TENDER DOCUMENT Empanelment of Parties for Providing Photography & Videography Services Tender No: Last Date of Submitting Bids: July 03, 2015 (3:00 PM) Date of opening Technical Bids: July 06, 2015 (11:00 AM) EMD: Rs 5000/- Page 1 of 12
Ref: ICSI/Photo&video Date: June 22, 2015 The Institute of Company Secretaries of India (ICSI) is a statutory body constituted under an Act of Parliament i.e. the Company Secretaries Act, 1980 (herein after referred as ICSI / Institute). ICSI is functioning under the overall administrative jurisdiction of Ministry of Corporate Affairs, Government of India and having its head office at 22, Institutional Area, Lodi Road, New Delhi. The Institute has another office at C-37, Sector 62, Noida and NIRC Building, Plot No-4, Institutional Area, Prasad Nagar, Delhi - 110005 Sealed tenders are invited by the Chief Executive & Officiating Secretary of the ICSI from the experienced agencies for Empanelment of Parties for Providing Photography & Videography Services as per the details given below: Scope of work: Event Coverage (as per event schedule viz for, 2 hours or Half day or Full day) Photography and supply of softcopy of all the digital photos (Including Passport photos & photos of the event) Videography and supply of softcopy in DVD (Inclusive of editing, titles, and dubbing for event) - Final output should be deliver in DVD format. The firm will provide colour photographs (of different sizes, as per official requirement) on official functions, meetings and other such occasions. The photographer shall be required to visit the office or meeting place at his own. No separate payment will be made for transport vehicle. The deputed photographer/videographer of the firm has to reach of his own at the destined place for photo/video coverage. Area of Work will be Delhi & NCR 1. Eligibility Criteria (proof to be submitted): a) Vendor should be registered and be based in Delhi NCT and have at least 5 years experience in providing such services as on last date of submission of tender ( Vendor should submit a copy of the Registration Certificate ) b) Vendors should have experience of covering events organised by the government and / or quasi government agencies / institutions/ reputed private companies / PSUs etc. ( Vendor should submit Certificate from at least three organisation) c) Vendor should have sufficient number of qualified workers to carry out the said work professionally, on his roll. (Vendor should submit the List of staff alongwith their qualifications and specialisation). 2. Terms & conditions a) The sealed quotations are to be submitted in prescribed format on your business
letter head duly stamped, signed, and dated on each page. Details/supporting documents wherever applicable, if attached with the quotation should be dully authenticated by the vendor/s. No over-writings shall be accepted unless authenticated with full signature of the vendor/s. b) The sealed quotations duly superscribed Empanelment of Parties for Providing Photography & Videography Services due on July 03, 2015, should be addressed by name to Shri Sutanu Sinha, Chief Executive & Officiating Secretary, and sent at the Institute s address given below either by registered post/speed post/or by dropping in the tender box placed at IIIrd floor of Institute s Headquarter & should reach on or before July 03, 2015 by 3:00 PM Address: Shri Sutanu Sinha Chief Executive& Officiating Secretary The Institute of Company Secretaries of India ICSI House, 22, (III rd Floor : Tender Box) Institutional Area, Lodi Road New Delhi-110003 c) Quotations received after the stipulated date and time shall not be entertained. The Institute shall not be liable for any postal delays what so ever and quotations received after the stipulated time/date are liable to be rejected summarily without giving any reason. d) The quotations shall be opened July 06, 2015 at 11:00 AM in the Institute of Company Secretaries of India at ICSI House, 22 Institutional Area, Lodi Road, New Delhi in the presence of those tenderer(s) who wish to be present. No separate communication will be sent in this regard. In the event of due date being a close holiday or declared Holiday for Central Government offices, the due date for opening of the bids will be the following working day at the appointed date, time and venue. e) Cutting and overwriting should be avoided. Every cutting and overwriting must be duly initialled, otherwise the quotation / proposal is liable to be rejected. f) Delivery of the goods/photos/cds etc is be made at Institute s HQ at 22, Institutional Area, Lodi Road, New Delhi or C -37 Sector-62 Noida, The vendor has to make his own arrangements to deliver the material at both the places and no transportation charges will be paid for the same. g) Date and time of the function will be intimated to the Institute in advance. h) No transport will be provided to the firms by ICSI for covering the functions in Delhi- NCR. i) The bidder must have the sufficient capacity of HD Still and Video cameras &
skilled operators for carrying out the work. He will not be allowed to delegate/ transfer/ assign his contract or part thereof to some other party to the disadvantage to this office. j) CD copies of the photographs will also be required to be submitted to the concern Officer of the Institute before supply of final prints. ( Final print are to be provided only of the selected photographs) k) The prints to be supplied should be of excellent quality. l) Selected firm(s) will supply the photographs only at the approved rates and maintain a record of the number of photographs supplied as well as the rates charged in a Register with sign of the receiving official of concern Directorate. m) Bills should be raised by the empanelled agency /ies based on records in the Register and submit to concern Directorate. n) Generally Payment will be released (As per contract) on monthly basis by Dte of Administration, ICSI after verification by the concerned Directorate. Any supply of items/services without proper approval/verification by the user department shall not be paid. o) The firm will ensure that the Photographs/Videos taken at the functions are to be supplied only to the Institute and it will be property of The Institute of Company Secretaries of India and not to be used for any other commercial or publicity purpose. p) The quality of prints should be excellent. Payment will not be made for prints found to be defective, dim or otherwise considered unsuitable. q) No advance payment will be made. Taxes applicable will be deducted as per rules 3. EARNEST MONEY DEPOSIT (EMD) a) The Earnest Money Deposit (EMD) of Rs. 5,000/- (Rupees: Five Thousand only) in the form of Demand Draft/pay order drawn in favour of THE INSTITUTE OF COMPANY SECRETARIES OF INDIA payable at New Delhi only is to be submitted along with the technical bid. b) Tenders received without the prescribed Earnest Money Deposit (EMD) of (Rs. 5,000/-) shall not be entertained and will summarily be rejected. c) The EMDs of the unsuccessful bidders will be refunded without any interest or bank charges. The EMD of the Successful bidder will be refunded after submission of the Security Deposit/ Bank Guarantee by the party. 4. SECURITY DEPOSIT Security deposit / performance guarantee of Rs. 10,000/- (Rupees: Ten Thousand Only) in the form of bank guarantee from Govt. Sector Bank as per the
format given in Annexure-V is to be submitted by the Agency immediately within 7 days of the execution of the agreement to cover any loss or damage caused to or suffered by the ICSI due to acts of commission and omission by the Agency or any failure on the part of Agency in fulfilment of terms and conditions of the contract and conditions contained in the agreement. The bank guarantee should be valid up to three months beyond the expiry of contract period. 5. CONFIDENTIALITY OF INFORMATION a) During the term of this Agreement and thereafter, any disclosing party's Confidential Information received by the receiving party, under and by virtue of this Agreement, shall be maintained in the strictest confidence and trust and shall not be disclosed to a third party without the prior written consent of the disclosing party, unless such information is required to be disclosed in pursuance of the order of a competent court, tribunal or other regulatory authority exercising valid jurisdiction, in which case the party required to make the disclosure shall promptly notify the other Party in writing of such disclosure. For purposes of this agreement "Confidential Information" means information that: (i) is sufficiently secret to derive economic value, actual or potential, from not being generally known to other persons who can obtain economic value from its disclosure or use; and / or (ii) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy or confidentiality. b) Any software / hardware material, product specifications, financial information, documents covered under this agreement shall be confidential information and deemed to be in private domain and it shall not be made public or shared with any other party without the prior written consent of the ICSI. All such information/material shall be treated as confidential for a minimum period of two years after this agreement comes to an end or as agreed from time to time. c) Provided that upon the expiration, cancellation, or termination of this Contract, each party shall, upon the written request of the other party, return or destroy, to the satisfaction of the other Party, all Confidential Information, documents, manuals and other materials specified by the other Party. 6. INDEMNITY a) Service Provider shall be solely liable for and shall indemnify ICSI, its officers, servants, employees and agents against all liabilities, losses, claims and expenses of any nature whatsoever arising from any personal injury or illness (including death) of any nature whatsoever and any penalty, loss, damage or destruction to any property whether real or personal where such liability arises out of or in connection with the conduct of the Services whether under common law, under statute or otherwise. The Service Provider further covenants and agrees to indemnify and keep at all times indemnified the ICSI against any loss or damage that the ICSI may sustain directly or indirectly as a result of the failure or negligence of the Service Provider or its employees to faithfully carry out its obligations under this agreement and further to pay for all loses, damages, costs, charges and expenses which the ICSI may reasonably incur or suffer and to indemnify and keep indemnified the ICSI in all respects.
b) The indemnifying party shall be granted immediate and complete control of any claim of indemnity and the indemnified party shall not prejudice the indemnifying party's defence of the claim. 7. ARBITRATION a) In the event of any dispute arising between ICSI and the agency in any matter covered/ touched by this contract or arising directly or indirectly there from or connected or concerned with the said contract, the matter shall be referred to The Chief Executive of the ICSI who may himself act as sole arbitrator or may name as sole arbitrator an officer of ICSI notwithstanding the fact that such officer has been directly or indirectly associated with this contract. The decision / award of the Arbitrator shall be final and binding on the parties. Cost of Arbitration will be shared equally by the parties. b) The place of the arbitration shall be at The ICSI House, 22, Institutional Area, Lodi Road, New Delhi. c) The Arbitration proceeding shall be governed by the Arbitration and Conciliation Act of 1996 as amended from time to time. d) The proceedings of arbitration shall be in English language. 8. JURISDICTION All disputes arising out of or relating to the Contract shall be deemed to have arisen in New Delhi and only courts having jurisdiction over Delhi shall determine the same. 9. TERMINATION FOR DEFAULT The ICSI may, without prejudice to any other remedy for breach of contract, by written notice of default, sent to the agency, terminate this contract in whole or in part: i. If the agency fails to deliver any or all the services within the time period(s) specified it the contract, or any extension thereof granted by the ICSI. ii. If the agency fails to perform any other obligations under the contract and iii. If the agency, in either of the above circumstances, does not remedy his failure within a period of 15 days (or such longer period as the ICSI may authorize in writing) after receipt of the default notice from the ICSI Without any notice or on a notice period of maximum of 30 days. 10. TERMINATION OF CONTRACT In the event the ICSI terminates the contract in whole or in part pursuant to above para the ICSI may hire the agency at the risk and cost of working agency under contract as ICSI deems appropriate. However, the agency shall continue the performance of the contract to the extent not terminated.
11. BLACKLISTING The ICSI may by notice in writing blacklist the Service Provider for suitable period in case Service Provider fails to discharge its obligation under this Contract without sufficient grounds or found guilty for breach of condition(s) of the agreement, negligence, carelessness, inefficiency, fraud, mischief and misappropriation or any other type of misconduct by Service Provider or by its staff or agent or in case there are more than two penalties on the Service Provider in any month. 12. COMPLIANCES OF LAW:- I. Service Provider shall carry out the Services in strict compliance with all relevant laws and regulations of the State or Territory within India where the Services are being rendered and in accordance with the conditions of any permit, license or concession relating to any part of the Services, whether held by Service Provider, ICSI or any other concerned party. II. Service Provider shall indemnify and hold ICSI harmless from and against any liability, penalty, cost or expense suffered or incurred as a result of Service Provider failing to comply with any law, or regulation, or such permit or license relating to any part of the Services. 13. PENALTY GENERAL: The agency and the employees of the agency shall be held responsible for guilty of fraud, mischief, misappropriation or any other type of misconduct or breach of condition on the part of agency or his employee. The Chief Executive the ICSI may impose for the aforesaid misconduct or breach of condition on the agency a penalty of Rs. 500/- per instance apart from the right to terminate the contract, blacklisting of agency, forfeiture of security deposit / EMD and claim damages. (a) All disputes, differences, claims and demands arising under, pursuant to, or touching the contract shall be referred to the arbitrator to be appointed by the Secretary of the Institute of Company Secretaries of India, New Delhi. The award of the sole arbitrator shall be final and binding on both the parties under provisions of the Arbitration and Reconciliation Act, 1996 or any statutory modifications on re-enactment thereof as in force. Place of such arbitration proceedings shall be at Delhi. (b) The Institute reserves the right to accept or reject any or all tenders including the lowest tender/s without assigning any reason at its sole discretion and the decision of the Institute will be final and binding on all concerned (c) For any details / clarifications, Deputy Director Administration may be contacted Ph: 011-45341023, e-mail: kailash.kaushik@icsi.edu (B PRADHAN) Director, Infra & Purchase
Technical Bid Empanelment of Parties for Providing Photography & Videography Services (To be filled in & returned with the documents) S.No Particulars To be filled by Vendor/Agency 1. Full Name of the Firm (In Capital letters) 2. Firm Address Telephone No Fax No Office:- Mobile :- (Enclose Registration Certificate) 3. Name/ Names of Proprietors Partners/Directors. 4. Nos. of Qualified Staff (Enclose List of staff alongwith their qualifications) 5. PAN Number (Copy to be attached) 6. Does the Agency has its own Professional Photography Lab 7. Sales Tax / VAT Regd. No. If any. 8. Copy of income tax return (ITR) of the last three years 9. Details of Past work/ Experience in similar nature of work. (Certificate/work order/contract letter from the past employer should be enclosed) I do hereby certify that the above mentioned particulars are true and correct. Signature & Stamp of the bidder
Financial Bid Empanelment of Parties for Providing Photography & Videography Services (To be filled by Agency & sealed in separate envelope) (S. No. Name of the Job/ Specification Rates (in Rs.) Photography Assignment 1. Photography charges with digital camera (per day = 8 hours) with CD/DVD of the photographs to ICSI. 2. Photography charges with digital camera (half day=4 hours) with CD/DVD of the photographs to ICSI. 3. Photography charges with digital camera (Two hrs.) with CD/DVD of the photographs to ICSI. 4. Photography charges with digital camera for each extra hour with CD/DVD of the photographs to ICSI. 5. Photo Shoot with studio lights at ICSI House, Lodhi Road, New Delhi (Charge per day = upto 8 hours) 6. Photo Shoot with studio lights at ICSI House, Lodhi Road, New Delhi (Charge per half day= upto 4 hours) 7. Photo Shoot with studio lights at ICSI House, Lodhi Road, New Delhi (Charge for upto 2 hours) 8. Colour print of photographs Glossy Matt Finish 9. Stamp Size print (for set of 10 stamp size photograph) 10. PP Size print (for set of 10 PP size photograph) 11. Post Card Size print 12. 4 x6 Size print 13. 5 x7 Size print 14. 6 x8 Size print 15. 8 x10 Size print 16. 8 x12 Size print 17. 10 x12 Size print 18. 10 x15 Size print 19. 12 x15 Size print 20. 16 x20 Size print 21. 20 x24 Size print 22. 30 x40 Size print 23. 40 x60 Size print 24. Photograph with title & name at bottom- 5 x 7 size print 25. Photograph with title & name at bottom- 10 x 12 size print 26. Photograph with title & name at bottom- 12 x 15 size print
Albums Charges* 27 28 29 30 Leatherette Photo Album with pockets for 20 photographs of 5 x7 size Leatherette Photo Album with pockets for 50 photographs of 5 x 7 size Leatherette Photo Album with pockets for 100 photographs of 5 x 7 size Leatherette Photo Album with pockets for 200 photographs of 5 x 7 size * Normal Albums are to be provided free of cost if more than 20nos. of 5 x7 size, selected Photographs of ICSI Events are to be printed. Leatherette Albums to be provided only when advised. Photo Framing Digital Printing of material for posters/frames A4 Size = 31 A3 Size= Per Sq. Ft.= 32 Framing of photographs / pictures with lamination on card board A4 Size = A3 Size= Per Sq. Ft.= 33 Framing of photographs/ pictures with glass & wooden frame A4 Size = A3 Size= Per Sq. Ft.= Scanning 34 High resolution Scanning of Photographs (more than1200dpi) and Finishing each for print VIDEOGRAPHY (DVCAM RECORDING) 35 36 37 38 39 40 41 Videography assignment charges with HD camera (per day = 8 hours) with DVD of the Video to ICSI. Videography assignment charges with HD camera (half day=4 hours) with DVD of the Video to ICSI. Videography assignment charges with HD camera (Two hrs.) with DVD of the Video to ICSI. Videography assignment charges with HD camera for each extra hour with DVD of the Video to ICSI. HD Video Shoot with studio lights at ICSI House, Lodhi Road, New Delhi (Charge per day = upto 8 hours) HD Video Shoot with studio lights at ICSI House, Lodhi Road, New Delhi (Charge per half day= upto 4 hours) HD Video Shoot with studio lights at ICSI House, Lodhi Road, New Delhi (Charge for upto 2 hours)
Other important Assignments 42 To provide the selected photograph soft copy immediately (within half an hour) after the event. 43 To provide the Event video on DVD, immediately after the event or at the earliest. Uploading of ICSI Event Video on You tube and providing the link of 44 the same (within 2 days of the Event) through E-mail, as and when advised. 45 Video Editing charges per 15 minutes Minimum Advance Notice Period required for reporting for the Photo shoot at the venue. Time (in minutes) Note: 1. DVD of assignments done for ICSI by the photographer / videographer shall be the part of assignment and always be free of cost. 2. Assignment Charges should be inclusive of all Signature & Stamp of the bidder Date:
Declaration & Acceptance of Terms and Conditions To, The Chief Executive & Officiating Secretary Institute of Company Secretaries of India ICSI House, 22, Institutional Area, Lodi Road, New Delhi-110003 Sub: Tender for Empanelment of Parties for Providing Photography & Videography Services Sir, This is with reference to your tender no: due on. We are interested in participate in the tender for Empanelment of Parties for Providing Photography & Videography Services. We have read and understood the details as given in the tender information regarding the Scope of Work and Terms and Conditions for the selection, and other terms & conditions, stipulated in Tender document and the same are acceptable to us. We have been given all the required information by ICSI. We have submitted the required Documents as per the format. We certify that we are eligible as per the said Terms. The duly signed copies of all the tender pages are attached herewith. Authorized Signatory Name: Designation: Company Seal Date: