Industrial Extension Bureau Expression of Interest FOR Empanelment of Agencies For Requirement Related to Printing. Tender No: indextb/rfp/01/2015 indextb Industrial Extension Bureau Block no.18, 2 nd Floor, Udyog Bhavan Sector-11, Gandhinagar -382 010. Phone : 079 23250492/93 Website: www.indextb.com 1
I N D E X Sr. No Section Page No 1 EOI NOTICE 3 to 4 2 INTRODUCTION 5 3 ELIGIBILY CRITERIA 6 to 8 4 SCOPE OF WORK 9 to 10 5 INSTRUCTIONS TO INTERESTED AGENCY 11 to 12 6 GENERAL CONDITIONS OF CONTRACT 13 to 15 7 INFORMATION (Annexure I to IX) 16 to 24 2
CHAPTER-1 EOI Notice Industrial Extension Bureau Udhyog Bhavan, Gandhinagar-382010 Industrial Extension Bureau (indextb) invites Expression of Interest from reputed and well-experienced Agencies/ firms for Empanelment of reputed printing houses for printing of brochures, books, leaflets etc. Following shall be applicable for Expressing Interest: (i) EOI Document Fee (Non-Refundable) (ii) Earnest Money Deposit (iii) EOI Document to be downloaded from the website of indextb (www.indextb.com) (iv)last date of receipt of EOI document: Rs.2,500/-(Rs. Two Thousand Five Hundred only) Rs.25,000/- (Rupees Twenty Five Thousand Only) From 12/12/2015 to 31/12/2015 31/12/2015 upto 1700 hours or the next working day if this day happens to be holiday. Detailed terms & conditions and other related information is given in the EOI Document. For more details, please visit indextb website www.indextb.com or contact Managing Director, Industrial Extension Bureau on the following address: Block no.18, 2 nd Floor, Udyog Bhavan Sector-11, Gandhinagar -382 010, Phone :079-23250492/93 3
1. Eligibility Criteria: 1.1 Reputed printers having adequate infrastructure with a. Hi-tech computerized equipments, b. Technical and financial capability, c. Based at Ahmedabad/Gandhinagar (i.e having office & printing facilities in the district jurisdiction of Ahmedabad / Gandhinagar )and d. Experience in the field of printing is required. Before submitting the EOI, the agencies are requested to check for the minimum qualifications as prescribed in the Chapter 3- 'Eligibility Criteria' 1.2. Issue and Receipt of Bid Document: 1.2.1 The EOI Document shall be available for downloading on indextb website and the same shall have to be submitted duly filled-in along with bid document fees mentioned in the above table, by Demand Draft drawn in the name of Industrial Extension Bureau payable at Gandhinagar. 1.2.2 The agency shall forward completed EOI document by Registered post AD/ speed Post/Courier/Hand Delivery only so as to reach the Head Office, indextb on or before 31/12/2015 till 1700 hours. i.e. the last date of submission of the EOI. INDEXTb would not be liable for any delay in submission /receipt of the documents. 1.2.3 EOI document fee of Rs. 2,500/- (Rs Two thousand Five Hundred only) (non-refundable) shall have to be furnished in form of Demand Draft only issued by Nationalized/Scheduled bank drawn in favour of Industrial Extension Bureau payable at Gandhinagar while submitting the completed documents. Earnest Money Deposit (EMD) of Rs. 25,000/- (Rs Twenty Five thousand only) shall also have to be furnished in the form of Demand Draft only issued by Nationalized/Scheduled bank in favour of "Industrial Extension Bureau along with EOI documents. EMD in form of cheque /cash shall not be accepted. 1.2.4 The EOI document without tender fees and EMD shall be rejected. 1.2.5 For information relating to the assignment, following officers may be contacted Sr.no Designation Telephone No. 1 Managing Director Phone no 079 23256592/93 Industrial Extension Bureau Block no.18, Second Floor, Udyog Bhavan, Sector-11, Gandhinagar -382 010. indextb reserves right to reject any or all offers without assigning any reason/reasons thereof. 4
CHAPTER 2 2.0 INTRODUCTION 2.1 Introduction Industrial Extension Bureau (indextb) is a Government of Gujarat Organization set up to promote industrialization in the state. It facilitates investments in industrial and infrastructure sector in the State by providing information to the public in general and entrepreneurs in particular, regarding the opportunities available in the State of Gujarat for industry, commerce, trade, business openings and participation therein. In its efforts for promotion of industries in the state, the organization has to take up activities related to preparation of various books, brochures, booklets and other printed promotional literatures. 2.2 In addition to above, indextb have to participate in various programs, exhibitions, conferences and campaigns declared by the Government time to time. 2.3 With a view to perform above activities; indextb is interested to pre- qualifying well experienced agencies that can perform the high quality printing works related to advertising, marketing and promoting in a very professional way. 5
3.0 ELIGIBILITY CRITERIA CHAPTER 3 Reputed agency/ printing houses must have following minimum criteria to participate in the bidding in the Pre-qualification of agencies for empanelling for Printing of brochures, books, leaflets, posters etc as per scope of work Chapter 4. The Agency not having following criteria with documentary proof; the EOI document submitted shall be rejected. Therefore, only those agency(s) are required to submit their interest who meet the following minimum qualification: 3.1 Experience: Experience is of critical importance in the determination of whether an applicant has the necessary capability to undertake and complete the given work successfully. (A) Minimum 5 years of experience in the field of printing for various requirements such as books, brochures, flyers, invitation cards, flex, vinyl, etc. Preference would be given to the agencies who have worked for Government and Semi Government Offices of State and Central Government. Kindly provide information on the following (a) Minimum 5 contracts, in each case, amount of contract should be at least Rs 2.00 lacs. (b) Each contract, if it is with a single company/organization then it should not be more than the calendar /financial year and the cumulative total of the work done with single organization/company should be greater than Rs.2.00 lacs. (c) If in a single year, 05 contracts each having value totaling to Rs.2.00 lacs with a single/different company /organization are available, it will be acceptable. (d) Contracts older than last 05 years would not be considered Agency(s) shall attach all the relevant supporting documents in connection with amount of work already completed, work completed certificates from the concerned Department, organization, parties etc. The information shall be given in the Annexure II, III, & VI 3.2 The firm should have its permanent establishment at Gandhinagar/Ahmedabad that will be physically verified by the department committee. Empanelled firm should assign a person to deals with indextb exclusively 6
3.3 Technical Capacity Technical capability includes all factors determining an applicant's technical abilities other than experience given as below: -Plant and Equipment -Management/Manpower 3.3.1 Plants & Equipments: An applicant must have following plants, equipments & machineries. (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) Latest branded multi-colour printing machine of various technologies such as offset, digital, etc. coating facility Colour Laser printers. Post Printing Machinery such as punching machine, lamination machine, UV & Foiling Machine, Center Pin, Perfect, wiro & spiral binding facility Scanners Job recording system In house design department for composing and designing with Computers/Laptop with appropriate software such as Corel, Page Maker, Quark Express, Photoshop and In-design Plate making arrangements. Image settler Dampening processor Bidder shall give all the information as per Annexure V. 3.3.2 Management/Manpower 1. Computer operators: Minimum 4 2. Number of workers in processing department: Minimum 5 3. Number of proof readers: Minimum 1 4. Number of workers in press: Minimum 15 5. Qualified printing technologist: Minimum 2 Details of manpower should be furnished in Annexure VII 3.4 Financial capacity Bidder must have financial capacity as given below: 3.4.1 Annual Turnover (i) The average annual turnover for the last 3 years must be Rs.2.00 crores/annum (total minimum turnover for last 3 years should be Rs. 6.00 Crores) from activities related to printing. The information shall be given in Annexure IV. A Certificate of the Chartered Accountant indicating the annual turnover for the last three years (2012-13, 2013-14 and 2014-2015) along with the supporting information should be provided. 7
3.5 Please enclose sample publication: At least 5 printed jobs in four/five color and coating offset of different clients completely printed and produced by your firm. 3.6 The agency should not be blacklisted by any Government body like Govt. of India, Govt. of Gujarat, Govt. PSUs and corporation etc. - An affidavit to this effect should be provided by the agency on appropriate stamp paper 8
The 4.0 SCOPE OF THE WORK CHAPTER - 4 4.0.1 Industrial Extension Bureau (indextb) intends to pre-qualify agencies for its various printing requirements for printing of promotional and other material in a very professional way. The scope of work may not be limited as described below but it may vary as per requirements and situations arising time to time. 4.1 Data collection and Analysis The information required for the various jobs involved shall be supplied by indextb. However, the agency shall take pro-active role to collect the latest information from concerned departments of indextb. The agency shall be acquainted/or acquaint with the activities of indextb and be in contact with the officers of the indextb for the latest development, news, statistics etc. It may be the case that data supplied by indextb may require some editing, modification etc at the latest stages of designing and publishing. The printing agency should be able to manage at its facilities as instructed by the officer in charge of indextb for the particular printing requirements. However, final writeup, design, colour codes shall be approved by the indextb authorities. 4.2 Time Frame various works/jobs assigned to agency time to time, shall be completed in time frame manner and in case of emergencies; agencies have to complete the task in stipulated time limit. If printing house once selected and empanelled, the contract period shall be of two year that may be extended with mutual agreement. Requirements of various jobs to be executed 4.3 Printing Agency should have full service print studio offering printing solutions to indextb. Agency should be capable with creative concepts for our identity, promotional material, print ads and publications. The team of professional printing work with high resolution photographs with the simple objective-of creating impressive graphic layouts and eye-catching visuals that create impact, generate interest and build a reputable image for our activities. Creative concepts, attractiveness, well-thought out layouts and persuasive impact approach is our prime requirement from printing work. 9
4.3.1 Posters, Brochures & Flyers A unique, innovative, impressively printed corporate posters and brochure lets indextb captivate its investors and promote its activities and services with professionalism. An attractive, appealing flyer or folder printing is required which can help enhance communication and marketing efforts and reinforce the progressive state image. Colorful graphics, compelling text, appealing typeface and imagery Brochure & Flyer print service with some of the most appealing and exclusive graphic printing, styles and layouts is our prime requirement from which we can define our image most effectively. Following job works are sort out by indextb. In addition to that the other jobs related to such kind of activities shall be assigned: 4.3.2 Printing Mode:- 4.3.3 Job:- The agency would have to mention the printing modes / techniques available with them at their printing facilities such as offset printing, digital printing, and rotogravure, screen printing, etc. Corporate brochure, event folder, posters, fliers, PVC stickers, Leaflet, Informatory Booklet, Administrative report, Inter office Memo, calendars, catalogues, invitation cards, diaries, coffee table books, Standees, backdrop, Paper carry bags, badges with plastic covers, envelopes etc. Booklets preparation may require hard bound, spiral binding, perfect binding, center pinning etc. The brochures may require UV laminations and other high quality jobs 4.3.4 Printing jobs based on Colour requirements:- Black & White, One colour, Two colour and Four colour and multi colour (five and six colour). All the colours shall be used as per required resolution as per requirement. 10
CHAPTER 5 5.0 INSTRUCTIONS TO BIDDERS (1) indextb will pay only for the finished, clean and acceptable copies. If the material is found completely unacceptable, indextb is bound to reject complete set of ordered material without any financial burden on it and the printer has to re-print the entire ordered material. (2) Soft copies in CD of final product shall be submitted to indextb if any last moment changes are carried out by the printer. (3) All the work shall be carried out as per the direction of authority/representative of indextb. (4) Agency(s) shall provide to see/overview Agency s printing and office premises, machines information, print house, various works carried out etc. at any time. (5) All the soft copies and print materials shall be property of indextb. All rights will be reserved by indextb. The material in any form shall not be used by the agency without prior permission of competent authorities of indextb and indemnify indextb about any use of copywrite material, banned material, losses, etc. (6) Looking to the experience and other eligibility criteria, if deem fit the agency will be empanelled by indextb for various printing requirements. The agency will quote for the printing job and the best quote would be awarded the job. (7) Therefore to be eligible for the participation in the bidding is not a guarantee for award of the work. As per prequalification merit list agencies will be empanelled by the committee/competent authority. (6) Name of work in block letters must be written on top of the envelope while submitting the proposal. (8) The costs incurred by the agency(s) in making this offer, in providing clarification or attending discussions, presentation, meetings etc will be borne by the agency. (9) Application for Pre-qualification bid shall be submitted in proper format with EOI Document duly signed and incomplete offers shall be rejected. (10) The language for submission of bid shall be English. 11
(11) All Annexures shall be filled in completely and all questions shall be answered. If any particular query is not relevant, it shall be stated as NOT APPLICABLE (12) Financial data, work costs, value of work etc. shall be given in Indian rupees only. (13) If a proprietary firm makes an application, it shall be signed by the proprietor, above, his full name and the full name of his firm with its current address. (14) If an application is made by a firm in partnership, it shall be signed by all the partners of the firm, above their full names and current addresses or by a partner holding the power of attorney of the firm by signing of the application in which case a certified copy of the power of attorney shall accompany the application A certified copy of the partnership deed, current address of the firm and the full names, and current address of all the partners of the firm shall also accompany the application. (15) If a limited company or a limited corporation makes an application, duly authorized person holding the power of attorney for signing the application in which case a certified copy of the power of attorney shall accompany the application shall sign it. Such limited company or Corporation will be required to furnish satisfactory evidence of its existence before the contract is awarded. (16) Information furnished must be sufficient to show that the applicant (along with the all parties) is a capable in all respects to successfully participate in the empanelled process. (17) While submitting the Annexure duly filled in, the applicant shall enclose latest copies of brochures and technical documentation giving more information about the firm and all the members. (18) Applicants are also required to furnish the names of works for which their firm have already been empanelled/prequalified for such works in the country since, last five years onwards. (19) Industrial Extension Bureau reserve the right to reject any or all pre-qualification bids without assigning any reasons and the Industrial Extension Bureau's decision in this connection shall be final and binding. 12
CHAPTER- 6 6.0 GENERAL TERMS AND CONDITIONS 6.1 Definitions and Interpretations "Agency" shall mean the individual firm or company incorporated for undertaking the activities related to professional printing and related services and shall include the legal personal representatives of such individuals or the persons composing the firm of Company or the successors of the firm/company and the permitted assignees of such individual or firm of Company. "Services" mean the Services performed by the Agency. 6.2 Representation and Warranties Agency warrants and covenants that the Services shall be performed to the highest professional standards in a safe manner in accordance with accepted practices in the area of Printing. 6.3 TERMINATION 6.3.1 indextb shall be entitled to terminate this contract at no cost to:- (i) (ii) In the event of force majeure in accordance with later Para. Forthwith by notice in writing to Agency in the event Agency is adjudicated or found bankrupt of insolvent or any order is made or resolution passed for the winding up, liquidation of dissolution of Agency. (iii) Forthwith by giving written notice to Agency, if Agency abandons this Contract or if Agency fails to perform or observe any of the obligations on its part to be performed and observed hereunder and in the case of a breach capable of remedy fails or refuses to take steps to remedy the same within seven (7) days of written notice from indextb requiring the same to be remedied: or (iv) For any other reason by giving 10 days written notice, stating the reasons for termination. 6.3.2. Consequences of termination: (i) (ii) Termination of Contract entered with successful agency shall be without prejudice to any rights or remedies accrued to either Party prior to such termination No further payment shall become due to Agency in respect of any period after termination of this Contract with the exception only on any payment previously accrued and due to Agency under the terms of this Contract. 6.4 Force Majeure 6.4.1 A delay in or failure of performance of any one or more of its obligations by either Party shall not constitute default hereunder nor give rise to any claim for damage if such delay or failure is wholly and directly caused by any occurrence which the affected Party is unable to prevent 13
including Acts of God by the exercise of reasonable diligence the continuation of which by the exercise of reasonable diligence the affected Party is unable to control and the consequences of which the affected Party is unable to prevent, provided that the affected Party gives prompt written notice to the other Party specifying the circumstances constituting the occurrence and has used all reasonable endeavors to minimize the effects thereof. 6.4.2 If such a delay in or failure of performance caused the suspension of the services hereunder for a continuous period of seven (7) days. indextb shall be entitled at any time thereafter to terminate the Contract entered into subsequently with the successful bidder forthwith by written notice to Agency. 6.5 PERMITS, LAWS AND REGULATIONS 6.5.1 Agency and their sub- agency to comply with applicable laws. 6.6 Safety The Agency shall in carrying out the Services observe and be bound by all applicable laws and hereby undertakes to comply (and to ensure compliance by any Sub-agency) with all laws, ordinances, rules, regulations, bye-laws, decrees and orders whether of Government or other authority or agency having jurisdiction in relation to the Parties. Services or to the Site and the Agency shall give all notices and furnish any bonds, deposits and securities required by official authorities to permit the performance of the Services. 6.6.1 The Agency shall at his own expense arrange for all the safety provisions normally called for by the nature of the Contracted Services and as ordered by the competent Authority Representative in respect of all labour directly or indirectly employed for performance of the Services while working. The Agency shall be responsible for the safety of the equipment /material during the performances of the Services during while process. Agency shall also take such additional precautions as may be indicated from time to time by the Representative with a view to prevent pilferage's accidents, fire hazards, etc. 6.7 Dispute Resolution 6.7.1 LAWS GOVERNING THE CONTRACT This agreement shall be subjected to the Indian laws and regulation and shall be governed by the Indian laws that may be in force during the Contractual period. 14
6.8 Settlement Of Disputes Any difference of opinion between the indextb and Agency in respect of matters arising out of this Contract shall be resolved through good faith negotiation the unresolved dispute shall be referred to arbitration. The provisions of the Indian Arbitration and Conciliation Act 1996 or any statutory modification or reenactment thereof for the time being in force shall govern such arbitral proceeding. Arbitration/disputes jurisdiction is to be at Gandhinagar/Ahmedabad. 15
Annexure I EMPANELMENT APPLICATION To, Name of work: Empanelment of Agencies for various Printing requirements. Managing Director Industrial Extension Bureau Block no.18, Second Floor, Udyog Bhavan Sector-11, Gandhinagar -382 011. Dear Sir, Having examined the Bid Documents including scope of works and eligibility criteria for the aforesaid work, we hereby submit all necessary information and relevant documents as desired. We are qualifying as per minimum requirement narrated in the Chapter 3 of the Bid Document. The application is made by us on behalf of.. In the capacity of... duly authorized to submit the offer. The necessary evidence admissible in law in respects of authority assigned to us on behalf of the firms for applying and for completion of the contract document is attached herewith. It is certified that the information furnished in this document is authentic. We undersigned accept that the employer (indextb) reserves the rights to reject pre qualification as well as the tender for this work without assigning any reason. Date: Place: Signature of the applicant with his capacity in the firm (Name in bracket) Encl: 1. Bid Document duly filled and signed in all the pages accepting the terms and condition. 2. Annexure I to IX duly filled in the prescribed form with supporting documents. 3. Partnership/Joint Venture legal Documents (If applicable) 4. Evidence of authority to sign 16
(i) Annexure II AGENCY S RESOURCES 1.0 Agency s general information Bidder shall enter below, brief company particulars. 1. Business Address / Location: 2. Telephone No: 3. Tele fax No: 4. Contact Person: 5. Personnel Details: Personnel Category Number 2.0 Bidder s specific experience for minimum Five years: The bidder shall have to submit year wise detail for minimum Five years for the work of similar nature already completed successfully. Copies of completion certificates from the clients shall also be submitted. 3.0 Agency's personnel: Bidder shall submit Resumes of key Personnel, etc; they wish to propose for the Service especially the Personnel having experience. Agency s Representatives for this Contract is Name: Position: Address: Telephone No: Fax No: 17
Annexure III ABOUT ORGANISATION 1. Name of Company : Address : Telephone No. : Telex/Fax No. : Mobile No. : E-Mail Address : 2. Description of company : 3. No. of years of experience : as an Agency. 4. No. of years of experience : as a sub-agency. 5. PAN Number : (Provide attested Photocopy) 6 Service Tax Registration No : (Provide attested Photocopy) 7 Registration the Printing Press Premises with relevant authorities (Provide attested Photocopy) 18
Annexure IV FINANCIAL STATEMENT (To be given separately of each partners) 1. Name of the firm : 2. Attached audited balance : sheet and profit loss statement for the past five years 3. Annual value (Turn Over) printing works as per scope of work Chapter 4 under taken for each of the last three years and projected for current three years.annual turnover for the works. Year 2012-13 Year 2013-14 Year 2014-15 19
ANNEXURE V DETAILS OF PRINTING TECHNOLOGIES, PRINTING MACHINES AND EQUIPMENTS Details of various printing technologies available in-house, printing machines, publishing related equipments and infrastructure, available software, etc should be given. Details of printing machines, type of machines, digital machines, computers, offset printing machines, commercial printing equipments etc with all details shall be given as per Chapter 3 of Bid document. 1. Name of Bidder/Agency: 2. Printing technologies available in-house such as Offset, screen, digital, roto-grave, etc 3. Details of the machines Sr No. 1 2 3 4 5 6 7 8 9 10 and more Name of machines/equipments Description Kind and Make Remarks Note: 1. The format given may be changed as per convenience to furnish more information. 2. Brochures, invoices of purchase, details of machines/equipments etc shall be given. 20
ANNEXURE VI EXPERIENCE ---------------------------------------------------------------------------------------------- Sr. No. 1. 2. 3. 4. 5. Name of the Company/Organization Year Amount of contracts (=>2 Lakh) 21
ANNEXURE VII Details of Manpower as mention in clause No. 3.3.2 above Manpower Computer operators Number of workers in processing department Number of proof readers Number of workers in press Qualified printing technologist Number of Employee 22
ANNEXURE VIII Litigation History : Name of Applicant / or partner : Applicants should provide information on any History of litigation or arbitration resulting from contracts executed in last five year or currently under execution. Year Award for/or against applicant Name of client. Cause of litigation and matter of dispute. Disputed Amount in Rupees. 23
ANNEXURE IX ADDITIONAL INFORMATION (The applicant can add here any further information about novel printing activities carried out with brief description and samples relevant to the evaluation for empanelment) 24