F.No.16-7/2014-General Government of India Ministry of Youth Affairs & Sports *****

Transcription

1 F.No.16-7/2014-General Government of India Ministry of Youth Affairs & Sports ***** Shastri Bhavan, New Delhi. 26 th October, (i) (ii) E-Procurement site Ministry s Website Subject: Engagement of an agency for Management/handling of Traditional Media (Print, Radio & Televisions) as well as Social Media & Online Media on turnkey basis for Ministry of Youth Affairs and Sports, Government of India. The undersigned is directed to invite sealed quotations on behalf of Ministry of Youth Affairs and Sports, Government of India, from reputed agencies to: Manage and Handle Traditional Media (Print, Radio & Televisions) as well as Social Media & Online Media with the ability of disseminating important news quickly and effectively to utilize the media platforms for creating awareness about the services that are delivered under the schemes & programmes of the Ministry as well as generating awareness amongst the masses. The request for proposal, procedure, terms and eligibility conditions, scope of work, evaluation criteria, form and date of submission of bids etc. follows herein under. (Rakesh Kumar) Under Secretary to the Govt. of India T.No

2 Request for Proposal (RFP) SCHEDULE AND CRITICAL DATES The RFP tentative schedule and critical dates are shown below: S. Event Date No. 1 Issue of RFP Last date of submission of bids (3.00 PM) 3 Opening of Technical Bids (4.00 PM) 4 Opening of Financial Bids To be informed later The tender document can be downloaded from Ministry s website No tender document will be accepted after the last date as mentioned above. Interested agencies may submit and drop the tender documents in the tender box mounted at the reception of Shastri Bhawan, New Delhi. 1.1 PROCEDURE, TERMS AND CONDITIONS The proposal is to be submitted on two bids basis i.e Technical Bid & Financial Bid The Bid needs to be submitted in a sealed envelope containing two separate sealed covers each for the technical and financial bid Bid responses must be addressed as under and drop in the Tender Box mounted at the reception of Shastri Bhawan, New Delhi. Under Secretary (Gen), Ministry of Youth Affairs and Sports, Room No. 530, 05 th Floor, C Wing, Shastri Bhawan, New Delhi

3 The envelope should be superscripted at the top Engagement of an agency for Management/handling of Traditional Media (Print, Radio & Televisions) as well as Social Media & Online Media for Ministry of Youth Affairs and Sports, Government of India The Bid containing both technical and financial envelopes, should reach the office of Ministry of Youth Affairs and Sports (in short MYAS), on the above address, not later than at 3.00 PM. Bids submitted after the due date and time would not be considered and summarily rejected. It is the responsibility of the Bidder to ensure that the bids are received in time by the deadline. 1.2 ELIGIBILITY CONDITIONS The Bidders should fulfill the following eligibility conditions for participating in the Tender. The Bidders should enclose documentary evidence for fulfilling the eligibility conditions. It is the sole responsibility of the bidder for the smooth and timely completion of the project. An undertaking from the bidder is essential. S. Broad Basic Specific Requirement Documentary Proof No. Criteria Requirement to be submitted 1. Mandatory Bidders should not have Undertaking from the --- certifications been blacklisted by any of the State or Central agency on letter head. Government organization. Should not have been found guilty of any criminal offence by any Court of law. 2. Financial Tax registration The bidder should have Copies of the same Health / clearance registered: and Proof of payment. a) Service tax b) PAN

4 3. Experience Work The agency must have an Copies of the work Experience in experience of at least 3 orders. Traditional/ years of experience in Social Media Social/Traditional Media Management and must have undertaken a few projects in government, PSU or leading Private organisations. 1.3 COMMERCIAL CONDITIONS Apart from the above, each bidder is required to accept the following terms and conditions:- a) EARNEST MONEY (i) Each bidder is required to submit Rs 50,000/- (Rupees Fifty Thousand only) as Earnest Money Deposit (EMD) and Tender Fee of Rs.500/- (Rupees Five Hundred Only) in the form of Bank Draft / Demand Draft in favour of DDO(Cash), Ministry of Youth Affairs and Sports payable at New Delhi. (ii) EMD and Tender Fee should be submitted with Technical Bid. (iii) The EMD of the unsuccessful bidders would be returned back after award of the contract. Tender Fee will be non-refundable. b) Performance Security (i) A Performance Security equivalent to 5% of the contract value is required to be furnished by the successful bidder who is awarded the contract in the shape of the bank draft/demand draft or bank guarantee from a scheduled commercial bank in India in favour of DDO(Cash), Ministry of Youth Affairs and Sports payable at New Delhi. c) PERIOD OF CONTRACT The contract will be initially for 1 year and is extendable yearly based on annual performance reviews.

5 1.4 PENALTY CLAUSE In case of late services / no services on a particular day / days, the firm shall be liable to pay a penalty of Rs. 500/- per day which may be deducted from the agency s payment. The Ministry will have the right to cancel the contract at any time without assigning any reason thereof. 1.5 PREPARATION OF BID All the bidders are requested to follow the instructions given below while submitting the bids. Proposal should be submitted in two bid basis separate technical and financial bids under the separate sealed covers. Outer envelope should be clearly marked as Management/handling of Traditional Media (Print, Radio & Televisions) as well as Social Media & Online Media of the Ministry of Youth Affairs & Sports. 1.6 TECHNICAL AND FINANCIAL BID The technical bid should have the following and as per the order mentioned below:- i. Compliance and documentary proof of eligibility condition spelt out in clause 1.2 (Eligibility Conditions) of section I. Documentary proof sought in other clauses of RFP should also be enclosed. ii. The bidder shall submit bidder information in the prescribed format as given in Annexure 1. Submission of the different type of Technical Proposal will result in the proposal being deemed non-responsive. iii. The bidder shall submit all documents related to technical evaluation in the prescribed format as given in Annexure 3. Documents which have been covered as per Annexure 1 need not be repeated. Annexure 4 is to be used for providing the CVs of key personnel listed in Section 2 clause 18. The Financial bid must contain the following:

6 i. Forwarding letter including Financial Bid as per Annexure 2, on the bidder printed letter head. ii. Scope of services as per Section II. iii. Overwriting / correction in the commercial bid is not permitted and any such overwriting in commercial bid can lead to its rejection. 1.7 METHOD OF EVALUATION AND AWARDS OF CONTRACT Pre-qualification Criteria Bidders are requested to submit the following documents along with their proposal failing which the bids are liable for rejection. However, no weightage in the evaluation is assigned to the following pre-qualification criteria for shortlisting agencies for presentation. i. Mandatory certification mentioning that bidders have not been blacklisted by any of the State or Central Government organization and should not have been found guilty of any criminal offence by any Court of law. ii. Copies of Service Tax Number & PAN Number of the agency. Proof of payment till iii. EMD of Rs. 50,000/- (Rupees Fifty Thousand only) iv. Tender fee of Rs. 500/- (Rupees Five Hundred Only) v. The agency must have an experience of at least 3 years of experience in Media Management and must have undertaken a few projects in government and Private structure having similar deliverables. Proposal for Evaluation Criteria for Evaluation of Technical Proposal: The criteria defined in Annexure 4 would be followed for evaluation of technical proposals. Only Agencies obtaining a total score of 75% (on a maximum of 100) or more on the basis of criteria for evaluation given below would be declared technically qualified.

7 Financial proposals of only those Agencies which are declared technically qualified shall be opened publicly, on the date and time specified above, in the presence of the Agencies representatives who choose to attend. The name of the Agencies, their technical score (if required), and their Financial Proposal shall be read aloud. Method of Selection: In deciding the final selection of the Agency, the technical quality of the proposal will be given a weightage of 75% on the basis of criteria for evaluation. The price bids of only those Agencies who qualify technically will be opened. The proposal with the lowest cost will be given a financial score of 100 and the other proposal given financial scores that are inversely proportional to their prices. The financial proposal shall be allocated a weightage of 25%. For working out the combined score, the MYAS will use the following formula: Total points: (0.75 x 100 x T(s)/TH) + (0.25 x 100 x LEC/EC), where T(s) stands for technical score, TH stands for Highest Technical Score, EC stands for Evaluation Cost of the Financial Proposal, LEC stands for Lowest Evaluated Cost of the Financial Proposal. The proposals will be ranked in terms of total points scored. The proposal with the highest total points (H-1) will be considered for award of contract and will be called for negotiations, if required. Example: if in response to this RFP, three proposals, A, B & C were received and the Evaluation Committee awarded them 75, 80 and 90 marks respectively, all the three proposals would be technically suitable. Further, if the quoted price of proposals A, B & C were Rs. 120, 100 & 110 respectively, then the following points for financial proposals may be given: A: 100/120* 100 = 83 points B: 100/100 * 100 = 100 points C: 100/110 * 100 = 91 points For the technical proposals following points may be given

8 A: 75/90 * 100 = points B: 80/90 * 100 = points C=: 90/90 * 100 = 100 points In the combined evaluation, the process would be as follows: Proposal A: x x 0.25 = Proposal B: x x 0.25 = Proposal C: 100 x x 0.25 = Proposal C would be considered the H1 and would be recommended for approval. After opening of financial proposals the agency will be declared eligible for award of the contract. SECTION II SCOPE FOR WORK / DELIVERABLE 1. Set up a complete media management and monitoring system as well as to manage Traditional Media such as Print, Radio & Televisions for the Ministry and manage the same by deploying requisite number of persons with requisite qualifications and skills-set. 2. Populating, publishing and updating the content as and when required on 24X7 basis. The frequency of information will be on a continuous and daily basis. 3. Feedback, messages and any other communication received from visitors to the sites shall be forwarded to the officials concerned directly from time to time. 4. Management of Facebook, Twitter, Google+, Youtube and other social media and traditional media identities for the departments of the Ministry viz, Youth Affairs and Sports. 5. Generate buzz about Ministry s activities in the Traditional/Social media and engage citizens over its initiatives. 6. Round the clock running of social media sites, updating, analyzing social media trends, moderation and intervention as and when required.

9 7. Feedback/comment management on regular basis, moderation of pages on regular basis to keep the social media site free from spam/advertisement/ inappropriate contents, appropriate tagging etc. 8. Manage response on social accounts through setting up standard response management processes. 9. Repackaging of the content (videos and photographs) into suitable formats (video packages and others) 10. Uploading of repackaged and creative content on various media/print, Radio/TV and other platforms such as Face book, YouTube, google, twitter etc. 11. The agency should be able to develop interesting and innovative content, campaigns, competitions, so as to have proper communication strategy for various media platforms to enhance the reach of content in real time basis. 12. Provide detailed analytics about Social Media activities. 13. Ensure that significant posts made by the public on all the Ministry s social networking sites are monitored on a real time basis and is brought to the notice of the designated Ministry s official on daily basis. 14. Ensure that the response to these posts is provided on the social networking site under the supervision of the designated Ministry s official. 15. Use appropriate CRM to track social media sites of all the departments and monitor the following: a. Monitor social media/traditional(print)media sentiments b. Monitor and track overall trends on various media platforms c. To generate reports in various formats like graphs, charts etc. 16. Agency would also be responsible for advertising of Ministry s various schemes, acts and related activities on the media platforms. 17. The agency will be responsible for creating and releasing digital advertisements and create campaigns in Social Media sites, websites empanelled by DAVP. 18. List of key personnel required onsite/offsite: S.No. Job Profile 1. Project Manager Cum Team onsite/offsite

10 Leader 2. Technical Leader/ Designer - onsite/offsite 3. Content Manager onsite/offsite 4. Developer - onsite 5. Data Analyst - onsite *********

11 Technical Bid Format ANNEXURE 1 S.No Particulars To be filled by the Tenderer 1. Name of the Bidder (Agency) 2. Whether brief profile of the agency is enclosed (Max 10 pages) 3. Address of the Bidder (Agency) Tel. Fax. 4. Year of establishment with documentary evidence 5. Bidders should not have been blacklisted by any of the State or Central Government organization. Should not have been found guilty of any criminal offence by any Court of law. Undertaking from the agency on letter head. 6. Registration Details PAN No. (Copy to be enclosed)

12 Service Tax No. (Copy to be enclosed) 7. The agency must have an experience of at least 3 years of experience in Social Media Management and must have undertaken a few projects in government as well as Private structure having similar deliverables. List of Govt. Ministries/ Departments/Pvt. Clients showing experience in the field (copies of contract/orders placed on the agency during last 3 years should be attached.) 8. Details of EMD of Rs.50,000 (i) Amount (ii)draft No (iii)date (iv)issuing Bank 9. Details of Tender Fee of Rs.500 (i) Amount (ii)draft No (iii)date (iv)issuing Bank 10. Name, Designation and address of the officer to whom all references shall made regarding this RFP.

13 Tel: Mobile: Fax: Apart from the above, all the requisite documents mentioned in the RFP should also be enclosed. Authorized Signature [In full and initials] Name and Title of Signatory Date: Seal:

14 FINANCIAL BID FORMAT ANNEXURE 2 To The Under Secretary (Genl), Ministry of Youth Affairs and Sports, Room No. 530, 05 th Floor, C Wing, Shastri Bhawan, New Delhi Dear Sir, We, the undersigned on behalf of (name of the firm), offer to respond to (title of project) in accordance with your Request for Proposal (RFP reference) dated (insert Date). Our Financial Proposal against the scope of service defined in the above referred RFP is the following: S.No. Description Amount in Indian Rupees.** 1. Social Media Management/Monitoring including Traditional Media Monitoring for all departments of MYAS per month as per the scope of work 2. Taxes 3. Total Amount in words: Yours sincerely, Authorized Signature [In full and initials] Name and Title of Signatory Name of Firm Address Date: Seal: ** The amount quoted should have a healthy reflection vis a vis the key personnel requirement listed in section 2 of clause 18.

15 ANNEXURE 3 Evaluation Criteria (Technical) Concept and Understanding. Bidders are required to provide details of their understanding of the entire project and their approach, methodology and strategy for the Management of Social Media & traditional media for MYAS 40 Marks (Agencies are require to submit the requisite writeup/document). Methodology of assignment of the work 40 Social Media Understanding of the Scope of Work Social Media /Traditional Monitoring Plan Tools to be used. Approach, Methodology and Media Strategy for MYAS Key Personnel 35 Marks (The CVs of the Key Personnel must be submitted as per Annexure 4) Key Personnel Responsibilities Marks Project Manager Cum Team Leader Liaison with Ministry to align goals and execution of programs. Be a link between MYAS and the Media to Manage and execute the day to day social media and traditional media operatives. Devise reporting methods for social media monitoring on topical, regional and international issues relevant for MYAS Recommend product, content and digital programs to support MYAS initiatives. Implement measurement tools to measure the impact of Digital initiatives taken. Experience: Minimum 10 years of experience in Communication and 5 years in digital, online and social media marketing for Project Manager. Excellent written and verbal

16 Technical Leader/Designer communication skills, as well as stellar presentation skills. Demonstrated experience with Google Analytics, Facebook advertising, You tube and social media monitoring platforms. Responsible for all technical aspects of Social Media. The person concerned must be well versed with latest web, mobile and social media technologies. Must be flexible and versatile in staying current on trends within Digital Marketing, Social Media, and related disciplines. Experience Degree course in IT/Computer Applications with Strong technical background of managing technology with minimum of 7 years experience and 3 years experience in Social Media Management. Proven Experience in Management of Social Media Applications. Media Content Manager Responsible for developing content across traditional and social media. This could includes contents for traditional media and blog posts, tweets, status updates, pins, photos and videos. Creates, manages and grows MYAS s presence across social media channels, including, but not limited to blogs, Twitter, Facebook, Google plus, YouTube etc. and creation of Wikipedia posts. Identify and leverage new media platforms and analytic programs and adjust media strategy as necessary. Experience Expert knowledge of social media channels, including Facebook, Twitter, Google+, YouTube & Instagram, Wikipedia etc. Experience writing, editing, crafting and optimizing content specific to traditional and social media channels with 5 years

17 Media Developer experience. Connecting MYAS traditional and Social Media with all Digital platforms Develop Forms, Apps etc. required for Social media management of MYAS Responsible for designing & developing content for consumption on social media The content developed by them shall be platform ready and specific to the brief provided by the social media expert Experience: Knowledge of HTML, CSS, JavaScript/JQuery and PHP Good understanding of Media issues. Atleast 3 years of experience in Media and developing Apps for Media. Data Analyst Responsible for analyzing media data and making recommendations using social media analytical tools Provide organization with insights and information needed to make sound business decisions surrounding the social media space, developing and executing best practice analytics strategy and Experience: 3 years experience with media analytics Experience managing media monitoring. Organisation 25 Marks S. No. Criteria Points i) Media projects in last five years for Govt and reputed organisations 08 ii) Quality Certification 07 ISO 9001: 2008 (Quality Management)

18 (iii) ISO 27001: 2005 (Information Security Management) Social Media Management with more than followers for organisations related to Youth/Education/Sports/ Skill Development/Entrepreneurship. 05 iv) Demonstrated capability of carrying out digital campaigns with Google, Facebook and other online portals and website as empanelled by DAVP. 05

19 Annexure 4 (Format for CV of key personnel listed in section 2 of clause 18) S. No. Detail Response 1 Proposed Position 2 Name of Firm 3 Name of Staff 4 Date of Birth 5 Education S. No Degree Institution Dates 6 Membership of Professional Associations/Societies, if Any 7 No. of Years of Experience 8 Summary of key training and certifications 10 Language Proficiency 11 Employment record 12 Details of Tasks Assigned

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