Request for Proposal (RFP) for Selection of the PR and Digital Marketing Agency for Gujarat Science City.

month. The reports shall include a brief description of work performed during that

Draft Agreement

month along with status of deliverables works for which are whether complete and/or

under progress and/or yet to begin.

Any/all reports / submissions / deliverables delivered by the Agency shall be for internal

use of the Authority and any disclosure, except as required under Applicable Laws, to

any third party shall be done with prior confirmation from the Agency.

3.8 Documents prepared by the Agency

3.8.1 The Agency shall, not later than 15 days after termination or expiration of this

Agreement, deliver all reports and other documents (collectively referred to as “Agency

Documents”) to the Authority, together with a detailed inventory thereof. The Agency

may retain a copy of such Agency Documents. The Agency, shall not use these Agency

Documents for purposes unrelated to this Agreement without the prior written approval

of the Authority.

3.8.2 All illustrations, videos, photographs, reports, records, documents and other materials

(the “documents and materials”) prepared by Agency, its employees, subcontractors and

agents in the performance of this Agreement shall be the property of Authority and shall

be delivered to Authority upon request of the Competent Officer or immediately upon

the termination of the Agreement, and Agency shall have no claim for further

employment or additional compensation as a result of the exercise by Authority of its

full rights of ownership use, reuse, or assignment of the documents and materials

hereunder. In the event of termination, all finished or unfinished documents and other

materials, if any, at the option of Authority, and to the extent permitted by law, shall

become the property of the Authority. Agency may retain copies thereof for its files and

internal use. Any publication of information directly derived from work performed or

data obtained in connection with services rendered under this Agreement must be first

got approved by Authority.

3.8.3 Subject to Clause 3.4.3, the Agency shall hold the Authority harmless and indemnified

for any for bodily injury or damage to tangible personal property caused by the

Agency’s negligence or wilful misconduct, or infringement of a third party’s intellectual

property (collectively referred to as “Claims”) which may arise from or due to any

unauthorised use of such Agency Documents, or due to any breach or failure on part of

the Agency to perform any of its duties or obligations in relation to securing the

aforementioned rights of the Authority.

3.9 Materials furnished by the Authority

Materials made available to the Agency by the Authority shall be the property of the

Authority and shall be marked accordingly. Upon termination or expiration of this

Agreement, the Agency shall furnish forthwith to the Authority, an inventory of such

materials and shall dispose of such materials in accordance with the instructions of the

3.10 Accuracy of Documents

The Agency shall be responsible for accuracy of the documents drafted and/ or vetted

and data collected by it directly or procured from other agencies/authorities, estimates

and all other details prepared by it as part of these services. Subject to the provisions of

Clause 3.4, it shall indemnify the Authority against any inaccuracy in its work which

Draft Agreement

might surface during implementation of the Project, if such inaccuracy is the result of

any negligence or inadequate due diligence on part of the Agency or arises out of its

failure to conform to good industry practice. The Agency shall also be responsible for

promptly correcting, at its own cost and risk, the documents including any re-survey /

investigations.

Draft Agreement

4 AGENCY’S PERSONNEL

The Agency shall employ and provide such qualified and experienced Personnel as

specified in the RFP and as may be required to carry out the Services.

4.2 Deployment of Personnel

4.2.1 The Agency shall deploy two personnel at the Authority’s Office as mentioned

in Clause 2.1.4 of the RFP, until the completion of the Agency’s scope of works under

this Agreement (hereafter referred as “Key Personnel”). The Key Personnel’s is

expected to furnish periodic reports along with all necessary supporting documentation.

4.2.4 Change of Scope

4.2.4.1 The Authority may, notwithstanding anything to the contrary contained in this

Agreement, require the provision of additional services which are not included in the

Scope of the Project as contemplated in this Agreement (the “Change of Scope”). Any

such Change of Scope shall be made in accordance with the provisions of this clause

4.2.4.2 Any services which are provided under and in accordance with this clause shall form part

of the Project and the provisions of this Agreement and shall apply mutatis mutandis to

such works or services.

4.2.5 Procedure for Change of Scope

4.2.5.1 In the event of the Authority determining that a Change of Scope is necessary, it shall

issue to the Agency a notice specifying in reasonable detail the services contemplated

thereunder (the “Change of Scope Notice”) and the resultant impact (increase or

decrease) on the Fee payable to the Agency under this Agreement

4.2.5.2 Upon receipt of a Change of Scope Notice, the Agency shall, with due diligence, provide

to the Authority such information as is necessary, together with preliminary

Documentation in support of:

(a) the impact, if any, which the Change of Scope is likely to have on the completion

4.2.5.3 Upon receipt of information set forth in Clause 4.2.5.2, if the Authority decides to

proceed with the Change of Scope, it shall convey its preferred option to the Agency, and

the Parties shall, with assistance, thereupon of the Authority, make good faith efforts to

agree upon the time and costs for implementation thereof. Upon reaching an agreement,

the Authority shall issue an order (the “Change of Scope Order”) requiring the Agency

to proceed with the performance thereof.

Draft Agreement

5. OBLIGATIONS OF THE AUTHORITY

5.1 Assistance in clearances etc.

Unless otherwise specified in the Agreement, the Authority shall make best efforts to

ensure that the Government shall:

(a) provide the Agency and its personnel with work permits and such other documents as

may be necessary to enable the Agency and its personnel to perform the Services;

(b) facilitate prompt clearance through customs of any property required for the Services;

(c) issue to officials, agents and representatives of the Government all such instructions as

may be necessary or appropriate for the prompt and effective implementation of the

5.2 Access to land and property

The Authority warrants that the Agency shall have, free of charge, unimpeded access to

the site of the project in respect of which access is required for the performance of

Services; provided that if such access shall not be made available to the Agency as and

when so required, the Parties shall agree on (i) the time extension, as may be

appropriate, for the performance of Services, and (ii) the additional payments, if any, to

be made to the Agency as a result thereof pursuant to Clause 6.1.4.

Furnished office space will be provided by the Authority within the office complex. The

Authority at no cost basis will provide only Office Space with necessary Power and

Internet connection, furnishing (tables, chairs).

5.3 Change in Applicable Law

If, after the date of this Agreement, there is any change in the Applicable Laws with

respect to taxes and duties which increases or decreases the cost incurred by the Agency

in performing the Services, by an amount exceeding 2% (two per cent) of the Contract

Fees specified in Clause 6.1.2, then the remuneration and reimbursable expenses

otherwise payable to the Agency under this Agreement shall be increased or decreased

accordingly by agreement between the Parties hereto, and corresponding adjustments

shall be made to the aforesaid Agreement Value.

GST other than income tax, as may be applicable from time to time, on the payment of

the professional fees to the Agency, shall be borne by the Authority.

In consideration of the Services performed by the Agency under this Agreement, the

Authority shall make to the Agency such payments and in such manner as is provided in

Clause 6 of this Agreement.

Draft Agreement

6. PAYMENT TO THE AGENCY

6.1 Cost estimates and Agreement Value

6.1.1 An abstract of the schedule of payment for the fees payable to the Agency is set forth in

Annexure-2 of the Agreement.

6.1.2 Except as may be otherwise agreed under Clause 2.6 , but without any prejudice to

clause 6.1.3 below, the payments under this Agreement shall not exceed the Contract

Fees quoted by the Agency in the Financial Proposal and approved/finalised by the

Authority (the “Contract Fees”).

6.1.4 Notwithstanding anything to the contrary contained in this Agreement, if pursuant to the

provisions of Clause 2.6, the Parties agree that additional payments shall be made to the

Agency in order to cover any additional scope not envisaged hereof, the Agreement

Value set forth in Clause 6.1.2 above shall be increased correspondingly by the amount or

amounts, as the case may be, of any such additional payments.

6.2 Currency of payment

All payments shall be made in Indian Rupees. The Agency shall be free to convert

Rupees into any foreign currency as per Applicable Laws.

6.3 Mode of billing and payment

Billing and payments in respect of the Services shall be made as follows:-

(a) The Agency shall be paid for its services as mentioned in Annexure-2 of this

Agreement, subject to the Agency fulfilling the following conditions:

(i) No payment shall be due for the stage till the Agency completes to the satisfaction of the

Authority the work pertaining to the particular stage.

(ii) The Authority shall pay to the Agency, only the undisputed amount.

(b) The Authority shall cause the payment due to the Agency after the receipt by the

Authority of duly completed bills with necessary particulars (the “Due Date”).

(c) The final payment under this Clause 6.3 shall be made only after the final Deliverable

shall have been submitted by the Agency and approved as satisfactory by the Authority.

The Services shall be deemed completed and finally accepted by the Authority and the

final Deliverable shall be deemed approved by the Authority as satisfactory upon expiry

of 30 (thirty) days after receipt of the final Deliverable unless the Authority, within such

30 (thirty) day period, gives written notice to the Agency specifying in detail, the

deficiencies in the Services. The Agency shall thereupon promptly make any necessary

corrections and/or additions, and upon completion of such corrections or additions, the

foregoing process shall be repeated. The Authority shall make the final payment upon

acceptance or deemed acceptance of the final Deliverable by the Authority.

(d) Any amount which the Authority has paid or caused to be paid in excess of the amounts

actually payable in accordance with the provisions of this Agreement shall be

reimbursed by the Agency to the Authority within 30 (thirty) days after receipt by the

Draft Agreement

Agency of notice thereof. Any such claim by the Authority for reimbursement must be

made within 45 (forty-five) days after receipt by the Authority of a final report in

accordance with Clause 6.3 (c). Any delay by the Agency in reimbursement by the due

date shall attract simple interest @ 10% (ten per cent) per annum subject to maximum of

10% of Agency the Contract Fee.

(e) All payments under this Agreement shall be made to the account of the as may be

notified to the Authority by the Agency.

Draft Agreement

7. PERFORMANCE SECURITY, LIQUIDATED DAMAGES & PENALTIES

7.1 Performance Security

7.1.1 For the purposes of this Agreement, performance security shall be deemed to be an

amount (the “Performance Security”) i.e. sum equivalent to 5% of the Contract Fee

i.e. INR _______________/- (____________________ only); in the form of a bank

guarantee (‘Performance Bank Guarantee”) valid for a period of 180 days beyond the

duration of the Agreement (1 year) in the format as set out in Annexure-3. The agency

shall furnish the Performance Security within 15 days from the issuance of LOA. The

Performance Security may be invoked on violation of any of the conditions given in the

7.1.2 Appropriation of Performance Security

Upon occurrence of a Service Provider Default during the Term, the Authority shall,

without prejudice to its other rights and remedies hereunder or in law, be entitled to

encash and appropriate the relevant amounts from the Performance Security as Damages

for such Service Provider Default. Upon such encashment and appropriation from the

Performance Security, the Service Provider shall, within 30 (thirty) days thereof,

replenish, in case of partial appropriation, to its original level the Performance Security,

and in case of appropriation of the entire Performance Security provide a fresh

Performance Security, as the case may be, within the time so granted, failing which the

Authority shall be entitled to terminate this Agency Contract in accordance with Clause

2.9. Upon replenishment or furnishing of a fresh Performance Security, as the case may

be, as aforesaid, the Service Provider shall be entitled to an additional Cure Period of

(ninety) days for remedying the Service Provider Default, and in the event of the Service

Provider not curing its default within such Cure Period, the Authority shall be entitled to

encash and appropriate such Performance Security as Damages, and to terminate this

Agency Contract in accordance with Clause 2.9.

7.1.3 Release of Performance Security

The Performance Security shall be released within 90 days post expiry of the Term.7.2.1

Liquidated Damages

7.2.1 (A) Liquidated Damages for error/variation/delay in Services

In case any error or variation or delay is detected in the reports submitted by the

Agency and such error or variation or delay is the result of negligence or lack of due

diligence in Services on the part of the Agency or the Key Personnel of the Agency, the

liquidated damages not exceeding an amount equal to 0.2% (zero-point two

percent) of the Contract Fee per week till the date the error/variation/delay is not

resolved, subject to a maximum of 5.0% (Five percent) of the total Contract Fee,

will be imposed and shall be recovered by appropriation from the Performance Security

or otherwise. However, in case of delay due to reasons beyond the control of the

Agency, suitable extension of time shall be granted on written request justifying the

cause of such act.

(B) Liquidated Damages for deficiency in Services:

In addition to the liquidated damages not amounting to penalty, as specified in this

Clause, warning may be issued to the Agency for minor deficiencies on its part. In the

Draft Agreement

case of significant deficiencies in Services causing adverse effect on the Assignment or

on the reputation of the Authority, other penal action including debarring for a specified

period may also be initiated as per policy of the Authority. If major deficiency of

significant nature in the services is observed, an additional levy of damages up to a

maximum of 5% of the total Contract Fee over and above 10% shall be levied on

the Agency. In this regard, the decision of Authority will be final binding.

(C) In case the Agency, wants to change the Key Personnel deployed for the Project as

mentioned in Clause 4.2, prior approval of the Authority shall be taken by the Agency

before deploying the new Key Personnel. However, in the event, the Agency want to

change the deployed Key Personnel for the Project more than once, in that case, the

Agency shall be subjected to the damages for an amount of Rs. 50,000/- per new

deployment of the Key Personnel.

(D) Absence of Key Personnel:

In case the Agency’s key personnel is not available at the Authority office beyond the

days approved by the Authority, the Agency shall be subjected to the damages for the

amount of proportionate per day fee which shall be derived from the total Contract

Fee, till the date resource is available at Authority office.

7.2.2 Encashment of Performance Security

The Authority shall have the right to invoke and appropriate the proceeds of the

Performance Security, in whole or in part, by the way of giving notice to the Agency in

the event of breach of this Agreement or for recovery of liquidated damages specified in

this Clause 7.2.

Draft Agreement

8. FAIRNESS AND GOOD FAITH

The Parties undertake to act in good faith with respect to each other’s rights under this

Agreement and to adopt all reasonable measures to ensure the realisation of the

objectives of this Agreement.

8.2 Operation of the Agreement

The Parties recognise that it is impractical in this Agreement to provide for every

contingency which may arise during the life of the Agreement, and the Parties hereby

agree that it is their intention that this Agreement shall operate fairly as between them,

and without detriment to the interest of either of them, and that, if during the term of this

Agreement either Party believes that this Agreement is operating unfairly, the Parties

will use their best efforts to agree on such action as may be necessary to remove the

cause or causes of such unfairness, but failure to agree on any action pursuant to this

Clause 8.2 shall not give rise to a dispute subject to arbitration in accordance with

Clause 9 hereof.

Draft Agreement

9. SETTLEMENT OF DISPUTES

9.1 Amicable settlement

The Parties shall use their best efforts to settle amicably all disputes arising out of or in

connection with this Agreement or the interpretation thereof.

9.2 Dispute resolution

9.2.1 Any dispute, difference or controversy of whatever nature howsoever arising under or

out of or in relation to this Agreement (including its interpretation) between the Parties,

and so notified in writing by either Party to the other Party (the “Dispute”) shall, in the

first instance, be attempted to be resolved amicably in accordance with the conciliation

procedure set forth in Clause 9.3.

9.2.2 The Parties agree to use their best efforts for resolving all Disputes arising under or in

respect of this Agreement promptly, equitably and in good faith, and further agree to

provide each other with reasonable access during normal business hours to all non-

privileged records, information and data pertaining to any Dispute.

9.3 Conciliation

In the event of any Dispute between the Parties, either Party may call upon

[………………] and the Managing Partner/ Chairman of the Board of Directors of the

Agency or a substitute thereof for amicable settlement, and upon such reference, the said

persons shall meet no later than 10 (ten) days from the date of reference to discuss and

attempt to amicably resolve the Dispute. If such meeting does not take place within the

10 (ten) day period or the Dispute is not amicably settled within 15 (fifteen) days of the

meeting or the Dispute is not resolved as evidenced by the signing of written terms of

settlement within 30 (thirty) days of the notice in writing referred to in Clause 9.2.1 or

such longer period as may be mutually agreed by the Parties, either Party may refer the

Dispute to arbitration in accordance with the provisions of Clause 9.4.

9.4 Arbitration

9.4.1 Any Dispute which is not resolved amicably by conciliation, as provided in Clause 9.3,

shall be finally decided by reference to arbitration by an Arbitral Tribunal appointed in

accordance with Clause 9.4.2.

9.4.2 1) Disputes to be referred to Tribunal: The disputes relating to this contract, so far as

they relate to any of the matter of this tender, Whether such disputes arise during the

progress of the work or after the completion or abandonment thereof, shall be referred to

the Arbitration Tribunal, Gujarat State.

(2) The provision of Section-21 of the GPWD dispute Arbi. Tribunal Act –92 & order

issued by the Govt. in connection with this Act will now apply for Arbitration (As per

Government in N. & W.R.D. letter No. SUT/1090/2679/K2 dtd. 9/2/94 .

(3) The provision of the Arbitration and Conciliation Act, 1996, shall in so far as they

are inconsistent with the provision of this act cease of to apply to any dispute arising

from a works contract and all arbitration proceedings in relation to such dispute before

an arbitrator, court of authority shall stand transferred to the Tribunal.

Draft Agreement

(4) The awards declared by the arbitrator should be speaking award, giving reasons and

calculations for every item of claims. The decision will have to be implemented by all

the departments of the State Government and Public Sector Enterprises of Gujarat.

(Resolution F. D. No. PB/1088/735/KT/Sachivalaya/Gandhinagar 5th October 1988.)

(5) In case of dispute leading to the Agency or Government of Gujarat approaching to

Court of Law, it shall be within the jurisdiction where the site of work is situated.

(6) The reference to arbitration proceeding under this clause shall not

(i) affect the right of both the parties under the contract to take possession of all or any

tools plants materials and stores in or upon the works of site thereof belonging to the

Agency or procured by him and intended to be used for the execution of the work or any

(ii) Preclude the Authority from utilizing the materials purchased by the Agency in any

work or from removing such materials to other places, during the period the work is

stopped or suspended in pursuance of notice given to the Agency.

(iii) Entitle the Agency to stop the progress of the work or the carrying out the

additional or altered work in accordance with the respective clause

9.4.3 The arbitrators shall make a reasoned award (the “Award”). Any Award made in any

arbitration held pursuant to this Clause 9 shall be final and binding on the Parties as

from the date it is made, and the Agency and the Authority agree and undertake to carry

out such Award without delay.

9.4.4 The Agency and the Authority agree that an Award may be enforced against the Agency

and/or the Authority, as the case may be, and their respective assets wherever situated.

9.4.5 This Agreement and the rights and obligations of the Parties shall remain in full force

and effect, pending the Award in any arbitration proceedings hereunder.

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be signed

in their respective names as of the day and year first above written.

FOR AND ON BEHALF OF [NAME OF THE AUTHORITY]

(Authorized Representative)

FOR AND ON BEHALF OF [NAME OF THE AGENCY]

By (Authorized Representative)

Draft Agreement

Terms of Reference

(Refer Clause 3.1.2)

The Terms of Reference (the “TOR”) and the scope of the Agency for this Agreement are

specified below.

A. Deployment of Key Personnel: - The Agency shall deploy at least 2 (Two) personnel at the

office of the Authority for the entire duration of the Agency Contract (hereafter referred as

“Key Personnel”). The Agency shall provide additional support staff on need basis to ensure

fulfilment of Scope of Work to the satisfaction of the Authority. The Key Personnel are

expected to furnish periodic reports along with all necessary supporting documentation.

The Minimum qualification criterion for the Key Personnel are as follows: -

Sr. Position Requirement Qualification & Experience

1 Marketing Full Time  Graduate or Postgraduate in Mass

Communication, Communication or Journalism or Marketing

Digital Marketing with minimum 5-year work Experience.

and Social Media  Experience should be in developing and

Engagement executing media strategy, brand promotion,

Manager branding & marketing of event and

organizing public relation activities,

conceptualization, design and development

of creative knowledge products experience

in leading teams for Media, PR & Design

 Expertise in English, Hindi and Gujarati

 Proficiency in use of Social Media Platform,

Audio-Visual & Print Content Editing and

creation tool. (The agency should provide

resume of proposed team member)

2 Content creator Full Time  Bachelor’s Degree in English or Marketing

& Graphic Communication or Mass Communication or

Designer Journalism or Graphic Designer

 3+ years’ experience in content creation,

story writing, copy writing or similar works.

 Expertise in English, Hindi and Gujarati

 Content development for Social Media Post,

Digital Media Post, Print Media Post and

Communication with external and internal

 Experience in designing infographics,

banners, social media contents, graphics

design/online designs, visualization in multi-

 media activities etc. (The agency should

provide resume of proposed team member)

Draft Agreement

B. The Agency scope shall include the following but not limited to:

 The manpower shall be deployed as per the above- mentioned table. Science City remains

open all days in a week (except festivals and all National Holidays) from 10.00 am to

pm. The Agency will have to accommodate with the timings for smooth operations. The

manpower provided will get weekly one day off. In case of special occasion/programmes on

the campus on Sundays or Holidays or Festivals, the Agency shall maintain the staff as

directed by GCSC officials. In case of programme or extra work and during festivals, the

agency has to deploy more manpower at the site as per requirement. The agency shall have to

adhere to the working hours and timetable of Science City.

 All the contents which include but not limited to Press Releases, Snippets, Interviews,

Testimonials, and Creatives, Social Media Posts etc. must be in English and / or Gujarati

and/or Hindi or language only.

 Conceptualize and develop innovative, creative videos, testimonials and/or Posts and/or

GIFs, video shoots (for platforms like WhatsApp, Twitter, Facebook and other social media

platforms) in coordination with the officials of Authority and also manage all social media

handles by posting such content after approval of the Authority. The Agency shall create new

social media handles as per the requirement on the instruction of the Authority. Agency

shall ensure at least 2 (two) different updates per day (including Holidays) to be posted

in each social media handle after taking approval from the Authority. The same posts

can be posted in the different social media handles

Note: All communication / information going out to public domain must be approved by the

concerned Officer of GCSC including Press Releases, Snippets, Interviews, Testimonials, and

Creatives, Social Media Posts etc.

 Prepare the content for the official websites of the Authority.

 Design and develop all promotional material (Leaflets, Brochures, Pocket Book, Pamphlets,

Banners, Posters, Hording, Books, Scientific Event Calendar, Annual Report, Magazine,

Newsletters, Short film etc.) with updated images, video and content of GCSC

 Creating buzz about science city by providing Coverage on “favorable” (positive / neutral)

news. To achieve this, selected agencies may use different methods like Media briefing, One

to One interaction, Q&A, Press Releases, Articles, Reports, Testimonials, News & Sector

Analysis, Social Media Posts etc. More types may be suggested in the Bid. This will also

include countering any negative news, managing perception and handling crisis if any

 Strategy and Roadmap for creating buzz and momentum about Science City activities and

 Create quality visuals and creative design strategy - it is expected to have a consistency in

terms of creative designs, themes, color schemes and content display.

 Online presence in media on latest announcements and events (Media interactions)

 Constant update of news in Media

 Production of Audio Spots/ Jingles for the Radio Channels.

 Media Stories in Print Media / periodicals / magazines / TV / Radio / Websites, social

media any other

Draft Agreement

 Press Releases on events convened by Science City.

 Development of creative works for banners / backdrops / standees.

 Media Evaluation with respect to coverage / positioning etc.

 Size of coverage to be mentioned in sq. cms. or in seconds / views / impressions

 Scope of work also includes monitoring of media reports from inputs available in India in

physical form or available via Internet.

 Coordination with Press Information Bureau (PIB) wherever necessary.

 Preparation of content strategy and calendar for the Science city activities (Pre-event,

during and Post event)

 To design content for marketing campaigns for existing as well as new pavilions and day-

to-day scientific activities and events of GCSC.

 Content research to be done by the agency in terms of –

 Latest relevant content updates

 Authority specific updates

 Keeping a check on trending news and updates to flow in content calendar on a daily basis

 Measuring page followers count

 Increase overall reach of social media posts

 Increase in mentions, shares and retweets

 Preparation of multilingual content for government events and programmes through the use

of the Bhashini application.

 Take pictures, videos, video shorts, testimonials for events, meetings, programmes conducted

by the GCSC and or events, meetings, programmes are conducted by Authority or at the

 Agency to ensure that the events, meetings, programmes conducted by the GCSC shall be live

in Social Media handles of the GCSC as per the requirement.

 Prepare the brief for the media release.

 Agency must ensure that messaging is consistent and appropriate for the target audiences.

 Providing copy direction and ensuring overall quality of copy elements from concepts to final

materials, including all advertising creative materials and any other marketing materials in

support of advertising activities.

 Disseminate and co-ordinate news articles and columns on behalf of GCSC.

 Communication with internal teams of GCSC to support marketing effort

 Attending client briefings and meetings, and participating in conference calls, as required.

 A monthly report and a holistic coverage report to be shared of performance to be submitted

on the deliverable mentioned in the Statement of Work.

C. Reporting and Communication

 The agency will be required to report to and communicate with GCSC officials and or

person depute by the GCSC as follows for all work performed under the agreement

 Provide post-analysis reports for all campaigns executed, as required, including but not

limited to: summary from planning to completion, including results against planned

objectives, lessons learned and recommendations, as applicable.

 The monthly report will present comprehensive insights into all programmes conducted

Draft Agreement

during the month, including detailed documentation of activities, total audience reach across

digital, social, print, and offline channels, visitor footfall recorded at Gujarat Science City,

performance indicators of Science Popularization content, and an analysis of

month‑on‑month growth in social media followers and engagement.

 The Agencies is also responsible for facilitating and maintaining regular communication

with GCSC and Department of Science & Technology, Govt. of Gujarat and immediately

notifying concerned person from the department of any issues or concerns related to any

work performed under the Work Order, as they arise.

 The agency will have to maintain a repository of all the videos/ photos event wise and

month wise and share the same with the Authority.

D. Deliverables

 The agency shall submit a detailed quarterly PR & Social Media Communication plan to

GCGC. The Agency at every stage and on a periodic basis shall review the progress with

Authority and other key stakeholders.

Camera & Support Gear

 DSLR / Mirrorless Camera (2x HD/4K Cameras -One optimized for video

recording, and one dedicated to high-quality still photography).

 Tripod (heavy‑duty, adjustable height)

 Monopod (optional for mobility)

 Gimbal / Stabilizer (for smooth cinematic shots)

 Camera Cage (for mounting accessories)

Workstation ( Edit PC )

 High- performance video editing workstation

 Recommended Hardware Specifications:

• Processor: Intel Core i7 (13th/14th Gen) or Intel Core Ultra

• Memory (RAM): 64GB minimum for seamless multitasking

• Primary Storage: 2TB SSD (for high-speed software and active project

• Secondary Storage: 2TB HDD (for long-term file archiving)

• Graphics (GPU): Dedicated Graphics Card with 16GB VRAM or higher

 Required Software:

• Licensed professional editing software (e.g., Adobe Creative Cloud or equivalent)

to ensure reliability and access to industry-standard production tools.

 With data management

Minimum tangible deliverables are tabularized below: -

Draft Agreement

S. No Media Category / Activity Minimum Minimu Minimum Remarks

. Coverage m Coverage

Per day Coverage Per year

1. Social Media 2 60 720 The number of posts per

(Static and Dynamic) social media platform

shall be intimated by the

2. Coverage in National TV 2

3. Coverage in National Edition 4

4. Coverage in Top Domestic 4

Newspaper / Magazines

5. Testimonials / Interview videos 2

of 0-10 Minutes

6. Blogs/Articles in Top websites/ 2

7. Social Media Reels/ shorts/ 3

8. Creatives/ Design Poster Banner

(including Social media) -

9. Reports (Analytics) on Monthly This shall be submitted by

impressions /views the agency to the Authority.

10. Coverage in Regional TV 2

11. Coverage in RegionalNewspaper 2

12. Photography and The agency shall be responsible for photography/videography for

Videography social media posts, reels, shorts, films etc. of all facilities,

landscapes, tourist, dignitaries, visitors, various activities carried out

during event, important events and cultural program, inauguration

and closing ceremony, craft Stall and activity zone, and pavilions of

Science City and the Science City campus.

The database of the same (event wise) needs to be maintained and

must be shared with GCSC (online).

13. Teaser videos GCSC hosts several events and science popularization programmes/

competitions round the year, the agency shall be responsible to

create teaser videos for such events/programmes to share in advance

for the scheduled event/programmes on the social media platforms.

 Specification: 2 to 3 minutes with relative audio commentary

and relative visual content subject of the same will be suggested

by agency and approved by GCSC these videos should be

submitted in the compatible format suitable for upload on

Draft Agreement

various social media platforms. The teaser shall be made in the

language as per instruction of GCSC official.

14. HD Video Films with Subtitles Agency needs to develop up to 40 Minutes of 4k Video Films with

and voiceover in any language applicable in case of voiceover in language decided by the Authority

decided by the Authority in one year with Subtitles and voiceover in language decided by the

Authority in one year. The duration of each 4k video film shall be

decided by the GCSC, which may vary from 30 Secs to 40 minutes

as per the requirement arises. However, overall minutes shall be

limited to 40 minutes only.

*Note: The rates for video related content should be including all audio and video shooting, editing etc.

Any video content should not be upload on any social media without prior approval of GCSC.

The above is indicative and it will be expected that regular coverage is ensured every month in case

the target is under-achieved or over-achieved, it should be fulfilled and considered quarterly and is

done in Hindi and/or English and/or in regional languages wherever relevant. The activities to

include columns in print & electronics Newspapers and shows on TV channels.

The agency will formulate a result oriented comprehensive communication strategy for the following

social media platforms for the Social Media Posts:

 Or any other relevant platforms

The agency shall formulate a result oriented comprehensive communication strategy for the

Coverage in the most popular National Edition as well as Regional Edition Newspapers as follows:

 Times of India,

 Hindustan Times,

 Indian Express,

 New Indian Express,

 Economic Times

 Divyabhaskar/ Dainikbhaskar

 Gujarat Samachar

 Rajasthan Patrika

F. Setting up of Local office Agency is expected to have one office setup in Gujarat, if selected

agency does not have an office setup in Gujarat, they will be required to open the same at

Gandhinagar / Ahmedabad within three months of issuance of the LoA.

G. The agency shall be responsible to invite influencers to boost the visitor footfall.

Draft Agreement

H. The agency shall be responsible to arrange drone shooting for coverage of maximum 5 events in a

year, which shall be decided at the sole discretion of Authority.

I. The agency shall be responsible to arrange and set up for live streaming for maximum three

events as directed by the Authority.

Draft Agreement

Payment Schedule

(Refer Clause 6.3)

The Payment to the Agency as per the following Milestones -

 The payment will be based on Contract Fee quoted by the Agency and

approved/finalized by the Authority i.e., ____________/- (INR

______________________ only) which is excluding applicable Goods and

Service Tax (GST) but inclusive of all other applicable taxes and duties under

the Applicable Laws for undertaking the Project.,

 The Agency shall be paid the Contract Fee in 12 equal instalments on a monthly

basis for its services at the completion of each month.

 All payments will be subject to TDS and any other statutory deductions.

Draft Agreement

Bank Guarantee for Performance Security

(Refer Clause 7.1)

referred as the “Authority”, which expression shall, unless repugnant to the context

or meaning thereof, include its successors, administrators and assigns) awarding to

……………….., having its office at ……………….. (hereinafter referred as the

“Agency” which expression shall, unless repugnant to the context or meaning

thereof, include its successors, administrators, executors and assigns), vide the

Authority’s Agreement no. ………………. dated ……………….. valued at Rs.

……………….. (Rupees …………………………………..), (hereinafter referred to

as the “Agreement”) the assignment for Agency services in respect of the

………………………. Project, and the Agency having agreed to furnish a Bank

Guarantee amounting to INR.……………….. (Rupees

……………………………………...) to the Authority for performance of the said

1. We, ……………….. (hereinafter referred to as the “Bank”) at the request of the

Agency do hereby undertake to pay to the Authority an amount not exceeding INR.

………………… (Rupees …………………………………) against any loss or

damage caused to or suffered or would be caused to or suffered by the Authority by

reason of any breach by the said Agency of any of the terms or conditions contained

in the said Agreement.

2. We, ……………….. (indicate the name of the Bank) do hereby undertake to pay the

amounts due and payable under this Guarantee without any demur, merely on a

demand from the Authority stating that the amount/claimed is due by way of loss or

damage caused to or would be caused to or suffered by the Authority by reason of

breach by the said Agency of any of the terms or conditions contained in the said

Agreement or by reason of the Agency’s failure to perform the said Agreement. Any

such demand made on the bank shall be conclusive as regards the amount due and

payable by the Bank under this Guarantee. However, our liability under this

Guarantee shall be restricted to an amount not exceeding Rs. ………………..

3. We, ……………….. (indicate the name of Bank) undertake to pay to the Authority

any money so demanded notwithstanding any dispute or disputes raised by the

Agency in any suit or proceeding pending before any court or tribunal relating

thereto, our liability under this present being absolute and unequivocal. The payment

so made by us under this bond shall be a valid discharge of our liability for payment

thereunder and the Agency shall have no claim against us for making such payment.

4. We, ……………….. (indicate the name of Bank) further agree that the

5. Guarantee herein contained shall remain in full force and effect during the period that

would be required for the performance of the said Agreement and that it shall

continue to be enforceable till all the dues of the Authority under or by virtue of the

Draft Agreement

said Agreement have been fully paid and its claims satisfied or discharged or till the

Authority certifies that the terms and conditions of the said Agreement have been

fully and properly carried out by the said Agency and accordingly discharges this

Guarantee. Unless a demand or claim under this Guarantee is made on us in writing

on or before a period of one year from the date of this Guarantee, we shall be

discharged from all liability under this Guarantee thereafter.

6. We, ………………… (indicate the name of Bank) further agree with the

Authority that the Authority shall have the fullest liberty without our consent and

without affecting in any manner our obligations hereunder to vary any of the terms

and conditions of the said Agreement or to extend time of performance by the said

Agency from time to time or to postpone for any time or from time to time any of the

powers exercisable by the Authority against the said Agency and to forbear or

enforce any of the terms and conditions relating to the said Agreement and we shall

not be relieved from our liability by reason of any such variation, or extension being

granted to the said Agency or for any forbearance, act or omission on the part of the

Authority or any indulgence by the Authority to the said Agency or any such matter

or thing whatsoever which under the law relating to sureties would, but for this

provision, have the effect of so relieving us.

7. This Guarantee will not be discharged due to the change in the constitution of the

Bank or the Agency(s).

8. We, ……………….. (indicate the name of Bank) lastly undertake not to revoke this

Guarantee during its currency except with the previous consent of the Authority in

9. For the avoidance of doubt, the Bank’s liability under this Guarantee shall be

restricted to INR. ........... (Rupees .........................................) only. The Bank shall be

liable to pay the said amount or any part thereof only if the Authority serves a written

claim on the Bank in accordance with paragraph 2 hereof, on or before

Dated, the ………… day of ………………

(Signature, name and designation of the authorised signatory)

Seal of the Bank:

(i) The Bank Guarantee should contain the name, designation and code number of the

officer(s) signing the Guarantee.

(ii) The address, telephone no. and other details of the Head Office of the Bank as well

as of issuing Branch should be mentioned on the covering letter of issuing Branch.