No.REC/16/1/ /CC/ Dated:
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1 र रल इल क ट र फ क शन क रप र शन ललल ट ड RURAL ELECTRIFICATION CORPORATION LIMITED (भ रत सरक र क उघ ) (A Government of India Enterprise) Regd Office: Core-4, SCOPE Complex, 7 Lodi Road New Delhi Tele Fax reccorp@recl.nic.in Gram RECTRIC Website & No.REC/16/1/ /CC/ Dated: Sub: Empanelment of Advertising agencies Notice Inviting e-tender Rural Electrification Corporation Limited (REC Ltd.) a Navratna public sector company is a Non- Banking Financial Company (NBFC) engaged in the business of financing power generation, transmission and distribution projects besides electrification of villages and pumsets energisation. REC invites bids for empanelment of advertising agencies. You are requested to quote your lowest competitive rate as per Scope of Work and Terms & Conditions as per Annexure given below: 1. Scope of Work and General terms of conditions - Annexure-A 2. Technical Bid - Annexure-B 3. Financial Bid - Annexure-C 4. Application for Empanelment -Annexure-D A. The submission and opening of Bids will be through e-tendering process. Bidders can download bid document from the REC web site or from e-tender link given in REC website However, bidders will also submit a hard copy of the complete Bid document along with supporting documents, annexure etc. Note:To participate in the e-bid submission, it is mandatory for bidders to have user ID & Password. For this purpose, the bidder has to register itself with REC through Tender Wizard Website given below. Please also note that that the bidder has to obtain digital signature token for applying in the tender. In this connection vendor may also obtain the same from Tender Wizard. Steps for Registration (i) (ii) (iii) (iv) (v) Go to website Click the link Register Me Enter the details about the bidder as per format Click Create Profile Bidder will get confirmation with Login ID and Password B. Steps for application for Digital Signature from Tender Wizard: (1) Download the Application Form from the website Follow the instructions as provided therein. In case of any assistance you may contact REC officers whose address is given at the end of this letter. (2) Bidders are required to submit the cost of downloaded bid document for Rs. 1000/- only in the form of Demand Draft payable to Rural Electrification Corporation Limited, New Delhi drawn on any scheduled commercial bank payable at New Delhi. (3) Scanned photocopy of DD is to be appended by the bidder in the Technical bid to be submitted online.
2 (4) Technical Bid to be submitted through online mode only on website in the prescribed form Annexure- B (5) Financial Bid to be submitted through online mode only on website in the prescribed form Annexure-C C. Two Part sealed Bid: Part -I constitute (1) Earnest Money Deposit (EMD) of Rs.1,00,000 (Rupees one lakh only) in the form of DD in favour of Rural Electrification Corporation Limited on a scheduled commercial bank payable at New Delhi in a separate sealed envelop. Appendix-B. (2) Technical Bid in a separate sealed envelop (3) Application Fee: Application Fee of Rs.1000/- in the form of DD drawn in favour of Rural Electrification Corporation Limited on a scheduled commercial bank payable at New Delhi should be place in separate sealed envelope. (4) Micro & Small Scale Units:- The following facilities are extended to Micro & Small Scale Units registered with National Small Industries, Nieman Bhawan, New Delhi:- (i) Issue of Tender Sets free of cost (ii) Exemption from payment of Earnest Money (iii) Waiver of Security Deposit upto the monetary limit for which the unit is registered; and (iv) In case the participating MSMEs quoted price within the band of L1+15% by allowing such MSME to supply upto 20% of the tender value by bringing down their price to L1 price. Out of this 20% minimum 4% shall be purchased from SMEs owned by SC/ST, the quantity fixed by SMEs shall be equally distributed among them as under a. In case there is one bidder from MSME owned by General/SC/ST and its rates are within 15% of the L1 price then the entire 20% of the quantity shall be allowed to the said MSME owned by General/SC/ST provided the firm is agreed to lower their price at L1 price. b. In case there are 4 bidders from MSME and out of these four belongs to SC/ST and their rates are within15% of the L1 price, then the 20% of the quantity shall be equally allocated to all the four MSMEs including MSMEs owned by SC/ST provided all are agreed to lower their price at L1 price. c. In case there are 9 bidders from MSMEs and out of these 9 one belongs to SC/ST and their rates are within 15% of the L1 price, then the 4% quantity shall be allocated to MSME owned by SC/ST and balance 16% of the quantity shall be equally allocated to other eight MSMEs provided all are agreed to lower their price at L1 price. Part-II constitute: Financial Bid valid for 180 days. D. Clarification on bid documents: Submission of the tender by the bidder implies that he has read all the documents and has made himself fully aware of the work. In case you need any clarification on the bid documents, please make all your correspondence to the undersigned. All such clarifications should reach this office five (5) days before the close of the bid date to be eligible for written reply from us. Any clarification received less than five days before the close of the bid date will not be answered.
3 E. Last Date for Submission of Bid: Bids complete in all respects must reach before AM on at Rural Electrification Corporation Limited (REC), Core 4, Scope Complex, 7 Lodi Road, New Delhi F. Important Notice: (An incomplete and/or ambiguous and/or late response is liable to be ignored/ summarily rejected. G. Contact persons: Opening of the tenders and evaluations will be online. Please read the instructions/help manuals available in the website For any assistance/clarification you may contact at the address and contract number provided under contact us link or the following: 1. Sh Sheebu , Tenderwizard 2. Sh Sandeep , Tenderwizard 3. Sh Krishna , Tenderwizard 4. Sh Mithun Ghosh / , Tenderwizard 5. Ms. Rama Vijay, Chief Manager(CCPR) , REC 6. Shri. K.Ashish Rao, Senior Officer (CCPR) , REC
4 Annexure-A SCOPE OF WORK The Empanelled agency(ies) may be required to do one or more of the following publication works: I. Publication of Notice Inviting Tender(NIT) II. III. IV. Recruitment advertisements, Financial Results advertisements. Corporate campaign advertisements and campaign advertisements on behalf of the Ministry of Power. If need be, designing of booklets/brochures, printing, film making, preparing spots, outdoor advertisements, internet advertising. V. Any other new media advertising The above scope of work is indicative only and not exhaustive. The price bid of only those bidders will be opened, which qualify Part-I of Bid and are successful as per qualifying criteria laid down. Duration Of Empanelment The Empanelment of selected agencies shall be initially for a period of two years, which may be renewed up to one year in part or full depending upon performance of the empanelled agencies to the satisfaction of the Corporation. Instructions and General Terms & conditions A. Job Allocation / Terms And Conditions (i) The empanelled agencies will be asked to service REC for routine release of advertisement. In the event of specific requirement for developing and release of a media campaign, REC reserves the right to ask any/all empanelled agencies urgently on Fax/Telephone to prepare and submit designs and also distribute the approved design/artwork amongst one or more agencies selected for further release of the same to the media. (ii) The agency/agencies will be asked to give a list of newspapers along with their current rate cards after its empanelment with REC. (iii) Charges for jobs, other than press advertisements, like designing of booklets/brochures, printing, film making, preparing spots, etc. will be decided on competitive tendering basis amongst the empanelled agencies. However, the empanelled agencies will not be paid for designing/artwork of goodwill advertisements released in various souvenir/magazines etc. (iv) Bills for advertisement (NIT/Recruitment/Financial Results/Notices/bond issue) releases should be invariably supported by the copies of the bills from newspapers/magazines, voucher copies and other relevant bills in triplicate. Payment will be made in each case after verifying these documents. (v) The agency will not be paid any charges for Artwork, Art pull and production charges for Advertisement released & translation of material in English to Hindi or in any other Indian language, if required. (vi) Unsuccessful bidder s EMD will be returned after award of letter of intent to successful bidder. Successful bidder s EMD will be kept as a security deposit and will be returned on furnishing of performance bank security as per the tender terms and conditions. The EMD may be forfeited: a) If a bidder withdraws its bid during the period of bid validity specified by the bidder on the bid form.
5 Or b) In case of a successful bidder, if the bidder fails (i) to acknowledge the order in accordance with the terms and conditions. No interest shall be payable on EMD amount, in any case, and/or performance security by REC B. Performance security deposit: The successful Bidder shall furnish performance security deposit to the REC for an amount of Rs 10,00,000/- (Rs 10 Lac Only) valid for 2 years after empanelment period (twenty four months) within 15 days from the signing of the contract agreement, for performance obligation. The same will also be treated as performance security deposit towards defaults like non-delivery, cancellation, liquidated damages, recovery of any amount etc. C. The performance security deposit shall be in the form of a Bank Guarantee from a Scheduled Bank or a Bankers Cheque or Demand Draft as given at Appendix-I(a). D. Payments shall be subject to deductions of any amount including recoveries, if any for which the Bidder is liable under the contract. Further, all payments shall be made subject to deduction of TDS (Tax deduction at Source ) as per the income-tax Act, 1961 including addendums from time to time and any other taxes. E. All Payment shall be made in Indian Rupees only. F. No Advance Payment will be made by REC on any account. G. The bills of the agency for advertisement releases should invariably be supported by the copies of the original publication bills, voucher copies, updated rate card of Publishers and other relevant bills. Payment will be made in each case after verifying these documents. H. Any dispute or difference whatsoever arising between the parties out of or relating to the meaning or operation or effect of this contract or breach thereof shall be referred to the sole arbitration to be appointed by Chairman & Managing Director, REC whose decision shall be final, concluding and binding on both the parties. The Arbitration will be conducted in accordance with the Arbitration & conciliation Act, The arbitrator will give speaking & reasoned award. During Arbitration proceedings no pendentile interest will be paid to either of the parties. The venue of Arbitration shall be Delhi. I. The courts in Delhi alone shall have the jurisdiction in respect of any legal proceedings arising out of these conditions. J. REC reserves the right to terminate the services of any agency at any time without assigning any reason whatsoever. K) The decision of REC with regard to selection of the agency will be final & binding and no communication in this regard will be entertained. It may be noted that REC reserves the right to reject any or all the applications without assigning any reason whatsoever. L) The bidder must comply with the terms and conditions of contract. No deviations shall be entertained M) Force Majeure : In the event of either party being rendered unable by Force Majeure to perform any obligation required to be performed by them under the CONTRACT, the relative obligation of the party affected by such Force Majeure shall be suspended for the period during which such cause lasts. The term Force Majeure as employed herein shall mean acts of God, War, Civil riots, Fire directly affecting the performance of the CONTRACT, Flood and Acts and Regulations of respective government of the two parties, namely REC and the CONTRACTOR. Upon the occurrence of such cause and upon its termination, the party alleging that it has been rendered unable as aforesaid thereby, shall notify the other party in
6 writing, the beginning of the cause amounting to Force Majeure as also the ending of the said clause by giving notice to the other party within 72 hours of the ending of the cause respectively. If deliveries are suspended by Force Majeure conditions lasting for more than 2 (two) months, REC shall have the option of cancelling this CONTRACT in whole or part at his discretion without any liability at his part. Time for performance of the relative obligation suspended by Force Majeure shall then stand expended by the period for which such cause lasts. N. Liquidated damages And Payment Terms The following liquidated damages / payment regulating clauses with regard to media campaigns / advertisement will be applied: a) No payment shall be made in case advertisement is published beyond the specified date and in case of lapse, agency shall have to deposit 2% of the amount of publication (entire group) in which default has taken place as liquidated damages with REC otherwise performance guarantee shall be forfeited. Alternatively, the amount of penalty will be deducted directly from the agency bill. b) In exceptional cases, if the campaign / newspaper does not get take off /published on the specified date due to strike/bandh/holiday etc., the advertising agency shall seek REC s permission for campaigns / printing advertisement on subsequent date for which revised R.O. (if required ) shall be given. In case of noncompliance, no payment shall be made for the publication(s) and liquidated damages shall be imposed as given at para 8 (a) above. c) In case of package (all editions) rates, if agencies/newspapers do not provide bifurcated rates, the amount shall be deducted on proportionate basis for those edition(s) in which default has taken place i.e. non-publication within specified date given in R.O. O. Rates: The agency shall be paid at the following rates: a. For advertisements in newspapers like tenders, notices, bond notifications etc. agencies will be paid agency commission which will be within 1.5% on gross rates as allowed by Media Publishers to the advertising agencies as remuneration for the services rendered by the Agency for release of various advertisements. In this case, Service Tax will be paid to agency as per prevailing Government rule.
7 Technical Bid Annexure-B To be submitted through online mode only on website I. General Information: 1. Name of the Advertising Agency and address of Registered Office: 2. Details of Bidder: (Give details each item in separate along with documentary proof) - No. of persons working - No. of creative team members - Whether Art Deptt. Exists - No. of Media experts - If the full fledged studio exists(details) - Recording facilities - Printing facility - No. of employees in office in NCR - Any other 3. Year of Establishment: 4. Legal status of agencies (Proprietor/Partnership/Private Ltd./Public Ltd). 5. Details of awards, accolades in print media from the reputed publications like A&M etc. within last three years (attach copies of certificates). 6. PAN details of the agency. 7. Additional Information- to be filled in Annexure B(1) 8. Are you serving REC currently or served in the past, if so, please attach copy of appointment of empanelment. II. Qualifying Criteria: A. Full INS Accreditation Certificate: Continuous & regular INS accreditation for the last five years. (A certificate to this effect from INS addressed to REC is required to be submitted along with the application). Is the agency having full INS accreditation for last five consecutive years Is the agency having valid INS accreditation as on the last date of submission of EoI Details of INS Certificate Supporting Document Yes/ No (If yes please enclose Copy of certificate from INS) Yes/ No Ref. No Date of Issue Copy of certificate to this effect from INS shall be submitted along with the application by the Applicants
8 B. Turnover: Regular minimum press billing of Rs.5.6 Crores per annum each for the last three financial years ending 31 st March (A certificate to this effect duly signed & sealed by Chartered Accountant is required to be submitted). s A. Turnover details: Sl. Financial year Annual turnover in Rs. Crores Average annual turnover for last three years : Note: Supported by certified copies of Balance sheet, Profit & Loss account and Income Tax Clearance Certificate (ITCC) duly certified by Chartered Accountant Firm. C. Office locations: Corporate/Regional/Branch office in Delhi for a period of last 2 years. At least one full-fledged office in one of the metropolitan city other than Delhi. D. Experience: (i) Experience of handling media buying and media release work of 2 Central Govt.entities/ CPSU during last two years. Supporting documents are required to be submitted alongwith the application. (ii) Minimum 4 samples of different categories of Jobs done on the basis of which the agency is seeking empanelment. III. Evaluation Procedure and allocation of business : (a) For empanelment, the evaluation shall be done as under: Agencies are required to quote commission within 1.5%. Three (3) financial bids will be selected for empanelment and L2 and L3 bidders will be asked to match with the rate of L1 bidder. In case there is a tie for any position, bidder with higher turnover will be considered for empanelment. The L2 and L3 bidders will be considered at par with the L1 bidder for the purpose of price. The decision of the committee shall be final and binding and no correspondence shall be entertained in this regard. (b) For the purpose of allocating business, following methodology will be implemented:- (1) L1 bidder : will be awarded minimum 60% business (2) L2 and L3 bidders: The balance 40% business to be distributed more or less equally at the discretion of the management. IV. Submission Of Document The Applicants shall submit all relevant documents pertaining to qualifying criterion as mentioned above including the following along with their bids: (i) Particulars for empanelment of Advertising agencies alongwith required certificates / documents. (ii) A Corporate Profile/Brochure of the agency. (iii) All the pages of the bids should be duly signed by the authorized signatory.
9 Financial Bid ANNEXURE C To be submitted through online mode only on website Note: The tender is without Conceptualization, Design & Production etc. by the Agency Rate: Agencies to quote competitive rates within 1.5% agency commission on gross rates given by the Media Publications; Commission charged on Release Order value in % by the Agency Commission charged on Release Order value in % by the Agency within 1.5% Percentage charged Note: i. Agency Commission to be quoted in % of RO Value only. No advance payment shall be made. ii. All items must be quoted failing which the bid is liable to be rejected. iii. All taxes as per government rules.
10 Annexure-B(1) Additional Information Particulars For Empanelment Of Advertising Agencies (To be submitted by advertising agencies on their letter heads) i) Name of the Advertising Agency: ii) Address of Delhi Office: Tel. Nos: Fax No.: Mobile No.: Name of the contact person with designation: ID: iii) Full address of the other offices if any: Tel. Nos: Mobile No.: iv) Name of the contact person Fax No.: ID: v) Particulars of dedicated professional/manager for coordination with REC for assignment. vi) Name of Managing Director, Director and top management: (separate sheet may be enclosed with Bio-data and other details): viii) Why do you think that you are suitable for empanelment with REC. I / We hereby certify that all the particulars given above are correct and true to the best of my knowledge. Signature Full Name Designation Address (Authorised Representative) With stamp papers Note: 1. The agency can use separate sheets for giving details, if required. 2. REC reserves the rights to verify the facts given by the agency, with the authorities, if so required.
11 Annexure-D Application For Empanelment Of Advertising Agencies Applicant s Name and Address: Application Reference: Person to be contacted: Designation: Telephone No.: Fax: To Manager (CCPR), Rural Electrification Corporation Ltd. Core 4, Scope Complex, 7 Lodi Road, New Delhi Sub. : Application for Empanelment of Advertising Agencies. Dear Sir, I/We, the undersigned Applicant, have read and examined in detail the Bid Empanelment of Advertising Agencies for Corporate Office Delhi. Document for I/We confirm having submitted the DETAILS IN SUPPORT OF QUALIFYING Criteria as required by you along with this Application and necessary documents. In case you require any further information in this regard, we agree to furnish the same. I/ 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. Dated this... day of Thanking you, Yours faithfully Date :...Place: (Signature of the authorized signatory) (Printed Name)... (Designation)... Business Address: ( Seal)... Name and Address of Principal Officer:
12 Appendix- I(a) To, Manager (Corporate Communication), Rural Electrification Corporation Limited, Core 4, Scope Complex, 7 Lodi Road, New Delhi Ref: Bid Document No. Sir, Bid Security Form Having examined the bidding documents, we, the undersigned, offer to provide services as per the schedule of requirements of the tender and in conformity with the said bidding documents. We hereby submit a security deposit of Rs 10 lakhs (Rupees ten lakhs Only) as per the tender terms and conditions vide Demand Draft No./Bankers cheque/ Bank guarantee dated drawn on favouring Dated this day of 2014 Signature of Bidder Details of enclosures. Full Address: Telephone No. Telegraphic Address: Fax No. COMPANY SEAL
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