TENDER NOTICE Sealed Tenders are invited by the Indian Institute of Technology Bombay, from experienced advertising agencies for the publication of advertisements in newspapers for a period of one year and the contract may be extended if necessary subject to satisfactory performance. Detailed description of the item and instructions for submitting your offer can be downloaded from our website: www.iitb.ac.in/en/tenders/active. Tender No. MMD/Advertising Agency/RC/2015 16 Tender Date. 12 th November 2014 Item Description Empanelment and Rate Contract for Advertising Services Prebid Meeting Date & Time 26 th November 2014 at 3.00 p.m Prebid Meeting Place Materials Management Division Last date of submission of tender: 10 th December 2014 Upto 1.00 p.m. Place of Submission Tender Type Materials Management Division Two Bid System Tender should be submitted on the schedule with your covering letter in the enclosed form duly signed. Your quotation must be submitted in two envelopes Technical Bid and Commercial Bid superscribing on both the envelopes the tender no. and the due date and both these sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date Any other Clarification Name : Deputy Registrar (MM) Dept. : Materials Management Division Email : drmm@iitb.ac.in Contact No. : 022 2576 8800 Opening Date & Time of tender Place of Opening Tender Other Conditions (apart from 10 th December 2014 at 3.00 pm Materials Management Division Tender Fee of Rs.500/ (Rs. Five Hundred Only) and
General Terms & Conditions): Earnest Money Deposit of Rs. 1,00,000/ (Rs. One Lakh Only) in the form of Demand Draft in favour of The Registrar, IIT Bombay payable at Mumbai to be submitted in separate cover along with Technical Bid.
Eligibility Criteria Annexure I 1. The Agency should have the experience of providing advertisement services to Govt./Semi Govt./Boards/Corporation etc. for minimum period of last two years. 2. The Agency should have Indian Newspaper Society (INS) accreditation (Attach copy of proof). 3. The Agency should not have been blacklisted by any Central/State Government/Public Sector Undertaking/Institute of Govt. of India. 4. The Agency should have full set up/office in Mumbai. 5. Agency should have annual turnover of Rs. 10 Crores in last 2 years.(2012 13 & 2013 14) INSTRUCTIONS TO BIDDERS SUBMISSION OF OFFER: 1. The Quotation MUST BE ENCLOSED IN A SEALED COVER superscribing Tender number / due date & should reach the undersigned on or before due date mentioned in the tender notice. If the quotation cover is not sealed, it will be rejected. 2. PRICE BID MUST BE SUBMITTED IN ENCLOSED PRICE BID FORMAT ONLY. 3. Tender should be dropped in the tender box kept in the office of concerned Department / Section or to Indenter. No tender is to be handed over to our staff personally unless otherwise specified. All communications are to be addressed to the undersigned only. In case due date happens to be holiday the tender will be accepted and opened on the next working day. 4. Quoting of Price (s) : Price quoted should be in Indian Rupees. 5. VAT/Other Govt. Taxes : Excise Duty (ED), other taxes, levies, like Service Tax (ST), Education Cess, etc., are to be indicated separately. BIDDER should mention Central and State Sales Tax/VAT Registration, PAN Number are to be necessarily indicated in the offer. 6. If price is not quoted in PRICE BID as provided in tender document then, IIT Bombay will reject bid along with forfeiting Earnest Money Deposit.
CANCELLATION OF TENDER: 1. Not withstanding anything specified in this tender document, Purchaser / IIT Bombay in his sole discretion, unconditionally and without having to assigned any reasons, reserves the rights: a) To accept OR reject lowest tender or any other tender or all the tenders. b) To accept any tender in full or in part. c) To reject the tender offer not confirming to the tenders terms. d) To give purchase preference to Public Sector undertakings when applicable as per Govt. Policy/ Guidelines. VALIDITY OF THE OFFER : 180 Days from the date of submission of offer. TRANSFER AND SUBLETTING : The seller shall not sublet, transfer, assign or otherwise part with the acceptance to the tender or any part thereof, either directly or indirectly, without the prior written permission of the Purchaser. Scope of Work 1. The empaneled agency shall arrange for publication on Institute's advertisement from time to time according to the specific instructions such as name of the newspaper(s), number of insertion(s), specific column(s), date of publication etc. These instructions will be communicated in writing by the competent authority of the Institute from time to time. 2. The text of the advertisement to be published will be made available to the agency well in advance of the date of publication. However, the agency shall accept request for advertisements even at a short notice and arrange to publish the same on the specified dates. 3. Text of advertisement will be provided by the Institute in electronic format (MS word) and the designing/creative options/artwork should be done by the agency to the satisfaction of the Institute. 4. The empaneled agency shall prepare artwork, matrix blocks, bromides etc. as required for release of our advertisement on behalf of the Institute at free of cost. 5. Translation from English to Hindi / any other regional language or vice versa of all Advertisements/Tender notice to be published in other regional newspaper will be arranged by you and no additional charges for translation of the same will be made.
6. Release of the technical advertisement by the advertising agency shall be after approval of advertisement design/artwork only on the dates and in the newspaper(s), category and position communicated by the Institute. 7. The empaneled agency shall arrange to place Institute advertisement(s) in a prominent position in the newspaper(s) without any premium or extra charges. 8. It shall be the responsibility of the agency to ensure that all advertisements of the Institute would be placed prominently and appear in an impressive manner while occupying minimum space. 9. In case the text matter or portion of the text matter for advertisement is not clear, the agency shall obtain clarification(s) from the Institute authority to ensure publication of correct text manner on the specified date without any delay. 10. Whenever, Institute desires to publish advertisement in vernacular languages, the agency shall ensure that, the Institute's name and advertisement text is published in that vernacular language script. 11. The empaneled agency shall arrange for publicity of Institute activities in the press, electronic media, digital and online media at extra cost as per applicable, on demand. 12. The empaneled agency shall submit one consolidated bill for advertisement published in various newspapers either for one or more insertions. 13. All bills must be accompanied by the original paper cuttings of each advertisement(s). Payment will be settled within two months from the date of receipt of the bills. Payment Terms and Conditions 1. Payment to the agency shall be made within two months on submission of all bills, duly supported with all copies/clipping of all editions of the advertisements/ newspapers released. 2. During submission of bill, agency have to submit rate card of respective newspaper.
General Terms & conditions 1. The empanelment of agency is for a period of one year and the contract may be extended if necessary subject to satisfactory performance. A panel of agencies may be empaneled. 2. Empanelment of Agencies will be by matching highest discount submitted by the bidders. 3. If the advertisement is mis printed or published wrongly, the agency shall arrange to publish corrigendum at the earliest possible under intimation to the Institute without any extra cost, including re publishing of the advertisement in whole if desired by the Institute. 4. The rates for all advertisements shall be based on the prevalent tariff/rate cards issued by the different publications. Tariff/Rate cards of different newspapers shall be made available to the Institute Officials for information and processing of bills. Revised rates if any, shall be submitted to the Institute Officials immediately. The Committee may review the rates if there is substantial increase in rate. 5. Preference will be given to those who offer DAVP rates as per DAVP Clause 3. (All Central Govt. advertisements will be routed through DAVP. All attached offices, autonomous organizations and PSUs under the Ministries/Departments will also route their advertisements through DAVP.) will be empaneled. 6. The empaneled agency shall produced periodical statement of payments made by them to the publication house, whenever required by the Institute. 7. During the period of contract, it shall not be open to your agency to assign or to sublet your rights and benefits under this contract. 8. The Institute reserves the right to release any advertisement directly to the newspaper(s) or through any other advertising agency, which may not be on the Institute's panel. 9. The Institute may enter into a parallel rate contract with more than one agency for publishing advertisements. 10.During the period of contract, if services of the empaneled agency is found not to be satisfactorily or adverse complaints are received against the empaneled agency any time during the contract period from the entities of the Institute; the Institute reserves right to terminate the contract unilaterally by giving one month notice, without assigning any reason.
11.The empaneled agency is required to confirm in writing that, the above terms and conditions satisfactorily acceptable to them and they shall not demand any change/alterations later in the terms and conditions so agreed upon. 12.The empanelment of an agency shall not mean that Institute cannot release advertisements directly/through any other agency without routing through the agency empaneled through this NIT process. 13.The Institute reserves the right to reject any or all tenders without assigning any reason(s) whatsoever. 14.Any dispute(s) that may arise shall be subject to the jurisdiction of courts in Mumbai only. Earnest Money Deposit : 1. EMD of unsuccessful bidders will be returned within 30 days after the award of the contract. 2. For successful bidder, EMD will be converted to security Deposit and will be retained with IIT Bombay till the expiry / termination of rate contract without interest. 3. EMD of a tenderer will be forfeited, if the tenderer withdraws or amends its tender or derogates from the tender in any respect within the period of validity of its tender. Further, if the successful tenderer fails to furnish the required performance security within the specified period, its EMD will be forfeited. 4. If the quality of product and service provided is not found satisfactory, IIT Bombay reserves the right to cancel or amend the contract.
Technical Bid Contents Envelope 'A' Technical Bid as mentioned above shall contain the following information: 1. Documentary proof of required experience of minimum of two years in government/semi government/board/corporation etc. Complete address of advertising agency with name of contact of organisation and mobile and landline number. 2. Tender Fee of Rs.500/ (Rs. Five Hundred Only) and Earnest Money Deposit amounting to Rs.1,00,000/ (Rs. One Lakh Only) in the form of Demand Draft in favour of The Registrar, IIT Bombay payable at Mumbai. 3. Annexure II 4. Self attested copies of the following documents are required with the tender document. Audited copy of balance sheet and certified by CA of last two years. IT returns of last two years. 5. Copy of Service Tax No. and PAN No. 6. Undertaking Certificate 7. List of empanelment with various reputed organisations with documentary proof. 8. Documentary proof of INS accreditation. 9. Date of inception of the Advt. Agency with complete details of address, name of contact person along with telephone numbers. 10.Availability of latest infrastructures, resources, facilities, staff deployed and Management etc. 11. Certificate of acceptance of all the terms and conditions. 12. Any other special information. Financial Bid Contents Envelope 'B' 1. Price Bid (Annexure III) Your quotation must be submitted in two envelopes Technical Bid (Envelope 'A') and Commercial Bid (Envelope 'B') superscribing on both the envelopes the tender no. and the due date and both these sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date
ANNEXURE II Sr. No. Particulars 1 Name of the Agency 2 a) Address for correspondence b) Telephone No. c) Fax No. d) Email Id e) Name of the contact person f) Contact number of the contact person 3 Year of Establishment/incorporation (Certificate to be attached) 4 Income Tax PAN (attach copy of PAN card) 5 ST No (Copy of relevant documents to be attached). 6 Turn over 2012 13 2013 14 Attach audited Balance sheet 7 List of Major Corporate Clients: (Give details of corporate clients having annual billing with your Agency ) Attach separate sheet
CERTIFICATE I hereby certify that the above agency has not been ever blacklisted by any Central/State Government/Public Undertaking/Institute on any account. I also certify that the above information is true and correct in any every respect and in any case at letter date it is found that any details provided above are incorrect, and contract given to the above agency may be summarily terminated and blacklisted. Date: (Authorized Signatory) Place: Name: Designation: Contact No.: Seal / Stamp of the Company
ANNEXURE III Price Bid for Display Sr. No. Publication Editions Rates per Sq cm as per publication tariff rate card in INR as on 1 st 1 Times of India 2 Navbharat Times December 2014 * Total Discount provided to IITB on tariff rate card (%) Net Amount per sq cm in INR 3 Times of India + Navbharat Times (package 4 Times of India + Navbharat Times + Maharashtra Times(package 5 Loksatta
6 Indian Express 7 Financial Express 8 Indian Express + Loksatta(package 9 Indian Express + Loksatta + Financial Express(package 10 Indian Express + Loksatta + Financial Express +Jansatta(package 11 The Hindu 12 The Statesman 13 University News 14 Current Science 1. Bangalore 15 Any Other
PAN No.:... VAT/TIN Registration No.:... Signature:... Name:... Business Address:... Affix Rubber Stamp:... Date:... Note : 1. All rates should be in per sq cm 2. All rates should be for black & white print. 3. Company may offer maximum discount on Advt. Rates/ DAVP/Special rates applicable to the educational institutes. (Annexure III) 4. All editions should include all the regions available with the newspaper. * Authorised tariff cards should be submitted along with price bid
Price Bid for Tender Sr. No. Publication Editions Rates per Sq cm as per publication tariff rate card in INR as on 1 st December 2014 * 1 Times of India 2 Navbharat Times Total Discount provided to IITB on tariff rate card (%) Net Amount per sq cm in INR 3 Times of India + Navbharat Times (package 4 Times of India + Navbharat Times + Maharashtra Times(package 5 Times of India + Navbharat Times + Maharashtra Times +Economic Times (package 1. All Editions
6 Loksatta 7 Indian Express 8 Indian Express + Loksatta(package 9 Indian Express + Loksatta + Financial Express(package 10 Indian Express + Loksatta + Financial Express +Jansatta(packag e PAN No.:... VAT/TIN Registration No.:... Signature:... Name:...
Business Address:... Affix Rubber Stamp:... Date:... Note : 1. All rates should be in per sq cm 2. All rates should be for black & white print. 3. Company may offer maximum discount on Advt. Rates/ DAVP/Special rates applicable to the educational institutes. (Annexure III) 4. All editions should include all the regions available with the newspaper. * Authorised tariff cards should be submitted along with price bid
Price Bid for Appointment Sr. No. Publication Editions Rates per Sq cm as per publication tariff rate card in INR as on 1 st December 2014 * 1 Times of India Total Discount provided to IITB on tariff rate card (%) Net Amount per sq cm in INR 2 Navbharat Times 3 Times of India + Navbharat Times (package 4 Times of India + Navbharat Times + Maharashtra Times(package 5 Times of India + Navbharat Times + Maharashtra Times +Economic Times (package
6 Loksatta 7 Indian Express 8 Indian Express + Loksatta(packag e 9 Indian Express + Loksatta + Financial Express(package 10 Indian Express + Loksatta + Financial Express +Jansatta(packa ge PAN No.:... VAT/TIN Registration No.:... Signature:...
Name:... Business Address:... Affix Rubber Stamp:... Date:... Note : 1. All rates should be in per sq cm 2. All rates should be for black & white print. 3. Company may offer maximum discount on Advt. Rates/ DAVP/Special rates applicable to the educational institutes. (Annexure III) 4. All editions should include all the regions available with the newspaper. * Authorised tariff cards should be submitted along with price bid
Price Bid for Classified Sr. No. Publication Editions Rates per Sq cm as per publication tariff rate card in INR as on 1 st December 2014 * 1 Times of India Total Discount provided to IITB on tariff rate card (%) Net Amount per sq cm in INR 2 Navbharat Times 3 Times of India + Navbharat Times + Maharashtra Times(package 4 Indian Express PAN No.:... VAT/TIN Registration No.:... Signature:... Name:... Business Address:... Affix Rubber Stamp:...
Date:... Note : 1. All rates should be in per sq cm 2. All rates should be for black & white print. 3. Company may offer maximum discount on Advt. Rates/ DAVP/Special rates applicable to the educational institutes. (Annexure III) 4. All editions should include all the regions available with the newspaper. * Authorised tariff cards should be submitted along with price bid