Request for Proposal for the Engagement of Public Relation Agency

Request for Proposal for the
Engagement of Public Relation
Agency
Document Version:
3/17/2015
Version 1.0
TABLE OF CONTENTS
1
BACKGROUND AND CURRENT STATUS ...........................................................................................2
2
SCOPE OF WORK .....................................................................................................................................3
2.1
PROJECT OVERVIEW ..............................................................................................................................3
2.2
STAKEHOLDER EXPECTATIONS ..............................................................................................................4
2.3
QUALIFICATION CRITERIA FOR AGENCIES .....................................................................................4
2.4
RFP SCHEDULE ......................................................................................................................................5
2.5
RFP RELATED QUESTIONS / CLARIFICATIONS / SUBMISSION ...............................................................6
2.6
RFP TERMS & CONDITIONS ....................................................................................................................6
2.6.1 Liabilities of Electropreneur Park ....................................................................................................6
2.6.2 Proposal Process Management ........................................................................................................6
2.6.3 Bid Expiration Date ..........................................................................................................................6
2.6.4 Confidentiality & RFP Ownership ...................................................................................................7
2.6.5 Security – Non Disclosure Agreement ..............................................................................................7
2.6.6 Contract Negotiations .......................................................................................................................7
2.6.7 Solution / Service Acceptance Testing ..............................................................................................7
2.6.8 Project Management.........................................................................................................................7
3
RESPONSE FORMAT (PROPOSAL FORMAT) ....................................................................................8
3.1
PROPOSAL CONTENT / FORMAT............................................................................................................... 8
3.1.1 Completing the Requirement Specification .......................................................................................8
3.2
TECHNICAL PROPOSAL ..........................................................................................................................8
3.3
FINANCIAL PROPOSAL ............................................................................................................................ 9
4
AGENCIESPROFILE & REFERENCE – (APPENDIX – II) ............................................................... 10
4.1
4.2
AGENCIES DETAILS .............................................................................................................................. 10
STAFF DETAILS .................................................................................................................................... 10
5
CUSTOMER DETAILS – (APPENDIX – III) ........................................................................................ 11
6
COMMERCIAL BID – (APPENDIX – IV) ............................................................................................. 12
LIST OF TABLES
Table
Table
Table
Table
Table
Table
1
2
3
4
5
6
– Timeframe guidelines............................................................................... 5
- Requirements Response Criteria ................................................................ 8
– Agencies Details .................................................................................... 10
- Staff Details .......................................................................................... 10
- Customer Reference Details .......................... Error! Bookmark not defined.
– Commercial Details ..................................... Error! Bookmark not defined.
Request for Proposal for PR Agency
1
1
BACKGROUND AND CURRENT STATUS
Funded by Department of Electronics & IT (DeitY), Government of India, the Electropreneur Park is
the first of its kind Incubation Centre in India under PPP mode in the Electronic Systems Design &
Manufacturing (ESDM) sector. It is managed by Software Technology Park of India (STPI); other
stakeholders include Delhi University as the Academic Partner and India Electronics & Semiconductor
Association (IESA) being the Implementation Agency. IESA has engaged Cybermedia India Limited
(CMIL) to support it in execution of the project.
The Electropreneur Park will develop, promote, recruit, incubate, mentor and create breakthrough
innovations in the ESDM sector. It will be equipped with state-of-art facilities to promote ESDM
innovation, R&D and create Indian IPs.
The Electropreneur Park is currently looking for a PR Agency for its outreach programmes.
Request for Proposal for PR Agency
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2
SCOPE OF WORK
The Scope of Work for the PR Agency shall be as follows:
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Develop content for the DeitY newsletter, to be published every month
Should also develop content for at least 2 stories each month – to be published in leading
news dailies and B2B publications and social media
Should be able to work with advertisement and creative agencies along with
management/representatives of Electropreneur Park.
Should implement media plan strictly in accordance with the guidelines laid down by
management of Electropreneur Park
The agency should be also able to reach out to Media that caters to DeiTY, IT department of
allstate governments(if required), premier academic institutions in India, Organizations in
the Electronic Sector having Research and Development Facility within short timelines
Should work with Electropreneur Park tocreate media awareness about the business plan
competitionsto facilitate recruitment of incubateesby ensuring sufficient number of
applications via extensive media outreach Including social media.
2.1 PROJECT OVERVIEW
A snapshot of the project is provided in the diagram enclosed herein. With STPI providing funding and
management of the incubation centre, (hereinafter named as “Electropreneur Park) and Delhi
University providing infrastructure, knowledge experts and incubatees. IESA and Cybermedia India
Limited shall provide Industry Connect, Mentoring, Technical Know how, Promotion and Outreach in
addition to VC networking for the selected incubatees.
Request for Proposal for PR Agency
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The selection of the incubatees shall be based on the decision of Project Evaluation Team, which would
encompass industry stalwarts.
2.2 STAKEHOLDER EXPECTATIONS
The project is for a period of 5 years. Each year 10 Incubatees shall be selected and will be provided
infrastructure for a period of 12 months in which they would be asked to graduate. This would call for
a continuous engagement for a period of 5 years from the selected PR Agency. Following would be the
expectations from the agency
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Implement media outreach programme in accordance with the guidelines of the EP team
Reach out to media that caters to various possible stakeholders for EP viz., community of
students, decision makers, funding agencies etc. through regular outreach programmes.
Implements steps so that Electropreneur Park remains “top of the mind” recall amongst policy
makers, business and student community.
Carry out media outreach for business plan competitions to induct new set of incubatees.
Social media outreach should be an integral part of the engagement.
Consistently demonstrate cost and thought leadership.
Other details clarified in Point 4.3.
2.3 QUALIFICATION CRITERIA FOR AGENCIES
The project shall entail the following requirements from the PR Agency:
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A national agency of repute, with at least 3 years of annual turnover of above 50 Lakhs from
PR related activity
The agency should be having offices in at least 2 major metros of the country – one mandatorily
in Delhi and a strong network of associates across the country
The agency should have worked with at least one of the following sectors Government/ Trade
Association/ Business houses of repute (At least 1 assignment in last 3 years)
The agency should have prior experience of working with a client in the field of electronics (At
least 1 assignment in last 3 years).
Should be highly networked with the TV, Print and Online media and Advertising/ creative
agencies, event management organizations
Should have demonstrated excellence in both cost as well as thought leadership
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2.4 RFP SCHEDULE
Sample of RFP key dates timeframe as a guideline are the following:
Table 1 – Timeframe guidelines
17th March 2015
19th March 2015 till 17:00
hrs
21st March 2015
25th March 2015 till 17:00
hrs
31st March 2015
Request for Proposal for PR Agency
RFP made available to the bidders
Deadline for addressing questions
Response to all questions
Deadline for receiving bid (all material)
Bids to be evaluated. Financial Offers to be opened in
presence of every bidder. Successful bidder to be
intimated.
5
2.5 RFP RELATED QUESTIONS / CLARIFICATIONS / SUBMISSION
All questions related to this RFP should be directed to:
Rajiv Wadhwa
General Manager – Marketing and Sales
Indian Electronics and Semiconductor Association
[email protected]
Saikat Mookherjee
AVP – Research & Consulting
Cybermedia India Limited
[email protected]
Agencies must ensure that the proposal is delivered and received at the above email address
before the bid closing date 25th March 2015, till 17.00 hrs. Every e-mail needs to mention the
subject line Tender for PR Agency for Electropreneur Park .
Any queries with respect to this RFP should also be mailed to the above contact and address.
2.6 RFP TERMS & CONDITIONS
Details of RFP Terms and conditions are as enclosed below:-
2.6.1 Liabilities of Electropreneur Park
This RFP is only an invitation for proposal and no contractual obligation on behalf of
Electropreneur Park whatsoever shall arise from the RFP process unless and until a formal
contract is signed between Electropreneur Park and the Agency.
This RFP does not commit Electropreneur Park to pay any cost incurred in the preparation or
submission of any proposal or to procure or contract for any services.
2.6.2 Proposal Process Management
Electropreneur Park reserves the right to accept or reject any and all proposals, to revise the
RFP, to request one or more re-submissions or clarification from one or more agencies, or to
cancel the process in part or whole. No agency is obligated to respond to or to continue to
respond to the RFP after the submission and closing date.
Electropreneur Park will, at its discretion, award the contract to the responsible vendor
submitting the best proposal that complies with the RFP. Electropreneur Park may, at its sole
discretion, reject any or all proposals received or waive minor defects, irregularities, or
informalities therein.
2.6.3 Bid Expiration Date
The bids need to remain valid for at least 3 months from the date of submission indicated
above
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2.6.4 Confidentiality & RFP Ownership
This RFP is both confidential and proprietary to Electropreneur Park, and Electropreneur Park
reserves the right to recall the RFP in its entirety or in part. Agencies cannot and agree that
they will not duplicate, distribute or otherwise disseminate or make available this document
or the information contained in it without the express written consent of Electropreneur Park.
Agencies shall not include or reference this RFP in any publicity without prior written
approval from the client, which, if granted, shall be granted by the individual named above.
Agencies must accept all of the foregoing terms and condition s without exception. All
responses to the RFP will become the property of Electropreneur Park and will not be
returned.
2.6.5 Security – Non Disclosure Agreement
The Agencies as part of the proposal should sign the non-disclosure agreement to safeguard
the confidentiality of Electropreneur Park’s business information and data.
2.6.6 Contract Negotiations
At the completion of the selection process, Electropreneur Park will enter into negotiations with
the selected agencies. Agencies should also be aware that the following documents would be
included as attachments to the final contract:
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This Request for Proposal.
The agencies’s proposal in response – both technical and commercial
Any modifications to the proposal.
A Serve Level Agreement (SLA).
An implementation Plan identifying the tasks to be completed with milestones, the
assigned responsibilities, and the scheduled completion dates.
2.6.7 Solution / Service Acceptance Testing
Prior to going live, Electropreneur Park will require a period of time to conduct a thorough User
Acceptance Testing (UAT) of the service. This period should be sufficient to verify the service
operations and effectiveness. The UAT will not commence until the agencies has implemented
the service.
2.6.8 Project Management
The agencies will provide at least the following information to Electropreneur Park in the
proposal as well as the Implementation strategy:
o The description of the different phases of the project
o The methodology and approach
o Specific list of the deliverables by phase the agencies intends to provide along
the project.
o Key performance indicators proposed for service delivery.
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3
RESPONSE FORMAT (PROPOSAL FORMAT)
The proposal needs to be submitted in soft copy under a 2 Bid system. Technical proposal may be
submitted in MS Word/PowerPoint/PDF format, while financial proposal may be submitted in
password protected MS Excel format. After evaluation of the technical bids, the financial bids shall be
opened in presence of all the shortlisted agencies. Password of MS Excel file containing financial bids
will be required only from the shortlisted agencies.
A hardcopy of the complete proposal should also be sent to the following address in a Main sealed
envelope comprising of 2 separate sealed envelopes for Technical bid & Commercial Bid clearly
superscribed accordingly. The Main sealed envelope should be superscribed as ‘Tender for PR
Agency for Electropreneur Park’. The envelope with the commercial bid will be opened in
presence of shortlisted agencies.
3.1 PROPOSAL CONTENT / FORMAT
The proposal content has been specified in the following sections
3.1.1 Completing the Qualification Criteria
The Qualification Criteria contains a list of requirements on the desired aspects of the
partnership and project. The same has been highlighted in point 2.3. The agencies should
respond as follows in the level of compliance column:
Response
Compliant
Non Compliant
Partially Comply
Meaning
Agencies fully complies with the specifications/requirement
Agencies does not comply with the specifications/requirement (*)
Agencies meets part of the specifications/requirement
Table 2 - Requirements Response Criteria
The response should be given by stating the response that applies to the requirement from the
table above. Please provide explanation whatever be the response. Provide the explanation in
the COMMENTS column or on a separate page, if necessary, with reference to the
requirement number.
(*) If the proposed system / service offer an alternative to this requirement, please provide a supporting
written explanation when using this response. Please clearly specify the question number reference
where appropriate.
3.2 TECHNICAL PROPOSAL
The Agency is required to submit the proposal in the prescribed format Appendix II & III under Point
Nos 4 & 5. It is desired that the following contents be a part of the proposal submitted. No financial
information should be a part of the Technical proposal:
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Supportive documents indicating Turnover
Other Agency Details in accordance with the qualification criteria
List of Experiences with various agencies in the format enclosed
Key Contacts
Approach and Methodology
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3.3 FINANCIAL PROPOSAL
The Agency is required to quote in the prescribed format Appendix IV under Point No. 6. Agencies are
required to quote for the scope of work mentioned above on a year wise basis for the period of 5 years.
OPE’s and time costs are to be mentioned separately.
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4
AGENCIESPROFILE & REFERENCE – (APPENDIX – II)
This has been mentioned in the ensuing sections.
4.1 AGENCIES DETAILS
General
Company Name
Holding Company or Parent Company (if any)
Company local address
Phone
Please provide details of ownership: private/public;
ultimate parent; major shareholders. Any
significant changes in ownership in the last two
years?
Account Representative
Phone
Years in business
Certifications
Please provide details of any quality process
certifications
Any other certifications, please specify
Table 3 – Agencies Details
4.2 STAFF DETAILS
Staff
Total number of employees
Please provide a break-up of the number of
employees by function, e.g.
Sales/Marketing
Administrative Staff
Research & Development
Implementation Staff
Technical Support Staff
Other
Table 4 - Staff Details
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5
CUSTOMER REFERENCES (MINIMUM 3) – (APPENDIX – III)
It would be preferred that at least one reference working with the Govt. /Private Sector & rest from
the industry/ industry associations.
Customer Details
Government
Segment
Industry
Association
Private Sector
Others
Sponsor Name
Sponsor Address
Telephone Number
Fax Number
Contact Name
Title
What is or was the contact’s role on the
implementation?
State the duration of the implementation.
Details of consultancy service provided
Table 5 – Customer Reference Details
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6
COMMERCIAL BID – (APPENDIX – IV)
Cost Item
Year 1
Year 2
Year 3
Year 4
Year 5
Out of Pocket Expenses
Professional Fees
TOTAL COST
Table 6 – Commercial Details
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