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How to Submit a Bid for Empanelment as an Advertising Agency with CIPET: CSTS, Bhubaneswar

The Central Institute of Petrochemicals Engineering & Technology (CIPET): Centre for Skilling and Technical Support (CSTS), Bhubaneswar, under the Department of Chemicals & Petrochemicals, Ministry of Chemicals & Fertilizers, Government of India, invites Expressions of Interest (EOI) from reputed advertising agencies for empanelment. This guide provides detailed instructions on how to submit a bid for this opportunity, including the scope of work, eligibility criteria, and the process for submitting technical and commercial bids.

Submission of Bids

The bid submission process is divided into two parts: the Technical Bid and the Commercial Bid. Both bids must be prepared and submitted in separate sealed envelopes, which should then be placed together in a larger envelope. Here’s how you can ensure your bid is submitted correctly:

Prepare the Technical Bid:

• Introductory Letter: Include a cover letter introducing your firm, along with copies of relevant documents that demonstrate your firm's qualifications and experience.
• Annexure "A": Fill out Annexure “A” with your firm's seal and signature, and include all necessary supporting documents.
• Envelope Marking: Mark this envelope as "EOI for Technical Bid."

Prepare the Commercial Bid:

• Price Bid Form: Complete the price bid form, ensuring it is signed on every page by an authorized representative of your agency.
• Rate Quotation: The bid must quote the rate as a percentage discount on the DAVP (Directorate of Advertising and Visual Publicity) rates.
• Envelope Marking: Mark this envelope as "EOI for Financial Bid."

Final Submission:

Place both the Technical Bid and Commercial Bid envelopes inside a larger envelope.

Mark the larger envelope with “EOI FOR EMPANELMENT OF ADVERTISING AGENCIES” and address it to:

Deadline:

• Ensure that your bid reaches the specified address by 09.09.2024.

Scope of Work

The selected advertising agency will be responsible for:

• Publishing Advertisements: The agency will be tasked with publishing advertisements in newspapers as per the requirements of CIPET: CSTS.
• Design and Drafting: The agency will handle the design and drafting of advertisements at their own cost, with no additional charges paid by CIPET.
• Approval Process: Prior approval from the concerned department must be obtained before publishing any content.
• Billing: The agency is required to submit monthly bills along with:
  • Proof of Publication (e.g., confirmation email from the department)
  • Newspaper cuttings showing the date of publication
  • DAVP rates for the publication date
  • Monthly GST bill

Eligibility Criteria for Bidders

To qualify for this EOI, bidders must meet the following criteria:

Experience:

• The bidder must have at least three years of experience in providing similar services to Central/State Government organizations, PSUs, Public Listed Companies, or reputed institutions. Relevant contracts should be submitted as proof.

Financial Turnover:

• The bidder should have a minimum average annual turnover of Rs. 10 Lakhs during the last three financial years (ending on March 31 of the previous financial year). Audited balance sheets or a certificate from a Chartered Accountant must be submitted as evidence.

Financial Standing:

• The bidder should not be under liquidation, court receivership, or bankruptcy. An undertaking confirming this must be submitted with the bid.

Local Office:

• The bidder must have a local office in Bhubaneswar, Cuttack, or Khordha to ensure smooth communication and coordination.

Technical Bid Requirements

The Technical Bid must include the following:

• Proof of experience (e.g., contracts, work orders)
• Proof of financial turnover (e.g., audited balance sheets)
• GSTIN, PAN card, and IT returns for the last three years (2021-22, 2022-23, and 2023-24)
• Any additional documents as specified in Annexure “A”

Note: The Technical Bids will be opened on 10.09.2024 at 11:00 AM. Only those who qualify in the technical evaluation will have their Commercial Bids opened.

Commercial Bid Requirements

The Commercial Bid must include:

• The rate quoted as a percentage discount on DAVP rates.
• The bid must be in Indian Rupees (INR) and inclusive of all charges. GST will be charged extra as applicable.
• Applicable taxes will be deducted as per prevailing Government rules.

Note: Conditional bids will not be accepted, and the conditions laid down by CIPET: CSTS, Bhubaneswar, are final and binding.