INDEX

1. Scope of work - Annexure -I

2. General terms & conditions - Annexure -II

3. Check list - Annexure -III

4. Un-Priced Price Bid - Annexure -IV

5. Price Bid - Annexure -V

6. Special terms & conditions - Annexure -VI

7. Minimum qualifying criteria - Annexure -VII

8. Bid evaluation criteria - Annexure -VIII

9. Integrity pact - Annexure -IX

Annexure -I

SCOPE OF WORK

Empanelment of an Advertisement Agency, for newspaper advertisements covering the

following advertisement material for a period of 02 years.

1. Publication of Notice Inviting Tender (NIT)

2. Institutional Advertisements

3. Recruitment Advertisements

4. Financial Results

5. Announcement of Board Meeting & AGM.

6. Miscellaneous Advertisement, if any.

Note:

1. The Advertisement matter may be published in English / Hindi as the case may

be.

2. The size of Advertisements, location of the Advertisement, (first pages, back

pages, inner pages or local edition etc) shall be intimated at the time of release of

each Advertisement.

3. Advertisement may be released in one district edition or multi district edition or

on all India basis on case to case basis.

4. The agency should design & compose the matter of advertisement given by the

company in the most effective and economical fashion and also give a

comparative chart of the different rates, combos available, readership nos. (IRS)

etc to SIL on free of cost basis.

Annexure – II General Terms and Conditions of Enquiry & Contract for the Services

S.

No

Particulars

1 SIL Means Scooters India Limited

2 Vendor/Supplier

Means a Person or Firm or Company, to whom the order is addressed, for supply of

services

3 Firm Price

Quoted prices shall remain firm and fixed till complete execution of the order. In

case firm price is not acceptable price variation (increase or decrease) formula,

bench mark prices along with supporting documents only in the case of two bid

system shall be furnished for consideration and approval of SIL, before opening of

price bid.

4 Quotation

The quotation and any order resulting from this enquiry shall be governed by these

General Terms and Conditions of enquiry and contract for the supply of Services and

the vendor quoting against this enquiry shall be deemed to have read and agreed to

the same, unless specifically stipulates any different terms or conditions which

subsequently agreed by SIL on specific case to case basis.

Sealed quotations with Bidder’s distinctive seal, superscribing enquiry number, date

and due date are to be submitted so as to reach on or before due date & time,

addressed to Sr. Manager (Materials)Scooters India Limited, P.O. Sarojini

Nagar, Lucknow 226 008, U.P.(India) In the case of Two-part bid, each inner

cover shall clearly be labeled as a) Technical & Commercial Bid containing

technical data/ drawings/ catalogues/ quality plans as applicable along with

commercial terms and conditions & copy of the price bid with the price columns left

blank (unpriced price bid), b) Price bid containing prices quotes as per scope of

work. Installation and/or commissioning charges shall be spelt out in absolutely

lucid terms, taking into account total charges, rather than quoting vaguely, such as

charges per man-day or charges per engineer per day etc. If the price bid was

found later to be different from the unpriced price bid in any way, the

offer shall be rejected summarily.

5 Tender/Technical bid Opening:

Unless specified otherwise, tenders/ technical bids will be opened on appointed date

and time as mentioned in the enquiry or as communicated changed date/time, if

any, in the presence of such of those Bidders who may be present.

6 Delayed/ Late Tender:

Any tender received after the due date shall be treated as late tenders and will not be

considered.

7 Validity of Quotation:

All quotations shall be kept open for acceptance for a period of ninety days from the

date of opening of Tenders/ Technical bid and this shall be deemed to be an express

condition of all quotations. The rates shall be quoted in both figures and in words.

In the case of Two-part bid, the vendor should furnish technical clarifications, if any,

within stipulated time mentioned, failing which, it will be construed that the vendor

is not interested in the tender and SIL shall not consider the offer for further

evaluation.

8 Revision of Price bid:

In case there is any change in scope of work during technical evaluation, bidders

shall be asked only the price implications for the amended portion and not the

revised price for the entire offer. The original/price implications received shall be

opened only on the date to be decided and the price implications are to be opened

after technical evaluation and shall be intimated to the qualified bidder.

9 Price bid Opening:

Unless specified otherwise in the enquiry, the Price bids of technically qualified

vendors shall be opened with prior intimation in the presence of such of those

Bidders who may be present.

10 Conformity to Specifications:

The services should be of the best quality and shall be conforming to SIL

specification/scope given in enquiry. Offers without details of specifications/

applicable catalogues will not be considered and are liable to be rejected. Values

otherwise agreed upon by SIL, no deviation/amendment in services required could

be made. Offers without undertakings which may be required will not be considered

and liable to be rejected.

11 Transportation:

Unless otherwise agreed upon, transportation if involved up to the specified

destination shall be in Vendor’s scope .

12 Taxes and Duties:

Unless specified otherwise in the enquiry. All Indian suppliers shall clearly mention

Sales Tax/ VAT, Excise Duty, and Service Tax etc, if any, payable in addition to the

quoted price and indicate applicable rates/ percentage, item-wise and will be paid

only if Registration Number under State (TIN)/ Central Sales Tax or Service Tax is

specifically mentioned in the Bill/Invoice. Vendors without a Sales Tax/VAT

registration and Service Tax registration will not be considered.

13 Insurance:

Adequate insurance including accidental insurance of the employees of the vendor

shall be the responsibility of the vendor and SIL in no circumstances shall be liable for

the same.

14 Terms of Payment:

Payment will be made within 45 days after receipt, inspection and acceptance of the

services as per scope of work (and where involved, Erection and commissioning of

services at SIL/Destination) by Crossed Cheque and no Bank commission charges

are admissible unless otherwise specified. The Cheque will be sent by registered post

and SIL is in no way responsible if loss occurs due to delay by postal authorities and

cheques falling into improper hands or through forgery or fraud. For foreign

suppliers, the preferred payment term will be on site Draft basis and bank charges

shall be to the respective accounts. In case supplier desires payment through e-

transfer, the same should be specifically mentioned along with requisite details. If

the vendors quoted terms are different from SIL standard payment terms, interest@

2.5% plus SBI PLR per annum (or as indicated in the enquiry) will be loaded to the

quoted prices for difference of payment period.

15 Bank charges

Unless otherwise specified, in case of payment through bank, respective bank

charges shall be to respective account.

16 Part / Split ordering:

Vendor shall quote competitive price and best services for all the items mentioned in

the enquiry. SIL reserves the right to reject partial quotations. However, SIL reserves

right to Order part of the item/ scope of work of the enquiry and split the order

among qualified vendors.

17 Repeat order

The service contract can be extended for a specified period as mentioned in the

tender with mutual consent and prior approval of SIL at the same rates, terms and

conditions as that in the initial order.

18 Performance :

The services shall be subjected to inspection verification and certification of the

various parameters specified in Scope of work by authorised officer and also tests, if

necessary, and the company decision regarding the acceptability of the services shall

be final and binding on the vendors.

19 Consequences of Failure to Deliver:

For any deficiency / unsatisfactory services provided by contractor which is not in

conformity to the scope of work mentioned in the tender and which may hamper SIL

operations, a deduction of 1.0% of monthly compensation per day shall be made

subject to maximum 2% of monthly compensation from their monthly bill or

otherwise specifically mentioned in the specified terms & condition of the tender

which shall supersede the condition on consequences of failure to deliver in the

general condition.

20 Recovery of Dues:

SIL shall recover any amount due from the vendor or any amount outstanding to the

credit of the vendor with SIL and/or by legal action.

21 Arbitration & Forum for Legal Proceedings:

All disputes arising in connection with indigenous/foreign services shall be settled

through arbitration held at Lucknow, U.P., India and arbitrator shall be appointed by

C&MD, SIL. Any dispute whatsoever in any way arising out of or relating to a

Purchase order shall be referred to Arbitration of the Chief Executive of Scooters

India Limited.

The Courts at Lucknow, U.P., India only shall have jurisdiction in respect of any suit

or other legal proceeding arising from or relating to this contract.

The rights and remedies of SIL stated in these General terms and conditions shall be

in addition and supplemental to its rights and remedies under law and custom or

usage of trade or business and shall in no way be deemed to limit, curtail, supersede

or derogate from its said rights and remedies.

22 Conflict among other Terms and Conditions

In case of any conflict between these General Terms and Conditions or any other

special or typed conditions agreed to for a particular Purchase order, the latter shall

prevail to the extent applicable.

23 Non Assignments

The Purchase order shall not be assigned by the vendor to any other party without

prior written permission from SIL that too only in special circumstances.

24 Govt. Policy

The existing policy of the Government of India with regard to Purchase Preference

to Public Sector Enterprises or SMES shall be applicable

25 Control Regulations

Vendor shall arrange for services as per scope of work in strict conformity with the

control regulations applicable and after obtaining permits and registration, if any,

under the regulations in force from time to time.

26 Only those offers will be considered which are in line with Scooters India Ltd. ( (SIL)

requirements and are unconditional.

27 SIL reserves the right to accept or reject any bid without assigning any reasons.

28 SIL reserves the right to call bidders for making technical presentation before

finalizing the bids.

29 The Tender should be deposited in the tender box kept at the Administrative Building Scooters India Limited, Sarojini Nagar, and Lucknow or sent by Registered/ Courier only so as to reach on or before schedule time. The offer so received shall be opened in the office of the SM (Materials) or on any convenient subsequent date in the presence of Bidder / representatives who so ever like to be present.

30 No Email /Telegraphic /Fax quotation shall be accepted. Offers received after due date & time shall not be considered.

31 For all other Terms & conditions, if the offer is not confirming to the same, SIL at its discretion shall load the same and the loading pattern shall be intimated to the bidders before price bid opening. However SIL reserves the right to cancel a bid in case of non-acceptance of any terms and conditions finally arrived before price bid opening.

32 SIL reserves the right to issue addendum to tender documents to clarify, amend, modify, supplement or delete any conditions, clauses or terms stated. The addendum so issued shall form part of the original tender.

33 In case the offer is not accepted the Bidder shall not be entitled to claim any cost, charges, expenses incidental to or incurred by the Bidders in connection with the tender.

34 The Bidders shall have no right to issue addendum to tender document to clarify, amend, supplement or delete any of the conditions or clause or items stated there in

35 Bidders must ensure the following while submitting the tender: (i) THAT EVERY PAGE OF TENDER DOCUMENT IS DULY SIGNED BY THE

BIDDER BEFORE SUBMITTING THE TENDER. (ii) THAT IN ALL CASES, RATES QUOTED AGAINST INDIVIDUAL

ITEM/LOT IS/ ARE INVARIABLY QUOTED IN FIGURES AS WELL AS IN WORDS

(iii) The Quotation should be free from overwriting and erasures. Corrections and additions, if any, must be attested. Supplier should indicate in the quotation dimensions (Size), weight; rate etc., in the metric system unless the enquiry calls for different unit.

36 In case of any clarification regarding tender documents & Technical details, Party may visit SIL on any working day with prior appointment & contact SM (Malts).

37 Services provided shall be as per SIL schedule. Services schedule as decided by SIL shall be applicable

38 Party to quote lead time; preferably lead time of 15 days from award of contract by SIL. Correct date of effecting services in the event of an order should be indicated in the offer.

39 Scope of work and scope of services is also enclosed separately

40 EMD will be as per details indicated separately. Failure of the successful bidders to comply with conditions hereof would render him liable for rejection and in term forfeiture of Earnest Money Deposit (EMD) apart from any other actions the company may take action at its sole discretion.

41 Excise duty, if livable, service tax etc., documents need to be given. Payment on this account shall be regulated against document only.

42 The party should give a certificate that they agree to the scope of work and services sought.

43 In case, any of the documents/ information furnished is found to be false/ forged, the action by SIL (i.e. inclusion of the firm in holiday list apart from other penal action) shall be binding.

44 Party should give following declarations: a. We, hereby certify that we have not been blacklisted by any Public Sector

Undertaking / Public Department. b. I have gone through the terms and conditions given in your above tender

form, is accepted and agreed by us.

45 Registration, if applicable under The Micro, Small Medium Enterprises Development Act, 2006 may be mentioned giving registration number and date. If not mentioned, it shall be construed that the vendor is not covered by the said Act.

46 Force Majeure: If SIL or the vendor be prevented from discharging its or their obligation under their

Agreement by reason of all acts of God including fire, earthquake, flood etc and other force majeure like war, violence, riots, lockout, strikes etc or on account of any other cause beyond SIL or the vendor’s control and interfering with the execution of contract for services as scheduled, the time for delivery of services shall be postponed by the time or times during which delivery of services is prevented by any such causes as hereinabove mentioned.

N Provided that in the event of such delay exceeding 90 days, the party other than the

party which invokes the force majeure may, at their option, cancel this agreement by notice in writing to the other party in respect of the undelivered quantity of services without, however, any right against or being responsible to the other party for such cancellation.

R The party invoking force majeure shall, within 15 days of the occurrence of force

majeure causes, put the other party notice intimating the cessation of such causes. If force majeure condition continues beyond a period of six months, SIL or the vendors may at his option cancel this agreement by notice in writing to the other party in respect of the undelivered quantity of services without, however, any right against or being responsible to the other party for such cancellation.

47 Negotiations:-

Vendor shall quote competitive price and best delivery to avoid negotiations.

48 Integrity pact document should be signed and accepted by party.

49 The Micro small and Medium Enterprises Development (MSMED) act. 2006 shall be

applicable while evaluating the tenders. In this regard the Micro and small

enterprises while quoting should attach a declaration that they are MSE’s with

requisite documents as proof thereof to be eligible for the stipulation in the above

act.

Annexure -III

CHECKLIST

(Tender No…………. Due date…………)

Please ensure that following documents/ details have been enclosed / accepted)

Sl. No.

Particulars Status Please tick

1. Every page of tender duly signed, Stamped & attached.

Yes

2. Validity of offer 90 days from the tender opening date.

Yes

3. Quoted rebate shall be FIRM & FINAL for full supply of order

Yes

4.

Following declaration on party letterhead enclosed a) We hereby certify that we have not been blacklisted

by any Public Sector Undertaking / Public Department.

b) We have gone through the terms and condition given in your above tender form, is accepted, and agreed by us.

Yes

5. UN-PRICED PRICE BID: Party to indicate excised duty, sales tax / Vat etc. ONLY

Yes

6. PRICE BID: Party to indicate RATE, excised duty, sales tax / Vat etc all Colum of price bid filled up in the price bid.

Yes

7. Discount quoted should be in figures and also in words in price bid format.

Yes

8. The payment term shall be 45 days direct credit from the date of receipt of bill and release of bill and release of advt.

Yes

9. SIL reserves the right to reject any offer due to non-compliance with the above conditions and/or non-receipt of this from in duly filled condition – Agreed.

Yes

10 Integrity Pact document accepted and signed by party.

Yes

11 Extra for New Vendors. To submit vendor registration form along with offer (available in SIL website- www.scootersindia.com) enclosed.

Yes

Annexure- IV

UN-PRICED PRICE BID FORM

M/s…………………………………

………………………………………

………………………………………

………………………………………

Sl. No. Assignment Description Discount in Percentage

(%) 1. Highest Uniform Discount offered over the Price list of

different Newspapers before taxes and duties X

Discount in words… X X X X X X X X X X X X X

(discount must be > 13.10 %)

(Note: The rates should not be filled in the columns marked with ”X” as this is

Non-Price bid. Only Taxes, Surcharges, Duties, Service charge, etc.

should be mentioned here.)

Taxes, Surcharges, Duties, Service charge, etc.

1. Service Tax (as applicable)

2.

3.

4.

5.

(Bid shall be awarded 100% on Highest Discount Percentage Offered)

Signature and Seal Tenderer

Place:

Date:

Annexure- V

PRICE BID FORM

M/s…………………………………

………………………………………

………………………………………

………………………………………

Sl. No. Assignment Description Discount in Percentage

(%) 1. Highest Uniform Discount offered over the Price list of

different Newspapers before taxes and duties

Discount in words…………………………………………………………………………………………………..

(discount must be > 13.10 %)

Taxes, Surcharges, Duties, Service charge, etc.

1. Service Tax (as applicable)

2.

3.

4.

5.

(Bid shall be awarded 100% on Highest Discount Percentage Offered)

Signature and Seal Tenderer

Place:

Date:

Annexure -VI

SIL SPECIAL TERMS AND CONDITIONS

The following special terms and conditions without any deviation to be adhered to :

1. Check list must be filled up and enclosed by vendors.

2. Rebate on printed tariff rates of news paper shall be FIRM for entire duration of the

contract i.e. fy. 2016-17 &2017-18.

3. The payment terms will be 45 days direct credit from the date of publishing of

advertisement and receipt of bill in SIL, with proof of news paper advertisement.

4. In addition to the above, new vendors shall submit vendor registration form,

available in SIL website – www.scootersindia.com along with offer.

5. Release of advertisement shall be as per the instructions given by SIL administration

department/ authorized officer of company.

6. Documents required to be submitted by the willing Firm / Agency for empanelment.

a. Complete tender documents duly signed by authorized signatory of the Firm.

b. Organizational infrastructure and staff detail.

c. Detail of professional competence and expertise of key personnel with the

Firm/ Agency.

d. Major advertising campaign handled by the Firm/ Agency during last two

years.

e. List of major clients in public and private sectors during last two years.

f. Address proof of the agency.

g. Copy of Pan Card.

h. Copy of service Tax Number.

i. Attested copies of full INS accreditation valid for last five years.

j. Copy of annual turnover for last two years.

k. Proof of last two years relevant experience working with government/

autonomous bodies/ PSU.

l. Proof of having office at Luck now with relevant infrastructure.

m. Rate lists of different Newspapers in English & Hindi.

7. Empanelment:

a. The eligible Firm/ Agencies will be empanelled with Scooters India Limited

for period of two years.

8. Earnest money deposit:

Bidders are required to deposit a sum of Rs. 25000/- (Rupees Twenty five

Thousand only) along as EMD in the form of crossed DD/Bankers Cheque

favouring “Scooters India Limited” payable at Lucknow. No interest shall be

paid on the EMD amount.

9. Cost of Tender Form

Cost of tender form will be Rs. 500/- (Rupees five hundred only). Tender form

may be received from the office of Sr. Manager (Materials), SIL by interested

agencies after submitting an application along with Demand Draft/ bankers

cheque for Rupees Five Hundred only in favor of M/s Scooters India Limited,

payable at Lucknow. Alternatively, the tender form may be downloaded from

website of Scooters India Limited (www.scootersindia.com) and in such cases

demand draft/banker’s cheque for Rs. 500/- should be submitted by

interested agencies along with Bid, failing which the offer shall not be

considered.

10. Standards of Publication:

a. The agency should have full INS accreditation since preceding two years and

should be valid as on the date of the advertisement.

Enclosure-1 : A self –certificate in the prescribed format, certifying continuous

full INS accreditation for preceding two years as on the date of advertisement. If

the agency is short listed with SIL, a certificated from INS would be required to be

submitted.

b. The agency should have annual turnover of minimum Rs. 2.0 Crore each during

the last two completed financial years 2013-14 and 2014-15. The agency should

submit copies of audited balance sheet and Profit & Loss A/c for FY 2013-14 &

2014-15 enclosure-2.

c. Advertisement agency having office at Lucknow with relevant infrastructure

enclosed the address Proof of Lucknow office. Enclosure – 3 letter head.

d. The printed copies of the corporate Brochure (Relevant issues for the reference

work) or any other relevant documents i.e. the publication based on which the

agency is seeking qualification Enclosure – 4.

e. Photo copies of the work orders of the above jobs done, Successful completion

certificate agency’s by –line in the publication and any other document to the

satisfaction of SIL towards successful completion of the contract etc. Enclosure. -

5.

f. The proof of landline telephones in the name of the agency at the indicated

address or any other documentary proof to establish bonfires of the office

Enclosure -6 copy of Landline Bills.

g. Acceptance of SIL Terms and Conditions, Integrity pact (Annexure – iv)

Enclosure -7 signed Terms & Conditions & Integrity Pact & Checklist should be

submitted.

Annexure – VII

MINIMUM QUALIFYING CRITERIA

A compilation of the Eligibility Criteria is placed below (an agency not

meeting any of the following Eligibility Criteria shall be summarily rejected

and shall not be considered for further evaluation.

a. The agency should have full INS accreditation since preceding two years and

should be valid as on the date of the advertisement.

(A self -certificate in the prescribed format, certifying continuous full INS

accreditation for preceding two years as on the date of advertisement has to be

submitted. If the agency is short listed with SIL, a certificate from INS would

be required to be submitted).

b. The agency should have annual turnover of minimum Rs. 2.0 Crores each

during the last two completed financial years 2013- 14 to 2014-15. The agency

should submit copies of audited balance sheet and Profit & Loss A/c for FY

2013-14 & 2014-15 or CA Certificate certifying turnover for FY 2013-14 and

2014-15.

c. Advertisement agency having office at Lucknow with relevant infrastructure

enclosed the address Proof of Lucknow office. (A certificate on letter head

with the detailed address).

d. Advertising Agency should have experience of at least 5 years. (A certificate on

letter head indicating atleast 5 years experience as an advertising agency to be

enclosed).

e. Acceptance and signed SIL Tender Documents (All Pages).

Annexure – VIII

BID EVALUATION CRITERIA

The financial bid of only those vendors will be opened whose bid will qualify technically

meeting all the minimum qualifying criteria and scope of work with terms and

conditions.

Bids shall be evaluated on the basis of highest rebate offered on printed tariff rates will

be decided as follows:

L1=highest rebate on printed tariff rate card in %.

Annexure – IX