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E- Tender for Selection of Advt Agency

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WEST BENGAL STATE COUNCIL OF TECHNICAL EDUCATION (A Statutory Body under Government of West Bengal Act XXI of 1995)

KARIGARI BHAVAN, 4th Floor, Plot No. B/7, Action Area-III, Rajarhat, Newtown, Kolkata–700 160

E-mail: [email protected]; [email protected] Website: www.webscte.org

Memo no. 314 –SC(T)E Dated : May 284, 2015

Tender Reference No : WBSCTE/TE&T/SECY/NIT-12/2015-16

Notice Inviting e-Tender for Selection of Advertising Agencies

for West Bengal State Council of Technical Education (WBSCTE)

(Through Pre-qualification)

(Online submission of Bids)

West Bengal State Council of Technical Education is a Statutory Body under Government of West Bengal

Act XXI of 1995 under the Department of Technical Education & Training, Govt. of West Bengal. The Secretary on

behalf of the West Bengal State Council of Technical Education [for the sake of brevity hereinafter referred to as

WBSCTE] invites offer from the advertising agencies empanelled with I & CA Deptt., Govt. of WB for publication of

Notices Inviting Tender (NIT,s) Admission Notice into Polytechnics, Counseling Notices, Recruitment

Advertisements and other matters in the listed newspapers of I & CA department having good track record. The rate

to be offered will essentially include the cost of design, decoration & artwork of the matter to be printed. Tentative

budget provision of the Council on this count is around 30 lakhs a year.

NIT for Selection of Advertising Agencies for WBSCTE, specified in the annexed attached memorandum

within the time specified in such annexure at the rates to be specified in the Bill of Quantity (BOQ) template attached,

and in accordance with the annexed conditions provided and in all other respects in accordance with such

conditions.

Memorandum Sl No. Items Descriptions

(A) Estimated Cost : 30, 00,000/- (Approx.)

(B) Earnest-Money : 50,000/- in DD ( Demand Draft) in favour of West Bengal State

Council of Technical Education payable at Kolkata

(C) Performance, if any to be

Deducted from bills

: T.D.S. as per I.T. rules in force

(D) Period of Contact : 1 year from the date of issuing of Selection order.

In the event of e-filing, intending bidders may download the tender documents from the website:

http://wbtenders.gov.in directly with the help of Digital Signature Certificate and earnest money to be deposited to

the office of the West Bengal State Council of Technical Education, Karigori Bhavan through demand draft/pay order

drawn from any nationalized bank payable at Kolkata drawn in favour of “West Bengal State Council of Technical


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Education” should be submitted through Online bidding as Scan Copy of Demand Draft as (Non Statutory

Documents) NSD and Intending bidder should also submitted the above said DD Physically to the office of the West

Bengal State Council of Technical Education, KARIGARI BHAVAN, 4th Floor, Plot No. B/7, Action Area-III,

Rajarhat, Newtown, Kolkata–700 160

For qualifying requirements / eligibility criteria:

1. The participating advertising agencies should be empanelled with the I & CA (Information & Cultural Affairs,

Govt. of WB) having either head office or branch office in Kolkata.

Terms& Conditions:

1. Agency will be selected for one year; this period can be extended at the discretion of the WBSCTE for a further

period of one year based on satisfactory performance.

2. The WBSCTE will have right to remove any agency from the selected list without assigning any reason

whatsoever.

3. The selected advertising agency is to maintain high level of professional ethics and will not act in any manner,

which is detrimental to WBSCTE’s interest. WBSCTE reserves the right to impose penalty in case of any violation

of the above.

4. The EMD amount of Rs 50,000/- in the from of DD which should be deposited in WBSCTE which is refundable

without interest .

Arbitration:

1. In the event of any dispute or difference, whatsoever, arising during the period of selection the same shall be

referred to the sole arbitrator or some other person appointed by WBSCTE. The arbitration shall be conducted in

accordance with the provisions of the Arbitration & Conciliation Act, 1999.

2. There will be no objection that the Arbitrator is a person who has dealt with the matters to which the contract

relates and/or in the course of his duties he has expressed any view on any matters in dispute or differences. The

award of the Arbitrator shall be final and binding on the parties.

3. Notwithstanding any dispute between the parties, the agency shall not be entitled to withhold, delay or defer his

obligation under the contract and the same shall be carried out strictly in accordance with the terms and

conditions of the contract.

4. The Arbitrator shall give speaking and reasoned award with respect to the matter referred to him by either of the

parties.


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Quoting of Rates:

In the BOQ, Intending bidders have to quote the amount of Percentage of Rebate Offered on the

approved rates of advertisement in different newspapers as per Circular No. 1002-ICA(N)/14817/Pr.s/ICA/14

Howrah, Dt. 17th April,2015 of the Department of Information & Cultural Affairs, Govt. of West Bengal. Bidder

will be selected based on highest percentage of rebate, to be offered by them.

Submission of the tenders:

All tenders must be submitted online as provided in Table below in compliance with Annexure detailing the

scopes of work. Tenders will be opened in presence of such tenderers or their authorized representatives.

The tender is to be submitted in a Two Bid System.

a) “BID A”:

One folder for “Essential Requirements of the Tendering Firm for participation” shall contain all papers related to

the essential requirements of the Tenderer for participation in the tender viz.

1. Prequalification doc/ Statutory Documents :

1 Demand Draft/Pay Order of Rs.50,000/- (Rupees Fifty Thousand only) favouring “West Bengal State

Council of Technical Education“ payable at KOLKATA as Earnest Money for the whole tender

2. NIT Digitally Signed and Uploaded

3 Application form

** A folder will contain only one file. A file may contain multiple pages

Non statutory documents/my documents to be attached with the Technical Bid:

Sl. No.

Category Name Sub Category Name Sub Category Description

A CERTIFICATES A1. CERTIFICATES PAN Card, Professional Tax Registration, Service Tax/ VAT Registration, CST registration as applicable

B COMPANY

DETAILS

B1. COMPANY DETAILS 1

B2. COMPANY DETAILS 2

TRADE Licence/Enlistment, Registration with the Registrar of Companies

Empanelment of I & CA Deptt., Govt. of WB

C CREDENTIAL C1. CREDENTIAL 1

Current Non-conviction certificate or affidavit of non conviction affirmed before a First Class

Judicial Magistrate (affidavit sworn after 1st January 2014)

D FINANCIAL

INFORMATION

D1. P/L & BALANCE SHEET 2010-2011 P/L & Balance sheet 2011-2012



E DECLARATION

E1.DECLARATION 1 3 years returns of Income Tax

E2.DECLARATION 2 3 years returns of VAT, CST

E3.DECLARATION 3 3 years returns of Service Tax

** The above Statutory Documents as well as the NSD (Non Statutory Documents) are Compulsory for qualification under Technical BID.


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b) “BID B”:

1. During the tender evaluation process, the “Bid A” will be opened first. Those tenderers having qualified for

the essential requirements will be identified on the basis of the supplied documents. The Tender Selection

Committee / Purchase Committee will assess the capability of the bidders for executing the deliverable service

of the council during the tender period and then only in respect of those bidders who shall qualify in the opinion

of the Tender Selection Committee , the “Bid B” will be opened. The “Bid B” of those Tenderers, failing to meet

the essential requirements of participating in the tender and subsequently failing to qualify in the opinion of the

Tender Selection Committee after the presentation, will not be opened and be rejected.

2. The Tenderer offering the Highest Rebate in “Bid B” will be considered as selected as successful if

otherwise eligible.

Earnest Money:

(a) Each tenderer must deposit Earnest Money in the form of Demand Draft/Pay Order for Rs 50,000/- (Rupees

Fifty Thousand) only in favour of “West Bengal State Council of Technical Education”, before opening of Bid –

‘A’. The Earnest Money is to be deposited once for participation in the whole tender. A copy of the Demand

Draft/Pay Order of the Earnest Money deposited should be included with the documents submitted in “Bid A”.

(b) The earnest money of the Tenderer is liable for forfeiture in case the Tenderer withdraws the tender as a

whole or for any particular item at any stage after the opening of the tender, or fails/refuses to enter into written

agreement for any or all of the items of its accepted tender within the time specified when requested to do

so/fails to furnish Performance Bank Guarantee within the stipulated time.

(c) The Earnest Money will be refunded after finalization of the tender or within 3 (three) months from the date

of opening of tender whichever is later against the specific prayer from the Tenderer, other than the selected

bidder.

(d) The EMD shall be converted into security Deposit in respect of the selected agency.

Payment terms and conditions:

1. Payment to agency shall be made on submission of the bill on I & CA rates of the various newspapers, less rebate

offered duly supported with all copies of the advertisements released in selected newspapers with service tax as

applicable to the Govt. of WB.

2. TDS shall be deducted at source from the running bills as per applicable Tax rules by WBSCTE.


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Important Information: Sl.

No. Items Publishing date(s)

1. Date of uploading of N.I.T. Documents (online) 02.06.2015 at 1.00 P.M.

2. Documents download start date (Online) 02.06.2015 at 4.00 P.M.

3. Date of Pre-Bid Meeting with the intending bidders In the Karigori Bhavan ,

Rajarhat, Newtown, Kolkata-700 160 08.06.2015 at 2.30 P.M.

4. Bid Submission start date (On line) 11.06.2015 at 10.00 A.M.

5. Bid Submission closing (On line) 02.07.2015 at 4.00 P.M.

6. Last Date of submission of Earnest Money Deposit (Off line) 04.07.2015 at 12.30 P.M.

7. Bid opening date for Technical Proposals (Online)(Bid A) 07.07.2015 up to 3.00 P.M.

8. Date of uploading list for Technically Qualified Bidder (online)(Bid B) To be Notified Later

9. Date of presentation by Technically Qualified Bidder(Live Demonstration) To be Notified Later

10. Bid opening date for Financial Proposals (Online)(Bid B) To be Notified Later

11. Date of uploading of list of bidders along with the approved rates To be Notified Later

1. west Bengal State Council of Technical Education, reserves the right to change the above schedule in case of any

exigencies after putting up a notice in the website www.webscte.org and office notice board.

2. All the prospective bidders may remain present during opening the financial bid, venue to be notified later on in the

website www.webscte.org.

3. No objections in this respect will be entertained raised by any Bidder who will be present during opening of bid, or

from any Bidder who will be absent at the time of opening of Financial Bid.

4. During the scrutiny, if it comes to the notice to tender inviting authority that the credential or any other paper found

incorrect/ manufactured/ fabricated, that bidder would not allowed to participate in the tender and that application

will be rejected without any prejudice.

5. Prospective bidders may mail their queries in the following e mail addresses :[email protected],

[email protected]

6. Any litigation in this connection is to be settled in Kolkata.

7. The Tender Selection Committee / Purchase Committee reserves the right to cancel the N.I.T. due to unavoidable

circumstances and no claim in this respect will be entertained.

8. For assistance on procedure of e-tendering, contact NIC helpdesk (033-2337-6098) OR Ms. Sangeeta Mall

9831899991 or P.C. Dutta 9903842614

(S. Mukhopadhyay) Secretary, WBSCTE


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General guidance for e-Tendering

Instructions/ Guidelines for tenders for electronic submission of the tenders online have been annexed for assisting

the prospective Bidders to participate in e-Tendering.

1. Registration of Bidders:

Any Bidder willing to take part in the process of e-Tendering will have to be enrolled & registered with the

Government e-Procurement system, through logging on to https://etender.wb.nic.in. The prospective Bidder is

to click on the link for e-Tendering site as given on the web portal.

2. Digital Signature certificate (DSC)

Each Bidder is required to obtain a class-II or Class-III Digital Signature Certificate (DSC) from NIC for

submission of tenders, from the approved service provider of the National Information’s Centre(NIC) on

payment of requisite amount details are available at the Web Site Stated in Clause-2 of Guideline to Bidder DSC

is given as a USB e-Token.

3. The Bidder can search & download NIT & Tender Documents electronically from computer once he logs on to

the website mentioned in Clause 2 using the Digital Signature Certificate. This is the only mode of collection of

Tender Documents.

4. Participation: A prospective bidder shall have to offer rate for all items subject to fulfillment of conditions laid down

hereinabove and conforming to production capacity to be laid down in the tender paper.

5. Submission of Tenders.

General process of submission, Tenders are to be submitted through online to the website Stated in Cl. 2 in two

folders at a time for each work, one in Technical Proposal & the other is Financial Proposal before the prescribed

date &time using the Digital Signature Certificate (DSC) the documents are to be uploaded virus scanned copy

duly Digitally Signed. The documents will get encrypted (transformed into non readable formats).

6. Physical verification of samples to be made by the expert committee after evaluating Technical proposal.

7. Technical proposal

The Technical proposal should contain scanned copies of the following in two covers (folders).

11. Bidders may mail their queries to any of the e-mail-ids: [email protected],

(S. Mukhopadhyay) Secretary, WBSCTE


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Scope of Work

Design & Development of Art Work of the matter to be printed , timely publication of Notices Inviting Tender

(NIT,s) and other mandatory ads such as Admission Notice into Polytechnics, Counseling Notices, Recruitment

Advertisements, Corporate advertisements in the newspapers/magazines, and others at short notice. The rate to be

offered will essentially include the cost of design, decoration & artwork of the matter to be printed.

Responsibility will be mainly for releasing advertisements in Newspapers i.e. in print media. Besides these, the

agencies will also be required to develop and coordinate publication of Souvenir Ads, Window ads, Classified ads,

detailed recruitment ads in Gazettes and Govt. publications like Employment news/Rozgar Samachar, national and

international journals.

हमाचल !दश क&'(य *व,व*व-य◌ालय

Central University of Himachal Pradesh (Established under Central Universities Act 2009)

PO BOX: 21, DHARAMSHALA, DISTRICT KANGRA – 176215, HIMACHAL PRADESH

Annexure – I

APPLICATION FORM

FOR

EMPANELMENT OF ADVERTISING AGENCIES

1. Name of the Advertisement Agency:

Payment Details

DD No._

DD Amount_

Bank Name/Branch

a. Whether Proprietorship/Sole/Partnership/Pvt. Ltd./Ltd. Co.

b. Name of the Director /In Charge

c. Name of the contact person

2. Head Office:

a. Complete Address

b. Telephone Number (s)

c. Fax Number

d. E-mail Address

e. Mobile No.

3. Branch Office (s)

a. Complete Address

b. Telephone Number (s)

c. Fax Number

d. E-mail Address

(Add separate sheet, if required)

4. Contact person at Kolkata

a. Name

b. Designation _

c. Contact Number (s)

d. Fax Number

e. E-mail address

f. Mobile No.

5. Year of Establishment (attach proof)

6. Registration Number (if any)

7. Staff strength (full time)

8. Year in which INS accreditation was given to the agency

9. Validity period of INS accreditation (attach proof)

10. Service Tax Registration number issued by the Central

Excise Dept. in favour of the agency

11. PAN Number issued by the IT Dept. in favour of the agency

12. Annual Turnover of the last three years (Along with documents proof)

2012-13

2011-12

2010-11

13. Are you on the panel of any educational organization having activities similar to that of the WBSCTE

, 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) 15. Percentage of Discount offered by agency to Educational Council:

16. Percentage of Discount will to offer to WBSCTE:

Note: Documentary evidence may be provided, wherever applicable, in the form of photo copies

(Accreditation Certificates, Audit Reports, Work Orders, Release Orders, etc.)

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 West Bengal / Kolkata /nearby city with needed

manpower.

b. Creativity in development communication of high standard befitting the expectations of the

WBSCTE.

2) I also declare that all the statements made in this application are true, complete and correct to the

best of my knowledge and brief. 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 WBSCTE is final in all matters.

4) I herby agree to work as per the terms and conditions rolled out by WBSCTE.

5) I understand that the WBSCTE 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

Organization Seal (In case of organization) /Signature

ANNEXURE II

Draft Affidavit Performa

I, Sri/Smt. ………………………………………………………………………The Managing Director /Proprietor (etc.)

of the Firm.,……………………………………………………………… (Name of the firm) At

(address)…………………………………………………………………….…

P.O… …………………………………………………

P.S………………………………Dist…………………………………………… do hereby solemnly affirm and

declare as follows:

1. That I have not ever been convicted of any offence making myself liable to be disqualified to supply of

....................................................................................to any Govt. or Govt. undertaking Organization /Institution in

the State of West Bengal or other State or States.

2. That no case is pending against me or against my firm in any criminal court of law to supply of

..................................................................................................to the Govt. or Govt. undertaking Organization /

Institution in the State of West Bengal or other State or States ( If any case is pending, state the details ).

3. That, I also declare that if any information subsequently found incorrect or false will it automatically

render the tender submitted by me cancelled and make me liable for penal/legal action as per law of the

country.

4. That I do further affirm that the statements made by me in this tender are true to the best of my knowledge

and belief and all the documents attached are genuine & correct.

Deponent (s).

ENGAL TATEwebscte.org/pdf15/NIT.pdf · D1. P/L & BALANCE SHEET 2010-2011 P/L & Balance sheet...

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