APPLICATION FORM for Empanelment of Communication
Consultants (Print & Electronic Media) for Department of
EGS, Government of Maharashtra.
Sub:"Empanelment of Communication Consultant (Print and Electronic
Media) for Department of EGS, Government of Maharashtra. (Year
Note: The relevant information sought in proforma below may be mentioned in short
against the points. Detailed documents/certificates etc may be enclosed and flagged)
1 Name &Address of the Firm Tel/Fax/email
2 Date of Establishment (enclose evidence)
3 Branches (encloses details with address &
4 Is your firm a proprietorship, partnership
or registered under the Companies Act.
Please give details & enclose Certificate
5 Accreditation detail of INS, (Enclose
6 Accreditation/Registration detail of
DA VP/DIPR, Registrar of newspapers,
Doordarshan & AIR.
7 Details of Income Tax Registration.
Enclose IT Clearance / PAN details
8 Service -Tax Registration details &
enclose copy of latest service tax
9 Professional set up (Complete details of
machinery, staff, editorial staff, designers
& others) Enclose list.
10 List of present clients & sample of
recently done (list no. of present clients
here),works (enclose copies)
11 Experience with Government Departments
12 Details of Turnover during last 3 years.
Balance Sheet (Mention last year's
turnover in Crores here), Profit & Loss
accounts duly verified by C.A. (enclosed
13 Any other information
This is to certify that I have understood the provisions of tender document and
all the information given by me in tender document is true to the best of my
Signature of Tenderer
Detailed Terms & Conditions-
1. Applications are invited from Media Agencies for empanelment as Communication
consultants by the Department of EGS, Government of Maharashtra.
2. The Agency's services shall be broadly classified as under:
Indicative Scope of Work-
1 Conceptualizing campaigns to spread information & awareness and provide a
Creative Vision for Publicity about schemes under NREGA for a period of three
2 Publicity of the Scheme through Audio-Visual, Print & Electronic Media including
formulation and implementation of a Creative Strategy for the Department at
State, District, Taluka & Village Level for three years, i.e. 2012-13, 2013-14 and
3 Artwork & Printing of Posters, Pamphlets, Wall-paintings, Banners, Badges,
Information Booklets etc. in Marathi. Designing and production of creatives for the
print, online, outdoor and other media during the three year period, i.e. 2012-
13, 2013-14 and 2014-15, on themes / subjects to be decided in consultation with
the Department of EGS. The Print creative’s would, at times, be required to be
provided at very short notice. Similarly production of online creative’s in Rich Text
Media is part of the scope
4 Adaptation / Replication of creatives produced for the print, television, outdoor,
online, other media for use, as per the requirement of publications, channels,
outdoor sites, websites & portals, etc of the agency. No separate payment for it.
5 Event Management to organise different types of Melavas in Rural Areas including
Saprpancha Melavas, Road Shows at Weekly Bazaars in Rural areas, Exhibitions
6 Providing press cuttings and news relating to NREGA published across the Country
7 Translation of the print /outdoor / online creatives, radio spots into English and
also from English or Hindi to Marathi as and when required.
8 Preparing and maintaining an inventory of Images and Creatives of the Department
of EGS including appropriate documentation.
9 Production of publicity and promotional material on a regular basis, including
brochures, leaflets, maps, posters, carry bags, calendars, etc.
10 Any other creative work that may be assigned by the Department of EGS,
Government of Maharashtra from time to time.
11 Providing monthly strategic inputs for the creative campaigns of the Department of
EGS, Government of Maharashtra
12 Creative and Media proposals based on a set of agreed objectives.
13 Production of advertising material and promotional material.
14 Buying of time and space in all media of advertising i.e. Print and Mass Media
15 (Radio, T.V. etc )
16 Promotional VCDs, DVD CD- Rom, advertising related work.
17 Any other promotion related services on mutually agreed terms.
Minimum Qualification criteria:
A The applicant agencies should have full accreditation of Indian Newspaper Society
INS, besides accreditation/registration in Directorate of Advertising & Visual
Publicity (DAVP)/DIPR, Registrar of Newspapers of India; Doordarshan & AIR is
B The applicant agencies should have a minimum work experience of seven years
in the relevant field and an annual turnover of at least Rs.10 crores in last three
C The agency must necessarily have current and past experience of handling
government related schemes.
D The agency should have adequate experience creating creatives and handling
domestic print and Mass media including Radio, T.V. and organising events etc.
E The agency should be able to demonstrate job samples, and should be fully
equipped with computers and necessary software, staff & material for designing of
necessary material. Those having most modern automated office for the latest
graphic and other kinds of designing and availability of all kinds of communication
facilities like fax, website, mobile telephone and e-mail etc. shall be preferred.
F The agency should be in position to provide the Department with concepts and
designs for miscellaneous jobs e.g., creative designs, print material, digital
Photography, Video Shoot etc.
G The agency should have the capacity to arrange/provide international quality
photographs on the Schemes undertaken in NREGA all over Maharashtra.
H Preference shall be given to such agencies, which have an office and permanent
authorized representative in Mumbai & Major cities of Maharashtra.
Procedure for Selection:-
All the proposals received will be scrutinized to assess their eligibility based on
the qualifying criteria. Those proposals which do not meet the qualifying criteria
will be rejected, forthwith, or at any stage of detection.
The Department will finalise Agencies on basis the infrastructure and team
assessment. This assessment will be done by the Department management team.
Decision taken will be at the sole discretion of Department.
Shortlisted agencies shall be requested to make a presentation on some of their
recent creative done by their team, for the print & Electronic media, and their
creative strategy for promotion of the schemes under NREGA in rural areas of
Criteria for evaluation of Creative presentations (to be filled by the department
after the presentations of agencies and only for those agencies who have fulfilled
the minimum eligibility criteria.
Sr. Name List of Any Approac Strategi Under Experience Tota
No of the Present Campaign h c standi of l
. agenc Clients/ / Thinking ng Governmen Mark
y Accoun creative at and t Schemes s
t State/ prese
handle District n
d Level tation
20 20 15 20 20 5 100
GENERAL CONDITIONS OF TENDER & CONTRACT FOR
EMPANELMENT OF Communication Consultants- (2012-2015)
Note: Tenderer should read these conditions carefully and comply strictly while
submitting their tenders.
1. Empanelment of media agencies shall be done on the basis of criteria enumerated
in the tender and terms and conditions stated as below. Rate for various jobs
shall be called as and when required which shall be on turn-key basis including all
expenses on any particular event. The empanelment will be initially for two years
and will be extended on basis of evaluation of work.
2. Tenders must be submitted in properly sealed envelope according to the
directions given in the Tender-Notice.
I. Any Change in the constitution of the firm, etc. Shall be notified forthwith
by the firm in writing to the Department and such change shall not relieve
any former member of the firm, etc. from any liability under the contract.
II. No new partner/partners shall be accepted in the firm by the firm in
respect of the contract unless he/they agreed to abide by all its terms,
conditions and deposit with the department with a written agreement of
this effect. The contractor/ firms receipt for acknowledgment or that of
any partners subsequently accepted as above shall bind all of them and
shall be sufficient discharge for any of the purpose of the contract.
3. Sales Tax Registration and Clearance Certificate: No dealer who is not registered
under the Sales Tax Act prevalent in the State, if applicable where his business is
located shall tender. The Sales Tax Registration No. Should be quoted and a sales
tax clearance certificate from the Commercial Taxes Officer of the Circle
concerned shall be submitted without which the tender is liable to rejection.
4. Copies of service tax registration & latest clearance certificate should be enclosed.
5. Tender form shall be filled in ink or typed. No Tender filled in pencil shall be
considered. The tenderer shall sign the tender form at each page and at the end
in token of acceptance of all the terms & conditions of the tender.
6. Validity : Empanelment shall be valid for a period of three years from the date of
acceptance of the tender.
7. The contractor/ firm shall not assign or sub-let his contract or any substantial
part thereof to any other agency.
8. Direct or indirect canvassing on the part of the tenderer or his representative will
be a disqualification.
9. In case of delay in services/supplies, liquidated damages will be charged @ 5%
on the cost of the work. The delivery period would be treated as specified in the
work order for calculation of liquidated damages.
10. Earnest money :
(a) Tender shall be accompanied by a Refundable Deposit of Rs1,00,000/-(Rs.
One Lac) without which tender will not be considered. The amount should paid
by DD drawn on Nationalised Bank in favour of MGNREGSSFA (Maharashtra),
(b) Refund of earnest money : The earnest money of unsuccessful tender shall be
refunded soon after final empanelment of the agencies have been completed.
(c) No interest shall be payable on earnest money deposited with the
11. Agreement and Security deposit:
Successful tenderer from the empanelled agencies shall have to execute an
agreement as specified within 10 days from the date of dispatch of acceptance
letter of the tender and will also have to deposit security money equal to 5%
of the estimated value of the work order as and when any work order is
placed to any of the empanelled agencies.
12. Forfeiture of Security deposit : Security amount/ in full or part may be forfeited in
the following cases :
a) When any term and condition of the contract is breached.
b) When the tenderer fails to make complete supply satisfactorily.
c) Notice of reasonable time will be given in case of forfeiture of security
deposit. The decision of the Principal Secretary-EGS shall be final.
13. The expenses of completing and stamping the agreement shall be paid by the
tenderer and the Department shall be furnished free of charge with one executed
stamped counter part of the agreement.
14. If any dispute arises out of the contract with regard to the interpretation,
meaning and breach of the terms of the contract, the matter shall be referred to
by the Parties to Sole Arbitrator and whose decision shall be final.
15. All legal proceedings, if necessary arise to institute by any of the parties
(Government or Contractor/ firm) shall have to be lodged in courts situated in
Mumbai city and not elsewhere.
I/we have carefully gone through/understood all above terms & conditions and I/we shall
be binding to the above terms and conditions.
Signature of Tenderer
SR FORM –II
DECLARATION BY TENDERERS
I / we declare that I am / we the information provided by us is true and correct.
If this declaration is found to be incorrect then without prejudice to any other action that
be taken, my / our security may be forfeited in full and the tender to any extent
accepted may be cancelled.
Signature of the Tenderer with seal.