CENTRAL UNIVERSITY OF HARYANA JANT-PALI, MAHENDERGARH, HARYANA Website:

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1 CENTRAL UNIVERSITY OF HARYANA JANT-PALI, MAHENDERGARH, HARYANA Website: Tender Notice for Empanelment of Advertising Agencies Dated: On behalf of the Registrar Central University of Haryana sealed tenders (in two bid system) are invited from the interested agency/agencies for Empanelment of Advertising Agencies in Central University of Haryana Campus. The Initial contract would be for a period of one year, which may be extended for next one year depending upon satisfactory performance. Agency/agencies accredited with Indian Newspaper Society (INS) and having adequate experience in the field of advertising, electronic media, printing of documents like Annual Report, Brochure, Public Awareness Material, etc. may apply along with sufficient proof of their experience and ability of handling various advertising works. Demand Draft of Rs. 7000/- (Seven Thousand Rupees only) refundable drawn in favour of Central University of Haryana payable at Mahendergarh should accompany the application form as Earnest Money for each work. Tender without EMD will not be considered. Tender documents containing detailed terms and conditions can be downloaded from the University website or obtained from Room No. 20, Administrative Block, Central University of Haryana on payment of Rs.1000/- (One Thousand Rupees) non-refundable. If the Tender form downloaded from the internet the applicant will have to pay Rs.1000/- (One Thousand Rupees) on account of cost of tender form with the application in the form of Demand Draft/Pay Order in favour of Central University of Haryana payable at Mahendergarh. Successful agency should deposit the performance security amounting to Rs /- (Thirty Thousand Rupees) in the shape of DD in Favour of Central University of Haryana payable at Mahendergarh. No interest on performance security shall be paid. University reserves the right to reject any or all the tender at any time, without assigning any reason. The price Bid/offer Performa is attached as Annexure-II with the Tender form. Tender must be submitted in two sealed envelopes separately i.e., the tender form duly signed on every page along with all the required documents in one envelope (Envelope-A) and the offer/price bid on the prescribed Performa in the second envelope (Envelope-B). Both the envelopes are to be sealed in Master Envelope and the name of Agency with address should be clearly mentioned on the envelopes. Tender should reach Room No. 20, Administrative Block, Central University of Haryana, Jant-Pali, Mahendergarh up to on or before 1.00 PM Tender document/technical bid shall be opened on at 3.00 PM. (In the presence of Agency or their authorized representative who will be present of the time of opening of Bid.) In case, the last date of receipt of tenders happens to be a holiday/bank holiday, the tenders will be received till the next working day up to the same time. Copy to:- 1. P.A to Vice-Chancellor, for the information of Hon ble Vice-Chancellor 2. P.A to Registrar, for the information of the Registrar. Registrar

2 Eligibility Criteria The agencies meeting the following eligibility criteria would be considered: 1. A minimum five years continuous experience as a fully INS accredited agency. 2. An yearly turnover of Rs. 1 crore during FY Should be in the panel of advertising agencies of at least two Govt. of India/Govt. of Haryana/Public Sector Undertaking organizations during the year Full-fledged established office with state-of the-art infrastructure and manpower/creative personnel. 5. PAN number issued by the IT department in favour of the agency. 6. Service Tax Registration number issued by the Central Excise Dept in favour of the agency. 7. Creativity in development communication should be of high standard befitting the expectations of the Central University. 8. Latest Income Tax, Sales Tax, Service Tax, etc., clearance. Scope of work: 1. Advertising The advertising agencies are expected to conceptualize, design and release advertisements on DAVP rates in major/local/regional newspapers/magazines all over the country at short notice. The agencies must have necessary infrastructure and creative professionals to handle this job efficiently and promptly. The advertising agencies may also be required to produce ad films for electronic media, as and when required. 2. Printing The empanelled agencies will be required to undertake printing of important documents like Annual Report of the University, Brochures, Leaflets, Publicity Material etc. as and when required on the basis of quotations called from the agencies. Terms and Conditions: a) A minimum five years continuous experience as a fully INS accredited agency. b) Tender must be submitted in two sealed envelopes separately i.e., the tender form duly signed on every page along with all the required documents in one envelope (Envelope-A) and the offer/price bid on the prescribed Performa in the second envelope (Envelope-B). Both the envelopes are to be sealed in Master Envelope and the name of Agency with address should be clearly mentioned on the envelopes. Those who fail to follow this procedure may be disqualified forthwith. The Financial bid will be opened only of those vendors who qualifies the technical evaluation process. c) Tender must be accompanied with Earnest Money Deposit (EMD) amounting to Rs.7,000/- (Seven Thousand only) refundable in the shape of D.D in favour of Central University of Haryana payable at Mahendergarh. No other format for Earnest Money deposit would be accepted. No interest on the EMD shall be paid. d) Should be in the panel of advertising agencies of at least two Govt. of India/Govt. of Haryana/Public Sector Undertaking organizations during the year

3 e) Advertising Agencies will be empanelled initially for a period of one year, which may be extended for one year basis depending upon satisfactory performance. f) PAN number issued by the IT department in favour of the agency. g) Central University of Haryana will have the right to drop any Agency from the empanelled list without assigning any reasons whatsoever. University also reserves the right to modify the Terms and Conditions for empanelled Agencies. h) The empanelled Advertising Agency is expected to maintain high level of professional ethics and will not act in any manner which is detrimental to the interest of the University. i) The Agency should be able to execute all kinds of Advertising assignments through newspapers on DAVP rates. j) Selection/acceptance of art work/design will be at the sole discretion of the University and no charges will be paid for artwork/design, etc. k) All the advertisements/assignments will be carried out by the Agency after prior approval of the University. l) If the advertisement is misprinted or published differently from the approved one, the Agency will publish corrigendum/correct advertisement, etc. thereof at their own cost. m) Translation of the advertisement matter, whenever required, will be done by the Agency free of cost and the Agency will be responsible for the same. n) No extra payment/charges shall be paid by the University for conceptualization, creation, designing and development of advertisements, printing material, etc. o) The empanelment of Agency does not guarantee to get the job/work for the advertisement/printing, etc. p) The University shall have the discretion to give work to any empanelled Agency selected through this process and the Agency will have no right or claim for getting the job. q) The performance of the Agency shall be regularly reviewed on the key parameters of creativity, initiative, competency and response time in execution of assignments given to them. In case the Agency fails to meet the requirements of the University, the University shall be constrained to terminate the empanelment with due notice of one month. r) Empanelled Agency will not be allowed to engage any other Sub agency to execute the assigned work/job. s) The University does not guarantee any minimum business or assignment which will depend on the requirements, financial resources available and the performance of the Agency. t) It may be clearly understood by the Agencies that no financial liability of any type is created by issuance of the letter of empanelment. u) Applications received after the due date and time and without requisite documents will be summarily rejected. v) The decision of the competent authority of the University shall be final in all matters relating to the empanelment and decision thereof.

4 EMD detail: Demand Draft (Enclose the original) No Affix attested latest Passport Size Photograph of tenderer Dated For Rs. At scheduled Bank.. Branch. PAN Number (Enclose attested Photocopy) (Signature of tenderer(s) (Individual/Firm/company/other) (Affix stamp except individuals) Dated: Name in full (of Agency)..Date of Birth.. Father/Husband s Name.. Address for correspondence... Phone No Mobile No Permanent Address. Phone No Mobile No... Witness I Signature.. Witness II Signature Name Address Phone No. Mobile No Name. Address... Phone No... Mobile No...

5 (To be placed in Envelope A/Technical Bid) PROFORMA FOR AFFIDAVITE TO BE WRITEN ON NON-JUDICIAL STAMP PAPER OF RS.10/- (TO BE ATTESTED BY A MAGISTRATE IST CLASS OR OATH COMISSIONER) I,.S/o. R/o. Police Station.District Contractor/partner, + or sole propriety (Strike out the work which is not applicable) of (firm on contractor) I. I am/my firm/companies is not blacklisted by the Union or State Govt./Organisation. II. III. No individual/firm/companies blacklisted by the Union or State Government or any partner or shareholder thereof, have any connection directly with or has any subsisting interest in business of my firm. I am or my partners are not involved / convicted in any criminal case/economic offence and no criminal case/economic offence is pending against me or my partner in any court of Law/Registered with police. Dated Deponent VERIFICATION I do hereby solemnly declare and affirm that the above declaration is true and correct to the best of my knowledge and belief. No part of it is false and it conceals nothing. Deponent...

6 CENTRAL UNIVERSITY OF HARYANA Established vide Act 25 (2009) of the Parliament Jant-Pali, Mahendergarh (Haryana) APPLICATION FORM for EMPANELMENT OF ADVERTISING AGENCIES Annexure-I Payment Details DD No. DD Amount Bank Name/Branch 1. Name of the Advertising Agency: a. Whether Proprietorship/Pvt.Ltd./Ltd.Co. b. Constitution c. Name of the Director/In-charge d. Name of the contact person 2. Head Office: a. Complete Address b. Telephone Number(s) c. Fax Number d. address 3. Branch Office (s): a. Complete Address b. Telephone Number(s) c. Fax Number d. address (Add separate sheet, if required) 4. Contact person in Mahendergarh (if any) a. Name b. Designation c. Contact Number(s) d. Fax Number e. address 5. Year of Establishment (attach proof)

7 6. Registration Number 7. Staff strength (full time) 8. Year in which full INS accreditation was given to the agency 9. Validity period of INS accreditation 10. Service Tax Registration number issued by the Central Excise Deptt. in favour of the agency 11. PAN Number issued by the IT Deptt. in favour of the agency 12. Annual Turnover for the financial year (Along with documentary proof) 13. Are you on the panel of any educational organization having activities similar to that of the Central University of Haryana? If yes, give details (Attach separate sheet, if required) 14. Details of appreciation(s)/award(s) received by your agency (if any) in advertisement campaigns (Attach separate sheet, if required) 15. Are you accredited to Doordarshan 16. Are you accredited to All India Radio Note: Documentary evidence may please be provided, wherever applicable, in the form of photo copies of Accreditation Certificates, Audit Reports, Work Orders, Release Orders, etc. Declaration 1. I,... (name of the person) am authorized to declare on behalf of the....(name of the agency) hereby declare that the agency have: a. Full-fledged office established in (city) with needed manpower. b. Creativity in development communication of high standard befitting the expectations of the Central University of Haryana.

8 2. I also declare that all the statements made in this application are true, complete and correct to the best of my knowledge and belief. I understand that if at any stage, it is found that any information given in this application is false/ incorrect or that our agency do not satisfy the eligibility criteria, our candidature/ empanelment is liable to be cancelled/ terminated. 3. I understand that the decisions taken by the Central University of Haryana are final in all matters. 4. I hereby agree to work as per the terms and conditions rolled out by Central University of Haryana. 5. I understand that the Central University of Haryana reserves its right to accept or reject any application and to cancel the empanelment process and reject all expressions of interest at any time prior to the award of the contract, without detailing any specific reasons whatsoever therefore. Signature with seal Place Date Name Designation

9 Annexure-II CENTRAL UNIVERSITY OF HARYANA JANT-PALI, MAHENDERGARH, HARYANA Website: PROFORMA FOR PRICE BID FINANCIAL BID for EMPANELMENT OF ADVERTISING AGENCIES (To be submitted in separate envelope marked-b) 1. Name of the Organization/Agency: Address: Telephone Number: PAN No.: 2. Rates offered: S. No Item/Newspaper Rate (Rs/sq.cm) Local/National (Haryana/ Haryana, Delhi, Chandigarh/All India) Rates for Employment Pages/Issues Rates for All Editions 1. The Tribune 2. The Hindustan Times 3 The Times of India 4 The Indian Express 5 The Deccan Chronicle 6 The Sentinel (Englsih) 7 The Hindu 8 The Amar Ujala 9 The Punjab Kesari 10 The Dainik Jagran 11 The Dainik Bhaskar 12 The Dainik Tribune 13 The Hari Bhoomi 14 The Dainik Hindustan

10 15 The Prabhat Khabar 16 The Sentinal (Hindi) 17 The Employment News 18 The Rozagar Samachar (Hindi) 19 The The Indian Trade Journal 1 Charges (if any) for formatting the content 2 Any other Charges to be levied (please) Note: In addition to the above, offers for other newspapers/journals or any other packages offered by the agency may be enclosed separately. The Financial bid being submitted has the approval of the (name of the agency) and I have been authorized to submit it. Place: Date:.. Signature with seal : Name:... Designation:

11 Documents to be placed in Envelope- A (Technical Bid) 1. DD on Account of Cost of Tender Form 2. DD on Account of Earnest Money 3. Tender Form duly signed 4. Annexure-I 5. PAN No. 6. Residence Proof & Identity Proof 7. Self-attested Photocopy of ownership/partnership deed document. 8. Self-Attested Passport Size Photographs pasted on the tender form at last page. 9. An affidavit to the effect that the applicant/firm either himself/herself or through any partner/close relation i.e son/daughter/father/mother does not already have a concurrent licence from the Central University of Haryana, Mahendergarh for running the trade mention in the tender form. Documents to be placed in Envelope-B (Financial Bid) 1. Price Bid/offer (Annexure-II)

12 Checklist for submission of tender (This checklist duly filled should be enclosed with the tender from) All the documents enclosed with the tender form should be numbered and signed. Name of the Agency:- Name of work: - EMPANELMENT OF ADVERTISING AGENCIES Sr. No. Documents Photocopy enclosed Yes/ No Page No. 1. All the pages of tender form are signed (please write Yes/No) 2. Earnest money 3. Tender Form cost 4. Residence Proof duly attested 5. Self-attested Photocopy of ownership/partnership deed document in case of firm 6. Self-attested Passport size photographs pasted on the tender form at last page. 7. Affidavit to the effect that the firm/individual is not blacklisted by any Govt. Organisation. 8. An affidavit to the effect that the applicant /firm either himself/herself or thorough any partner/close relation i.e., son/daughter/father/mother does not already have a concurrent licence from the Central University of Haryana, Mahendergarh for running the trade mention in the tender form. 9. PAN Number 10. Any other (please mention) Note: Tender form for empanelment of advertising agency in the University and other documents should be submitted in a separate envelope and should be marked as A and written tender documents for empanelment of advertising agency. Name of the Agency should also be written on the envelope. Price Bid/Offer should be submitted separately in a sealed envelope and should be marked as envelope B price Bid for empanelment of the agency. Name of the Agency/bidder should also be written on the envelope. There should be no cutting / overwriting in quoting the price bid. Both the envelopes are to be sealed in Master envelope, Name of Agency with address, and Name of work should be clearly mentioned on the envelopes. Tender form is not transferable Date:

13 DOCUMENS/PAYMENTS TO BE SUBMITTED BY SUCCESSFUL AGENCY 1. Documents/Payments are to be submitted / deposited by the successful bidder within 07 days from the issue of licence memo/letter, with in that period agency should also deposit the performance security amounting to Rs /- (Thirty Thousand Rupees) in the shape of DD in Favour of Central University of Haryana payable at Mahendergarh. No interest on performance security shall be paid. 2. The contract shall initially be for a period of one year, which may be extended for one year basis depending upon satisfactory performance. 3. The contract will be allotted for one year which is awardable in order of highest bid. In case the first highest bidder backs out and fails to take possession agency may be debarred for three years and the earnest money shall be forfeited and the next agencies in order of contract rates/bids may be considered for/offer the contract as per direction of the Authority. If, the next two agencies also back(s) out and fail(s) to take contract, their earnest money shall also be forfeited, may be debarred for next two years, the tender may be cancelled and the fresh tender will be floated.