Hiring the Services of Media Consultants/ Advertising Agency/Firm(S)

TENDER NOTICE # 4/2017

Hiring the Services of Media Consultants/ Advertising Agency/Firm(s)

To design a Public Awareness Campaign

For

Ministry of Human Rights

Ministry of Human Rights Government of Pakistan

MINISTRY OF HUMAN RIGHTS GOVERNMENT OF PAKISTAN TENDER NOTICE # 4/2017 Hiring Services of Media Consultants/Firm(s) to Design a Public Awareness Campaign for the Ministry of Human Rights

1. The Action Plan for Human Rights is being implemented. The Action Plan under Thematic Area-III – “Cross Cutting Interventions for Promotion and Protection of Human Rights” envisages a Public Awareness Campaign through dissemination of information on the rights of the citizen enshrined in the Constitution, existing laws and practices (Programs & Services) relating to human rights issues with special emphasis on the rights of women, children, minorities, persons with disabilities and other socially excluded segments of society.

2. In this regard, the Ministry of Human Rights intends to hire a well reputed Consultant(s)/Firms/Organizations registered with the sales/income tax departments having at least 05 years’ experience in the development of Information, Education & Communication (IEC) material and Designing of Public Awareness Campaign (Electronic/Print/Social Media). Tender documents can be downloaded from the PPRA website (www.ppra.org.pk) or the Ministry of Human Rights website (www.mohr.gov.pk). The assignment is for a period of 45 days (Extendable subject to availability of Budget). The assignment consists of the following deliverables:

A. IEC Print Material:

1. Pamphlets, posters, info grams, brochures, leaflets on the Rights of Women, children, minorities, PWDs, transgender, senior citizen, prisoner’s rights, including services of the Ministry. 2. Information tool kits on the laws, policies, and programs on promotion of Human Rights including the rights ensured in CEDAW and CRC. 3. Giveaway items like Souvenirs, Mugs etc. B. Social Media 1. Launch and Maintain channels on You tube, Daily motion etc 2. 4-5 minutes videos (TED talks style) Four per month 3. Mobile Phones Application(s), 4. Develop and maintain Blogs on Human Rights Issues.

C. Electronic Media: 1. Documentary (Time: up to 10 minutes) 2. 5 Public Service Messages/TVCs (Time: 10-15 seconds) 3. 5 Audio Messages for Radio/FM(Time: 10-15 seconds) D. Print Media: 1. Weekly Quarter page advertisement 2. Newsletter (Monthly or Quarterly) 3. Special Editions reflecting Ministry’s achievements, success stories and initiatives (Bi-annually) 4. 5 press releases or articles in prominent papers (Monthly)

3. Single stage two envelopes bidding process is to be followed and the interested parties are required to submit their technical and financial proposals in separately marked envelopes, with 2% of total value of the bid as bid security (refundable).

4. Conditional and tenders without bid security shall not be considered.

5. Technical proposals shall be opened and evaluated and only technically viable proposals shall be short listed. The sealed financial bids of only technically qualified bids will be opened in the presence of the bid parties.

6. This tender is only an invitation to offer and the Ministry of Human Rights does not bind itself to accept the lowest or any tender and reserves the right to reject any or all tenders as PPRA rules. Furthermore, personal canvassing or recommendations will also disqualify the bidders.

7. Date and time schedule are as follows;

a. Last date & Time for submitting bid April 14 , 2017 1100 Hrs

b. Bid Opening April 14 , 2017 1130 Hrs

(Humera Azam Khan) Joint Secretary (Admn) Ministry of Human Rights 1st Floor, State Life Building No. 5, Blue Area, Islamabad. Ph. No: 051-9201921

Part A:

Subject: INVITATION TO BID AND GENERAL INSTRUCTIONS

Dear Sir,

You are hereby invited to submit the tender for development of material

(Electronic/Print) and Designing of Public Awareness Campaign on human rights for short term assignment in accordance with the description at Appendix “A”.

1. Prospective Bidders Should Particularly Note That:

a. Bid Bond through Telex/ Fax shall not be acceptable.

b. Ministry of Human Rights does not take any responsibility for collecting the bids

from any agency.

c. Authorized representative may attend the tender opening, if desired.

d. Ministry of Human Rights reserves the right to accept or reject any or all bids or

cancel any or all items at any time as per PPRA Rules.

e. The Proposal fully must conform to Technical Specifications and Terms &

Conditions of the Tender Enquiry.

f. Bids against this tender are invited on Single Stage -Two Envelope Bidding

Procedures. Part B:

Instructions to Bidders (ITB):

1. Delivery of Bids. The Proposal is to be submitted as under:-

a. Financial Proposal. The Proposal indicating the quoted price in figures as well as in words along

with essential literature / brochure would be enclosed in an envelope. Following

information will be clearly marked on the envelope:-

i. Financial Proposal ii. Tender number

b. Technical Proposal.

Only technical details without mentioning the financial aspects of the

Proposal in duplicate would be enclosed in an envelope. Following information will

be clearly marked on the envelope:-

i. Technical Proposal ii. Tender number iii. Date of opening

c. Both the envelopes i.e of Financial Proposal and Technical Proposal would be

enclosed in yet another properly sealed envelope that will be marked with

address of this office only.

d. Technical Proposal i.e without prices will be opened on the day of tender

opening and will be technically evaluated. Financial Proposal of only those

suppliers will be opened, whose Technical Proposal would have been

accepted by Technical Committee. Financial Proposal of the supplier whose

Technical Proposal would have been rejected, will be returned un-opened.

2. Date and Time for Receipt of Bids.

The bid documents must reach this office until 1100 hrs on April 14, 2017 at the following address, and will be opened on the same day at 1130 hrs:

Joint Secretary (Admn) Ministry of Human Rights 1st Floor, State Life Building No. 5, Blue Area, Islamabad. 3. Taxes:

All Govt. Taxes will be applicable.

4. Language of Bidding Document:

The bid must be prepared in English language. If supporting documents and printed literature furnished by the bidder with the bid are not in English language, they must be accompanied by English translation of the relevant passages. 5. Terms of Payment:

The terms of payment will be as under: • Submission and approval of Work Plan for Execution of Activity 20 percent • Execution of the finalized work plan 30 percent • After the receipt of at least 50% deliverables 20 percent • Delivery of final products 30 percent

6. Photocopies of relevant Documents:

Photocopies of following documents will be provided / attached with Technical

Proposal:-

a. A copy of letter from the Bank showing supplier’s financial capability.

b. Income Tax No. to be mentioned on the Proposal and copy of Registration

Certificate issued by Sales Tax Department.

7. Disqualification:

Proposals are liable to be rejected if:-

a. Earnest money is not attached with the Proposal.

b. Proposals are found conditional or incomplete in any respect.

c. Received later than appointed / fixed date and time.

d. There is any deviation from the Instructions to Bidders.

e. Multiple rates are quoted.

f. Proposals (Financial / Technical) containing unauthenticated amendments /

corrections / overwriting.

g. If validity of Proposal is not quoted as required.

h. Proposal made through Fax / E-mail / Cable / Telex.

i. If the Proposal is found to be based on cartel action in connivance with other

bidders.

8. Earnest Money / Bid Security.

The Technical Proposal must be accompanied by 2% of the total value of proposal in shape of Bank Draft / Pay Order in favor of Ministry of Human Rights.

9. Return of Earnest Money. a. Earnest money to the unsuccessful bidders will be returned on acceptance of

lowest technically acceptable bid.

b. Earnest money of the supplier / suppliers with whom contract is concluded will

be returned on submission of Bank Guarantee stipulated in the contact

10. Rights Reserved.

Ministry of Human Rights reserves full rights to accept or reject any or all Proposals including the lowest, as per PPRA Rules.

Annex-A

TERMS OF REFERENCE FOR HIRING SERVICES OF MEDIA CONSULTANTS/ADVERTISING FIRM(S) TO DESIGN PUBLIC AWARENESS CAMPAIGN FOR THE MINISTRY OF HUMAN RIGHTS

The Action Plan for Human Rights, approved by the Honorable Prime Minister of Pakistan on 13th February 2016, is being implemented in the country. The Action Plan under Thematic

Area-III – “Cross Cutting Interventions for Promotion and Protection of Human Rights” envisages a Public Awareness campaign through dissemination of information on the rights of the citizen enshrined in the Constitution, existing laws and practices (Programs &

Services) relating human rights issues with special emphasis on the rights of women, children, minorities, persons with disabilities and other socially excluded segments of society. Therefore, in order to promote the values of tolerance, peace, non-discriminations, dignity, interfaith harmony and, the Ministry has planned to develop/ launch a national level comprehensive publicity campaign encompassing electronic, print, social media for their collaboration and engagement, and by designing/producing the Information,

Education, Communication (IEC)/ Behavioral Change Communication (BCC) material.

For designing and developing the following IEC material on promotion and protection of rights particularly the rights of women, children, minorities, PWDs, transgender, older persons, the Ministry intends to hire a well reputed Advertising agency/ Media Consultants/ Firm(s) registered with the sales/income tax departments having at least 05 years’ experience in development of Information, Education & Communication material and Designing of Public Awareness Campaign (Electronic/Print/Social Media). The assignment is for a period of 45 days (Extendable subject to availability of Budget). The assignment consists of the following deliverables:

A. IEC Print Material:

C. Electronic Media: 1. Documentary up to 10 minutes 2. 5 Public Service Messages/TVCs (Time: 10-15 seconds) 3. 5 Audio Messages for Radio/FM(Time: 10-15 seconds) D. Print Media: 1. Weekly Quarter page advertisement 2. Newsletter (Monthly or Quarterly) 3. Special Editions reflecting Ministry’s achievements, success stories and initiatives (Bi-annually) 4. 5 press releases or articles in prominent papers (Monthly) Deliverables Dates: Detailed work plan for the whole period of consultancy within seven days of signing contract which should mention deliverables, their details and completion time lines.

Profiles of Consultants/Advertising Agency/ Firms:

The criteria for short listing firms will be:

The technical proposal should be prepared in line with Terms of Reference (TOR).

Further, the Agencies /Firm(s) must also present their knowledge on the

requirements of this assignment while providing following information:-

Experience:

A list of past and present major work of similar nature carried out in the past to be submitted.

Methodology:

A concept paper describing detailed methodological approach should be provided for carrying out the assignment. The proposal should clarify the Advertising agency/Firms understanding and interpretation of the Terms of Reference and provide a clear description as to how the Agency intends to organize and execute the services. This is to be followed up by a detailed presentation on concept and methodology of TORs.

Consultants/Advertising Agency/Firm(s) Profile:

 Brief company profile, as relevant to the above mentioned terms of reference  Experience in the relevant areas/ similar exercise.  Clientele  Contact details of at least two references from among recent employers or clients  Certificate of incorporation / legal status  Financial proposal  Companies receiving international or locally recognized awards will be given preference.

(At the conclusion of the Project, all material will remain the property of the Ministry)

Technical Evaluation

Sr.# Parameters against which Scoring Total Points Remarks technical Evaluation shall be Brackets Allocated done

1 Company Profile 12

1.1 Years of Experience 3

< 5 Years 0

>5<7 Years 2

>8 3

1.2 Clientele 3

>1<3 MNCs or local 1 firms/public sector organizations in any trade

>4<5 MNCs or local 2 firms/public sector organizations in any trade

>6 MNCs or local firms/public 3 sector organizations in any trade

1.3 Experience in international 3 advertising

1.4 No of employees, relevant 3 qualifications of Management and team

1.4.1 Number of employees <10 1

Number of employees >10<15 2

Number of employees <15 3

2 Relevant Experience 10

2.1 Advertising & designing projects handled so far

<3 0

>5<10 7 >11 10

3 Registered with Income 5 Tax/sales Tax (Mandatory for Technical qualification)

4 International Affiliation 5

4.1 >5 years 3

4.2 <8 Years 5

5 Financial Strength 8

5.1 >5<10 million of annual 5 Turnover

5.2 >10 Million of annual turnover 8

6 Presentation 60

6.1 In House Capabilities 10

6.1.1 Creativity 2

6.1.2 Technical facilities 2

6.1.3 Designing 2

6.2.4 Printing 2

6.1.5 others 2

6.2 Social Media 10

6.2.1 Channels on YouTube, Daily 2 motion

6.2.2 Videos (TED Talk Styles) 2

6.2.3 Mobile Phone Apps 2

6.2.4 Blogs 2

6.2.5 Others (face book, Twitter etc) 2

6.3 Digital/Electronic Media 10 Services

6.3.1 Documentaries <5 4

6.3.2 TVCs <5 3 6.3.3 Audio Messages (FM Radio) <8 3

6.4 Print Media 10

6.4.1 Newsletters 2.5

6.4.2 Advertisements <10 2.5

6.4.3 Special editions/supplements 2.5 <10

6.4.4 Thematic articles in papers 2.5

6.5 IEC material 15

6.5.1 Pamphlets 2.5

6.5.2 Posters 2.5

6.5.3 Brochures 2.5

6.5.4 Information Tool kits 2.5

6.5.5 Giveaway items 5

6.6 Any special service/capability 5

Total 100

Maximum Passing Marks are 70.

The agencies shortlisted after technical evaluation will be required to give a comprehensive presentation for technical evaluation purposes. The final decision of technical qualification or disqualification of any firm will be made on the basis of their presentation

Annex-B PRE QUALIFICATION CRITERIA

A-QUESTION NAI R E

QUESTION 01 WHAT IS THE NAME OF THE BIDDER? QUESTION 02 WHAT IS THE ADDRESS OF THE BIDDER?

QUESTION 03

National Tax Number

Sales Tax Number

(Attach copy of NTN & Sales Tax Certificate along with copy of last months deposited sales tax receipts)

QUESTION 04 PLEASE SPECIFY THE YEAR OF ESTABLISHMENT?

QUESTION 05 TYPE OF FIRM?

Sole Proprietor/ Individual

Partnership

Private Limited Company

QUESTION 06 NAME OF THE OWNER (s) S.No. Name NIC No. Address & Tel. No.

QUESTION 07 HEAD OFFICE LOCATION ADDRESS OF EACH OFFICE OWNED/RENTED OWNER NAME QUESTION 8 HOW MANY PERSONNEL ARE BEING EMPLOYED AT THE ABO VE MENTIONED FACILITIES? (Please tick the appropriate box)

1 to 5

6 to 10

11 to 15

15 Plus

QUESTION 9 DESCRIBE THE NUMBER OF PEOPLE WORKING AT EACH OFFIC E, SEGREGATED ACCORDING TO THE JOB TITLE.

B- FINANCIAL STANDING

BANK STATEMENT

Name of Banks Title of Account Monthly Average Balance

FIXED & MOVABLE PROPERTIES

Type of Property Title of Relation with Owner of Approximate Value Property Firm LIST OF LOCAL/MULTINATIONAL ORGANIZATONS, GOVT. DEPARTMENTS AND UN AGENCIES AS CUSTOMERS FOR THE LAST 3 YEARS

Name Type of Contact Name & Date of Turnover for the last Organization Tel. No. Prequalification three years in Rs. PERFORMANCE CERTIFICATE (For each major customer during the last three year)

Name of Customer

Contact Name, Address & Telephone Number

Date of Prequalification: ______

Turnover since Prequalification: ______

Quality of Services Offered & Remarks by Customer:

Bidder’s Representative Customer (Signature & Stamp) (Signature & Stamp)