National Institute of Open Schooling

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2 Sl. No. Cost of tender document Rs.525/- (Rupees Five Hundred Twenty Five Only) (inclusive of 5% S.T) Last date and time for sale of tender form:- from to upto 12 Noon Last date and time for submission of Sealed Tenders: upto 2.00 P.M. opening of the Tenders: 2.30 P.M on (An autonomous Institution under the Ministry of Human Resource Development, Govt. of India, A Institutional Area Sector-62, NOIDA, Uttar Pradesh) Subject-Expression of Interest/Tender for Empanelment of Advertising Agencies for publicity etc. in the print and electronic media at D.A.V.P. rates. From : Secretary, A-24-25, Institutional Area, Sector-62, NOIDA, U.P To, For and on behalf of NIOS invites 1. Expression of interest/ Tender from reputed INS accredited advertising agencies for publicity etc. in the print and electronic media. Interested advertising agencies should fulfill the requisite conditions as per the Bid format. 2. Nature of Work The (NIOS) is an autonomous institution imparting distance education at school level under Department of School Education & Literacy, Ministry of Human Resource Development, Govt. of India. The NIOS enrolls more than 4 lakh students annually through its Accredited Institutions (AIs) and Accredited Vocational Institutions (AVIs) located all over India. The NIOS conducts examinations twice a year for about 4 lakh students through examination centres located all over India and in UAE, Nepal and Kuwait. There are 20 s and 1 Sub Centre of NIOS all over India as per list enclosed at Annexure-I. These Centres may be increased or decreased from time to time. At present, the NIOS Hqrs. is stationed at A Institutional Area, Sector-62, NOIDA, U.P Selected Agencies will have to lift advertisements from the offices of NIOS hqrs. and s/ Sub centres. The list of NIOS s is enclosed at Annexure-I with Tender Document. 1

3 3. Scope of Work : (a) (b) (c) Publishing of NIOS advertisements, Tender Notice and other publicity related activities through newspaper. Publicity through the Print Media including conceptualization, designing and development of the advertisement. Publicity through the Electronic Media (i) (ii) Designing, conceptualization and media management including release of advertisements in the Electronic Media including Media plan. Production of Radio Spots, Jingles, TV Commercials etc on DAVP rates(which can be used in any medium) (iii) Developing creative s for release of advertisements in the Electronic Media. Creative content to be prepared in any language as per need. (iv) Adapt/Replicate creative for the print, television, any other media for use as per the requirement of publications, channels, websites & portals Translation Work including various regional languages 4. a) Eligibilty Criteria The tenderers must fulfill the following efficiency criteria:- (i) The agencies should be fully accredited with INS. (ii) The agencies should have at least ten years of experience after obtaining INS accreditation. (iii) The agencies should have minimum 3 years of experience with PSUs/ Govt. Departments. (iv) The minimum turnover of the agencies should not be less than Rs.5 crores annually for the last 3 consecutive years. (v) The agencies should have the sufficient resources for covering atleast ten regional centres/ sub regional centres of NIOS throughout the country for publishing NIOS advertisements and tender notices etc. through print and electronic media. b) Selection Methods The advertising agencies those who will qualify as per the terms and conditions of eligibility as laid down in the EOI/ tender documents at 4 (a) will be called for final presentation before the committee for the purpose of assessment of their ability on any topic to be given by the NIOS. Based on their performance on presentation the Committee will prepare the merit list for enabling the committee to recommend for drawing the panel of the capable advertising agencies restricting to seven only in order of merit for the purpose of publicity of advertising material through print media and electronic media. 5. Volume of Work The NIOS will issue advertisements for publicity/ tender issue related jobs at DAVP rates in leading newspapers all over India from time to time throughout the year. The advertisements may also be issued in the different regional languages. The translation 2

4 work may also be assigned to the advertising agency. Apart from advertisements, NIOS may issue in the Electronic Media as per the scope of work. The NIOS has an annual Publicity Budget of approx Rs.4 Crores only. 6. General Conditions i) Tenders are to submit the Bid and their profile in separate envelopes. Form for the Bid is appearing at Annexure-II. 7. The empanelment of agencies will be valid initially for a period of three years and may be extended by the, if required, by mutual consent for another year subject to satisfactory performance of the agency. 8. Reputed and experienced tenderers who meet all the terms and conditions of the NIOS Tender Document will further be evaluated for final empanelment by the committee so constituted by the Competent Authority of NIOS on different parameters like maximum reach of the agency in India, experience with similar educational institution, final presentation before the committee by the Agency. Tenderers who have vast experience with Govt. Departments will be the major criteria for awarding contract for the work. The NIOS will prepare panel of selected advertisement agencies looking into the total quantum of work in NIOS and successful qualification of agency on above parameters 9. Earnest Money Deposit amounting to Rs.3,00,000/- (Rs. Three Lakhs only) in the form of Demand draft drawn in favour of the Secretary,, New Delhi/ NOIDA is to be enclosed with the tender application, failing which the tenders will be summarily rejected. In case of selection of the Advertising Agency for empanelment and receiving acceptance from the advertising agencies this amount will be converted into the performance Security. However such agencies shall have the option to take back the Demand Draft and submit Bank Guarantee of equivalent amount in favour of Secretary NIOS as & when asked by the NIOS. The Demand Draft of unsuccessful agencies shall be returned on receipt of applications from such agencies/ tenderers at the earliest. 10. Payment (i) (ii) (iii) The payment will be made on submission of bill in duplicate, complete in all respects along with proof of advertisement and DAVP rate cards. No advance will be given for executing the work. Counter Conditions by the tenderers in any matter including concerning payment of bills shall not be acceptable. 11. Penalty Clause The Time schedule and placement in the newspaper for release of advertisement should be strictly adhered to by the agency. If the advertisement is not made on stipulated dates, penalty will be applied as mentioned below. (i) (ii) A penalty of Rs.1000/- per newspaper per day will be charged if the advertisements are delayed beyond stipulated time. In case of any abnormality/ irregularity noticed in the release of advertisement, size, point size, its contents, rates etc., the penalty levied by an independent Committee constituted by the Chairman, NIOS will be final and binding. 3

5 (iii) (iv) (v) Earnest Money Deposit/ security deposit will be liable to be forfeited, if the tenderer declines to accept the offer or / fails to execute the work on time/ complete the work satisfactorily. The NIOS reserves the right to terminate the contract at any time without prior notice and to forefeit the whole of the security deposit, if the contractor fails to complete the work satisfactorily. In case the successful tenderer fails to complete the order in part or in whole, as the case may be, the order shall be cancelled and given to the next successful terderer. The penalty as deemed fit by the Competent Authority shall be imposed on the tenderer who fails to execute the work order. 12. The NIOS reserves the right to accept or reject any/all tenders without assigning any reason (s), whatsoever. Tenders not on the prescribed proforma (attached), without requisite details, without EMD or received after the closing date/ time of tenders and tenders accompanied by any condition will summarily be rejected. 13. The complete tender document is also available on the NIOS website at for the purpose of downloading. Those Tenderers who download the tender document from the NIOS website shall deposit a payment of Rs.525/- separately in the form of a demand draft in favour of the Secretary, payable at NOIDA along with their complete tender document. Such downloaded tender documents received without requisite fee and after the due date shall summarily be rejected. 14. Canvassing in any form will be viewed seriously and if any tenderer is found to be resorting to such practices, the tender of such firms will be rejected. 15. In addition to clause above, other terms & conditions given below will also be applicable. ARBITRATION CLAUSE That in case of any dispute between party of first part and the party of other part arising out of or in relation to the agreement, the dispute shall be referred to arbitration of a sole arbitration to be appointed by the Chairman, NIOS. The award of the said arbitrator shall be binding on both parties. The seat of the arbitration shall be at Delhi/NOIDA. Other Terms & Conditions 1. Infrastructure The will make available the approved matrix for publicity. The same will be got published in newspapers as per orders of NIOS at DAVP rates. The content of advertisement and sizes etc. will remain unchanged, until instructions are issued by NIOS. 2. Operational Working The firm will be responsible:- (i) (ii) To ensure complete transparency in the release of advertisements in various newspapers at DAVP rates. The translation work of advertisements in regional languages as and when required basis must be carried out by agency through experienced hands only. 4

6 (iii) (iv) (v) The advertisements may be issued on the same day of getting the instructions from NIOS or is to be released on the stipulated date at a prominent place in the approved newspapers. The agency may submit their bill in duplicate duly pre-receipted along with the valid rate cards of DAVP and original paper cutting of newspapers. Only applicable rates will be claimed by the agencies. The firm should be well equipped to provide all kinds of information readily as and when asked by the NIOS and its s/sub Centres list at Annexure-I on day to day basis. 3. The work has to be started immediately on receipt of instructions from NIOS and to be completed in the stipulated time as directed by NIOS from time to time. Time schedule is to be strictly adhered to by the agencies. 4. Rebate of 10% as educational discount is to be deducted from the bills of the empanelled advertising agencies. Tender application must be accompanied by the following:- (Checklist for Tenderers) a) The Bid on the Tender document appearing at Annexure-II duly filled in, signed and stamped along with following documents. i) Copy of INS Accreditation. ii) iii) iv) Earnest Money Deposit (EMD) as specified above in the form of Bank Draft (cheques are not accepted) in favour of the secretary, National Institute of Open Schooling, payable at New Delhi/ NOIDA. Proof of permanent address. A complete list of clients as Govt./ Semi Govt./ Autonomous Bodies/ PSUs/ Educational Institutions served during last three years with Name, Telephone No. etc. v) Latest income tax return certificate showing Annual Turnover of more than five crores in each Balance Sheet for the last three consecutive years. vi) vii) viii) ix) The authority of the person signing the tender. A list of the Regional offices and service centres of the tenderer. An attested copy of the certificate of registration/ incorporation pertaining to the company. Tender document with Annexure-II signed and stamped on each page as acceptance of the terms and conditions laid down by NIOS authority. x) Demand Draft of Rs. 525/- towards cost of Tender Document, if downloaded from NIOS website. 5. Sealed envelopes, containing the Bid in a separate sealed cover superscribed as the Bid and the cover enclosed together in a sealed envelope should be superscribed in block letters as shown below. TENDER FOR EMPANELMENT OF ADVERTISING AGENCIES due on upto 2:00 pm and addressed to the Secretary, National Institute of Open Schooling at A Institutional Area Sector-62, NOIDA, U.P should be put in 5

7 the Sealed box meant for tenders available at the main entrance of the NIOS Hqrs. at the above address. All outstation tenders should be sent by Registered Post. Only one tender should be included in one cover. Incomplete applications will not be entertained and be summarily rejected. 6. Opening of sealed tenders will take place on at 2:30 pm at A Institutional Area sector-62, NOIDA, U.P in the presence of the representatives of the firm/tenderers, who may wish to be present at that time. No separate intimation will be sent to the firms/ tenderers in this regard. 7. All the pages of the tender documents should be signed by the authorized signatory under proper seal/ stamp in token of having read the EOI/ tender document and accepted the same. Sd/- (Secretary, NIOS) 6

8 ACCEPTANCE OF THE TENDERERS All the clauses of the tender document and terms and conditions enumerated in this form from pages 1 to 6 have been read by me/ us and are acceptable to me/ us. Dated :- Signature of Witness (Name in Block letters) Address Signature (Name of tenderer ) Or authorized signatory* Address with stamp *The authorization letter should be attached into the tender. 7

9 Annexure-I List of the s of NIOS 19/17, Kasturba Gandhi Marg, Kachahari Road, Allahabad (Uttar Pradesh) 69/106, Niranjanpur, Opp. ITI Dehradun Dehradun Manas Bhawan, Shyamla Hills, Bhopal (M.P.) YMCA Complex, Sector-11C, Chandigarh A-31, Institutional Area, NH-24, Sector 62, NOIDA DISTT. Gautam Buddha Nagar (U.P.) Building of Assam Publication Board, (Near Assam Board of Secondary Education) 1 st Floor, Bamunimaidan, Guwahati (Assam) House No.17-26, Sree Nagar Colony, Rd.No.5, Dilsukh Nagar, Hyderabad Andhra Pradesh Sree Nagar Colony, Rd.No.5, Dilsukh Nagar, Hyderabad , Andhra Pradesh D Roop Vihar Colony, Mohan Marg, Opp. Karoli Garden, New Sanganer Road, Sodala, Jaipur (Rajasthan) /2740 Mamangalam, P.O. Palarivattom, Kochi (Kerala) 10/1/H, Diamond Harbour Road, Kolkata (W.B.) Adiwasi Exhibition Ground, Unit I Bhubaneswar Orissa, Lalit Bhawan, Ground Floor, Jawahar Lal Nehru Marg, Bailey Road, Patna (Bihar) Sub- Near Main Khan Chowk, PO Lal Babh Distt. Darbhanga C/o Indian Institute of Education Campus, 128/2 JP Naik Road, Sriniketan Society, (Near Solaris Club) Kothrud, Pune (Maharashtra) -Gandhinagar Office of the Gujarat Secondary & Higher Secondary Education Board, 2 nd Floor, Sector 10/B, Near Old Sachivalaya, Gandhi Nagar , Gujarat - Bengaluru Office of the Director (Vocational Education), 3 rd Floor, PUE Bhawan, 18 th Cross, Sampige Road, Malleswaram, Bengaluru, Karnataka Visakapatnam 5 th Floor,B Block, VUDA Complex, Siripuram, Visakapatnam, Andhra Pradesh -Raipur BTI Ground, DIET Campus Shankar Nagar, Raipur Chhattisgarh - Ranchi Hostel Premises,Amar Sahid Thakur Vishvanath Shahdev Zila School, Zill School Parishad,Ranchi, Jharkhand - Chennai Govt. Model Higher Sec. School, Lady Wellington Campus Triplicane, Chennai - 5, Tamil Nadu - Dharamshala 2nd Floor, Chamunda Complex (Near Income Tax Office), Dari Road, Dharamshala, Distt - Kangra, Himachal Pradesh Sub Centre Darbhanga, Moh-Khan Chowk, Near Main Khan Chowk, PO Lal Bagh Distt-Darbhanga

10 Annexure-II (An autonomous Institution under the Ministry of Human Resource Development, Govt. of India, A Institutional Area Sector-62, NOIDA, Uttar Pradesh) APPLICATION FORM FOR EMPANELMENT OF ADVERTISING AGENCIES 1. Name of the Advertising Agency a. Whether proprietorship sole/partnership/pvt. Ltd./Ltd.Co b. Name of the Director/ Incharge c. Name of the Contact Person.. 2. Head Office a. Complete address... b. Telephone No(s)... c. Fax No d. Address... e. Mobile No Branch Office(s) a. Complete address. b. Telephone No(s)... c. Fax No.... d. Address... e. Mobile No 4. Contact Person at Noida/ any nearby city a. Name... b. Designation... c. Contact No.(s)... d. Fax No.. e. Address... f. Mobile No. 5. Year of Establishment (Attach proof) 6. Registration No. (if any)... 9

11 7. Staff Strength (full time) Year in which INS accreditation was given to the agency Validity period of INS accreditation (attach proof) Service tax registration no. issued by the Central Excise Deptt. in favour of the agency PAN number issued in favour of the agency Annual turn over of the last 3 years (alongwith documentary proof)... a b c Are you on the panel of any educational organization having activities similar to that of NIOS, if yes, give detail (attach separate sheet if required) 14. Detail of appreciation(s) award(s) received by your agency (if any) in advertisement campaign (attach separate sheet if required) Percentage of educational discount (not less than 10%) offered by the agency to the institution. 16. A demand draft bearing No... dated..drawn on is enclosed with the bid as E.M.D. 17. Demand Draft of Rs.525/- towards the cost of tender document, if downloaded bearing no. dated.. drawn on.. Note : Documentary evidence may be provided, wherever applicable, in the form of photocopies (Accreditation Certificates, Audit Reports, Work Orders, Release Orders, etc. Signature of the Authorised Signatory of the Advertising Agency with Seal 10

12 Declaration 1) I (Name of the person), am authorized to declare on behalf of the Agency..(Name of the Agency) hereby declare that the Agency has : a. Full fledged office/ establishment in Noida/ nearby city with needed manpower. b. Complete team of experts in all areas to meet the requirements of the National Institute of Open Schooling. 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 does not satisfy the eligibility criteria, our candidature/ empanelment is liable to be cancelled/ terminated. 3) I understand that the decision taken by the NIOS is final in all matters. 4) I hereby agree to work as per the terms and conditions as laid down in NIOS Tender Document. 5) I understand that the NIOS reserves the right to accept or reject and to cancel the empanelment process and reject all expression of interests at any time prior to the award of contract, without assigning any specified reasons whatsoever. Signature.. Place.. Date.. Name Designation. Organisation Seal 11

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