TENDER DOCUMENT FOR SELECTION OF AGENCY FOR BRANDING & CREATIVE SERVICES

Opening of Tender and The Technical bid will be opened on 03:30 pm on 29/10/2026 at the

presentation below mentioned address:

Gujarat Energy Development Agency

4th floor, Block No. 11 &

Udyog Bhavan, Sector –

Gandhinagar – 382 017, Gujarat, India

Contact Persons (for Asst. Project Executive (Mass Communication)

any Clarifications) Gujarat Energy Development Agency

4th floor, Block No. 11 &

Udyog Bhavan, Sector –

Gandhinagar – 382 017, Gujarat, India

Phone No:07923257262

V. Technical Proposal Submission:

The Technical Proposal shall be placed in a sealed envelope clearly marked "Technical Proposal".

Technical proposal would include the following:

Work order copy/ Invoice/ certificate from client mentioning the work done for each of the last

years to prove 5 years of experience for creative designing as well as promotional film/TVC

 Work Order/ CA audited Certificate/Invoices to prove turnover criteria.

 No Legal Proceeding/No blacklisting certificate as per annexure A.

 Any other document required to prove qualification criteria

 Samples of the best Creative’s/promotional films, TVCs prepared in the last 3 years

 Technical proposal 1 (TPI) for team composition format attached

 Technical proposal 2 (TP2) for CVs for key staff members format attached.

Envelopes for Submission:

1. Separate envelopes containing the tender fee and EMD should be also prepared and be

marked as "EMD and Tender FEE

2. Envelopes containing the Technical documents as mentioned above to prove technical

qualification criteria

3. Price Bid to be submitted in a sealed envelope titled as 'Price Bid"

4. All the mentioned envelopes to be placed into an outer envelope clearly marked "PROPOSAL

FOR CREATIVE AGENCY" and sealed.

This outer envelope shall bear the Name of the Assignment, submission address, etc. The Proposals

must reach on or before the last date of submission mentioned in the notice inviting tender

Financial Proposal:

 The quote should be unconditional and single

 The fee quoted should be exclusive of GST

 The proposal should be indicated in the Indian Rupees Proposal in any other currency would

not be accepted and is liable to be rejected.

 Application of the taxes on the payment would be as per the prevailing guidelines from time

to time issued by the Government of India.

 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.

VI. Technical presentation:

Technically qualified agencies will be called for the presentation before the selection Committee.

The date and time for the technical presentation will be intimated later to the qualified agencies

through email/fax/letter.

The content for the technical presentation upon which the final technical score will be awarded

should cover the following:

1. Brief about the agency

2. Designs of the following creative:

 Corporate Advts – 02 Nos

 Campaign on Energy conservation – 2 routes (comprising 3 Print advt, 1 AV, 3 Hoarding for

 1 Branding Innovative Idea for the proposed campaign

 1 Event Idea and Branding

VII. Instruction to Bidding Agencies

 The selection would be on the Quality Cum Cost Based Selection (QCBS) based on the final

weighted score, subject to fulfilling the requirements of the Qualification Criteria. The Proposal

will form part of the contract with the selected agency.

 The Creative Agency should be able to provide a qualified servicing and creative team, for

undertaking the creative work and campaigns. The creative agency team would work closely

with the GEDA and should be available always at the call of the Management.

 All contents of the Proposal should be clearly numbered, indexed and arranged in a sequence

and shall be bound firmly.

 The Original Proposal (Technical Proposal) shall contain no interlineations or overwriting,

except as necessary to correct errors made by the official of Agency themselves. The person

who signs the proposal must put initial against such corrections.

 Submission letters for both Technical Proposals should respectively be in the formats specified

in this document.

 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 dully authorized to sign.

 The Agencies shall bear all costs associated with the preparation and submission of their

proposals. GEDA is not bound to accept any or all proposals, and reserves the right to annul

the selection process at any time prior to award of contract, without any liability to GEDA.

 The Technical and Financial Proposal to be submitted by the agency should be firm and valid

for a period of 90 days from the last date of submission of the proposal.

 Physical documents are to reach our office as per the date and time mentioned in this

document. It is the responsibility of the participating agency to submit the bid before the last

date and time at the address as mentioned in the document above, and GEDA will not be

responsible for any delay due to post/courier/any other reasons.

 At any time before the submission of Proposals, GEDA may amend this document by issuing

an addendum, which shall be binding on the agencies.

 The agencies shall acknowledge the tender conditions and all subsequent amendments and

submit along with their proposals duly signed. Therefore, the tender document signed by the

authorized signatory should be the part of the technical proposal

 GEDA will select the agency who has scored the highest as per the evaluation criteria combined

score of technical proposal and financial quote.

 The selected firm may be invited for negotiations, if felt necessary by GEDA. If such

negotiations do not result in a conclusion, GEDA shall have the right to invite the next bidder

(second highest scorer) for negotiations and finalization.

VIII. Proposal Evaluation

The respective weightage for the Composite Technical Score and the Composite Financial Score is

set out in the table below:

Sr. No. Description of Parameters for composite evaluation score

1 (A) Composite Technical Score 80 marks

2 (B) Composite Financial Score- 20 marks

The evaluation of proposals shall be on the principle of Quality Cum Cost Based Selection (QCBS)

based on the final weighted score. The assignment shall be awarded to the bidder scoring the

highest final weighted score as decided by selection committee.

80:20 QCBS Calculation

Technical Score (80 marks): TWS = (Bidder's Technical Score / 100) ×

Financial Score (20 marks): FWS = (L1 Financial Bid / Bidder's Financial Bid) ×

Final QCBS Score: = TWS + FWS

Technical Evaluation

The Evaluation Committee appointed will carry out the evaluation of Proposals on the basis of the

following evaluation criteria and points system. Each evaluated Proposal will be given a technical

score as detailed below. The maximum points/marks to be given under each of the evaluation

Sr. No. Evaluation Criteria Max Marks

1 Concept Presentation

2 Innovative Idea

3 Experience in Energy / Renewable Energy Industry (per client

marks will be awarded and maximum 15 marks)

4 Outstanding creative work done in past for other clients

5 Total Maximum technical marks

Agency has to score at-least of 70 marks (from 100 marks) from technical presentation to qualify

for opening of financial bid. Financial proposal of only those Agencies shall be opened who will

be declared qualified in technical presentation.

IX. Payment Schedule:

1. Rate Contract Basis:

All payments to the selected Creative Agency shall be made strictly as per the approved Rate

Contract finalized under this tender.

2. Invoice Submission:

The Agency shall submit an invoice for the work completed, duly supported with all necessary

documentation/supporting materials,

3. Payment Timeline:

GEDA shall process the payment within a maximum period of 30 (thirty) days from the date

of submission of the complete and valid invoice along with required supporting documents.

Any statutory deductions (such as TDS, etc.) shall be made as per applicable laws.

No reimbursements would be made with regard to any domestic, any other out of pocket

undertaken by the agency and or its representatives without prior approval by the authorities.

The out of pocket expenses are pure reimbursements and not to be treated as part of the fees.

X. Opening of Proposal

GEDA would open the proposals immediately after the Proposal Due Date and Time for the purpose

of verification of requisite fees and EMD; verification of documents for pre-qualification would be

considered of only those agencies who have paid the requisite fees and EMD.

Subsequently for the pre-qualified agencies, a technical presentation would be arranged, where in

the qualified agencies would be invited to make the presentation on their concept to act as the

Creative Agency for the Summit to the Committee so constituted by the Government of Gujarat,

by giving due notice by email to the authorized signatory to bid. Communication would be made

on the contact detail provided in the Performa attached to this document

Soft copy of the presentation to the Committee may therefore be made available to the Committee

well in advance, on the day of the presentation.

The Committee after having evaluated the technical presentation would provide the technical

score. Agency qualifying in the technical presentation would then be eligible for the opening of the

financial proposals.

Financial bids would preferably be opened on the same day after the completion of the technical

presentation. However, if there will be any change in the date of opening of financial bids, the same

will be intimated to all the participated agencies by GEDA. The proposals would be opened on given

date and time, even if the representatives are not present.

GEDA will correct any arithmetical errors in Financial Proposals. While correcting arithmetical

errors, in case of discrepancy between the amounts mentioned in words and figures, the amount

quoted in words shall only be considered and evaluated.

XI. Other Terms & Conditions

 Validity of the Proposal

The Proposal shall remain valid for 90 calendar days after the date of the opening of the

financial bid. Both the parties would endeavour to complete the process of selection and enter

into agreement before the validity period.

 Extension of Validity of Proposal

In exceptional circumstances, prior to expiry of the original Proposal Validity Period, GEDA may

request the agency to extend the Proposal Validity Period for a specified additional period.

 Disqualification

The following events and circumstances may result in disqualification of the applicant from the

bidding process:

 Submission of Proposal after the Proposal Due Date

 If the Proposal contains misleading or false representation in the forms, statements and

attachments submitted in proof of the eligibility requirements

 If the Proposal contains conditions other than the conditions mentioned in this document

or any additional condition put in by the agency to the GEDA.

 If the Proposal submitted is not accompanied by the required documentation will be

considered non responsive

 Agency is unable/fails to provide clarifications related to its Proposal.

 Consultants who attempt to influence the qualification or selection process shall be

disqualified from the process at any stage

 GEDA reserves the right to reject or disqualify the proposal. if any detrimental information

becomes known after the Consultant has been qualified.

 GEDA reserves the right to reject the Applicant, at the time, or at any time after such

information becomes known.

 In case of such disqualification under any circumstances, the decision taken by GEDA shall

be considered as final and binding.

 Refund of EMD/Security Deposit

The Earnest Money Deposit (EMD) of unsuccessful bidders will be refunded within 15 days

following the completion of bid evaluation. For the successful bidder, an EMD submitted via

Demand Draft (DD) will be retained as a Security Deposit until the end date of the contract; no

interest shall accrue or be paid on this security deposit during the contract period. If the

successful bidder submitted the EMD as a Bank Guarantee (BG) or was granted an EMD

exemption, they must submit a fresh Security Deposit in the form of a Bank Guarantee worth

₹50,000/-. This BG must be valid for a minimum of 3 months beyond the contract end date and

issued by any Nationalized Bank, Public Sector Bank, or Private Sector Bank operating in India

with an operational branch in Ahmedabad or Gandhinagar, in accordance with Finance

Department Resolution No. FD/MSM/e-file/4/2025/2712/D.M.O. dated 01/04/2026 (including

any subsequent amendments/instructions issued by the Finance Department from time to

time). The instrument must be drawn in favor of "Gujarat Energy Development Agency",

payable at Gandhinagar.

 Format and Signing of Proposal

The proposal should be short, concise & include all points indicated in the Document.

The Proposal shall be typed or written in indelible ink and should be in English. Proposal in

other language would not be accepted. The pages and volumes of each part of the Proposal

shall be clearly numbered. The Proposal shall contain all the information required herein and

references of previous submissions shall not be considered.

 Resolution of Disputes

Any question, dispute or difference whatsoever arises between GEDA and Bidder, in connection

with this agreement except as to matters, the decision for which has been specifically provided,

either party may forthwith give to the other notice in writing of existence of such questions,

dispute, difference and the same shall be referred to the sole arbitration of a person nominated

by Director GEDA. This reference shall be governed by Indian Arbitration Act prevailing at the

time of dispute and the rules made there under. The award in such arbitration shall be final and

binding on all the parties. Work under the agreement shall continue during the arbitration

proceedings unless the GEDA or the Arbitrator directs otherwise. Jurisdiction of Court will be

Gandhinagar, Gujarat in case of any legal dispute.

 Force Majeure

“Force Majeure” means an event which is beyond reasonable control of a Party, is not

foreseeable, is unavoidable and not brought about by or at the instance of the Party claiming to

be affected by such events and which has caused the non-performance or delay in performance,

and which makes a Party’s performance of its obligations hereunder impossible or so impractical

as reasonably to be considered impossible in the circumstances, and includes, but is not limited

to war, riots, civil disorder, earthquake, fire, explosion, storm, flood or other extreme adverse

weather conditions, strikes, lockouts or other industrial action (except when such strikes,

lockouts or other industrial action are within the power of the Party invoking Force Majeure to

prevent), confiscation or any other action by Government agencies.

XII. Team Composition

The Agency shall propose team consisting of staff / experts to take care of all aspects of the

Post qualification

Name of Key Expert Area of Expertise relevant experience

in number of years

Authorized Signature [In full and initials:

Name and Title of Signatory:

XIII. Certification:

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

myself, my qualifications, and my experience. I understand that any wilful misstatement described

herein may lead to disqualification or dismissal of the firm. If selected my services shall be available

for the assignment till completion.

(Signature of staff member or authorized representative of the staff)

Full name of authorized representative:

XIV. Financial Proposal

Submission to be made in sealed envelope titled as Price Bid in the prescribed format therein:

Particular Quantity excluding

1 Lumpsum Charges for Designing of Central Theme

2 Designing Creatives for Various Media Vehicles

Charges for preparing design for print advertisement for magazine/

Charges of designing creative for outdoor hoarding of common

acceptable sizes like 2:1 / 1:1 etc

Charges for preparing design for Gantry of sizes like 8:1 / 16:1 etc

Charges for preparing web banner with 5-6 slides of acceptable

sizes like 728x90 / 300x250 / 160x600 etc

Lumpsum charges for preparing 16 pages brochure of A4 size

Charges for banner designing

Charges for adaptation in design prepared for any type of creative

in terms of content / size / placement / color scheme / duration etc

for print advt, hoardings, brochure page, tender advt etc

Charges for designing of all types of office stationery

Charges for PPT Theme designing

Charges for designing of Newsletter

Box Pillar / Standee / Podium

Exhibition Panel / Bus Panel / Signages / Pole Kiosks

Poster / Dangler / Carry Bag / Gift Wrapper / Certificate / Badges

Desk Calendar Per page

Wall Calendar Per page

Wall Calendar language adaptation Per page

Report designing Per page

NIT Advt / RFP Advt

RFP Document Per page

Invitation Card with Envelope

PPT Per Page Design

Particular Quantity excluding

3 Preparing: Audio Video Material

Lumpsum charges for preparation of A/V promotional film of

minutes in English language

Language adaptation into Gujarati / English

Amount in Words

The above quote submitted is exclusive of GST and the applicable tax at the time of payment will

Submission Checklist:

A. Eligibility & Qualification Documents

 Proof of 5 years’ experience in creative designing

o Work Order / Invoice / Client Certificate

o Evidence for each of the last 5 years

 Proof of promotional film / TVC experience

o Work Order / Invoice / Client Certificate

o Evidence for each of the last 3 financial years

 Documents proving turnover criteria

o CA audited certificate of Average ₹5 crore turnover for FY 2023-24, 2024-25 & 2025-26

o CA audited certificate of Average ₹1.5 crore turnover from promotional AV/film work for

the same 3 years

 No Legal Proceedings Certificate

 Blacklisting affidavit on appropriate stamp paper as per annexure A

 Proof of minimum 10 employees

 Proof/documentation of Energy/Renewable Energy sector experience

 Declaration regarding no consortium/tie-up as per annexure A

 Proof of office at Ahmedabad/Gandhinagar office

 An affidavit confirming that the agency is not blacklisted by the Government of Gujarat,

Government of India or State Government PSUs as per annexure A.

B. Technical Proposal Forms

 TP1 – Team Composition

 TP2 – CVs of Key Staff Members

 CV certification/signatures as prescribed

 Authorization of the person signing the proposal

o Power of Attorney / Board Resolution / equivalent authorization

 Signed and acknowledged tender document

 Acknowledgement of all tender conditions and subsequent amendments/addenda

C. Past Work / Portfolio

 Samples of best creative work prepared in the last 3 years

 Samples of promotional films / TVCs prepared in the last 3 years

1. Brief about the Agency

 Agency introduction

 Relevant capabilities

 Creative/communication strengths

 Team strength

 Energy/Renewable Energy experience

2. Corporate Advertisements – 2 Nos.

 2 corporate advertisement concepts

 Ideally demonstrate two distinct creative approaches.

3. Energy Conservation Campaign = 6 Print Ads + 2 AV Concepts + 6 Hoardings

 3 Print Advertisements

 3 Print Advertisements

4. Innovative Branding Idea

 1 innovative branding idea for the proposed campaign

5. Event Idea & Branding

 Event branding concept

 How the campaign can come alive through the event

FORMAT FOR NO LEGAL PROCEEDINGS & NON-BLACKLISTING AFFIDAVIT

(To be executed on Non-Judicial Stamp Paper of Rs. 300/- or relevant value, duly notarized)

I, [Name of Authorized Signatory], S/o [Father's Name], residing at [Address of Authorized

Signatory], in my capacity as [Designation, e.g., Managing Director / Partner / Sole Proprietor /

Authorized Signatory] of M/s. [Name of the Bidding Entity/Firm/Company], having its registered

office at [Registered Address of the Firm], do hereby solemnly affirm and state on oath as under:

1. No Legal Proceedings: I hereby certify that there are no pending legal proceedings, litigation, or

legal disputes against M/s. [Name of Bidder] or its directors/partners/promoters, nor with any of

our clients or employees related to the services/works provided by our agency or its affiliates.

2. No Blacklisting / Debarment: I hereby confirm and declare that M/s. [Name of Bidder], or any

of its promoters/directors/partners, have not been blacklisted, debarred, banned, or suspended by

the Government of Gujarat, Government of India, any State Government, Public Sector

Undertaking (PSU), Autonomous Body, Local Body, or Govt. Agency in India or abroad from

participating in tenders or projects as on the bid submission date.

3. Single Entity Participation: I declare that our firm is participating as an independent bidding

entity and is not part of any consortium, joint venture, tie-up, or sub-contracting arrangement for

this tender requirement.

4. Accuracy of Information: I further confirm that all information and documents submitted along

with our technical and financial bid are true, correct, and authentic. I am fully aware that if any

material misrepresentation, suppression of facts, or false declaration is discovered at any stage of

the bidding process or contract execution, our bid/contract shall be liable for immediate

rejection/cancellation, and the EMD/Performance Security Deposit shall stand forfeited, along

with any other legal or administrative action as deemed fit by the authority.

Name: [Name of Authorized Signatory]

Designation: [Designation]

Company Seal / Stamp: