THE PUNJAB STATE COOP. MILK PRODUCERS’ FEDERATION LIMITED.

“MILKFED HOUSE”, Sector 34-A, Chandigarh.

TERMS AND CONDITION FOR SELECTION OF AGENCY FOR SOCIAL MEDIA MANAGEMENT

1.0) The Punjab State Cooperative Milk Producers Federation Ltd, MILKFED invites e-tender on
the prescribed form from registered experienced and reputed agencies for development and
promotion of creative’s for social media Facebook, Twitter and Instagram, YouTube LinkedIn
etc. The Tenders can be downloaded from our site up to 5 PM of 20th Feb 2018 and technical
bid shall be opened on 26th Feb 2018 at 10.00 AM. The financial bid of the eligible tendered
shall be opened on 26th Feb 2018 at 3.00 PM in the office of Milkfed SCO 153-155 Sector 34A,
Chandigarh. In case of holiday tender shall be opened on next working day. Bidders have to
collect the tender forms from the Office. Rs.25000/- as Earnest money should be made
through draft/ cheque only. For any clarification/difficulty regarding e-tendering process flow,
please contact us on 9855855144, 0172-5041864.

2.0) The Tender submitted by the bidders shall be in two separate parts:
Part I – Technical Bid
Part II – Financial Bid
Part I: Technical Bid – This should comprise of:
a) Bidders have to pay required Tender processing Fee through online mode only
i.e through Netbanking/ online etc. for getting registered for e-tendering
system. Rs. 25000/- as Earnest money should be made through made through
draft/ cheque only
b) Authorized address and contact details of the Tenderer having the following
information:
i. Address for communication:
ii. Telephone No:
iii. Mobile No:
iv. Fax No:
v. E-mail ID:
c) Qualification information, supporting documents and undertaking as specified in
Terms and conditions (Section - A).
d) Undertaking that the bid will remain valid for the period specified in the tender
documents.

Part II: Financial Bid: This should be comprised of:

a) Form of Bid (The Bidder will fill in and submit the bid form along with the bid)
(Annexure – B)

Tender (Bid) will have to be submitted online.

Tenders will be opened online on 26.02.18, in the Verka Corporate Office. The
Tenderers or their authorized representatives may remain present at the time of
opening the tenders.
i) “Technical Bid” will be opened first on 26.02.18 at 12 pm
ii) The Financial Bids of the eligible Bidders will be opened on 26.02.18 at 3 pm

3.0) SCOPE OF WORK :

The selected Agency shall begin Social Media Management for Milkfed including, but not
limited to the following activities:

3.1) The Agency shall create and subsequently maintain the official Facebook Page, Twitter
Profile and Instagram during the course of contract and hence set up a complete social
networking management system for promotion of Milkfed products.

3.2) Agency shall focus on following locations.

a) Indian States-PAN India.
b) Other countries- UK, Canada , Australia and UAE.

3.3) The agency should post minimum 24 creatives per month.

3.4) The agency should reach at least 2,50,000 social media audience per month on facebook.

3.5) The agency should increase follower base of 10000 per month on facebook.

3.6) Populating, publishing and updating the content as and when required on 24X7 basis. The
frequency of information will be on a continuous and daily basis.

3.7) Round the clock running of social media sites, updating, analyzing social media trends,
moderation and intervention as and when required.

3.8) Feedback/comment management on regular basis, moderation of pages on regular basis to

keep the social media site free from spam/advertisement/ inappropriate contents, appropriate
tagging etc.

3.9) Repackaging of the content (videos and photographs) into suitable formats (video packages
and others)

3.10) Uploading of repackaged and creative content on various social media platforms such as
Face book, Twitter and Instagram.

3.11) The agency should be able to develop interesting and innovative content, campaigns, in
order to have proper communication strategy for various social media platforms to enhance the
reach of content in real time basis. Campaigns around holidays, festivals (demographics wise),
anniversaries of important events, grub fests.

3.12) Also, the clips or videos may be edited as required for publication.

3.13) Ensure that posts made by the public on the Milkfed social networking sites are
monitored on a real time basis.

3.14) Ensure that the response to these posts are provided on the social networking site under
the supervision of the designated Milkfed official.

3.15) Use appropriate CRM to track social media sites and monitor the following:
a) Social media sentiments
b) Overall trends on various social media platforms.
c) Monitor and generate reports in various formats like graphs, charts etc.
d) Provide social media analytic . ( They will provide analytical report whether there has
been an impact in sales due to the more engagement in social media for Verka
products after the launch of any campaign

3.16) The Agency shall submit Analytic report of all platforms like Facebook, Twitter and
Instagram showing the increase of fan followers on monthly basis and when desired by Milkfed.
Important metrics for consideration are: total likes per month, increase in user follower per
month, list of positive comments per month, list of negative comments per month, Avg like per
post.

3.17) All complaints / grievances made on any social media platform must be properly
documented, escalated to the responsible authorities and then swiftly addressed.

4.0) Technical bid-

4.1) The bidders shall upload the required documents as per technical bid proforma . All
required documents shall be signed by bidders.
4.2) The bidders shall upload completely filled Technical Bid proforma.
4.3) Bidders must have deposited required Earnest money.
4.4) Bidders must submit the proof constitution of firm/company/partnership.
4.5) Bidders must have PAN, TAN number and GST Registration issued by the competent
authority.
4.6) Bidders must have bank account number in the name of Firm.
4.7) Bidders Should not hold any sanction / black-listing by any government / quasi
government agency or any Multi-Lateral Donor Body (World Bank, ADB, JICA, etc.)
persisting on the last due date of receipt of tender.
4.8) The Bidders should have had minimum 5 projects in the last three years that were serviced
with the social media management related to scope of work of this tender.
4.9) Bidders must have authority letter signed by competent authority of the firm.

Only technically qualified Proposals shall be considered for Financial Bid opening.

After the Technical papers, the bidders will have to give presentation to the committee of the
work done by them

5.0)Financial bid:

5.1) Bidders has to quote their rates strictly as per the financial bid format enclosed financial
bid Proforma should be submitted/uploaded through online/e-tendering mode only.

5.2) The prices shall remain FIRM till entire contract period /completion of the Assignment.

5.3) The prices to be quoted would be exclusive of any tax which shall be payable extra as
applicable.

5.4) The price quoted shall be inclusive of any cost incurred in any activities/ media engagement
/advertisement if any, to achieve the milestones as mentioned.

5.5) Price quoted by Bidders with any deviation or any conditionality, the offer will be
treated as incomplete and will be rejected.

5.6) Any variation in rates, prices or terms during validity of the offer shall lead to forfeiture of
the EMD of said Bidders.

6.0) Earnest Money & Security:

6.1) The bidders shall deposit amount of Rs.25000/- (Rupees twenty five thousand) as earnest
money with the Punjab State Cooperative Supply & Marketing Federation Limited, Chandigarh.
The earnest money shall have to be paid online. Tenders without the requisite earnest money
shall be rejected summarily. The successful bidders shall have to deposit security of 10% of
the value of the work (including earnest money) within Seven working days from the
acceptance of the offer/tender through draft favoring the Punjab State Cooperative Milk
Producers Federation Limited payable at Chandigarh. The earnest money of all unsuccessful
bidders will be refunded in due course of time and Milkfed shall not be liable to pay any interest
thereof. The earnest money of successful bidders shall be adjusted towards 10% security to
be deposited by the successful bidders.

6.2) In case the bidders did not deposit the full earnest money mentioned in the tender
notice, the financial bid of that bidders shall not be opened.

6.3) The security deposit shall be refunded to the party after the successful completion of the
contract and also after the full and final settlement of the deal on receipt of a clear cut No due
Certificate in the prescribed Performa. No interest shall be payable on the amount of security
deposit.

6.4) In case the party, whose offer being the highest, fails to deposit the security amount within
the scheduled period of seven working days, the earnest money of the party shall be forfeited
and bidders shall be blacklisted.

7.0) The bidders shall start posting of creatives on 5th day from the issuance of work order.

8.0) Contract- The contract will be for a period of 1 year from the date of the award of contract
which may be extended further for a period of 1 year with mutual consent.

9.0) Bidders shall abide by the term and conditions of the tender.

10.0) The selected Agency shall be actively involved in Content Creation & Management for a
period of 1 year or such extended period thereafter and all such content created will be the
property of Milkfed.

11.0) The Agency must also be advised that the operation of the Social Platforms shall fall under
the purview of the Right to Information Act, 2005. Thus, it must understand the governing laws
and must answer any queries only after consultation with Milkfed.

12.0) The Social Media Platforms content to be developed must be operational on all
electronic devices such as PCs, Laptops, Mobiles, Tabs etc., failure of any one of which shall be
considered an incomplete execution of the Work Order.

13.0) Penalty Clause

13.1) If the monthly creation numbers are less than 24 creations per month then only
payment will be proportional to the number of creative's in addition to a flat penalty of
5% of monthly due amount.
13.2) If there is no substantial fan followers (min. 3000 followers should increase per month on
Facebook ) then an additional flat 10% amount from the monthly bills shall be deducted. If
there is less than 2000 fan followers for continuous two months then penalty of 25% shall be
imposed on monthly bills. If there is less then 2000 fan followers for continuously three months
contract shall be terminated and security shall be forfeited.
13.3) If the monthly reach is less than. 2,50,000/- social media audience per month on facebook
then an additional flat 10% amount from the monthly bills shall be deducted.

14.0) Payment Terms- The payments for retention fees as quoted in the Financial Bid shall be
paid on monthly basis at the end of every month within 15 days on receipt of invoice after
deducting penalties, if any.

15.0) Acceptance of tender and withdrawals-The final acceptance of the tender is entirely
vested with Milkfed which reserves the right to accept or reject any or all of the tenders in full
or in parts without assigning any reason whatsoever. Milkfed may also reject all the tenders for
reasons such as change in Scope, Specification, lack of anticipated financial resources, court
orders, calamities or any other unforeseen circumstances. All tenders shall be irrevocable and
remain valid for acceptance for a period of 15 (Fifteen) days from the date of opening of
tender(s). After acceptance of the Tender by Milkfed, the Successful Bidders shall
have no right to withdraw their tender or claim higher price.

Evaluation of Technical Proposal (Qualification):

1. The evaluation of Technical Proposal will be made on the basis of Eligibility

criteria as per the Table 1” The bidders are required to score minimum 80%
 technical points to qualify the technical bid.
2. Financial Bid of those firms would be opened who qualify technical evaluation.
50 marks will be given for the lowest quoted party

Annexure A
Table-1

S. No. Parameters Maximum Marks

1. Handling of Social media for Govt. of 20

India / any State Government.
Upto 2 companies- 10Marks
Above5 companies- 20Marks

2. Operational Experience in the related 10

Field.
Minimum2Years- 5Marks
Above3Years- 10Marks

3. In-house design facilities (proof to be attached) 10

No- Zero Marks
Yes- 10 Marks
4. TeamMembers 10
Upto 5 Employees – 5 Marks
Above 5 Employees – 10 Marks
TOTAL 50

Attach valid proof for the above requirements.

Financial Bid for Handling Social Media

Annexure B

Sr. No. Description

1 Handling/ Creative’s on Social media Facebook, Twitter, Instagram,
Youtube etc ( includes Posts/ GIF/ Campaigns etc) per month
(including taxes)
2 Advertisement budget

3 TOTAL Amount per month

16.0) Letter of Acceptance-After acceptance of the Tender, a Letter of Acceptance (LOA) will be
issued to the Successful Bidders.

17.0) Execution of contract.

17.1) The Successful Bidders should execute a Contract in the non-judicial Stamp Paper bought
in Punjab/Chandigarh in the name of the Bidders within 7 days from the date of Letter of
Acceptance.

17.2) The Successful Bidders shall not assign or make over the contract, the benefit or burden
thereof to any other person or persons or body corporate for the execution of the
contract or any part thereof without the prior written consent of Milkfed.

17.3) The expenses incidental to the execution of the agreement should be borne by the
Successful Bidders.

17.4) The conditions stipulated in the agreement should be strictly adhered to and violation of
any of the conditions will entail termination of the contract without prejudice to the rights of
Milkfed and Milkfed also have the right to recover any consequential losses from the Successful
Bidders.

18.0) Termination of Contract.

18.1) Termination of default- Milkfed may without prejudice to any other remedy for breach of
contract, by written notice of default with a notice period of 1 month, sent to the Successful
Bidders, terminate the contract in whole or part, (i) if the Successful Bidders fails to deliver any
or all of the items or services within the time period(s) specified in the Contract, or fails to
supply the service as per the Delivery Schedule or within any extension thereof granted by
Milkfed; or (ii) if the Successful Bidders fails to perform any of the obligation(s) under the
contract; or (iii) if the Successful Bidders, in the judgment of Milkfed, has
engaged in fraudulent and corrupt practices.

18.2) Termination for Insolvency- Milkfed may at any time terminate the Contract by giving
written notice with a notice period of 1 month to the Successful Bidders, if the successful
Bidders becomes bankrupt or otherwise insolvent. In this event, termination will be without
compensation to the Successful Bidders, provided that such termination will not prejudice or
affect any right of action or remedy that has accrued or will accrue thereafter to Milkfed.

19.0) The Managing Director, The Punjab State Cooperative Milk Producers Federation Limited,
Chandigarh will have the discretion to extend the date of receipt and opening of tender

20.0) Any change in constitution of the firm shall not absolve any partner of the firm from the
liability.

21.0) Arbitration-In case of any dispute arising out of the contract, the matter shall be referred
to the Managing Director, Milkfed, Chandigarh to arbitrate in the matter, who can arbitrate
himself or appoint any body to arbitrate in the matter. The said arbitration proceedings shall
be held under the jurisdiction of Chandigarh court only & as per provision of the Arbitration &
conciliation ACT 1996.

(Certificate)

Certified that I/We___________________________________have carefully gone through the

above terms & conditions and have retained a copy of the same. I/We shall strictly abide by the
above terms & conditions.

Signatures of bidders/party with seal.

Complete address…………………………..
Phone/Mobile No.________________
Date:

Signature Not Verified

Digitally signed by Vikram Katyal
Date: 2018.02.20 16:45:59 IST
Location: Punjab