Request For Proposal

Request For Proposal
PR Firm
Request For Proposal Contents

1. 1.1 1.2 2. 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 1) 2) 2.11 2.12 [A] [B] 2.13 2.14 2.15 2.16 2.17 3 3.1 3.2 3.3 3.4 3.4.1 3.4.2 3.5 4. 5. 5.1 5.2 5.3 5.4 6. 6.1 6.2 7. 7.1 7.2 7.3 7.4 2
PR Firm
Proprietary and Confidential Disclaimer Invitation to RFP RFP Notice Important Dates Instructions to bidders Definition Pre-Qualification/ Eligibility Criteria Cost of Tender Document Earnest Money Deposit (EMD) Pre-Bid Conference / RFP Clarification Amendment to RFP Validity of proposal Right to Accept / Reject proposal Preparation of Proposal Content of Bids Technical Bid Financial Bid Submission, Receipt & Opening of proposal Methodology & Criteria for Bid evaluation Evaluation process Details of Scoring Performance Bank Guarantee Process Confidentiality Cost of Bidding Disqualification Fraud & Corruption Scope of Work Project Background Project Objectives Project Details Manpower requirements Presence of PR Firm in Delhi Manpower requirements at Raipur Channels of communication: Payment terms Service level agreement Media Planning Reporting Resolution of Complaints Data Confidentiality Roles and Responsibilities of Stakeholders Chhattisgarh Samvad PR Firm General Terms and Conditions Application Relationship between parties Standards of Performance Delivery and Documents
4 5 7 7 8 9 9 10 10 11 11 11 11 11 11 12 12 13 13 13 13 15 17 17 18 18 18 19 19 20 20 21 21 21 22 22 22 22 23 23 23 23 23 23 24 24 24 24 24

7.5 7.6 7.7 7.8 7.9 7.10 7.11 7.12 7.13 7.14 7.15 7.16 7.17 7.18 7.19 7.19.1 7.19.2 7.20 7.21 7.22 7.23 8. Firm Personnel Applicable Law Use of Contract Documents and Information Governing Language Intellectual Property Rights Sub Contracts Consortiums Assignments Change Orders Extension of Contract Suspension Termination Force Majeure Payments in case of Force Majeure Resolution of Disputes Amicable Settlement Arbitration Taxes and Duties Legal Jurisdiction Binding Clause Notice Forms Form1: Letter of Proposal Form Form 2: Technical Bid form Form 1A: Format for Certificates from Indipendent Auditor/Statuary auditor for Technical capacity. Form 2 A: Format for Certificates from Indipendent Auditor/Statuary auditor for Financial capacity. Form 3: Past Experience Form 3 A : Form 2 A: Format for Certificates from Indipendent Auditor/Statuary auditor for Experience in PR . Form 4: Personnel Form 5: Financial Bid Form (Online Only) Form 7: Letter of authorization for attending bid opening Draft Service agreement 24 25 25 25 25 25 25 25 25 26 26 26 26 26 27 27 27 27 27 27 27 28 28 30 32 33 34 35 36 38 39 40-58
PR Firm
9.
Request For Proposal Proprietary and Confidential
PR Firm
No part of this document may be reproduced in any form or by any means, disclosed or distributed to any person without the prior consent of Chhattisgarh Samvad , except to the extent required for submitting a bid and no more. The information contained in this document is only disclosed for the purpose of enabling you to submit a proposal to Chhattisgarh Samvad, in accordance with the requirements of this document. This document should therefore not be used for any other purpose under any circumstances. This document contains proprietary information furnished for evaluation purposes only; except with the written permission of Chhattisgarh Samvad , such information may not be published, disclosed, or used for any other purpose. You acknowledge and agree that this document and all portions thereof, including, but not limited to, any copyright, trade secret and other intellectual property rights relating thereto, are and at all times shall remain the sole property of Chhattisgarh Samvad, and that title and full ownership rights in the information contained herein and all portions thereof are reserved to and at all times shall remain with Chhattisgarh Samvad. You agree to take utmost care in protecting the proprietary and confidential nature of the information contained herein.

Disclaimer
PR Firm
The information contained in this Request for Proposal document (RFP) or subsequently provided to Bidders, whether verbally or in documentary or any other form by or on behalf of the Authority or any of its employees or advisers, is provided to Bidders on the terms and conditions set out in this RFP and such other terms and conditions subject to which such information is provided. This RFP is not an agreement and is neither an offer nor invitation by the Authority to the prospective The Bidders or any other person. The purpose of this RFP is to provide interested parties with information that may be useful to them in the formulation of their Proposals pursuant to this RFP. This RFP includes statements, which reflect various assumptions and assessments arrived at by the Authority in relation to the Services. Such assumptions, assessments and statements do not purport to contain all the information that each Bidder may require. This RFP may not be appropriate for all persons, and it is not possible for the Authority, its employees or advisers to consider the objectives, technical expertise and particular needs of each party who reads or uses this RFP. The assumptions, assessments, statements and information contained in this RFP, may not be complete, accurate, adequate or correct. Each Bidder should, therefore, conduct its own investigations and analysis and should check the accuracy, adequacy, correctness, reliability and completeness of the assumptions, assessments and information contained in this RFP and obtain independent advice from appropriate sources. Information provided in this RFP to the Bidders is on a wide range of matters, some of which depends upon interpretation of law. The information given is not an exhaustive account of statutory requirements and should not be regarded as a complete or authoritative statement of law. The Authority accepts no responsibility for the accuracy or otherwise for any interpretation or opinion on the law expressed herein. The Authority, its employees and advisers make no representation or warranty and shall have no liability to any person including any Bidder under any law, statute, rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages, cost or expense which may arise from or be incurred or suffered on account of anything contained in this RFP or otherwise, including the accuracy, adequacy, correctness, reliability or completeness of the RFP and any assessment, assumption, statement or information contained therein or deemed to form part of this RFP or arising in any way in this Selection Process. The Authority also accepts no liability of any nature whether resulting from negligence or otherwise however caused arising from reliance of any Bidder upon the statements contained in this RFP. 5
PR Firm
The Authority may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information, assessment or assumption contained in this RFP. The issue of this RFP does not imply that the Authority is bound to select a Bidder or to appoint the Selected Bidder, as the case may be, for the Services and the Authority reserves the right to reject all or any of the Proposals without assigning any reasons whatsoever. The Bidder shall bear all its costs associated with or relating to the preparation and submission of its Proposal including but not limited to preparation, copying, postage, delivery fees, expenses associated with any demonstrations or presentations which may be required by the Authority or any other costs incurred in connection with or relating to its Proposal. All such costs and expenses will remain with the Bidder and the Authority shall not be liable in any manner whatsoever for the same or for any other costs or other expenses incurred by a Bidder in preparation or submission of the Proposal, regardless of the conduct or outcome of the Selection Process.
Request For Proposal 1. Invitation to RFP

1.1 RFP Notice
PR Firm
Request for Proposal for the selection of a Public Relations (PR) Management Firm in the service of Chhattisgarh Samvad, (Sister Concern of Directorate of Public Relations,) Government of Chhattisgarh. The firm shall be responsible for providing all types of services, as mentioned in Tender document & Scope of Work, as a part of this project. I. Chhattisgarh Samvad invites technical and financial bids from bidders For providing Public Relations Management Services. The bidders, who intend to participate in this bid, are required to follow the below mentioned stages: 1. Pre-Bid Conference 2. Bid Submission 3. Opening of Pre-Qualification and Technical Bid 4. Evaluation of Technical bid 5. Presentation 6. Opening of Financial bid for all qualified bidders who score minimum of 70 points as per stages 4 and 5 7. Evaluation of Financial Bid 8. Calculation of Total Score using Quality cum Cost Basis (QCB) with 70% weightage to Technical Score (TS) and 30% weightage to Financial core.(FS) 9. The Bidder have at least Rs. 20 Crore turnover since last three financial years. 10. EMD amount of the Bidder may be forfeited by Chhattisgarh Samvad in case works not performed properly and may be black listed. 11. The Bidder with the highest Technical Score shall be given first preference to call for negotiations for award of the Contract. II. Interested companies may download the RFP document from the Website III. IV. V. VI. VII. Unviable financial bid will be not considered & Tender committee reserves the right to reject these proposals. CEO, Chhattisgarh Samvad reserves the right to reject any or all the Proposals in whole or part without assigning any reasons. This RFP document is not transferable. Minimum absolute technical score to qualify for financial bid evaluation is 70.
The bidder must submit the DD of Rs. 000/- towards tender fee (Non Refundable) and Rs. 5 lakhs towards EMD amount in sealed cover latest by 26th March 2014 up to 3.30 PM. The sealed cover should super scribe as Tender fees& Bid Security/EMD for the tender for selection of PR Firm for providing PR services. Tender fees must be in the form of Demand Draft & E.M.D. can be in the form of Bank Guarantee or Demand Draft. Both these must be in the name of Chhattisgarh Samvad, Raipur only along with the covering letter with a validity of 6 months.
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1.2 Important Dates
Sr.No. 1 Information Last date and time for submission of DDs of EMD & Tender fees at the Chhattisgarh Samvad physically Last date and time for submission of financial proposal Last date and time for submission of technical proposals (Physically) Place, date and time for opening of technical proposals
PR Firm
Details Place: Chhattisgarh Samvad, Infront of Mahila Thana, Chhotapara,Raipur Date: Time: Place: Chhattisgarh Samvad, Infront of Mahila Thana, Chhotapara,Raipur Date: Time: Place: Chhattisgarh Samvad, Infront of Mahila Thana, Chhotapara,Raipur Date: Time: Place: Chhattisgarh Samvad, Infront of Mahila Thana, Chhotapara,Raipur Date: Time:
Place: Place: Chhattisgarh Samvad, Infront of Mahila Thana, Chhotapara,Raipur Date: Time: 12 Place,date and time for opening Place: Place: Chhattisgarh Samvad, of financial / commercial proposal Infront of Mahila Thana, Chhotapara,Raipur Technically qualified parties will be informed regarding date and time at a later date. Contact person for queries Sanjeev Tiwari, Joint Director Address for communication Place: Chhattisgarh Samvad In Front of Mahila Thana Chota Para Raipur Pin 492001
Place, date and time for Presentation
Request For Proposal 2. Instructions to bidders

2.1
1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) 14)
PR Firm
Definition
RFP means Request for Proposal PR firm means any private or public entity, which will provide the required PR Management Services to Chhattisgarh Samvad under the contract Applicable Law means the laws and any other instruments having force of law in India as they may be issued force and in force from time to time Proposals means proposals submitted by bidders in response to the RFP published by Chhattisgarh Samvad. Competent Authority means CEO Chhattisgarh Samvad, Raipur Committee means evaluation committee of Chhattisgarh Samvad, Raipur Contract means the Contract signed by the parties along with the entire documentation as specified in the RFP Effective date means the date from which the contract comes into force and effect. Samvad means Chhattisgarh Samvad DPR means Directorate of Public Relations, Government of Chhattisgarh BG means Bank Guarantee Government means State , Government of Chhattisgarh Personnel means professional and support staff provided by the PR firm and assigned to perform services to execute an assignment and any part thereof Services means the work to be performed by the PR Firm pur suant to the selection by Samvad and to the contract to be signed by the parties in pursuance of any specific assignment awarded to them by Smavad . The Bid Document and Tender Document are one and the same.
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2.2 Pre-Qualification/ Eligibility Criteria
Bidders must conform to the eligibility criteria given below: No 1 Eligibility Criteria The firm must have one of office in Delhi
PR Firm
Supporting Document Required its Authentic address proof, Proof of PR operations like work orders /vouchers or any other supporting documents generated in the name of the Delhi-based office of the firm The firm should have been in the Proof of incorporation of the firm /company business of providing PR services (Articles of Association); attested by the in authorized signatory. Proofs like work India to the Government bodies orders / vouchers that mentions the name and/or reputed private companies of government body or private company to for at least 5years from the date of which the PR service is rendered. opening of the tender. The firm should have turnover from PR activities in India of at least Rs. crore in each of the last three financial years. Attested copy of audited balance sheet for last 3 financial years and CA certificate certifying that the firm had made a turnover more than or equal to Rs. cr in each of the last 3 financial years out of its PR activitiesin India in original. The firm should be fully equipped Brochures, leaflets, photos of the firm with trained and skilled PR giving a glimpse of its offices and staff, professionals and should have proof of office address. latest instruments like computers, scanners, high-speed photocopy machine preferably color photocopy machines etc. at its offices in the Metro cities; especially in Delhi. Firm will have to open fully equipped office along will require staff after success full bidding in Raipur also
Note: I. Bidders should submit the supporting documents mentioned in the table above II. Bids of firms not confirming to the eligibility criteria listed above will be summarily rejected. III. Submission of forged documents will also result in summary rejection of the bid.
2.3 Cost of Tender Document

1. 2. 3.
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Tender Fee of Rs. 000/- (Rupees Thousand only) in the form of DD in favor of Chhattisgarh Samvad, Payable at Raipur Proposals not accompanied by Tender Fees shall be rejected as non responsive. The Tender fees shall be non-refunded to the participating bidders.

2.4 Earnest Money Deposit (EMD)
1. 2. 3. 4. 5. a. b.
PR Firm
6. 7.
Earnest Money Deposit Rs. (Rupees Lakh only) in the form of DD/ BG in favor of Chhattisgarh Samvad, Raipur Proposals not accompanied by EMD shall be rejected as non-responsive. The successful bidders bid security will be discharged from Samvad only after the signing of the contract and submission of performance security. Unsuccessful bidders EMD will be discharged / refunded as promptly as possible as but not later than 30 days after selection of successful bidder. The EARNEST MONEY DEPOSIT shall be forfeited: If a Bidder withdraws its bid during the period of Bid validity specified by the Bidder on the Bid Form; Or in case of a successful Bidder, if the Bidder fails to sign the Contract; or to furnish the performance security then the contract will be made with the next successful bidder, difference between the bids will be charged from the firm that won the bid originally No exemption for submitting the EMD will be given to any Firm. The bidder is liable to pay liquidated damages and penalty imposed by the Tender Inviting Authority in the event of non-fulfillment of any of the terms or whole of the contract.
2.5 Pre-Bid Conference / RFP Clarification

A prospective Bidder requiring any clarification of the bidding documents may seek clarifications of his/her queries at Pre Bid Conference.
2.6 Amendment to RFP

1. At any time prior to the deadline for submission of bids, Samvad may, for any reason, whether on its own initiative or in response to a clarification requested by a prospective bidder, modify the bidding documents. The modified RFP if any will be uploaded in website www.dprcg.gov.in.
2.7 Validity of proposal

Proposals shall remain valid for a period of 140 days (one hundred and forty days) after the date of Proposal opening prescribed in the RFP. A Proposal valid for shorter period may be rejected as non responsive. Samvad may solicit the bidders consent to an extension of Proposal validity (but without the modification in Proposals).
2.8 Right to Accept / Reject proposal

Samvad reserves the right to accept or reject any proposal, and to annul the proposal process and reject all proposals at any time prior to award of contract, without thereby incurring any liability to the affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for such decision.
2.9 Preparation of Proposal

1. 2. The Proposal and all associated correspondence shall be written in English and shall confirm to prescribed formats. Any interlineations, erasures or over writings shall not be valid. The Proposal shall be typed or written in indelible ink (if required) and shall be initialed on all pages by authorized representative of the bidder to bind the bidder to the contract. The authorization shall be indicated by Board Resolution/ Power of Attorney and shall accompany the proposal In addition to the identification, the covering letter (Form 1) shall indicate the name and address of the bidder to enable the proposal to be returned in the case it is declared late pursuant, and for matching purposes
3.
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4. 5.
PR Firm
6.
7.
8. 9.
10.
The information submitted must be definitive and specific. Vague terms, incomplete information, counter offers, and 'uncalled for' correspondence shall not be entertained. Alteration / Rewording / Deletion / Correction of any part in the Tender Document is not permitted. If found in any bid proposal, the bid may be liable to be rejected without prior intimation to the bidder. Bidder is required to submit the complete proposal along with required forms etc. The proposal shall be exactly according to the presented formats given in the Tender documents. All columns of the prescribed formats should be filled, and all questions in the tender document must be answered. Any additional information should be enclosed separately and referred to in the relevant column in the proposal formats. Modifications / rewording of formats shall not be acceptable. Where no price is proposed to be charged for any item or its parts required to be supplied, It should be clearly mentioned in words. The technical response should be concise. Any response not as per the specified format may be liable to be rejected. No marketing literature pertaining to the bidder should be enclosed along with the proposal. If enclosed, it may be treated as disqualification Committee would ask Bidder(s) for detailed presentations. All such shall be at the cost of bidder. The envelopes should be addressed to: The CEO Chhattisgarh Samvad In front of Mahila Thana Chhotapara,Raipur, Chhattisgarh 492001 The bidder is expected to examine carefully all instructions, forms, terms and specifications in the Tender document. Failure to furnish all information required in the Tender Document or submission of a proposal not substantially responsive to the Tender Document in every respect will be at the bidders risk and shall result in rejection of the proposal.
2.10 Content of Bids

While sending the Technical Bid and Financial bid the firms need to send the following in four separate envelopes: Tender Fee DD EMD DD/ BG Technical Bid Financial Bid
1) Technical Bid
Following items should be accompanied with the technical bid form. I. Information called for in the technical bid form along with any other supporting documents mentioned in the table in Section 2.2 of this tender document. II. Tender fee of Rs. 000/- (Rupees thousand only) in the form of Nationalized Bank Demand Draft only and drawn in favour of Chhattisgarh Samvad, payable at Raipur
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III.
PR Firm
IV.
Earnest Money Deposit (EMD) through a Nationalize Bank Demand Draft or Bank Guarantee of Rs. (Rupees lakh Only) in the favour of Chhattisgarh Samvad payable at Raipur must be attached with the technical bid. The EMD should remain valid for a period of six months from the tender opening date. The EMD of the unsuccessful bidders will be returned within 1 (one) month of rejection of the bid. No interest shall be given on the EMD. The final financial bid should be on monthly basis inclusive of all prevalent taxes, duties and levies. Specific mention should be made of the taxes applicable along with the taxation rates. Any change in taxes, duties and levies will be reimbursed by Samvad or shall be recovered from the firm, as the case may be. The total cost of rendering the PR service does not include the costs of conducting events (press conferences, events, exhibitions etc.) and the expenses like transport/stay/food provided to the journalists. The sealed Technical Bid and Financial Bid envelopes should be enclosed in a bigger sealed envelope. The firms shall have to download the Bid Document Form from the website www.dprcg.gov.in The firms shall have to submit the tender fee, EMD, Technical and Financial Bid and the hard copy of the necessary supporting documents, to the address mentioned in section 2.9.9 by 26th March 2014 before 3:30 PM. Bids received after the due date and time, or without necessary documents, will be rejected. Technical Bid will be opened on 27th March 2014, 11:30 AM at Chhattisgarh Samvad, In front of Mahila Thana, Chhotapara, Raipur . Firms may send one person on their behalf to be present when the Bids are being opened. (Representative of the firm should carry an authorization letter as given in the section 8 of this tender document) Bids will be evaluated, as per the evaluation criteria and detailed procedure formulated by SAMVAD
2) Financial Bid
I.
II.
2.11 Submission, Receipt & Opening of proposal

a) b)
c) d)
e)
2.12 Methodology & Criteria for Bid evaluation

[A] Evaluation process
a. Scrutiny of the tender document will be done by a Tender Committee to determine whether the documents have been properly signed, Earnest Money Deposit (EMD) paid and all relevant papers submitted. Tenders not confirming to such requirements will be prima facie rejected. b. For evaluation, a weighted composite success score will be calculated based on separate evaluations of the Technical Bid (70% weightage) and the Financial Bid (30% weightage). The Tender High Level Committee will oversee the evaluation process. c. The Committee would first thoroughly check the technical bid form and supported documents. The bidders who meet the technical eligibility criteria will be required to give a brief presentation (duration of approximately 30 minutes including Q&A) on 27th March 2014 , 12:00 PM onwards. d. The High Level Committee would evaluate the quality of Bidders on the criteria formulated by it. Points will be given on the basis of proposals submitted and the presentation given by the bidders. The Committee may even wish to personally visit the firms headquarter and its Branches at any time during or after the selection process. Preference will be given to the firms
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PR Firm
e. f. g. h. i. j.
k.
having vast experience in working for government bodies and having experienced staff that is trained in media related work. Only the parties scoring minimum 70 points out of 100 in the technical bid round will qualify for the commercial bids. For evaluation of the commercial bid, the lowest bidder will be given a score of 100. The score of other bidders will be proportionately scaled down. The composite final score will be calculated by summing the technical and financial scores. In case of a tie between bidders after combining the quality and price score, the bidder with higher quality score would be selected . Samvad does not bind itself to accept the lowest or any particular tender and has the right to refuse any Tender without assigning any reason or select any Bidder that is in the final evaluation list. Samvad reserves the sole right for carrying out amendments/modification/changes including any addendum to this tender document. All Bidders who have received this tender document shall be notified of the amendment in writing by email or fax or post, and all such amendment (s) shall be binding on them. The Bidder shall bear all costs associated with the preparation and submission of the Tender and Samvad will in no case be held responsible or liable for these costs, regardless of the conduct or outcome of the tendering process.
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[B] Details of Scoring
PR Firm
Max Point System Points 5 years 5 points + 1 point/year after 6 to 10 years 1 project 1 point 2 projects 2 points 3 projects 3 points 4 projects 4 points 5 project 5 points 6 projects 6 points 7 projects 7 points 8 projects 8 points 9 projects 9 points >= 10 projects 10 points Scored Points
Sr No A 1
Criteria
Profile of the Bidder No. of Years of operation in India
10
Past Experience Experience in providing PR services in private / Public Enterprises
10
Experience in providing PR services in , Government of Chhattisgarh, or other state Government or Government of India Profile of Proposed Resources/ Team
20
5 Point/project
10
High Level Committee will evaluate the Form submitted by the bidders
Sub Total B 4 Presentation of a roadmap for management of PR of Chhattisgarh and its Evaluation Detailed plans of campaigning Number , type and frequency of campaigns proposed Target Markets (rural and urban population of Chhattisgarh, other States of India and international markets) PERT chart with activities and timelines for the same. Investment estimates for the same Sample creative/ art work
50
10
15

Strategy for Communication and PR Details of communication strategy in the print, electronic, web and other media. Media planning and scheduling Activities and timelines by way of a PERT chart Investment estimates Detailed investment estimates for brand building, campaigning, advertisement, promotion, communication strategy and PR Detailed plans for perceptions management and perception turnaround Strategies, implementation framework with key focus areas Performance parameters to assess positive perception Assessment of negative imageproposed course corrections. 10
PR Firm
Investment plan
15
Perception turnaround
15
Sub Total Total (A+B)
50 100
Technical Evaluation will be assigned a Technical score (Ts) out of a maximum of 100 points. Bidders with Technical score of 70 and above out of 100 will qualify for the evaluation in the financial process. Tn = 0.70 x (Ts) will be Normalized Technical Score for the Bidder under Consideration.
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PR Firm
Commercial/Financial Bid Evaluation: The Commercial bid of those bidders who qualify in the technical evaluation will only be opened. All other Commercial bids will not be opened. The Commercial bids of the technically qualified bidders will be evaluated as per the evaluation criteria mentioned below: The lowest evaluated Financial Proposal (Fmin) will be given the maximum financial score F(n) of 30 points. The Normalised financial scores (Fn) of the other Financial Proposals will be computed as per formula for determining the financial scores given below: Fn = 30 x Fmin / Fb Where, Fn = normalized finance score for the bidder under consideration Fb = absolute financial score for the bidder under consideration Fmin = minimum absolute financial score obtained by any bidder The Bidder with highest Tn+Fn will qualify.
Performance Bank Guarantee

1. The successful Bidder has to furnish a security deposit so as guarantee his/her (Bidder) performance of the contract 2. The firm/company whose BID is accepted shall deposit 5% of the amount of Contract value as Performance Security. If additional work is allotted, the Firm has to deposit the additional Performance Security accordingly. The Performance Security shall be in the form of Bank Guarantee valid for 1 year from the date of actual start of operation. 3. The proceeds of the performance security shall be payable to SAMVAD as compensation for any loss resulting from the Service Providers failure to complete its obligations under the Contract. 4. The Performance Security shall be denominated in Indian Rupees and shall be in the form of a Nationalised Bank Demand Draft drawn in favor of CEO, Chhattisgarh Samvad, payable at Raipur or a Bank Guarantee issued by a nationalized / scheduled bank and following private banks located in India, in the form provided in the bidding documents: a. IDBI Bank b. AXIS Bank c. HDFC Bank and d. ICICI Bank 5. Within 10 days of the receipt of notification of award from Samvad, the successful bidder shall furnish the performance security in accordance with the Conditions of the Contract, in the performance security Form provided in the bidding documents in the Pro-forma prescribed in the Tender. 6. The Performance Security will be discharged by Samvad and returned to the Bidder on completion of the bidders performance obligations under the contract. 7. In the event of any contract amendment, the bidder shall, within 21 days of receipt of such amendment, furnish the amendment to the Performance Security, rendering the same valid for the duration of the Contract, as amended for further period. 8. No interest shall be payable on the PBG amount. Samvad may invoke the above bank guarantee for any kind of recoveries, in case; the recoveries from the bidder exceed the amount payable to the bidder.
2.14 Process Confidentiality

Information relating to the examination, clarification and comparison of the proposals shall not be disclosed to any bidders or any other persons not officially concerned with such process until the selection process is over. The undue use by any bidder of confidential information related to the process may result in rejection of its proposal. Except with the prior written consent of Samvad , no
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PR Firm
party, shall, at any time communicate to any person or entity any confidential information acquired in the course of the Contract.
2.15 Cost of Bidding

All costs related to bidding shall be borne entirely by the bidder. Under no circumstances any queries / request for compensation in cases of rejection / disqualification etc. will be entertained by Samvad .
2.16 Disqualification
Samvad may at its sole discretion and at any time during the evaluation of Proposal, disqualify any bidder, if the bidder has: Submitted the Proposal documents after the response deadline. Made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements. Exhibited a record of poor performance such as abandoning works, not properly completing the contractual obligations, inordinately delaying completion or financial failures, etc. Submitted a proposal that is not accompanied by required documentation or is non-responsive. Failed to provide clarifications related thereto, when sought. Declared ineligible by the , Government of Chhattisgarh or any of the PSU in the State Government, for corrupt and fraudulent practices or has been blacklisted. Submitted a proposal with price adjustment / variation provision.
1. 2. 3. 4. 5. 6. 7.
2.17 Fraud & Corruption

A. a. b. Samvad requires that PR firm selected through this RFP must observe the highest standards of ethics during the performance and execution of such contract. In pursuance of this policy, Samvad : Defines, for the purposes of this provision, the terms set forth as follows: Corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of Samvad or any personnel of Organisation in contract executions. "Fraudulent practice" means a mis-presentation of facts, in order to influence a procurement process or the execution of a contract, to Samvad , and includes collusive practice among bidders (prior to or after Proposal submission) designed to establish Proposal prices at artificially high or non-competitive levels and to deprive Samvad of the benefits of free and open competition. Unfair trade practices means supply of services different from what is ordered on, or change in the Scope of Work which was given by Samvad in Section 3. Coercive Practices means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the execution of contract.
c. d.
e. undesirable practice means (i) establishing contact with any person connected with or employed or engaged by the Authority with the objective of canvassing, lobbying or in any manner influencing or attempting to influence the Selection Process; or (ii) having a Conflict of Interest; and f. restrictive practice means forming a cartel or arriving at any understanding or arrangement among Bidders with the objective of restricting or manipulating a full and fair competition in the Selection Process. 18

B.
PR Firm
C.
Will reject a proposal for award, if it determines that the bidder recommended for award, has been determined by Samvad to having been engaged in corrupt, fraudulent of, unfair trade practices. Will declare a PR Firm ineligible, either indefinitely or for a stated period of time, for awarding the contract, if it any time determines that the PR firm has engaged in corrupt, fraudulent and unfair trade practice in competing for, or in executing the contract.
3 Scope of Work
3.1 Project Background
The , Government of Chhattisgarh, during the last decade, has played a proactive role in implementing multiple people centric welfare schemes and social initiatives. Apart from this, the government also undertakes various activities from time to time to promote Chhattisgarh as an investor friendly destination an attractive tourist retreat Some of these initiatives include Chhattisgarh All these initiatives have received acclaim both nationally and overseas and brought numerous laurels to the government. plays a significant role in communicating pro-people schemes of the State Government to all the sections of the society. Chhattisgarh Samvad with help of Directorate of Public Relation, Raipur acts as a two-way communication bridge between the Government and people, as it effectively transmits information of Governments welfare schemes and programmes to people and acquaints the beneficiaries about it, and at the same time communicates the common mans feedback to the Government. To facilitate propagating and broadcasting the work, the organisation also uses the official website for its press releases, special articles and photographs that are emailed to electronic and print media, as soon as an event is covered. The advent and reach of Information Technology has changed the way people communicate. In the age of numerous 24 hour news channels and the internet, Chhattisgarh Samvad requires a strong public image management organization in order to effectively propagate and publicize the initiatives and achievements of the , Government of Chhattisgarh through national and international media.
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3.2 Project Objectives
PR Firm
Chhattisgarh Samvad, intends to appoint a PR Firm to create awareness about brand Chhattisgarh across India and the globe. It is the PR Firms role: To position Chhattisgarh as one of Indias leading states across sectors by increasing visibility and enhancing top of mind recall so as to make it an ideal destination amongst various stakeholders. To effectively disseminate information about Chhattisgarh Governments various activities to national and international media.
3.3 Project Details

In order to help shape favorable media opinion for Chhattisgarh Government, both nationally as well as internationally, the Firm shall perform, inter - alia, in consultation with Chhattisgarh Samvad, the following tasks: 1. Prepare an effective Public Relations Strategy Plan for the , Government of Chhattisgarh with a vision for the next year 2. Make all arrangements necessary for the media coverage of any event when dignitaries from Chhattisgarh , such as the Governor of Chhattisgarh , Chief Minister or any other important dignitaries, on their visits to other part of the country or as and when asked to do so by Samvad/DPR 3. Arrange for national and international media to visit Chhattisgarh and attend various events organized by the different departments of the , Government of Chhattisgarh, I. The Firm shall acquaint the media with the positive growth and developments happening in the state at regular intervals, or as and when asked to do so by Samvad/DPR The number of media personnel for any event shall be decided by Samvad after deliberation on the scale of the event II. It is the Firms responsibility to arrange for the visits of journalists to Chhattisgarh , any other part of the country or abroad. The expenses for the same will be reimbursed by Samvad on the submission of actual bills 4. Prepare press releases, news articles, messages, write ups, articles, features in Hindi/ English and regional languages for publication in print media and telecast / broadcast media in TV, radio and internet in consultation with the Chhattisgarh Samvad/DPR, or as and when instructed by Samvad/DPR to do so. 5. The firm should also strive to achieve the targets stated below Publication of at least 6 major stories from the State in a quarter in national News Papers viz. HT, TOI, Indian Express, Hindu, ET, etc. ii. Publication of 6 major stories in regional newspapers in a quarter III. Publication of 6 major stories in a quarter in the major vernacular Newspapers with widespread coverage viz. Telugu, Tamil, Bengali, Oriya, Urdu, Marathi Gujarati etc. IV. Publication of at least one major story/interview in a quarter in national magazines viz. India Today, Frontline, Outlook, The Week, etc. V. Coverage/ telecast of at least one major story every quarter in a major TV News Channel viz. NDTV, Times Now, CNN-IBN, AajTak, Zee News, ABP News, TV Today, etc. However, for these above tasks only, it should also be noted that the mentioned norms are indicative and can be relaxed / changed subject to mutual agreement between the parties depending upon the circumstances 6. Arrange for press conferences, one to one meets, road - shows or any other activities in consultation with the Samvad/DPR , or as and whe instructed by Samvad/DPR to do so
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I.
PR Firm
I. II. III. IV.
7. Crisis perception management and informing Chhattisgarh Samvad about impending stories about Chhattisgarh State / Leadership 8. Monitor the presence of, and discussions about, brand Chhattisgarh in social and political circles (a) This can be achieved through, among other activities, continuously monitoring And tracking all national and regional newspapers, magazines, TV channels, the inter-web, blogs and other channels of external communication at regular intervals (b) Report the above findings to the Samvad through an efficient feedback system Advise Samvad/DPR on PR strategies to be employed for various events and activities conducted by the , Government of Chhattisgarh, Have a close liaison with correspondents, reporters, editors, photographers think tanks, critics, trend - setters and other such opinion leaders The Firm is trusted to modify or adapt to any changes in its working methodology as suggested by Samvad/DPR as and when informed to do so by Samvad/DPR Promote and maintain an effective feedback system of the public about these activities
3.4 Manpower requirements

The firm should be fully equipped with trained and skilled PR professionals and should have the latest instruments such as computers, scanners, high speed photo copy machines ( preferably color photo copy machines ) etc. at all its offices in metro cities, especially in Delhi and at Raipur.
3.4.1 Presence of Firm in Delhi
i.
The presence of PR firm at Delhi with all modern equipment is compulsory. The PR firm will nominate a contact person who will coordinate with Chhattisgarh Information Centre at Delhi in PR activities. ii. The contact person at Delhi should preferably hold a masters degree in mass media or journalism with at least 5 years experience working in a PR Firm and direct experience in dealing with central/state government or government agencies, press and media iii. The contact person at Delhi must also be experienced in carrying out projects on a national / international level. Impeccable communication skills in English and Hindi are an imperative
Manpower requirements at Raipur
3.4.2
1. The selected firm should also place a Chhattisgarh Samvad.
in Raipur under the direct command of
i. should preferably hold a masters degree in mass media or journalism with at least 5 years experience working in a PR Firm ii.
iii. iv.
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v.
PR Firm
vi.
No change in staff shall be permitted without prior approval of Samvad.
3.5 Channels of communication:

1. All communication from the Firm to the , Government of Chhattisgarh shall be mad to Chhattisgarh Samvad. The CEO, Chhattisgarh Samvad shall, at all stages, be the first point of contact 2. All communication that may require references or proof of occurrence of communication shall be made to Chhattisgarh Samvad via electronic mail 3. Communication from Chhattisgarh Samvad, to the Firm could be made by Chhattisgarh Samvad telephonically, verbally, fax or electronic mail 4. The point of contact on behalf of CEO Chhattisgarh Samvad for the Firm or anyone representing the Firm shall be Chhattisgarh Samvad
4. Payment terms
1. The Firm shall be paid on a monthly basis for its services at the completion of each month . The payment will be based on rates finalized for the award of contract to the successful Firm 2. All payments subject to TDS 3. The Firm shall furnish Samvad with the bills of expenses it incurred for the travel/accommodation/food for the journalists or any other expenses incurred in the arrangement of events. The reimbursements of such bills shall be made by the department concerned in Samvad. 4. Payment for the print advertisement /TV spots, documentary, Radio Jingles making will be mad at the maximum to prevailing DAVP rates for that particular item or as mutually agreed and finalized by CEO Chhattisgarh Samvad. 5. The Chhattisgarh Samvad shall evaluate the performance of the Firm based on the quality of the services rendered as well as feedback received by the officials concerned at the department. The decision of Samvad shall be binding in this regard
5. Service level agreement

The purpose of this Service Level Agreement (hereinafter referred to as SLA) is to clearly define the levels of service which shall be provided by the Firm to the Chhattisgarh Samvad for the duration of the contract against the stated scope of work. Samvad shall regularly review the performance of the services being provided by the Firm and the effectiveness of this SLA. 1. Samvad shall evaluate the performance of the Firm based of the quality of the services rendered as well as feedback received by the officials concerned at the department. The decision of Samvad shall be binding in this regard 2. Samvad may appoint a third party valuation of the services provided by PR Firm. 3. The PR Firm is liable for deduction from monthly bill as defined in mentioned schedule for 4 of draft agreement, in case it fails to renders services or perform duties as per scope of work define under section 3.3 & 3.4.
5.1
i.
Media Planing
The PR Firm will prepare Month & Quarterly plan of the proposed activities for forthcoming Month and Quarterly latest by first week of the month/quarter.
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5.2 Reporting
PR Firm
The Firm is expected to provide Samvad with the following reports on the activities undertaken and completed by it in order to achieve the objectives stated above: 1. Details of media coverage handled by the Firm upon completion of any event, pressconference or any other activity undertaken by the government to be sent to the Samvad within a week of its completion 2. Detailed reports containing press clippings, print and broadcast media coverage and any other PR activity undertaken by the Firm to be sent to Samvad . 3. Summarised monthly reports containing press clippings, print and broadcast media coverage and any other PR activity undertaken by the Firm to be sent to Samvad.
5.3 Resolution of Complaints

Any complaints notified by Samvad to the Firm shall have to be replied to in written along with the suggested course of action to be taken in order to resolve the complaint by the Firm within 10 working days of the complaint being notified. The suggested course of action by the Firm shall then be reviewed by Samvad and the final modifications (if) shall have to be implemented in a manner and time frame suggested by Samvad.
5.4 Data Confidentiality

The Firm shall maintain full confidentiality of the data provided to it or data generated while providing services. Under no circumstances will the Firm divulge/reveal/share such data for the purpose other than for meeting Samvads requirements. Any violation of this confidentiality clause may result in instant termination of the contract and blacklisting of the Firms services from Chhattisgarh Samvad. The decision of the client shall be final in this regard and binding on the Firm.
6.Roles and Responsibilities of Stakeholders

6.1 Chhattisgarh Samvad
i. Receive and appraise proposals / suggestions from the Firm for project implementation ii. Provide necessary guidance, support, approvals and strategic suggestions as and when required, through periodic review during the entire duration of the contract iii. Ensure that the Firm conducts a work as specified in the scope of work. iv. Assist in Organisational capacity building. v. Extend necessary policy level support to develop a sustainable framework for regulation and promotion the successful implementation of the project vi. Validate the work performed by the Firm based on the SLA monitoring and make regular payments vii. Depute point of contact on behalf of Samvad
6.2 PR Firm
Over and above the mentioned pre-requisites of the PR Firm in Scope of Work (Section 3), the Firm shall have to ensure optimal performance by dispersing key responsibilities as follows: i. The Firm will appoint a person to be the nodal point for coordinating with the client (liaison officers). The person(s) identified must be available over phone at all times ii. The Firm will sign a non-disclosure agreement with Samvad for running the project. This nondisclosure agreement will cover all the data that has been provided by Samvad for operations along with the data that is generated during the operation of the project iii. The Firm will arrange, install and maintain the necessary hardware and licensed application software including computers, printers, scanners, broadband internet connections, networking etc. at the Firm branch office/head quarter in Delhi
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iv. v. vi. vii. viii.
PR Firm
The Firm will arrange, install and maintain equipment for transmission of data and images to Samvad or anywhere as instructed by Samvad/DPR. The Firm will provide all relevant clippings, AV recordings, CDs and other necessary details and data as and when required by Samvad/DPR Any expenses pertaining to the manpower deployed in the process along with maintenance cost of hardware/software , facility charges etc. will be borne by the Firm The Firm is solely responsible for managing the activities of its personnel and will hold itself responsible for any misdemeanors. The Firm will treat as confidential all data and information obtained during execution of his responsibilities, in strict confidence and will not reveal such information to any other party without the prior written approval of Samvad
7. General Terms and Conditions

7.1 Application
These general conditions shall apply to the extent that provisions in other parts in this Contract do not supersede them. For interpretation of any clause in the Contract Agreement, the interpretation of Samvad shall be final and binding on the Firm.
7.2 Relationship between parties

Nothing mentioned herein shall be construed as relationship of master and servant or of principal and agent between the Firm and Samvad. The Firm has complete charge of personnel performing the services executed by the Firm from time to time. The Firm shall be fully responsible for the services performed by it at all times
7.3 Standards of Performance

i. The Firm shall provide services and carry out its obligations under the Contract with due diligence, efficiency and economy in accordance with generally accepted professional standards and practices. The Firm shall always act in respect of any matter relating to this contract as faithful to Samvad and abide by all the provisions/Acts/Rules etc. of Government processes prevalent in the country. Samvad shall evaluate the performance of the Firm based on the quality of the services rendered as well as feedback received by the officials concerned at the department.
ii. iii.
7.4 Delivery and Documents

As per the time schedule agreed between parties for specific projects given to the Firm from time to time, the Firm shall submit all the deliverables. The Firm shall not, without the other partys prior written consent, disclose contract, drawings, specifications, plans, patterns, samples or other documents to any person or organization other than an entity employed by the Firm for the performance of the contract, in consultation with the government. In case of the termination of the contact, all the documents prepared by the Firm under this contract shall become property of Chhattisgarh Samvad . The Firm may not use any of the material or content anywhere, without taking permission, in writing, from Samvad. Samvad reserves the right to grant or deny any such request.
7.5 Firm Personnel

The Firm shall employ and provide such qualified and experienced personnel as may be required to perform the services under the specified project , the personnel, who have adequate knowledge and experience in the domain related with this project. It is desirable that the Firm shall utilize the services of domain specialists, if required, to work on the project effectively.
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7.6 Applicable Law
PR Firm
Applicable Law means the laws and any other instruments having the force of law in India as they may be issued and in force from time to time. The contracts shall be interpreted in accordance with the laws of the Union of India and that of State of Chhattisgarh
7.7
i.
Use of Contract Documents and Information

The Firm shall not, without Samvads prior written consent, disclose the contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the in connection therewith, to any person other than a person employed by the Firm in performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of delivering such performance The Firm shall not, without Samvads prior written consent, make use of any document or information except for purposes of performing the Contract Any document, other than the Contract itself, shall remain the property of Samvad and shall be returned (in all copies) to the Samvad on completion or terminations of the Contract if so required by Samvad
ii. iii.
7.8
Governing Language
The Contract shall be written in English Language. All correspondence and other documents pertaining to the contract, which are exchanged between the parties, shall be written in the Hindi/English Language.
7.9
Intellectual Property Rights

I. The Firm shall insure itself against all third-party claims of infringement of copyright, patent, trademark or industrial design rights arising from use of the press clippings, photographs, AV material or any part thereof in India or abroad. II. In the event of any claim asserted by a third party of infringement of copyright, patent, trademark or industrial design rights arising from the use of any material or any part thereof in India the Firm shall act expeditiously to extinguish such claim. If the Firm fails to comply and Samvad is required to compensate a third party resulting from such infringement, the Firm shall be responsible for the compensation including all expenses, court costs and lawyer fees. The Firm shall provide Samvad with a notice of such a claim, if made, without delay
7.10 Sub Contracts

No Sub Contracting shall be allowed for this project
7.11 Consortiums
No Consortiums shall be allowed for this project.
7.12 Assignments
The Firm shall not assign the project to any other Firm, in whole or in part, to perform its obligation under the Contract, without Samvads prior written consent
7.13 Change Orders

I. II. III. Samvad may at any time, by written order given to the Firm, make changes Within the general scope of the Contract in any one or more of the following: The place of delivery; and/or the Services to be provided by the Firm. The Firm should be ready to accommodate additional equipment/services at later stages. If any such change causes an increase or decrease in the cost of, or the time required for, the Firms performance of any provisions under the Contract, equitable adjustments shall be made in the Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended.
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PR Firm
Any claims by the Firm for adjustment under this clause must be asserted within thirty (30) days from the date of the Firms receipt of Samvads change order
7.14 Extension of Contract:

The contract may be extended for another one year at a time upto maximum of 2 years subject to satisfactory performance or mutual agreement.
7.15 Suspension
Samvad may, in written notice to the Firm, suspend all payments to it hereunder if the Firm fails to perform any of its obligations under this contract including the carrying out of the services, provided that such notice of suspension, i. Shall specify the nature of failure. ii. Shall request the Firm for a remedy of such failure within a period not exceeding thirty (30) days after the receipt of such notice of failure by the Firm.
7.16 Termination
Under this Contract, Samvad may, by written notice terminate the services of the Firm in the following ways: i. Termination by default for failing to perform obligations under the Contract or if the quality is not up to the specification or in the event of non-adherence to any time schedule that may be mentioned by Samvad. ii. Samvad by written notice sent to the Firm, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for Samvads convenience, the extent to which performance of the Firm under the Contract is terminated, and the date upon which such termination becomes effective. iii. Samvad may at any time terminate the Contract by giving a written notice to the Firm, if the Firm becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Firm, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to Samvad. In all cases, termination shall be executed by giving written notice to the Firm. iv. Upon termination of the contract, payment shall be made to the Firm for: 1. Services satisfactorily performed and reimbursable expenditures prior to the effective date of termination 2. Any expenditure actually and reasonably incurred prior to the effective date of Termination No consequential damages shall be payable to the Firm in the event of such termination.
7.17 Force Majeure

Not with standing anything contained in the terms of reference, the Firm shall not be liable for liquidated damages or termination for default, if and to the extent that, its delay in performance or other failures to perform its obligations under the agreement is the result of an event of Force Majeure. For purposes of this clause Force Majeure means an event beyond the control of the Firm and not involving the Firms fault or negligence and which was not foreseeable. Such events may include wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargos. The decision of the Samvad regarding Force Majeure shall be final and binding on the Firm. If a Force Majeure situation arises, the Firm shall promptly notify the Samvad in writing, of such conditions and the cause there of. Unless otherwise directed by the Samvad in writing, the Firm shall continue to perform its obligations under the agreement as far as reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.
7.18 Payments in case of Force Majeure

26
PR Firm
During the period of its inability to provide services as a result of an event of Force Majeure, the Firm shall be entitled to continue to be paid under the terms of this contract, as well as to be reimbursed for costs additional costs reasonably and necessarily incurred by it during such period purposes for the purpose of the services and in reactivating the service after the end of such period.
7.19 Resolution of Disputes

If any dispute arises between parties, then there would be two ways for resolution of the dispute under the Contract.
7.19.1 Amicable Settlement
The performance of the Contract is governed by the terms and the conditions of the Contract. However at times dispute may arise over the interpretation of any term or condition of Contract including the scope of work, the clauses of payments etc. In such a situation either party of the contract may send a written notice of dispute to the other party. The party receiving the notice of dispute will consider the notice and respond to it in writing within 30 days after receipt. If the dispute cannot be amicably settled within 45 days following the response of that party, then clause 7.19.2 for resolution of disputes shall become applicable. 7.19.2 Arbitration In the case of dispute arising between Samvad and the PR Firm, which has not been settled amicably, any party can refer the dispute for arbitration under the Arbitration and Conciliation Act, 1996 and any statutory modification or re-enactment thereof, shall apply to these arbitration proceedings. The decision of Chhattisgarh Samvad shall be final and binding upon both the parties. All arbitration awards shall be in writing and shall state the reasons for the award. The expenses of the arbitration as determined by the arbitrators shall be shared equally by Samvad and the Firm. However, the expenses incurred by each party in connection with the preparation, presentation shall be borne by the party itself.
7.20 Taxes and Duties

The Firm shall fully familiarise itself with the applicable Domestic taxes (such as VAT, Sales Tax, Service Tax, Income Tax, duties, fees, levies, etc.) on the amount payable by the Samvad under the contract. The Firm and personnel shall pay such domestic tax, duties, fees and other impositions (wherever applicable) levied under the applicable law
7.21 Legal Jurisdiction

All legal disputes between the parties shall be subject to the jurisdiction of the courts situated in Raipur , Chhattisgarh only.
7.22 Binding Clause

All decisions taken by Samvad regarding the processing of this tender and award of contract shall be final and binding on all parties concerned.
7.23 Notice
Any notice, request or consent required or permitted to be given or made pursuant to this contract shall be in writing. Any such notice request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the party to whom the communication is addressed, or when sent to a party at the address mentioned in the project specific Contract Agreement.
8. Forms
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Form- I Letter of Proposal
PR Firm
(On the letterhead of the Bidder)

Dated: The Chief Executive Officer, Chhattisgarh Samvad, Raipur, Chhattisgarh Dear Sir, Sub: 1 Proposal for Selection of a Branding, Communications and Public Relations Agency for Chhattisgarh Samvad, Raipur, Chhattisgarh With reference to your RFP document dated _____, I/We, having examined the Bidding Documents and understood their contents, hereby submit my/our Proposal for the foresaid Project. The Proposal is unconditional and unqualified. All information provided in the Proposal and in the Appendices is true and correct. This statement is made for the express purpose of qualifying as a Bidder for the successful execution of the Project. I/We shall make available to the Authority any additional information it may find necessary or require to supplement or authenticate the Bid. I/We acknowledge the right of the Authority to reject our Proposal without assigning any reason or otherwise and hereby waive my/our right to challenge the same on any account whatsoever. I/We certify that in the last three years, I/We have neither failed to perform on any contract, as evidenced by imposition of a penalty or a judicial pronouncement or arbitration award, nor been expelled from any projected or contract nor have had any contract terminated for breach on my/our part, I/ We declare that: I/We have examined and have no reservations to the Bidding Documents, including any Addendum issued by the Authority. I/We do not have any conflict of interest in accordance with the RFP document; I/We have not directly or indirectly or through an agent engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice, as defined in RFP document, in respect of any tender or request for proposal issued by or any agreement entered into with the Authority or any other public sector enterprise or any government, Central or State; and I/We hereby certify that we have taken steps to ensure that in conformity with the provisions of the RFP, no person acting for me/us or on my/our behalf has engaged or will engage in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice. I/We understand that you may cancel the Bidding Process at any time and that you are neither bound to accept any Proposal that you may receive nor to invite the Bidders to bid for the Project, without incurring any liability to the Bidders, in accordance with RFP document. I/We certify that in regard to matters other than security and integrity of the country, I/We have not been convicted by a Court of Law or indicted or adverse orders passed by a regulatory authority which could cast a doubt on our ability to undertake the Project or which relates to a grave offence that outrages the moral sense of the community. I/We further certify that in regard to matters relating to security and integrity of the country, I/We have not been chargesheeted by any agency of the Government or convicted by a Court of Law for any offence committed by us. I/We further certify that I/We am/are not barred by the Central/ State Government, or any entity controlled by them, from participating in any project, and the bar subsists as on the Proposal Due Date, would not be eligible to submit a Proposal. I/We further certify that, in the last three years, I/We have neither failed to perform on any contract, as evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against the Bidder, nor been expelled from any project or contract nor have had any contract terminated for breach by such Bidder. I/We further certify that no investigation by a regulatory authority is pending either against us or against our CEO or any of our Directors/ Managers/ employees. I/We understand that in case the Selected Bidder is a foreign company, the continued eligibility shall be subject to approval of the Authority from national security and public interest perspective. The decision of the Authority in this behalf shall be final and conclusive and binding on the Bidder.
2 3 4 5 6
7 (a) (b) (c)
(d)
10 11
12
13 14
28

15
PR Firm
16
17
18
19 20
21 22
I/We hereby irrevocably waive any right which we may have at any stage at law or howsoever otherwise arising to challenge or question any decision taken by the authority in connection with the selection of the Bidder, or in connection with the Bidding Process itself, in respect of the above mentioned Events and the terms and implementation thereof. In the event of my/ our being declared as the Selected Bidder, I/We agree to enter into a Service Agreement in accordance with the draft that has been provided to me/us prior to the Bid Due Date. We agree not to seek any changes in the aforesaid draft and agree to abide by the same. I/We understand that except to the extent as expressly set forth in the Service Agreement, I/We shall have no claim, right or title arising out of any documents or information provided to me/us by the Authority or in respect of any matter arising out of or concerning or relating to the Bidding Process including the award of Right. The monthly payment has been quoted by me/us after taking into consideration all the terms and conditions stated in the RFP, draft Services Agreement, my/our own estimates of costs and revenues and after a careful assessment of all the conditions that may affect the Proposal. I/We offer a total Bid Security of Rs. 5.00 lakhs (Rupees five laks) to the Authority in accordance with the RFP Document. I/We agree and understand that the Proposal is subject to the provisions of the Bidding Documents. In no case, I/We shall have any claim or right of whatsoever nature if the Events/ Right is not awarded to me/us or our Proposal is not opened. I/We agree to keep this offer valid for 90 (ninety) days from the Proposal Due Date specified in the RFP. I/We agree and undertake to abide by all the terms and conditions of the RFP document. In witness thereof, I/we submit this Proposal under and in accordance with the terms of the RFP document. Yours faithfully, Date: (Signature of the Authorised signatory)
Place:
(Name and designation of the of the Authorised signatory) Name and seal of Bidder
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Form 2: Technical Bid form
1 2 3 4 Name & Address of the firm, Tel/Fax/Email Details Date of Establishment of Company (enclose evidence) (Should be in existence for last five years) Total work experience (In years) Annual Turnover (enclose balance Sheet and CA's certificate) 1) 2010-11 2) 2011-12 3) 2012-13 Is your firm a Proprietorship / Partnership or registered under the Companies Act. Please give details & enclose Certificate Details of the Delhi Office Address: Number of employees Editorial staff Staff involved in media liaison work Translators Designers Technical Others Type of latest instruments that office possesses: (Computer/scanner/printer etc) Details of the Raipur office ( if any ): Address: Number of employees Editorial staff Staff involved in media liaison work Translators Designers Technical Others Type of latest instruments that office possesses: (Computer/scanner/printer etc) Other Branches: (Enclose details with address & Telephone No.) List of present clients and type of services provided: (enclose details) List of government bodies the firm worked/working with and the type of services provided: (Enclose details) Details of past experience: (enclose details) Details of Income Tax Registration: (Enclose PAN Details) Service Tax Registration Details: (Enclose copy of latest service tax clearance certificate) Nature of Company whether exclusive Company or Separate Division (enclose details) Any other information
PR Firm
5 6
8 9 10 11 12 13 14 15
This is to certify that I have read and understood the enclosed brief and other Terms & Conditions and all the supporting documents have been enclosed, and the information given by me is true to the best of my knowledge. Signature of Bidder (With Seal) Note: 1) 2) Use separate sheet where required. Attach DD for Tender Fee and Earnest Money Deposit along with necessary documents.
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Instructions A. Technical Capacity
a.
PR Firm
b. 1.
The experience claimed by the Bidder shall be substantiated with evidence for the same by way of newspaper cut outs/brochures/sponsorship awards /website/event reports/promotional material/ post event survey reports/ Service Agreements executed with the Client etc and the same shall be certified by an Independent Auditor/ Statutory Auditor/Client. The evidence submitted in (a) above shall be considered collectively for purposes of evaluation.
B. Financial Capacity
The Bidder shall attach copies of the balance sheets, financial statements and Annual Reports for 3 (three) years preceding the Proposal Due Date. The financial statements shall: (a) reflect the financial situation of the Bidder; (b) be audited by a statutory auditor; (c) be complete, including all notes to the financial statements; and (d) correspond to accounting periods already completed and audited (no statements for partial periods shall be requested or accepted). Year 1 will be the latest completed financial year, preceding the Proposal Due Date. Year 2 & 3 shall be the year immediately preceding Year 1. The Bidder shall also provide the name and address of the Bankers to the Bidder. The Bidder shall provide a Statutory Auditors certificate specifying the turnover of the Bidder and also specifying the methodology adopted for calculating such turnover of the RFP document.
2. 3. 4.
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Form II A Format for Certificate from Independent Auditor / Statutory Auditor for Technical Capacity (On the Letterhead of the Independent Auditor / Statutory Auditor) Date: TO WHOMSOEVER IT MAY CONCERN We have verified the relevant statutory and other records of M/s ______________ [Name of the Bidder], and certify the following: S.No Name of Name of Client Address of Tenure of Assignment client contract (with commencement and completion dates) 1. 2. 3. 4.
PR Firm
This certificate is being issued to be produced before CEO, Chhattisgarh Samvad, Chhattisgarh (Authority), for the Selection of a Branding, Communications and Public Relations Agency for Chhattisgarh Samvad.
Signature and Seal of the Independent / Statutory Auditor clearly indicating his/her membership number
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Form II B Format for Certificate from Independent Auditor / Statutory Auditor for Financial Capacity of the Bidder (On the Letterhead of the Independent Auditor / Statutory Auditor) Date: We have verified the relevant statutory and other records of M/s ______________ [Name of the Bidder], and certify that the Turnover is as follows Year 1 (2010-2011)= Rs _____ Crores (Rupees _____ Crores) Year 2 (2011-2012)= Rs _____ Crores (Rupees _____ Crores) Year 3 (2012-2013)= Rs _____ Crores (Rupees _____ Crores)
PR Firm
This certificate is being issued to be produced before CEO, Chhattisgarh Samvad, Chhattisgarh (Authority), for the Selection of a Branding, Communications and Public Relations Agency for Chhattisgarh Samvad.
Signature and Seal and registration number of Independent / Statutory Auditor
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Form 3: Past Experience
PR Firm
For each project being shown as relevant past experience of providing services being described in the document, please provide a profile based on the following template. Please provide only broad details of the projects.
S. No
1 2
Information Sought
Customer Name Name of the contact person from the client organization who can act as a reference with contact coordinates Name Designation Address
Details
Customer Information
Project Details
3 4 5 6 Project Title Start Date /End Date Current Status ( In progress/Completed) Number of responding firms staff deployed on this project (Peak time) Order value of the project ( In Rupees lakhs)
Value of the project

7 8
10
Narrative description of project: (Highlight the components / services involved in the project that are of similar nature to the project for which this Tender is floated Description of actual services provided by the responding firm within the project and their relevance to the envisaged components / services involved in the project for which this RFP is floated Description of the key areas where significant contributions are made for the success of the project Order Copies & Performance Certificate received from Client is to be attached with this statement
11
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PR Firm
Form III A Format for Certificate from Independent Auditor / Statutory Auditor for Experience in PR (On the Letterhead of the Independent Auditor / Statutory Auditor of the Bidder1) Date: TO WHOMSOEVER IT MAY CONCERN We have verified the relevant statutory and other records of M/s ______________ [Name of the Bidder], and certify the following: S.No Name of Assignment Name of Client Address of client Tenure of contract (with commencement and completion dates)
1. 2. 3. 4. This certificate is being issued to be produced before CEO , Chhattisgarh Samvad, for Selection of a Branding, Communications and Public Relations Agency fo r Chhattisgarh Samvad.
Signature and Seal of the Independent / Statutory Auditor clearly indicating his/her membership number
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Form 4: Personnel
Part 1: Key Personnel Using the format below, please provide the summary information on the profiles you propose to include for evaluation and the roles they are expected to play in the project:
PR Firm
S. No
Proposed Role
No. of Resources
Area of Expertise
Key Responsibilities
Part 2: CV for Professional Staff Proposed Please provide detailed professional profiles of the staff proposed for evaluation. The profile for a single staff member must not exceed two pages.
S. No. 1 2 3 4 5 6 7 Description Name Designation Role proposed for Languages known Current responsibilities in the responding firm Total years of relevant experience Years of experience with the responding firm Educational qualifications: Degree Academic institution graduated from : Year of Graduation Specialization (if any) Professional certifications (if any) Professional Experience details (project wise) Project Name Client Key project features in brief Location of the project Designation Role Responsibilities and activities Duration of the project Details of relevant Government Experience (if any) Covering Letter: Summary of the Individuals experience which has direct relevance to the project (maximum 1 page) Details
10
11 12
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Certification
PR Firm
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes me, my qualifications, and my experience. I understand that any willful misstatement described herein may lead to my disqualification or dismissal, if engaged.
[Signature of staff member] Date: (Authorized Signatory) Name: ________________________ Designation & Authority: __________ Place: _________________________ Date: __________________________ Request for Proposal for PR Firm Chhattisgarh Samvad Stamp: ________________________ Company Name: ________________ Business Address: _______________
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Form 5: Financial Bid Form (to be submitted in separate sealed Envelope)
Items Montly Cost of the PR services to be provided by the selected firm (as mentioned in the SoW in Section 3) for the period of one year: Note: This does not include the costs of conducting events (press conferences, events, exhibitions, road shows etc.) and the expenses like transport/stay/food provided to the journalists it will be given as actual. Specific mention should be made of the taxes applicable along with the taxation rates. In Words ( Rs.)
PR Firm
Bid in Rupees (Including taxes)
Authorized Signatory Seal of Company
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Form : Letter of authorization for attending bid opening
Subject:
PR Firm
Authorization for attending bid opening on _____________ (Date) in the tender of appointment of PR agency through the tender no: _________________
Following persons are hereby authorized to attend the bid opening for the tender mentioned above on behalf of __________________________________(Bidder).
Name of Person: __________________________ Designation: _______________ (Note: Person attending the bid opening should carry a photo identity proof with him.)
Signature of Bidder
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PR Firm
DRAFT SERVICE AGREEMENT This Agreement made at RAIPUR, on this day ___________of ______________, Two Thousand and _____ between, The CHHATTISGARH SAMVAD acting through the CEO, Chhattisgarh Samvad, In front of Mahila Thana, Chhotapara, Raipur, (hereinafter referred to as "Authority" which expression shall, unless it be repugnant to the context or meaning thereof, include its administrators, successors and assigns) of the ONE PART and M/s ______________, a company registered under Companies Act, 1956 and having its registered office at _________________________________(hereinafter referred to as "Agency" which expression shall , unless it be repugnant to the context or meaning thereof, include its administrators, successors and assigns)of the OTHER PART. Whereas, i. Authority, a Sister concern of Directorate of Public Relations, Government of Chhattisgarh , has the principal objective of information dissemination, undertake promotional activities and brand building exercises for the State of Chhattisgarh . ii. In furtherance of its objective, Authority intended to engage the services of an advertising agency for activities related to branding, communications, promotion, advertising, public relations, coordination with other departments and agencies and related advice. iii. In pursuance thereof, the Agency was selected after a competitive bidding process to perform the works as enumerated in Schedule 1 of this Agreement.(hereinafter referred to as Scope of Services) with the aim of achieving the principal objective of Authority referred as above. Now therefore Authority and the Agency have agreed to enter into this Agreement for a period of 12 months from the date hereof and, which witnesseth as follows: 1 Commencement , Completion and Termination of Agreement. Effectiveness of Agreement 1.1 This Agreement shall come into force and effect on the date of __________ (the Effective Date) 1.2 Commencement of Services. The Public Relation Firm shall commence the Services immediately from the Effective Date. 1.3 Termination of Agreement for failure to commence Services. If the Public Relation Firm does not commence the Services within the period specified in clause 1.2 above, the Samvad may, by not less than 02 (two) week notice to the Public Relation Firm, declare this Agreement to be null and void, and in the event of such a declaration, the Bid Security as well as the Performance Security of the Public Relation Firm shall stand forfeited. 1.4 Expiration of Agreement Unless terminated earlier pursuant to Clause 12 hereof, this Agreement shall expire when the Services have been completed and a period of 180 (one hundered Eighty) days has elapsed after all payments due under this agreement , have been made 1.5 Extension of Contract The contract may be extended to another one year at a time upto maximum of 2 years subject to satisfactory performance or mutual agreement. 1.6 Entire Agreement i. This Agreement and the Annexes together constitute a complete and exclusive statement of the terms of the agreement between the Parties on the subject hereof, and no amendment or modifications hereto shall be valid and effective unless such modification or amendment is agreed to in writing by the Parties and duly executed by persons especially empowered in this behalf by the respective Parties. All prior written or oral understandings, offers or other communications of every kind pertaining to this Agreement are abrogated and
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PR Firm
withdrawn, provided, however, that the obligations of the Public Relation Firm arising out of the provisions of the RFP shall continue to subsist and shall be deemed as part of this Agreement. ii. Modificaions of Agreement Modification of the terms and conditions of this Agreement may only be made by written agreement between the Parties hereof, however, each Party shall give due consideration to any proposals for modifications made by the other Party. 2. Relationship Between the Parties Nothing contained herein shall be construed as establishing a relation of employer and employee or agent as between Authority and the Agency. The Agency, subject to this Agreement, has complete charge of personnel performing the Services and shall be fully responsible for Services performed by it or on its behalf hereunder. 3. Grant of Rights to the Agency Subject to and in accordance with the terms and covenants set forth in this Agreement, Authority hereby grants and authorises the Agency to provide the Services and to exercise and / or enjoy the rights, powers, benefits, privileges, authorisations and entitlements as set out in this Agreement. 4. Financing Arrangement Agency shall at its cost, expenses and risk make such financing arrangement as would be necessary to provide Services and to meet all of its obligations under this Agreement, in a timely manner. 5. Obligations of the Agency 5.1 The Agency hereby agrees to perform the Scope of Services in accordance with the provisions of this Agreement and all applicable laws to achieve the objectives set out by the Authority. 5.2 The details of the Scope of Services that shall be performed by the Agency are set out in Schedule 1. 5.3 The Agency shall be responsible for the supervision, execution, and successful implementation of the activities enumerated in Schedule 1. The Agency agrees to commit adequate skilled manpower resources for meeting its obligations under this Agreement. The details of these resources committed are set out in Schedule 2. 5.4 The Authority may in accordance to details set out in Schedule 3 from time to time engage a third party for evaluation of the effectiveness of the Agency in its performance with respect to the quarterly plan of activities proposed submitted to Authority (Integrated Plan). Authority is liable to make deductions as mentioned in schedule 4 from the Monthly amount quoted in case of failure to achieve the target or provide services set in Schedule 1 Para- 13. 5.4.1. In connection with the Media Costs, the Agency hereby expressly agrees that it shall pass on to Authority all commissions, discounts, rebate and other financial benefits it becomes entitled to. 5.5. Standards of Performance The Agency shall perform the Services and carry out its obligations hereunder with all due diligence, efficiency and economy, in accordance with generally accepted professional techniques and practices, and shall observe sound management practices, and employ appropriate advanced technology and safe and effective equipment, machinery, materials and methods. The Agency shall always act, in respect of any matter relating to this Agreement or to the Services, as a faithful adviser to the Authority, and shall at all times support and safeguard the Authoritys legitimate interests in any dealings with Third Parties.
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PR Firm
5.6. Applicable Laws The Agency shall perform the Services in accordance with the Applicable Laws and shall take all practicable steps to ensure that the Personnel and agents of the Agency, comply with the Applicable Laws. 5.7. Confidentiality The Agency and the Personnel shall not, either during the term or within two years after the expiration or termination of this Agreement disclose any proprietary information, including information relating to reports, data, drawings, design software or other material, whether written or oral, in electronic or magnetic format, and the contents thereof; and any reports, digests or summaries created or derived from any of the foregoing that is provided by the Authority to the Agency and the Personnel; any information provided by or relating to the Authority, its technology, technical processes, business affairs or finances or any information relating to the Authoritys employees, officers or other professionals or suppliers, customers, or contractors of the Authority; and any other information which the Agency is under an obligation to keep confidential in relation to the Project, the Services or this Agreement (Confidential Information), without the prior written consent of the Authority. Notwithstanding the aforesaid, the Agency and the Personnel may disclose Confidential Information to the extent that such Confidential Information: i. was in the public domain prior to its delivery to the Agency and the Personnel or becomes a part of the public knowledge from a source other than the Agency and the Personnel; ii. was obtained from a third party with no known duty to maintain its confidentiality; iii. is required to be disclosed by Applicable Laws or judicial or administrative or arbitral process or by any governmental instrumentalities, provided that for any such disclosure, the Agency and the Personnel shall give the Authority, prompt written notice, and use reasonable efforts to ensure that such disclosure is accorded confidential treatment; and iv. is provided to the professional advisers, agents, auditors or representatives of the Agency or Personnel, as is reasonable under the circumstances; provided, however, that the Agency or Personnel, as the case may be, shall require their professional advisers, agents, auditors or its representatives, to undertake in writing to keep such Confidential Information, confidential and shall use its best efforts to ensure compliance with such undertaking. 5.8. Professional Advisory Services Fee 5.8.1. The Agency shall be paid a fixed amount per month (Professional Advisory Services Fee) by the Authority towards the expenses incurred by the Agency in the performance of various Professional Advisory Services as set out in Schedule 1. 5.8.2. The expenses incurred by the Agency for travel, boarding, lodging, out-of-pocket expenses and communication within the State of Chhattisgarh are included in the Professional Advisory Services. 5.9. Media Costs 5.9.1. Media costs shall include such costs incurred in getting any matter/ literature/ material published/ advertised/ in the media on the approval of Authority. 5.9.2 Such using costs will be at maximum to the prevalent DAVP rate for it or in rare cases as mutually agreed and finalized by Authority.
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PR Firm
6. Obligations of the Authority 6.1 In addition to and not in derogation or substitution of any of its other obligations under this Agreement, Authority shall: i. Render all necessary assistance in obtaining Applicable Permits, if any, from the Government agencies concerned. ii. Make payments to the Agency in accordance with Article 8. 7. Out of State travel and Communication 7.1 Authority agrees to pay for travel outside the State of Chahttisgarh, cost of travel, lodging and boarding, incurred by Agency personnel on such visits. Authority also agrees to pay for communication costs towards courier charges for promotion materials, sending out invitations, direct marketing and telephone expenses towards direct marketing efforts as part of all promotional activities. 7.2 The Agency shall incur aforesaid expenses after taking prior approval of Authority. 8. Payment Mechanism 8.1. Payment Mechanism for Professional Advisory Services Fee 8.1.1. Authority, shall pay to the Agency, Professional Advisory Services Fee of Rs. __________ (Rupees _____________ only) every month, during the tenure of this Agreement. 8.1.2. The Agency shall raise the first monthly invoice at the end of 30 days from the date of signing of this Agreement. The subsequent 11 invoices shall be raised by the Agency at succeeding monthly intervals from the date of the first invoice. 8.1.3. Authority shall duly make the payment of Professional Advisory Services Fee to the Agency. 8.2. Payment Mechanism for Media Costs 8.2.1 Media costs such as advertisement designing pumplet, posters designing TV spots documentary making will be paid by the authority at the maximum of prevalent DAVP rates or in rare case as mutually agreed and finalized by Authority. 8.3 Payment Mechanism of Out of State travel and Communication 8.3.1. All expenses shall be reimbursed against invoices raised accompanied by bill/documents in proof of the expenses incurred as per schedule- 5. 9. Applicable Taxes 9.1. Service Tax 9.1.1. The Service tax and any other tax as applicable on the Professional Advisory Services fee, and Media Costs shall be payable extra by Authority over and above the respective fees and costs. 9.1.2. The service tax shall be revised under applicable statute. 9.2. Tax Deducted at Source (TDS) 9.2.1. Wherever applicable, taxes shall be deducted at source from the Professional Advisory Services fee, SubContract/ Vendor Costs, Media Costs and other costs by Authority at the rates applicable for each of the above in accordance with the relevant Sections of the Income Tax Act. 10. Approval of Reports/Plans by Authority The Agency shall submit to Authority, the Vision, Baseline Perception Study Report, Monthly Reports, Quarterly Reports, and any other ad hoc reports in accordance with Schedule 1. In the event of non-submission of any two reports/plans by the Agency to Authority on time in the manner as set out in the table under Schedule 1 of this agreement, Authority shall be entitled to deduct upto 10% of the Professional Advisory Services fee as Liquidated Damages. 11. Ownership Agency agrees that the ownership of all promotion material including art work, brochures, concepts, ideas and other items or things, organizing artworks, written and other materials, documents, raw stock and films vests with Authority. The Agency agrees to deliver to Authority all such material upon termination/ at the time of completion of this Agreement by lapse of time.
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12. 12.1
PR Firm
(a)
(b) (c) (d) (e) (f) (g) (h) 12.2
(a)
(b) 12.3
12.4
(a) (b)
Termination of Agreement. By Chhattisgarh Samvad(Samvad) Samvad may, by not less than fifteen (15) days written notice of termination to the Public Relations Firm, such notice to be given after the occurrence of any of the events specified in this Clause 12.1, terminate this Agreement if: the Public Relation Firm fails to remedy any breach thereof or any failure in the performance of its obligations hereunder, as specified in a notice of suspension pursuant to clause 12 here in above, within fifteen (15) days receipt of such notice of suspension or within such further period as the Samvad may have subsequently granted in writing. The Public Relation Firm becomes insolvent or bankrupt or enters into any agreement with its creditors. For relief of debt or take advantage of any law for the benefit of debtors or goes into liquidation or Receivership whether compulsory or voluntary. The Public Relation Firm falls to comply with any final decision reached as a result of arbitration proceedings pursuant to Clause 21 hereof. If the Public Relation Firm fails to comply decision of the Samvad. The Public Relations Firm submits to the Samvad a statement which as ha material effect on the rights, obligations or interests of the Samvad and which the Public Relation Firm knows to be false. Any document, information, data or statement submitted by the Public Relation Firm in its Proposals, based on which the Consultant was considered eligible or successful, is found to be false, incorrect or misleading or By the Public Relation Firm The Public Relation Firm may, by not less that fifteen (15) days written notice to Samvad such notice to be given after the occurence of any of the events specified in this Clause 12.1 terminate this Agreement if. Samvad is in material breach of its obligations pursuant to this Agreement and has not remedied the same within thirty (30) days (or such longer period as the Public Relation Firm may have subsequently agreed in writing) following the receipt by Samvad of the Public Relation Firms notice specifying such breach. Samvad fails to comply with any final decision reached as a result or arbitration pursuant to Clause 13 hereof. Cessation of rights and obligations Upon termination of this Agreement pursuant to Clauses 1.3 or 12 hereof, or upon expiration of this Agreement pursuant to Clause 1.4 , all rights and obligations of the Parties hereunder shall cease, except (i) such rights and obligations as may have accrued on the dte of termination or expiration, (ii) the obligation of confidentiality set forth in Clause 5.7 hereof, (iii) the Public Relation Firms obligation to permit inspection, copying and auditing of its accounts and records. Payment upon Termination Upon termination of this Agreement pursuant to Clauses 12.1 or Clause 12.2 here of SAMVAD shall make the following payments to the Public Relation Firm (after offsetting against these payments any amount that may be due from the Public Relation Firm to Samvad) payment pursuant to Clause 8 hereof for Services satisfactory performed prior to the date of termination , and except in the case of termination pursuant to Clause 12.1 hereof, reimbursement of any reasonable direct documented costs incidental to the prompt and orderly termination of the Agreement including the cost of the return travel of the Personnel.
Resolution of Disputes
13.
If any dispute arises between parties, then there would be two ways for resolution of the dispute under the Contract.
13.1 Amicable Settlement
The performance of the Contract is governed by the terms and the conditions of the Contract. However at times dispute may arise over the interpretation of any term or condition of Contract
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PR Firm
including the scope of work, the clauses of payments etc. In such a situation either party of the contract may send a written notice of dispute to the other party. The party receiving the notice of dispute will consider the notice and respond to it in writing within 30 days after receipt. If the dispute cannot be amicably settled within 45 days following the response of that party, then clause 13.2 for resolution of disputes shall become applicable. 13.2 Arbitration In the case of dispute arising between the Samvad and the PR Firm, which has not been settled amicably, any party can refer the dispute for arbitration under the Arbitration and Conciliation Act, 1996 and any statutory modification or re-enactment thereof, shall apply to these arbitration proceedings. The decision of the Chhattisgarh Samvad shall be final and binding upon both the parties. All arbitration awards shall be in writing and shall state the reasons for the award. The expenses of the arbitration as determined by the arbitrators shall be shared equally by the Samvad and the Firm. However, the expenses incurred by each party in connection with the preparation, presentation shall be borne by the party itself. 14. Indemnification The Agency agrees to keep Authority saved and harmless from and against loss, damages or costs arising on account of claims, demands, actions, suits initiated against Authority, arising from the performance by Agency or its agents, contractors, sub-contractors, servants or employees of their duties under this Agreement. 15. Limitation of Liability Authority shall not be liable to the Agency for any lost revenue, lost profits or other incidental or consequential damages arising out of the performance of this Agreement. 16. Survival In the event of any termination of this agreement in whole or in part, the section entitled Indemnification, Confidentiality, and Limitation of Liability shall survive and continue in effect and shall ensure to the benefit of Authority and be binding upon Agency, their legal representatives, heirs, successors and assigns. 17. Force Majeure i. For the Purposes of this Agreement Force Majeure means an event which is beyond the reasonable control of a Party, and which makes a Partys performance of its obligations hereunder impossible or so impractical as reasonably to be considered impossible in the circumstances, and includes, but is not limited to , war ,riots, civil, disorder, earthquake, fire, explosion, storm, floor or other adverse weather conditions, strikes, lockouts or other industrial action (except where such strikes, lockouts or other industrial action are within the power of the Party invoking Force Majeure to prevent), confiscation or any other action by government agencies. ii. Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or agents employees there of nor (ii) any event which a diligent Party could reasonably have been expected to both (A) take into account at the time of the conclusion of this Agreement and (B) avoid or overcome in the carrying out of its obligations hereunder. iii. Force Majeure shall not include insufficiency of funds or failure to make any payment required hereunder. iv. The Authority will decide the eventually of Force Majeure which will be binding on both he parties. 18. Severability In the event that any provision of this Agreement is held to be invalid or unenforceable, the Agency provisions of this Agreement will in full force and effect. 19. General Provisions 19.1. The Agency shall not assign this Agreement without the prior written consent of Authority.
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19.2.
PR Firm
The Agency agrees to provide Authority prompt written notice of any change in Agencys name, ownership, or form of organisation. The Agency also agrees to provide Authority with prompt written notice of the occurrence of any event, which could jeopardize or materially impact its ability to perform its obligations under this Agreement in a timely manner. 19.3. The Agency agrees to comply with all applicable laws and regulations that relate to its performance of its obligations under this Agreement. 20. Entire Agreement This Agreement is the complete Agreement between Authority and Agency. Any amendment to this Agreement must be made in writing and to be signed by both the Parties. 21. Disputes and Jurisdiction of Courts 21.1. Any dispute, difference or controversy of whatever nature between the Parties, out of or in relation to this Agreement shall at the first instance be tried to be resolved amicably, with each party making a reference to the Principal Secretary to Government of Chhattisgarh , Department of Public Relations. 21.2. Upon such reference the Agency shall meet at the earliest convenience to discuss and attempt to amicably resolve the Dispute. Failure of the Parties to amicably settle the dispute, the Parties shall refer the Dispute to arbitration in accordance with the provisions of this Article. 21.3. All disputes arising in relation to or pertaining to or under this Agreement or any part thereof, shall be resolved by the Parties by mutual discussion failing which, the matter shall be decided in accordance with the provisions of the Indian Arbitration & Conciliation Act, 1996. Each party shall bear its cost incurred for dispute resolution and arbitration. 21.4. The place of Arbitration shall be Raipur Chhattisgarh. 21.5. The governing laws shall be laws prevailing in India and the courts in Raipur Chhattisgarh, shall have exclusive jurisdiction to entertain any dispute between the Parties. 22. Notice Any notice or communication required to be addressed or given under this Agreement to Authority shall be given to the following addresses: The CEO, Chhattisgarh Samvad, Raipur _________ _________ Any notice or communication required to be addressed or given under this Agreement to the Agency shall be given to the following addresses: Executive Director, ______________________ ______________________ IN WITNESS WHEREOF, the Parties hereto have signed this agreement on the day month and year first herein aforementioned. For and on behalf of Chhattisgarh Samvad. : Signature : ________________________ Name : _________________________ Designation : _________________________
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For and on behalf of M/s _______________________. Ltd.: Signature : ________________________ Name : _________________________ Designation : _________________________ Witness 1 : Witness 2 :
PR Firm
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PR Firm
1.
2.
3. 4. a. b. c. d. 5. a. i. ii. iii. b. i. ii. c. i. ii. iii. iv. v. d. e. i. ii.

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Schedule 1 Scope of Services The Agency shall act as the official Branding, Communications, Promotion, Advertising and PR Agency, Advisor and Coordinator (the Agency) for the State, who shall integrate, plan, successfully implement and deliver activities such as formulation of strategy, Vision, implementation of the same, for Authority, for a period of twelve (12) months. The Agency shall review the progress of the State across varied infrastructure and social sectors, state and quality of governance, focus of development, amenability for investments, schemes undertaken by the government in the past three years and prepare a status report. The status report shall clearly set out the current position and perception of the State vis- avis other States in the country. To this extent, the theme adopted, promotional, media, spend, budgets estimated, pattern of utilisation, monitoring and effectiveness, parameters used and other activities, undertaken would be reviewed. At the end of the exercise, the findings of the diagnostic analysis would be presented which would set the baseline for future strategy formulation (with a special focus on perception turnaround and management). Key developments and strategies being adopted nationally and in comparable states would be reviewed and inputs would be drawn for developing Vision the State of Chhattisgarh. The Agency in consultation with the Authority, formulate Vision which shall further include: A road map for performance over a period of 12 months from the date of the Agreement (Agreement Period) The mission statements and overall strategy with timelines and activities in the form a PERT chart to accomplish the Vision; Key performance indicators to determine perception turnaround and management Investment estimates for the plans The Agency shall prepare a total of one (1) IP in its tenure as the Agency and IP shall include and not be limited to; Assessment of the status of Chhattisgarh Current perception The current perception of people with regard to Chhattisgarh Means to enhance positive perception and lead to perception turnaround Key performance parameters to measure positive perception With due consultation with the Authority, the Agency shall set the objectives in domains of branding, communications strategy, marketing, promotion, advertising and PR: Maximize recall of Chhattisgarh as the best State in the country in the realm of development, governance, investment opportunities, health, education, human development index, quality of life, etc. Investment estimates for the tenure across the functions. Formulation of strategies (shall be based on market research wherever required) includes but not limited to; Selection of right target segment, assessing consumer perception about the State and suggest action accordingly. Course correction in the event of negative assessment Attract Private Sector Participation (PSP) to form a thrust area for product development and investment promotion, media, Public Relations (PR),highlighting opportunities. Development of communication strategy. Provide inputs for planning and improvement of the IP every year for media scheduling, planning and advertisement related activities. IP shall also include a summary of activities that the Agency shall perform for every quarter (Quarterly Plan), which the Agency shall get approved by the Authority. Quarterly Plan would include details of tasks, activities for the quarter. The details of the list of activities with an estimate of costs that are proposed for every quarter. An estimate of the travel, time and costs involved in the performance of each activity.

iii.
PR Firm
Clear indication of the list of activities to be performed by the Agency and the necessary approvals required from the Authority in this regard. iv. List out the number and frequency of campaigns, exhibitions, road shows, etc. to participate. f. Quarterly Plan shall be prepared the end of every 3 (three) months or quarter and the Agency shall get the same approved by the Authority. 6. The Agency, on completion of any of the events, activity, exhibitions, road shows, tableaux, etc. shall submit to Authority an account of the usage/disposal/reuse all the materials ,gadgets, prototypes and other left over items which are owned by Authority and were included as a part of the vendor/subcontract/media costs for reimbursements from Authority. 7. The scope of activities offered by the Agency shall primarily include the following; a. Professional Advisory Services It shall primarily include all the operating strategies in relation to the following activities that are proposed to be undertaken by the Agency on behalf of the Authority. The list given below is an indicative list and shall include any other activity in association to those mentioned below; b. Facilitate in achieving the following: i. Create a brand Chhattisgarh campaigning it to the best in terms of development, governance, investment opportunities across all sectors ii. Create awareness about the achievements of the State iii. Project the strengths and opportunities of the State of Chhattisgarh iv. Emerge Chhattisgarh as the most promising destination for investments and opportunities in all sectors 8. Make all arrangements necessary for the media coverage of any event when dignitaries from Chhattisgarh , such as the Governor of Chhattisgarh , Chief Minister or any other important dignitaries, on their visits to to other part of the country or as and when asked to do so by the Chhattisgarh Samvad/Directorate of Public Relatios, Raipur 9. Arrange for national and international media to visit Chhattisgarh and attend various events organized by the different departments of the , Government of Chhattisgarh. 10. The Firm shall acquaint the media with the positive growth and developments happening in the state at regular intervals, or as and when asked to do so by Chhattisgarh Samvad//Directorate of Public Relatios, Raipur. The number of media personnel for any event shall be decided by Samvad after deliberation on the scale of the event 11. It is the Firms responsibility to arrange for the visits of journalists to Chhattisgarh , any other part of the country or abroad. The expenses for the same will be reimbursed by Chhattisgarh Samvad on the submission of actual bills 12. Prepare press releases, news articles, messages, write ups, articles, features in Hindi/ English and regional languages for publication in print media and telecast / broadcast media in TV, radio and internet in consultation with Chhattisgarh Samvad//Directorate of Public Relatios, Raipur, or as and when instructed by Samvad to do so. 13. The firm should also strive to achieve the targets stated below i. Publication of at least 6 major stories from the State in a quarter in national News Papers viz. HT, TOI, Indian Express, Hindu, ET, etc. ii. Publication of 6 major stories in regional newspapers in a quarter iii. Publication of 6 major stories in a quarter in the major vernacular iv. Newspapers with widespread coverage viz. Telugu, Tamil, Bengali, Oriya, Urdu, Marathi, Gujarati etc. v. Publication of at least one major story in national magazines viz. India Today, Frontline, Outlook, The Week, etc. in a quarter vi. Coverage/ telecast of at least one major story every quarter in a major TV News Channel viz. NDTV, Times Now, CNN-IBN, AajTak, Zee News, ABP News, TV Today, etc.
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PR Firm
However, for these above tasks only, it should also be noted that the mentioned norms are indicative and can be relaxed / changed subject to mutual agreement between the parties depending upon the circumstances 14. Arrange for press conferences, one to one meets, road - shows or any other such BTL activities in consultation with Samvad, or as and when instructed by Samvad / DPR to do so 15. Crisis perception management and informing Chhattisgarh Samvad /DPR about impending stories about Chhattisgarh State / leadership 16. Monitor the presence of, and discussions about, brand Chhattisgarh in social and political circles (c) This can be achieved through, among other activities, continuously monitoring And tracking all national and regional newspapers, magazines, TV channels, the inter-web, blogs and other channels of external communication at regular intervals (d) Report the above findings to Samvad through an efficient feedback system 17. Advise Samvad/DPR on PR strategies to be employed for various events and activities conducted by the , Government of Chhattisgarh. 18. Have a close liaison with correspondents, reporters, editors, photographers think tanks, critics, trend - etters and other such opinion leaders 19. The Firm is trusted to modify or adapt to any changes in its working methodology as suggested by Samvad/DPR as and when informed to do so by the Samvad 20. Promote and maintain an effective feedback system of the public about these activities 17. In pursuance of the assignment, the Agency shall along with the performance of its other deliverables submit to Authority the following reports at such intervals as set out in the table below; Sl. No. Report/Plan Number Submission Details 1 Vision 1 Shall be submitted to Authority within 10 days from the date of signing the Agreement Shall include a PERT chart with activities and timelines for a period of 24 months. The same can be subsequently revised in consultation with Authority and the revisions to that affect shall be submitted to Authority in writing. 2 Integrated Plan (IP) 1 First IP shall be submitted to Authority within 15 days from the date of signing the Agreement Subsequent IP submissions shall be made to Authority within the first week of every anniversary of the date of the Agreement. If the agreement is renewed by mutual consents 3 Quarterly Plan 4 First Quarterly Plan shall be submitted to Authority along with the submission of the first IP Other three plans shall be submitted to the Authority withinthe first week of subsequent quarters. 4 Self Report Assessment 4 Self assessment report shall be annexed to the Quarterly Plan and it shall be submitted along with the Quarterly
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PR Firm
Plan. Assessment shall be on the basis of enhanced positive perception of the state among people in Chhattisgarh (both urban and rural), other states in the country and internationally.
Monthly Reports
12
Submit within the first week of every month, the status of activities in the previous month and the proposed activities in the next month. Highlight the investments and quantum of activities proposed.
18. 19.
Transition Services to be offered by the Agency on termination of the Agreement At the end of the tenure of the Agency, the Agency shall provide all necessary assistance to Authority for enabling transition to any other party selected as the agency.
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PR Firm
Schedule 2 Resources Committed by the Agency The Agency would commit the necessary resources required from time to time, for carrying out the assignment and co-ordinating with the Authority and other agencies / departments. The Agency shall also designate dedicated persons as mentioned in para 3.4 of RFP for Authority at all times for information and services provided under this Agreement. Details on manpower and other resource commitments would be as per the Technical Proposal submitted by the Successful Bidder. The required manpower shall be interviewed by the CEO Chhattisgarh Samvad. No change in the appointed person will be allowed without prior permission of CEO Chhattisgarh Samvad.
52
PR Firm
Schedule 3 Evaluation of Effectiveness of the Agency The effectiveness of the agency would be evaluate periodically by Authority based on the quality of the services rendered as well as feed back received by the officials. Authority may appoint a third party for valuation of the service provided by the PR Firms decision of Chhattisgarh Samvad is that regard will be final. Deduction from the quoted monthly fees will be done in case of failure to achieve the target in schedule-1 para-13 as per schedule IV.The evaluation is to be understood as a measure of the overall effectiveness of the Agency in accomplishing the Vision with due regard to the milestones achieved during the course of the assignment. The recommendations and appropriate course-correction henceforth made on evaluation of effectiveness shall be incorporated by the Agency in its future Quarterly Plans and IP as the case may be. Given below are the indicative criteria for evaluation: Brand Impact Objectives - the campaign objectives are to create for Chhattisgarh : 1. A strong brand identity of Chhattisgarh 2. Unique and sustainable positioning of Chhattisgarh as the best in every sector 3. Universal awareness among the target audience (in Chhattisgarh both urban and rural, other States in India and internationally) 4. Comprehensive information on development and welfare schemes/ programmes / etc. 5. Support from all relevant quarters, especially Government and trade. Evaluation Criteria: Positive feedback from primary research shall be considered.
53
PR Firm
Schedule 4
Service Level Provisions

Service Level
a) Delay in providing manpower at Raipur
Penalty
2.5% per week or part there of the monthly cost in case all 3 resources not deployed. 1.5% per week or part there of the monthly cost in case 2 resources not deployed. 1.0% per week or part there of the monthly cost in case 1 resource not deployed. 2.0% per week or part there of the monthly cost in case all 3 resources not deployed. 1.0% per week or part there of the monthly cost in case 2 resources not deployed. 0.5% per week or part there of the monthly cost in case 1 resource not deployed. 0.50% per day of the monthly cost after the completion of 48 hrs. of the event
a) Non availability of manpower at Raipur without permission of CEO Chhattisgarh Samvad / DPR or any person nominated by him for the purpose
b) Delay beyond the assigned time indicated by CEO Chhattisgarh Samvad/DPR in preparation of press releases, news articles, messages, write ups, articles, features in Hindi/ English and regional languages for publication in print media and telecast / broadcast media in TV, radio and internet
c) Delay in submission of details of media coverage handled by the Firm upon completion of any event, press-conference or any other activity undertaken by the government to be sent to Samvad /DPR within a week of its completion
0.50% per day of the monthly cost after the completion of one week after the event
d) Delay in submission of Detailed reports containing press

54
1.0% per week or part there of the 3 month cost after the completion of a quarter (3 months)

clippings, print and broadcast media coverage and any other PR activity undertaken by the Firm to be sent to Samvad/DPR e) Delay in submission of summarised monthly reports containing press clippings, print and broadcast media coverage and any other PR activity undertaken by the Firm to be sent to Samvad/DPR f) Failure in arranging for (a) press conferences at National level attended by minimum of 10 national largest circulation print media / largest viewership digital media (news channels), (b) after scheduling one to one meets, (c) road - shows attended by less than minimum of 10 national largest circulation print media / largest viewership digital media (news channels) (d) any other important event as directed by Director attended by less than minimum of 10 national largest circulation print media / largest viewership digital media (news channels) for reasons pertain to PR firm (d) 10.0% of the monthlycost (a) 10.0% of the monthlycost
PR Firm
1.0% per week or part there of the monthlycost after the completion of one month
(b) 5.0% of the monthlycost
(c) 5.0% of the monthlycost
g) Delay in submission of Public Relations 1.0% per week or part there of the monthly cost after the completion of 48 Strategy Plan for the , Government of hrs. of the scheduled date Chhattisgarh with a vision for the next year to the satisfaction of CEO Chhattisgarh Samvad or approval by the
55

State Government of Chhattisgarh h)Failure to visit on the scheduled time and date, in any part of the country, as and when asked to do so by the Chhattisgarh Samvad / DPR for covering any event etc. i) Failure to arrange for (a) Minimum 2 international print / digital media visit to Chhattisgarh in a yearon the scheduled time and date indicated by CEO, Chhattisgarh Samvad / DPR. (b) Minimum 5 national print / digital media to visit in a year to Chhattisgarh on the scheduled time and date indicated by CEO, Chhattisgarh Samvad / DPR. j) Failure in any of the below; a. Publication of at least 6 major stories on the State in a quarter in the largest circulated national News Papers on the subject approved by CEO SAMVAD/DPR . b. Publication of 6 major stories in largest circulated regional newspapers in a quarteron the subject approved by CEO SAMVAD/DPR . c. Publication of 6 major stories in a quarter in the largest circulated daily vernacular Newspapers in Telugu, Tamil, Bengali, Oriya, Marathi, Gujratietc.on the subject approved by CEO SAMVAD/DPR . d. Publication of at least one major story / interview in a quarter in any one of
56
PR Firm
10.0% of the monthlycost
(a)20.0% of the monthly cost
(b)15.0% of the monthly cost
(a) (i) 3 or less publication - 3.0% (ii) 4 publication - 2.0% (iii) 5 publication 1.0% of the quarterly cost
(b) (i) 3 or less publication - 5.0% (ii) 4 publication - 4.0% (iii) 5 publication 3.0% of the quarterly cost (c) (i) 3 or less publication - 4.0% (ii) 4 publication - 3.0% (iii) 5 publication 2.0% of the quarterly cost
(d) 5.0% of the quarterly cost

the national magazines viz. India Today, Frontline, Outlook, The Week, etc. on the subject approved by CEO SAMVAD/DPR . (e) 5.0% of the quarterly cost e. Coverage/ telecast of at least one major story/ interview every quarter in any 10 largest viewership TV News Channel viz. NDTV, Times Now, CNN-IBN, AajTak, Zee News, ABP News, TV Today, etc.on the subject approved by CEO SAMVAD/DPR . The maximum amount of penalty shall be 10% of the total cost.
PR Firm
57

Schedule 5 Guidelines for Out of State Travel
PR Firm
The details given below are indicative guidelines for reimbursement by Authority the Out of State travel expenses incurred by Successfully Bidder. Designation of the Mode of Travel Accomodation Employee in the Agency A. Domestic Travel within India (but Excluding Chhattisgarh) Manager and Above Air: Economy Class 3 star or equivalent by shortest distance Max.Limit Rs. 5000/Executives below Train : AC 2 Tier by 3 star or equilvalent Manager shortest distance Rs. 5000/B. Internation Travel outside of India GM , Manager and Air: Economy Class 5 star or equivalent Above by shortest distance Executives below GM Air: Economy Class 3 star or equivalent by shortest distance Other Expenses/Day/Person
Rs. 1500 Rs. 1500
$100 $ 100
===***===
58

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