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RFP for Selection of Online Advertisement Agency for Aadhaar project in Maharashtra

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Government of Maharashtra

Directorate of Information Technology

Tender Document

For Online Advertising related to Aadhaar Project.

Date of issue of Tender Document: From 25.10.2012

Last Date & time for submission: up to 1500 hours on 07.11.2012

Date & time for opening of Tender Document:

Technical bid: At 1530 hours 01.10.2012

Financial Bid of eligible Tenderers: At later date


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Table of Content

Sl. No. Description of Contents Page No.

1 Tender Notice 3

2 A. Scope of work and general instructions for tenderer 4

3 B. Technical qualification criteria 7

4 C. Technical requirements for the manpower to be deployed 8

5 D. Criteria for evaluation of tender 9

6 E. Proforma for Technical Bid 10

7 F. Proforma for Financial Bid 13

8 G. Terms and Conditions 14

9 H. Documents to be submitted along with the technical bid 20

10 I. Documents to be submitted by the successful agency before

deployment of manpower 21


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Tender Notice

1. Sealed tenders are invited under Two Bid System i.e. (Part-I Technical Bid and Part-II

Financial Bid) from reputed, experienced and financially sound Agencies to provide

services for online advertisements of Aadhaar Project under Unique Identification

authority of India. The contract will be initially for a period of 4 months or till

completion of all the required coverage, whichever is earlier and is likely to commence

from 08.11.2012. The quantum of advertisements to be placed may increase or decrease

during the period of contract.

2. The tender document can be downloaded from the e-Tendering portal of Govt. of

Maharashtra at http://mahatenders.gov.in/nicgep/app

3. For bid submission, the interested Agency may upload the tender document complete in

all respects the e-Tendering portal of Govt. of Maharashtra at

http://mahatenders.gov.in/nicgep/app. The tenders will not be accepted beyond the

stipulated date and time under any circumstances what so ever.

4. The Technical bid shall be opened on the same day at 1530 hours in the conference room

of office of Directorate of Information Technology at 7th

floor, Mantralaya, Mumbai -

400032 in the presence of the representative of firms who wish to be present. At the first

instance the technical bids shall be analyzed by a technical committee constituted for the

purpose. At the second stage financial bids of only technically acceptable offers shall be

opened at later date. The scheduled time and venue for opening the financial bids will be

communicated to only those firms/agencies whose technical bids are found in order.

5. Govt. of Maharashtra reserves the right to cancel the tender at any time or amend /

withdraw any of the terms and conditions contained in the Tender Document without

assigning any reason, thereof.

Sd/-

(Dr. Santosh Bhogle)

Under Secretary, IT


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A. Scope of Work and General Instructions

1. Government of Maharashtra requires the services of reputed well established and

financially sound online advertisement agency to provide services and maximum

coverage of the work which is being conducted by UID Maharashtra.

2. The contract will be initially for a period of 4 months or till the completion of estimated

coverage through online advertisements, whichever is earlier, and is likely to commence

from 30.10.2012. Govt. of Maharashtra, however, reserves right to terminate/curtail the

contract at any time after giving one week’s notice to the selected service providing

Agency owing to deficiency of service, sub-standard quality of manpower deployed or

process adopted, breach of contract etc.

3. The number of website which are targeted for the advertisement and visibility of the work

done regarding the Aadhhaar Project (UIDAI) will be as per the requirement of the State

Government, which may increase or decrease depending upon the requirement during the

contract period. Entering into the contract doesn’t guarantee any work requirement

of the State Government.

4. The basic Scope of Work is given below:

(a) Online advertisements of Aadhaar Maharashtra which includes all social websites.

(b) The creative involved in advertising online shall be developed by the online

advertisement agency itself.

(c) The creative shall be in English and Marathi

(d) The agency may have to develop multiple creative for various sites and occasions

as per the need of the State Govt.

(e) The websites involved for online advertising should compulsory involve the

following:

i. Facebook

ii. Google

iii. Twitter

iv. indiatimes.com

v. lokmat.com

vi. timesofindia.com

vii. dnaindia.com


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viii. india.com

ix. economictimes.indiatimes.com

x. timesofindia.indiatimes.com

xi. indianexpress.com

xii. epaper.timesofindia.com

xiii. maharashtratimes.indiatimes.com

xiv. navbharattimes.indiatimes.com

xv. ibnlive.in.com

xvi. deccanchronicle.com

xvii. loksatta.com

xviii. zeenews.india.com

xix. epaper.esakal.com

xx. rediff.com

xxi. shaadi.com

xxii. bharatmatrimony.com

(f) It is not necessary that the online advertising agency shall target only the above

mentioned websites. They may also include additional websites to increase the

coverage and visibility of Aadhaar Maharashtra.

(g) The online advertisement agency shall decide on number of clicks on every

website in consultation with Govt. of Maharashtra so as not to exceed the

threshold of the allocated budget of this tender.

(h) The total allocated budget for online advertisement is Rs 2,00,000 only. The

State Govt. shall be liable for payment upto Rs. 2,00,000 based on the actual

number of clicks.

(i) The payment to the online advertisement agency shall depend on no. of clicks

done by a user on a respective website.

(j) The cost of click may or may not differ from website to website.

(k) The cost of each click on a particular website shall be submitted by the online

advertisement agency in form of a bid.

(l) As part of this tender, the agency needs to quote the charges for designing

the creative only. The payment for the online advertisement based on the

clicks shall be at the actual rate payable to the website hosting the

advertisement.

(m)The technical and Financial Bid should be submitted physically in different

envelopes in the DIT Dept, Mantralaya, Mumbai.


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5. The interested Agency may upload the tender document complete in all respects the e-

Tendering portal of Govt. of Maharashtra at http://mahatenders.gov.in/nicgep/app The

tenders will not be accepted beyond the stipulated date and time under any circumstances

what so ever.

6. The various crucial dates relating to “Tender for conducting survey and audit of UID

enrolment centers across the State” are cited as under :

(a) Date of issue of Tender Document: From 25.10.2012

(b) Last Date & time for submission: up to 1500 hours 07.11.2012

(c) For clarification on the bid document : up to 30.10.2012

(d) Release of response to clarifications (*): by 31.10.2012

(e) Date & time for opening of Tender Document:

i. Technical bid: At 1530 hours 24.10.2012

ii. Financial Bid of eligible Tenderers: At later date

(*) As the responses as mentioned in 5(d) will be released on e-mail, bidders are required

to provide the necessary information for communication

7. The tender shall be accepted under Two Bid System. The interested agencies are advised

to submit their tenders through the e-Tendering Portal of Government of Maharashtra

http://mahatenders.gov.in/nicgep/app.

8. The successful tenderer will have to deposit Performance Security Deposit of Rs.10,000

(Rupees Ten Thousand Only) in the form of bank guarantee issued by a reputed Bank

covering the period of contract. The performance security should remain valid for a

period of sixty days beyond the date of completion of all contractual obligations by the

firms. In case, the contract is further extended beyond the initial period, the performance

security will have to be accordingly renewed by the successful tenderer.

9. The tendering Agency are required to enclose scanned copies of the following documents

along with the Technical Bid, failing which their bids shall be summarily/outrightly

rejected and will not be considered any further

(a) Copy of the Registration Certificate under Companies Act;

(b) Copy of PAN card of the Agency (not of the individual);

(c) Copy of the Service Tax registration certificate;

(d) Copy of the Turnover statement of last two years duly certified by Chartered

Accountant.


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10. Conditional bids shall not be considered and will be outrightly rejected in very first

instance.

11. It is to be ensured that the complete information as required by this office may be

furnished by the bidders in the prescribed format. Formats submitted with incomplete

information and not conforming to the requirements are liable to be rejected.

12. The Technical bid shall be opened on the scheduled date and time in the conference room

of office of Directorate of Information Technology, Govt. of Maharashtra, in the presence

of the representatives of the Agency, if any, who wish to be present at the time of

opening the tender.

13. The Financial Bid of only those tenderers will be opened whose Technical bid are found

in order. The Financial bid shall be opened at later stage. The scheduled time and venue

etc. will be communicated to only those firms whose technical bids are found in order.

14. Govt. of Maharashtra reserves the right to cancel all bids without assigning any reason.


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B. TECHNICAL QUALIFICATION CRITERIA

The tendering manpower Agency must fulfill the following technical specifications in order to be

eligible for technical evaluation of the bid:

Sl. No. Qualification Criteria Supporting document required

1 The Vendor must be a Registered Company / firm in

India and should be operating in India for the last 2

years as on the date of Bid Opening.

Certificate of Incorporation

issued by the Registrar of

Companies.

2 The Vendor should have worked on minimum of 1

project with any State/ Central Govt. organization,

PSU in India for Social Media or Online

Advertisement in the last 3 years as on date of

submission of the Bid.

Copy of the Work Order or

Agreement or Letter from the

client on his/her letterhead

3 The Vendor should have an office in Mumbai or

anywhere in the Mumbai Metropolitan Region

Letter by an authorized

signatory of the vendor

provided on company

letterhead

4 The Vendor should not have been blacklisted by any

State / Central Govt. organization in India

Letter by an authorized

signatory of the vendor

provided on company

letterhead


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C. TECHNICAL EVALUATION CRITERIA

The technical evaluation shall be based on a presentation to the evaluation committee and the

documents submitted. The brief evaluation criteria are given below:

Sl. No. Evaluation Criteria Marks

1 Past experience of the firm in social media and

online advertising in India

The evaluation shall be based on the quality and

complexity of the assignments and the client profile

handled and shall be based on the presentation to be

made to the evaluation committee

40 Marks

2 Proposed Plan, Creative Ideas and Campaign strategy

for this assignment

The evaluation shall be based on the presentation to

be made to the evaluation committee

40 Marks

3 Profile of key resources proposed for the assignment

and their experience of working with Government

sector in India, especially with Govt. of Maharashtra

The evaluation shall be based on the presentation to

be made to the evaluation committee

20 Marks

4 TOTAL 100

Details regarding all of the above must be provided as part of the Technical Bid being submitted.


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D. Criteria for Evaluation of Tender

1. The Pre-Qualification of the bidder shall be checked on the basis of technical

qualification criteria mentioned in Section B.

2. Bidders meeting or exceeding all the criteria mentioned in Section B shall be deemed

to be meeting the basic qualification criteria and would be eligible for further

evaluation

3. Bidders not meeting or not providing necessary supporting documents for the above

mentioned criteria shall not be considered for further evaluation

4. Bidders meeting the basic qualification criteria shall be eligible for technical

evaluation as per Section C.

5. The Financial Bids of the bidders meeting the technical evaluation criteria (Min.

Score of 70) shall be opened

6. The final evaluation shall be based on Quality Cum Cost Based (QCBS) selection

with Technical Score having 70% weightage and Commercial Score having 30%

weightage


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E. Proforma for Technical Bid

1. Name of Agency:

2. Name of proprietor/Director of the agency:

3. Full Address of Reg. Office with Tel & Fax No.:

4. Full Address of Offices in Maharashtra with Tel & Fax No.:

5. Name of the contact person for the bid:

6. Contact details (Tel. No., email)

7. Registration No. of the Agency under the Companies Act

(Attach copy of the Registration certificate)

8. PAN No of the company:

(Attach copy of PAN card of the Agency)

9. Service Tax Registration No.:

(Attach copy of the Service Tax Registration certificate)

10. Details of major projects with Central Government/State Governments/PSUs/ Reputed

Private Firms as per the need of the Pre-Qualification and Technical Evaluation Criteria

Signature of authorized person

Date: Name:

Place: Seal:


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DECLARATION

1. I,_______________________________ Son/Daughter/Wife of Shri

_______________________________ as Proprietor/Director/authorized signatory of

the Agency mentioned above, is competent to sign this declaration and execute this

tender document;

2. I have carefully read and understood all the terms and conditions of the tender and

undertake to abide by them;

3. The information/documents furnished along with the above application are true and

authentic to the best of my knowledge and belief. I / we, am / are well aware of the fact

that furnishing of any false information / fabricated document would lead to rejection of

my tender at any stage besides liabilities towards prosecution under appropriate law.


Date: Full Name:

Place: Seal:


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F. Proforma for Financial Bid

The agency is required to submit price bid as per following details in the following format in

financial cover.

Sl. No. Item Cost (in INR)

1 Charges for designing the online advertisements

2 Taxes

3 Total

1. The above rates should be inclusive of all taxes

2. The above rates should be inclusive of all out of pocket and incidental expenses. No

other amount shall be payable to the selected agency apart from the rate mentioned

above


Date: Full Name:

Place: Seal


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G. TERMS AND CONDITIONS

General

1. The contract will be initially for a period of four months or till the completion of the

assignment, whichever is earlier, and is likely to commence from 08.11.2012. Govt. of

Maharashtra, however, reserves the right to terminate/curtail the contract at any time after giving

one week’s notice to the selected service providing Agency owing to deficiency of service, sub-

standard quality of manpower deployed and work done, inordinate delays, breach of contract etc.

2. The contracting agency shall not be allowed to transfer, assign, pledge or sub-contract its

rights and liabilities under this contract to any other agency without the prior written consent of

Secretary IT, Govt. of Maharashtra.

3. The tenderer will be bound by the details furnished by him / her to Govt. of Maharashtra while

submitting the tender or at subsequent stage. In case, any of such documents furnished by

him/her is found to be false at any stage, it would be deemed to be a breach of terms of contract

making him / her liable for legal action besides termination of contract.

4. Govt. of Maharashtra reserves right to terminate the contract during the period also after

giving a week’s notice to the contracting agency without assigning any reason.

Liabilities, Control etc. of the persons deployed

5. The Agency shall ensure that the personnel deployed are medically fit. The Agency shall

withdraw such employees who are not found medically suitable by the office immediately on

receipt of such a request.

6. The Agency’s personnel working should be polite, cordial, positive and efficient, while

handling the assigned work. In case, the person employed by the successful Agency commits any

act of omission/commission that amounts to misconduct/ indiscipline/incompetence, the

successful Agency will be liable to take appropriate disciplinary action against such persons,

including their removal from site of work, if required by Govt. of Maharashtra.

7. The contracting agency shall replace immediately any of its personnel who is found

unacceptable to Govt. of Maharashtra because of security risks, incompetence, conflict of

interest, improper conduct etc. upon receiving written notice from Govt. of Maharashtra.


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8. The agency shall nominate a Co-ordinator/Project Manager who would be responsible for

immediate interaction with Govt. of Maharashtra..

9. The contracting agency shall immediately provide a substitute in the event of any person

leaving the job due to his / her personal reasons.

10. It will be the responsibility of the contracting agency to meet transportation, food, medical

and any other requirements in respect of the persons deployed and Govt. of Maharashtra will

have no liabilities in this regard.

11. For all intents and purposes, the contracting agency shall be the “Employer” within the

meaning of different Labour Legislations in respect of manpower so employed and deployed for

this assignment. The persons deployed by the agency shall not have claims any Master and

Servant relationship against Govt. of Maharashtra.

12. The contracting agency shall be solely responsible for the redressal of grievances/ resolution

of disputes relating to person deployed on this assignment or work done. Govt. of Maharashtra

shall, in no way, be responsible for settlement of such issues whatsoever.

13. Govt. of Maharashtra shall not be responsible for any financial or other injury to any person

deployed by contracting agency for survey in the course of their performing the functions/duties,

or for payment towards any compensation.

14. The persons deployed by the contracting agency for survey shall not claim nor shall be

entitled to pay, perks and other facilities admissible to regular/confirmed employees of Govt. of

Maharashtra during the currency or after expiry of the contract.

Legal

15. The contracting agency will be responsible for compliance of all statutory provisions relating

to Minimum Wages, Provident Fund, and Employees State Insurance etc. in respect of the

persons deployed by it.

16. The contracting agency shall also be liable for depositing all taxes, levies, Cess etc. on

account of service rendered by it to Govt. of Maharashtra to concerned tax collection authorities


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from time to time as per extant rules and regulations on the matter. In case, the contracting

agency fails to comply with any statutory/ taxation liability under appropriate law, and as a result

thereof Govt. of Maharashtra is put to any loss/obligation, monetary or otherwise, Govt. of

Maharashtra will deduct the same from the invoices and or the Performance Security Deposit of

the agency, to the extent of the loss or obligation in monetary terms.

17. The contracting agency shall maintain all statutory registers under the Law. The agency shall

produce the same, on demand, to the concerned authority of Govt. of Maharashtra or any other

authority under Law.

18. The Tax Deduction at Source (T.D.S.) shall be made as per the provisions of Income Tax

Department, as amended from time to time and a certificate to this effect shall be provided to the

agency by Govt. of Maharashtra.

Financial

19. The successful Agency will be required to execute an agreement with Govt. of Maharashtra

within the period specified in the award letter.

20. The successful tenderer will have to deposit a performance security amount of Rs. 10,000

(Rupees Ten Thousand Only) immediately after awarding contract in the form of Bank

Guarantee issued by a reputed bank covering the period of contract, plus a period of sixty days.

In case, the contract is further extended beyond the existing period of contract, the performance

security will have to be accordingly renewed by the contract awarding agency.

21. The Bank Guarantee can be forfeited by order of the Competent Authority of Govt. of

Maharashtra in the event of any breach or negligence or non-observance of any terms/conditions

of contract or for unsatisfactory performance or for non-acceptance of the work order.

22. Secretary IT, Govt. of Maharashtra reserves the right to withdraw/relax any of the terms and

condition mentioned above so as to overcome the problem encountered at a later stage.

Terms of payment


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23. The placement agency shall submit the monthly bills in triplicate based on the actual number

of clicks for the month. The payment shall be on a monthly basis based on the data available

with Govt. of Maharashtra.

24. The Tax Deduction at Source (T.D.S.) shall be made as per the provisions of Income Tax

Department, as amended from time to time and a certificate to this effect shall be provided to the

agency by Govt. of Maharashtra.

25. The Agency will ensure the remittance of the salary to the personnel deployed by them for

this project into the bank account of the personnel.

26. In case Govt. of Maharashtra receives any complaints regarding non-payment of salaries to

the personnel deployed in this project, the amount payable to the employee will be recovered

from the bills of Agency and paid to such personnel.


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H. DOCUMENTS TO BE SUBMITTED ALONG WITH THE

TECHNICAL BID

a. Registration Certificate under Companies Act;

b. Copy of PAN card of the Agency (not of the individual);

c. Copy of the Service Tax registration certificate;

d. Copies of contracts awarded during last three years by the Central/State

Government/PSUs/Banks and reputed private firms as needed for Pre-

Qualification and Technical Evaluation.


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I. DOCUMENTS TO BE SUBMITTED BY THE SUCCESSFUL

AGENCY BEFORE START OF PROJECT

1. Details of the Nodal Officer/Project Manager

2. Agreement to be signed with Govt. of Maharashtra

3. Performance Security Deposit of Rs.10,000 (Rupees Ten Thousand Only) in

the form of bank guarantee issued by a reputed Bank covering the period of

contract.

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