Tender Document for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

1. Technical Proposal should be placed in single envelope

1. Technical labeled as “Technical Proposal.”

Proposal 2. Bid Processing Fee should be placed in single envelope

(Hard copy labeled as “Bid Processing Fee.”

only) 3. EMD should be placed in single envelope duly labeled

2. Bid as “EMD.”

Processing All the above envelopes should be put in a separate big cover

Fee labeled as- “(Bidder’s name): Assignment Name."

All submissions(in hard copy)/communications should be

submitted/addressed to:

Hardcopy Managing Director, iNDEXTb

with bid) Industrial Extension Bureau (iNDEXTb), Block No. 1, 2nd

Floor, Udyog Bhavan, Gandhinagar, Gujarat

Email: [email protected]

on nProcure and

The price bid (Financial) is compulsorily to be submitted online

on https://tender.nprocure.com/ .

 Annexure VII – FINANCIAL PROPOSAL

(on nProcure Only)

 Failure to comply with this may render the bid invalid.

Bid Evaluation Quality and Cost Based Selection (QCBS) – 70% Technical;

Criteria. 30% Financial

Security Deposit

The EMD of the selected bidder will be converted into the

Security Deposit.

Validity of Bid 180 days from the issue of this Document

IMPORTANT DATES

The bid document can be downloaded from websites

www.indextb.com and https://tender.nprocure.com

Queries, if any, proposed to be raised at the pre-bid

Pre-Bid Queries meeting by the bidders should be e-mailed to

Submission [email protected] up to 3:00 PM (IST) at least one

working day before the date of the pre-bid meeting.

Pre-Bid Meeting 11/05/2026, at 3:00 PM (IST) at the client’s location.

Submission of Bid

(Technical-hardcopy 15/05/2026, up to 12:00 PM (IST)

& Financial- Online

Opening of Technical

Presentation of 16/05/2026, at 3:00 PM (IST) at the client’s location.

Opening of Price Bid

1. Duration of contract for VGRC: From the date of

award of assignment to till 31 July 2026 further

extendable on mutual agreement.

Contract Duration

2. Validity of Empanelment: From the date of award of

assignment to till 31 March

Bidders are required to submit Bids in the formats as given under along with other

required supporting documents as mentioned in this document:

Page Number of the

No. ANNEXURE Description Bid Document

submitted by bidder.

2 BID PROCESSING FEE

3 ANNEXURE - I COVERING LETTER

4 ANNEXURE - II ORGANIZATION DETAILS

5 ANNEXURE - III EXPERIENCE

6 ANNEXURE -IV AVERAGE ANNUAL TURNOVER

LETTER OF UNDERTAKING

REGARDING DEBARMENT

TEAM COMPOSITION AND CV OF KEY

9 ANNEXURE VII FINANCIAL PROPOSAL Only on nProcure

10 DOMAIN EXPERTISE

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

1.1 This Tender document is issued by Industrial Extension Bureau (iNDEXTb), a

Government of Gujarat organization.

1.2 In taking up the said assignment, each interested bidder should make its own

independent assessment and seek its own professional, technical, financial and

1.3 The issue of this tender document does not imply that iNDEXTb is bound to select

a bidder or to appoint the Selected Bidder, as the case may be, for the Assignment

and the iNDEXTb reserves the right to reject all or any of the Bidders or Bids

without assigning any reason whatsoever. Mere submission of a responsive Bid

does not ensure selection of the Bidder.

1.4 The bidder will bear all its costs associated with or relating to the preparation and

submission of its bid including but not limited to preparation, copying, postage,

delivery fees, expenses associated with any demonstrations or presentations which

may be required by iNDEXTb or any other costs incurred in connection with or

relating to its bid. All such costs and expenses will remain with the bidder and

iNDEXTb will not be liable in any manner whatsoever for the same or for any other

costs or other expenses incurred by a bidder in preparation or submission of the

bid, regardless of the conduct or outcome of the Bidding Process.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

2. Background and Objective

2.1 Vibrant Gujarat Summit is being organised biennially since the year 2003 and

accordingly 10 editions of the summit have been organized in the years 2003,

2007, 2009, 2011, 2013, 2015, 2017, 2019 and 2024. Over the years, the Summit

has emerged as one of the flagship events of India and a major platform to discuss

investments and development.

2.2 After completing 10 successful editions, it was under the consideration of the

Government to replicate the successful model of Vibrant Gujarat Summits (VGGS)

at the regional level by organising Vibrant Gujarat-Regional Conferences (VGRC).

This is expected to enable regions to display their strengths and readiness and

ensure people's participation at the ground level.

2.3 iNDEXTb as a nodal organisation, various preparatory activities for the Vibrant

Gujarat-Regional Conferences (VGRC) are taken up and the State Government

intends to create awareness across the globe, being an acclaimed platform of Indian

Sub-continent for various business tie up and also about the State of Gujarat as an

ideal investment destination across various sectors. Also to effectively

communicate about the Vibrant Gujarat-Regional Conferences (VGRC) to various

stakeholders and track the communication across various media about the

conferences, an agency having experience in Public Relations with various Media

houses is being explored for their engagement with iNDEXTb.

2.4 The Government is planning to organise VGRC as under.

Region Location Dates

Proposed Focus Sectors

(Indicative) (Indicative) (Indicative)

Automobile, Electronics &

Semiconductor, IT/ITeS, Agro & Food

Vadodara June 2026 Processing, Textiles & Apparels,

Aerospace & Defence, Chemicals &

Petrochemicals, FinTech

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

3. Bid Invitation

Bids are invited for the scope of work mentioned in this document in two bids system

from bona fide, experienced agency meeting the pre-qualifying requirement.

3.1 Ensure that the Technical Proposal is enclosed within a sealed envelope clearly

labelled as "Technical Proposal."

3.2 The financial bid must be submitted online on nProcure. Any bid submitted through

a mode other than the one specified herein will be summarily rejected.

3.3 Separate envelopes should be prepared for the Bid Processing Fee and EMD,

clearly marked as "Bid Processing Fee" and "EMD" respectively.

3.4 The envelopes containing the Technical Document, Bid Processing Fees, and EMD

should be placed together inside an outer sealed envelope and labelled as "Subject:

Assignment Name"

3.5 This outer envelope should bear the Name of the Assignment, submission address,

agency name, and other relevant details. Please ensure that the Proposals reach

iNDEXTb on or before the specified deadline mentioned in the tender notice.

3.6 Any proposal received by iNDEXTb after the submission deadline will not be

considered as a valid submission. iNDEXTb will not be held responsible for any

delays caused by postal or courier services.

3.7 All contents of the Proposal should be clearly numbered, indexed, and organized

in a logical sequence. It is important to ensure that the Proposal is securely bound.

3.8 The Original Proposal (Technical Proposal) should not contain any interlineations

or overwriting, except when necessary to correct errors made by the agency's

official. Any such corrections must be initialed by the person who signs the

3.9 The proposals must be signed and submitted by the Authorized Signatory of the

Agency. The authorization should be attached to the Technical Proposal and can

be in the form of a written power of attorney, board resolution, or any other

appropriate form demonstrating that the representative has been duly authorized to

3.10 The bids are to be submitted in English and all entries must be typed and written in

blue/black ink. Initials of the Authorized representative of the bidder must attest all

erasures and alterations made while submitting the Bids.

3.11 The Bid evaluation process is detailed out in this document. The technical bids will

be evaluated as per the criteria laid down in the document.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

3.12 Selected agency will be responsible for all necessary setup required to discharge

their responsibilities, such as Laptops/Computers, Printers, Data Stick/Card (for

internet access), access to USB drives and access to communication services such

as WhatsApp, Google Drive on their devices, and other IT infrastructure that may

be necessary. Wherever possible iNDEXTb may provide access to internet

3.13 Further details of any addendum, corrigendum and cancellation will be updated

from the website: www.indextb.com and https://tender.nprocure.com/. No

individual communication/ advertisement in any form shall be done by iNDEXTb

in this regard. Bidders are advised to visit the mentioned websites regularly till the

completion of the entire process. The tender document and subsequent amendments

can be downloaded from the website: www.indextb.com and

https://tender.nprocure.com/.

3.14 Selected agency will be entitled for 22 days leave per resource per annum (Casual

Leave-12 days, Sick/Additional Leave-10 days). In case of absence beyond the

permissible leave, agency will have to provide replacement of the resource.

Absence of any team member over and above the entitled leaves shall be liable for

deductions. Entitlement of the leave will be based on actual duration of contract on

pro-rata basis.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

4. Instruction to Bidders

4.1 Conflict of Interest

4.1.1 The selected Firm/Agency should provide professional, objective and

impartial service and hold iNDEXTb interest paramount.

4.1.2 The selected Firm/ Agency will not outsource the scope of work under this

assignment in its entirety.

4.2 Validity of Proposal

4.2.1 iNDEXTb reserves the right to reject a proposal valid for a shorter period

as non-responsive.

4.2.2 In exceptional circumstances, prior to the expiry of the original bid validity

period, iNDEXTb may request the bidders to extend the period of validity

for a specified additional period. The request for the extension will be made

in writing. Bidder will not be permitted to modify its Price Bid but will be

required to extend the validity of the bid for the period of extension.

4.2.3 Extension of validity period by the bidder should be unconditional.

4.3 Right to Accept or Reject Any Proposal

4.3.1 iNDEXTb reserves the right to annul the tendering process, or to accept or

reject any or all the Proposals in whole or part at any time without assigning

any reason and without incurring any liability to the affected Bidder(s) or

any obligation to inform the affected Bidder(s) of the grounds for such

4.4 Clarifications and Amendments of Tender

4.4.1 The Clarifications/ Queries, if any, proposed to be raised at the pre-bid

meeting by the bidders should be e-mailed to [email protected] at least one

(1) working day before the date of the pre-bid Conferences. At any time

prior to the deadline for submission of bids, iNDEXTb, for any reason,

whether at its own initiative or in response to the clarifications requested

by prospective bidders may modify the bidding documents by amendment.

Any amendments/ corrigendum/ modification will be uploaded on

www.indextb.com and https://tender.nprocure.com/ and such modification

will be binding on the Bidders. In order to allow prospective Bidders

reasonable time to take the amendment in to account in preparing their bids,

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

iNDEXTb, at its discretion, may extend the deadline for the submission of

4.5 Earnest Money Deposit

4.5.1 The EMD will be in Indian Rupees and will be in the form of Demand Draft

from any of the Nationalized / Scheduled Bank in favor of “Industrial

Extension Bureau” payable at Gandhinagar / Ahmedabad. The EMD of

unsuccessful Bidders will be refunded on request by the Bidder after final

award of Contract.

4.5.2 The EMD will be forfeited on account of one or more of the following

4.5.3 Bidder withdraws the Proposal during the validity period specified in bid

4.5.4 Bidder does not respond to requests for clarification of its Proposal.

4.5.5 Bidder fails to provide required information during the evaluation process

or is found to be non-responsive.

4.5.6 Successful Bidder does not accept Letter of intent and/or sign an agreement.

4.6 Security Deposit

4.6.1 The SD will be forfeited on account of one or more of the following

4.6.2 Bidder withdraws the Proposal during the validity period specified in

4.6.3 Bidder does not respond to requests for iNDEXTb.

4.6.4 Bidder fails to fulfill requirements of iNDEXTb/ Complete the project.

4.7 Preparation of Proposal

4.7.1 Bids that are incomplete in any respect or those that are not consistent with

the requirements as specified in this document may be considered as non-

responsive and may be liable for rejection.

4.7.2 Adherence to formats, wherever prescribed, is required. Non-adherence to

formats may be a ground for declaring a Bid non-responsive.

4.7.3 All communication and information will be provided in writing and in

English language only.

4.7.4 All financial data will be given (converted) in Indian Rupees only.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

4.7.5 All communication and information provided should be legible, and

wherever the information is given in figures, the same should also be

mentioned in words. In case of conflict between amounts stated in figures

and words, the amount stated in words will be taken as correct.

4.7.6 No bidder is allowed to modify, substitute, or withdraw the Proposal after

its submission. However, iNDEXTb or any of its agencies reserves the right

to seek additional information and/or certification from the bidders, if found

necessary, during the course of evaluation of the bid. Non-submission,

incomplete submission or delayed submission of such additional

information and/or clarifications sought by iNDEXTb or any of its advisors

/ consultants, may be a ground for rejecting the Bid.

4.7.7 If any claim made or information provided by the bidder in the bid or any

information provided by the Bidder in response to any subsequent query by

iNDEXTb or any of its agencies, is found to be incorrect or is a material

misrepresentation of facts, then the bid will be liable for rejection. Mere

clerical errors or bona fide mistakes may be treated as an exception at the

sole discretion of iNDEXTb or any of its agencies and if iNDEXTb or any

of its advisors/agencies/consultant is adequately satisfied.

4.7.8 Bidders should read corrigendum/addendum and should submit their Bids

in line with same.

4.8 Pre-Bid Meeting

4.8.1 The purpose of the pre-bid meeting will be to clarify queries of the Bidders

related to the Project and bid document, if any.

4.8.2 Corrigendum if any, after the pre-bid meeting will be uploaded on

www.indextb.com and www.tender.nprocure.com. Any amendments /

corrigendum / modification will be binding on the Bidders.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

5. Pre-qualification Criteria

S. Basic Specific Requirements Documents Required

No. Requirement

1 Experience Minimum 5 years of experience Work order copy/ Invoice/

(as on 31/03/2025) in providing certificate from client

PR Services in India. mentioning the work done for

each of the last 3 years to

prove experience in Public

Relation activities along with

A CA certificate verifying

this experience and copy of

Certificate of Incorporation.

(As per ANNEXURE-III)_

2 Domain Minimum 3 PR projects for A CA certificate confirming

Expertise State/Central Govt. or PSUs, these projects, along with

completed in any 3 of the last 5 Work order/ LoI/ Agreement/

financial years (2020–21 to 2024– Completion Certificate must

25). be provided.

Out of these 3 projects, at least (1 (As per ANNEXURE-VIII)

project of value of Rs. 30 lakhs+)

or (2 projects of value of Rs.

lakhs+ each) or (3 projects of

value of Rs.10 lakhs+ each)

(Should not include any paid

promotion/ media release

3 Turnover Minimum average annual A CA certificate validating

from PR turnover from PR and allied the turnover must be

Activities. activities in India of ₹5 crore in provided.

any 3 of the last 5 financial

years (2020–21 to 2024–25). (As per ANNEXURE-IV)

4 Letter Of Self-Certification on Rs.

Undertaking As per ANNEXURE-V Stamp Paper

5.1 Consortiums or tie-ups are not permissible for fulfilling the above qualification

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

5.2 The selected agency must establish its own office in Ahmedabad or Gandhinagar,

ensuring a regular presence and minimum staff strength to handle this assignment

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

6. Evaluation Methodology

6.1 Only those bidders who fulfil the pre-qualification criteria will be considered for

the technical presentation.

6.2 Technical Presentation Evaluation Criteria:

Sr No. Evaluation Criteria Max Marks

1 Phase Wise Approach: The agencies are expected to present

the proposal in line with the above-mentioned Scope of

Work in a phase wise manner (Pre/During/Post activities of

Vibrant Gujarat-Regional Conferences).

Tie-ups with National and International Associates.

2 Past work done of PR activities for other clients, including

One Case study of how you have handled an adverse

publicity for your client.

3 Details about similar types of projects handled

4 Team Composition & Experience of Key Professionals

Total Maximum technical marks

6.2.1 Minimum technical score for financial quote consideration: Bidders

meeting the pre-qualification criteria and score at least 60 marks out of

marks from the technical evaluation criteria would be considered

technically qualified.

6.2.2 Financial proposals of only technically qualified bidders will be opened.

The qualified Bidders will be informed about the date and time of the

financial bid opening. Representatives from the qualified Bidders may

choose to remain present in the financial bid opening.

6.2.3 After opening of financial proposals, final scores will be calculated as per

below. The highest total score calculated will be used as the basis to declare

selected Bidder and be eligible for award of the contract. This selected

Agency will then be invited for negotiations, if considered necessary.

6.3 Calculation of Total Final Score

6.3.1 Bidder with lowest financial bid will get maximum financial score of

The lowest financial bid (L1) will be used as a basis to calculate the

financial score of other bidders. Refer below mentioned formula.

Where: Fs is the financial score of the bidder under evaluation

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

L1 is the lowest financial bid (L1) amongst all the bidders.

Ln is the financial bid of the bidder under evaluation

6.3.2 Combine score based on Technical Score (Ts) and Financial Score(Fs) final

score will be calculated as under:

Combined Score (Cs) = Ts x (% Weightage of Technical Score) + Fs

x (% Weightage of Financial Score)

6.3.3 Proposals will be ranked according to their Combined Scores. The bidder

with the highest Combined Score will be awarded contract and will be

called for negotiations, if required.

6.3.4 Only financials submitted in the ANNEXURE-VII will be considered for

the evaluation to award work for the VGRC. Financials submitted in

ANNEXURE-VIII is only for empanelment and will not be considered in

the evaluation financial bid to award work for VGRC. Multiple agencies

may get empanelled, subject to matching the all itemised rate with the L1

rate of each item submitted in ANNEXURE-VIII.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

7. Scope of Work

7.1 Preparation of the press releases, news articles, promotional article in Hindi/

English/ vernacular language to cover VG Regional Conferences, participation in

exhibitions in India and Abroad or for any other newsworthy events, information,

happenings related to Vibrant Gujarat-Regional Conferences as and when asked by

iNDEXTb. The content should be presented before and verified by iNDEXTb

before getting it released.

7.2 Coverage of all the roadshows to take place nationally and internationally,

international delegation visits, Diplomats’ meet in regional and national main line

newspapers, magazines, news channels etc. The copies of the same should be

submitted to iNDEXTb after every coverage.

7.3 Making arrangements for the media coverage of any event when dignitaries from

Gujarat on their visit outside Gujarat or other dignitaries visiting Gujarat to meet

Hon’ble Chief Minister.

7.4 Making arrangements for the press conferences for various events and ensure the

presence of regional and national media persons (news, digital, electronic) from

main line media.

7.5 Making all necessary arrangements for the visit of national and international media

persons (Editors/ Journalists etc) to attend Vibrant Gujarat-Regional Conferences.

The reimbursement for the logistic and boarding arrangements will be done by

iNDEXTb for the visit of journalists/ editors from outside Gujarat for the Vibrant

Gujarat-Regional Conferences. The visit plan and arrangements would be

discussed and necessary approvals to be sought from iNDEXTb.

7.6 Arrangements for the meetings of Govt. of Gujarat’s senior officials with senior

officials/ editors of the mainline media.

7.7 Making arrangements for the Familiarization trip of Journalists for VG Regional

7.8 Review, analyze, collation and counter communication to news item published

pertaining to VG Regional Conferences

7.9 Communication with opinion-makers and thought-leaders and collecting their

suggestions regarding the Vibrant Gujarat-Regional Conferences.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

7.10 Any other public relation activity related to VG Regional Conferences as directed

7.11 To act as a bridge between organizers and media persons

7.12 At the end of the tenure of the contract, the agency is required to provide all the

collaterals, creative contents, videos and photos to the concerned iNDEXTb

officials on a hard-disk. All collated data should be appropriately listed, indexed

and accessible.

7.13 Preparing VG & Industries related news published on a daily basis and submitting

the report daily.

7.14 Development of a Strategy for Crisis Management

7.14.1 In the event of certain unforeseen occurrences, which may have potential of

creating perceptions not in line with the set objectives of the State and the

Vibrant Gujarat-Regional Conferences, the PR agency will have to take

necessary steps in a proactive and immediate fashion to mitigate such crisis.

7.14.2 The agency will be responsible for both online and offline reputation

management of VG Regional Conferences and any may take timely corrective

measures in coordination with other teams by releasing an approve statement

on social media or to the press with approval from the concerned GOG officials.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

8. Team engagement

8.1 Dedicated Team for the Vibrant Gujarat-Regional Conferences

8.1.1 A team of 06 person having the following composition will have to be formed. Full time and

dedicated resources for this work shall be stationed at iNDEXTb office during the tenure of

engagement. The shared resources to be made available on full time basis as decided by the

competent authority.

8.1.2 Team should be equipped with all necessary setup required to discharge their responsibilities,

such as Laptops/Computers Printers, Data stick/Card (for internet access) and other IT

infrastructure may be needed thereon.

Key Personnel Educational Experience Expertise

Sr. Media Master's degree/ A At least 10 years' Should have expertise in managing

Coordinator (1) degree/ diploma in relevant media, especially international

mass experience media, relations and have expertise

(Shared) communication or on

journalism is conceptualization, design and

desirable development of relevant

knowledge products.

Liaison officer (1) Master’s degree in 5 years’ Direct experience in dealing with

(Full time and political experience Central/State government or

dedicated resource) science/mass media working in a PR government agencies, press and

or Journalism Firm media.

Creative writer Post Graduate At least 7 years Should have expertise with use of

Expert – cum Diploma/ Graduate in creating, words and should be able to write

translator with focus on digital writing and in context of professional

(English / Hindi / marketing and/or translating established settings, messages,

Gujarati) (one marketing and/or content themes and styles. Creative writer

each total 3) journalism & mass must have a vivid imagination and

communication. be able to handle criticism and

(Full time and rejection.

Media Graduate in mass At least 3 years' Should have expertise in

coordinator (1) communication/ relevant managing media relations

journalism experience including social media.

dedicated resource)

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

9. Payment Schedule:

9.1 The agreed fees would be paid on quarterly basis as per the deliverables committed

and successful completion of the work as per the timelines decided.

9.2 The payment would be made within 30 working days after submission of the

invoices. A detailed report of the work carried out during the billing period should

be submitted along with the invoices.

9.3 The bill will be paid after submission of all the relevant documents, files,

photographs, report and any other material in hard and electronic format (In the

Hard Disk, not Pen Drive).

9.4 No reimbursements would be made regarding any domestic and foreign travel, any

other out of pocket expenses undertaken by the agency and or its representatives

without prior approval by the authorities.

9.5 The out of pocket expenses are purely reimbursements (on actuals) and not to be

treated as part of the fees. Expenses related to travel, accommodation, and food

(Outside Ahmedabad and Gandhinagar) will be considered as out-of-pocket

expenses for travel instructed by iNDEXTb. Prior permission of the competent

authority is mandatory for such travel.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

10. General Terms and Conditions

10.1 Rate must be written in figures and words, also in Indian Rupee only.

10.2 The selected bidder will not assign or sublet the assignment in its entirety or part

to any other agency.

10.3 Rates quoted will be valid up to completion of the assignment from the date of

10.4 Direct or indirect canvassing on the part of the bidder or his representative will lead

to disqualification.

10.5 If a bidder imposes conditions, which are in addition to or in conflict with the

conditions mentioned herein, his bid is liable for straight away rejection. In any

case none of such conditions will be deemed to have been accepted unless

specifically mentioned in the letter of acceptance of Bid issued by the iNDEXTb.

10.6 iNDEXTb reserves the right to accept or reject one or all bids without assigning

10.7 Release of EMD: The EMD of unsuccessful Bidders will be released on request,

after final acceptance of the successful bidder’s proposal, i.e., acceptance of work

order by the successful bidder.

10.8 Termination: The Assignment can be terminated at any time by iNDEXTb, if the

services are not up to the satisfaction, after giving an opportunity to the selected

agency of being heard and recording of the reasons for repudiation. The notice

period for termination will be 30 days.

10.9 All legal proceedings, if necessity arises, by any of the parties needs to be lodged

in courts situated in Gandhinagar and subject to Gandhinagar jurisdiction only.

10.10 The IPR and other rights of the material or documents developed during the course

of the assignment will be the ownership of iNDEXTb. Rights of all deliverables as

a scope of this assignment shall remain with the iNDEXTb. iNDEXTb can use all

such deliverables in the way iNDEXTb wants without seeking any

concurrence/permission of the agency.

10.11 For the purposes of this clause, “Force Majeure” means an event beyond the control

of the Agency/Firm and not involving the agency’s fault or negligence, and not

foreseeable. Such events may include, but are not restricted to, acts of iNDEXTb

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

in its sovereign capacity, wars or revolutions, riot or commotion, earthquake, fires,

floods, epidemics, quarantine restrictions and freight embargoes.

10.12 If a Force Majeure situation arises, the Agency/Firm/Bidder will promptly notify

iNDEXTb in writing of such condition and the cause thereof. Unless otherwise

directed by iNDEXTb in writing, the Agency/Firm will continue to perform its

obligations under the Contract as far as is reasonably practical and will seek all

reasonable alternative means for performance not prevented by the Force Majeure

10.13 The selected Bidder will be required to setup a working office in Ahmedabad /

Gandhinagar to ensure regular interaction with iNDEXTb. The client may provide

office space if needed.

10.14 Resources will be ready to travel as required in the project. No Out of Pocket

payment will be made for travel within Gandhinagar and Ahmedabad. All other

expenses required for travel outside Gandhinagar and Ahmedabad will be

reimbursed on actuals.

10.15 Travelling, food, hotel and other incidental expenditure for travelling within

Gujarat or outside Gujarat will be reimbursed by the client on actual basis.

10.16 The manpower of the successful Bidder will not undertake any out of State

travelling, without prior approval of the client and in such circumstances, approval

of Air/Rail travel or Road travel/Mileage permission, entitlement in hotel, food etc.

will be approved on case to case basis.

10.17 Dispute Resolution and Arbitration

10.17.1 The Parties shall endeavor, in the first instance, to resolve any dispute,

disagreement or difference arising out of or in connection with this

Agreement and subject tender, including any question regarding its

interpretation, performance, existence, validity, termination and the rights

and liabilities of the Parties to this Agreement and subject tender (a

“Dispute”) through good faith negotiations.

10.17.2 All questions, disputes, differences and/or interpretation of this

Agreement and subject tender whatsoever, which may at any time arise

between the parties to this Agreement and subject tender in connection

with the agreement or any matter arising out of or in relation thereto, shall

be referred to Sole Arbitrator as per the provisions of Arbitration and

Conciliation Act, 1996 and subsequent amendment thereto.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

10.17.3 The venue of arbitration shall be Gandhinagar only, subject to the above,

the Civil Courts in Gandhinagar only shall have exclusive jurisdiction in

this matter. The expense of the arbitration shall be paid as may be

determined by the Arbitrator.

10.18 Intellectual Property Rights

10.18.1 The agency warrants and represents that all materials and works created,

used, or provided by the agency in the course of the services, including

but not limited to software, algorithms, designs, and other intellectual

property, do not infringe upon any third-party intellectual property rights.

The agency agrees to indemnify and hold harmless the client against any

claims, damages, costs, or expenses arising from any actual or alleged

infringement of third-party intellectual property rights caused by the

agency's materials or works.

10.18.2 The client shall own all intellectual property rights, including but not

limited to copyrights, patents, trademarks, and trade secrets, in any

materials or works created, developed, or provided by the agency under

this contract. The agency shall promptly assign and transfer to the client

all such intellectual property rights and shall execute any documents and

take any other actions reasonably requested by the client to perfect and

protect such rights.

10.18.3 This clause shall survive the termination or expiration of this contract.

10.19 A penalty of up to 20% per instance shall be levied on the monthly bill, as

determined by the competent authority, for any deficiency in services. Such

instances may include, but are not limited to, publishing content without prior

approval of the competent authority and posting content that is politically

inappropriate or non-compliant with prescribed guidelines.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

11. Award of Contract

11.1 Contract will be awarded to the Bidder with the highest total points (i.e. total of the

technical and financial score). The Managing Director, iNDEXTb will be the

competent authority in this regard, whose decision will be final & binding

11.2 Notification about the Award of Contract will be made in writing to the successful

12. Award of Contract for Empanelment

12.1 L1 bidder based on the bid submitted in ANNEXURE: X of this document, and the

bidder (s) match the L1 rate will be empaneled with the iNDEXTb.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

13. Team engagement

13.1 Dedicated Team for the Vibrant Gujarat-Regional Conferences

13.1.1 A team of 06 person having the following composition will have to be

formed. Full time and dedicated resources for this work shall be stationed

at iNDEXTb office during the tenure of engagement. The shared resources

to be made available on full time basis as decided by the competent

13.1.2 Team should be equipped with all necessary setup required to discharge

their responsibilities, such as Laptops/Computers Printers, Data stick/Card

(for internet access) and other IT infrastructure may be needed thereon.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

ANNEXURE I: COVERING LETTER

(To be provided on the company’s letterhead)

The Managing Director,

Subject: Tender for selection of PR agency for Vibrant Gujarat-Regional

Dear Sir/ Ma’am,

1. We, the undersigned, having carefully examined the referred Tender Document,

offer to provide the required services, in full conformity with the said Tender

2. We have read all the provisions of this Tender Document and confirm that these are

acceptable to us.

3. If a Bidder is nominated as Selected Bidder, we understand that it is on the basis of

the technical, financial & organizational capabilities and experience of the Bidder

taken together. We understand that the basis for our qualification will be the

complete bid documents submitted along with this letter and that any circumstance

affecting our continued eligibility as per Tender Document or any circumstance

which would lead or have led to our disqualification, will result in our

disqualification under this bidding process.

4. We agree that if we fail to perform according to the conditions/stipulations of the

Tender Document, iNDEXTb or its representative will be at liberty to take action

in accordance with the tender.

5. We agree to abide by this bid for a period of 180 days from the Due Date fixed for

receiving the same and it will remain binding upon us and may be accepted at any

time before the expiry of that period.

6. We agree that if we fail to fulfill any of the conditions mentioned above, iNDEXTb

has the right to forfeit the EMD being furnished by us along with this Bid.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

7. We understand that iNDEXTb is not bound to accept any or all Bids it may receive.

8. We declare that we have disclosed all material information, facts and

circumstances, which would be relevant to and have a bearing on the evaluation of

our bid and selection as Agency.

9. We do also certify that all the statements made and/or any information provided in

our proposal is true and correct and complete in all aspects.

10. We declare that in the event that iNDEXTb discovers anything contrary to our

above declarations, it is empowered to forthwith disqualify us and our Bid from

further participation in the Bid evaluation process and forfeit our EMD & Bid

(Name of the person)

(In the capacity of)

Duly authorized to sign Proposal for and on behalf of (Fill in block capitals)

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

ANNEXURE II - ORGANIZATION DETAILS

Name of the Bidder

Address of the Bidder

Date of Incorporation / Establishment

Phone No of the Bidder

Email id of the Bidder

Name of the Authorized contact person

Mobile No of the Contact person

Email id of the Contact person

PAN Number (Provide attested Photocopy)

GST Identification No(Provide attested Photocopy)

SIGN OF AUTHORISED SIGNATORY AND STAMP OF THE BIDDER

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

ANNEXURE III: EXPERIENCE

TO WHOMSOEVER IT MAY CONCERN

This is to certify that (Name of the Company) is engaged in the business PR activities

and providing PR services in India at from the year________ to________.

(SIGN AND STAMP OF THE CHARTERED ACCOUNTANT)

Name of Charted Accountant:

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

ANNEXURE IV: AVERAGE ANNUAL TURNOVER

TO WHOMSOEVER IT MAY CONCERN

This is to certify that (Name of the Company) is engaged in the business PR activities.

Turnover from the PR activities in any three out of the last five financial years (2020-

No. Financial Year Amount in Rs. Amount in Words

Average Turnover

(SIGN AND STAMP OF THE CHARTERED ACCOUNTANT)

Name of Charted Accountant:

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

ANNEXURE V – LETTER OF UNDERTAKING REGARDING DEBARMENT

Managing Director,

Subject: Tender for selection of PR agency for Vibrant Gujarat-Regional

I hereby confirm that my/our firm/company M/s ______________ is not

blacklisted/delisted or banned/debarred by any Institution/State/Central Government

Department/Public Sector undertaking during the last ten years till the bid due date.

During the tenure, if above information found incorrect/false/fraudulent, iNDEXTb

has right to terminate our empanelment including forfeit our EMD and carry out any

penal action on us, as deemed fit.

Yours faithfully,

(Signature of Authorized Signatory) (Name, Title, Address, Date)

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

Annexure VI – TEAM COMPOSITION AND CV OF KEY PERSONNEL

Team Composition:

Post qualification

Name of Key Educational Area of

relevant experience in

Expert Qualification Expertise

number of years

Authorized Signature:

Name and Title of Signatory:

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

CV of Key Personal:

Passport Photo of the

2. Date of Birth

From To Company Position Held

4. Employment Record

5. Brief Profile  Summary of work experience

6. Countries of Work

8. Work Undertaken that Best Illustrates Capability to Handle the Task Assigned

Nature of Work:

Activities Performed:

I, certify that to the best of my knowledge and belief, this CV correctly describes myself, my

qualifications, and my experience. I understand that any willful misstatement described herein

may lead to my disqualification or dismissal, if engaged.

Additionally, I also certify that I will be available for the entire duration of the contract.

Signature of staff member Day/Month/Year

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

Annexure VII – FINANCIAL PROPOSAL

Submission to be made online only on the website https://tender.nprocure.com/. in

the prescribed format. Financial bids submitted in any other form other than

prescribed here will lead to disqualification.

Particular Amount (In Rs.) Exl. GST

Per Month Charges PR Activities for Vibrant

Gujarat-Regional Conferences.

Only on nProcure

(For the activities as per the scope of work)

We have read and understood the entire tender and agree to abide by the same. We are

also aware that bill will be evaluated on the total fees for one month.

The above quote submitted is exclusive of tax and the applicable tax will be paid

1. The GST and out of pocket expenses for outside Ahmedabad/Gandhinagar

travelling will be charged extra. However, the fees quoted would be inclusive of

all out-of-pocket expenses incurred for travel to attend meeting in Ahmedabad /

Gandhinagar, and for client servicing.

2. The quote should be unconditional and single.

3. The proposal should be indicated in the Indian Rupees. Proposal in any other

currency would not be accepted and is liable to be rejected.

4. Application of the taxes on the payment would be as per the prevailing guidelines

from time to time issued by the Government of India.

5. Not fulfilling the above conditions will lead to disqualification and bid will be

straight away rejected.

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

ANNEXURE VIII: DOMAIN EXPERTISE

TO WHOMSOEVER IT MAY CONCERN

This is to certify that (Name of the Company) is engaged in the business PR services

and possess domain expertise for the same. (Bidder Name) has successfully completed

following 3 PR projects for State or Central Govt/PSU as under. (Mention projects as

per pre-qualification criteria of this document.)

Project Name & Department

No. Financial Year Project Amount

of (GOI/GOG/PSU)

(SIGN AND STAMP OF THE CHARTERED ACCOUNTANT)

Name of Charted Accountant:

Tender for Selection of PR Agency for Vibrant Gujarat-Regional Conferences

Annexure IX – FINANCIAL PROPOSAL SUBMISSION FORM FOR EMPANELMENT

WITH iNDEXTb. (Only on nProcure)

Submission to be made online only on the website https://tender.nprocure.com/. in

the prescribed format. Financial bids submitted in any other form other than

prescribed here will lead to disqualification.

For Empanelment with iNDEXTb on a need base The full-time and dedicated resources

on a need base.

Sr No Resource Rate per Month

A dedicated resource, managing media, especially international media, relations

and have expertise on conceptualization, design and development of relevant

knowledge products. Additionally, this resource will oversee the management

and execution of the department’s PR activity.

5 Years of Experience Only on nProcure

3Years of Experience Only on nProcure

We have read and understood the entire tender and agree to abide by the same. We are also

aware that bill will be evaluated on the total fees for one month.

The above quote submitted is exclusive of tax and the applicable tax will be paid extra.

1. This financials will not be considered for the award of work for Vibrant Gujarat-

Regional Conferences, it is for only empanelment with iNDEXTb.

2. iNDEXTb will empanel multiple agencies that match the L1 rate.

3. The GST and out of pocket expenses for outside Ahmedabad/Gandhinagar travelling will

be charged extra. However, the fees quoted would be inclusive of all out-of-pocket

expenses incurred for travel to attend meeting in Ahmedabad / Gandhinagar, and for

client servicing.

4. The quote should be unconditional and single.

5. The proposal should be indicated in the Indian Rupees. Proposal in any other currency

would not be accepted and is liable to be rejected.

6. Application of the taxes on the payment would be as per the prevailing guidelines from

time to time issued by the Government of India.

7. Financial bids submitted in any other form than prescribed here will lead to

disqualification.

--:End of the Document:--