TENDER DOCUMENT FOR PURCHASE OF: ENGAGEMENT OF ADVERTISING AGENCY Tender Number: /PURCHASE, Dated:

Transcription

1 India Government Mint, Alipur, Kolkata Pin India Ph. No: , Fax No: CIN: U22213DL2006GOI Web: GSTIN : 19AAJCS6111J2Z4 PR Number PR Date Indenter Department Biplab Basak PURCHASE Not Transferable Security Classification: TENDER DOCUMENT FOR PURCHASE OF: ENGAGEMENT OF ADVERTISING AGENCY Tender Number: /PURCHASE, Dated: This Tender Document Contains Pages. Details of Contact person in SPMCIL regarding this tender: Name: Designation: Address: Biplab Basak Assistant Manager (MM) IGMK (India Government Mint, Kolkata) India T01.1

2 Section1: Notice Inviting Tender (NIT) /PURCHASE (SPMCIL's Tender SI No.) (Date) 1. Sealed tenders are invited from eligible and qualified tenderers for supply of following goods & services: Sch d. No. 1 Brief Description of Goods/services 1 Engagement of Advertising Agency Engagement of Advertising Agency Quantity (with unit) Type of Tender (Two Bid/ PQB/ EOI/ RC/ Development/ Indigenization/ Disposal of Scrap/ Security Item etc.) Dates of sale of tender documents: Place of sale of tender documents Earnest Money (In Rupee) AU INR FORTY THOUSAND ONLY AU Remarks TWO-BID National Competetive Bid EXPRESS From to during office hours. INDIA GOVT. MINT, KOLKATA Closing date and time for receipt of tenders :00:00 Place of receipt of tenders TENDER BOX, I.G.MINT, KOLKATA Time and date of opening of tenders :30:00 Place of opening of tenders INDIA GOVT. MINT, KOLKATA Nominated Person/ Designation to Receive Bulky Biplab Basak Tenders (Clause of GIT) Assistant Manager (MM) 2. Interested tenderers may obtain further information about this requirement from the above office selling the documents. They may also visit our website mentioned above for further details. 3. Tender documents may be purchased on payment of non-refundable fee of Rs.500/- (Rupees Five Hundred Only) per set in the form of Account Payee Demand Draft / Banker#s cheque / Pay order, drawn on a scheduled commercial bank in India, in favor of #India Government Mint, Kolkata ( A Unit of SPMCIL)# Payable at Kolkata. 4. EMD in the form of account payee Demand Draft/ Bankers Cheque /Fixed Deposit Receipt in favour of the #India Government Mint, Kolkata (A unit of SPMCIL)# is to be furnished along-with Technical Bid from any Scheduled Commercial Bank otherwise the tender will not be considered and will be liable to be rejected. 5. If requested, the tender documents will be mailed by registered post/speed post to the tenderers, for which extra expenditure per set will be Rs.100/-. The tenderer is to add the applicable postage cost in the non-refundable fee mentioned in Para 3 above. 6. Tenderer may also download the tender documents from our website and and submit its tender by utilizing the downloaded document, along with the required non-refundable fee as mentioned in Para 3 above. 7. Tenderers shall ensure that their tenders duly sealed and signed, complete in all respects, are dropped in the tender box located at the address given below on or before the closing date and time indicated in the Para 1 above, failing which the tenders will be treated as late and rejected. The General Manager, India Government Mint, Alipore, Kolkata, Pin # (INDIA) Sec01.1

3 8. In the event of any of the above mentioned dates being declared as a holiday/ closed day for the purchase organization the tenders will be sold/received/opened on the next working day at the appointed time. 9. The Tender documents are not transferable. 10. No Conditional Tender shall be accepted (Name Designation, Adress telephone number etc of the officer signing the document) For and on behalf of... Sec01.2

4 Section II: General Instructions to Tenderers (GIT) Part 1: General Instructions Applicable to all type of Tenderers Please refer to our website for further details: Sec02.1

5 Section II: General Instructions to Tenderers (GIT) Part II: Additional General Instructions Applicable to Specific type of Tenderers Please refer to our website for further details: Sec02.2

6 Section III: Specific Instructions to Tenderers (SIT) The following Special Instructions to Tenderers will apply for this purchase. These special instructions will modify/ substitute/ supplement the corresponding General Instructions to Tenderers (GIT) incorporated in Section II. The corresponding GIT clause numbers have also been indicated in the text below: In case of any conflict between the provision in the GIT and that in the SIT, the provision contained in the SIT shall prevail. (Clauses of GIT listed below include a possibility for variation in their provisions through SIT. There could be other clauses in SIT as deemed fit.) Sr No GIT Clause No. Topic 01 4 Eligible Goods and Services (Origin of Goods) SIT Provision All goods and services to be supplied and provided for the contract shall have the origin in India only Prebid Conference NA 03 9 Time Limit for receiving request for NA clarification of Tender Documents Tender Currency Supplier is requested to quote price within 2 Decimal place.quotation with price quote beyond 2 decimal place is ignored Applicability of Octroi and Local taxes NA Customs Duty NA Indian Agent NA Firm Price/ Variable Price Variable Price is not applicable. so firms are requested to quote Firm Price only Earnest Money Deposit & Tender Fees In addition, for MSME firms, the tenderers who are currently registered and, also, will continue to remain registered during the tender validity period with District Industries, Centers or Khadi and village Industries board or Coir Board or NSIC ordirectorate of Handicrafts and Handlooms or any other body specified by Ministry of Micro, Small & Medium Industry under MSME are exempted from payment of earnest money. In case the tenderer falls in these categories, it should furnish certified copy of Earnest Money Deposit & Tender Fees (Contd.) its valid registration details (with NSIC or any other body as stated above) Tender Validity The tender should be valid for a period of 120 days from the date of opening of tender Number of Copies of Tenders to be submitted A tenderer shall submit two copies of its tender marking them as #Original# and #Duplicate# Signing & Sealing of Tender Tender will consist of Two bid system (Techno-Commercial bid & Financial bid). Techno-commercial Bid and Price Bid are to be submitted in two separate double sealed envelopes on or before the due date of submission of tender. It may noted that the price is Sec03.1

7 Sr No GIT Clause No. Topic SIT Provision not to be quoted in the Techno-commercial Bid. It shall only be quoted in Price Bid. Non- adherence to these shall make tender liable for rejection. The envelopes containing bids Signing & Sealing of Tender (Contd.) shall be super scribed as #Techno- Commercial Bid# and #Price Bid# as the case may be for "Engagement of Advertising Agency" The sealed envelopes shall again be put in another sealed cover and should be super scribed as #Techno-Commercial Bid# and #Price Bid# due on up to 3.00 PM (IST). Late tender shall not be accepted. Tenderers shall submit their offers only on prescribed form. Tenders shall be submitted in parts as below : Signing & Sealing of Tender (Contd.) Part # I : Techno-Commercial Bid Signing & Sealing of Tender (Contd.) (i) Containing un priced tender consisting of experience, past performance, capacity/ capability related data, financial standing data, declaration etc. as specified under Section IX in this tender document. (ii) EMD (iii) Tender document fee.(iv) Tender Form (unpriced) (v) Questionnaire (vi) Manufacturer's authorization letter if the bidder is not Manufacturer. (vii) The tenderer shall submit detailed technical offer as per Signing & Sealing of Tender (Contd.) technical specifications given in Section VII and list of requirement given in Section VI of this tender document. (viii) The tenderer has to submit acceptance of all section of the tender document (GIT, SIT, GCC & SCC), quality control requirement, etc.part # II : Price Bid The tenderer shall quote price strictly as per the proforma given in Section XI of this tender document E-Tendering NA Taxes & Duties If the tenderer fails to include taxes in the terder, no claim thereof will be considered by the purchaser afterwards. Income Tax, TDS shall be borne by the tenderer Additional Factors for Evaluation of Offers MSME/NSIC registered firms are exempted from paying the cost of Tender document Additional Factors for Evaluation of Offers (contd.) As per the Policy circular no. 1(2)(1)/2016-MA dated 10th March 2016 of Ministry of Micro, Small & Medium Enterprises has been issued pertaining to relaxation of norms for Startups and Micro & Small Enterprises in Public Procurement on Prior ExperiencePrior Turnover criteria. In exercise of Para 16 of Public Procurement Policy for Micro and Small Enterprises Order 2012, it is clarified Sec03.2

8 Sr No GIT Clause No. Topic Additional Factors for Evaluation of Offers (contd.) Additional Factors for Evaluation of Offers (contd.) SIT Provision that all Central Ministries/ Departments/ Central Public Sector Undertakings may relax condition of prior turnover and prior experience with respect to Micro and Small Enterprises in all public procurements subject to meeting of quality and technical specifications. Hence, the condition of Prior Turnover and prior experience with respect to Micro and Small Enterprises isrelaxed for this tender accordingly. prior experience with respect to Micro and Small Enterprises in all public procurements subject to meeting of quality and technical specifications. Hence, the condition of Prior Turnover and prior experience with respect to Micro and Small Enterprises isrelaxed for this tender accordingly Parallel Contracts IGM, Kolkata reserves its right to conclude Parallel contracts, on two bidders. The Parallel Contracts would be concluded as given below subject to alternate bidder matching the Prices with lowest bidder.i) The lowest bidder L1 should be awarded at least 60% of the total contract value or his spare supply capacity, whichever is lower. The ratio of splitting given above is approximate and may be subject to limitation of order quantity Parallel Contracts (Contd.) ii) For the rest of the contract quantity the lowest rate accepted will be counter offered to L2 party. On acceptance of the counter offer, order will be placed on L2 party for 40% of the proposed quantity/ value or the spare supply capacity of the L2 bidder, whichever is lower. In case of non-acceptance of counter offer by L2 party, similar offer shall be given to L3 and L4 and so on , 51.2 PQB Tenders NA Sec03.3

9 Section IV: General Conditions of Contract (GCC) Please refer to our website for further details: Sec04.1

10 Section V: Special Conditions of Contract (SCC) The following Special Conditions of Contract (SCC) will apply for this purchase. The corresponding clauses of General Conditions of Contract (GCC) relating to the SCC stipulations have also been incorporated below. These Special Conditions will modify/ substitute/ supplement the corresponding (GCC) clauses. Whenever there is any conflict between the provision in the GCC and that in the SCC, the provision contained in the SCC shall prevail. (Clauses of GCC listed below include a possibility for variation in their provisions through SCC. There could be other clauses in SCC as deemed fit) Sl.No. GCC Clause No. Topic SCC Provision 01 5 Country of Origin All goods and services to be supplied and provided for the contract shall have the origin in India only Packing NA Delivery Schedule 1. The job work should be started within 30 days from the date of issue of Mint Award of Contract/ Notification of Award to the successful bidder. 2. The Advertisement is to be published within (3) three working days after receipt of letter from this office for final publishing. 3. The Job Work to be done as per scope of work, on as and when required basis from the date of issue of Notification of Award of Contract / PO / Contract and will be valid for 1(one) year Transportation NA Shipping Arrangement NA Insurance NA Spare Parts NA Incidental Services NA Distribution & Dispatch NA Option Clause Purchaser reserves the right to increase the ordered quantity by 25% at any time, on same terms and condition till final delivery date of the contract, by giving reasonable notice even though the quantity ordered initially has been supplied in full before the last date of the delivery period Terms of payments Payment will be made within 30 days after completion of the work; Invoice/Bill should be accompanied by the original advertisement clipping duly published and DAVP Price list of all national dailies in which advertisement has been published. 1. The service provider should provide their id with their bill, for intimation of payment. 2. Payment will be made by e-payment only & for the purpose of e-payment kindly ensures to submit the following information Terms of Payments (Contd.) of your Bank details along with Quotation: I. Sec05.1

11 Sl.No. GCC Clause No. Topic SCC Provision Applicant (Remitter) Details: Account Title, Debit Account No., Account Type: Current /Saving / Cash Credit etc., II. Beneficiary Details: Beneficiary Name, Credit Account No., Centre (Location), Nameof Bank along with Address & Branch Code. III. Account Type: IFSC Code, MICR Code, I.D. and Mobile Number of the beneficiary Terms of Payments (Contd.) 3. All the documents would be sent to The General manager, India Government Mint, Kolkata. 4. For the transaction through RTGS, the firm may submit thea/c No. MICR code & name of Bank, Branch name, IFSC code, Account type etc LD If the supplier fails to deliver any or all of the goods or fails to perform the services within the time frame(s) incorporated under section VI: List of Requirements (as mentioned in Sl. No.7 & 8), India Govt. Mint, Kolkata shall, without prejudice toother rights and remedies available to India Govt. Mint, Kolkata under the contract, deduct from the contract price, as liquidated damages, a sum equivalent to the 0.5% percent of the invoice amount of the delayed goods and/ or services for each week of LD (Contd.) delay or part thereof until actual delivery or performance, subject to a maximum deduction of the 10% of the delayed goods# or services# contract price(s). During the above mentioned delayed period of supply and / orperformance, the conditions incorporated under GCC shall also apply. Sec05.2

12 Section VI: List of Requirements Schedule No. Breif Description of goods and services (Related Specifications etc.are in Section-VII) 1 Engagement of Advertising Agency Accounting Unit Quantity Amount of Earnest Money AU INR FORTY THOUSAND ONLY 0.00 Remark Agency should be in existence for more than 3 years and should have experienced in providing service of similar type of job work amounting to Rs. 6 Lakhs or more in any one year during last five years ending on in any central Govt./State Govt./Govt. PSU/ Govt. Autonomous bodies. 1. All experience, past performance and capacity/capability related/ data should be certified by the authorized signatory of the bidder firm. The credentials regarding experience and past performance to the extent required as per eligibility criteria submitted by bidder should be verified from the parties for whom work has been done. 2. Bidder to furnish stipulated documents in support of fulfillment of qualifying criteria. Non-submission or incomplete submission of documents may lead to rejection of offer. Sec06.1

13 Section VII: Technical Specifications Scope of Work :- 1. The rate shall be at the prescribed DAVP rates (per sq cm) applicable for all kind of Government advertisements. 2. In case where DAVP rates are not prescribed, Agency has to seek prior approval for approval of rate from India Govt. Mint, Kolkata. 3. The agency will not be paid anything extra for creative, design and logo charges. 4. The agency will not be paid for translation of material in English to Hindi or to any other Indian language, if required. 5. The rate and discount quoted by the agency shall be valid during the period of contract. No backing out from the agreement will be entertained once the same is finalized and in such a case the security deposit will be forfeited. 6. The agency will not charge any extra payment for designing and art work. The advertisement is to be published within 3 working days after receipt of letter from this Office. 7. Whenever advertisement is given to the firm, draft advertisement must be made and supplied to Mint, within 2 days. 8. After finalizing the advertisement, the date of publication is given by Mint, the firm must get it advertised on the same day or next day. 9. Payment will be made after completion of the work. Invoice/Bill should be accompanied by the original advertisement clipping duly published and DAVP Price list of all national dailies in which advertisement has been published. 10. IG Mint, Kolkata shall not be responsible for any dispute between the advertisement agency and the newspapers/publishers in regard to the payment to be made by the advertising agency to the newspapers. Similarly, IG Mint, Kolkata shall not be responsible for any dispute between the advertising agency and the newspapers in whatever matter 11. IG Mint Kolkata reserves the right to cancel the Ad Agency at any time giving one month notice. Sec07.1

14 Section VIII: Quality Control Requirements Service Delivered not in conformity with scope of service will be treated as service not delivered at all. Service shall be delivered by the service provider in accordance with the terms and conditions specified in the contract failing which expenses may be levied on supplier. Sec08.1

15 To, India Government Mint, Kolkata A Unit of Security Printing & Minting Corporation of India Limited (Wholly Owned by Govt. of India) Kolkata Section X: Tender Form Date: Ref: Your Tender document No /PURCHASE dated We, the undersigned have examined the above mentioned tender enquiry document, including amendment No..., dated... (if any), the receipt of which is hereby confirmed. We now offer to supply and deliver... (Description of goods and services) in conformity with your above referred document for the sum of (total tender amount in figures and words), as shown in the price schedule(s), attached herewith and made part of this tender. If our tender is accepted, we undertake to supply the goods and perform the services as mentioned above, in accordance with the delivery schedule specified in the List of Requirements. We further confirm that, if our tender is accepted, we shall provide you with a performance security of required amount in an acceptable form in terms of GCC clause 6, read with modification, if any, in Section V - 'Special Conditions of Contract', for due performance of the contract. We agree to keep our tender valid for acceptance for a period up to..., as required in the GIT clause 19, read with modification, if any in Section-III - 'Special Instructions to Tenderers' or for subsequently extended period, if any, agreed to by us. We also accordingly confirm to abide by this tender up to the aforesaid period and this tender may be accepted any time before the expiry of the aforesaid period. We further confirm that, until a formal contract is executed, this tender read with your written acceptance thereof within the aforesaid period shall constitute a binding contract between us. We further understand that you are not bound to accept the lowest or any tender you may receive against your above-referred tender enquiry.... (Signature with date)... (Name and designation) Duly authorized to sign tender for and on behalf of Sec10.1

16 Price of Engagement of Advertising Agency : Section XI: Price Schedule 1. Quote discount % on DAVP rate. 2. GST as applicable separately. Important: 1. No price to be indicated in the format which is to be enclosed along with Techno-commercial tender (Part I) However, Price Bid (Part II) which contains prices should be in this proforma only and to be enclosed in a sealed cover separately. However, packets should be sent as per clause no of SIT.... Signature of the tenderer with designation with seal Sec11.1

17 Section XII: Questionnaire The tenderer should furnish specific answers to all the questions / issues mentioned below. In case a question / issue does not apply to a tenderer, the same should be answered with the remark "not applicable". Wherever necessary and applicable, the tenderer shall enclose certified copy as documentary proof / evidence to substantiate the corresponding statement. In case a tenderer furnishes a wrong or evasive answer against any of the under mentioned question/ issues, its tender will be liable to be ignored. 1. Brief description and of goods and services offered: 2. Offer is valid for acceptance up to Your permanent Income Tax A/ C No. as allotted by the Income Tax Authority of Government of India: Please attach certified copy of your latest/ current Income Tax clearance certificate issued by the above authority. 4. Status : a) Are you currently registered with the Directorate General of Supplies & Disposals (DGS&D), New Delhi, and / or the National Small Industries Corporation (NSIC), New Delhi, and / or the present SPMCIL and / or the Directorate of Industries of the concerned State Government for the goods quoted? If so, indicate the date up to which you are registered and whether there is any monetary limit imposed on your registration. b) Are you currently registered under the Indian Companies Act, 1956 or any other similar Act? Please attach certified copy(s) of your registration status etc. in case your answer(s) to above queries is in affirmative. 5. Please indicate name & full address of your Banker(s) : 6. Please state whether business dealings with you currently stand suspended/ banned by any Ministry/ Deptt. of Government of India or by any State Govt.... (Signature with date) (Full name, designation & address of the Person duly authorized sign on behalf of the tenderer) For and on behalf of (Name, address and stamp of the tendering firm) Sec12.1

18 Section XIV: Manufacturer's Authorization FORM To, India Government Mint, Kolkata A Unit of Security Printing & Minting Corporation of India Limited (Wholly Owned by Govt. of India) Kolkata Dear Sirs, Ref.: Your Tender document No... dated... We... who are proven and reputable manufacturers of... (name and description of the goods offered in the tender) having factories at... here by authorize Messrs... (name and address of the agent) to submit a tender, process the same further and enter into a contract with you against your requirement as contained in the above referred tender enquiry documents for the above goods manufactured by us. We further confirm that no supplier or firm or individual other than Messrs... (name and address of the above agent) is authorized to submit a tender, process the same further and enter into a contract with you against your requirement as contained in the above referred tender enquiry documents for the above goods manufactured by us. We also hereby extend our full warranty, as applicable as per clause 16 of the General Conditions of Contract read with modification, if any, in the Special Conditions of Contract for the goods and services offered for supply by the above firm against this tender document. Yours faithfully, [Signature with date, name and designation] Note: This letter of authorization should be on the letter head of the manufacturing firm and should be signed by a person competent and having the power of attorney to legally bind the manufacturer. Sec14.1

19 Section XVI: Contract Form Contract No...dated... This is in continuation to this office' Notification of Award No... dated Name & address of the Supplier: SPMCIL's Tender document No... dated...and subsequent Amendment No... dated... (If any), issued by SPMCIL 3. Supplier's Tender No... dated...and subsequent communication(s) No... dated... (If any), exchanged between the supplier and SPMCIL in connection with this tender. 4. In addition to this Contract Form, the following documents etc, which are included in the documents mentioned under paragraphs 2 and 3 above, shall also be deemed to form and be read and construed as part of this contract: (i) General Conditions of Contract; (ii) Special Conditions of Contract; (iii) List of Requirements; (iv) Technical Specifications; (v) Quality Control Requirements; (vi) Tender Form furnished by the supplier; (vii) Price Schedule(s) furnished by the supplier in its tender; (viii) Manufacturers' Authorization Form (if applicable for this tender); (ix) SPMCIL's Notification of Award Note: The words and expressions used in this contract shall have the same meanings as are respectively assigned to them in the conditions of contract referred to above. Further, the definitions and abbreviations incorporated under clause 0 of Section - V - 'General Conditions of Contract' of SPMCIL's Tender document shall also apply to this contract. 5. Some terms, conditions, stipulations etc. out of the above-referred documents are reproduced below for ready reference: (i) Brief particulars of the goods and services which shall be supplied/provided by the supplier are as under: (ii) Delivery schedule (iii) Details of Performance Security (iv) Quality Control (a) Mode(s), stage(s) and place(s) of conducting inspections and tests. (b) Designation and address of SPMCIL's inspecting officer (v) Destination and dispatch instructions (vi) Consignee, including port consignee, if any (vii) Warranty clause (viii) Payment terms (ix) Paying authority... (Signature, name and address of SPMCIL's authorized official) For and on behalf of... Received and accepted this contract... (Signature, name and address of the supplier's executive duly authorized to sign on behalf of the supplier) For and on behalf of... (Name and address of the supplier)... (Seal of the supplier) Date: Place: Sec16.1

20 Section XVII: Letter of authority for attending a Bid opening The General Manger, India Government Mint, Kolkata. Subject: Authorization for attending bid opening on in the Tender of ENGAGEMENT OF ADVERTISING AGENCY. Following persons are hereby authorized to attend the bid opening for the tender mentioned above on behalf of (Bidder) in order of preference given below. Order of Preference Name Specimen Signatures Alternate representative Signatures of bidder or Officer authorized to sign the bid Documents on behalf of the bidder. Note: 1. Maximum of two representatives will be permitted to attend bid opening. In cases where it is restricted to one, first preference will be allowed. Alternate representative will be permitted when regular representatives are not able to attend. 2. Permission for entry to the hall where bids are opened may be refused in case authorization as prescribed above is not recovered. Sec17.1

21 Section XIX: Proforma of Bills for Payments (Refer to Clause 22.6 of GCC) Name and Address of the Firm... Bill No...Dated... Purchase order...no...dated... Name and address of the consignee... S.No Authority for Purchase Description of Stores No.or qty. Rate P. Rs. Price per Rs. P Amount 1. G.S.T. Amount and Rate 2. Freight (if applicable) 3. Excise Duty (if applicable) 4. Packing and Forwarding charges (if applicable) 5. Others (Please specify) 6. PVC Amount (with calculation sheet enclosed) 7. (-) deduction/discount 8. Net amount payable (in words Rs.) 9. GSTIN No. 10. HSN/SAC Code 11. Shipping Address 12. Place of Supply 13. Billing Address Despatch detail RR No. other proof of despatch... Dated...(enclosed) Sec19.1

22 Inspection Certificate No...Dated...(enclosed) Income Tax Clearance Certificate No...Dated...(enclosed) Modvat Certificate No...(enclosed) Place and Date Received Rs...(Rupees)... I hereby certify that the payment being claimed is strictly in terms of the contract and all the obligations on the part of the supplier for claiming that payment has been fulfilled as required under the contract. Revenue stamp Signature and of Stamp Supplier Sec19.2

23 Mailing List (List of Vendors) S.No. Vendor Number Vendor name Vendor Address The Bidder, The Bidder, Sec19.3