Scooters India Limited Lucknow

Scooters India Limited Lucknow NOTICE INVITING TENDER Open Tender in Single Bid pattern for engagement of Advertising Agency M/s.. Due Date 12.01.2019. Tender Enquiry No.: SIL/HRA/2018/01 Tender Enquiry Date 22.12.2018 Dear Sir, Please submit your quotation in sealed cover in prescribed tender documents. Tender documents can be obtained from the office of materials dept., Scooters India Limited (A Govt. of India Enterprises), Head Office & Registered Office, Post Bag No. 23, Sarojini Nagar, Lucknow-226008, on all working days on payment of Rs. 500/- (Rupee Five Hundred Only) by Demand Draft in favor of Scooters India Limited payable at Lucknow towards cost of tender documents. Tender documents can also be downloaded from our website: www.scootersindia.com party quoting documents downloaded from website should submit a DD of Rs. 500/- alongwith techno commercial bid towards cost of tender documents, failing which their offer will not be considered in any case. The sealed envelope should be superscripted with Enquiry No. and Due Date. The quotation submitted shall be subject to our terms and condition enclosed for the supply of materials/services as per Annexure attached. The tenders shall reach us on or before the due date by 2:00 P.M. The tender will be opened at 3:00 P.M. on the same day. Please give reference of Tender Enquiry No., Enquiry Date and Due date in all future correspondence for prompt action. The bidder s name and address to be mentioned over the sealed tender cover for clear identification. In case if you are not submitting the offer please post a regret letter and return the documents. Thanking You. Yours faithfully for Scooters India Limited Important: 1 (A. K. Mishra) Senior Manager (Materials) Mob:. Taxes and Duties quoted by you will be taken for cost evaluation and order placement and no change will be entertained at a later stage except in the case of revision made by Govt. Changes in taxes and duties because of the changes in Turnover, etc. shall also be to the supplier s account. In case no tax/duty is included, a self declaration for the exemption may be attached along with offer. Please fill up vendor registration form (In case of new vendor) which is available on our website (www.scootersindia.com) and send it along with quotation, otherwise your quotation will not be considered. (Ignore this if you have already submitted this form). Conflict among other Terms & Conditions: In case of conflict between General terms and conditions and any other special or typed conditions agreed to for a particular Purchase Order, the later shall prevail. Please submit your offer in a sealed covers as detailed below: consisting of following: 1. Scope of Work - Annexure-I 2. General terms and conditions - Annexure-II 3. Checklist - Annexure-III 4. Performa for RTGS/NEFT - Annexure-IV 5. Price bid - Annexure-V 6. Special terms and conditions - Annexure-VI 7. Minimum qualifying criteria - Annexure-VII 8. Bid evaluation criteria - Annexure-VIII 9. Integrity Pact - Annexure-IX

INDEX Sl. No. Content At Page 1 Scope of Work - Annexure-I 3 2 General terms and conditions - Annexure-II 4 3 Checklist - Annexure-III 12 4 Performa for RTGS/NEFT - Annexure -IV 13 5 Price bid - Annexure-V 14 6 Special Terms & Conditions - Annexure-VI 15 7 Minimum qualifying criteria - Annexure-VII 17 8 Bid evaluation criteria - Annexure-VIII 18 9 Integrity Pact - Annexure-IX 19 2

Annexure -1 SCOPE OF WORK Empanelment of an Advertisement Agency, for newspaper advertisements covering the following advertisement material for a period of 02 years: 1. Publication of Notice Inviting Tender (NIT) 2. Institutional Advertisements 3. Recruitment Advertisements 4. Financial Results 5. Announcement of Board Meeting & AGM. 6. Miscellaneous Advertisement, if any. Note: 1. The Advertisement matter may be published in English / Hindi as the case may be. 2. The size of Advertisements, location of the Advertisement, (first pages, back pages, inner pages, local edition, etc.) shall be intimated at the time of release of each Advertisement. 3. Advertisement may be released in one district edition or multi district edition or on all India basis, on case to case basis. 4. The agency should design & compose the matter of advertisement given by the company in the most effective and economical fashion and also give a comparative chart of the different rates, combos available, readership nos. (IRS), etc to SIL on free of cost basis. 3

Annexure -II General Terms and Conditions of Enquiry & Contract for the Services Sl. No 1 SIL Means Scooters India Limited 2 Vendor/Supplier Particulars Means a Person or Firm or Company, to whom the order is addressed, for supply of services 3 Firm Price Quoted prices shall remain firm and fixed till complete execution of the order. In case firm price is not acceptable price variation (increase or decrease) formula, bench mark prices along with supporting documents only in the case of two bid system shall be furnished for consideration and approval of SIL, before opening of price bid. 4 Quotation The quotation and any order resulting from this enquiry shall be governed by these General Terms and Conditions of enquiry and contract for the supply of Services and the vendor quoting against this enquiry shall be deemed to have read and agreed to the same, unless specifically stipulates any different terms or conditions which subsequently agreed by SIL on specific case to case basis. Sealed quotations with tenderer s distinctive seal, superscribing enquiry number, date and due date are to be submitted so as to reach on or before due date & time, addressed to Sr. Manager (Materials), Scooters India Limited, P.O. Sarojini Nagar, Lucknow 226 008, U.P.(India). In the case of Two-part bid, each inner cover shall clearly be labeled as a) Technical & Commercial Bid containing technical data/ drawings/ catalogues/ quality plans as applicable along with commercial terms and conditions & copy of the price bid with the price columns left blank (unpriced price bid), b) Price bid containing prices quotes as per scope of work. Installation and/or commissioning charges shall be spelt out in absolutely lucid terms, taking into account total charges, rather than quoting vaguely, such as charges per man-day or charges per engineer per day etc. If the price bid was found later to be different from the unpriced price bid in any way, the offer shall be summarily rejected. 4

5 Tender/Technical bid Opening: Unless specified otherwise, tenders/ technical bids will be opened on appointed date and time as mentioned in the enquiry or as communicated changed date/time, if any, in the presence of such of those tenderers who may be present. 6 Delayed/ Late Tender: Any tender received after the due date shall be treated as late tenders and will not be considered. 7 Validity of Quotation: All quotations shall be kept open for acceptance for a period of ninety days from the date of opening of Tenders/ Technical bid and this shall be deemed to be an express condition of all quotations. The rates shall be quoted in both figures and in words. In the case of Two-part bid, the vendor should furnish technical clarifications, if any, within stipulated time mentioned, failing which, it will be construed that the vendor is not interested in the tender and SIL shall not consider the offer for further evaluation. 8 Revision of Price bid: In case there is any change in scope of work during technical evaluation, bidders shall be asked only the price implications for the amended portion and not the revised price for the entire offer. The original/price implications received shall be opened only on the date to be decided and the price implications are to be opened after technical evaluation and shall be intimated to the qualified bidder. 9 Price bid Opening: Unless specified otherwise in the enquiry, the Price bids of technically qualified vendors shall be opened with prior intimation in the presence of such of those tenderers who may be present. 10 Conformity to Specifications: The services should be of the best quality and shall be conforming to SIL specification/scope given in enquiry. Offers without details of specifications/ applicable catalogues will not be considered and are liable to be rejected. Values otherwise agreed upon by SIL, no deviation/amendment in services required could be made. Offers without undertakings which may be required will not be considered and liable to be rejected. 5

11 Transportation: Unless otherwise agreed upon, transportation if involved up to the specified destination shall be in Vendor s scope. 12 Taxes and Duties: Unless specified otherwise in the enquiry. All Indian suppliers shall clearly mention Sales Tax/ VAT, Excise Duty, and Service Tax etc, if any, payable in addition to the quoted price and indicate applicable rates/ percentage, item-wise and will be paid only if Registration Number under State (TIN)/ Central Sales Tax or Service Tax is specifically mentioned in the Bill/Invoice. Vendors without a Sales Tax/VAT registration and Service Tax registration will not be considered. 13 Insurance: Adequate insurance including accidental insurance of the employees of the vendor shall be the responsibility of the vendor and SIL in no circumstances shall be liable for the same. 14 Terms of Payment: Payment will be made within 45 days after receipt, inspection and acceptance of the services as per scope of work (and where involved, Erection and commissioning of services at SIL/Destination) by Crossed cheque and no Bank commission charges are admissible unless otherwise specified. The Cheque will be sent by registered post and SIL is in no way responsible if loss occurs due to delay by postal authorities and cheques falling into improper hands or through forgery or fraud. For foreign suppliers, the preferred payment term will be on site Draft basis and bank charges shall be to the respective accounts. In case supplier desires payment through e- transfer, the same should be specifically mentioned along with requisite details. If the vendors quoted terms are different from SIL standard payment terms, interest@ 2.5% plus SBI PLR per annum (or as indicated in the enquiry) will be loaded to the quoted prices for difference of payment period. 6

15 Bank charges: Unless otherwise specified, in case of payment through bank, respective bank charges shall be to respective account. 16 Part / Split ordering: Vendor shall quote competitive price and best services for all the items mentioned in the enquiry. SIL reserves the right to reject partial quotations. However, SIL reserves right to Order part of the item/ scope of work of the enquiry and split the order among qualified vendors. 17 Repeat order The service contract can be extended for a specified period as mentioned in the tender with mutual consent and prior approval of SIL at the same rates, terms and conditions as that in the initial order. 18 Performance : The services shall be subjected to inspection verification and certification of the various parameters specified in Scope of work by authorised officer and also tests, if necessary, and the company decision regarding the acceptability of the services shall be final and binding on the vendors. 19 Consequences of Failure to Deliver: For any deficiency / unsatisfactory services provided by contractor which is not in conformity to the scope of work mentioned in the tender and which may hamper SIL operations, a deduction of 1.0% of monthly compensation per day shall be made subject to maximum 10% of monthly compensation from their monthly bill or otherwise specifically mentioned in the specified terms & condition of the tender which shall supersede the condition on consequences of failure to deliver in the general condition. 20 Recovery of Dues: SIL shall recover any amount due from the vendor or any amount outstanding to the credit of the vendor with SIL and/or by legal action. 7

21 Arbitration & Forum for Legal Proceedings: All disputes arising in connection with indigenous/foreign services shall be settled through arbitration held at Lucknow, U.P., India and arbitrator shall be appointed by C&MD, SIL. Any dispute whatsoever in any way arising out of or relating to a Purchase order shall be referred to Arbitration of the Chief Executive of Scooters India Limited. The Courts at Lucknow, U.P., India only shall have jurisdiction in respect of any suit or other legal proceeding arising from or relating to this contract. The rights and remedies of SIL stated in these General terms and conditions shall be in addition and supplemental to its rights and remedies under law and custom or usage of trade or business and shall in no way be deemed to limit, curtail, supersede or derogate from its said rights and remedies. 22 Conflict among other Terms and Conditions: In case of any conflict between these General Terms and Conditions or any other special or typed conditions agreed to for a particular Purchase order, the latter shall prevail to the extent applicable. 23 Non Assignments: The Purchase order shall not be assigned by the vendor to any other party without prior written permission from SIL that too only in special circumstances. 24 Govt. Policy: The existing policy of the Government of India with regard to Purchase Preference to Public Sector Enterprises or SMES shall be applicable 25 Control Regulations: Vendor shall arrange for services as per scope of work in strict conformity with the control regulations applicable and after obtaining permits and registration, if any, under the regulations in force from time to time. 8

26 Only those offers will be considered which are in line with Scooters India Limited (SIL) requirements and are unconditional. 27 SIL reserves the right to accept or reject any bid without assigning any reasons. 28 SIL reserves the right to call bidders for making technical presentation before finalizing the bids. 29 The Tender should be deposited in the tender box kept at the Administrative Building Scooters India Limited, Sarojini Nagar, and Lucknow or sent by Registered/ Courier only so as to reach on or before schedule time. The offer so received shall be opened in the office of the SM (Materials) or on any convenient subsequent date in the presence of tenderer / representatives who so ever like to be present. 30 No Email /Telegraphic /Fax quotation shall be accepted. Offers received after due date & time shall not be considered. 31 For all other Terms & conditions, if the offer is not confirming to the same, SIL at its discretion shall load the same and the loading pattern shall be intimated to the bidders before price bid opening. However SIL reserves the right to cancel a bid in case of non-acceptance of any terms and conditions finally arrived before price bid opening. 32 SIL reserves the right to issue addendum to tender documents to clarify, amend, modify, supplement or delete any conditions, clauses or terms stated. The addendum so issued shall form part of the original tender. 33 In case the offer is not accepted the tenderer shall not be entitled to claim any cost, charges, expenses incidental to or incurred by the tenderers in connection with the tender. 34 The tenderers shall have no right to issue addendum to tender document to clarify, amend, supplement or delete any of the conditions or clause or items stated there in. 35 Tenderers must ensure the following while submitting the tender: i. THAT EVERY PAGE OF TENDER DOCUMENT IS DULY SIGNED BY THE TENDERER BEFORE SUBMITTING THE TENDER. ii. THAT IN ALL CASES, RATES QUOTED AGAINST INDIVIDUAL ITEM/LOT IS/ ARE INVARIABLY QUOTED IN FIGURES AS WELL AS IN WORDS. iii. The Quotation should be free from overwriting and erasures. Corrections and additions, if any, must be attested. Supplier should indicate in the quotation dimensions (Size), weight; rate etc., in the metric system unless the enquiry calls for different unit. 36 In case of any clarification regarding tender documents & Technical details, Party may visit SIL on any working day with prior appointment & contact SM (Malts). 9

37 Services provided shall be as per SIL schedule. Services schedule as decided by SIL shall be applicable. 38 Party to quote lead time; preferably lead time of 15 days from award of contract by SIL. Correct date of effecting services in the event of an order should be indicated in the offer. 39 Scope of work and scope of services is also enclosed separately. 40 EMD will be as per details indicated separately. Failure of the successful bidders to comply with conditions hereof would render him liable for rejection and in term forfeiture of Earnest Money Deposit (EMD) apart from any other actions the company may take action at its sole discretion. 41 Excise duty, if leviable, service tax etc., documents need to be given. Payment on this account shall be regulated against document only. 42 The party should give a certificate that they agree to the scope of work and services sought. 43 In case, any of the documents/ information furnished is found to be false/ forged, the action by SIL (i.e. inclusion of the firm in holiday list apart from other penal action) shall be binding. 44 Party should give following declarations: a) We, hereby certify that we have not been blacklisted by any Public Sector Undertaking / Public Department. b) I have gone through the terms and conditions given in your above tender form, is accepted and agreed by us. 45 Registration, if applicable under The Micro, Small Medium Enterprises Development Act, 2006 may be mentioned giving registration number and date. If not mentioned, it shall be construed that the vendor is not covered by the said Act. 46 Force Majeure: If SIL or the vendor be prevented from discharging its or their obligation under their Agreement by reason of all acts of God including fire, earthquake, flood etc and other force majeure like war, violence, riots, lockout, strikes etc or on account of any other cause beyond SIL or the vendor s control and interfering with the execution of contract for services as scheduled, the time for delivery of services shall be postponed by the time or times during which delivery of services is prevented by any such causes as hereinabove mentioned. Provided that in the event of such delay exceeding 90 days, the party other than the party which invokes the force majeure may, at their option, cancel this agreement by notice in writing to the other party in respect of the undelivered quantity of services 10

without, however, any right against or being responsible to the other party for such cancellation. The party invoking force majeure shall, within 15 days of the occurrence of force majeure causes, put the other party notice intimating the cessation of such causes. If force majeure condition continues beyond a period of six months, SIL or the vendors may at his option cancel this agreement by notice in writing to the other party in respect of the undelivered quantity of services without, however, any right against or being responsible to the other party for such cancellation. 47 Negotiations: Vendor shall quote competitive price and best delivery to avoid negotiations. 48 Integrity pact document should be signed and accepted by party. 49 The Micro, Small and Medium Enterprises Development (MSMED) Act 2006 shall be applicable while evaluating the tenders. In this regard the Micro and small enterprises while quoting should attach a declaration that they are MSE s with requisite documents as proof thereof to be eligible for the stipulation in the above act. 11

Annexure -III CHECKLIST (Tender No. Due date. ) Please ensure that following documents/ details have been enclosed/ accepted) Sl. Particulars Status Please No. tick 1. Every page of tender duly Signed, Stamped & Attached. Yes 2. Validity of offer 90 days from the tender opening date. Yes 3. Quoted rebate shall be FIRM & FINAL for full supply of order Yes 4. Following declaration on party letterhead enclosed: a) We hereby certify that we have not been blacklisted by any Public Sector Undertaking / Public Department. b) We have gone through the terms and condition given in your above tender form, is accepted, and agreed by us. Yes 5. PROPORMA FOR RTGS/NEFT: Party to be submitted all the details for payment. 6. PRICE BID: Party to indicate excised duty, sales tax/ vat etc. all columns of price bid filled up in the price bid. 7. Discount quoted should be in figures and also in words in price bid format. 8. The payment term shall be 45 days direct credit from the date of receipt of bill and release of bill and release of advt. 9 SIL reserves the right to reject any offer due to noncompliance with the above conditions and/or non-receipt of this from in duly filled condition Agreed. Yes Yes Yes Yes Yes 10 Integrity Pact document accepted and signed by party. Yes 11 Extra for New Vendors. To submit vendor registration form along with offer (available in SIL website- www.scootersindia.com) enclosed. Yes 12

13 Annexure- IV

Annexure V PRICE BID FORM M/s...... Sl. No. Assignment Description 1. Highest Uniform Discount offered over the Price list of different Newspapers before taxes and duties. Discount in Percentage (%) Discount in words: (discount must be > 14.55%) Taxes, Surcharges, Duties, Service charge, etc. S. No. Particulars Percentage Amount 1. Service Tax (as applicable) 2. 3. 4. 5. (Bid shall be awarded 100% on Highest Discount Percentage Offered.) Place:.. SIGNATURE AND SEAL OF TENDERER Date:... 14

Annexure -VI SIL SPECIAL TERMS AND CONDITIONS The following special terms and conditions without any deviation to be adhered to : 1. Check list must be filled up and enclosed by vendors. 2. Rebate on printed tariff rates of news paper shall be FIRM for entire duration of the contract i.e. fy. 2018-19 &2019-20. 3. The payment terms will be 45 days direct credit from the date of publishing of advertisement and receipt of bill in SIL, with proof of news paper advertisement. 4. In addition to the above, new vendors shall submit vendor registration form, available in SIL website www.scootersindia.com along with offer. 5. Release of advertisement shall be as per the instructions given by SIL administration department/ authorized officer of company. 6. Documents required to be submitted by the willing Firm/ Agency for empanelment: a. Complete tender documents duly signed by authorized signatory of the Firm. b. Organizational infrastructure and staff detail. c. Detail of professional competence and expertise of key personnel with the Firm/ Agency. d. Major advertising campaign handled by the Firm/ Agency during last two years. e. List of major clients in public and private sectors during last two years. f. Address proof of the agency. g. Copy of Pan Card. h. Copy of service Tax Number. i. Attested copies of full INS accreditation valid for last five years. j. Copy of annual turnover for last two years. k. Proof of last two years relevant experience working with government/ autonomous bodies/ PSU. l. Proof of having office at Luck now with relevant infrastructure. m. Rate lists of different Newspapers in English & Hindi. 7. Empanelment: The eligible Firm/ Agencies will be empanelled with Scooters India Limited for period of two years. The period of empanelment can b further increased for one year on same terms and conditions, on mutual consent of both parties. 15

8. Earnest money deposit: Bidders are required to deposit a sum of Rs. 25000/- (Rupees Twenty Five Thousand only) along as EMD in the form of crossed DD/Bankers Cheque favoring Scooters India Limited payable at Lucknow. No interest shall be paid on the EMD amount. 9. Cost of Tender Form: Cost of tender form will be Rs. 500/- (Rupees five hundred only). Tender form may be received from the office of Sr. Manager (Materials), SIL by interested agencies after submitting an application along with Demand Draft/ Bankers cheque for Rupees Five Hundred only in favor of M/s Scooters India Limited, payable at Lucknow. Alternatively, the tender form may be downloaded from official website of Scooters India Limited (www.scootersindia.com) and in such cases demand draft/banker s cheque for Rs. 500/- should be submitted by interested agencies along with Bid, failing which the offer shall not be considered. 10. Standards of Publication: a. The agency should have full INS accreditation since preceding two years and should be valid as on the date of the advertisement. A self certificate in the prescribed format, certifying continuous full INS accreditation for preceding two years as on the date of advertisement. If the agency is short listed with SIL, a certificated from INS would be required to be submitted. (Enclosure-1) b. The agency should have annual turnover of minimum Rs. 45 lacs (For MSME Rs.30 lacs) during the last two completed financial years. The agency should submit copies of audited balance sheet and Profit & Loss A/c for FY 2016-17 & 2017-18 (Enclosure-2) c. Advertisement agency should have office at Lucknow with relevant infrastructure. Address Proof of Lucknow office to be provided on letter head. (Enclosure 3) d. The printed copies of the Corporate Brochure (Relevant issues for the reference work) or any other relevant documents i.e. the publication based on which the agency is seeking qualification to be enclosed. (Enclosure 4) e. Photo copies of the work orders of the above jobs done, successful completion certificate by other agencies in the publication and any other document to the satisfaction of SIL towards successful completion of the contract etc. (Enclosure. -5) f. The proof of landline telephones in the name of the agency at the indicated address or any other documentary proof to establish bonafides of the office. (Enclosure -6) g. Acceptance and signed SIL Terms and Conditions, Integrity pact, Minimum Qualifying criteria, Scope of Work, Price Bid, Checklist, etc. 16

Annexure VII MINIMUM QUALIFYING CRITERIA A compilation of the Minimum Eligibility Criteria is placed below (an agency not meeting any of the following Eligibility Criteria shall be summarily rejected and shall not be considered for further evaluation): a. The agency should have full INS accreditation since preceding two years and should be valid as on the date of the advertisement. A self certificate in the prescribed format, certifying continuous full INS accreditation for preceding two years as on the date of advertisement. (Enclosure-1) b. The agency should have annual turnover of minimum Rs. 45 lacs (For MSME Rs.30 lacs) during the last two completed financial years. The agency should submit copies of audited balance sheet and Profit & Loss A/c for FY 2016-17 & 2017-18. (Enclosure-2) c. Advertisement agency having office at Lucknow with relevant infrastructure enclosed the address Proof of Lucknow office. (A certificate on letter head with the detailed address). d. Advertising Agency should have experience of at least 5 years. (Order copy to be enclosed). e. Acceptance and signed SIL Tender Documents (All Pages). 17

Annexure VIII BID EVALUATION CRITERIA The financial bid of only those vendors will be opened whose bid will qualify technically meeting the entire minimum qualifying criteria and signed & accepted terms contained in the tender document including Scope of work, Special terms and conditions, etc. Bids shall be financially evaluated on the basis of highest rebate offered on printed tariff rates, and will be decided as follows: L1=highest rebate on printed tariff rate card in %. 18

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