Selection of Creative Agency For Graphic Design and Art Work for Advertisement & Promotion

GUJARAT MARITIME BOARD Bid Document (Two Cover Bid System) Selection of Creative Agency For Graphic Design and Art Work for Advertisement & Promotion Gujarat Maritime Board Sagar Bhavan, Sector 10-A, Opp. Air Force Centre "Chh" Road, Gandhinagar - 382 010 Phone No. (079)23238346/47/48/51 Fax:- No.(079)23234703/3234704 E-mail: info@gmbports.in Website: www.gmbports.org 1

Selection of Creative Agency for Graphic Design and Art work for Advertisement & Promotion I N D E X Sr. No. Section Page No 1 BID NOTICE 3 2 INTRODUCTION 7 3 SCOPE OF THE WORK 8 4 BID EVALUATION CRITERIA 11 5 INSTRUCTIONS TO BIDDERS 14 6 GENERAL CONDITIONS OF CONTRACT 16 7 ANNEXURE I: TECHNICAL PROPOSAL APPLICATION FORM 20 8 ANNEXURE II: DETAILS OF THE BIDDER 22 9 ANNEXURE III: SIMILAR WORK CARRIED OUT BY THE BIDDER 23 IN LAST 5 YEARS 10 ANNEXURE IV: SIMILAR WORK CARRIED OUT IN LAST 3 YEARS 24 FOR GOVERNMENT OF GUJARAT/ITS UNDERTAKINGS 11 ANNEXURE V: PROFILE OF THE MANAGEMENT 25 12 ANNEXURE VI: PROFILE OF THE TECHNICAL KEY PERSONNEL 26 13 ANNEXURE VII: CURRICULUM VITAE (CV) FOR THE KEY STAFF 27 14 ANNEXURE VIII: FINANCIAL CAPACITY OF THE BIDDER 28 15 PRICE BID 29 2

CHAPTER-1: BID NOTICE Department Name : Public Relations Department, Gujarat Maritime Board, Gandhinagar Name of Work : Selection of Creative Agency for Graphic Design and Art work for Advertisement & Promotion Estimated Contract Value : NA (INR) Contract Period (in Months) : 24 months Joint Venture : Not applicable Bidding Type : Open Tender Currency Settings : Indian Rupee (INR) Bid Document Fee : Rs. 1000/- (non-refundable) Bid Document Fee Payable : Gujarat Maritime Board, payable at Gandhinagar in form of DD/Cheque to EMD (INR) : Rs. 75000/- EMD in form of FDR in favour of : Gujarat Maritime Board, payable at Gandhinagar Security Deposit to be : 5% of the final consolidated yearly fees produced by successful bidder. Bid Document Downloading : 24/3/2016 at 18:00 hrs Start Date Pre Bid conference Not applicable Bid Document Downloading End Date : 18/4/2016 at 18:00 hrs Last Date & Time for : 18/4/2016 at 18:00 hrs Uploading (Submission) of Bids Bid Validity Period : 90 days Submission of other documents and Tender Fees, etc. as mentioned in tender document by RPAD/Speed post only : Till 25/4/2016 up to 17:00 hrs in the Office of the Public Relations Officer Gujarat Maritime Board, Sagar Bhavan, Sector-10-A, Gandhinagar 382010, Gujarat. Phone / Fax : (079) 23238346-47-48-51/(079) 23234703-4-5 Online Bid Opening Date (Tech. Bid Only) : 26/4/2016 at 12:30 hrs Officer Inviting Bids : Public Relations Officer Gujarat Maritime Board Bid Opening Authority : Public Relations Officer Gujarat Maritime Board Address : Public Relations Officer Gujarat Maritime Board, Sagar Bhavan, Sector-10-A, Gandhinagar 382010, Gujarat. 3

1. Bid documents will be available on web site up to Date shown above. Bidder who wishes to participate in this tender will have to register on web site https://gmb.nprocure.com. 2. Digital Certificate: Bidders who wish to participate in online tenders will have to procure / should have legally valid Digital Certificate (Class III) as per Information Technology Act-2000 using which they can sign their electronic bids. Bidders can procure the same from any of the license certifying Authority of India or can contact (n) code solutions- a division of GNFC Ltd, who are licensed Certifying Authority by Govt. of India. Bidders who already have a valid Digital certificate need not procure a new Digital certificate. All bids shall be digitally signed, for details regarding digital signature certificate and related training involved the below mentioned address should be contacted: Contact Details of (n) code solutions For Service Provider, free training camp is organized every Saturday between 4.00 to 5.00 P.M. at (n) code solutions-a Division of GNFC Ltd. Vendors are requested to take benefit of the same. If there will be any problem regarding downloading, viewing or online submission of tender, etc., the agencies are requested to contact following office before last date of online submission: (n) Code Solutions A Division of GNFC Ltd., (n) Procure cell 301, GNFC Info tower, S G Road, Bodakdev, Ahmedabad-380 054 Phone: 079 26854511, 26854512, 26854513.Fax: 079 26857321 Toll Free Number: 1800 233 1010 (Ext. 321) Email: nprocure@gnvfc.net Website: www.nprocure.com 4

2. Issue and Receipt of Bid Document: 2.1 The Bid Document shall be available for downloading on GMB website and the same shall have to be submitted online duly filled in along with bid document fees and EMD as mentioned in the above table. Bidders can download the tender document free of cost from the website. Bidders shall have to submit the bid in electronic form on www.nprocure.com website till the last date & time for submission. 2.2 It may be noted that the printed hard copy of the bid documents shall not be issued. The agencies are required to download the same from GMB website only or n-procure website only. 2.3 The bidders shall upload the completed bid document on or before 18:00 hrs of 18/4/2016 i.e. the last date of submission of the On-line Bid. Offers in physical form will not be accepted in any case. 2.4 The following should be the composition of the proposal submitted in physical: One main envelope with RFP Response: Selection of Creative Agency for Graphic Design and Art work for Advertisement & Promotion and Bidder s name in BLOCK LETTERS written on top. This main envelope shall contain the following two envelopes: 1) One envelope containing the documents mentioned in 5.2 shall be submitted physically with SUPPORTING DOCUMENTS and Bidder s name in BLOCK LETTERS written on top. 2) One envelope containing the Bid Document Fee and EMD, with BID DOCUMENT FEE & EMD and Bidder s name in BLOCK LETTERS written on top. 2.5 A scan copy of Tender Fee and EMD shall be up loaded along with bid document in electronic format also. During the opening of online bid if it is found that above details of fees mentioned is not submitted physically on or before the due date, tender of same agency shall not be considered. 2.6 Bid document fee of INR 1000/- (INR One thousand only) (non-refundable) shall have to be furnished in form of Cheque/ DD issued by Nationalized/ Scheduled bank drawn in favour of Gujarat Maritime Board payable at Gandhinagar and Earnest Money Deposit (EMD) of INR 75,000/- (INR Seventy Five thousand only) in the form of FDR for a period not less than 6 (six) months issued by Nationalized/ Scheduled bank drawn in favour of Gujarat Maritime Board shall be submitted in separate envelope only through RPAD/Speed Post within 7 days from the tender closing date and time i.e. on or before 25/4/2016 till 17:00 hrs (during office hours). EMD in form of cheque or DD shall not be accepted. The Authority shall not be liable to pay any interest on the Bid Security and the same shall be interest free. 5

2.7 Except in case of the two highest ranked bidders, the bid security of the other bidders would be returned within 180 days of the PDD. In the event that the first ranked bidder commences the assignment, the second ranked bidder, who has been kept in reserve, shall be returned its Bid Security forthwith, but in no case not later than 120 (one hundred and twenty) days from PDD. 2.8 The Selected Applicant s Bid Security shall be retained till it has provided a Performance Security equal to 5% of the final consolidated yearly fees of Creative Agency for the scope of work of the under the Agreement and completing the Deliverables assigned to it for the first 2 (two) months of the consultancy in accordance with the provisions thereof. 2.8 The bid document without fees of INR 1000/- by Cheque/ Demand Draft and EMD amounting to INR 75,000/- in the form of FDR shall be rejected. 3. For information relating to the assignment, following officer may be contacted Sr.no Name of officer Telephone No. 1 Public Relations Officer, GMB Complex, Sector-10/A, Opp. Air Force, Station, Gandhinagar 382010 Phone: 079 23238346/47/48 Fax: 079 23234703/4 & 23244132 Cell Phone: + 91 9825041562 4. Schedule of selection process GMB would endeavor to adhere to the following schedule: Event description Proposal due date for online submission Last date of submission of documents mentioned in 5.2 in physical form Date 18:00 hrs on 18/4/2016 17:00 hrs on 25/4/2016 Opening of technical proposals 12:30 hrs on 26/4/2016 5. All communications related to proposal should be addressed to: The Public Relations Officer Gujarat Maritime Board Sector No.10-A, Opp: Air Force Center, Chh Road Gandhinagar-382 010 Phone: + 91-79-23238346/ 47/ 48 Fax: + 91-79-23234703 6

CHAPTER 2: INTRODUCTION 2.0 INTRODUCTION 2.1 Gujarat, with a 1600 Km long coastline is India s leading maritime state. Gujarat s maritime sector is witnessing promising growth, which is reflected in the increase in the demand for infrastructure and service across the entire value chain. On behalf of Government of Gujarat, Gujarat Maritime Board is involved in undertaking port-led development in the state. GMB acts as the regulator and administrator for 48 non-major ports of Gujarat and undertakes a number of policy driven and strategic initiatives for the state s maritime development. 2.2 To promote development of port sector and ports, GMB undertakes advertising and promoting work on regular basis. In this connection, following activities are undertaken: (i) Conveying opportunities in port sector (ii) Conveying policy regime announced by the Government (iii) Voicing GMB s concern and vision (iv) Raising GMB s brand awareness (v) Promoting GMB as a whole and services provided by GMB etc. 2.2 In addition to above, GMB actively participates in various programs, campaigns announced by the Government from time to time. 2.3 Such marketing and promotional activities are needed to be undertaken in a very professional manner so that the desired message is delivered in a very effective manner to the target audience regarding achievements, development, scope and vision of GMB. 2.4 To perform above activities, GMB intends to appoint renowned agencies which can perform assignments related to creative designing and advertising for the purpose of marketing and promotion in a very professional way. 7

CHAPTER 3: SCOPE OF WORK 3.0 SCOPE OF THE WORK 3.1 Gujarat Maritime Board (GMB) intends to appoint an agency for the design and art work of promotional material to be used for marketing and advertising campaigns in a very professional way. The scope of work is given below: 3.1.1 Communication support services, which include preparing creative material for various media. 3.1.2 Co-ordination with all Media Vehicles - Print, Audio & Video (electronic, Internet), Outdoor, Exhibition Stall Designing & any other advertising agencies. 3.1.3 Conceptualizing and designing for all print jobs like administrative reports, Presentations, Brochures, Newspapers/Magazine Advertising, Leaflets, Banners, Hoardings, Danglers, Folders, Annual Reports, Invitation cards, Promotional material like flyers/ stickers etc., airport visuals, finalizing the speeches, translations into English and Gujarati, projects profiles, port sector outline, policy documents etc. 3.1.4 Design modification and updation of existing portal of GMB s e- magazine. 3.1.5 Any other services which may be assigned on mutually agreed terms. 3.2 Data collection and Analysis The information required for the various jobs involved shall be supplied by GMB. However, the agency shall take pro-active role to collect the latest information from various sections of GMB. The agency shall be acquainted with the activities of GMB and be in contact with the officers of the GMB for the latest development, news, statistics etc. It may be the case that data supplied by GMB may require some editing, modification etc that shall be managed by the agency. However, final write-up, design, colour codes shall be approved by the GMB authorities. 3.3 Time Frame The various works/ jobs assigned to agency time to time, shall be completed in time bound manner and in case of emergencies; agencies have to complete the task in stipulated time limit. 8

Table: Stipulated turnaround times for various designing deliverables No. Material to be designed Deadline for submission of design 1 Magazine Advertisement 1 day from request for design 2 Invitation cards 1 day from request for design 3 Promotional material like flyers/ stickers 1 day from request for design 4 Brochure 2 days from request for design 5 Leaflets 2 days from request for design 6 Banner 2 days from request for design 7 Hoarding 2 days from request for design 8 Danglers 2 days from request for design 9 Folders 2 days from request for design 10 Annual Reports 5 days from request for design 11 Exhibition stalls 5 days from request for design 12 Other material required by GMB As discussed with GMB officers on case to case basis 13 Translations 1 day Successful bidder, would be contracted for a period of 2 years that may be extended with mutual agreement. Requirements for various jobs to be executed 3.4 Designing in required formats 3.4.1 Creative work The agency should be able to clearly portray the larger picture of GMB s vision and brand our business identity with interactive, digital design and marketing services for maximum impact and effectiveness. The agency should be a group of creative visualizers, communicators, digital designers, copy crafters and programmers with rich experience in these fields with technical expertise, creative vision and professional approach towards work. 3.4.2 Print Design Agency should have full service design studio offering creative graphic and print design solutions to GMB. Agency should be capable with creative concepts for 9

our brand identity, promotional material, print ads and publications. The team of professional graphic designers should work with the simple objective of creating impressive graphic layouts and eye-catching visuals that create impact, generate interest and build a reputed image for our activities. Creative concepts, aesthetic designs, well-thought out layouts and persuasive impact approach is our prime requirement from designing work. 3.4.3 Designing of wide range of promotional material Unique, innovative, impressively designed promotional material lets GMB captivate its investors and promote its activities and services with professionalism. Attractive and appealing designs are required for objects such as Brochures, Magazine Advertising, Leaflets, Banner, Hoarding, Danglers, Folders, Annual Reports, Invitation cards, Exhibition stalls, Promotional material like flyers/ stickers etc., which can help enhance communication and marketing efforts and reinforce GMB s corporate image. Colourful graphics, compelling text, appealing typeface and imagery, appealing and exclusive graphic designs, styles and layouts is our prime requirement from which we can define our image most effectively. Banners, backdrops and exhibition stall designs may be for display inside the office or showrooms or outdoors at a promo event, a trade show, roadshow; and should be stunning and eye-catching design. The team of design experts should work on stunning creatives that deliver just the attention that we want. 10

CHAPTER 4: BID EVALUATION CRITERIA 4.0 Eligibility Criteria: 4.0.1 Only the reputed firms having adequate infrastructure with Hi-tech digital computerized equipment, technical and financial capability and experience in the field of designing and marketing need to apply for this Bid. 4.0.2 Bids shall be evaluated mainly for assessment of technical capacity, relevant experience (including past performance) and financial capacity. 4.0.3 Bidder should have service tax registration with Service Tax Department. Copy of service tax registration certificate should be enclosed with proposal. 4.0.4 Bidder should have office at Ahmedabad and/ or Gandhinagar. 4.0.5 Bidder should have average annual turnover of INR 10 crore during the last three consecutive years. 4.0.6 Bidder should have minimum experience of five (5) years of undertaking similar work. Similar work means having experience in Graphic Designing and Art work. 4.0.7 Bidder should have experience of being empaneled and/ or working with Government of Gujarat/ GoG departments/ GoG PSUs or organizations/boards etc. 4.0.8 The bidder should have an in-house design studio with qualified graphic designers, visualizers, copy writers, etc., proof of which shall have to be submitted along with the CV/resume. 4.1 Technical Evaluation The bids will be evaluated mainly for assessment of relevant experience (including past performance), technical capacity, and financial capacity, as detailed below: 4.1.1 Experience Experience is of critical importance in the determination of whether an applicant has the necessary capability to undertake and complete the given work successfully. The bidders shall give information for number of years of experience, number of jobs performed with name of client, fees received, year wise in similar nature assignment. Experience shall be decided on the following information: - Experience of the firm as design agency. - Experience of being empaneled and/ or working with Government of Gujarat. - Experience with the Government organizations other than Gujarat. 11

- Experience of working with private organizations. 4.1.2 Technical capacity Technical capacity includes all factors determining an applicant's technical abilities other than experience. Because of its critical importance, experience is considered as a separate group of pre-qualification factors. This arrangement eliminates the possibility that lack of experience can be offset by high technical qualification. Technical capability shall be decided on following information: -Management -Key Technical Personnel and their experience i.e. qualified copy writers, visualizers, copy writers, in-house translators from English to Gujarati, etc. -Plant and Equipment i.e. in-house studio, etc. Bidders shall give information for key personnel including managerial, technical staff, visualizers, copy writers, graphic designers, etc with their experience in relevant field and details of plants and equipment including workplace/ studio etc. available in their local office. 4.1.3 Financial Capacity Financial capability shall be calculated on following criterion: Average annual turnover of last three years shall be considered for the evaluation. Creditability shall be observed by the Solvency Certificate issued by Nationalized or Scheduled Bank which should be minimum INR 5 lakh. 4.1.4 Joint Ventures Bidders shall not be allowed to bid jointly or in consortium with any other firm. Bids submitted by single entities only shall be considered for the purpose of evaluation, and any bids submitted by a consortium shall be out rightly rejected. 4.1.5 Contribution of Technical Evaluation For the Technical Evaluation of the Bids, the Committee will use the following contribution of respective group of factors. This Score will be called S T. Experience 40 Marks Technical capability 40 Marks Financial capability 20 Marks 12

4.2 Minimum scores The minimum score needed by an applicant to be considered for qualification is set at 70 percent of the maximum for the respective group score. Hence, the required minimum overall score is set at 70 percent of the total maximum score. 4.3 Selection of an agency 4.3.1 Qualified agencies shall be shortlisted on merit basis as per marks obtained in the evaluation mentioned above. The qualified agencies shall be called for presentation before GMB committee to highlight their creativity, job carried out etc. Maximum score achievable in the presentation is 100. The score achieved by the Bidder in the Presentation will be called as S P. 4.3.2 For shortlisted agencies, GMB will determine whether the Price Bid is complete, unqualified and unconditional. The lowest Price Bid (FM) will be given a financial score of 100 points. The financial scores (S F) of other proposals will be computed as follows: S F= 100 x FM / F (F = amount of Price Bid of bid under consideration) 4.3.3 The Agency which gets the highest total score will be selected, considering the following weightages: TOTAL SCORE = 50%*S T + 10%*S P + 40%*S F 4.3.4 The Bidder who gets the highest total score will be invited for negotiation and finalization of terms. The second ranked Applicant shall be kept in reserve and may be invited for negotiations in case the first ranked Applicant withdraws, or fails to comply with the requirements specified in bid document, as the case may be. 4.3.5 The decision of the committee with regard to the selection of the agency shall be final and binding to all bidders. All rights are reserved with GMB with regard to Bid and Selection of the Agency. 4.3.6 Bid evaluation shall be carried out as per norms laid down by the Gujarat Maritime Board. The proposal documents shall be evaluated by the committee of Gujarat Maritime Board. Note: Bidders shall submit all the relevant information with self-attested documentary proof required for assessment as described above. 13

CHAPTER-5: INSTRUCTIONS TO BIDDERS 5.0 INSTRUCTIONS TO BIDDERS 5.1 The Bid should be submitted online up to 18:00 hrs on or before the last stipulated date with the all supporting documents. The Bid shall be accompanied by the following documents. All documents are to be submitted in electronic format as part of tender document failing which the tender will be rejected out rightly. 5.2 Other Documents required to be submitted: 1. The covering letter from the Bidder detailing the various conditions in the Bid and giving attested signature in triplicate and detailed addresses of bidder / representatives and shall have the powers to negotiate on behalf of the bidder. 2. Bid document fee of INR 1000/- (INR One thousand only) (non-refundable) shall have to be furnished in form of Cheque/ DD issued by Nationalized/ Scheduled bank drawn in favour of Gujarat Maritime Board payable at Gandhinagar and Earnest Money Deposit (EMD) of INR 75,000/- (INR Seventy Five thousand only) in the form of FDR for a period not less than 6 (six) months issued by Nationalized/ Scheduled bank drawn in favour of Gujarat Maritime Board shall be submitted in separate envelope only through RPAD/Speed Post within 7 days from the tender closing date and time. EMD in form of cheque or DD shall not be accepted. 3. Contact details of registered office along with a self-attested copy of registration. 4. Contact details of branch offices within India and outside with documentary proof. 5. Brief details of Directors of the company. 6. Copy of service tax registration certificate. 7. Details of present staff including managerial staff, project coordinators, technical staff, graphic designer, creative persons, engineers, copy writers, visualizers, skilled and unskilled workers etc.; their qualification and length of association in the local office. 8. Facilities available in the local office: plants, equipment and infrastructure. 9. Details of workshop/work station of the agency. 10. CA certificate certifying turnover from similar activities of local office and of whole company separately. CA certificate certifying the turnover of last three years is required to be attached. Copy of PAN card shall be enclosed. 14

11. Duly signed Power of Attorney/ Board Resolution/ any such similar document authorizing the signatory to act as authorized representative on behalf of the agency for the purpose of this bid. 12. Bank solvency certificate shall be produced for the creditability. 13. List of clients, including government and private (last five years), handled by the local office shall be enclosed. 14. Information regarding number of years of experience in the specific field with evidence shall be given. Details of the assignments carried out in last five years to be given. List of assignments carried out for State Government and its organizations, PSUs etc. during last three years be provided separately. 15. Details of awards won, if any shall be provided. 5.3 Followings points may be noted for the participation (1) The tender without Bid document fees and Earnest Money Deposit (EMD) as mentioned above shall not be considered for the competition and liable to be rejected only. (2) This EMD shall be refunded to the unsuccessful bidders, where as in case of successful bidder, the EMD shall be treated as the Security Deposit which shall be refunded after submission of fresh security deposit for the contract period as will be specified. (3) Two separate online bid are invited: (i) Technical Bid (ii) Price Bid (4) The completed online tender shall be submitted to: Public Relations Officer Gujarat Maritime Board, Sagar Bhavan, Sector-10-A, Gandhinagar - 382010 Gujarat (India). (5) The bidder shall have to online submit separate technical bid and price bid. Bidder shall have to submit the tender Fee in form of cheque/dd, FDR against EMD and other Documents as mentioned in 5.2 above in physical form during office hours on Date shown above at the office of the Public Relations Officer, Gujarat Maritime Board, CHH Road, Sector- 10-A,, Gandhinagar-382010 by RPAD/speed post, only within 7 days (during office hours) i.e. on or before 17:00 hrs of 25/4/2016. Tender fee, EMD and other documents received later than the time specified will 15

not be accepted in any case and the bid of that bidder shall be considered nonresponsive and shall not be opened. Online details of same like Tender Fee, EMD and other documents shall be furnished. The physical submission of price bid shall not be considered for the competition and liable to be rejected only. (6) The online Price Bid of the qualified bidders will only be opened. (7) All the work shall be carried out as per the direction of authority/ representative of GMB. (8) The costs incurred by the Bidders in making this offer, in providing clarification or attending discussions, conferences etc. will not be reimbursed by the GMB. (9) Application shall be submitted in proper format and incomplete offers shall be rejected. Proposals of only those Applicants who satisfy the Conditions of Eligibility as mentioned in 4.0 above will be considered for evaluation. (10) The language for submission of bid shall be English. (11) Financial data, Projects costs, value of work etc. shall be given in Indian rupees only. (12) Physical inspection to the local office and workshop/ work place may be undertaken if deemed fit for the process of empanelment. (13) GMB would not be responsible in any way for violation of copyright/ trademark/ intellectual property rights for the materials used by the agency from any source. (14) The Technical and Financial Proposal to be submitted by the agencies should be firm and valid for a period of 90 days from the last date of submission of the proposal. (15) At any time before the submission of Proposals, GMB may amend the RFP by issuing an addendum, which shall be binding on the Agencies. The Agencies shall acknowledge all amendments and submit along with their proposals duly signed. (16) The Proposal (Technical Proposal and Financial Proposal) shall contain no interlineations or overwriting, except as necessary to correct errors made by the Agencies themselves. The person who signs the proposal must initial such corrections. Submission letters for both Technical and Financial Proposals should respectively be in the formats as specified in RFP document. (17) The proposals shall be signed and submitted by the Authorized Signatory of the Agency. The authorization shall be attached in the Technical Proposal and shall be in the form of a written power of attorney/ board resolution or in any other form demonstrating that the representative has been duly authorized to sign. (18) To facilitate evaluation of Proposals, GMB may, at its sole discretion, seek clarifications from any Applicant regarding its Proposal. Such clarification(s) shall 16

be provided within the time specified by the Authority for this purpose. Any request for clarification(s) and all clarification(s) in response thereto shall be in writing. (19) If an Applicant does not provide clarifications sought under the above clause within the specified time, its Proposal shall be liable to be rejected. In case the Proposal is not rejected, the Authority may proceed to evaluate the Proposal by construing the particulars requiring clarification to the best of its understanding, and the Applicant shall be barred from subsequently questioning such interpretation of the Authority. (20) For online submission of tender, bidders can prepare & edit their offers number of times before tender submission date & time. After tender submission date & time, bidder cannot edit their offer submitted in any case. No written or online request in this regard shall be granted. Tenderer shall submit their offer i.e. Tender in Electronic format on above mentioned website & Date shown above after signing the same digitally. Offers submitted without digitally signed will not be accepted. (21) Price bid to be submitted On-line Only. Physically submitted price bid shall not be acceptable. 17

CHAPTER-6: GENERAL CONDITIONS OF CONTRACT 6.0 GENERAL TERMS AND CONDITIONS 6.1 Definitions and Interpretations "Agency" shall mean the individual firm or Company whether incorporated or not, undertaking the services, and shall include the legal personal representatives of such individuals or the persons composing the firm or Company or the successors of the firm or Company and the permitted assignees of such individual or firm or Company. "Services" mean the Services performed by the Agency. 6.2 Representation and Warranties Agency warrants and covenants that the Services shall be performed to the highest professional standards in a safe manner in accordance with accepted practices in the area of trade shows, exhibition for the marketing and advertisement. 6.3 Termination 6.3.1 GMB shall be entitled to terminate this contract at no cost: (i) In the event of force majeure in accordance with later paragraph. (ii) Forthwith by notice in writing to agency in the event agency is adjudicated or found bankrupt or insolvent or any order is made or resolution passed for the winding up, liquidation of dissolution of consultant. (iii) Forthwith by giving written notice to Agency, if Agency abandons this Contract or if fails to perform or observe any of the obligations on its part to be performed and observed hereunder and in the case of a breach capable of remedy, fails or refuses to take steps to remedy the same within seven (7) days of written notice from GMB requiring the same to be remedied or (iv) For any other reason by giving 10 days written notice, stating the reasons for termination. 6.3.2. Consequences of termination: (i) Termination of this Contract shall be without prejudice to any rights or remedies accrued to either Party prior to such termination 18

(ii) No further payment shall become due to Agency in respect of any period after termination of this Contract with the exception only of any payment previously accrued and due to Agency under the terms of this Contract. 6.4 Force Majeure 6.4.1 A delay in or failure of performance of any one or more of its obligations by either Party shall not constitute default hereunder nor give rise to any claim for damage if such delay or failure is wholly and directly caused by any occurrence which the affected Party is unable to prevent including Acts of God by the exercise of reasonable diligence the continuation of which the affected Party is unable to control and the consequences of which the affected Party is unable to prevent, provided that the affected Party gives prompt written notice to the other Party specifying the circumstances constituting the occurrence and that it has used all reasonable endeavors to minimize the effects thereof. 6.4.2 If such a delay in or failure of performance caused the suspension of the services hereunder for a continuous period of seven (7) days, GMB shall be entitled at any time thereafter to terminate this Contract forthwith by written notice to Agency. 6.5 Permits, Laws And Regulations 6.5.1 Agency to comply with applicable laws. The Agency shall in carrying out the Services observe and be bound by all applicable laws and hereby undertakes to comply with all laws, ordinances, rules, regulations, bye-laws, decrees and orders whether of Government or other authority or agency having jurisdiction in relation to the Parties or Services or to the Site and the Agency shall give all notices and furnish any bonds, deposits and securities required by official authorities to permit the performance of the Services. 6.6 Safety 6.6.1 The agency shall at his own expense arrange for all the safety provisions normally called for by the nature of the Contracted Services and as ordered by the competent Authority Representative in respect of all labour directly or indirectly employed for performance of the Services while performing the work of designing etc. 19

6.6.2 The Agency shall be responsible for the safety of the equipment/ material during the performance of the Services during which, Agency shall also take such additional precautions as may be indicated from time to time by the Representative with a view to prevent pilferage, accidents, fire hazards, etc. 6.7 Dispute Resolution 6.7.1 Laws Governing The Contract This agreement shall be subject to the Indian laws and regulation and shall be governed by the Indian laws that may be in force during the Contractual period. 6.8 Settlement Of Disputes Any difference of opinion between the GMB and Agency in respect of matters arising out of this Contract shall be resolved through good faith negotiation; the unresolved dispute shall be referred to arbitration. The provisions of the Indian Arbitration and Conciliation Act 1996 or any statutory modification or reenactment thereof for the time being in force shall govern such arbitral proceeding. The jurisdiction for the same shall be at Ahmedabad/ Gandhinagar. 20

Annexure I TECHNICAL PROPOSAL APPLICATION FORM Name of work: Selection of Creative Agency for Design and Art work for Advertisement & Promotion To Public Relations Officer Gujarat Maritime Board Head Office, Gandhinagar (Gujarat) Dear Sir, Having examined the bid documents including scope of work and requirements of the aforesaid work, we hereby submit all necessary information and relevant documents as desired. The application is made by us on behalf of.. in the capacity of... duly authorized to submit the offer. The necessary evidence admissible in law in respects of authority assigned to us on behalf of the firms for applying and for completion of the contract document is attached herewith. It is certified that the information furnished in this document is authentic. We undersigned accept that the employer (GMB) reserves the rights to reject this proposal as well as the bid for this work without assigning any reason. Date: Place: Signature of the applicant with his capacity in firm (Name in bracket) Encl: 21

ANNEXURE-II Details of the Bidder: Name of the Bidder Address of the Bidder Contact Person & Contact Details (including mobile no. & email address) Date of registration/ formation Date of commencement of business Bidder s Experience (No of years of experience of similar work) Note: Please submit documentary proof of the above information, along with the Bid. 22

ANNEXURE-III Similar work carried out by the bidder in last 5 years: Sr. Name of Client and Contact details Job Name Job Brief Fee Value (Rs. Lakhs) Date of Starting/ Ending the Job Note: Please submit documentary proof of the above information, along with the Bid. 23

ANNEXURE-IV Similar work carried out in last 3 years for Govt. of Gujarat/ its undertakings Sr. Name of Client & Contact details Job Name Job Brief Fee Value (Rs. Lakhs) Date of Starting/ Ending the Job Note: Please submit documentary proof of the above information, along with the Bid. 24

ANNEXURE-V Profile of the Management: Sr. Name Qualification Experience Note: Please submit documentary proof of the above information, along with the Bid. 25

Profile of key Technical Personnel: ANNEXURE-VI Sr. Name Date of Birth/ Nationality Expertise Any of Manager, Project coordinator, art director, artist, visualizers, engineers, photo editor, copy writer, technical persons, graphics designers, creative personnel Experience Note: Please submit documentary proof of the above information, along with the Bid. 26

ANNEXURE VII Curriculum Vitae (CV) for key staff Name of Staff [Insert full name] Name of Firm [Insert name of firm proposing the staff] Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]: Membership of Professional Associations Other Training [Indicate significant training since degrees under 4 - Education were obtained]: Employment Record [Starting with present position, employing organization, dates of employment; country; list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): Work Undertaken that Best Illustrates Relevant Experience and Capability to Handle the Tasks Assigned Note: Please submit documentary proof of the above information, along with the Bid. Use separate form for each Key Personnel Each page of the CV shall be signed by the Personnel concerned or by the Authorized Representative of the Applicant firm along with the seal of the firm. Photocopies will not be considered for evaluation. [Signature of staff member or authorized representative of the staff] Day/Month/Year 27

Financial Capacity of the Bidder ANNEXURE-VIII Turnover 2012-13 2013-14 2014-15 Average of 3 years Note: Above Details should be duly certified by Chartered Accountant Please use additional sheets, if required, for submitting additional information. Please submit documentary proof of the above information, along with the Bid. 28

CHAPTER 7 7.0 FORMAT OF PRICE BID: Sr. No. Particulars Consolidated Yearly Professional Fee (In Rupees) 1 Consolidated yearly fee of Creative Agency for the scope of work described in the entire Chapter 3: Scope of Work as well as stipulations/provisions of tender NOTE: 1. The fees shall be quoted in figures as well as in words including all expenses, but excluding Service Tax, Swach Bharat Cess and/ or other taxes as applicable. 2. Payment will be made by GMB on quarterly basis on submission of invoices of the ¼ of the yearly fee quoted in the Price Bid. 29