RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

Government of Madhya Pradesh

Request for Proposal

For
Empanelment of Agencies for High Quality Audio-
Video Production

Issued by:
Directorate of Public Relations
Tagore Marg, Banganga, Bhopal-462003, Madhya Pradesh
Phone No.: 0755-4096300
Email: [Link]@[Link]
Website: [Link]

Tender Reference Number: G-17872/24

October-2024
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

Disclaimer

All information contained in this Request for Proposal (RFP) provided / clarified is in good interest and faith.
This is not an agreement, and this is not an offer or invitation to enter into an agreement of any kind with
any party.

Though adequate care has been taken in the presentation of this RFP document, the interested firm shall
satisfy itself that the document is complete in all respects. The information published in this document is
not intended to be exhaustive. Interested bidders are required to make their own enquiries and
assumptions wherever required.

Intimation of discrepancy, if any, should be given to the specified office immediately. If no intimation is
received by this office by the date mentioned in the document, it shall be deemed that the RFP document
is complete in all respects and firms submitting their bids are satisfied that the RFP document is complete
in all respects.

Directorate of Public Relations reserves the right to reject any or all of the applications submitted in
response to this RFE document at any stage without assigning any reasons whatsoever. Directorate of
Public Relations also reserves the right to withhold or withdraw the process at any stage with intimation
to all who have submitted their bids in response to this RFP. Directorate of Public Relations reserves the
right to change/ modify/ amend any or all of the provisions of this RFP document without assigning any
reason. Any such change would be communicated to the bidders by posting it on the website of Directorate
of Public Relations.

Neither Directorate of Public Relations nor its employees and associates will have any liability to any
prospective respondent interested to apply or any other person under the law of contract to the principles
or resolution or unjust enrichment or otherwise for any loss, expense or damage which may raise from or
be incurred or suffered in connection with anything contained in this RFP document, any matter deemed
to form part of this RFP document, the award of the Assignment, the information and any other information
supplied by or on behalf of Directorate of Public Relations or their employees and Bidder or otherwise
arising in any way from the selection process for the Assignment.

Information provided in this document or imparted to any respondent as part of RFP process is confidential
to Directorate of Public Relations and shall not be used by the respondent for any other purpose,
distributed to, or shared with any other person or organization.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 2 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

Table of Contents
1. DISCLAIMER ............................................................................................................................................6
2. Fact Sheet..............................................................................................................................................7
3. ABBREVIATIONS & DEFINITIONS ........................................................................................................9
4. Background Information .................................................................................................................. 11
4.1 About DPR ............................................................................................................................................ 11
5. Instruction to Bidders ...................................................................................................................... 12
5.1 General ................................................................................................................................................ 12
5.2 RFP Documents ................................................................................................................................... 12
5.3 Queries & Clarifications .................................................................................................................... 12
5.4 Key instructions of the bid ............................................................................................................... 12
6. Scope of Work.................................................................................................................................... 15
7. Criteria for evaluation ..................................................................................................................... 16
7.1 Pre-qualification (PQ) criteria ......................................................................................................... 16
7.2 Technical Qualification Criteria ...................................................................................................... 19
7.3 Bid Evaluation ..................................................................................................................................... 21
7.4 Assignment of Job .............................................................................................................................. 21
8. Schedule of Bid Process .................................................................................................................. 23
9. General Terms and Conditions of Tender & Contract ............................................................. 24
9.1 Contract Documents .......................................................................................................................... 24
9.2 Governing Law .................................................................................................................................... 24
9.3 Selected Proposer’s Responsibilities .............................................................................................. 24
9.4 Recoveries from selected agency .................................................................................................... 24
9.5 Taxes & Duties .................................................................................................................................... 24
9.6 Copyright ............................................................................................................................................. 24
9.7 Right in intellectual Property and materials ................................................................................. 24
9.8 Confidential Information .................................................................................................................. 24
9.9 Indemnification .................................................................................................................................. 25
9.10 Notices ................................................................................................................................................. 25
9.11 Deficiency in Service / Penalty ....................................................................................................... 25
9.12 Force Majeure ..................................................................................................................................... 26
9.13 Liquidated Damages........................................................................................................................... 26
9.14 Termination ......................................................................................................................................... 26
9.15 Settlement of Disputes...................................................................................................................... 27
9.16 Exit Management ................................................................................................................................ 27
9.17 Other conditions ................................................................................................................................. 27
9.18 Payment Terms ................................................................................................................................... 28
10. Formats for Bid Submission ............................................................................................................ 29
14.1. Format I ................................................................................................................................... 30
14.2. Format II .................................................................................................................................. 31
14.3. Format III ................................................................................................................................. 32
14.4. Format IV ................................................................................................................................. 33

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 3 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.5. Format V .................................................................................................................................. 34

14.6. Format VI ................................................................................................................................. 36
14.7. Format VII ................................................................................................................................ 37
14.8. Format VIII ............................................................................................................................... 38
14.9. Format IX: Bidders Experience of Audio-Visual (AV) Content Creation Services......... 39

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 4 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

Request for Proposal Notice

“Empanelment of Agencies for Audio-Video Production”

Directorate of Public Relations invites online proposals from suitable agencies for Empanelment of
Agencies for Audio-Video Production.

For detail scope of work and other terms and conditions, please refer the RFP document available at
[Link] Document fees of Rs 1,500 (Non-refundable) and EMD of Rs 3,60,000
(Three Lakhs Sixty Thousand Only) needs to be submitted through online mode through
[Link] portal only.

An interested agency who qualifies as per the criteria mentioned in the RFP document may submit
their proposals online only through the e-tendering Portal latest by 21/11/2024 till 3 pm.

Commissioner
Directorate of Public Relations

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 5 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

1. DISCLAIMER

1. This RFP document is neither an agreement nor an offer by the Directorate of

Public Relations, Madhya Pradesh, (hereinafter referred to as “DPR-MP”) to the
prospective Bidders or any other person. The purpose of this RFP is to provide
information to the interested parties that may be useful to them in the formulation
of their proposal pursuant to this RFP.

2. DPR- MP does not make any representation or warranty as to the accuracy,

reliability or completeness of the information in this RFP document and it is not
possible for DPR- MP to consider particular needs of each party who reads or uses
this document. RFP includes statements which reflect various assumptions and
assessments arrived at by DPR-MP in relation to the statement of work. Such
assumptions, assessments and statements do not purport to contain all the
information that each Bidder may require. Each prospective Bidder should conduct
its own assessment and analysis and check the accuracy, reliability and
completeness of the information provided in this RFP document and obtain
independent advice from appropriate sources.
3. DPR-MP will not have any liability to any prospective Bidder/ Firm/ or any other
person under any laws (including without limitation the law of contract and tort),
the principles of equity, restitution or unjust enrichment or otherwise for any loss,
expense or damage which may arise from or be incurred or suffered in connection
with anything contained in this RFP document, any matter deemed to form part of
this RFP document, the award of the Assignment, the information and any other
information supplied by or on behalf of DPR- MP or their employees, any agency or
otherwise arising in any way from the selection process for the Assignment. DPR-
MP will also not be liable in any manner whether resulting from negligence or
otherwise however caused arising from reliance of any Bidder upon any
statements contained in this RFP.
4. DPR-MP will not be responsible for any delay in receiving the proposals. The issue
of this RFP does not imply that DPR-MP is bound to select a Bidder or to appoint
the Selected Bidder, as the case may be, for the services and DPR-MP reserves the
right to accept/reject any or all of proposals submitted in response to RFP
document at any stage without assigning any reasons whatsoever. DPR-MP also
reserves the right to withhold or withdraw the process at any stage with intimation
to all who submitted RFP Proposal.

5. The information given is not exhaustive on account of statutory requirements and

should not be regarded as a complete or authoritative statement of law. DPR-MP
accepts no responsibility for the accuracy or otherwise for any interpretation or
opinion on the law expressed herein.

6. DPR-MP reserves the right to change/ modify/ amend any or all provisions of this
RFP document. Such revisions to the RFP / amended RFP will be made available on
the on the Madhya Pradesh Government e-Procurement System website:
[Link]

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 6 of 39
 RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

2. Fact Sheet

S/N Particulars Description

1. Nature of Work
RFP for empanelment of Agencies for Audio-Video
production at Directorate of Public Relations, Bhopal

2. Proposals Invited by The Commissioner, Directorate of Public Relations

3. Date of issue of RFP document 21/10/2024
4. Date of Pre-Bid Meeting 28/10/2024 from 03:00 PM onwards
Directorate of Public Relations
5. Start date of Submission of Bids 21/10/2024
6. Last Date for Submission of Bids 21/11/2024 till 3 pm
7. Date of Opening of Technical Bids 28/11/2024 at 3 pm at the Office of Directorate of
Public Relation, Bhopal, M.P.
8. Date of Opening of Financial Bids 04/12/2024 (Would be communicated to the
shortlisted bidders)
9. Websites for downloading RFP [Link]
Document, Corrigendum,
Addendums etc.
10. Cost of RFP Document Rs. 1,500 (One Thousand Five Hundred Only)
To be paid online through e-procurement portal.
11. Earnest Money Deposit (EMD) Rs. 3,60,000 (Rupees Three Lakhs Sixty Thousand Only)
To be paid online through mptenders portal.
12. Validity of Proposal Proposals must remain valid for 180 days from the Bid
submission date.
13. Performance Guarantee Value Irrevocable Performance Security of 3% of the Total
Contract Value in form of BG issued by Scheduled /
Nationalized Bank in favour of DPR. To be submitted at
the correspondence address within 15 days of issuance
of LoI.
14. Performance Guarantee validity 2 Months beyond the contract period
period

Notes:
1. Directorate of Public Relations reserves the right to change any schedule of bidding process.
2. The mode of submission of bid is only online through e-procurement portal ([Link]).
No physical submission of the bids shall be entertained.
3. Any future Corrigendum/Information shall be posted only on e-Procurement portal of GoMP. Bidders
are advised to keep visiting the e-Procurement portal for further updates.
4. Amendments/ Corrigendum to the RFP, if any, would be published on website only, and not in
newspaper.
5. DPR-MP reserves all the rights to cancel the tender process and reject any or all the proposals at any
point of time.
6. No contractual obligation whatsoever shall arise from the RFP document/process unless and until a
formal contract is signed and executed between DPR-MP and the Selected Bidder.
7. To participate in the e-tendering process, the bidder/s are required to get themselves registered (if
not registered already) with Madhya Pradesh Government Centralized e- Procurement portal, i.e.,
[Link] Bidders may contact the helpdesk at the following address,
Directorate of Public Relations, Government of Madhya Pradesh, India
Page 7 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

“Directorate of Public Relations, Tagore Marg, Banganga, Bhopal-462003, Phone No. 0755-4096300.
(Timings: Every Day from 10:00 AM to 06:00 PM) or may visit the link “Vendor Info” at
[Link]
8. DPR-MP disclaims any factual or other errors in the RFP document (the onus is purely on each
Proposers to verify such information) and the information provided therein are intended only to help
the Proposers to prepare a proposal in accordance with the terms and conditions as set out in this
RFP document/process.

Issuing Authority,
Commissioner
Directorate of Public Relations
Madhya Pradesh (DPR-MP),
Tagore Marg, Banganga,
Bhopal-462003, Madhya Pradesh

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 8 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

3. ABBREVIATIONS & DEFINITIONS

Agency The selected Bidder with whom the Contract is signed after completion
of all requirements in terms of the RFP document.

Authorised Signatory The Agency’s representative/ officer vested explicitly, by means of a

Power of Attorney as per this RFP with the powers to commit the
authorizing organization to a binding agreement. In case of a corporate
body, such power of attorney has to be supported by a board resolution
duly certified by the company secretary/director of such corporate
body. Also called signing officer having the Power of Attorney (PoA) from
the competent authority of the respective firm.

Nodal DPR-MP An DPR-MP officer to whom the relevant administrative or financial

powers have been delegated for taking decision in a matter relating to
procurement. For this purpose of this RFP document, Commissioner,
DPR-MP shall be the Nodal DPR-MP.

Contract/Procurement The contract to be entered between the DPR-MP and the selected
Contract Bidder for undertaking the Project.

Day A calendar day as per GoMP.

EMD An Earnest Money Deposit provided to the DPR-MP by a Proposer for

securing the fulfilment of any obligation in terms of the provisions of the
RFP documents.

GoI Government of India

GoMP/State Government of Madhya Pradesh

Government

INR /Rs. Indian Rupee

IT Information Technology

DPR-MP Directorate of Public Relations-Madhya Pradesh

Notification A notification published in the Official Gazette

Project Site Wherever applicable, means the designated place or places

Proposal/Bid A formal offer made in pursuance of an invitation by DPR-MP and

includes proposal or quotation in response to this RFP

Proposer/ Bidder Any person/ firm/ company/ contractor/ supplier/ agency participating
in the procurement/ RFP process

RFP document Documents issued by the DPR-MP in relation to this RFP process,
including any amendments thereto, that set out the terms and
conditions of the given
Procurement

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 9 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

Selected Bidder Bidder who will be declared successful after completion of the entire
process of evaluation as defined under this RFP

Selection Process or The process of procurement extending from the issue of invitation to
Tender Process receipt and evaluation of proposals till the award of the Contract or
cancellation of the Selection/Tender Process, as the case may be

WO Work Order

AY Assessment Year

EPF Employee Provident Fund

ESIC Employee State Insurance Corporation

FY Financial Year

GST Goods and Services Tax

ITR Income Tax Returns

LoI Letter of Intent

DPR Directorate of Public Relations

NIC National Informatics Centre

NIT Notice Inviting Tender

PS Performance Security

L1 Least Financial Quote Bidder

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 10 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

4. Background Information
4.1 About DPR
The department has been functioning since the formation of Madhya Pradesh in 1956. Earlier the name of
this department was the Information and Publications Department, which was changed to Public Relations
Department in the year 1984. The Public Relations Department acts as an important link between the
government and the public. The main responsibility of the Public Relations Department is to disseminate
information about government policies, decisions, plans, programs and achievements to the people
through the media. The key divisions of the department are as follows:

• News Division; • Film Production Division

• Communication Division; • Reference Division;

• Web Site Social Media; • Advertising Division;

• Photo Film Division; • Publications Division

The News Division of the Department regularly sends news, articles, references, video coverage and
photographs for publication and broadcasting to newspapers, agencies, All India Radio, Doordarshan and
other TV Channels.

The Directorate does the work of bringing the achievements made in the field of development to the
general public. For wide publicity of government activities, policies and achievements, various types of
publications like posters, folders, pamphlets, books booklets etc. are printed and distributed by the
Publication Division of Directorate of Public Relations. Through this RFP, DPR is looking forward to
empanelling the agency for Audio Video production and will be deployed within the various divisions as per
the requirement of Directorate for performing the tasks specified in the scope of work mentioned in this
RFP. Directorate of Public Relation (DPR) invites Request for Proposal (RFP) for Empanelment of Agencies
for Audio-Video Production through an open competitive selection process in accordance with the
procedure set out here in the RFP document

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 11 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

5. Instruction to Bidders
5.1 General
a) While every effort has been made to provide comprehensive and accurate background information
and requirements and specifications, Bidders must form their own conclusions about the solution
needed to meet the requirements. Bidders and recipients of this RFP may wish to consult their own
legal advisers in relation to this RFP.
b) Bidders are advised to study all instructions, forms, terms, requirements and other information in
the RFP documents carefully. Submission of the bid shall be deemed to have been done after careful
study and examination of the RFP document with full understanding of its implications.
c) Failure to comply with the requirements of this paragraph may render the Proposal non-compliant
and the Proposal may be rejected. Bidders must:
i. Include all documentation specified in this RFP;
ii. Follow the format of this RFP and
iii. Respond to each element in the order as set out in this RFP.
iv. Comply with all requirements as set out within this RFP.

5.2 RFP Documents

The Tender document is available and downloadable on following website:
a) [Link]
Non-transferable & non-refundable tender fees of the amount as mentioned in the Fact Sheet must
be paid online at e- procurement portal ([Link]).

5.3 Queries & Clarifications

a) The Bidders will have to ensure that their queries should reach the point of contact (Nodal Officer)
in Excel format & in writing at [Link]@[Link] by email on or before the date and time
mentioned in the fact sheet. Only queries/clarifications submitted in written will be considered.

b) DPR shall not be responsible for ensuring that the Bidders’ queries have been received by them.
Any requests for clarifications post the indicated date and time may not be entertained by the DPR.

5.4 Key instructions of the bid

5.4.1 Right to Terminate the Process
a. DPR may terminate the RFP process at any time/stage and without assigning any reason. DPR
makes no commitments, express or implied, that this process will result in a business transaction
with anyone.
b. This RFP does not constitute an offer by the DPR. The Bidder's participation in this process may
result DPR selecting the Bidder to engage towards execution of the subsequent contract.
5.4.2 Earnest Money Deposit (EMD)/ Bid Security
a. The bidder shall submit Earnest Money Deposit (EMD) of the amount as mentioned in the Fact
Sheet, which shall be deposited online during the submission of the tender on e-Procurement
portal.
b. Unsuccessful bidder’s EMD shall be returned within a maximum period of 30 days after the expiry
of the last validity date of the tender.
c. The successful bidder’s EMD will be released upon submission of Performance Bank Guarantee.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 12 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

d. The EMD amount is interest free and will be refundable to the unsuccessful Bidders without any
accrued interest on it.
e. Proposals not accompanied with the EMD or containing EMD with infirmity (ies) (relating to the
amount or validity period etc.), mentioned above, shall be summarily rejected.
f. The EMD may be forfeited in the event of:
• A Bidder withdrawing its bid during the period of bid validity.
• A successful Bidder fails to sign the subsequent contract in accordance with this RFP.
• The Bidder being found to have indulged in any suppression of facts, furnishing of fraudulent
statement, misconduct, or other dishonest or other ethically improper activity, in relation to
this RFP.
• A Proposal contains deviations (except when provided in conformity with the RFP) conditional
offers and partial offers.
5.4.3 Submission of Proposals
Bidders should submit their responses as per the procedure specified in the e-Procurement portal
([Link] being used for this purpose. The items to be uploaded on the portal
would include all the related documents mentioned in this RFP, such as:
• Tender Fee • Additional Certifications/documents
• EMD Eg. Power of Attorney, CA
• Pre-qualification response certificates on turnover etc.
• Financial proposal

However, each of the above documents must be uploaded in the format specified for this purpose and as
per the specified folder structure in the e-Procurement portal.

The bidder is responsible for registration on the e-procurement portal ([Link] at their
own cost. The bidders are advised to go through the e-procurement guidelines and instructions, as provided
on the e-procurement website, and in case of any difficulty related to e-procurement process, may contact
the helpline number 0120-4001002, 0120-4200462.

The bidder must ensure that the bid is digitally signed by the Authorized Signatory of the bidding firm and
has been duly submitted within the submission timelines. The user department will in no case be
responsible if the bid is not submitted online within the specified timelines.

All the pages of the Proposal document must be sequentially numbered and must contain the list of
contents with page numbers. Any deficiency in the documentation may result in the rejection of the
Bidder’s Proposal.

5.4.4 Bidder’s authorised signatory

A Proposal should be accompanied by an appropriate board resolution or power of attorney in the
name of an authorised signatory of the Bidder stating that he is authorised to execute documents
and to undertake any activity associated with the Bidder’s Proposal. A copy of the same should be
uploaded under the relevant section/folder on the e-Procurement portal. Furthermore, the bid
must also be submitted online after being digitally signed by an authorized representative of the
bidding entity.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 13 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

5.4.5 Proposal opening

The Proposals submitted up to the deadlines will be opened at the scheduled time & date as
specified in the RFP, by the Nodal Officer or any other officer authorized by the DPR, in the
presence of the Bidder’s representatives who may be present at the time of opening.
The representatives of the Bidders are advised to carry an identity card or a letter of authority
from the Bidding entity to identify their bona-fides for attending the opening of the Proposal.

5.4.6 Proposal validity

The offer submitted by the Bidders should be valid for minimum period of 180 days from the date
of submission of the Proposal.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 14 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

6. Scope of Work
The Scope of work and the Deliverables are detailed out as follows:
i. Designing, production and allied works for high quality audio-visual creative on various themes as
directed by the Directorate of Public Relations (DPR), Madhya Pradesh.
ii. Expertise in production of TV Serials/Episodes/Sponsored video programmes/documentary/ TV
spots/TVC/Short films.
iii. Any other audio-visual content conceived by DPR.
iv. Delivery of AV creatives in compatible format.
v. Radio Jingles/Spots/Radio Show/Talk Show etc.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 15 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

7. Criteria for evaluation

7.1 Pre-qualification (PQ) criteria
The bidder must possess the requisite experience, strength and capability necessary to meet the
requirements as described in the RFP documents. The invitation to proposal is open to all bidders who
qualify the eligibility criteria as given below:

Sr. No Basic Description Documents Required

Requirements
1. Legal Entity The Agency must be registered entity in Certificates of incorporation /
India under India Company Act, as a Registration Certificates.
proprietorship, private limited, LLP or a
public limited firm since last 5 years as on Relevant Supporting
bid submission date. Documents to be attached.

Consortiums and Joint Ventures are not

allowed

2. Turnover The bidder should have specific minimum a) CA Certificate along with
average turnover in the segment of AV UDIN clearly defining the
Production work during the last three turnover as per
financial years (2021-22, 2022-23 & illustrative format given
2023-24) as mentioned below: in Format-7 along with
“A” Category - INR 100.00 lakhs Audited Financial
“B” Category - INR 75.00 lakhs Statements (Balance
“C” Category (Startup) – INR 25.00 lakhs sheet & Profit & Loss
statement)

b) In case the financial

statements for FY 2023-
24 are not audited, then
provisionally certified
financial statements by
chartered accountant can
be provided.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 16 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

3. Technical For Categories A: Copies of job order/

Capability/ The Bidder must have undertaken at least agreement/ contract/
Experience 01 assignment(s) of minimum value not completion certificate etc. In
less than Rs. 01 Crores of providing Audio
the case of feature of AV
– Visual Content Creation Services to any
State/Central Govt./PSU’s/ULB’s/Public films, certificate of Central
Sector Banks in the past 05 years Board of Film Production jobs
Certification (CBFC) or
Or production agreement should
be submitted. The job orders/
The Bidder must have undertaken at least agreements/ contracts/ work
02 assignment(s) of minimum value not
completion certificates
less than Rs. 50 Lacs of providing Audio –
Visual Content Creation Services to any should clearly mention the
State/Central Govt./PSU’s/ULB’s/Public name and address of the
Sector Banks in the past 05 years producer/ production house,
name and address of the
Or client organization and the
detail of the job.
The Bidder must have undertaken at least
In case of TV, Web or Radio
04 assignment(s) of minimum value not
less than Rs. 25 Lacs of providing Audio – Series/ Sponsored Radio
Visual Content Creation Services to any Programmes (SRP), the
State/Central Govt./PSU’s/ULB’s/Public names of the respective TV,
Sector Banks in the past 05 years Online Streaming Platform
and Radio channels in which
For Category B:
the programme/show was
The Bidder must have undertaken at least
01 assignment(s) of minimum value not telecast/broadcast should
less than Rs. 50 lakhs of providing Audio also be mentioned
– Visual Content Creation Services to any
State/Central Govt./PSU’s/ULB’s/Public Work orders/ Agreements/
Sector Banks in the past 05 years Purchase Order + Certificates
from the client
Or

The Bidder must have undertaken at least OR

02 assignment(s) of minimum value not
less than Rs. 25 Lakhs of providing Audio Work orders/ Agreements/
– Visual Content Creation Services to any Purchase Order + Certificate
State/Central Govt./PSU’s/ULB’s/Public from the Chartered
Sector Banks in the past 05 years Accountant with UDIN
Or
(email communication/
The Bidder must have undertaken at least testimonials etc. would not
04 assignment(s) of minimum value not be considered)
less than Rs. 12.5 Lacs of providing Audio
– Visual Content Creation Services to any Note:
State/Central Govt./PSU’s/ULB’s/Public
Sector Banks in the past 05 years
a) Work orders/
For Category C: Agreements/ Purchase
Directorate of Public Relations, Government of Madhya Pradesh, India
Page 17 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

Order/Client Certificate/CA
The Bidder must have undertaken at least Certificate, should clearly
01 assignment(s) of minimum value not define the value of the order
less than Rs. 25 lakhs of providing Audio –
Visual Content Creation Services to any
State/Central Govt./PSU’s/ULB’s/Public b) The ongoing projects
Sector Banks in the past 05 years can be considered if the
bidder has received minimum
Or payment of Rs.25 Lacs for
providing Audio – Visual
The Bidder must have undertaken at least Content Creation Services.,
02 assignment(s) of minimum value not
which should be clearly
less than Rs. 12.5 Lakhs of providing Audio
– Visual Content Creation Services to any substantiated by Client
State/Central Govt./PSU’s/ULB’s/Public Certificate.
Sector Banks in the past 05 years
c) Project details to be
Or enclosed as per Format-4

The Bidder must have undertaken at least

04 assignment(s) of minimum value not
less than Rs. 6.25 Lakhs of providing Audio
– Visual Content Creation Services to any
State/Central Govt./PSU’s/ULB’s/Public
Sector Banks in the past 05 years

For “A” Category: Developed at least 10

advertisement /audio spots/ Jingles/
Documentary/ Short films/Video Spots
etc (duration not less than 02 min) with
any State/Central Government/
PSU’s/ULB’s/Development Agency
organization in India.

For “B” Category: Developed at least 05

advertisement /audio spots/ Jingles/
Documentary/ Short films/Video Spots
etc (duration not less than 60 Sec.) with
any State/Central Government/
PSU’s/ULB’s/Development Agency
organization in India.
4. Educational Three-year Degree/Diploma Course In Copy of Degree/Diploma
Qualification Direction/ Cinematography/ Editing/ Certificate.
(For “C” Sound Recording & Sound Design from
Category) any Central/State Government
recognized Institute or University. This
academic qualification will be valid for
only those, who graduated from aforesaid
institute(s) in last five (05) years
immediately preceding the year of
application.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 18 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

5. Statutory The bidder must have a valid GST Number The bidder must submit a
Registrations and PAN Card in India. valid GST Number of Madhya
Pradesh and PAN Card in the
name of the bidding agency
to be submitted as
supporting document
6. Establishment The Agency should have been in existence A copy of latest Landline
in India for a minimum period of 5 years phone bill / Electricity bill/
with full-fledged office in Madhya Registration with Shops and
Pradesh along with the State-of-the-Art
Establishment Dept. /
Infrastructure for providing timely service
within the Scope of Work Registered rent or lease
agreement in the name of
Agency
7. Blacklisting / The agency/individual should not have A signed undertaking to this
Terminations been blacklisted by any Central or State effect should be submitted on
Government department or Corporation bidder’s letter head.
or Board/ PSU/ Semi-Government
organization as on date of submission of
RFP.

7.2 Technical Qualification Criteria

Bidders who meet the pre-qualifications/eligibility requirements as on date of bid submission would be
considered as qualified to move to the next stage of Technical evaluations. Based on technical evaluation
framework mentioned, the Committee shall evaluate each proposal and allot technical score as per the
Technical criteria mentioned below.

Sr. Parameter Marking Scheme Maximu Supporting

No m Score Document
1. The Bidder must have Work orders/
undertaken assignment(s) of Agreements/
value not less than Rs. 10 Lacs, Purchase
of providing Audio – Visual
Order +
Content Creation Services to
any State/Central Certificates
Govt./PSU’s/ULB’s/Public from the client
Sector Banks in India. No. of Projects Marks
25 OR
For Category-A
10-15 10
16-20 15 Work orders/
>20 25 Agreements/
Purchase
Order +
No. of Projects Marks Certificate
For Category B from the
05-10 10 25 Chartered
11-15 15 Accountant
>15 25 with UDIN

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 19 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

(email
No. of Projects Marks communicatio
For Category-C n/ testimonials
01 10 etc. would not
be considered)
02-05 15
>05 25

2. Average Annual Turnover 25 CA Certificate

during the last three financial along with
years: UDIN clearly
• Rs. 01 Crore - 10 marks. defining the
Category-A
• Above 01 Cr. to Rs.03 Cr.- 15 turnover as per
marks. illustrative
• Above Rs. 03 Cr.- 25 marks format given in
Format-7
along with
• Rs. 75 Lakhs - 10 marks.
Category-B: Audited
• Above 75 Lakhs to Rs.100
Financial
Lakhs - 15 marks. Statements
• Above Rs. 100 lakhs - 25 marks. (Balance sheet
& Profit & Loss
Category-C:
statement)
If clears the Pre-qualification (PQ)
criteria-25 Marks In case the
financial
statements for
FY 2023-24 are
not audited,
then
provisionally
certified
financial
statements by
chartered
accountant
can be
provided.
3. State-of-the-Art Infrastructure a) Agency owning their own 10 A copy of latest
Audio-Video Studio and Landline
production equipments: phone bill /
10 Marks
Electricity bill/
b) Agency operating through a
Rented Audio-Video Studio Registration
and production equipments: with Shops and
05 Marks Establishment
Dept. /
Registered
rent or lease
agreement in
the name of
Agency
Directorate of Public Relations, Government of Madhya Pradesh, India
Page 20 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

4. A detailed PPT presentation to i. Company/Individual past 40 Technical

be submitted online with the experiences: 05 Marks Presentation
tender document ii. New Ideas for Jansampark *(To be
The presentation shall be through A/V Method: 15 submitted
evaluated on the parameters Marks online with the
shown in the next column. iii. Quality assessment of the tender
previous1Audio/Video document )
produced by the Agency, and
the capability to perform the
scope of work: 20 Marks
Total 100
Note: Category “C” - (Special Category)-Individual Empanelment.
To promote young/fresh professional talents in the field of AV production who have degree / diploma from
the Institutes set up by the Central Government and/or affiliated with UGC / AICT in the area of film making
or related fields like sound recording, editing, acting, directing, cinematography, etc.
If the individual producers have already got themselves incorporated as proprietor firm/start Up Company,
they will be required to submit the related documents along with PAN card, GST registration.

7.3 Bid Evaluation

The bid evaluation process comprises of the following two steps:
Step I – Technical bid evaluation
Step II – Price bid evaluation

7.3.1 Step- I (Technical bid evaluation)

Bidders, whose bids are responsive, based on eligibility on minimum qualification criteria as in Pre-
Qualification Criteria and score at least 60 marks in the Technical Evaluation Criteria, would be considered
as technically qualified. Price Bids of such technically qualified Bidders alone shall further be opened.

*Schedule for technical presentation will be communicated to bidders who qualify Pre-Qualification
criteria. It is mandatory for bidders who qualify Pre-Qualification criteria to appear for Technical
Presentation else the bid would not be considered for further evaluation. Bidder need to submit the soft
copy and hard copy of the technical presentation at the time of technical presentation.

7.3.2 Step- II (Price Bid evaluation)

The Financial Bids of technically qualified Bidders will be opened on the prescribed date by the department.
Based on lowest price bids, item wise L1 rates shall be decided. All Eligible bidders shall then be offered to
match their rates with the L1 item wise rates, bidders agreeing to work at L1 rates shall then be empanelled
for a period of 02 years which can be further extended as per the need & mutual agreement.

7.4 Assignment of Job

a. Directorate will be free to assign the job to any of the empanelled agencies under their
respective Categories on its own discretion according to the need of the work and depending
upon their technical and financial capacity.

1
The Audio/Video produced by the Agency must be in 4K HDR quality
Directorate of Public Relations, Government of Madhya Pradesh, India
Page 21 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

b. When a job assigned to an enlisted agency, they will be required to produce a script of work and
obtain prior approval for the script of the entire production from the competent authority of the
Department/Directorate, creative is being made for Proof of such approval must be submitted.
c. Payment will be made only for creative, which have been finally approved by the competent
authority of any Department/Directorate, who has assigned the job or upon whose request the
job has been assigned by DPR.
d. The creative’s shall have to be produced in a certain time frame and in desired quality. Failure
to do so may result in forfeiture of Performance Security Deposit in full or part as decided by the
Directorate.
e. In case of failure to comply with the provisions of the terms and conditions mentioned, by the
agency that has been awarded the contract, the competent authority of the DPR-MP reserves
the right to award the contract to the next Lower bidder (L-2) at (L-1) quoted rates. The next
Lower bidder (L-2) (s) shall be asked to bring down its bid to L1 level. The same follows in case
the contract gets awarded to L-3 bidder.
f. The selected agency shall not assign the project to any other agency to perform its obligation
under the agreement.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 22 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

8. Schedule of Bid Process

[Link]. Activity Date
Release of Draft RFP 21/10/2024
1.
Pre-bid Meeting 28/10/2024
2.
Last date of query submission by Bidders on RFP
3. 04/11/2024

Issuance of final RFP 11/11/2024

4.
Proposal Due Date 21/11/2024
5.
Opening of Technical Bids 28/11/2024
6.
Opening of Financial Bids (for technically qualified 04/12/2024
7.
Bidders)

Signing of Contract To be
8.
communicated
separately

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 23 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

9. General Terms and Conditions of Tender & Contract

Proposers should read these conditions carefully and comply strictly while sending their bids. The
proposer shall be deemed to have carefully examined the conditions of the services to be rendered. If
the proposer has any doubts as to the meaning of any portion of these conditions, he shall, before
submitting the Bid and signing the contract refer the same to the DPR and get clarifications.
9.1 Contract Documents
Subject to the order of precedence set forth in the Agreement, all documents forming the Contract (and
all parts thereof) are intended to be correlative, complementary, and mutually explanatory.
9.2 Governing Law
The Contract shall be governed by and interpreted in accordance with the laws of the Madhya Pradesh
State.
9.3 Selected Proposer’s Responsibilities
The selected agency shall deliver services included in the scope of work in accordance with the provisions
of bidding document and/ or contract.
9.4 Recoveries from selected agency
a) Recovery of liquidated damages or penalties shall be made ordinarily from bills.
b) The Procurement Officer shall withhold amount to the extent of shortcomings of the delivery of services
unless these are completed as per the satisfaction of the Procurement Officer. In case of failure to
withhold the amount, it shall be recovered from his dues and performance security deposit available
with DPR.
c) The balance, if any, shall be demanded from the selected agency and when recovery is not possible, the
Procurement Officer shall take recourse to law in force.
9.5 Taxes & Duties
a) GST, if applicable, shall be paid by the DPR separately on prevailing rates. All other taxes, duties, license
fee and levies shall be including in the bid price. For better clarification this Price Bid will be exclusive of
GST.
b) TDS, if applicable for any tax, shall be done as per law in force at the time of execution of the contract.
c) If any tax exemptions, reductions, allowances or privileges may be available to the successful/ selected
proposer in India, the DPR shall use its best efforts to enable the successful/ selected proposer to benefit
from any such tax savings to the maximum allowable extent.
9.6 Copyright
The copyright in all materials containing data and information furnished to the DPR by the selected agency
herein shall remain vested with the DPR, or, if they are furnished to the DPR directly or through the selected
agency by any third party, including suppliers of materials, the copyright in such materials shall remain
vested in such third party.
9.7 Right in intellectual Property and materials
All the rights relating to the Trademarks and Copy Rights in respect of publicity work generated by the
Agency on behalf of DPR and paid for by DPR shall vest with DPR. Provided, that DPR would reimburse the
Agency for any sum of money paid for assignment/licensing of the copy right as and by way of fee, charges,
or otherwise as provided by the guidelines, regulations, rules, or policy of the professional body or
association, with prior approval from DPR. All concepts, communications, etc., created and conceived by
the Agency on behalf of DPR, and involving name of DPR, shall not form part of any award or competition
or promotion unless prior written consent of DPR has been obtained thereof.

9.8 Confidential Information

The RFP contains information proprietary to DPR. DPR requires the recipients of this RFP to maintain its
contents in the same confidence as their own confidential information and refrain from reproducing it in
whole or in part without the written permission of DPR. DPR will not return the bids/responses to the RFP

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 24 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

received. The information provided by the bidder(s) will be held in confidence and will be used for the sole
purpose of evaluation of bids.

9.9 Indemnification
The Agency, irrevocably, and unconditionally here by indemnifies and undertakes to keep DPR
and /or its Directors, officers, employees, agents, and representatives, for all times from and
against all charges, cost, losses, claims, demands, and liabilities, obligations, suits, judgments,
penalties, proceedings, precautions, litigations, or actions, financial or otherwise, at law or equity,
including the expenses of defending any claim of liability by any third party, and from and against
all actual damages sustained, whatsoever, whether past, or current suffered or incurred by Union
Bank of India and or its Directors, officers, employees, agents, and representatives due to reasons
of:

a. Breach, misconduct, omissions, misrepresentation or

b. Negligence on the part of Agency and or its directors, employees, in the performance of the
services including but not limited to any claim /third party claim arising out of improper or
illegal use or adoption or invasion or infringement of the copyright or intellectual property right
and violation of confidentiality obligations.
c. Act detrimental to the interest and reputation of DPR.
9.10 Notices
a) Any notice or other document which may be given by either Party under this Agreement or under
the SLA shall be given in writing in person or by pre-paid recorded delivery post, email or by
facsimile transmission.
b) In relation to a notice given under this Agreement, any such notice or other document shall be
addressed to the other Party’s principal or registered office address as set out below:
To,
The Commissioner,
Directorate of Public Relations,
Banganga, Bhopal – 462001
Ph: 0755-4096299

In relation to a notice given under the MSA / SLA, a Party shall specify the Parties’ address for service
of notices, any such notice to be copied to the Parties at the addresses set out in this Clause.
Any such notice or other document shall be deemed to have been given to the other Party (or, if
relevant, its relevant associated company) when delivered (if delivered in person) if delivered
between the hours of 9.00 am and 5.00 pm at the address of the other Party set forth above or if
sent by fax, provided the copy fax is accompanied by a confirmation of transmission, or on the next
working day thereafter if delivered outside such hours, and 7 days from the date of posting (if by
letter).
Either Party to this Agreement or to the SLA may change its address, telephone number, facsimile
number and nominated contact for notification purposes by giving the other reasonable prior written
notice of the new information and its effective date.
9.11 Deficiency in Service / Penalty
a. In case it is observed by the DPR that the work performed by the empaneled vendor is not as per
the required standard or specified quality, the empaneled vendor will be served with the written
notice to that effect calling upon to improve its performance within stipulated time. If the Agency’s
performance is still not satisfactory, the DPR retains the right not to award any work thereafter, at
its own discretion.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 25 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

b. The DPR shall have the right to terminate the agreement of the defaulting empaneled vendor, if it
deems necessary.
c. The DPR reserves the right to blacklist/de-list an applicant for a suitable period in case the
empaneled vendor fails to honor its proposal without sufficient grounds.
9.12 Force Majeure
If either Party is unable to perform its obligation under this agreement due to the occurrence of an
event beyond its control (such as acts of God, war like situations, Riots, Government actions,
Earthquakes, Cyclones, Typhoons, and other natural calamities etc.) then the party will not be
deemed to have defaulted under this Agreement. Each party would use all reasonable efforts to
enable performance under this Agreement to continue.

9.13 Liquidated Damages

Time is the essence of the Agreement and the delivery dates are binding on the Implementation
Agency. In the event of delay or any gross negligence in implementation of the work, for causes
solely attributable to the Implementation Agency, in meeting the deliverables, the Client shall be
entitled at its option to recover from the Implementation Agency as agreed, liquidated damages, a
sum of 0.5% of the value of the deliverable which suffered delay or gross negligence for each
completed week or part thereof subject to a limit of 10% of the total contract value. This right to
claim any liquidated damages shall be without prejudice to other rights and remedies available to
Client under the contract and law.

9.14 Termination

9.14.1 Termination for Default

DPR may, without prejudice to any other remedy for breach of contract, by written 30 days’ notice of
default sent to the Successful Bidder, terminate the Contract in whole or part.

If the Successful Bidder fails to deliver any or all of the systems within the period(s) specified in the Contract,
or within any extension thereof granted by the DPR pursuant to conditions of contract clause or if the
Successful Bidder fails to perform any other obligation(s) under the Contract.

In the event that DPR terminates the Contract in whole or in part, pursuant to the conditions of contract
clause, it may procure, upon such terms and in such manner, as it deems appropriate, systems or services
similar to those undelivered, and the Successful Bidder shall be liable to pay DPR for any excess costs for
such similar systems or services. However, the Successful Bidder shall continue the performance of the
Contract to the extent not terminated.

9.14.2 Termination for Insolvency

DPR may at any time terminate the Contract by giving a written notice of at least 30 days to the selected
proposer, if the selected proposer becomes bankrupt or otherwise insolvent. In such event, termination
will be without compensation to the selected proposer, provided that such termination will not prejudice
or affect any right of action or remedy that has accrued or will accrue thereafter to DPR.

9.14.3 Termination for Convenience

DPR, by 30 days’ written notice sent to the Successful Bidder may terminate the Contract, in whole or in
part, at any time for its convenience. The notice of termination shall specify that termination is for DPR’s
convenience, the extent to which performance of the Successful Bidder under the Contract is terminated,
and the date upon which such termination becomes effective. However, any undisputed payment to the
invoices of the task accomplished by successful bidder would be paid by DPR.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 26 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

9.15 Settlement of Disputes

If any dispute of any kind whatsoever arise between DPR and the successful bidder in connection with or
arising out of the contract, including without prejudice to the generality of the foregoing, any question
regarding its existence, validity or termination, the parties shall seek to resolve any such dispute or
difference by mutual consultation. If still unresolved then the dispute would be resolved as per MP
Madhyastham Adhikaran Adhiniyam, [Link] proceedings and the award shall be made in English
language. The place of arbitration shall be Bhopal and all legal disputes are subject to the jurisdiction of
courts at Bhopal and following are agreed:

a) The arbitration award shall be final and binding on the Parties, and the Parties agree to be bound
thereby and to act accordingly. The arbitrator may award to the Party that substantially prevails on
merit, its costs and reasonable expenses (including reasonable fees for counsel)
b) When any dispute is under arbitration, except for matters under dispute, the Parties shall continue
this Agreement.
9.16 Exit Management
The Implementation Agency shall provide the DPR or its nominated agency with a recommended exit
management plan ("Exit Management Plan") which shall deal with at least the following aspects of exit
management in relation to the MSA as a whole and in relation to the Project Implementation, and the
Operation and Management SLA.
a) A detailed program of the transfer process that could be used in conjunction with a Replacement
Implementation Agency including details of the means to be used to ensure continuing provision of
the services throughout the transfer process or until the cessation of the services and of the
management structure to be used during the transfer;
b) plans for the communication with such of the Implementation Agency's sub-contractors, staff,
suppliers, customers and any related third party as are necessary to avoid any material detrimental
impact on the DPR’s operations as a result of undertaking the transfer;
c) (if applicable) proposed arrangements for the segregation of the Implementation Agency's networks
from the networks employed by DPR and identification of specific security tasks necessary at
termination;
d) Plans for provision of contingent support to DPR, and Replacement Implementation Agency for a
reasonable period after transfer.
The Implementation Agency shall re-draft the Exit Management Plan annually thereafter to ensure that it
is kept relevant and up to date. Each Exit Management Plan shall be presented by the Implementation
Agency to and approved by the DPR or its nominated agencies. The terms of payment as stated in the Terms
of Payment Schedule include the costs of the Implementation Agency complying with its obligations under
this Schedule. In the event of termination or expiry of MSA, and Project Implementation, each Party shall
comply with the Exit Management Plan. During the exit management period, the Implementation Agency
shall use its best efforts to deliver the services. Payments during the Exit Management period shall be made
in accordance with the Terms of Payment Schedule.
This Exit Management plan shall be furnished in writing to the DPR or its nominated agencies within 90 days
from the Effective Date of this Agreement.
9.17 Other conditions
a) The Successful bidder must establish the office setup at Bhopal within 30 days after the issuance of
LOI.
b) The Successful bidder shall bear the expenses regarding delivery of services.
c) The Successful bidder shall not under any circumstances revise the rates already approved for
services. Any request for an increase in the rates will not be entertained under any circumstances
during the contract period.
Directorate of Public Relations, Government of Madhya Pradesh, India
Page 27 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

d) The Successful bidder shall execute the whole work in strict accordance with guidelines of DPR.
e) DPR shall have power to make any alterations in or additions to the original scope of work. The
Successful bidder(s) shall be bound to carry out the work in accordance with any instructions in this
connection, which may be given to by DPR. Such alterations shall not invalidate the contract, and any
additional work which the bidder may be directed to do in the manner specified above as part of the
work shall be carried out by the bidder on the same conditions in all respects on which he agreed to
do the main work and at the same rates as specified by DPR.
f) Any publicity by the bidder in which the name of the DPR is to be used should be done only with the
explicit written permission of the DPR.

9.18 Payment Terms

a) The payments to the Agency shall be made only for creative, which have been finally approved by the
competent authority of any Department/Directorate in INR in accordance with the provisions of this
RFP.
b) The payment will be based on rates finalized for the award of contract to the successful Firm.
c) The GST would be paid at the prevalent rates on actual.
d) All payments shall be made subject to deduction of TDS (Tax deduction at Source) as per the applicable
Acts & Laws.
e) No Interest shall be paid on delayed payments.
f) If any tax exemptions, reductions, allowances or privileges may be available to the successful/ selected
proposer in India, the DPR shall use its best efforts to enable the successful/ selected proposer to
benefit from any such tax savings to the maximum allowable extent.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 28 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

[Link] for Bid Submission

The following formats are required to be submitted as part of the RFP. These formats are designed to
demonstrate the Bidder’s compliance with the Qualification Requirements set forth in Section 7 and other
submission requirements specified in the RFP.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 29 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.1. Format I
Covering Letter
{To be submitted on the letter head of the bidder}

To,
The Commissioner
Directorate of Public Relations
Government of Madhya Pradesh
Bhopal

Dear Sir/Madam,

We, the undersigned, offer for empanelment of agency for audio-video production in accordance with your
RFP and our Proposal. “We are hereby submitting our Proposal as per the requirements mentioned in the
RFP.

We hereby declare that:

a) All the information and statements made in this Proposal are true and we accept that any
misinterpretation or misrepresentation contained in this Proposal may lead to our disqualification by
the DPR.
b) We meet the eligibility requirements as stated in this RFP, and we confirm our understanding of our
obligation to abide by the policy in regard to corrupt and fraudulent practices.
c) Our Proposal is binding upon us and subject to any modifications/ amendments DPR made before
the date of submission.
d) Our Firm /Company do not face any sanction or any pending disciplinary action from any authority
against our Firm /Company.
e) We understand that the DPR is not bound to accept any Proposal that the DPR receives.

Thanking you,

Authorized Signature {In full and initials with Seal}:

Name and Title of Signatory:
Name of Bidder (Firm/ Company’s name):
In the capacity of:
Address:
Contact information (phone and e-mail):
Date & Time:_____________________
Place: _____________________

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 30 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.2. Format II
Firm/ Company Information
Following are the particulars of our organization:

Details
S. No. Description
(To be filled by the bidder)
1 Name of the bidder
2 Official address (in Madhya Pradesh, if any)

3 Phone No. and email ID

4 Registered Headquarters Address
5 Phone No. and email ID
6 Web Site Address (if any)
7 Details of Firm’s Registration (Please enclose
copy of the registration document)

8 Name of Registration Authority

9 Registration Number and Year of Registration
10 Goods and Service Tax (GST) Registration No.
11 Permanent Account Number (PAN)
12 Any other….

Note: Separate sheets may be attached wherever necessary

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 31 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.3. Format III

Contact Details of officials for correspondence during bid process:
<<On letterhead of Company>>

Details Authorised Signatory Secondary Contact

Name
Designation
Company
Address
Phone
Mobile
Fax
E-mail

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 32 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.4. Format IV
Previous Work Details

<<On letterhead of Company>>

Description
Work Order
S. No (Audio/Video/Spot/Docume Subject Department
Date
ntary/Short Film)

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 33 of 39
 RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.5. Format V
Financial Bid Format (to be finalized)
{To be submitted by the proposer as per the format available on MP Tenders Portal}

To, Date:
The Commissioner
Directorate of Public Relations
Government of Madhya Pradesh
Bhopal
Sub: Financial Bid for empanelment of agency for audio-video production.

Ref: NIT dated: __________

Dear Sir,
We, the undersigned proposer, having read & examined in detail, the Bidding Document, the receipt of
which is hereby duly acknowledged, I/ we, the undersigned, offer to work as mentioned in the Scope of the
work, Service Level Standards & in conformity with the said bidding document for the same.
We submit herewith the Financial Bid (fees) for the assignment proposed by DPR:
For Category "A" and “B” Bidders
S. No. Type of Duration of Creative Total
Creative Rates without GST Amount
(w/o
Quantity 30 60 Sec 90 120 Sec 2-5 min 5-15 15-30 GST)
Sec Sec min min
1 Video Spot 10
2 Audio Spot 10
3 Video Jingle 30
4 Audio Jingle 15
5 Animation 15
Spot
6 Documentary 10
7 Short Film 10
Grand Total (In
Figures)
Grand Total (In
Words)

For Category "C"-Individuals

Total
S. Type of Duration of Creative Amount
No. Creative Rates without GST (w/o GST)
Quantity 30 Sec 60 Sec 90 Sec
1 Video Spot 10
2 Audio Spot 10
3 Video 30
Jingle
4 Audio 15
Jingle
Directorate of Public Relations, Government of Madhya Pradesh, India
Page 34 of 39
 RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

5 Animation 15
Spot
Grand Total (In
Figures)
Grand Total (In
Words)

Terms & Conditions: -

1. The above quoted fee includes all duties, levies, taxes except for GST, which shall be payable extra as
per the prevailing rates.
2. NIL Value quoted against any value above shall lead to rejection of bid.
3. The Payment for the aforesaid quoted value shall be paid in accordance with Payment Terms.
4. For videos longer than 30 minutes, the time beyond 30 minutes will be charged at the rates quoted for
'Above 15 Min to 30 Min Videos,' with the additional time being billed on a pro-rata basis.

We agree to all the terms & conditions as mentioned above & in the bidding document and submit that we
have not submitted any deviations in this regard.

Authorized Signature {In full and initials with Seal}:

Name and Title of Signatory:
Name of Bidder (Firm/ Company’s name):
In the capacity of:
Address:
Contact information (phone and e-mail):
Date &Time: _____________________
Place: _____________________

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 35 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.6. Format VI
Format of Bank Guarantee for Performance Security

Issuing Bank: [insert: Bank’s Name, and Address of Issuing Branch or Office]

Beneficiary: [insert: Name and Address of Bidder]

Date: ________________
PERFORMANCE GUARANTEE No.: _________________
We have been informed that [insert: name of the Bidder] (hereinafter called "the Agency") has empanelled
by Directorate of Public Relations, Govt. of Madhya Pradesh [Insert: reference number of the RFP] dated
____________ with you, for audio-video production work (Hereinafter called the “Bid”). Furthermore, we
understand that, according to the conditions of the RFP document, a performance guarantee is required.

At the request of the Bidder, we [insert: name of Bank] hereby irrevocably undertake to pay you any sum or
sums not exceeding in total an amount of [insert: amount in figures] (Rs___) [insert: amount in words] upon
receipt by us of your first demand in writing accompanied by a written statement stating that the Bidder is
in breach of its obligation(s) under the RFP, terms and conditions without your needing to prove or to show
grounds for your demand or the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the Bidder before presenting us with
the demand.

This guarantee shall be valid until the..... Day of ........., 2024.

We further agree that no change or addition to or other modification of the terms of the RFP document to
be performed there under or of any of the RFP documents which may be made between you and the bidder
shall in any way release us from any liability under this guarantee and we hereby waive notice of any such
change, addition or modification.

Our.................................................................. branch at................... (Name & Address of the

............................. branch) is liable to pay the guaranteed amount depending on the filing of claim and any
part thereof under this Bank Guarantee only and only if you serve upon us at our .............................branch a
written claim or demand and received by us at our .............................branch on or before
Dt....................otherwise bank shall be discharged of all liabilities under this guarantee thereafter.

__________________

[Signature(s)]

Signature of the Authorised Officer of the Bank)

Name and Designation of the Officer
Seal, name & Address of the Bank and the Branch
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.7. Format VII

FORMAT FOR CHARTERED ACCOUNTANT CERTIFICATE

FOR FINANCIAL CAPABILITY OF THE BIDDER

We have verified the Annual Accounts and other relevant records of M/s………………………………………… (Name
of the bidder) and certify the following:
A. ANNUAL TURNOVER* AS PER AUDITED FINANCIAL STATEMENT OF PRECEDING THREE FINANCIAL
YEARS:

Financial Year Amount (INR)

2023-24
2022-23
2021-22

*Refer Instructions
(i) It is further certified that the above-mentioned applicable figures are matching with the returns filed
with Registrar of Companies (ROC)
(ii) Practicing Chartered Accountants shall generate Unique Document Identification Number (UDIN) for all
certificates issued by them

Name of Audit Firm: [Signature of Authorized Signatory]

Chartered Accountant/CPA Name:
Date: Designation:
Seal:
Membership No.:
UDIN:
.

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 37 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.8. Format VIII

Self-Declaration

{To be submitted on the letter head of the bidder}

To, Date:
The Commissioner
Directorate of Public Relations
Government of Madhya Pradesh
Bhopal

In response to the RFP dated ___________ for empanelment of agency for audio-video production., as an
Owner/ Partner/ Director/ Auth. Sign. of__________________________________, I/ We hereby declare that
presently our Company/ firm _________________, at the time of bidding,

a) Possess the necessary professional, technical, financial and managerial resources and competence
required by the Bidding Document issued by the DPR;
b) have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the State
Government or any local authority as specified in the Bidding Document;
c) is having unblemished record and is not declared ineligible for corrupt & fraudulent practices either
indefinitely or for a particular period of time by any State/ Central government/ PSU/ UT.
d) is not insolvent in receivership, bankrupt or being wound up, not have its affairs administered by a
court or a judicial officer, not have its business activities suspended and is not the subject of legal
proceedings for any of the foregoing reasons;
e) does not have, and our directors and officers not have been convicted of any criminal offence related
to their professional conduct or the making of false statements or misrepresentations as to their
qualifications to enter into a procurement contract within a period of three years preceding the
commencement of the Tender Process, or not have been otherwise disqualified pursuant to
debarment proceedings;
f) Does not have a conflict of interest as mentioned in the bidding document which materially affects the
fair competition.
g) Will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that may be taken as
per the provisions of the applicable Act and Rules thereto prescribed by GoMP, my/ our security may be
forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,
Authorized Signature {In full and initials with Seal}:
Name and Title of Signatory:
Name of Bidder (Firm/ Company’s name):
In the capacity of:
Address:
Contact information (phone and e-mail):
Date &Time: _________________
Place: _____________________

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 38 of 39
RFP for empanelment of Agency for Audio-Video production at Directorate of Public Relations, Bhopal

14.9. Format IX: Bidders Experience of Audio-Visual (AV) Content Creation Services

(To be filled by bidder on its letterhead)

S. No Item Details
1. Name of Organization where
services are provided
2. Type of Organization (State/Central
Govt Dept/ PSU/Corporation)
3. Duration of Contract
4. Value of Contract (INR)
5. Name, Title & Address of the Client
who can be contacted
6. Short Description of Scope of work
7. Type of Audio-Visual

Note:
• Work Order/ Contract copy to be attached along with this format (Mandatory requirement)
• In case of more number of organizations this format may be prepared in separate /landscape
sheet.
• This should be attached along with the eligibility criteria documents

Competent Authority
(Seal & Signature)

Directorate of Public Relations, Government of Madhya Pradesh, India

Page 39 of 39