Request for Proposal (RFP) EMPANELMENT OF PUBLIC RELATIONS AGENCIES March 2008 THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA ICAI BHAWAN POST BOX-7100 INDRAPRASTHA MARG NEW DELHI- 110 001 SECTION I: ABOUT ICAI The Institute of Chartered Accountants of India (ICAI) is a statutory body established under the Chartered Accountants Act, 1949 for the regulation of the profession of Chartered Accountancy in India. During its nearly six decades of existence, ICAI has achieved recognition as a premier accounting body not only in the country but also globally, for its contribution in the fields of education, professional development, maintenance of high accounting, auditing and ethical standards. ICAI now is the second largest accounting body in the world. ICAI has its Headquarters at New Delhi with 5 Regional Offices at Mumbai, Chennai, Kanpur, Kolkata, New Delhi and 118 branches spread all over the country. In addition, it has also set up 18 chapters outside India and an office i n Dubai. Currently over 300000 students are pursuing the Chartered Accountancy course and the total membership of ICAI is about 146,000. Out of the total members, nearly 55% are in Practice and the rest are in employment. Among the members in government, industry, banks, financial institutions, private enterprises etc. a significant number of members occupy eminent positions in their respective organisations such as Chairman of regulatory body, Chairperson of banks and insurance companies, Chairperson & Managing Directors of reputed enterprises, Executive Directors of innumerable enterprises/organisations. The members of ICAI are also considered to be very competent even in the foreign countries as is evident from the positions they are occupying in all major cities of the world. Presently, there are about 12000 members working abroad. In order to apprise the developments taking place in the world of Accounting nationally and globally; the ICAI has a Public Relation cell which acts as an interface between the outside world and formulations /approaches initiated by ICAI. The ICAI is desirous of creating a panel of resourceful and competent Public Relation and advertising agency(PR agencies) having inhouse infrastructure to deal with various facets of assignments for a national body. The advertising and public relations activities of ICAI are to interact with varied segment of society which inter alia include „h
ƒn Prospective and current Student and Chartered Accountancy Courses
„h „h of India „h Section II: - About the process for Empanelment of PR Agencies 2.1 Name of the Client: The Institute of Chartered Accountants of India 2.2 envelopes to be further sealed in another envelope superscribed “P Agencies” Name of the assignment: “Empanelment of Public Relations Agencies/Advertising Agencies” 2.3 Date & Time of submission of Proposal April 11, 2008 , 2.00 PM 2.4 Date & Time of opening of Proposal April 11, 2008, 2.45 PM 2.5 Place of Opening of Infrastructure Proposal ICAI Bhawan Post Box No. 7100 Indraprastha Marg New Delhi-110 002 Tel: 011 30110 443; email: 2.6. Validity Period of the and Financial Proposal: Proposal must remain valid 90( Ninety) days after the submission date 2.7. again in a sealed envelope as per 2.2. All the proposals would also be put in separate CDs in respective envelopes. 2.8. The Proposal submission address is: PR Cell Annexe Building , 1 ICAI Bhawan Post Box Indraprastha Marg New Delhi-110 001. 2.9 Proposal received after the stated time and date would not be considered and are liable for rejection. 2.10 For all clarifications relating to this RFP; please mail your query at put on website www. icai.org. No telephonic calls would be entertained. The queries/clarifications if any could be sought till Monday, April 7 , 2008 (1600 hrs). Section III - Scope of Work of the RFP The RFP entails short listing one/more than one Public Relations/Advertising Agency(PR agencies) for carrying out the communication/PR strategy of ICAI to the target audience as stated in Section I. The decision of ICAI to short list such nos. of such agency(PR agencies) for creating the panel is absolute and final. The scope of work envisaged for the empanelled Advertising/PR Agencies shall inter alia include 1. Outlining the communication needs of the profession and design a communication strategy inter alia highlighting components in terms of media partners, timing and geographical spread of such assignment 2. (a) Designing, copy writing and execution in print/electronic media advertisements. Press release/other communication materials. The briefing shall be done by ICAI as to the expected content/reach of such components and the selected agency(PR agencies) shall submit proposal to ICAI on such brief. (b) Designing of ICAI’s promotional/publicity brochures. Catalogues, booklet and other printed material. ICAI may at its discretion give such job(s) for designing /execution by calling for the rates from the empanelled agencies on the basis of Infrastructural bids as per clause 2.2. Such material would be submitted to ICAI for its concurrence and approval. (c) ICAI’s Course coverage in educational supplements of different National/Regional Dailies in English/vernacular language (d) Arranging one-to- (e) To organize Press meets, events by associating the print and electronic media for various ICAI’s events/developments. It may be stated that such press meets are normally held after every council meets, coinciding various events of the Institute. Further the Institute also releases communications for press every week which some times amounts to 2-3 Press releases every week on issues of contemporary emergence. It will be the responsibility of the empanelled agency to have them prominently covered in the Print/ electronic media. (f) Public Relations trainings to all the constituents with -in the network of the Institute (g) Promoting the seminar/conferences/publications of the ICAI nationally and Internationally 3. It may be explicitly noted that the various components of communication strategy of the ICAI shall be implemented in vernacular languages and while a communication issued in English at one station, it would be the responsibly of the empanelled agency to get it translated in local dialect and issued at the regional level through out the country. 4. The empanelled agency(ies) would be required to give a monthly account of tasks performed by it under the scope of this RFP and/or any assignment/contract accruing out of RFP. While the initial contract to agency(PR agencies) could be for one year and extendable for similar period on the basis of performance; the performance of such agency would be reviewed every quarter and in case of unsatisfactory performance, the empanelment is liable for termination and ICAI shall reserve the right to forfeit the earnest money/ security deposit at its sole discretion in part or in full. The empanelled agency(ies) however will be allowed to represents its point of view for consideration by ICAI. 5. All the work carried out by the agency(ies) under the scope of RFP/any contract-work order accruing out the RFP shall be the intellectual property of the Institute and ICAI alone will have the full rights on its usages/re -usages 6. Time shall be the essence of the performance of the RFP. The agency shall duty fully obey the various time limits as prescribed by ICAI for different assignment and the performance of the agency shall be judged as per the adherence to such quality and time parameters as laid down by the ICAI in the respective work order as laid down in section IV & V 7. Mere Empanelment as an Empanelled Agency(ies) under the scope of RFP shall not entitle any agency(PR agencies) to claim any Professional Fee from ICAI. It is only when such empanelled agency is given a work order/contract that their right to claim an amount from ICAI arises within the terms and conditions of the work order. 8. In regard to the scope of work as stated at clause 2 above, it is amply clarified that the Advertising/PR Agency(ies) shall carry out assignments in so far as they have communication strategy element i.e. conceptualization, designing and execution of PR material. 9. ICAI may at its discretion empanel the agency(ies) after the evaluation of Infrastructural bids and call for rate(s) for different assignment(s) not necessarily restricting to these stated above from time to time from such empanelled agency(ies) before allocation of jobs notwithstanding the rates stated in Financial Bid. SECTION IV: ELIGIBILITY CRITERIA The panel to be prepared in pursuance of this enquiry/RFP would be utilized for a period of three year, renewable every year, based on performance, subject to the approval of the competent authority. General Eligibility This invitation to respond to the RFP is open to such Advertising/PR agencies, which are registered companies/firm who have their registered office in India The eligible entities must be incorporated or registered under any of the following Acts - the Indian Companies Act, 1956 or The Partnership Act, 1932 and the Societies Registration Act,1860 or as proprietorship concern. The parent company of any subsidiary company, which is seeking qualification on the financial strength of its parent, would have to give a written undertaking that it would bear all financial or contractual liabilities of the subsidiary with regards to this enquiry. The parent company of any subsidiary company, which is seeking qualification on the technical strength of its parent, would have to give a written undertaking that its technical capabilities/ resources would be available to the subsidiary company as and when required by ICAI. Along with the General Eligibility criteria, Bidder has to satisfy the following Prequalification criteria to apply for empanelment. Pre-Qualification Criteria Firms/Companies: The Agency(ies) firm/company should have been in existence for a period of at least 5 years as on 31-01-2008. The agency must have carried out communication campaign for various prominent institutions and industries of a minimum value of Rs. 100 Lacs in last 3 years. It must be of sound financial status with a turnover of over Rs. 5 Crore annually, for the last 3 years. It should be able to offer all services required for the campaign i.e. research, creative, media and execution under one roof. The advertising agency should be accredited with Indian Newspaper Society and be member of Advertising Agencies Association of India List of documents to be submitted as part of Proposal Infrastructure Bid Covering letter for empanelment of Agencies including Name of the Agency, Complete address (with Tel. No., Fax No.), Names and short CVs of principal officers, ownership and organization structure of the agency. Support information related to pre-qualification of the Bidder including. Experience of designing creative advertisements / Media campaigns/Outdoor publicity List of clients and details of work done for Govt. Departments/PSUs/Multilateral agencies etc. (order copies or client certified work value details) Financial details - Certified copies of Audited Balance Sheets of preceding 3 years (Certification by Chartered Accountant/Auditor is mandatory) INS Registration Number Any other supporting information that is relevant to Pre qualification proposal Infrastructure Bid Financial Bid Both the Infrastructure Bid as well as the Financial Bid separately must contain a soft copy of the bid within the sealed cover. The sealed Request for Proposal super scribed ‘Empanelment of Public Relation/Advertising Agency’ along with supporting documents should reach Additional Secretary(IA) ICAI Bhawan Post Box-7100 Indraprastha Marg New Delhi- 110 001 email: Last Date and Time of Receipt of Response to RFP: April 11, 2008, 2.00 PM The Institute reserves the right to accept or reject any or all of the response to RFP without assigning any reason. ICAI takes no responsibility for delay, loss, or non-receipt of response to this RFP or any letter sent by post either way. SECTION V: TERMS OF REFERENCE Clarifications and amendments of RFP Document RFP Clarifications During pre qualification and technical evaluation of the Proposals, ICAI may, at its sole discretion, ask Bidders for clarifications on their proposal. The Bidders shall respond within the time frame prescribed by ICAI. Any word used in singular shall have the connotation of plural as well. Amendments in RFP At any time prior to deadline for submission of proposal, ICAI may for any reason, modify the RFP. The prospective Bidders having received the RFP shall be notified of the amendments through website and such amendments shall be binding on them. Disqualifications ICAI may at its sole discretion and at any time during the evaluation of Proposal, disqualify any Bidder, if the Bidder has: Submitted the Proposal documents after the response deadline; Made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements; Exhibited a record of poor performance such as abandoning works, not properly completing the contractual obligations, inordinately delaying completion or financial failures, etc. in any project in the preceding three years;Submitted a proposal that is not accompanied by required documentation or is non-responsive; Failed to provide clarifications related thereto, when sought; Submitted more than one Proposal; Declared ineligible by the Government of India for corrupt and fraudulent practices or blacklisted and submitted a proposal with price adjustment/variation provision Request for Proposal The Bidder is expected to examine all the instructions, guidelines, terms and condition and formats in the RFP. Failure to furnish all the necessary information as required by the RFP on submission of a proposal not substantially responsive to all the aspects of the RFP shall be at Bidder’s own risk and may be liable for rejection. Preparation of Proposal The Bidder shall comply with the following related information during preparation of the Proposal- The Proposal and all associated correspondence shall be written in English and shall conform to prescribed formats. Any interlineations, erasures or over writings shall be valid only if they are initialed by the authorized person signing the Proposal. The Proposal shall be typed or written in indelible ink (if required) and shall be signed by the Bidder or duly authorized person(s) to bind the Bidder to the contract. The latter authorization shall be indicated by written power of attorney and shall accompany the Proposal. In addition to the identification, the covering letter shall indicate the name and address of the Bidder to enable the proposal to be returned in the case it is declared late pursuant, and for matching purposes. Proposals received by facsimile shall be treated as defective, invalid and shall be rejected. Only detailed complete proposals in the form indicated above received up to the closing time and date of the proposals shall be taken as valid. Bidders are not permitted to modify, substitute, or withdraw Proposals after its submission Submission, Receipts and Opening of Proposals Pre Qualification, Technical & Financial proposals must be enclosed in separate sealed envelops. of evaluation of Proposal, as well as during the period of contract, the ICAI has the right to carry out a due diligence in a fashion relevant to understand the facts. Deadline for submission of Proposals Proposals from Bidders, complete in all respects must be received by ICAI at the address and date specified in the RFP Last Date for Submission of Proposal: – April 11, 2008 Deadline for submission: 2 P.M. Earnest Money Deposit The bidder must submit an EMD of Rs. 500,000.00 (Rupees Five Lac only) along with the bids, in the form of Demand Draft or Banker’s Cheque, drawn in favour of “The Secretary, Institute of Chartered Accountants of India”, payable at New Delhi. The Instrument of Earnest Money Deposit must be enclosed along to the Infrastructure Bid. The Proposals not accompanied by EMD shall be rejected forthwith. EMD of the unsuccessful bidders will be returned within ninety days of submission of sealed bids. In the case of empanelled agencies, the Earnest Money Deposit shall be converted to security deposit for due and faithful performance of the contract(s)/work order(s) assigned. No interest on either EMD/Security deposit shall be payable by the ICAI. Section –VI: General Conditions of the Contract Application These general conditions shall apply to the extent that provisions in other parts of the Contract do not supersede them. For interpretation of any clause in the RFP or Contract Agreement, the interpretation of the ICAI shall be final and binding on the Agencies Payment Schedule: amount after the end of each quarter depending on the modalities agreed between ICAI and the empanelled agency(PR agencies) subject to what has been stated in section –III Para-7 which would be predefined. The Institute doesn’t release any advance payments. Validity of Proposals Proposals shall remain valid for a period of 90 (Ninty) days after the date of Proposal opening prescribed in RFP. A Proposal valid for shorter period may be rejected as non-responsive to RFP. Right to Accept Proposal ICAI reserves the right to accept or reject any Proposal, and to annul the Proposal process and reject all Proposals at any time prior to award of contract, without thereby incurring any liability to the affected Bidder(s) or any obligation to inform the affected Bidder(s) of the grounds for such decision. Conflict of Interest ICAI requires that Agencies provide professional, objective, and impartial advice and at all times hold the ICAI’s interests paramount, strictly avoid conflicts with other assignments/jobs or their own corporate interests and act without any consideration for future work. Confidentiality Nothing shall be disclosed by any bidder or any other persons not officially concerned with such process until the empanelment process is over. The undue use by any Bidder of confidential information related to the process may result in rejection of its Proposal. Except with the prior written consent of the ICAI, the Agency(ies) and the personnel shall not at any time communicate to any person or entity any confidential information acquired in the course of the Contract. Fraud & Corruption ICAI requires that Agencies selected through this RFP must observe the highest standards of ethics during the performance and execution of such contract. In pursuance of this policy, ICAI: (a) Defines, for the purposes of this provision, the terms set forth as follows: (i) "Corrupt practice" means the offering, giving, receiving or soliciting of any thing of value to influence the action of ICAI or any personnel of Agencies in contract executions. (ii) "Fraudulent practice" means a mis-presentation of facts, in order to influence a procurement process or the execution of a contract, to ICAI, and includes collusive practice among Bidders (prior to or after Proposal submission) designed to establish Proposal prices at artificially high or noncompetitive levels and to deprive ICAI of the benefits of free and open competition; (iii) “Unfair trade practices” means supply of services different from what is ordered on, or change in the Scope of Work which was given by the ICAI in Section III. (iv) ”Coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the execution of contract. (b) Will reject a proposal for award, if it determines that the Respondent recommended for award, has been determined by ICAI to having been, engaged in corrupt, fraudulent or unfair trade practices. (c) Will declare a firm ineligible, either indefinitely or for a stated period of time, for awarding the contract, if it at any time determines that the firm has engaged in corrupt, fraudulent and unfair trade practice in competing for, or in executing, the contract. Relationship between the Parties Nothing mentioned herein shall be constructed as relationship of master and servant or/of principal and agent as between the ‘ICAI’ and ‘the Agency’. Standards of Performance The Agency(ies) shall perform the services and carry out their obligations under the Contract with due diligence, efficiency and economy in accordance with generally accepted professional standards and practices. The Agency(ies) shall always act in respect of any matter relating to this contract as faithful advisor to ICAI. The Agency(ies) shall always support and safeguard the legitimate interests of ICAI in any dealings with the third party. The Agency shall conform to the standards laid down in RFP in totality. All submissions made by the Agency(ies) after the award of contract must be countersigned by nodal officer of the Agency. Delivery and Documents As per the time schedule agreed between the Parties (ICAI and the agencies) for specific projects given to the empanelled Agencies from time to time, the Agencies shall submit all the deliverables on due date as per the delivery schedu le. The Agency shall not without the ICAI’s prior written consent disclose the Contract, Approach paper(s), specifications, plan, pattern, samples to any person other than an entity employed by ICAI for the performance of the Contract. In case of terminati on of the Contract all the content material used by Agency(ies) in the execution of project shall become property of ICAI. Change Orders ICAI may at any time before completion of work under RFP awarded to empanelled Agency, change the work content by increasing/reducing the quantities of the services by 20% as mentioned in the Contract Agreement for execution of the Project, without creating any liabilities for compensation on any grounds, whatsoever due to this change. In such a case, the Agency(ies) will have to perform the service in the increased/decreased quantity at the same contract rates within the time stipulated. Agency(ies) Personnel The Agency shall employ and provide such qualified and experienced personnel as may be required to perform the services under the specific projects assigned by ICAI and it is desirable from the Agency to deploy the personnel, who have adequate experience in the domain related and as stated in Section-III. Intellectual Property Rights No services covered under the Contract shall be sold or disposed by the Agency in violation of any right whatsoever of third party, and in particular, but without prejudice to the generality of the foregoing, of any patent right, trademark or similar right, or any charge mortgage or lien. The Agency shall indemnify the ICAI from all actions, costs, claims, demands, expenses and liabilities, whatsoever, resulting from any actual or alleged infringement as aforesaid and at the expenses of the Agency, ICAI shall be defended in any of the proceedings which may be brought in that connection. The Intellectual Property rights is valid in the work assigned to the agency(ies) shall vest in ICAI. Assignments The Agency(ies) shall not assign the project to any other agency, in whole or in part, to perform its obligation under the Contract, without the ICAI’s prior written consent. Performance Assessment If during execution of the Project, following problems were to be found, then a penalty of 5% of the Contract value per assignment may be imposed by ICAI, which will be the part of Project specific RFP and Terms of Reference on each of the following: „h „h „h „h „h „h „h deliverable If the delay is beyond 2 weeks then the ICAI may rescind the Contract and shall be free to get it done from other Agencies at the risk and costs of the appointed Agency. ICAI may debar the Agencies for applying in its future empanelment also. Liquidated Damages If any of the services performed by the Agency fail to conform to the specifications of the assigned project or in the event of the failure of the project due to indifferent, non supportive attitude of the Consultant/ Agency and ICAI decides to abort the contract because of such failure, then a sum up to 50% of the value of the contract shall be recovered as liquidated damages from the Agency. Besides, all the payments already done for such service shall also be recovered. This shall be without prejudice to other remedies available under this contract to ICAI. Icai shall also have the right to get such unexecuted part/full of contract from the other empanelled agency on panel and adjust the same out of EMD /Security deposit available for such payments. Suspension ICAI may, by written notice to Agency(ies), suspend all payments to the Agency(ies) hereunder if the Agency fails to perform any of its obligations under this Contract including the carrying out of the services, provided that such notice of suspensionshall specify the nature of failure and provisions as stated under “Performance Assessment” in the instant Chapter shall apply. Termination Under this Contract, ICAI may, by written notice terminate the Agency in the following ways- „h or in the event of non adherence to time schedule by the agency(ies). „h „h In all the three cases termination shall be executed by giving 15 days advance written notice to the Agency(ies) as prescribed in the period to the satisfaction of the ICAI. No consequential damages shall be payable to the Agency in the event of such termination. Force Majeure Notwithstanding anything contained in the RFP, the Agency shall not be liable for liquidated damages or termination for default, if and to the extent that, it’s delay in performance or other failures to perform its obligations under the agreement is the result of an event of Force Majeure. For purposes of this clause “Force Majeure” means an event beyond the control of the parties and not involving the Agency’s fault or negligence parties and which was not foreseeable. Such events may include wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargos. The decision of the ICAI, regarding Force Majeure shall be final and binding on the Agency(ies). If a Force Majeure situation arises, the Agency(ies) shall promptly notify to the ICAI in writing, of such conditions and the cause thereof. Unless otherwise directed by the ICAI in writing, the Agency(ies) shall continue to perform its obligations under the agreement as far as reasonably practical, and shall seek a ll reasonable alternative means for performance not prevented by the Force Majeure event. Resolution of Disputes In the case dispute arising between the ICAI and the Agency, which has not been settled amicably, the Agency can request the ICAI to refer the dispute for Arbitration under Arbitration Act,1996. . The arbitrator shall be appointed by the President ICAI or his nominee. The Indian Arbitration and Conciliation Act, 1996 and any statutory modification or re-actment thereof, shall apply to these arbitration proceedings. Arbitration proceedings will be held in India at Delhi and the language of the arbitration proceeding and that of all documents and communications between the parties shall be in English. The decision of the arbitrator shall be final and binding upon both the parties. All arbitration awards shall be in writing and shall state the reasons for the award. The expenses of the arbitrator as determined by the arbitrator shall be shared equally by the ICAI and the Agency(ies). However, the expenses incurred by each party in connection with the preparation, presentation shall be borne by the party themselves. Taxes and Duties The Agency(ies) shall fully familiarize themselves about the applicable Domestic taxes (such as VAT, Sales Tax, Service Tax, Income Tax, duties, fees, levies etc.) on amount payable by ICAI under the contract. The Agency, sub Agency and personnel shall pay such domestic tax, duties, fees and other impositions (wherever applicable) levied under the applicable law. Legal Jurisdiction All legal disputes between the parties shall be subject to the jurisdiction of the competent Courts situated in New Delhi only. Notice Any notice, request or consent required or permission to be given or made pursuant to this contract shall be in writing. Any such notice ,request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the party to whom the communication is addressed, or when sent to such party at the address mentioned in the project specific Contract/Agreement. Section The Bidders would be required to respond to RFP in two parts. a) Infrastructure Bid b) Those of the vendors who are short-listed in the evaluation of Infrastructure Bids will be asked to make presentation to ICAI, the date & timings of which shall be notified to such bidders separately. c) On the basis of evaluation of (a) & (b) above; Qualifying bidders will be identified and then their financial bids shall be opened. d) ICAI shall constitute panel of PR agency(PR agencies) and shall issue a letter of assignment subject to he provisions stated in Section e) Only the formats of covering letter (Annexure-I), Infrastructure Bid (Annexure II) and Financial Bid (Annexure-III) shall be used. Covering letter shall be attached in original with “Infrastructure Bid” as well as “Financial Bid”. Please follow the instructions as stated. f) The infrastructure Bid shall also accompany Section stamped on each page as acceptance to the terms as indicated thereunder. Without this the Infrastructure bid is liable to rejection ANNEXURE I: COVERING LETTER (ON THE BIDDER’S LETTER HEAD) DATE: Reference No. ICAI/2008/03/1 ICAI BHAWAN Post Box: 7100, Indraprastha Marg New Delhi-110001 Dear Madam/Sir, Sub: Proposal for Empanelment of Agencies Having examined the RFP, we, M/s_________, offer to be empanelled for the ICAI, in full conformity with the said RFP.We have read the provisions of RFP and confirm that these are acceptable to us. We further declare that additional conditions, va riations, deviations, if any, found in our proposal shall not be given effect to. We agree to abide by the terms and conditions of this Proposal, consisting of this letter, the Infrastructure and Financial Proposal, the duly notarized written power of attorney, and all attachments, for a period of 90 days from the date fixed for submission of Proposals as stipulated in the RFP and modifications resulting from contract negotiations, and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period. Until the formal final Contract is prepared and executed between us, this Proposal, together with your written acceptance of the Proposal and your notification of award, shall constitute a binding contract between us. 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. Until the formal final Contract is prepared and executed between us, this Proposal, together with your written acceptance of the Proposal and your notification of award, shall constitute a binding contract between us. We understand you are not bound to accept any proposal you receive. Dated this [date / month / year] Authorized Signatory (in full and initials): Name and title of signatory: Duly authorized to sign this Proposal for and on behalf of [Name of Respondent] Name of Firm: Address: Note: This will be enclosed in original along to both Infrastructure & Financial Bid Annexure-II: Infrastructure Bid 1 . Name of Bidder 2. Nature of incorporation of Bidder (Refer Section IV) 3. Date of Incorporation of Bidder 4. Contact Detail of Key Personnel S No. Name Address Tel No Mobile email 5. Key Staff Resources with the Bidder Name Level Associated with Bidder since when Qualification 6. Turnover of Bidder(Enclose Audited Accounts) 2005-06 2006-07 2007-08 7. Whether Accredited with INS Give details & documentary proof 8 Whether Registered with AAAI Give details & documentary proof 9 Details of client for whom yearly Public Value of Job Relation job exceeded Rs. 100 lakhs during last 3 years Name of Client(s) Contact person at client end and his level. Please give the email/ telephone no of such contact person as well 2005-06 2006-07 2007-08 Nature of job. Please give full details 10 Bankers credibility certificate To be enclosed in a sealed envelope from the Bank and addressed to ICAI 11 Details of EMD Deposited (without EMD of Rs. 5 lakhs, the bids are liable for rejection ) 12 Please indicate the network strength of the bidder throughout the country as per the format State Office Address with email & tel no Manpower 13 The Bidder shall enclose a 500 word document as to the their proposed strategy of formulating and implementing the PR strategy for the Institute 14 Whether signed and stamped copies of Section to VI of RFP have been attached as total acceptance to the terms stated in RFP 15 Whether Agency has Research, Creative, Media, Execution under one roof ANNEXURE – III: FINANCIAL BID The Bidder is at option to bid for his assignment fees on the basis of a turnkey Fee for the whole year and/or give the breakup of various components which again could be bifurcated on the basis of a percentage of total value of or as a lumpsum fee. The rates agreed upon with the bidder by ICAI shall be inclusive of all taxes and other levies and nothing beyond the amounts agreed by ICAI shall be payable. (A) TURNKEY BID BY THE BIDDER FOR SCOEP OF WORK AS LISTED AT SECTION –III - Rs______/Annum. Corresponding payment will be released on quarterly basis after the end of each quarter subject to satisfactory performance. (B) S. No Scope of Work Rates 1. 2. Outlining the communication needs of the profession and design a communication strategy inter alia highlighting components in terms of media partners, timing and geographical spread of such assignment (a) Designing, copy writing and execution in print/electronic of ICAI’s advertisements. Press release/other communication materials. The briefing shall be done by ICAI as to the expected content/reach of such components. (b) brochures, Catalogues, booklet and other printed material. (c) educational supplements of different National/Regional Dailies in English/vernacular language (d) Designing specific modules about ICAI for release to Press. As lumpsum As percentage of total value (e) Arranging one-to-one interaction of ICAI’s functionaries with the press. (f) To organize Press meets, press events by associating the print media/ electronic media for the various ICAI ‘s events/developments. (g) Release of communications for press every week based on ICAI’s press release. (h) Public Relation trainings to all the constituents within the network of the Institute (i) Promoting the seminar/conferences/ publications of the Institute nationally and Internationally (j) Year and during this period various Activities like seminar /workshop /events would be organized throughout the country. Brochures/catalogues and promotional materials would need to be printed commemorating the event .The inputs from the Advt. agencies would be required for the above activities in terms of content and promoting it within the country and globally. It will be decided between ICAI and empanelled bidders mutually as to the mode of payment i.e. either of (A) & (B) above. Please also refer Section-VI payment schedule and Para- 9 of Section –III in this regard Clarifications Issued with regard to tender (Refer clause 2.10) Query Answer 1.As an advertising agency if we fill in only for the jobs relating to advertising, will the Bid be considered as a valid Bid or it is compulsory to comprehensively bid for all the jobs, i.e. both advertising and PR? The bid should come as a Comprehensive bid albeit detailing could be done. 2. Whether an advertising agency can bid for advertising functions alone or are only those agencies would be entitled who are providing advertising as well as PR services under One roof ? Other Things being equal, preference will be given to the vendor who will render both the jobs. 3. Reference to Section-III SL.No.2f " Public Relations trainings to all constituents with -in the network of the Institute". We would like to know as to how many people would be requiring these trainings on a monthly basis and at what levels and in which locations? These numbers will determine the costs that will be involved to impart these trainings and hence the fees that we are to charge ICAI ? „h a year to Council Members (30) & top management i.e.President,Vicepresident & Secretary in handling the media better while addressing/facing interviews. „h about 30 officials one time on guidelines, for preparing the press release/material for the press. 4.Since the work is not defined, how the agency should fill the Financial Bid? Institute expects the bidder to state in Financial Bid, the mark up of agency. Actual cost will be born by ICAI directly. The mark up could be quoted as lump sum or percentage value. Bid Opening Process Refer clause 2.4,the sealed tender as received in the tender box kept for purpose upto the cut off time of 2 p.m.on 11/04/08 shall be opened on the same day at 2.45 p.m.One nominee per Tenderer can participate in bid opening process upon production of authorisation on company’s letter head in this regard.No separate intimation shall be issued for partcipation.
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