withdrawing previous proposals). 9. The agency has submitted a proposal with financial bids. 10. Any form of canvassing and attempt to influence. Page 9 of 16
10 VII. Submission of application The Respondent shall submit the proposal, giving details as indicated below in hard and soft copy (in CD) in PDF format (in sealed cover as indicated in the EOI), in clearly sealed and marked envelope with following identification: Application for Expression of Interest (EOI) For Communications Campaign, Ministry of Rural Development i) Name, address of the Organization/Agency ii) iii) iv) Details of the contact persons with mobile numbers and Statement of purpose in not more than 1500 words A profile of the agency clearly delineating the domain specific expertise/experience of the agency. v) Turnover for the last three years i.e , , as per audited Balance Sheet clearly showing earnings from the communication related activities. vi) vii) viii) ix) Profile of key persons (core team), of organisations having relevant domain knowledge who would be assigned with the drawing up and overseeing the implementation of the IEC strategy of the Ministry of Rural Development, alongwith undertaking regarding their availability for the entire period of the project. Key achievements of the organization. Details of experience working with government organisation especially in social sector/rural sector, experience of working with international organisations. Awards or other recognition given for multimedia communication and advertising given by Government or Industry Association. x) Their initial understanding of the nature and scope of the consultancy, and the resources which they possess that, in their opinion, makes them particularly suited to execute the consultancy. Note: The Agencies are advised to indicate their responses in the same order as indicated above for easy scrutiny. Page 10 of 16
11 List of documents to be submitted 1. Copy of registration certificate of the company alongwith Memorandum of Understanding. 2. Audited Balance Sheets for the last 3 financial years indicating Profit & Loss Statement, details of service tax paid. 3. IT/Service Tax Return Statement for the previous 3 years. 4. Work orders issued by public/private sector organisations supporting the claim of overall continuous experience in the field of communication. 5. Work orders in respect of 2 completed projects undertaken in the last 5 years in the field of social and development communication in rural areas. 6. CVs of the Core Team of Experts to be deputed for the project alongwith certified copies of testimonials and undertaking of their availability for entire period of the project. 7. Proof of awards or other recognitions in the field of multi media communication and advertising given by government or industry associations. 8. Detailed list of full time staff of the agency indicating their position and responsibilities. 9. Annual Report of the agency for the last three years. 10. Proof of office in Delhi or NCR or undertaking to set up the same in Delhi/NCR. Last date for submission of EOI is 7 th January, 2013 (Monday) till 17:00 Hrs. IST at the following address: S.P.Arya Under Secretary (IEC) Ministry of Rural Development Room No. 376-A, Krishi Bhawan New Delhi Tel Other Terms and Conditions The EOI shall remain valid for a period of not less than three months after the deadline stipulated for submission. EOI, with a shorter validity period, is liable to be rejected as non-responsive. The EOI should be submitted under the signature of the authorized signatory of the agency. Page 11 of 16
12 Application Form: Part I General Information of the Firm / Organization A. Name of the Firm / Organization : B. Registration Particulars of Firm / Organization Incorporated as in year at (State Sole Proprietor, Partnership, Private Limited or Limited Firm) (furnish the copy of the Certificate of Incorporation/Registration Certificate) I. Registered Office Address: II. Branch Office addresses: III. Name of the top executive and authorized signatory: IV. Designation: V. Telephone Numbers: VI. Fax Numbers: VII. VIII. Mobile No.: IX. Income Tax No. (PAN): (Furnish copy of the PAN) X. Service Tax registration No: (Furnish copy of the Service Tax Registration Certificate) XI. Labour license No. (if any) (Furnish copy of the Labour license) (N.B. : Also provide details as sought in Para VII on submission of application ) Signature [In full ]: Name and Title of Signatory: Name of Firm / Organization: (Company / Organization Seal) Page 12 of 16
13 Application Form: Part II PROFILE OF THE FIRM / ORGANIZATION a) Business Profile I. Overall experience of the Agency (List of Clients and nature of projects executed). II. Areas of activity/ operations of the agency, along with experience (in years) for each significant activity (e.g., print advertising, TV advertising, radio advertising, print material, event management, rural marketing, audio visual films etc.) b) Technical and Managerial Capability I. Details of full time professionals (by category):the agency should furnish the complete details along with CVs of the core team. II. III. Details of key personnel proposed to be deployed on this assignment, along with a profile of the major accounts/ assignments handled by them in the past. a) Is the firm a specialized rural/social communication agency? YES/NO or b) Does the firm have a separate rural communication division? YES /NO c) Details of firm s / organization s experience in rural communication initiatives (Minimum 2 projects) Name of the project (specify activities undertaken) Name of the State Govt. Agency / Organization for whom the project was implemented Year of the project & duration Page 13 of 16
14 d) Details of Awards or recognition won Name of the Award/recognition Year Awarding Authority (USE SEPARATE SHEETS FOR EACH PROJECT) Signature [In full ]: Name and Title of Signatory: Name of Firm / Organization: (Company / Organization Seal) Page 14 of 16
15 Application Form : Part III TURNOVER DETAILS OF THE FIRM / ORGANISATION Financial Year Turn-over (In Rs. Crore) Positive Net-worth (audited) (audited) (audited) Average Turnover of the last three Financial Years (Use separate sheets if space provided is not sufficient) Note: Please attach copies of the Annual audited financial statement certified by the Chartered Accountant/Annual Report of the Firm in support of the information provided above. Signature [In full ]: Name and Title of Signatory: Name of Firm / Organization: (Company / Organization Seal) Page 15 of 16
16 Application Form: Part IV Declaration (on Organization's letter head) Details of whether the agency has been blacklisted or penalized by a Government / Semigovernment Agency for unsatisfactory performance or conduct in the last five years. Undertaking by the agency not to outsource/contract any part of the work without explicit permission from this Ministry. Signature [In full ]: Name and Title of Signatory: Name of Firm / Organization: (Company / Organization Seal) Page 16 of 16
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