REQUEST FOR PROPOSAL - Ministry of External Affairs

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REQUEST FOR PROPOSAL

Request for Proposal for engaging services of a company for outsourcing content, printing and dispatch of India Perspectives magazine published by Ministry of External Affairs, Public Diplomacy Division. Objective 2. The Public Diplomacy Division of the Ministry of External Affairs publishes India Perspectives magazine in 14 Indian and International languages with a current print run of over 60,000 copies. The magazine is distributed through Missions and Posts abroad in more than 170 countries. The objective of the magazine is to provide its readers an overview of India and therefore, covers a wide range of subject e.g economy, business, industry, science & technology, travel, tourism, art, culture etc. 3. The objective of this Request for Proposal is to outline the scope, responsibility, contractual terms and conditions, for purpose of engaging a company to provide the edited content, design, translation, printing and dispatch of the publication within India and to all Indian Missions abroad. Scope of Work 4. The company would work under the instructions and overall supervision of the Joint Secretary (Public Diplomacy), Ministry of External Affairs, New Delhi. The company would be responsible for conceptualizing each of the bi- monthly issues of the magazine, commissioning high quality articles and visuals, editing of articles, preparing the design/layout of each issue and presenting finalized English edition to the PD Division for approval. 5. The company would also arrange for the translation and printing of all the 14 language editions namely in Arabic, Bahasa Indonesia, English, French, German, Hindi, Italian, Pashto, Persian, Portuguese, Russian, Sinhala, Spanish, and Tamil. The cost of Translation etc. from English version to any other language will be borne by the publisher. In the event of any decision to add /change any further languages the company would also handle these editions as well. All the language editions will follow the same pattern and production as the English edition. The company would also handle the dispatch of the magazine Mission/Post abroad. 6. Public Diplomacy Division of the Ministry of External Affairs reserves the right to either increase or decrease the number of language versions and/or number of copies. The per copy rates will remain same as quoted in Financial Bid under head para 9(e). (Page no.3) of this RFP.

2 Specifications 7. The specifications of the magazine are currently as follows. However, any suggestions to further enhance and improve the quality/production could be incorporated on prior approval of JS (PD). (a)

Size

20.8 cms X 28.1 cms (approx)

(b)

Number of Pages

92 (including 4 cover pages)

(c)

Frequency

Bi-Monthly

(d)

Input

Text in English language by well known and reputed writers And approximately 50-60 high quality visuals in colour and/or Black & white.

(e)

Paper

Cover : 130 gsm imported Matt art Paper. Inside 88 colour pages : 90 gsm imported Matt art paper.

(f)

Colour

4-page cover and 88 inside pages on imported Matt art paper to be printed in four colour.

(g)

Languages

Arabic, Bahasa Indonesia, English, French, German, Hindi, Italian, Pashto, Persian, Portuguese, Russian, Sinhala, Spanish and Tamil.

(h)

Print Order

Approximately Sixty thousand Copies (quantity may vary upto + 20%) in 14 Indian and international languages.

(i) Process of Production

Offset

(j) Time

Printed copies all languages are to be ready for dispatch within 30 days of providing the English text and visual material and a confirmation to this effect is to be given to JS (PD).

(k) Distribution

The magazine is to be dispatched to all 178 Indian Mission/Posts worldwide either directly as bulk consignment or through diplomatic bags. Distribution list is to be provided, however, the list may vary from time to time

8. A diplomatic bag can contain 125 copies. Depending on each Mission's requirement of supplies, diplomatic bags are to be filled in and sealed in the presence of PD Division staff. International flights are available-on specific days of the week, and,

3 therefore, supplies are to be packed and delivered to the International Airport depending on the flights available for a particular destination. This exercise, on an average, may take around ten working days. This whole exercise is to be undertaken by the outsourced company, under supervision of PD Division staff. Financial Bid 9.

The financial bid should be based on the following details:

(a) The Company would be responsible for conceptualizing each bi-monthly issue, discussing the content with PD Division, thereafter, sourcing and editing the articles, obtaining relevant high resolution photographs (minimum 300 dpi after enlargement), preparing the design and layout, presenting the finalized English version to the PD Division for approval. (b) Production is to be undertaken after getting the final proof approved from PD Divison. Simultaneously, translations are to be organized in languages as specified under head specifications para 7(g) and subsequently necessary steps to be taken for its production and dispatch in time specified under head specifications para 7(j). (c) Processing, proofing, printing including paper as specified under head specifications para (e). (d) Proper Packing, forwarding and dispatch to correct addressee's (both Domestic and International Airport) as specified under head specifications para 7(k). (e) Please quote per copy rate, based on a print order of approximately sixty thousand copies in 14 languages, as per (a),(b) and (c) as enunciated above. (f) A separate quotation may be given for packing, forwarding and dispatch to airports for both the options given under head specifications para 7(k). (g) The financial bid may please be submitted in a separate envelope clearly marked “Financial Bid for India Perspectives". Technical Bid 10. The technical bid should be based on the following details: (a) Please clearly specify in detail the processing and printing/binding equipment and machinery, infrastructure and the technical skills and expertise available with you to handle the production of a bi-monthly magazine of the stature and dimension of India Perspectives. (b) Kindly also, specify if you have the know-how and the infrastructure for the work as specified in financial bid para 9 (a) above. The Ministry of External Affairs expects the

4 company to engage professional and reputed translators to undertake the translations and reserves the right to call for the resumes, documents relating to their professional background, expertise and their achievements. (c) Please provide the Turnover Figure of last three years and the audited statements of the Net Profit Figure for the last three years. (d) Please attach samples of similar magazines published by your company with the bid. (e) Quality of design, translations, production and dispatch within the time schedule are of paramount importance. (f) The Technical Bid may please be submitted in a separate envelope clearly marked "Technical Bid for India Perspectives". Earnest Money 11. The bidder should furnish an earnest money deposit of Rs. 50,000/- (Rs. Fifty thousand only) in the form of Demand Draft/FDR/Banker's cheque in favors of the "Pay & Accounts Officer, Ministry of External Affairs" payable at New Delhi, along with the technical & financial bids. 12. The successful bidder will have to furnish to the Public Diplomacy Division of the Ministry of External Affairs, a performance security in the form of Bank Guarantee from commercial Bank in acceptable form for an amount of Rs. 2,00,000/- ( Rupees Two Laks only) for a period of 3 years. Assumptions 13. The company shall bear all costs associated with the preparation and submission of its bid and the Ministry of External Affairs will in no case be responsible for these costs, regardless of the conduct or outcome of the bidding process. Bidding Document 14. The bidder is expected to examine all instructions, forms, terms and conditions and technical specifications in the bidding documents. Failure to furnish all information required by the bidding document or submission of a bid not substantially responsive to the bidding documents in every respect will be at the bidder's risk and may result in the rejection of its bid without any further reference to the bidder. Period of Validity 15. Bids shall remain valid for a period of Three Years after the date of signing of contract.

5 Bid Currency 16.

Prices shall be expressed in Indian Rupees only.

Contract Period 17. The period of the contract will be for three years from the date of signing of contract with a trial period of four months. Last date for receiving bids 18. The technical and financial bids may please be placed in separate sealed envelopes duly marked and these should be placed in another envelope duly sealed and superscribed "Bid for India Perspectives." The sealed quotation may be sent by Registered Post /By Hand to JS (PD), Room No. 0139 "A" Wing" Jawaharlal Nehru Bhawan, New Delhi – 110011.The last date for receipt of bids in by 1500 hrs on 13th September,2013. Late receipt of the sealed applications due to postal delay will not be considered. The technical bids will be opened on 16 th September, 2013 at 1500 hrs. In Auditorium Room "A" Wing Jawaharlal Nehru Bhawan, New Delhi – 110011.The bids are to be opened in presence of bidders. 19. The Ministry of External Affairs reserves the right to reject all or any of the bids without assigning any reason thereof and their decision will be final. The incumbent company will have no claim whatsoever in this regard. 20. For any further queries/information/clarification please contact to the office of PO (IP/PMS), Room No.0145, “Ä” Wing, Jawaharlal Nehru Bhawan, New Delhi – 110011, Tel : 011-49015276, e-mail :- [email protected] or [email protected]

6 Annexure "A" Technical Bid 1

Name of the Firm

2.

Detailed office address with telephone and fax no.

:

:

3.

Year of Establishment:

4.

Whether registered

:

5.

Past Experience of the firm

:

5.1.

No. of years of experience in the field of editing ,printing, and publishing news letter/magazines

5.2.

Past experience of handling projects

:

/jobs of similar nature i.e. editing, printing and publishing News papers related to diaspora 5.3

Past experience in handling projects/

:

job in related sectors 5.4

Similar projects/job handled in India

6.

Experience of Key Personnel to be

6.1

:

associated with the project/job

:

Qualifications (mention names, educational

:

qualifications and experience of the key personnel to be associated with the project

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6.2

Relevant experience of the key personnel

:

in handling editing, printing and publishing newsletters/magazines. 7.

Bidder’s qualifications

(i)

Capabilities and resourcefulness to carry

:

out scope of work effectively (ii)

Company profile

(iii)

Audited statement of accounts for the last 3 years indicating annual turnover for the last year is in excess of Rs. 25 crores.

(iv)

Income Tax Returns for the last 3 years

(v)

PAN/TAN/Service Tax Nos. (Attested copies)

(vi)

Schedule of services offered

(vii)

Details of staff strength and warehouse capacities.

Terms & conditions (Each page must be signed and sealed) Declaration by the Tender This is to certify that I/We before signing this tender have read and fully understood all the terms and conditions contained herein and under take myself/ourselves to abide by them

Signature: Name :

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Annexure "B Financial Bid Please quote rate on per copy basis for print order of 60,000 copies (approximately) in various languages. The bidder should include all the costs including packing, forwarding, dispatch processing, proofing, printing, sourcing, editing, photographs, translation charges etc. as mentioned under head specifications in RFP. The price would be invariable.

Price per copy: (for 60,000 copies approximately)

Signature: Name :

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