EMBASSY OF INDIA BEIJING & INDIA TOURISM OFFICE BEIJIN

INVITES QUOTATIONS FOR HIRING OF A PUBLIC RELATION AGENCY FOR PROMOTION OF INDIA TOURISM IN CHINA

TENDER NO. INDTOUR-BEJ/PR TENDER//2015DATED 1 JULY 2015 LAST DATE FOR SUBMISSION OF BIDS 24TH JULY 2015 UP TO 1800 HRS(BEIJING TIME) DATE OF OPENING TECHNICAL BIDS 27TH JULY 2015 AT 1100HRS(BEIJING TIME)

EMBASSY OF INDIA BEIJING, NO.5, LIANG MA QIAO BEI JIE, CHAOYANG DISTRICT, BEIJING100600 TEL-00-86-10-85312500/2501/2502/2503

Invitation for Bids

India Tourism,Beijing invites Bids / Quotations from reputed agencies based in China withbackground in Public Relations and Event Management and with experience inworking with National Tourism Organizations for coordinating Public Relationsfor the office in Beijing as well as to maintain Social Media presence of theoffice.

1. Notice InvitingTender:-Sealed bids are hereby invited for hiring of a Public Relations (PR)Agency for China.

2. Eligibility criteria for bidders:

» The applicant should have valid permit / registration from a competent local authority for carryingPublic Relation works in China.
» The company shouldbe in operation for more than 5 (five) years.
» The company shouldhave average annual financial turnover of RMB 3 million.
» Having handledminimum of 5 major accounts annually in the past and provide a list of accounts in hand.
» The applicantshould have sufficient number of Technical and Administrative employees for theproper execution of the contract. The applicant should submit a list of theseemployees stating clearly how these would be involved in this work.

3. Scope of Work: The most important work will be positioning & branding “India Tourism” in China and preparing a strategy to achieve that end.

» Media liaison withkey travel trade, consumer & life style media
» Proactively pitching stories tokey media.
» Dissemination of relevant communications to media through press conferences, press briefings,announcements (in local language where required).
» Social Media Management.
» Digital Media Promotions including Blogs.
» Press Kits including E-pressKits (in Chinese).
» Crisis PR.
» Database creation and management.
» Identifying and liaison with Media for individual and group media visits to India and follow-up to ensure returns. (Arrangements for the media visits would be made by the Ministry).
» Basic press office activities,like assessment of media requests, dealing with media enquiries, providing press material, documentation and evaluation of results.
» OrganizingContests in popular media, for which “Visit India”prizes may be offered.
» Road Shows / Seminars
» Maintaining a detailed data baseof Tour Operators, Travel Agents, MICE operators including those selling India and other destinations in Asia.
» Design and dispatch of invites / e-invites. Following up with invitees and receiving RSVPs.
» E-mail blasts regarding the RoadShows / Seminars.
» Registration at the venue.
» Preparing the schedule of meetings between buyer and seller delegates at the Road Shows in consultation with the India Tourism Office.
» Coordination with Hotel (venue)for making arrangements including the required Audio-visualequipment.
» Coordination with India Tourism for branding at the Event Venue and for over-all organization of theevent.
» After the Road Shows / Seminars,obtaining feedback from the participants regarding their outcome/effectiveness.
» Sharing of all the information/data with the India Tourism Office.

4. Bid system:- The two bid system (Technical and Financial) as detailed below shall be followed for this tender.

i. The bidder shall submit offer in two separate sealed envelopes, namely, (a) First envelope- superscripted “Technical Bid- for hiring of a PRAgency”, (b) Second envelope-superscripted “Financial Bid- for hiring of a PR Agency”. Both the sealed envelopes shall be kept inside a large sealed envelope, i.e. in a Third envelope superscripted as “Tender Quotation for hiring of a Public Relation Agency”. It should also be superscripted at the bottom left corner with the Full name, Postal address,Fax, E-mail, Telephone number of the bidder;
ii. The sealed quotations shall be submitted to Embassy of India Beijing, No.5, Liang MaQiao Bei Jie, Chaoyang District, Beijing 100600;
iii. The bids may be submitted by Hand in person or by courier. Tenders by “Fax/e-mail” shall not be accepted;
iv. Tenders received after the closing date and time as prescribed in the tender notice, shall NOT be accepted under any circumstances;
v. Technical bid shall be opened on the date and time asgiven in the tender notice at Embassy of India Beijing, No.5, LiangMa Qiao Bei Jie, Chaoyang District, Beijing 100600, in the presence of theauthorized representatives of the companies, who may wish to attend.

5. Instruction to Bidders regarding submission of Technical Bid:

i. Technical bid has to be submitted as per the format specified at ‘Annexure I’;
ii. Technical bid should consist of following documents.All the documents should be self-attested with the seal of the bidders.Unsigned quotations will not be considered;

(a) Documents in support of fulfillment of eligibilitycriteria;
(b) Profile and track record of the Agency;
(c) Suggested PR strategy and action plan for India, basedon the scope of work.

6. Instruction to Bidders regarding submission of Financial Bid:

i. The bidder shall quote the rate as per the proformagiven at ‘Annexure II’;
ii. Unsigned/overwritten quotation shall not be accepted;
iii. Incomplete/conditional bids will be rejected.

7. Selection Procedure

i. Technical bids will be opened by a Constituted Committee which will screen them foreligibility as per Eligibility Criteria enumerated at 2 above;
ii. The committee will then mark the bid as per marking criteria detailed below:

iii. Thereafter, the eligible agencies willmake a presentation to a constituted committee in the Ministry of Tourism, New Delhi via Skype/ Video Conference on a designated date /time. The Presentationwill detail the full activity that the agency proposes to undertake for IndiaTourism in China in the coming one year. This will carry a total of 35marks in the evaluation;

iv. Technical Evaluation willcarry a weightage of 70 marks (including that for the presentation- Points 7 iiand iii above), financial bids will carry weightage of 30 marks;

v. The financial bids of only those agencies that score 70 per cent marks (49 marks) or above inTechnical Evaluation will be opened in the presence of their representatives.The date and time of opening of the financial bids will be conveyed to theselected agencies. For the purpose of evaluation, the total cost of thefinancial bid will taken. Financial evaluation will carry a weightage of 30Marks;

vi. The agency whichscores the highest aggregate marks on the basis of technical and financial evaluation (after adding the scores from the technical and financial evaluation)will be awarded the contract.

8. Termof the Contract: The contract will be for a period of Two Years (calendaryears) extendable to a third year.
9. Validity of Bids: The bids shall be valid for a period of three months from the date ofopening of bids. A bid for a shorter period of validity shall be rejected.
10. Mode of Payment: Payment againstbill/invoice shall be released at the end of each quarter on the items of workexecuted till then. Each quarter period shall be reckoned from the date ofawarding of contract.

11. SPECIAL CONDITIONSOF CONTRACT:

i. Jurisdiction: The disputes, legalmatters, court matters, if any shall be subject to jurisdiction as defined byIndian legal system only;
ii. Arbitration: All disputes of any kind arising out ofservice shall be referred by either party after issuance of 30 days of noticein writing to the other party clearly bringing out the nature of dispute to asingle arbitrator acceptable to both parties;
iii. Force Majeure: Any shortfall inservice or failure in fulfillment of obligations under contract due to force majeure like natural disasters of the nature of earthquake, floods, storm or man-made ones like war, civil strife shall be looked into in consideration of those extenuating circumstances by either side;
iv. India Tourism Office Beijing reserves the right to reject or accept any or all of thebids without assigning any reasons.

Annexure- I:

PROFORMA TO BE FILLED UP AND SUBMITTED INTHE TECHNICAL BID

Declaration

I hereby certify that the information furnished above is full and correct to the best of our knowledge. Theself-attested copies of required documents as mentioned in para 5 of the Tender notice have been submitted. We understand that in case of non-submission of required documents, the bid shall stand rejected.

(Signatureof the authorized signatory)
Dated____________
Nameand address of the Agency/Company____________________
Seal of the firm

Annexure- II

PROFORMA TO BE FILLED UP AND SUBMITTED INTHE FINANCIAL BID

Declaration

I herebycertify that the information furnished above is full and correct to the best ofmy knowledge.

(Signatureof the authorized signatory)
Dated____________
Nameand address of the Agency/Company____________________
Seal of the firm